Viindoo apps demo handbook
Part VII. Recruitment
This part answers the questions: which positions is the company hiring for, which round is each candidate in, who was hired, who was refused, and where does a manager see the hiring picture by month? The HR officer follows the first three lessons. The director reads the analysis lesson. The data is sample data for "Công ty Cổ phần Giải pháp Minh An": 4 positions and 60 applicants over 13 months, of whom 6 were hired and 30 were refused.
The part has three lessons: one to read the positions and the stages, one to move a candidate through the stages, and one to look at the recruitment analysis. The Recruitment app here is the basic one, enough for positions, applicants, stages and analysis. The demo account has Recruitment manager rights. Every image was taken on 9 November 2026. The stage-change and refuse actions were not clicked while shooting: the images were taken on an existing applicant record, before clicking. The demo system is reloaded every night, so whatever your company clicks goes back to how it was.
Lesson 22. Read the positions and the recruitment stages
About 10 minutes. By the end of this lesson your company can read the 4 job positions being recruited, open the configuration of one position, see the 6 recruitment stages as 6 columns, and open the edit box of one stage.
Log in with the account demo / demo as described in the section "How to use this handbook".
Step 1 - Open the list of positions being recruited
Click Applications in the menu bar, then click By Job Positions.
Recruitment > Applications > By Job Positions
You should see: 4 position cards: Systems Engineer, Installation Technician, Warehouse Clerk, Sales Representative. On each card the first large number is the headcount to recruit ("to recruit"), then the number of new applications, then the number of applicants in the stages ("in progress", 6 for every position).
| Position | Headcount to recruit |
|---|---|
| Systems Engineer | 1 |
| Installation Technician | 2 |
| Sales Representative | 2 |
| Warehouse Clerk | 1 |
The Job Page button on a card is for the public website; this lesson does not use it.
Step 2 - Open the configuration of one position
On the Systems Engineer card, click the Configure button.
Recruitment > Applications > By Job Positions
You should see: the Configure button on the Systems Engineer card is ringed in orange. After you click it, the system opens the position form:
The form shows Recruiter as Administrator, Target as 1 new employee, Department as Engineering and Job Location as Công ty Cổ phần Giải pháp Minh An in Hà Nội. The statistics buttons at the top show 14 applications and 4 employees for this position; the third button leads to the public website page. Your company only reads here and does not click Save.
Step 3 - See the recruitment stages
Click Applications in the menu bar, click All Applications, then click the Kanban icon in the top right corner.
Recruitment > Applications > All Applications
You should see: each column is a stage and each card is an applicant. The number at the top of a column is the number of applicants in that stage.
| Stage | Applicants |
|---|---|
| New | 6 |
| Qualification | 6 |
| First Interview | 5 |
| Second Interview | 4 |
| Contract Proposal | 3 |
| Contract Signed | 6 |
The default filter tag "Applicants" shows only applicants that are open or hired, so there are no refused applicants.
Step 4 - Open the edit box of one stage
Hover over the column name First Interview, click the gear icon that appears, then click Edit.
Recruitment > Applications > All Applications
You should see: the box "Edit: First Interview" has the Stage Name field, Email Template, the Folded in Kanban and Hired Stage tick boxes, the Days to rot field, the four colored labels of the kanban state, and the two buttons Save and Discard. To rename a stage, your company edits the Stage Name field in this box. Click Discard to close without changing anything. The gear menu also has Fold and Delete; do not click Delete, because the stage would be lost.
Try it: in Step 4 open the edit box of the stage "Contract Signed" and see whether the Hired Stage box is ticked, then click Discard.
Lesson 23. Move a candidate through the stages
About 10 minutes. By the end of this lesson your company has opened the record of a candidate in an interview stage, read the stage bar, pointed out the button that moves the candidate to the next stage, opened the refuse box with its list of reasons, and looked at the 6 candidates who were hired.
The lesson uses the sample candidate "Nguyễn Thanh Oanh" (position Installation Technician, now at First Interview). So that the data does not change, every image was taken before clicking a stage change or a refusal.
Step 1 - Find the candidate on the kanban board
On the applications kanban board, find the card Nguyễn Thanh Oanh in the First Interview column and click the card.
Recruitment > Applications > All Applications
You should see: the ringed card shows the name, the position "Installation Technician" and two rating stars. After you click it, the system opens the applicant record:
The record has Email, Phone, a two-star Evaluation, Job Position Installation Technician and Recruiter Administrator; above it are the two buttons Refuse and Add to Pool.
Step 2 - Read the stage bar and choose the next stage
Look at the stage bar at the top of the record, then click the stage name Second Interview to move the candidate to that stage.
Recruitment > Applications > All Applications
You should see: the stage bar reads "Qualification", "First Interview" (highlighted, with "1M" showing that the candidate has been in this stage for one month) and "Second Interview" ringed. The image was taken before clicking. When your company clicks another stage name, the highlighted step moves to that stage, and the candidate also moves to the matching column of the kanban board.
Step 3 - Refuse a candidate with a reason
Click the Refuse button in the top left corner of the record.
Recruitment > Applications > All Applications
You should see: the box "Refuse Reason" lists 6 reasons as buttons: "Refused by applicant: salary", "Refused by applicant: job fit", "Does not fit the job requirements", "Job already fulfilled", "Duplicate", "Spam". Below are the Send Email switch (turned on), the applicant, the Subject of the email and the sample message (the subject and message text are stored in Vietnamese); the Refuse button confirms and the Cancel button closes the box. To avoid sending an email to the candidate, turn off the Send Email switch. The image was taken before confirming.
Step 4 - See the candidates who were hired
Go back to the applications kanban board and click the column name Contract Signed to open that column.
Recruitment > Applications > All Applications
You should see: the Contract Signed column has 6 cards, each with a green "HIRED" ribbon: Tạ Thu Trang, Lý Văn Hoàng, Phan Anh Dũng, Đặng Quốc Việt, Chu Văn Thành, Hà Minh Tâm. These six people are also the 6 employees who joined during the data period, so they have records in the Employees app (see the Employees part).
Try it: open the record of one applicant in the "Contract Proposal" column and read which stage comes before and which comes after it on the stage bar; then open the Refuse box on that record and close it with Cancel.
Lesson 24. Look at the recruitment analysis
About 5 minutes. By the end of this lesson your company has opened the recruitment analysis report, read the number of applications by month and by position, and knows the extra filter that also shows refused candidates.
Step 1 - Open the recruitment analysis report
Click Reporting in the menu bar, then click Recruitment Analysis.
Recruitment > Reporting > Recruitment Analysis
You should see: a stacked bar chart grouped by Creation Date: Month and then Jobs, with each month showing columns colored by the 4 positions. By default the chart counts only open and hired applicants (30 applications), so some months have no column because in those months every applicant was refused.
Step 2 - Add the refused candidates to the report
Open the filter box at the end of the search box and choose Ongoing and Refused in the list of filters.
Recruitment > Reporting > Recruitment Analysis
You should see: the filter tag changes to "Ongoing or Refused" and the chart has all 13 months from November 2025 to November 2026; adding up the columns gives 60 applications. September 2026 is the highest with 13 applications and June 2026 the lowest with 2. You can switch to a pivot table with the icon in the top right corner.
Try it: in Step 2 click the legend entry "Warehouse Clerk" to hide one position and see how the other months change.
