Setting up the Recruit Module (Admin)

Last Updated: January 12, 2026

Overview:

Before using the Recruit module, some company-level setup is required. This setup is typically completed once and ensures Recruit module can be used correctly across your organisation.

TABLE OF CONTENTS

• Generating a candidate privacy policy
• Setting candidate data retention
• Configuring recruitment integrations
• Configuring job board integrations
• Setting up the career page
• Configuring candidate communication templates (email & calendar invites)
• Configuring interview scorecard templates
• Configuring assessment library
• (Optional) Setting up agencies

Generating a candidate privacy policy

A candidate privacy policy is required before any job can be published. This policy explains how candidate data is collected and used, and candidates must agree to it when applying for a role.

• Go to Settings > Data & Privacy > Privacy Policy

• Enter the required company information

• Click Generate to create the privacy policy following Omni HR's template

• Make any edits necessary and then click Save

Once generated, the privacy policy will be applied automatically to all job applications. 

Note: When candidates apply for a position, they will click to consent to this privacy policy.

Setting candidate data retention

Candidate data retention controls how long candidate information is stored in the system. This helps ensure compliance with data protection requirements and keeps your candidate database up to date. 

• Go to Settings > Data & Privacy > Data Retention

• Select a data retention period

• Save changes

Candidate data will be automatically removed based on the selected retention period and rules.

Configuring recruitment integrations

Recruitment integrations support key hiring workflows such as interview scheduling, job distribution, and candidate communication. Integrations are managed centrally and apply across all recruitment activity.

• Go to Settings > Integrations > My Integrations

• Integrate with the following applications:

  • Email

  • Calendar

  • Video conferencing tools

  • Slack

Refer to the article Setting Up Your Hiring Profile on how to enable the integrations.

Configuring job board integrations

Job board integrations allow jobs created in the Recruit module to be published externally. This helps increase visibility and attract candidates from multiple sources.

• Go to Settings > Integrations > Company Integrations

• Enable the relevant job board integrations

Once configured, job boards can be selected when publishing a job.

Setting up the career page

The career page displays your open roles to candidates and serves as the main entry point for job applications. You can customise the career page to reflect your company branding and messaging.

• Go to Settings > Branding > Edit Career Page

• Update page content and branding

• Go to Settings > Branding > Job Adverts

• Update design and branding

• Publish the career page and job adverts

Once published, the career page link can be shared externally or embedded on your company website.

Configuring candidate communication templates (email & calendar invites)

Communication templates help standardise how candidates are contacted throughout the hiring process. These templates are used for emails, interview invitations, and other candidate communications.

• Go to Settings > Recruitment

• Review and edit templates where necessary

  • Email templates

  • Calendar invite templates

• Insert available placeholders where required

• Save the templates

Email templates can be used for common candidate communications such as application acknowledgements, interview invitations, and rejection emails.

Calendar invite templates are used when scheduling interviews and define the content included in interview invitations sent to candidates, such as interview details and joining instructions.

Templates can be reused across multiple jobs and stages. You can assign different templates to different interview stages depending on your hiring workflow.

Configuring interview scorecard templates

Interview scorecard templates define how candidates are evaluated during interviews. Using scorecards helps ensure interviews are structured and feedback is collected consistently across different interviewers and roles.

• Go to Settings > Recruitment > Scorecard Templates

• Click Create Template

• Enter a scorecard name and description. Then add evaluation criteria and questions

  • You can use the space to add any guidance notes for the grading scale

  • Reviewers will be given the chance to evaluate the criteria on a 1-5 scale, along with a space to enter quantitative description

• Save the scorecard template

Scorecard templates can be reused across multiple jobs and interview stages. You can assign different scorecards to different interview stages depending on the role or interview type.

Configuring assessment library

The assessment library allows you to create and manage assessments used during the hiring process. Assessments can be assigned to candidates at specific stages to evaluate skills, knowledge, or suitability before progressing further.

• Go to Settings > Recruitment > Manage Assessments

• Click Add New Assessments

• Enter assessment instructions and configure questions / evaluation criteria

• Save the assessment

Once created, assessments can be attached to jobs and assigned to candidates during the recruitment process. Candidates will receive assessment invitations automatically based on the job stage configuration.

(Optional) Setting up agencies

If you work with external recruitment agencies, you can add them to the Recruit module. This allows agencies to submit candidates directly into your recruitment pipeline while limiting their access to relevant jobs only.

• Go to Settings > Company > Agencies

• Click Add New Agency

• Enter agency details and configure agency access and permissions

• Save the agency

Once added, agencies can be invited to specific jobs. Agencies can only view and submit candidates for jobs they are invited to and cannot access other recruitment data.

Still Need Help?

Reach out to our support team should you need further assistance.