JAI Bot Help Center

Getting started

1. Sign in at jaibot.ai/app with your work email. We email you a 6-digit code; there is no password.
2. Open Help → Load sample candidates to explore a fully graded example before posting your own job.
3. Complete your Company profile (Settings → Company profile). Sign in with an email at your company’s domain so your website is verified and your logo appears on Google Jobs.
4. Post your first job from Jobs → Create job.
5. Home is your dashboard: follow-ups that are due, jobs that still need requirements, and anything waiting on you, each with an Open button.

Post a job

1. Paste or upload the job description, fill in location and pay, then click Confirm job requirements. JAI Bot extracts the must-have and preferred requirements, each linked to the sentence it came from. Review them before publishing.
2. Not sure about the wording? The Need help with the description? box can write a draft or check it for wording that could discourage applicants or break pay-transparency rules.
3. Choose Posting options: Confidential hides your company name (you write a short description instead), Talent pool labels it as “not a current opening”, and Staffing agency submissions lets agencies submit candidates.
4. Publish. Your job appears on JAI Bot Jobs and Google Jobs, and in the Indeed, LinkedIn and ZipRecruiter feeds you enable under Publish & share.

Every applicant for the job is graded against the same approved requirements, so comparisons are consistent.

Review candidates

• Evidence alignment (0–100) shows how much of each requirement the resume documents, with the exact resume lines cited. It is not a prediction of job success.
• JAI Bot grade: every applicant is graded right away by JAI Bot’s grader, which gives each requirement an evidence score from 0 to 100 based on the resume lines it cites (key words found, the resume line closest in meaning, whether the lines describe real work, numbers and results, overall work history and years asked for). Full marks on a requirement need a measurable result, such as a number, percentage, dollar amount or scale. Among applicants scoring 90 or more, depth breaks ties. The grader learns from your Agree / Change grade reviews, so it gets more accurate over time.
• Each candidate has a Hiring path: Review → Interview → Decide → Offer → Onboard → Hired. It always shows the next button to click, such as Offer interview times or Move forward to offer.
• Use Compare selected to see 2–3 candidates side by side, and Interview mode for a calm full-screen view during a live interview.
• Interview prep for the candidate: when you offer interview times, JAI Bot adds a short “How to prepare” list with the job’s requirements you will ask about. Untick Include interview prep to leave it out. It never includes scores or notes.
• Morning email: each morning with new applicants, JAI Bot emails you the strongest ones with the resume lines behind each grade. Use the link at the bottom of the email to stop or restart it.
• Ask JAI, the chat in the corner of your workspace, explains any feature, searches your candidates’ resumes for a skill and quotes the lines it finds, and lists who’s waiting on interview feedback, approvals or replies. “Not mentioned” means the resume doesn’t say, not that the person lacks it.
• A human makes every hiring decision. Candidates can ask for a human review or an accommodation at any time.

Ask JAI Bot to find candidates

In the JAI Bot chat, paste a job description or say Find candidates for my Warehouse Lead job. JAI Bot reads the requirements and ranks the people who already applied to your jobs, plus anonymous Talent Network matches.

• Each match shows the resume lines behind it, so you can see why it fits.
• Talent Network people stay anonymous until they accept your request.
• Searches about age, race, gender, religion or other protected traits are refused.

Applicant experience

Open a job and find the Applicant experience box. These settings are what make your jobs stand out to applicants.

• ⏱ Reply Promise is on for every job: every applicant hears back within 14 days (or the 7, 10 or 21 you choose). Interview times, a message, a pre-interview, an offer or a decision all count as an answer. You get a morning reminder for replies due in the next 2 days. If a date passes, JAI Bot sends the applicant an honest status update, and the miss counts against the kept rate applicants see on your jobs (shown once 5 promises are settled). When a job closes, applicants still waiting get a kind update. You can turn it off for a job.
• Skills-first job: degree requirements still get rated, but a missing degree never holds back someone who shows the skills.
• Work sample: add an optional short task from the real job (10 to 20 minutes). A person on your team scores it.
• Print a hiring flyer with a QR code. Applicants scan and apply from their phones.
• Check this offer compares the pay in an offer letter with typical pay for the role and area.
• Agency terms side by side compares every agency submission’s rate, payment terms and conversion terms.

