RecruitersOS Help Center

Overview

Everything you do lives in the Command Center: find people, reach out across channels, let automation handle the first pass, work your replies, and move deals through your pipeline. The platform runs two work modes and you pick which one you're in at any moment:

Each mode has its own campaigns, audiences, and dashboards. Use the BD / Recruiting toggle in the sidebar to switch; the whole workspace re-scopes to that mode.

What's new

• Make it yours. Upload your logo (a separate one for dark and light appearance), set your brand name and accent color, and run the portal on your own web address.
• Natural voicemail scripts. Voice Drops scripts now open pre-formatted for human-sounding delivery, with a built-in pacing guide and the same rhythm baked into AI-drafted scripts. See Voice Drops.
• AI Vetting schedules its own calls. When a resume arrives, the AI texts the candidate for a time, understands answers like "today at 4pm", matches their timezone, and calls them at exactly that moment. See how a screen books itself.
• AI Vetting. Automated phone screening in your own cloned voice, every call recorded, transcribed, and scored.
• Setup hub. One place to connect your tools and track launch readiness at a glance.
• Campaign Sequences Library. Reusable multi-channel templates you can drop into any campaign.
• Hire Signals. Companies hiring right now, surfaced as fresh BD leads.

Quick start

1. Sign in and set your appearance (light or dark) from the account menu in the top-right.
2. Open Setup and work the launch checklist: connect your tools, set up email sending, connect your ATS, and set up your phone tools for voice and texting.
3. Make it yours in Setup → Branding (logo, name, accent color), and optionally add your own domain in Setup → Custom domain.
4. Invite your recruiters from Team. They get their own Recruiter Portal.
5. Build a campaign, add an audience, and launch. Replies land in your inbox; booked meetings and pipeline show on the Dashboard.

Recruiting & BD

The same platform, two modes. A few tabs are specific to one mode:

Shared by both: Dashboard, Campaigns, Outreach & replies, Analytics, Team, and all of Setup.

Admin & Recruiter portals

Everyone uses the same app; what you see depends on your role.

As an admin you can preview the Recruiter Portal as any recruiter from the account menu, so you always see exactly what your team sees.

Your team & roles

Add recruiters from the Team tab. They receive an invite, sign in, and land in their Recruiter Portal. Admins run the workspace (setup, branding, billing, and integrations) while recruiters do the daily work and are walled off from anything that touches credentials or billing. You can change a person's role at any time.

The Setup hub

One place to stand everything up before you launch. A launch-readiness checklist shows what's done and what still needs attention. Setup is organized into sections:

• Integrations: connect the tools your workspace uses.
• Email sending: your sending domains and mailboxes.
• ATS: your system of record.
• Voice Drops & AI Vetting: your phone tools and cloned voice.
• Branding: your logo, name, and color.
• Custom domain: run the portal on your own web address.

Connecting your tools

Each tool connects right here in the portal, no waiting on anyone. Open a tool, follow its short steps, paste your key, Save, then Test. Status walks from red (not set up) to yellow (saved) to green (verified). All required tools must be green before that mode's campaigns can activate.

The tools you bring, by category:

• LinkedIn automation: send connection requests, messages, and voice notes from your seat.
• Contact enrichment: fill in titles, companies, emails, and phone numbers.
• Job-posting signals: power Hire Signals and "the role they're hiring for."
• Texting and your phone service: for OS Text, Voice Drops, and AI Vetting.

Email sending

Cold email only works at scale if your sending reputation stays healthy. This screen stands up and protects that reputation for you, so you can ramp volume without landing in spam.

• Add a sending domain (e.g. go-yourfirm.com) and it's auto-provisioned: the right DNS records, SPF, DKIM, DMARC and reverse-DNS/PTR, are generated so mailbox providers trust your mail.
• Mailboxes & warm-up: each new domain's inboxes are warmed gradually, sending volume ramps over days and weeks instead of a cold spike, which is what gets new domains flagged.
• Rotation: outreach is spread automatically across your domains and inboxes, keeping every mailbox under a safe daily limit.
• Health monitoring: bounce rate, spam placement and warm-up progress are tracked per domain with a clear green / amber / red signal, so you always know what's safe to send from.

