The Vincere Setup tab controls how smartAI communicates with your Vincere recruitment system. Getting this configuration right ensures that candidate statuses update automatically in Vincere as they progress through your smartAI screening and reconnect workflows, saving your team time and keeping your data accurate.
⚠️ Important: You must have access to both your smartAI Account Settings and your Vincere account to complete this setup. If you are unsure about any of your Vincere sub-status values, check with your Vincere administrator before saving changes.
Configure Your Vincere Integration
To get started, click the Settings icon in the top-right corner of any page, then select Settings from the dropdown menu.
On the Account Settings page, click the Vincere Setup tab.
The Vincere Setup tab is divided into the following sections: Screening, Reconnect, Website Chatbot, and URL & Settings.
Set Up Screening Sub-Statuses
The Screening section controls how candidate statuses in Vincere update when a candidate interacts with your smartAI screening bot. Each dropdown maps a smartAI screening outcome to a corresponding sub-status in Vincere, so your Vincere records stay in sync automatically.
Screening Sub-Status Mappings
Use the dropdowns in the Screening Sub-status section to map each smartAI outcome to the correct Vincere sub-status. The available outcomes are:
Screening Sub-status — the sub-status applied in Vincere when a candidate is invited to screen by the bot.
Shortlisted Sub-status — the sub-status applied when the bot determines the candidate meets your criteria and shortlists them.
Maybe Sub-status — the sub-status applied when the candidate's responses indicate they may be suitable but require further review.
Rejected/Unsubscribe Sub-status — the sub-status applied when the candidate is rejected by the bot or unsubscribes from communications.
No Response Sub-status — the sub-status applied when the candidate does not respond to the screening invitation.
Interview Booked Sub-status — the sub-status applied when the candidate successfully books an interview through the bot.
For each outcome, click the corresponding dropdown and select the matching sub-status from your Vincere account.
The dropdown will display all available sub-statuses from your connected Vincere account. Select the value that best represents that outcome in your workflow.
Once all six dropdowns are configured, scroll down and click Save.
📌 Note: The sub-status values shown in the dropdowns (for example, 'Charlie Invited' or 'Charlie Shortlisted') are pulled directly from your Vincere account. Your values will reflect the sub-status names configured in your own Vincere system.
Set Invite Candidate Criteria
The Invite Candidate Criteria section controls which candidates smartAI will automatically invite to screen, based on their stage and sub-status in Vincere.
In the Invite Candidate Criteria table, you will see rows for candidate stages such as New Applicant and Database Search.
For each stage, a Stage tag is already assigned. You can also assign a Sub-Status tag to further refine which candidates are invited.
To add a sub-status filter, click inside the Sub-Status field for the relevant stage row and select the appropriate value from the dropdown.
Click Save when you are done.
📌 Note: If no sub-status is selected for a stage, smartAI will invite all candidates at that stage regardless of their sub-status in Vincere.
Configure the No Response Action
The No Response Action setting determines what happens to a candidate's status in Vincere when they do not respond to a screening invitation.
Under No Response Action, click the status dropdown next to 'Candidate status update to'.
Select the Vincere candidate status you want applied when there is no response — for example, Passive.
Click Save.
Set Do Not Invite Statuses
The Do Not Invite Status setting lets you exclude candidates from receiving screening invitations based on their current status in Vincere.
Under Do Not Invite Status, click inside the Candidate Status field.
Add the statuses you want to exclude — for example, Blacklisted or Do not contact.
To remove a status, click the ✕ next to it.
Click Save.
Configure Reconnect Settings
The Reconnect section controls how candidate statuses update in Vincere when a candidate interacts with your smartAI Reconnect campaigns.
No Response Action
Under Reconnect, find the No Response Action panel.
Click the Select Status dropdown next to 'Candidate status update to'.
Select the Vincere status to apply when a candidate does not respond to a Reconnect message — for example, Passive.
Not Interested / Unsubscribe Action
Find the Not Interested/Unsubscribe Action panel.
Click the Select Status dropdown next to 'Candidate status update to'.
Select the Vincere status to apply when a candidate replies that they are not interested or unsubscribes — for example, Do not contact.
Do Not Invite
Under Do Not Invite, click the Select dropdown.
Choose a time period. Candidates who have been contacted within this period will not be invited again via Reconnect.
Click Save once all Reconnect settings are configured.
Set Up Your Website Chatbot
The Website Chatbot section lets you assign a screening profile to your website chatbot and control how new candidates created through the chatbot are sourced in Vincere.
Assign a Chatbot Profile
Under Website Chatbot, click the dropdown next to 'Please select profile for website chatbot'.
Select the chat profile you want to use for candidates who engage with the bot on your website — for example, FAQ - Registration.
Set the Candidate Source
Click the dropdown next to 'Create candidate with source as'.
Select the source that should be assigned in Vincere when a new candidate is created through the website chatbot — for example, LinkedIn, Seek, Indeed, or any other source listed.
Whitelist Your Website
To allow your website chatbot to load correctly on your agency website, you must add your website URL to the whitelist.
Under Whitelist Website, click inside the text field.
Enter your website URL, for example
https://yourwebsite.com.au.Click Save.
⚠️ Important: If your website URL is not added to the whitelist, the chatbot will not display correctly on your website.
Locate Your URL and API Settings
The URL & Settings panel contains the credentials that connect your smartAI account to Vincere. These values are generated automatically when your Vincere integration is set up and are read-only — you do not need to edit them.
Field | Description |
Client ID | A unique identifier for your smartAI account used to authenticate with Vincere. |
API Key | A secure key that authorises data exchange between smartAI and Vincere. |
Tenant Name | The subdomain of your Vincere account, for example |
Callback URL | The URL smartAI uses to receive status updates from Vincere. This must be entered in your Vincere account settings. |
To copy the Callback URL, click the Copy button next to the field, then paste it into the relevant field in your Vincere account.
📌 Note: If you need to reconfigure you\r Vincere connection, click Disconnect Vincere in the top-right corner of the Vincere Setup tab. Contact your smartAI administrator or request assistance through the chat messenger if you are unsure whether disconnecting is the right step.
For a full guide to your Account Settings, see Configure Your Account Settings.