This article explains how to use the Screening & Shortlisting Analytics module to monitor vacancies, invite candidates into screening chats, review outcomes, and move suitable applicants through to interview or onboarding faster.
📌 Note: Each vacancy shown in this module is linked to an individual job from your ATS.
SmartAI checks for new candidates on the hour, every hour, and can automatically invite them to chat.
Candidate chat outcomes and summary answers can also be written back to the ATS as notes, so consultants can review outcomes without leaving the ATS.
Review Screening and Shortlisting Analytics
Click Screening in the left-side menu.
Review the Screening & Shortlisting Analytics page.
What You Can See on the Page
At the top of the page, you can see summary analytics cards for:
Hours Worked.
Jobs.
Screened.
Shortlisted.
Interviews Booked.
On the top right, use the date filter dropdown to change the reporting period. The available options shown in the draft include:
Custom Range.
Today.
Yesterday.
Last 7 days.
Last 30 days.
Below the analytics cards, you can see the Active Vacancies section.
This section includes:
A search bar labelled Search for Position, Profile, Company or Job No.
A Search button.
A view toggle that lets you switch between card view and list view.
Switch Between Card View and List View
Go to the Active Vacancies section.
Click the Grid or Card View icon to view vacancies as job cards, or click the List or Table View icon to view them in a table.
Card View
In card view, each vacancy appears as an individual job card.
Each card can show:
Position name.
Client name.
Job ID and date.
Sent Invitations.
Screened.
A settings cog icon.
List View
In list view, vacancies appear in a table with columns such as:
Job Id.
Office.
Position.
Client.
Profile Name.
Sent Invitations.
Screened.
Expiry Date.
Active.
Created By & Date.
Settings.
📌 Note: In list view, some columns also show filter or sort icons, including Office, Position, Client, Profile Name, Expiry Date, Active, and Created By & Date.
What Each Vacancy Represents
Each vacancy shown in this module is a job posted from your ATS into SmartAI.
When the job is posted, the consultant can define settings such as:
The Position.
The Screening profile.
The number of reminders.
The time between reminders.
The expiry date.
Whether an interview booking link is used.
Whether interview booking should be sent automatically when shortlisted.
Whether invites and reminders are sent by email, SMS, or both.
Users can also add up to 3 additional questions to a specific job.
Search and Filter Vacancies
Use the Search for Position, Profile, Company or Job No field to enter the vacancy details you want to find.
Click Search to filter the list.
Use the date filter in the top right to change the reporting period if needed.
In list view, click the filter icon in the Active column to narrow the list by status.
Search Options
You can search by:
Position.
Profile.
Company or client.
Job number.
For example, searching Cleaner filters the vacancy list to the matching job.
Active Filter
The Active column filter can show options such as INACTIVE.
Use this filter when you want to narrow the list based on job status.
Update Vacancy Settings
Find the vacancy you want to update in card view or list view.
Click the settings cog on the vacancy card, or click the option in the Settings column.
Review the Job Details popup.
Update the required fields.
Click Save.
What You Can Configure in Job Details
The Job Details window can include these fields and options:
Auto Invite.
Post Date On.
Position.
Screening profile.
Reminder Email Interval (Days).
Number Of Reminders.
Expiry time.
Office.
Job Location.
Interview Booking.
Invite for Interview when Shortlisted.
Job Description.
Invite source.
Options.
Save.
Turn Off Auto Invite
Open Job Details for the vacancy.
Find the Auto Invite toggle at the top of the pop-up.
Click the toggle to switch it off.
Click Save.
When Auto Invite is turned off, SmartAI does not automatically send invitations for that job until you turn it back on or send invites manually.
Update Screening Profile and Reminder Settings
Inside Job Details, you can update settings such as:
The Screening profile used for the job.
Reminder Email Interval (Days).
Number Of Reminders.
Expiry time.
Office.
Job Location.
Use these settings to control how the vacancy behaves in SmartAI and which role-specific questions are used.
Configure Interview Booking
Inside Job Details, you can also use:
Interview Booking.
Invite for an interview when Shortlisted.
Use these settings when you want shortlisted candidates to receive an interview booking link automatically or when you want to control this manually.
Configure Invite Sources
Open Job Details.
Click Invite source.
The available options can include:
Invite.
Reminder.
Final Reminder.
Interview Invite.
Interview Invite Reminder.
These options represent the communication types available for the job.
Configure Job-Level Options
Open Job Details.
Click Options.
The options shown in the draft include:
Additional Questions(0).
Configure Email/SMS.
Generate Apply Link.
Additional Questions
Use Additional Questions to add job-specific questions on top of the standard screening profile.
You can add up to 3 additional questions per job.
Configure Email or SMS
Use Configure Email/SMS to adjust invite and reminder communication for the job.
If you do not change them here, they can remain configured at profile level.
Generate Apply Link
Use Generate Apply Link to create a job-specific application link.
Review Candidates in a Vacancy
Click the vacancy card in card view, or click the vacancy row in list view.
Review the candidate list page for that vacancy.
Use the search field, filters, and actions to manage applicants.
What You Can See Inside a Vacancy
The vacancy page can include:
A search bar labelled Search for Name, Email, Mobile or Location.
An Action dropdown in the top right.
A candidate table.
An Export option.
Paging controls.
A row count indicator.
Summary totals at the bottom of the page.
The candidate table can include columns such as:
Checkbox selector.
Name & Email.
Mobile.
Location.
Chat Date.
Assessment.
Interview.
Onboard.
Interview Booked.
Some columns also show filter or sort icons, including:
Assessment.
Interview.