Your ATS

Connect your applicant tracking system so it stays the single source of truth and you never double-enter data. Set it up once in Setup → ATS: pick your vendor, paste your credentials, then Test.

• Two-way sync: people and companies flow in from your ATS, and every touch the platform makes, emails, calls, texts, stage changes, placements, is written back, so your ATS always reflects what actually happened.
• Field mapping: your ATS fields are mapped to the platform's so names, titles, stages and owners line up. Review the mapping once during setup.
• Stays current: ongoing sync (plus webhooks where your ATS supports them) keeps both sides up to date automatically, no manual exports.

Phone & texting

Voice (Voice Drops, AI Vetting, the dialer) and SMS (OS Text and AI texting) run on the platform's carrier-grade phone network, on your own dedicated business number. Your account team provisions the number and completes the carrier registration during onboarding, so there is nothing to install or configure yourself.

Carrier registration (why your number needs approval)

US carriers (AT&T, Verizon, T-Mobile) only deliver business SMS from numbers tied to a registered brand (your company) and an approved use case. Until that approval lands, texts are filtered or blocked. Registration happens once, during your onboarding; after that, every number on your account sends reliably. To register your brand we need your legal business name, EIN / Tax ID, business address, and website, so have those ready. Carrier approval typically takes 1-3 business days.

Once your number is registered and approved, all calls and SMS across Voice Drops, AI Vetting, the dialer, and OS Text run through it. Need an extra number or a caller-ID name change? Ask your account team, it is handled for you without re-registering.

Branding

Make the portal unmistakably yours, in Setup → Branding:

• Brand name: replaces the wordmark, the browser tab, and the text on your sign-in page.
• Accent color: recolors buttons and highlights across the whole portal.
• Logo: upload one logo for dark appearance and one for light; the sidebar swaps automatically when you toggle appearance. (Set just one and it's used for both.)
• Fit & size: when you upload, a quick adjuster lets you drag and zoom so the logo sits perfectly, and a Logo size slider scales it up or down. Large images are welcome.

Your branding shows everywhere, sidebar, browser tab, your sign-in and signup pages, and this Help Center.

Your own domain

Run the portal on your own web address so your team and candidates only ever see your brand.

1. Go to Setup → Custom domain and enter your domain (for example app.yourcompany.com).
2. Add the two DNS records it shows you at your domain provider, one points traffic at the platform, one proves you own the domain.
3. Click Verify. Once verified and live, your team signs in at your URL, fully branded.

Dashboard

The screen you land on, a live command view of the whole operation, scoped to whichever mode (Recruiting or BD) you're in.

• Live metrics: active prospects in flight, meetings booked today and this week, warm conversations underway, and replies still waiting on you.
• Active campaigns: every running campaign with its progress, so you can see what's moving without opening each one.
• Capacity strip: how much sending headroom you have left today across email and LinkedIn. When it's near full, that's your cue to add more domains or seats before you throttle.
• Drill in anywhere: most tiles are clickable and jump straight to the list or screen behind the number.

Candidates

Your people store for recruiting, the searchable pool you source from before anyone enters active outreach.

• Import & build: bring in lists (CSV, or via your connected tools) to grow the pool.
• Search & filter: find people by title, company, location, skills and more.
• Enrich: fill in missing titles, companies, emails and phone numbers from your enrichment tools, one person at a time or in bulk.
• Promote to a campaign: move the strongest candidates into an active sequence when they're ready to be worked.

Campaigns & the Sequences Library

A campaign pairs an audience with a goal and a multi-step sequence that runs automatically across channels.