Virtual Recruiter pre-interview

A short written first-round screen that JAI Bot runs for you. Open a job and find the Virtual Recruiter pre-interview box.

• Who gets it: turn on Send the pre-interview automatically and choose the line (evidence alignment of 60/100 by default). Applicants at or above it get one email with a private link that works for 7 days, with one reminder. You can also send it by hand from any candidate’s report.
• What JAI Bot asks, one question at a time in a chat: work authorization and visa sponsorship, the schedule, commute for on-site and hybrid jobs, the posted pay, start date, up to 3 of your own job-related questions, and a few questions about the must-haves the resume did not clearly show. Questions about protected characteristics are not allowed, and JAI Bot never asks about pay history.
• What you get: on the candidate’s Overview, a suggested next step (Invite to interview or Take a closer look, with reasons), the basics that do or do not match, each answer with the score before and after, and flags for answers that were pasted in, copy the job posting or match another applicant’s word for word.
• You decide: click Offer interview times, Hold for now or Not moving forward. JAI Bot never rejects anyone.
• Interviewers see the applicant’s answer under each requirement on their scorecard. Basics such as work authorization are not shown to them.
• Text only: no video, voice, facial or tone analysis. Answers are graded by JAI Bot’s built-in grader and are marked as self-reported, so they never earn full marks.

Verified Employer Score

Your score (0 to 100) is built only from how you treat applicants on JAI Bot over the last 6 months: Reply Promises kept, days to a first answer, applicants who got an answer, reasons given to people not selected, offers inside your posted pay range, and interviews scored with a scorecard. Find it at the top of Jobs, with tips to raise it. You see it privately for 30 days before job seekers do, and it needs 10 applicants whose reply date has passed. It never appears on confidential jobs. How the score works.

Requirement reality check

After you click Confirm job requirements on a new job, JAI Bot compares your must-haves and pay with similar postings in your state: how many require a degree or 5+ years, how long those stay open, whether a driver’s license is common, and where your pay sits. It suggests changes that usually bring more qualified applicants. Change the requirements, then click Check again. You decide.

Reference checks

Open a candidate and find References. Click Request references (2 or 3). JAI Bot emails the candidate to list people who saw their work, then sends each a 3-minute form about the job’s top must-haves, with reminders. You see what each reference saw next to what the resume shows (Supported, References add evidence, Partly seen or Not seen), whether they would work with the candidate again, and flags such as a reference using the applicant’s email domain, answering from the same internet connection, or finishing in seconds. Candidates sent by a staffing agency are excluded; ask the agency.

Candidate timeline

On a candidate’s Overview, open 📜 Timeline to see everything in order: applied, graded, first opened, questions and pre-interview, messages, interview times, scorecards, work sample, references, offer, onboarding and the Reply Promise date.

Webhooks

Under Settings → Webhooks, the account owner or an admin can send JAI Bot events to your own systems (up to 5 addresses). Events: new application, graded, stage changed, pre-interview finished, reference answered, offer signed and hired. Each delivery is a signed JSON POST (X-JAI-Signature: t=…,v1=… is the HMAC-SHA256 of “t.body” with your secret). Use Send a test, see recent deliveries and retry failed ones. Candidates sent by a staffing agency never include contact details.

Authenticity Shield

Flags items to verify: text copied from your job posting, years claimed beyond the dated work history, impossible dates, near-duplicate resumes from different applicants, shared contact details, and generic interview answers. Signals never change the score and are never used on their own to reject anyone.

• Identity check-in: at the start of a live interview, send a one-time code to the applicant’s email and ask them to read it back.
• Verification interview kit: layered follow-up questions built from the candidate’s own resume claims.

Talent Network

Job seekers who choose to be found appear anonymously. Open a job and click Talent Network matches to see profiles that mention its requirements, assess them privately, and send a contact request. Names and contact details are shared only if the candidate accepts.

