Whether you are setting up smartAI for the first time or bringing a new team member on board, this checklist walks you through everything you need to do to get your account ready. Work through each step in order and you will have your bot up and running — screening candidates, reconnecting with your database, and booking interviews — in no time.
Step 1: Log In and Explore the Homepage
Get familiar with where everything lives before you start configuring.
Log in to your smartAI account at app.smartai.com.au.
Take a few minutes to explore the Dashboard — review your Analytics tiles, the left-hand navigation menu, and the top navigation bar.
When you are ready, move on to Step 2.
For a full walkthrough of the homepage, see Navigate the Homepage.
Step 2: Configure Your Account Settings
Set up your bot's identity and make sure your account details are correct.
Click the Settings icon in the top-right corner, then select Settings.
Under the Settings tab, update your Account Name, Bot Name, Website, Bot Admin Email, and Bot Color.
Click Save.
For full instructions, see Configure Your Account Settings.
Step 3: Set Up Your Email
Connect the email account your bot will use to send and receive messages to candidates.
From Account Settings, click Email Setup in the top-right corner.
Choose your preferred connection method: smartAI Relay Setup, Sign in with Microsoft, Sign in with Google, or Connect SMTP.
Follow the prompts for your chosen method, then save your connection.
📌 Note: If you plan to send SMS messages to candidates, you will also need to complete Step 9 to purchase SMS credits. Before any SMS invites will work, you must also register a Sender ID for your account — see Step 9 for details.
Step 4: Connect Your CRM Integration
If you are using Vincere, connect your integration so candidate statuses sync automatically between smartAI and Vincere.
From Account Settings, click the Vincere Setup tab.
Copy your Callback URL and enter it in your Vincere account settings.
Map your Screening Sub-statuses, configure your Invite Candidate Criteria, and set your No Response and Do Not Invite actions.
Click Save.
📌 Note: If you are not using Vincere, skip this step and move on to Step 5. If you use a different CRM, contact your smartAI administrator or request assistance through the chat messenger to discuss integration options.
For full instructions, see Configure Your Vincere Integration.
Step 5: Set Up Your Users
Add your team members to smartAI and make sure everyone has the right access.
Click the Settings icon in the top-right corner, then select Users.
Add each team member who needs access to smartAI.
Assign the appropriate role and permissions for each user.
🤓 Tip: Only add users who need active access. Review your user list regularly to remove anyone who has left the team.
📌 Note: A dedicated Users article is coming soon. Request assistance through the chat messenger if you need help with this step right now.
Step 6: Create Your Chat Profiles
Chat profiles define how your bot behaves in different screening scenarios — for example, a profile for IT roles may ask different questions to a profile for hospitality roles.
Click the Settings icon in the top-right corner, then select Chat Profiles.
Create a profile for each distinct candidate type or job category your bot will screen.
Configure the questions, tone, and workflow for each profile.
For full instructions on editing and managing your chat profiles, see Edit Chat Profiles.
🤓 Tip: Start with one or two profiles for your most common job types. You can always add more profiles as your confidence with the platform grows.
Step 7: Configure Your Screening Module
Set up your first screening workflow so your bot can start qualifying candidates automatically.
Click Screening in the left-hand navigation menu.
Set up your first screening campaign using one of your chat profiles from Step 6.
Test the screening flow by running a sample candidate through it before going live.
🤓 Tip: Always test your screening bot with a real mobile number before launching to candidates. This lets you experience the conversation exactly as a candidate would.
A dedicated Screening setup article is coming soon. Request assistance through the chat messenger if you need help with this step.
Step 8: Set Up a Reconnect Campaign
Reconnect lets your bot re-engage candidates already in your database — a powerful way to surface talent you already have without extra sourcing costs.
Click Reconnect in the left-hand navigation menu.
Create your first Reconnect campaign, selecting the candidate audience and the chat profile to use.
Configure your send schedule and review your message before activating the campaign.
📌 Note: A dedicated Reconnect article is coming soon. Request assistance through the chat messenger if you need help with this step.
Step 9: Purchase SMS Credits and Set Up Auto Top-Up
Your bot uses SMS credits to send messages to candidates. Make sure you have credits loaded before you go live.
From Account Settings, click the Plan & Billing tab.
Click Add Credits and purchase at least one SMS pack (2,000 credits for AUD $200 plus applicable taxes).
Enable Auto SMS Top-Up and set your preferred pack quantity so your credits never run out unexpectedly.
Click Save.
⚠️ Important: Purchasing SMS credits alone is not enough — your SMS invites will not work until you have a registered Sender ID set up on your account. This is a new requirement that applies to all customers.
To register your Sender ID, you will need to provide your company details on a signed document. Contact our support team to get this done:
Via the chat messenger in your smartAI account.
By emailing us at [email protected].
A step-by-step guide for the Sender ID registration process is coming soon.
Step 10: Connect Third-Party Integrations (Optional)
If you use Calendly, Microsoft Bookings, or Onboarded, connect them now so your bot can book interviews and manage onboarding automatically.
From Account Settings, click the Other Integrations tab.
Click Connect next to the integration you want to set up and follow the prompts.
Confirm the integration is active before going live.
For full instructions, see Configure Your Account Settings.
You Are Ready to Go 🎉
Once you have completed all ten steps, your smartAI account is fully configured and ready to start working for you. Your bot will screen incoming candidates, reconnect with your existing database, book interviews, and keep your CRM up to date — all automatically.
📌 Note: If you get stuck at any point during setup, request assistance through the chat messenger, and our team will be happy to help.