• Multi-channel steps: each step picks its own channel, email, a LinkedIn connection / message / voice note, SMS, or a voicemail drop, with its own delay and message.
• Campaign Studio: the visual builder where you add, reorder and edit steps, set the wait between touches, and personalize copy with merge fields (first name, role, company…).
• Sequences Library: a shelf of reusable templates (seeded ones included) you can drop into any campaign and tweak, so you never rebuild a proven sequence from scratch.
• Activation gate: a campaign only goes live once the tools its channels need are green in Setup (a LinkedIn step needs LinkedIn connected, an SMS step needs your number, and so on).

Outreach & replies

One unified inbox for every reply across every channel, so nothing slips through the cracks and no warm lead goes cold while it sits in a tool nobody checks.

• Auto-classification: each reply is tagged, interested, soft yes, referral, not now, not interested, or stop, so you can triage at a glance.
• Smart routing: replies go to the right recruiter (the campaign owner), and positive ones float to the top so the hot leads get worked first.
• Suggested next action: each conversation shows a recommended follow-up so reps always know the next move.
• Automatic opt-outs: a STOP or unsubscribe on any channel is honored on every channel, instantly, with no manual list cleanup.

JD Sourcing Recruiting

Turn an open role into a worked, textable pipeline in minutes, straight from the job description.

1. Give it the role: paste the JD (or just a title and company) and press Initiate Search. The platform builds an ideal-candidate profile, searches, and ranks everyone it finds, strongest first. Or press Queue for overnight and the server runs the whole thing with no tab open.
2. Hands-free from there: the finished list enriches itself with business emails and cell numbers, lands in Candidates under the same name, and arrives in OS Text as a ready-to-edit campaign. Nothing else to press.
3. Watch every list move: each saved list carries a progress tracker, Searched › Enriched › Candidates › OS Text, with a line that fills green stop by stop. A green check means that stop is done, a pulsing blue dot means it is happening right now, an amber dot means press Enrich to continue, and a grey numbered dot means it is coming up automatically. Each stop shows its own detail (counts found, emails and phones filled, delivered totals), and the sentence under the tracker always says what is happening and whether anything needs a press, so you never have to guess where a list is.
4. Grow it your way: paste a LinkedIn Sales Navigator or Recruiter search URL to pull and expand it, tick repeat runs and Combine lists into one master list, and use Boost phones (estimate shown before anything is spent) when the textable count is thin.
5. The simple rule: search first, combine second, send time last. Every list arrives in OS Text as a draft that never texts anyone until you set its send date & time. So run the role as many ways as you like, combine when you are done searching (keep the suggested name), and set the send time on the one combined campaign. Anyone already texted is automatically skipped, so nobody ever hears from you twice.

Hire Signals BD

Companies that are hiring right now, surfaced as fresh BD leads with a built-in reason to reach out.

• Live job-posting signals: see which companies just opened roles, and exactly which role, pulled from current job postings.
• A reason to talk: "I saw you're hiring a [role]" is a warm, timely opener that lands far better than a cold pitch.
• Straight into outreach: turn a signal into a prospect and drop them into a BD campaign without leaving the screen.

OS Text Recruiting

OS Text is the texting side of the platform. It turns every list you build into real text conversations with candidates. You build the list and pick the send time; OS Text checks the numbers, writes nothing you did not approve, sends the texts, watches the replies, and tells you the moment someone answers. This section walks through everything it does, in the order you will use it.

1. Campaigns fill themselves

You never build a texting list by hand.

• From JD Sourcing: every finished search arrives in OS Text on its own, usually within a couple of minutes, as a draft campaign named after the list, with the first message already written for you.
• From Candidates: select people, or a whole saved list, and press Push to OS Text. Same result: a ready draft campaign. No CSV files, no copy-paste, ever.
• Never a duplicate: pushing the same list again just tops up the existing campaign with the new people. You will never end up with two copies of the same campaign, and nobody in it will ever be texted twice.
• Only real cell phones make it in: every number is checked before it can enter a campaign. Landlines and dead numbers are filtered out, so your texts reach real phones and your delivery rate stays high.

