Departments
View as MarkdownRecruiting
The department for recruiters and HR teams: candidates and employees, screening calls, interviews, offers and onboarding. A company adds it when it is set up, or later in Settings → Departments (see Departments and countries).
Candidates
The board's cards are candidates (and employees, for onboarding and exit calls). A card holds:
| Field | What it is |
|---|---|
| Role | The role they are looking for, or are being considered for |
| Experience | Years, as a number |
| Hiring stage | sourced, contacted, screening, interview, offer, hired, rejected, on hold |
| Skills | A list, separated by commas |
| Current company, Location, Notice period | As they said |
| Salary expectation | A number |
| The profile's address | |
| CV | A file: upload it on the card; agents read it when asked |
| Source, Notes | Where they came from; anything else |
The line under a card's name is its role, experience and hiring stage. An Excel of candidates imports with Turkish or English column names (Ad Soyad, Pozisyon, Deneyim, Aşama…); a column that matches nothing goes into the notes, named.
Interviews are the department's appointments: phone screens, interviews, call-backs and onboarding meetings that candidates asked for on calls. A recruiter confirms each time.
The team
| Agent | What it does |
|---|---|
| Lumate | Coordinates: open positions, candidates by stage, interviews booked, what needs a decision |
| Sourcer | Finds candidates on LinkedIn and job sites through the office browser, and in CVs and lists you share; drafts first messages |
| Screener | Calls candidates for a first screen, writes a scorecard on each card, books interviews |
| Coach | Improves the calls: fair, clear questions, good listening |
| Librarian | Keeps the company's knowledge: positions and their must-haves, salary bands, the hiring process |
Their skills: LinkedIn sourcing, CV screening, interview coordination and candidate outreach. Agents never ask about age, marital status, children, religion, health, pregnancy or origin, and never note them if a candidate says them.
Call scenarios: screening call (the Screener's), interview scheduling, reference check (with the candidate's consent), offer follow-up, onboarding check-in (first week, month, three months) and exit interview. The Playground fills them with invented positions so you can rehearse at once. An AI call to a candidate follows the same rules as any contact's: a recorded reason to call on their card (they applied, or agreed to be called), and in the UAE a DNCR check; a candidate found on LinkedIn has neither until they answer you.
LinkedIn's User Agreement (section 8.2) does not allow bots or scraping, and LinkedIn can restrict an account that looks automated. On LinkedIn, Lumate goes slower than anywhere else, and these rules are fixed, out of the agents' reach:
- A person's pace: a page every 10 seconds at most, 40 an hour and 150 a day. The counts survive a restart.
- Every change is approved: a click, typing or a choice there (a connection request, a message) first becomes a card in the agent's thread and the Inbox, with the words it would type and whether it presses Enter. An admin approves or declines; the agent is told. An approved change runs once, within half an hour, in the same conversation, on the page it was asked on and only on the element that was approved. LinkedIn must be among the allowed sites (Settings → Browser) for agents to ask.
- Security checks stop the agents: LinkedIn's own security check (its checkpoint page, its page titled "Security Verification", or a CAPTCHA's challenge) stops every agent at LinkedIn for a day and tells the admins; what a profile, a search or a job says never does. Nothing ever types into one. Open LinkedIn in the office browser and deal with it, then let the agents go on in Settings → Browser.
The Sourcer opens LinkedIn's search and profiles by their address rather than clicking, so reading needs no approval.
How long candidates are kept
Personal data is kept only as long as it is needed (KVKK in Türkiye, GDPR in Europe). The department's rule: a rejected candidate with nothing new for 12 months is due for deletion. On the first of each month Lumate lists the cards that are due, in one message to the manager; it never deletes one.
An owner or an admin deletes a card from the card (Delete candidate). It deletes the card and what Lumate keeps about the person: the card's history, its thread and the tasks under it (a file prepared on a call) with their documents, appointments and call list places, the calls with them (their transcripts), their WhatsApp messages, the notices about them and the WhatsApp copies of those notices, the LinkedIn changes asked about them from any chat (on their profile, or naming them), what outside systems (a CRM) sent about them, the lessons drawn from their calls, and the files on the card (the CV). The activity log keeps that things happened, without the details that named them. Other tasks and chats that mention the person stay, with the agents' records of their work there, and so do what agents remembered and a file another card or task also holds. Someone who asked not to be called stays on the do-not-call list, so a new card for them is not called either. A card cannot be deleted during a call with them.
The Hiring app (from 2.5.0)
A company with Recruiting starts with Hiring in the menu's Apps section (a company that adds Recruiting later gets it once):
- Positions: title, department, location, salary band, must-haves (callers may hear the title, department, location and must-haves), status, and how many applied.
- Applications: the candidate, the position and the stage, on a board by stage.
- Interview scorecards: an application, the interviewer, scores from 1 to 5, their average, a decision and notes (sensitive). On a call with a candidate, Lumate hears their application's stage and the position's shared fields. Pipeline in the menu shows candidates on a board by their hiring stage.