Working with staffing agencies

• Turn on agency submissions per job (invited agencies only, or any agency). Invite an agency by email from the job’s Posting options.
• Review each submission’s markup or bill rate, payment terms and conversion terms under Agency submissions, and approve or reject the agency’s staffing agreement there.
• The first agency to submit a candidate to you holds representation for 180 days. Contact agency-submitted candidates through the agency.

Team & roles

Add teammates under Settings → Team & roles. They sign in with their own email and work in your workspace.

Important actions (publishing and removing jobs, deletions, role changes, agency decisions) are recorded in the workspace activity log.

Reports & compliance

• Insights → Compliance: hiring funnel, time to fill, sources, adverse-impact checks based on voluntary self-identification, and a data-retention setting.
• Insights → Hiring results: which sources and agencies lead to interviews and hires, and estimated agency spend from submitted rates.
• Bias-audit data export: selection and scoring rates with impact ratios by sex, race/ethnicity and intersectional groups, formatted for an independent auditor (for example, for New York City Local Law 144).

Background checks

When a candidate reaches the Offer stage, JAI Bot shows links to background-check providers (Checkr, GoodHire, Sterling, HireRight, First Advantage, Accurate, or your own provider set in Settings → Company profile). The check runs entirely in your account on the provider’s site, including the required disclosure, candidate authorization and any adverse-action steps. JAI Bot does not receive, store or use background-check results. Many cities and states only allow checks after a conditional offer.

Billing

Employers get a 30-day free trial that starts the day your first job goes live, with everything included and every applicant graded by JAI Bot. After the trial, your jobs stay open for 30 more days and applicants keep coming in; choose a plan to see them. Plans: Single User $39 per month (1 seat), Team $99 per month (3 seats) and Enterprise $199 per month (8 seats), with no limits on applicants. Pay annually and get 2 months free. You can export your jobs and applicants at any time. Payments are handled securely by Stripe. Only workspace owners and admins can manage billing.

Get started

1. Go to jaibot.ai/candidates and enter your email. We email you a 6-digit code; there is no password to remember.
2. Add your resume, or build one step by step with the free Resume builder (Profile & resume).
3. Click Check my resume for friendly tips before you apply.
4. On your phone? Tap Install the app to put JAI Bot Jobs on your home screen and get a ping when an employer replies.

JAI Bot is always free for job seekers. Prefer Spanish? Tap Español at the bottom of the job board.

Find jobs and apply

• Search by title, skill or keyword and city at jaibot.ai/jobs. Jobs for you lists jobs that match your resume.
• With a profile, you apply in one click. Some employers add a few short questions.
• Look for these badges: ⏱ Reply Promise (the date you’ll hear back by, even if it’s a no, and how often the employer keeps it; My applications shows a live tracker), Skills-first (a missing degree won’t hold you back), Work sample (an optional short task lets you show what you can do) and Replies to applicants (this employer answers most people within a week).
• Know the pay before you apply: every job page, search result and Jobs for you match shows typical pay for that kind of job in that area (low, median and high), and whether the posted pay is above, within or below it.
• Not interested in a job? Tap Not interested and it disappears from your list.

Hiring rules by location

Open any job to see its Hiring rules card. JAI Bot reads the job’s location and lists the rules that apply there: pay range in job posts (and benefits where required), salary history bans, when criminal history may be asked, laws about AI in hiring such as NYC Local Law 144 and the Illinois Human Rights Act, and how long records must be kept. Each rule shows what JAI Bot does for you and what you still need to do. New laws appear under Coming soon before they start, and rules that only apply to larger companies are marked if your company size (Settings → Company profile) is below the threshold.

Check my description flags posts that ask about past pay or criminal history, or leave out a pay range or benefits where they are required. Remote jobs follow the strictest common rules. Candidate records are never deleted sooner than the strictest law for your job locations allows. This is general information, not legal advice; confirm with an employment lawyer.

