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. 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 your own Telnyx account. You bring your Telnyx API key and a phone number; the platform does the calling and texting through it. Before US carriers will deliver your business texts you must complete a one-time 10DLC registration (also called A2P) in Telnyx. Voice calls don't need 10DLC, but you set the number up in the same place, so do both at once.

What 10DLC is (and why it's required)

10DLC = Application-to-Person messaging over a 10-digit long code. US carriers (AT&T, Verizon, T-Mobile) only deliver business SMS from numbers tied to a registered Brand (your company) and Campaign (your use case). Until that's approved, texts are filtered or blocked. You register once; then every number on that campaign sends reliably.

Set it up in Telnyx, step by step

1. Create your Telnyx account at telnyx.com and add a payment method (Billing → Payments). 10DLC registration and numbers require billing to be active.
2. Create an API key: Account → API Keys → Create API Key. Copy it somewhere safe, you'll paste it into the platform at the end.
3. Register your Brand: Messaging → 10DLC → Brands → Create Brand. Enter your legal business name, EIN / Tax ID, business address, website, and a contact. These must match your real registered business, mismatches are the #1 cause of rejection.
4. Register a Campaign under that brand: 10DLC → Campaigns → Create Campaign. Pick the use case that fits recruiting outreach (commonly Mixed or Low Volume Mixed), provide 2-3 sample messages, describe how people opt in, and confirm you honor STOP / HELP keywords.
5. Buy a number: Numbers → Buy Numbers → choose a local long-code number with both SMS and Voice features.
6. Create a Messaging Profile (Messaging → Messaging Profiles), assign your number to it, and link the number to your approved campaign.
7. Enable voice on the number so calls work too: assign it to a Voice / Call-Control connection (Voice → Programmable Voice). For best answer rates, also set your caller-ID name (CNAM) on the number.
8. Connect it to the platform: in Setup → Integrations → Telnyx, paste your API key and your from-number (E.164, e.g. +13105551234), then Save and Test. Pick that number for each feature in Setup → Voice Drops / AI Vetting and in OS Text.

Once your Telnyx key is connected and your number is on an approved campaign, all calls and SMS across Voice Drops, AI Vetting, the dialer, and OS Text run through your own number. You can swap the number a feature uses at any time 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 pipeline in minutes, straight from the job description.

1. Paste the job description and the platform searches for people who match it.
2. Ranked matches: results are scored against the JD, so the strongest fits rise to the top instead of you scrolling a flat list.
3. Stage under a name: save the batch as its own group so you can review it without cluttering your main Candidates pool.
4. Promote the best into your Candidates store and straight into a campaign.

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

Compliant two-way texting with candidates, built right into the Command Center.

• Go-live checklist: a short one-time setup, register your business (10DLC), provision a number, and capture consent, so your texts actually deliver. See Phone & texting for the full walkthrough.
• Two-way threads: send and receive texts, with every reply showing up alongside your other channels in Outreach.
• Compliance built in: STOP / HELP keywords and opt-outs are handled automatically, across every channel.

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.
• Candidates opt in and get a call from an AI recruiter that asks your questions in your voice and holds a natural back-and-forth, not a rigid IVR.
• 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.

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.

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.