Recruiting

Operations → Recruiting is Axivoy’s candidate pipeline. The platform flag Recruiting platform must be on (Platform → Settings → Features). AI features (resume parsing, AI screening) also need Recruiting AI and the platform AI flag.

Needs attention

The hub lands on a prioritized triage queue: unassigned candidates, stale candidates (no activity beyond the tenant stale window), stage-gate blocks (for example resume required before advancing), resume extraction reviews, conversations awaiting a human, AI draft replies to review, evidence conflicts (two verified documents disagree), recent screening recommendations, screening checks to adjudicate, adverse action waiting periods, orientation confirmations (booked slots waiting for you to confirm attendance), DOT applications to review, DQF gaps blocking hire, and prior employer verifications (391.23) (contact needed, overdue clocks, or responses to file).

Job postings & careers page

• Create Job postings (title, location, pay range, description, linked pipeline, open/closed, public slug). The description field is a rich-text editor (headings, bold/italic, lists); formatting carries through to the public careers page and to AI landing page generation.
• Set an ordered recruiter chain on each job posting. Check eligible recruiters, then use move up/down so the list reflects priority. Row 1 is the Default assignee for new applicants and the first person paged when AI hands off to a human. Only active tenant members whose role includes recruiting view access appear; if someone on the chain later loses that access, you see a warning badge and can remove them (they cannot be re-added until eligible again). When nobody qualifies, the empty state links to Users & roles.
• Share your public careers URL: /careers (list) and /careers/{slug} (detail + apply). These pages use your tenant branding (logo / company name) and need no login — suitable for Indeed listings.
• On each job posting edit screen, the Landing page panel manages AI-generated careers designs: regenerate a new version (requires Recruiting AI), preview any ready version in admin, activate one for the public /careers/{slug} page, delete inactive versions, or Use default design to fall back to the built-in template. The first AI generation auto-activates; later regenerations land as ready until you activate them. A staleness hint appears when title, location, pay, or description changed after the active version was generated — regenerate or activate a newer version when copy drifts. While a generation is running, regenerate is disabled and the panel shows Generating… — generation can take several minutes, and pages that include AI-generated photos take longer; reload the page to check progress. Photos on generated pages are created and hosted by Axivoy (never hotlinked from other sites).
• Applicants enter a mobile number and tap Text me about this job (that tap is SMS consent). A candidate is created immediately; they may optionally add name, email, resume, and a few questions.
• Candidates can Continue application later with phone + one-time SMS code.
• Careers copy says a recruiter will text shortly. Recruiters send those texts from the candidate page (AI first-touch is a later phase).

Candidates

• The candidate detail page opens with Why this candidate is stuck (when anything blocks advancing), a pipeline progress rail, and the current stage requirements checklist (live pass/fail per requirement). Work panels below match what the stage needs — profile, documents, signing, screening, orientation, hire, and so on — instead of showing every desk at once.
• Create candidates manually (name/phone/email; at least one identifier), or receive them from the careers page (source = website).
• Upload resumes and other documents on the candidate detail page.
• When Recruiting AI is on, a resume upload queues extraction. Review the suggested profile fields and employment history on the candidate page, correct anything wrong, then Apply to candidate (or reject the extraction).
• Applied employment history appears on the candidate detail page (replaces prior rows from that apply).
• SMS conversation on the candidate page: send texts, see replies and delivery status (sent / delivered / failed). Candidates who reply STOP are opted out until they reply START. Photos texted in (MMS) land as documents.
• Advance stages or reject with a typed reason (EEOC-defensible funnel reporting), or withdraw when the candidate drops out.
• Deleting a candidate record is platform-only: operators with platform tenant access use Danger zone → Move to Recycle Bin on the candidate page. HR and recruiters should use Reject or Withdraw instead. Restore and permanent purge happen in Platform → Activity & logs → Recycle Bin (candidates never appear in the tenant recycle bin). While recycled, public portal links for that candidate stop working until restored.
• Each candidate pins a pipeline version so stage config edits never change in-flight candidates mid-flow.
• Assign a recruiter for ownership and triage filters. The picker lists the same eligible members as the job posting recruiter chain (active tenant members with recruiting view access).

AI screening

• Start AI screening on the candidate page opens an AI interview over SMS against the pipeline’s qualification criteria (the AI only asks unanswered questions — apply-form answers count). Start simulator (sandbox) runs the same conversation without sending real texts, so you can try it safely.
• The AI autonomy setting controls sending: Shadow (default) drafts every AI reply for your approval, Supervised/Autonomous auto-send within guardrails (quiet hours, daily message cap, max turns). Held or drafted replies appear on the conversation panel and in Needs attention.
• If a candidate asks for a person, or asks whether they’re talking to a bot, the AI stops immediately and the recruiter SMS relay pages the posting’s recruiters by text: reply 1 (or just type a message) to take over, SKIP to pass, DONE to finish. If nobody picks up, the candidate gets a holding message and recruiters get a Notification Center alert.
• Take over pauses the AI so you drive the thread yourself; Hand back to AI resumes the interview.
• The Qualification card shows each criterion’s status (pass / fail / unanswered), whether the evidence is self-reported or verified from a document (CDL photo, medical certificate), and the overall recommendation. Moving stages automatically when requirements pass requires Auto-advance when requirements are satisfied in Settings (recruiting.auto_advance_enabled, default off). The older Auto-advance on qualified shortcut still applies when the master flag is off.
• Stale candidates can get a capped, spaced re-engagement text automatically; unresponsive candidates simply stay stale.

