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OfferReview

Offer Review System User Manual

Version: 1.0 Last Updated: 2026-02-20

public/manuals/offer-review-user-manual.md

Updated Mar 25, 2026, 8:34 AM

Offer Review System User Manual

Version: 1.0
Last Updated: 2026-02-20

1. Purpose

This manual explains how to use the Offer Review System end to end:

  • Submit and review candidates
  • Move candidates through each workflow stage
  • Collaborate across HR, Manager, SMO, and Admin roles
  • Use documents, audit trail, notifications, and AI summaries effectively

2. System Overview

The system is a role-based hiring workflow with these core modules:

  • Dashboard: queue and KPI view by role
  • Candidates: searchable pipeline with filters and saved views
  • Candidate Detail: tab-based workflow for each candidate
  • Upload Resume: intake for new or existing candidates
  • Documents: file management and versioning
  • Notifications: action reminders and updates
  • Admin: governance, users, templates, audit, and settings

3. Login and Access

3.1 Sign In

  1. Open /login
  2. Enter your email and password
  3. Click Login

3.2 First-Time or No Access

  • Use Submit a registration request from the login page.
  • Admin reviews and grants role-based access.

3.3 Password Recovery

  • Use Forgot password? on the login page.
  • Enter your work email to receive a reset link.
  • Open the reset link and set a new password with at least 8 characters.

4. Navigation Model

After login, use the top navigation:

  • Dashboard: your role queue
  • Candidates: full pipeline
  • Upload: resume intake
  • Notifications: unread/read alerts
  • Settings: personal preferences

Admins also have:

  • Org Setup
  • Templates
  • Other admin pages based on permissions

5. Candidate Lifecycle

Stage 1: Resume Intake

  • HR uploads candidate resume.
  • Candidate profile is created or matched.

Stage 2: HR Screening

  • HR reviews baseline criteria.
  • HR records notes/outcome.
  • HR assigns hiring manager when appropriate.

Stage 3: Manager Review

  • Manager evaluates and submits scorecard.
  • Manager gives recommendation.

Stage 4: SMO Interview Chat Log

  • HR/SMO/Admin can:
    • Paste chat log text
    • Upload log file (PDF/DOC/DOCX/TXT)
  • System stores latest interview log and AI-generated summary.

Stage 5: SMO Decision

  • SMO finalizes decision:
    • APPROVED
    • REJECTED
    • KIV

Stage 6: Completion + Audit

  • System tracks all major actions in audit trail.
  • Documents remain versioned and accessible.

6. Role-Based Operating Guide

HR

Primary goals:

  • Intake candidates
  • Perform HR screening
  • Assign managers
  • Maintain documents

Primary screens:

  • /dashboard
  • /upload-resume
  • /candidates
  • /candidates/:id?tab=hr-screening
  • /candidates/:id?tab=documents

How the system works for HR:

  1. Open Dashboard and process today’s intake queue.
  2. Upload resume from Upload Resume or Documents.
  3. Complete HR Screening with clear notes and outcome.
  4. Assign hiring manager for qualified candidates.
  5. Confirm status transition and hand off to MANAGER.

MANAGER

Primary goals:

  • Complete scorecards quickly
  • Provide clear recommendations

Primary screens:

  • /dashboard
  • /candidates
  • /candidates/:id?tab=manager-review

How the system works for MANAGER:

  1. Open Dashboard and pick pending evaluations.
  2. Open candidate Manager Review tab.
  3. Score all criteria and add recommendation rationale.
  4. Submit review and verify queue count updates.
  5. Escalate ready candidates to SMO.

SMO

Primary goals:

  • Review escalated candidates
  • Manage interview log quality
  • Finalize decisions

Primary screens:

  • /dashboard
  • /candidates
  • /candidates/:id?tab=smo-interview
  • /candidates/:id?tab=smo-decision

How the system works for SMO:

  1. Open Dashboard and review pending final decisions.
  2. Use SMO Interview tab to paste or upload chat log.
  3. Review AI summary and extracted key points.
  4. Open SMO Decision and finalize APPROVED, REJECTED, or KIV.
  5. Confirm final status and audit entry.

ADMIN

Primary goals:

  • Governance and access control
  • Template and system configuration
  • Audit and reliability monitoring

Primary screens:

  • /admin/access-requests
  • /admin/users
  • /admin/audit
  • /admin/email-templates
  • /admin/organization

How the system works for ADMIN:

  1. Process Access Requests and assign role permissions.
  2. Maintain user roles, templates, and organization settings.
  3. Monitor audit trail and notification/outbox health.
  4. Resolve delivery failures and retry failed jobs.
  5. Keep compliance and governance standards current.

7. Working in Candidate Detail

The main tabs:

  • Overview: snapshot and key summaries
  • HR Screening: HR outcomes and assignment
  • Manager Review: scorecard and recommendation
  • SMO Decision: final decision capture
  • SMO Interview: chat log paste/upload and AI summary
  • Documents: resume/supporting docs with versions
  • Audit: full change history

Recommended tab order:

  1. Overview
  2. Current role action tab
  3. Documents (if needed)
  4. Audit (verification/compliance)

8. Documents and File Rules

Supported Upload Formats

  • Resume/supporting docs: PDF, DOC, DOCX
  • Interview chat logs: PDF, DOC, DOCX, TXT

Limits

  • Maximum size: 10MB per file

Good Practices

  • Use descriptive filenames.
  • Keep one clear latest version.
  • Verify uploads complete before leaving the tab.

9. Notifications

Use /notifications to:

  • Track pending actions
  • View assignment and status updates
  • Mark items as read

Tip: review notifications at the start and end of each work block.

10. AI Features

AI is used to:

  • Extract and summarize resume/interview signals
  • Provide structured insights for faster review

When results are missing:

  1. Verify document format and size
  2. Re-upload if needed
  3. Use re-analyze action where available
  4. Confirm OpenAI/system health status

11. Troubleshooting

Issue: Upload controls not visible in SMO Interview tab

Checks:

  • Confirm role via /api/auth/me
  • Confirm candidate role fallback (viewerRole) if applicable
  • Re-login if stale auth state

Issue: Candidate cannot move forward

Checks:

  • Current stage form fields are complete
  • Submit/save succeeded
  • Required role has permission

Issue: Missing notifications

Checks:

  • Open /notifications directly
  • Confirm settings and role
  • Verify action was committed successfully

12. Mobile Usage Guidance

For best mobile performance:

  • Use board filters first, then open candidate details
  • Prefer short action sessions per candidate
  • Use tab chips to navigate quickly
  • Upload documents on stable network

13. Operational Best Practices

  • Keep screening notes factual and concise.
  • Use consistent decision rationale language.
  • Close pending queue items daily.
  • Review audit before final escalations.
  • Use saved views per role to reduce context switching.

14. Support and Escalation

If you are blocked:

  1. Capture the candidate ID/code and exact action.
  2. Capture the page URL and timestamp.
  3. Capture API/network error details if available.
  4. Escalate to Admin/Engineering with reproducible steps.

15. Quick Route Reference

  • /login
  • /dashboard
  • /candidates
  • /upload-resume
  • /notifications
  • /settings
  • /admin/access-requests
  • /admin/users
  • /admin/audit
  • /admin/email-templates