Offer Review System User Manual

Version: 1.1 Last Updated: 2026-04-26

1. Purpose

This manual explains how to use the current Offer Review System workflow:

move candidates through HR, Manager, SMO, and Admin steps
understand the deep-dive branch in the manager-to-SMO handoff
use documents, notifications, audit trail, and AI summaries

2. System Overview

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 HR/Admin
Notifications: action reminders and updates
Admin: governance, users, org setup, templates, and settings

3. Login and Access

3.1 Sign In

Open /login
Enter your email and password
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.
Follow the reset link sent to your work email.

4. Navigation Model

Primary product entry points are /login and /dashboard.

Shared navigation:

Dashboard
Candidates
Notifications
Settings

Additional role surfaces in the current app:

Upload for HR/Admin
Access Requests for Admin/SMO
Users for Admin/HR/SMO
Org Setup
Deep-Dive Questions for SMO
Templates for Admin

Note: some settings/config panels are admin-only even though Settings is visible in shared navigation.

5. Candidate Lifecycle

Current workflow path:

NEW -> HR_SCREENED -> MANAGER_EVAL_PENDING -> MANAGER_REVIEWED or CANDIDATE_DEEP_DIVE_PENDING -> TO_SMO -> APPROVED / REJECTED / KIV

Stage 1: Resume Intake

HR uploads a resume.
Candidate profile is created or matched.

Stage 2: HR Screening

HR reviews baseline criteria.
HR records notes and outcome.
HR assigns the hiring manager when appropriate.

Stage 3: Manager Review

Manager completes the scorecard and recommendation.
Manager can work from the assigned candidate page or a manager-review magic link.

Stage 4: Candidate Deep Dive

If manager recommendation is PROCEED, the candidate can receive a deep-dive questionnaire.
The candidate stays in CANDIDATE_DEEP_DIVE_PENDING until a response is submitted.
SMO reviews the response inside candidate detail.

Stage 5: SMO Interview

HR/SMO/Admin can upload or paste SMO interview material.
The system stores the latest artifact and AI summary when available.

Stage 6: SMO Decision

SMO finalizes APPROVED, REJECTED, or KIV.

Stage 7: Completion + Audit

Major actions are written to audit history.
Documents remain versioned and accessible.

6. Role-Based Operating Guide

HR

Primary goals:

intake candidates
complete HR screening
assign managers
support document and deep-dive delivery operations

Primary screens:

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

How the system works for HR:

Open Dashboard and work the intake/screening queue.
Upload the candidate resume.
Complete HR Screening.
Assign the hiring manager.
Monitor the handoff into manager review and, when needed, support deep-dive delivery.

MANAGER

Primary goals:

complete scorecards quickly
provide clear recommendations

Primary screens:

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

How the system works for MANAGER:

Open the assigned candidate or use the review link if one was sent.
Complete the scorecard and recommendation.
Submit the review.
If recommendation is PROCEED, wait for the candidate deep-dive response.
Escalate ready candidates to SMO.

SMO

Primary goals:

review escalated candidates
review deep-dive responses
manage interview evidence
finalize decisions

Primary screens:

/dashboard
/candidates
/admin/deep-dive-questions
/candidates/:id?tab=deep-dive
/candidates/:id?tab=smo-interview
/candidates/:id?tab=smo-decision

How the system works for SMO:

Open Dashboard and review pending final decisions.
Review Overview, Radar, and Deep Dive.
Maintain the deep-dive question bank when prompts need to change.
Review or upload SMO interview material.
Finalize APPROVED, REJECTED, or KIV.
Confirm the final audit trail entry.

ADMIN

Primary goals:

governance and access control
system and organization configuration
audit and notification oversight

Primary screens:

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

How the system works for ADMIN:

Process access requests.
Maintain users, roles, departments, positions, and templates.
Monitor audit trail and notification/outbox health.
Resolve delivery failures and system-configuration issues.

7. Working in Candidate Detail

Main tabs in the current worktree:

Overview
Radar
HR Screening
Manager Review
Deep Dive
SMO Decision
SMO Interview
Documents
Audit

Recommended order:

Overview
your role-specific action tab
Documents if evidence is needed
Audit for verification

8. Documents and File Rules

Limits

Maximum size is 10MB per file.

Good Practices

Use descriptive filenames.
Keep one clear latest version.
Verify uploads complete before leaving the tab.
Follow the inline validation hints on the current upload form, because accepted formats differ by document type.

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 currently used to:

extract and summarize resume signals
analyze SMO interview artifacts
analyze candidate deep-dive answers
provide structured review support

AI evaluation prefill is currently disabled, so HR and manager forms should still be completed manually.

When AI results are missing:

Verify the file type and size.
Re-upload if needed.
Use re-analyze actions where available.
Confirm system health if the issue persists.

11. Troubleshooting

Issue: Candidate cannot move forward

Checks:

current stage form fields are complete
save/submit succeeded
the acting role has access
if manager recommendation is PROCEED, the deep-dive response has been submitted before escalation

Issue: Missing notifications

Checks:

open /notifications directly
confirm the action actually saved
confirm the acting user has the expected role

Issue: Manager review link does not work

Checks:

confirm the candidate is still assigned to the same manager
confirm the review has not already been completed
confirm the link has not expired

12. Mobile Usage Guidance

For best mobile performance:

filter the queue before opening candidate detail
use short action sessions per candidate
rely on tab chips for navigation
upload documents on a stable network

13. Operational Best Practices

Keep notes factual and concise.
Use consistent recommendation and decision language.
Close pending queue items daily.
Review audit before final escalations and decisions.
Use saved views to reduce context switching.

14. Support and Escalation

If you are blocked:

Capture the candidate ID/code and exact action.
Capture the page URL and timestamp.
Capture API or network error details if available.
Escalate with reproducible steps.

15. Quick Route Reference

/login
/dashboard
/candidates
/upload-resume
/manager-review/:token
/candidate-deep-dive/:token
/notifications
/settings
/admin/access-requests
/admin/users
/admin/organization
/admin/deep-dive-questions
/admin/audit
/admin/email-templates