Offer packets & e-sign

• Documents (Recruiting → Documents) holds the offer letter and disclosure templates. Platform defaults ship ready to use; you can customize most of them in the rich editor (headings, tables, merge tags like {{candidate_first_name}}, page breaks) and preview the PDF with sample data before saving. The PSP disclosure is locked — its wording is set by federal rules. You can also create your own documents or upload a static PDF that candidates sign as an acknowledgment.
• Each stage's signing packet is derived from its checklist: the signable documents (e-sign or a legacy external step) listed on a stage, in order, are exactly what that stage sends. Reorder or add/remove them on the pipeline Stages canvas; mark them required or optional from each requirement's editor. State-specific notices (CA/NY/WA) are stage requirements like any other — add them when hiring in those states. The FMCSA Clearinghouse portal consent is no longer part of the packet — it is tracked on the Screening section instead (see Screening desk below). Packets already sent are frozen at send time and never change retroactively.
• Moving a candidate into the Conditional offer stage sends the packet automatically by text and email (or use Send packet on the candidate page). The candidate opens one link, sees their progress, and signs one document per screen — each has a plain-language summary of what it means. They can stop and continue later through the careers Continue application phone code.
• Signing is legally captured: typed name, an explicit e-sign consent checkbox, and time/IP details are recorded for every signature. Signed PDFs land under the candidate's documents, and every step is in the audit trail.
• Some documents can require an internal countersigner — those show Sign in-app on the candidate page after the candidate signs. You can also Void an open packet (for example, offer rescinded) and re-send later.
• When every required document is signed, the packet completes and the candidate advances to the next stage automatically.

Screening desk

• The Screening section on the candidate page runs background checks in waves. DOT-driver pipelines default to wave 1 (MVR, PSP, Clearinghouse limited query) and wave 2 (DOT drug test, criminal background); wave 2 unlocks only after every required wave 1 check has an admin pass decision. Waves are configurable per pipeline.
• You cannot order a check until its required disclosures are signed — the packet documents from the offer stage cover this. If your vendor collected the FCRA authorization on paper, use the vendor-collected attestation when ordering. Ordering through Checkr uses Checkr's own hosted disclosures. Each check row shows prerequisite chips so you can see at a glance which consents are signed, missing, or covered by the provider; the pipeline Screenings tab lists the same requirements read-only.
• Clearinghouse portal consent: pre-employment queries are full queries, and the driver's consent for a full query can only be given inside the FMCSA Clearinghouse portal — after you place the query. So it never blocks ordering: placing the Clearinghouse order texts the candidate portal instructions automatically and adds a Portal consent — pending chip. When results arrive it completes on its own (results can't be released without consent); you can also Mark complete manually once you have confirmed consent in the portal. A check cannot be passed while the portal consent is still pending with no results.
• Two ways to run a check: connect Checkr (Settings → Integrations → Checkr; API key + package slugs) and order directly — results arrive automatically — or order through any vendor portal yourself and upload the report PDF. Uploaded reports are read by AI when Recruiting AI is on.
• Every result gets an AI recommendation (pass / fail / needs review) with the specific findings cited (suspended license, DUI, positive drug test, Clearinghouse violations, records within your lookback window). The AI never decides — you adjudicate every check with a typed reason, and your decision is what unlocks the next wave.
• An MVR that shows licenses in other states (CDLIS) automatically adds per-state MVR orders to the same wave.
• Adverse action (FCRA): if you intend to reject based on a failed check, start the adverse action from the candidate page. The candidate gets a pre-adverse notice by text and email with a copy of the report and the Summary of Rights, then a waiting period (default 7 days, Settings → Recruiting) before you can send the final notice, which rejects the candidate. Rejecting for screening reasons outside this flow is blocked. You can cancel an open adverse action if the candidate disputes successfully.
• Pending adjudications and adverse-action clocks appear in Needs attention.

Orientation

• Recruiting → Orientation is where you define calendars: which days, daily start/end, how long each slot lasts, how many people fit, lead time, and how far ahead candidates can book. This is not the same as driver home-time schedules.
• Moving a candidate into the Orientation stage (or tapping Start SMS booking on their page) texts them open times and a web link. They can reply by text or book on the link; careers Continue application (phone code) can also open that link.
• On the candidate page you can book a slot yourself, Confirm attendance, Mark no-show, or cancel. Booked slots waiting for confirmation show up in Needs attention.
• Axivoy sends one reminder text before the appointment (default 24 hours — Settings → Recruiting → Orientation reminder).

