Getting started
Kadroflow is a web application. There is nothing to install. Create an account with your email or Google sign-in and the system prepares your workspace automatically.
1. Create an account
Registration is free and requires no credit card. Accept the terms on sign-up; we also recommend enabling two-factor authentication right away under Settings → Account & security.
2. Set up your workspace
A workspace is your company: team members, candidates and settings are isolated from other organisations. Invite colleagues under Team and give each a role (recruiter, hiring manager, interviewer).
3. Create your first job
Candidate evaluation is always computed against a specific job, so create a posting with a description and requirements first. More precise requirements produce more useful scores.
4. Choose your language
The entire interface is available in Slovenian and English. Switch under Settings → Appearance & language or with the toggle in this page's header.
Candidates & CV import
The Candidates module is the central record of all applications. Every candidate has a profile with a CV, AI evaluation, stage history, notes and documents.
Bulk PDF import
Drag one or more PDF CVs into the import window. The system reads the text, creates profiles and automatically runs AI analysis against the selected job. Scanned documents without a text layer are not supported. Use text-based PDFs.
Stages and moves
Candidates move through stages: Applied → Preselection → Screening → Interview → Offer → Accepted/Rejected. Change the stage on the candidate profile or via automations; every move is logged.
Search and filters
Filter the candidate list by job, stage, AI score, offer status and application date. Global search (Ctrl+K) finds candidates and jobs from anywhere.
AI candidate evaluation
When a CV is imported, the system prepares a structured evaluation against the job's requirements. The score is a review aid. The final decision is always made and confirmed by a human.
What the evaluation contains
An ATS match score (0 to 100), per-requirement coverage, strengths, concerns, a skills profile, suggested interview questions and a signal for whether the CV may be AI-generated.
Tuning the AI agent
Per job you can adjust scoring strictness, tone, question style and custom instructions (AI agent). Fairness and privacy rules are fixed and cannot be overridden by these settings.
Re-analysis
If you update the job's requirements or upload a new CV, re-run the analysis anytime with the Re-analyse button on the profile. Failed analyses queue automatically for retry.
Preselection
Preselection is the gate between application and screening: candidates who miss the job's must-have requirements are flagged with an explanation of exactly what is missing.
Human confirmation
The system never rejects a candidate on its own. A human reviews flagged candidates and confirms or overrides the suggestion. The process stays aligned with GDPR and the EU AI Act. Every decision is recorded.
Talent pool
With consent, declined candidates can be kept in a talent pool for future roles instead of deleting the profile.
Jobs
Jobs are the basis of evaluation: a posting's description and requirements directly drive the AI analysis of its applicants.
Creating a posting
Enter the title, employment type, openings and a description with requirements. State must-haves explicitly, for example, “required: fluent German.” These requirements drive preselection.
Per-job candidate view
Each job shows its own candidates with stages and scores. Deactivate a posting when filled. The history remains.
Interviews
The interview module ensures every candidate gets the same treatment: a structured roadmap, a calendar slot, notes and optionally a transcript.
Structured roadmap
Based on the requirements and the candidate's CV, AI suggests questions that verify the strongest evidence and open gaps. The team asks every candidate the same core questions, making answers comparable.
Transcripts
Upload a recording for transcription; the text is stored with the candidate and available at decision time. Monthly transcription volume depends on your plan.
Calendar
Interview slots appear in the workspace calendar, together with tasks and offer deadlines.
Offers & documents
When a candidate reaches the Offer stage, the system helps prepare, send and track offer paperwork.
Generating an offer
Enter the known terms (salary, contract type, start date, benefits) and the system drafts the document in your chosen tone. You always review and edit before sending.
Checklist and deadlines
A built-in checklist (interview done, references, internal approval, offer sent) plus response deadlines make sure no step is left open.
Onboarding & employees
A hired candidate moves into the employee register in one click. Data carries over and onboarding is prepared from the role's template.
Onboarding templates
Prepare a task template per role (equipment, access, contracts, mentor). On hire, tasks are created automatically and assigned to owners.
Employee register
The register holds contracts, positions, documents and history for every employee. Sensitive data (salary) is encrypted and visible only to authorised roles.
Payroll
The payroll module covers the path from gross amount to payslip: components, gross-to-net calculation under Slovenian law, monthly runs and exports.
Gross-to-net calculation
The system computes net pay, contributions and income tax from the gross amount, allowances included. The calculation is informative. A responsible person always approves the final run.
Runs and payslips
A monthly run captures all active employees and their components (allowances, deductions, bonuses). After approval, PDF payslips and a CSV export for accounting are available.
Automations
Automations are trigger → condition → action recipes. Leave repetitive admin to the system and keep judgement calls with people.
Example recipes
“On a new application with an ATS score above 70, move the candidate to preselection and notify the recruiter.” “When a candidate waits 5 days in Offer, create a reminder.” “On rejection, send a polite notice.”
Audit trail
Every automation run is logged: which recipe, which candidate, what happened. The system deliberately offers no automation that would reject candidates on its own.
Analytics & reports
Analytics answers the questions leadership asks: how long hiring takes, where candidates drop off and what it costs.
Hiring funnel
Stage conversions (applied → screening → interview → offer) reveal process bottlenecks. Compare periods and follow the trend.
Hiring ROI
Cost-per-hire and time-to-hire by role. These numbers stand next to any other department's.
Email integration
Connect a Gmail or Outlook account and move applications from your inbox straight into the pipeline, with no retyping or lost attachments.
Connecting an account
Under Settings → Connections choose your provider and grant access. Disconnect anytime; the system only touches messages you explicitly import.
Security & access
HR data is among the most sensitive a company holds, so security features are built into every paid plan, not sold separately.
Two-factor authentication (2FA)
Under Settings → Account & security enable TOTP two-factor sign-in with any one-time-code app (Google Authenticator, 1Password, Aegis …).
Encryption and isolation
Sensitive fields (candidate personal data, documents, salaries) are encrypted at rest at field level. Each workspace's data is isolated with database row-level security; everything runs in EU data centres.
GDPR workflows
Deleting a candidate removes personal data and files; the talent pool is consent-based; sign-ins and key actions are recorded in an audit trail.
Subscription & billing
The subscription is tied to your workspace and fully self-service. Manage upgrades, invoices, payment methods and cancellation without a sales call.
Upgrading
In the app open Settings → Subscription and pick a plan. Payment runs through a secure Stripe form; the plan activates immediately after successful payment.
Invoices and payment methods
The “Manage subscription” button opens the Stripe portal where you download invoices, change your card or update billing details.
Cancelling
Cancel in the same Stripe portal (Settings → Subscription → Manage subscription → Cancel). The plan stays active until the end of the paid period, then drops to Free. Your data remains accessible within Free-plan limits.
Ownership
Only the workspace owner can manage the subscription. If the owner leaves, transfer ownership under Team before deactivating the account.
Help
If the documentation didn't answer your question, write to support@kadroflow.com. We reply within one business day. For larger-team plan questions, talk to sales.