Today, the Board and saved views

Home opens with Today: one list of everything that needs you, most urgent first (Reply Promises coming due, interviews today, finished pre-interviews, scorecards, signed offers, applicants nobody has opened, candidates stuck in a stage for over a week, 90-day check-ins and your tasks). Add a task in one line, with a due date.

Board shows one job at a time with a column per stage. Drag a card to move it, or tick several cards and use Move to… to move them together. Moving to Declined never emails anyone; to send the polite note and the decision receipt, open the candidate and choose Not moving forward. Filter by name, grade or what needs attention, then click Save this view (you can share it with your team). Saved views also work on the Candidates list. Press ? anywhere in the workspace for keyboard shortcuts.

Follow-up plans in the CRM

A follow-up plan is a few timed steps for one contact, such as an email today, a call in 3 days and another email next week. Start one from a contact on a client’s page. Each step appears on Today when it is due; email steps open ready to edit, and you send every email yourself. The next step waits until you finish the last one, and the plan stops by itself if the contact books a meeting or unsubscribes. Manage plans in CRM settings.

Staffing agencies

Under Talent network you can let staffing agencies find your anonymous profile, with or without joining the employer talent network. Agencies must ask before they see your name or contact details, and each request shows the agency’s Verified Agency Score when it has one.

Hire check-ins

30, 90 and 180 days after a new hire starts, JAI Bot asks the hiring manager (from the onboarding packet) or you one question: is this hire working out? Answer in one click from the email or on the candidate’s page. Answers stay private to your company and are never shown to the employee. JAI Bot learns from answers across many employers, without names, which requirements predict people who do well.

Decision receipts: when you choose Not moving forward, the applicant gets a private receipt showing what the job asked for, what their resume showed, anything you shared, and how to ask a person to look again. No scores. Turn it off for a job in that job’s settings.

Your decision receipt

If an employer decides not to move forward, open My applications and click See your decision receipt. It shows what the job asked for, what your resume showed for each requirement, anything the employer shared, free ways to close a gap, and how to ask a person to look again. It never shows scores or anything about other applicants.

Verified Agency Score

Your score (0–100) is built from what your agency does on JAI Bot: how many of your candidates reach interviews and get hired, how fast you submit after a job opens, whether your placements are still working at 90 days (from employers’ check-ins), and how few submissions are disputed. It needs 10 submissions. You see it privately for 30 days with tips, then you can put a live badge on your website from the portal’s Home screen.

Show your score on your careers site

On the Jobs screen, open your Verified Employer Score and copy the badge code into your careers page. The badge always shows your live score and links to a page on jaibot.ai that confirms it, so nobody can copy or fake it.

Reply Promise suggestion: once 20 or more applicants have heard back, each job’s settings suggest the shortest Reply Promise your team actually keeps.

Follow-up questions for big claims

On a candidate’s Interview tab, JAI Bot lists the biggest claims on the resume, such as team size, money, results in percent or volume, with three questions for each: the situation, what the candidate personally did, and one deeper question. People who did the work answer easily, with names, dates and numbers. Interviewers see the same questions on their scorecard link.

After you add an interview transcript, JAI Bot lists any team size, amount or percentage that differs from the resume, as a question to ask. It reads text only. It never judges honesty, voice or face, and a different number is not a reason to reject someone.

Apply without a resume

No resume? On any job, click No resume? Apply by chat (or Postúlate por chat en español). JAI Bot asks a few simple questions about your work, the job’s main requirements, and your licenses and training. It turns your answers into a resume in your own words, shows it to you to check, and sends your application. It takes about 5 minutes, and you can go back and edit any answer.

Employer scores

Jobs show a 🏅 Employer score from 0 to 100. It is built only from how that employer actually treats applicants on JAI Bot: answering on time, giving reasons, keeping offers inside the posted pay and interviewing everyone the same way. It is never based on reviews and cannot be bought. How scores work.

Your verified profile

Under Profile & resume → My verified profile, turn on a page you own at jaibot.ai/p/… It shows proof, not claims: licenses an employer checked with the official record, experience a hiring team accepted, work samples a person reviewed and how many references answered. Licenses you listed but no one has checked yet are marked that way. You choose every item, can hide any of them, show your full name or just your first name and last initial, make a new link, or turn it off. Employer names, scores and what references said are never shown.