Hire desk (DOT application → driver)

• On orientation day, open the candidate Hire desk: start the DOT employment application (prefilled from the resume employment history and verified CDL facts). Share the candidate link — they sign in with phone + one-time code (same as careers Continue application) and can fill side-by-side with you.
• The 10-year employment coverage bar highlights uncovered periods. Every gap of 30+ days needs a reason and short explanation before the application can be submitted (required by 49 CFR 391.21).
• After submit, Mark reviewed then Send for signature — the signed PDF lands in documents as the DOT application.
• Form I-9: candidate completes Section 1 on their link; you complete Section 2 (document inspection) and send for dual-party signature. Completing I-9 marks work authorization as verified.
• Road test certificate or CDL equivalency: enter the result (equivalency can pull verified CDL facts) and send for examiner/employer signature.
• The Driver Qualification File meter shows what is still missing. Create driver user stays blocked until every pre-hire DQF item is done (prior-employer 391.23 stays open on purpose — that finishes after hire). Conversion creates the driver login (optional invite email), links the candidate, retires the phone+OTP portal, and hands the DQF documents to that user.

Prior employer verification (391.23)

• After hire, Axivoy opens prior employer investigations for DOT-regulated employers from the DOT application (last three years). Each has a 30-day deadline from the hire date.
• On the candidate Prior employer verification desk: add contact email/fax/mail, Email request, download a printable form for fax/mail holdouts, and log every attempt (dates, method, outcome). That attempt log is itself the compliance file when an employer never responds.
• Employers can reply on a tokenized web form, or you can upload a faxed/mailed response. Complete & file in DQF stamps the response; after the deadline (or with an explicit exception), Close with attempt log generates the good-faith PDF and finishes that investigation.
• Escalating reminder emails go out on a schedule (default days 7, 14, 21, 25 after hire — Settings → Recruiting). Overdue or incomplete items appear in Needs attention.
• This completes the DQF 391.23 item. Annual MVR / certification monitoring is a separate future compliance module — not part of Recruiting.

Pipelines

The seeded DOT driver pipeline is ready out of the box (phone-only apply at step 1). The pipeline page opens on the Stages canvas — each stage is a card listing its stage requirements (the checklist a candidate completes there). Admins with pipeline manage permission can:

• Drag requirements to reorder them or move them between stages (or use the up/down buttons and the Move to stage menu in the requirement editor — everything works without a mouse).
• Toggle required before advancing per requirement, and open the linked catalog tab (Questionnaire / Documents / Screenings) to edit its definition.
• Add, rename, reorder, and delete stages. The first stage (New lead) and the final Hired stage are built in and stay in place. Each stage also has a manual review toggle that holds auto-advance until a recruiter confirms.
• Edit the minimum profile fields a candidate needs before leaving the first stage (this gates advancement only — the public apply form stays phone-only).
• Remove a requirement from a stage and it stays removed — including requirements that originally came from older stage settings (those show a Legacy mapping tag until you first save the stage; removing one keeps a hidden "off" marker so it cannot reappear).

The Documents catalog tab lists the built-in DOT documents (relabel or disable only) plus your custom documents. Resume is built in there too — its card notes what an approved resume extraction feeds ("Enriches profile, employment history · Prefills dot application").

Every change saves automatically; the header shows saving / saved / error. If another admin edits the same pipeline at the same time, your canvas refreshes and asks you to retry. If candidates are already pinned to the current version, a banner warns that your first edit clones a new head version — pinned candidates keep their flow. Non-driver pipelines can turn off screening, orientation, and the DQF checklist.

Settings

Tenant Configuration → Recruiting holds stale-after days, PII / rejected-record retention floors, and Recruiting SMS From number (the dedicated E.164 number for candidate texts). Product SMS must also be enabled under Communications, and platform messaging credentials must be configured. When Text messaging (A2P 10DLC) registration is enabled, that card owns the From number. Purge is a later audited action; encrypted SSN/DOB/license are stored when entered.

Phase 5 adds AI conversation settings there too: autonomy mode, AI first touch on new applicants, quiet hours (start/end/timezone), max messages per day, max turns per conversation, reminder timing and cap, re-engagement attempt cap and spacing, relay reply window, Auto-advance when requirements are satisfied (master flag; supersedes auto-advance on qualified while on), and auto-advance on qualified (legacy shortcut when the master flag is off). Phase 8 adds Orientation reminder (hours before) for the pre-appointment SMS. Phase 10 adds Prior employer investigation deadline (days) (default 30) and Prior employer reminder days (comma-separated offsets from hire).