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First Steps

Robert Klasen
By Robert Klasen and 1 other
• 12 articles

Create Candidate

How Can I Create Candidates? You have several options in aiFind to create candidates: - Add candidates manually - Import from LinkedIn and Xing - AI Parser - Import candidates via the aiFind interface (API) How It Works - Click on the “+” icon in the quick start menu at the top right and select “Candidate”. - Fill in all fields and upload the CV if available. - Please note that all fields marked with * are mandatory. Alternatively, you can use our AI parser. It analyzes the CV you provide and structures the extracted information. You can refine the data according to your preferences or save it directly. We explain how this works in the next training: Creating candidates with the AI Parser. Using the aiFind Interface With aiFind, you also have the option to automatically import candidates and other data. Create your own workflows using automation tools such as Zapier, Make, or n8n, or develop your own integration using our API. On our website, you will find webinars and tutorials on how to automate processes with Zapier. These use cases are intended to help you get started easily and succeed in the world of automation and AI. - Important Information - If you would like to work with a process automation tool or the API, we need to enable this for you. Please contact us at support@aifind.io. You can find the API documentation directly in aiFind. Navigate through the menu to Settings and click on “API Keys”. There you will find the documentation prepared for your development.

Last updated on Feb 17, 2026

aiFind Basics

Getting Started in aiFind Learn how to navigate aiFind and become familiar with the structure and concept of the CRM. We will guide you step by step through aiFind. Start your first training now: Basics I The Hierarchy Before moving on to the next training, we will briefly explain the data structure of aiFind. On the customer side, we follow a specific structure: - Company → Manager → Job - Each job is assigned to a manager, who in turn is assigned to a company. When you want to create a job (search assignment, project, etc.), it is always assigned to a manager (contact person), who is employed by a company. If aiFind already knows the data, these fields will be filled automatically. Whenever you find lookups in the system (usually for addresses or managers), you can search specifically for data that belongs directly to the hierarchy context. - Example - If you create a job and select a company, you can use the manager lookup to search for all managers assigned to that company. What Records Look Like Now let’s look at how records appear in aiFind. First of all, the structure is very similar across different records. This helps you find information in the same places. Depending on the context, there may be more or fewer tabs or detailed information. While a company record includes a manager tab, candidate records, for example, have significantly more attributes than managers. Now start the second part of the training: Basics II

Last updated on Feb 17, 2026

Managing Managers

Description Learn how to manage managers in aiFind and what options are available in the user interface. Entry Point Almost anywhere in aiFind, you can click on a manager’s name to open their profile. Step by Step: Edit, Delete, and Send Reports - In most tiles, you will find an edit icon (pencil) in the top right corner. Use it to edit and update the corresponding section. - Your changes are saved when you click “Save” in the bottom right corner. - Before saving, you can delete records by clicking the menu icon (three dots) in the top right corner and selecting “Delete.” Please note: You can only delete records if you have the required permissions. If you don’t, contact your administrator or supervisor. - In the same menu, you can also send a report to the manager in a secure and GDPR-compliant way. The report is sent automatically as soon as you click the option. - In Statistics, you can create a job by clicking the green plus icon (“Create new job”). Step by Step: Manager Changes Company 1. Scroll to the bottom of the manager’s profile. 2. In the Company tile, click the edit icon (pencil) in the top right corner. 3. Click the menu icon (three dots) next to the company and select “Left company.” 4. Use the lookup field to assign a new company. 5. Don’t forget to open any active jobs of the manager and reassign them to the successor. Background Information - Click the social media icons in Personal information to search for the manager on the corresponding platforms. - In Statistics, you get an overview of all jobs, interviews, and deals.

Last updated on Feb 11, 2026

Manage the Application Process with the Hiring Race

Description Keep full control of your recruitment process with the Hiring Race in aiFind. Entry Points You can add candidates to a job in several ways: - Within a job, go to Hiring Race and click the plus icon in the top right. Use the automatic candidate suggestions or click “Search.” - In Search, select the candidates you want to add, then click the plus icon below the full-text search, choose “Open Job,” and assign them to the job. Step by Step The Hiring Race structures your recruitment process into several stages that you move through step by step. Phone Screening In Phone screening, you pre-qualify candidates. - Click on the first candidate to open their profile. - You can call the candidate directly, see all relevant information, and navigate through all candidates in this stage using the navigation bar at the top center. - After the call, click the menu icon (three dots) on the right to: - Promote the candidate to the next stage - Disqualify the candidate - Revert the candidate to the previous stage Sendouts After qualifying candidates, you can present them to your client by sending their profiles via email. - Click “Select for sendouts.” Once you receive feedback on which candidates should be invited, move them to the next stage. Interviews If candidates are invited for interviews: - Click the menu icon (three dots) on a candidate and select “Schedule interview.” - Multiple interviews can be created. Use the Type field to differentiate between them. - You can also use or create templates to send invitations faster. Offers & Negotiation After interviews, move candidates to the offer and negotiation stage as usual. Deal Once the client and candidate have agreed, create the deal: 1. Click the Deal button. 2. Fill in the required fields and select a framework contract or agreement. 3. Create the deal. You can now download any related contract documents. Background Information - Sent profiles (sendouts) are only tracked in reporting if the candidate is moved forward after the profile has been sent. - Based on your job information, aiFind automatically suggests suitable candidates from the database. You can select them from the list or run your own search. - Once a deal is created, the job is automatically closed and, if enabled, removed from your website and job boards. Tips & Tricks - You can send profiles to yourself instead of the client. This allows you to track progress in aiFind without notifying the client, useful when working in external systems. - If your client handles interview invitations, you can simply address the interview to yourself so progress is still tracked in aiFind.

Last updated on Feb 11, 2026

All About Shortlists

Description Never lose track. Use shortlists and saved searches to stay organized and in control. Entry Points You can access or create shortlists in two ways: - Open the menu in the top left and select Main → Shortlists. - In Search, select more than one record and click the plus icon below the full-text search. Step by Step Creating Shortlists 1. Select “Shortlists.” A window titled “Lists” will open. 2. Either: - Select an existing shortlist and click “Save,” or - Enter a meaningful name at the bottom, click the plus icon, and then click “Save.” 3. After saving, use the shortcut in the bottom center to jump directly to the shortlist. Managing Shortlists - In the shortlist overview, select a list to view its records. - Use the text filter at the top to filter the list by specific terms. - Click on columns to sort the list. - Select one or more records and click the menu icon (three dots) in the light-blue table header to remove them from the list. Shortlist Actions In the top right of the shortlist tile, click the menu icon (three dots) to: - Create a mail campaign based on the shortlist - Import records from another shortlist - Export records to another shortlist - Edit the shortlist name - Delete the shortlist Tips & Tricks - When you open a record from a shortlist, a navigation bar appears at the top center. Use it to move through all records, perfect for call lists. You always have all information at hand and can quickly return to the list. - Please note that the maximum size of a shortlist depends on the attachments of your candidates, contacts, etc. The limit is approximately 450 MB.

Last updated on Feb 11, 2026