Onboard.
Chat Date.
Location.
Name & Email.
Understand Candidate Outcomes
The Assessment column can show outcomes such as:
Shortlisted.
Maybe.
Rejected.
Invite sent.
Conversed.
Drop off.
No Response.
At the bottom of the vacancy page, you can also see totals such as:
Screened.
Shortlisted.
Maybe.
Rejected.
Interview booked.
Use these totals to review candidate progress and focus on the strongest applicants first.
Send Invites and Review Reminder History
Open the vacancy page.
Find the candidate you want to review.
Click the info icon if you want to see invite and reminder history.
Use Send Invite from the history panel, or select the candidate and use the Action dropdown.
Review Reminder and Invite History
Some candidate rows show an info icon.
Click this icon to open the reminder and invite history panel.
This panel can show:
Total Reminder.
Sent Reminder.
Next Reminder.
Invite and reminder timestamps.
Delivery timestamps.
Open timestamps.
It also includes these actions:
Stop Reminder.
Send Invite.
Use this panel when you need to check what communication has already been sent to a candidate.
Send Invites Manually
You can send invites in two ways.
From the Reminder History Panel
Click the info icon for the candidate.
Click Send Invite.
From the Action Menu
Tick the checkbox next to one or more candidates.
Click the Action dropdown.
Select the required action.
The Action menu can show:
Interview.
Onboard.
Send Invite.
📌 Note: Some actions may appear disabled depending on the candidate’s stage or the current setup.
Perform Individual or Bulk Actions
Use the checkbox column to select one or more candidates.
Review the updated action button, which shows the number selected.
Choose the action you want to apply.
You can use this process for individual actions or bulk actions.
Confirm Sending Invites
When you choose Send Invite, SmartAI shows a confirmation popup.
Export Candidates to Excel
Open the vacancy page.
Click Export.
Use the export when you want to review applicants offline, share the list with others, or keep a report of screening outcomes.
Review an Applicant and Update the Outcome
Open a vacancy from the analytics page.
Click the candidate’s row or name.
Review the applicant details, event history, chat conversation, and summary.
Click the required outcome button after you finish your review.
What You Can See on the Applicant Screen
The applicant screen is split into three main sections.
Applicant Panel
On the left, you can see details such as:
Name.
Phone.
Email.
Position.
Suburb.
Events Panel
You can also see event history such as:
Invited on.
Screened on.
Interview invited.
Onboarding invited.
Note Panel
There is a Note section where consultants can add notes and click Save.
Chat Conversation
In the centre, you can review the full chat conversation the candidate completed.
This shows:
The questions were asked.
The answer options are shown.
The candidate’s responses.
The flow of the screening chat.
Summary Panel
On the right, you can see a Summary with the candidate’s outcome, such as Shortlisted.
The summary lists shorthand question labels and the candidate’s responses.
The draft shows examples such as answers for:
Citizenship or residency.
Valid forklift licence.
Work type.
Availability.
Shift preference.
Travel time.
Transport type.
PPE available.
Lifting ability.
Licence experience.
Reference check.
📌 Note: This shorthand summary helps consultants review answers quickly without rereading the full chat.
Update the Candidate Outcome
At the bottom of the summary panel, the available buttons can include:
Maybe.
Reject.
Interview.
Onboard.
Use these buttons to take the next action after reviewing the candidate’s chat and summary.
Understand ATS Review Support
This module supports ATS review as well as in-product review.
When a candidate completes the screening chat:
The summary answers can be added to the ATS as a note.
The chat outcome can also be updated in the ATS.
This allows consultants to stay inside the ATS and still review the screening outcome and answer summary.
Best Practices
Review the vacancy settings before sending invites so the correct screening profile, reminder timing, and interview options are applied.
Check reminder history before sending a manual invite so you do not send duplicate communication.
Use list view when you need to compare multiple vacancies quickly.
Review the candidate summary and full chat together before you change the applicant outcome.
Export candidate results when you need an offline record of screening activity.
FAQs
Q1: What does the Screening & Shortlisting Analytics module do?
Answer: It helps consultants review applicants faster by using SmartAI chat screening, automated invites, reminders, and candidate outcomes.
Q2: How often does SmartAI check for new candidates?
Answer: SmartAI checks for new candidates on the hour, every hour.
Q3: Can I turn off automatic candidate invites?
Answer: Yes. Open the vacancy’s Job Details, switch Auto Invite off, then click Save.
Q4: Can I change how many reminders are sent?
Answer: Yes. In Job Details, you can update Reminder Email Interval (Days) and Number Of Reminders.
Q5: Can I add job-specific questions?
Answer: Yes. Use Options, then select Additional Questions. You can add up to 3 additional questions per job.
Q6: Can I change invite templates for a specific job?
Answer: Yes. Use Invite source and Options, then select Configure Email/SMS. If you do not change them at job level, they can remain configured at profile level.
Q7: Can I send interview booking links automatically?
Answer: Yes. In Job Details, use Interview Booking and Invite for Interview when Shortlisted.
Q8: Can I send invites manually?
Answer: Yes. You can send invites from the reminder history panel or from the Action dropdown after selecting candidates.
Q9: Can I export the vacancy candidate list?
Answer: Yes. Click Export on the vacancy page to export the list to Excel.
Q10: What does the summary on the candidate page show?
Answer: It shows a shorthand view of the questions asked and the candidate’s responses, along with the overall outcome such as Shortlisted.
Q11: Are candidate answers available in the ATS too?
Answer: Yes. The summary answers can be added to the ATS as a note, and the outcome can also be updated in the ATS.