Pre-interview with JAI Bot

Some employers send a short written pre-interview after you apply. JAI Bot asks a few questions, one at a time: the job’s basics (such as schedule, location and pay) and your experience with the job’s requirements. It takes about 5 to 10 minutes; you type your answers and there is no video or voice. You can skip experience questions, go back and edit before you send, and your answers are saved on your device if you need to stop. A person on the hiring team reads your answers; JAI Bot does not make hiring decisions. Need an accommodation? Reply to the email that brought you there.

Ask JAI Bot for jobs that fit you

Open the JAI Bot chat and ask Find jobs that fit my resume, or describe the job you want, for example remote bookkeeping jobs. When you are signed in, JAI Bot ranks open jobs against your resume and shows typical pay and the lines from your resume that match.

Track your applications

• Open My applications to see every job you applied to and where it stands: Received, Under review, Interviewing, Offer stage, Hired or Not selected.
• When someone on the hiring team opens your application, you’ll see “A person on the hiring team reviewed your application.”
• Interview invitations show here. Pick a time that works for you and the video link appears on the application.
• If a job has a work sample, click Do the work sample. A person scores it, never a machine.
• Want a person to look again? Click Ask for a person to review my application.
• If you’re not selected and the employer shares a reason, you’ll see it here, so you know what to highlight next time.
• Changed your mind? Click Withdraw.
• Your second chance: when an application does not work out, JAI Bot shows up to 3 open jobs right under it where your resume shows more than it did for that job, with typical pay for each.
• Before an interview, open How to prepare on the application to see the job’s requirements the hiring team will ask about.

Job alerts and notifications

• Open Job alerts and click Create a job alert with keywords and a location. New matching jobs come to your inbox.
• Under Job alerts → Phone notifications, tap Turn on notifications to hear about interview invitations and updates right away. Send a test checks it works.

The Talent Network

Click Join the talent network to let employers find an anonymous version of your resume. Your name and contact details stay hidden. When an employer sends a contact request, you decide: Share my details or Decline. You can leave the network at any time.

Offers, new-hire forms and timesheets

• Offer letters arrive by email with a link to read and sign online.
• After you accept, your employer may send a link to new-hire forms. Fill in each item; your answers go only to your employer. Social Security and bank details go to your employer’s payroll provider and are never stored in JAI Bot.
• Placed by a staffing agency? Your Timesheets appear in your menu. Enter your hours each week and submit them for approval.

Privacy and your data

• Open Privacy & data to Download my data or Delete my account at any time.
• Voluntary self-identification is optional, stored separately from your application, never shown to the people reviewing it, never used by AI, and only reported as group totals.
• People make every hiring decision. See How JAI Bot uses AI and our Fairness report.

Get started

1. Sign in at jaibot.ai/agencies with your agency email. We email you a 6-digit code.
2. Open Agency profile, fill it in and upload your logo. Employers see it when you submit.
3. Your Home screen shows jobs open to you, candidates submitted, interviews and placements, plus a Do today list, most important first.

New agencies get a 30-day trial with 10 submissions, then the agency plan for unlimited submissions (Agency profile → Plan & billing).

Find jobs and submit candidates

1. Open Find jobs to see jobs open to agencies, including jobs employers invited you to.
2. Not sure where a candidate fits? Match a resume lists the open jobs that fit, and Check fit before submitting shows how the resume lines up with a job’s requirements.
3. Click Submit a candidate. Choose a markup or a bill rate, your payment terms and conversion terms. Upload your staffing agreement once per employer.
4. Your candidate gets an email to confirm they authorized the submission.
5. Under Submissions, click 📄 Candidate summary for a one-page summary with your agency’s logo: the candidate, how their resume lines up with the job (quoted word for word), and your contact details. Print it or save it as a PDF to send with the submission. It never shows your rates.

The first agency to submit a candidate to an employer holds representation for 180 days, and the employer reaches your candidate through you.