2. You set the time; it does the rest

1. Open the draft and read the prefilled message. Edit it, or apply a saved template.
2. Set the send date and time. This is the one thing only you can do. Until you set it, the campaign is a draft and nobody gets texted. There is no way for a campaign to start on its own.
3. OS Text takes over. From the moment you chose, it texts on its own, every day, inside your send window, working through the list until everyone has been reached.

Two safety rules always apply: a campaign never texts outside your send window, and no person is ever texted twice, even if they show up in several lists or campaigns.

3. Working your replies

• AI sorts every reply: each answer is read and scored the moment it arrives, so interested candidates rise to the top of your screen. You never dig through a feed.
• You get a text on your own phone: the moment a candidate replies, OS Text texts your cell. If the conversation sits unanswered, it reminds you. Answering fast is what turns replies into placements.
• Text back in the thread: the whole conversation lives in one thread, and you reply right from it.
• Call with one click: every thread has a call button that opens a dialer on the same number your texts come from, so the candidate always sees one consistent number, whether you text or call.

4. Reuse what works

When a campaign message performs, press Save as template. Next time, pick it from the Quick setup dropdown and a new campaign is ready in seconds. A template fills in the message and settings, but it never touches the send date and time; that always stays in your hands.

5. Honest numbers

Campaign stats come straight from the messages themselves: sent, delivered, replied. Reply counts only include real answers from real people, so if a campaign says 12 replies, 12 humans wrote back. Admins also get an OS Text Performance tab showing the whole funnel in one place: how many candidates were sourced, how many had textable cells, how many were texted, delivered, and replied.

6. Built-in protections

• Opt-outs are instant and everywhere: a STOP reply is honored on every channel immediately, and HELP replies get an automatic answer. No manual list cleanup.
• No double-contact, ever: a guard across every channel keeps a candidate from being contacted twice, even by two different recruiters or two different tools, with a cooldown before anyone can be re-approached.
• Nothing sends without you: no campaign can text a single person until a human sets its send date and time.

7. One-time setup

Before your first campaign: register your business (10DLC), get your texting number, and capture consent so your texts actually deliver. It is a short checklist and you only do it once. The full walkthrough is in Phone & texting.

AI Vetting Recruiting

Phone-screen candidates automatically, in your own voice, so your recruiters only spend live time on the ones worth it.

• Set up a "desk": bind a job description, one of your phone numbers, and your consented cloned voice. Each desk screens for one role, and one JD is a complete setup.
• The screen schedules itself: when a candidate's resume arrives, the AI texts them for a time, they answer in plain words, and it calls them at exactly that time. The full walkthrough is just below.
• A natural conversation: the agent greets them by name, works from their actual resume, asks your top 3-4 qualifiers, answers their questions from the role's facts, and holds a real back-and-forth, not a rigid IVR. Candidates can also call the desk's number directly any time.
• Recorded, transcribed & scored: every call produces a recording, a full transcript, and a 1-100 fit score against the role.
• Review scorecards: read the transcript and score per candidate, then push the strong ones forward. Swap a desk's number anytime without rebuilding it.

How a screen books itself

There is no booking page and no calendar link. The candidate just answers a text, and the call happens at the moment they asked for. Here is the whole journey:

Whatever they text back, it's handled:

• A clear time books the call and confirms it by text, timezone spelled out.
• "Anytime" or "call me now" books a near-immediate call, kept inside civil hours (8:00am-8:30pm their local time). Nobody gets a 2am call.
• Something vague ("next week maybe?") gets one friendly follow-up for a concrete day and time, twice at most, then it flags for you instead of nagging.
• A reschedule ("can we do 6 instead?") moves the call and re-confirms. A vague "can we change it?" keeps the original call until they name a new time.
• A no gets a polite goodbye, and any call already booked is taken off the calendar so the AI never dials someone who declined.

