Answers to the things that actually go wrong, arranged by what you are seeing rather than by feature. If something here does not match the product, that is a bug and we want to hear about it.
The likely cause, and what to do about it.
Why: Sourcing is a background job. If the worker process is not running, the request is queued and nothing ever takes it off — the page keeps saying sourcing is in progress, truthfully and uselessly.
Do: Check the job's status in Job Positions. A failed run now states the reason. If it never leaves 'in progress', the background worker is not running.
Why: The candidate data provider bills per match returned and refuses a search once the account limit is reached. That refusal used to look identical to 'nobody matches this role'.
Do: The failure now names the cause. If it mentions an account maximum, the provider needs topping up — widening the search will not help.
Why: Approving sends an assessment only if one is attached to the job under Automatic screening. With none attached, approving just moves the stage.
Do: Use the actions menu on the applicant row to send one by hand and pick the paper, or attach an assessment to the job so future approvals send it automatically.
Why: Google Calendar authorisation expired, so a Meet link cannot be generated. The booking itself is unaffected.
Do: The calendar attachment still books the time in the candidate's calendar and needs no authorisation. Add a joining link by hand and reschedule to re-send.
Why: Onboarding documents pass through an AI validator before being accepted. It rejects files it cannot read as the document type claimed — including scans that are too low quality.
Do: The rejection includes the validator's reasoning. Re-upload a clearer copy, or a PDF rather than a photograph.
Why: Invitations and calendar invites are sent from our mail provider and can land in spam, particularly for free mail domains.
Do: The applicant record shows whether the invitation was sent. If it was, ask them to check spam; the assessment link stays valid until it expires.
No. Applying and sitting an assessment both work through links that need no login. Candidates never see the dashboard, and a spent assessment link cannot be reused.
Each invitation carries its own expiry, shown in the email. A link is single-use — once submitted it cannot be opened again, which is what stops a candidate retaking it.
They are flagged, not rejected. No email is sent and their stage does not change. A threshold is a filter for your attention, not a verdict, and an automated rejection caused by a code-execution timeout could not be undone.
Yes. Tick the candidates in the applicants list and use Send assessment. Anyone already invited is skipped rather than emailed twice, and the result tells you who was skipped and why.
'Not scored' means ranking did not run for that candidate — usually the embedding service was unavailable during sourcing. It is deliberately distinct from a genuine low score, which shows a number.
Only signed-in users holding a recruiter, HR admin or hiring manager role. Every protected endpoint checks the role on the server; access is not enforced by hiding buttons.
Email [email protected] with the job or candidate involved and we will look at the actual record.