Ask JAI Bot to match candidates to a job

Paste a client’s job description into the JAI Bot chat, or ask Find candidates for a job. JAI Bot ranks the people in My candidates against its requirements and shows the resume lines behind each match, so you know who to submit first.

Submissions and interviews

• Submissions shows every candidate you sent, the job, your terms and where they stand.
• Interviews lists requests from employers. Book a time that works for your candidate, and set up screening calls with your own candidates.
• Placed someone? The placement shows on your Home screen and in your track record.

Your candidates

My candidates is your private list. Employers never see it. Candidates you submit are added automatically.

• + Add a candidate to add one by hand. ✨ Draft notes from the resume writes quick notes for you.
• Find on JAI Bot searches job seekers who chose to be found. Send a contact request; they decide whether to share their details.
• Import brings in your list from another system.

Bill rates and fees

Open Bill rates for the Bill rate calculator (pay rate, markup and bill rate), typical rates for a role and area, and a Direct-hire fee calculator. Use them before you set your terms on a submission.

Timesheets

• Add a placement under Timesheets. Your contractor enters hours online each week, and your client approves them.
• Remind worker and Remind client send a friendly nudge.
• Download the payroll summary or daily detail as a CSV for payroll and invoicing.

Track record and job alerts

In Agency profile, tick Show employers my verified JAI Bot track record. Once you have 5 or more submissions, employers see your submitted, interviewed and hired numbers, which helps you win more work. You can also choose job alerts for the roles you staff.

Staffing CRM

Click Staffing CRM in your menu to find companies that are hiring, government staffing bids and layoffs, and to manage clients and job orders. Bring in my JAI Bot clients and jobs copies your employers and jobs in. See the CRM guides for more.

Get started

• Today shows your tasks, follow-ups and what to do first.
• Customers (or Clients for staffing) hold each company with its contacts, notes and activity. Filter by state, city or ZIP to work an area.
• Deals (or Job orders) move through your stages. Rename the stages under CRM settings → Deal stages.
• Use + New at the top to add anything quickly, and the search box to find any customer, contact or deal.

Find leads

• Open Leads. Companies hiring shows companies with fresh job posts near you; Government bids lists open staffing bids; Layoffs shows companies with recent layoff notices.
• Click Add as prospect to put a company in your list, or 👤 Find contacts to look up people there.
• Each lead shows 📞 Why call today (from its hiring signals) and a 💬 Suggested opening line you can copy into a call or email.
• 🔔 Clients hiring now on Today lists clients and prospects in your CRM that just posted new jobs, and JAI Bot emails the owner each morning when one does.
• 💾 Save search and email me new leads daily keeps new ones coming to your inbox.

Connections for leads

Under CRM settings → Connections for leads, paste an API key from a contact-data service you already use. Keys are encrypted and only used for lookups you ask for.

• Apollo: find people at a lead’s company and get their work email.
• SalesQL: get the email for one person from their LinkedIn profile.
• HubSpot: see contacts you already have in HubSpot for a lead’s company, and bring them in.
• ZoomInfo: find people at a lead’s company and get their contact details.
• LinkedIn Sales Navigator: no key needed. Open in Sales Navigator on a lead searches that company in your own Sales Navigator.

Email and writing help

• Click ✉ Email on a contact to write from the CRM. ✨ Help me write drafts it from a few words in the tone you choose.
• Turn on Email tracking in CRM settings to see who opened your email or clicked a link.
• 📅 Send booking link lets a contact pick a meeting time.
• Log calls, meetings, notes and tasks on any customer so the whole team sees the history.

Staffing tools

• ⭐ Send a top candidate emails a client a short profile of a strong candidate.
• 📄 Client rate report builds a rate report you can share with a client.
• Hot job orders and Ending soon: redeploy on Today help you fill orders and keep contractors working.

Reports, team and your data

• Reports shows your pipeline, wins and team performance.
• Admins add teammates and seats under CRM settings → Team, and can split the company into Divisions.
• Export (CSV) downloads customers, contacts, deals and activity at any time, even after a trial ends.