The Optimizer: your agent gets more human with every call

Every scored call also grades your agent 0-100 on how human it sounded (pacing, acknowledgments, no robotic tells). The Optimizer tab turns that grade into a learning loop.

• Realism trend: watch the agent's human-likeness score climb call over call.
• Voice delivery: tune how your cloned voice renders on the phone (expressiveness, voice match, speed) with presets set to the documented phone-realism sweet spot.
• Optimize from calls: one click studies recent transcripts and proposes a versioned revision, coaching added to the agent's prompt plus small voice adjustments, each change explained with the call evidence behind it. Nothing goes live until you apply it.
• Stress test: five synthetic candidates (including the skeptic who asks if it's an AI) run against your exact live prompt and get graded, before any real candidate calls.
• Self-learning: switch it on and the agent re-optimizes itself automatically every few scored calls, pushing the improved version straight to your live number. Every revision is kept and can be rolled back.

Voice Drops

Leave a personalized voicemail in your own cloned voice, with no live dial, to re-engage at scale, respectfully. Available in both Recruiting and BD.

• Cloned-voice voicemail: the message is synthesized in your consented voice and personalized per contact (name, role, company).
• Landlines / VoIP only: mobile numbers are filtered out and never dialed, drops land on business lines.
• Timezone-aware: each drop fires inside the contact's local calling window, never at an odd hour.
• Consent & identification: a per-campaign consent attestation and an identifying script are required before a drop can run.

Setting up your cloned voice

The voice is cloned from a short recording of you, with your written consent, and saved to your account. Your account team runs the cloning during onboarding; you record a couple of minutes of natural speech, approve the result, and the voice is ready to use across Voice Drops and AI Vetting.

1. Record and approve. Provide the sample recording and consent attestation; once the clone is generated you listen and approve it before it can ever be used.
2. Pick it in Setup. In Setup → Voice Drops, select your approved voice, give it a display name, and add it.
3. Hear it before you send. Hit Listen on any script to preview the drop in that voice, then attach the voice to a campaign.

Writing scripts that sound human

The cloned voice reads your punctuation literally, pacing and pauses come entirely from how you format the text, not from the words alone. Every saved script (and every AI-drafted one) follows the same rhythm so drops land like a real person leaving a voicemail, not someone reading a paragraph. When you start a New voice script, the box opens pre-filled with this format and a live guide sits right underneath it.

• One held beat with ...: drop a single ellipsis right after the opener (for example Hi {first_name}...) for a natural pause, then don't use it again.
• One idea per sentence: end each with a period so the voice lands the thought, then breathes. Keep sentences short.
• Commas for small breaths: around the recipient's name and before the call-back line, so the ask doesn't rush.
• Spoken, not written: keep contractions ("it's", "we'll"), spell out numbers ("two", not "2"), write "V.P." not "VP", and use no dashes or links.

Here's the default, with the pauses it produces:

Writing your own? Match that structure. And when you tap AI customize or let autopilot draft per contact, the same pacing model is built into the writer, so personalized scripts come out with the correct tone and pauses automatically. Always hit Listen to hear a drop before you save or deploy it.

Analytics

Outcomes over time, so you can see what's actually working and where to push harder.

• By campaign: replies, positive-reply rate, meetings booked, and conversion for each campaign.
• By recruiter: activity and results per team member, so you can coach to the numbers.
• Trends: how the figures move week over week, spot what's improving and what's stalling before it costs you a month.

Billing & plan

Open the account menu (top-right) → Billing & plan to see your plan and manage payment.

• Your tools, your accounts: usage of the tools you connect, email, enrichment, phone/SMS, is billed by those providers directly to your own accounts, so you only ever pay for what you use.
• Plan & seats: your platform plan and any seat limits are shown here.

Getting help

• The ? Help button sits in the bottom corner of the app on every screen and brings you right back to this guide.
• This guide covers every screen and how to set it up, use the table of contents on the left to jump straight to what you need.
• Still stuck? Reach out to your account contact for anything this guide doesn't cover.