📘 SmartRecruit

Complete User Manual & Guide

Version 1.0 | July 29, 2026

📑 Table of Contents

  1. Welcome to SmartRecruit
  2. System Requirements
  3. Getting Started
  4. Complete Student Guide
  5. Complete Recruiter Guide
  6. Complete Admin Guide
  7. Troubleshooting
  8. Frequently Asked Questions
  9. Getting Help

🎯 Welcome to SmartRecruit

What is SmartRecruit?

SmartRecruit is a modern, intelligent recruitment platform designed to connect job seekers with opportunities and help organizations find the right talent. Whether you're a student searching for your first job, a recruiter building your team, or an administrator managing the platform, SmartRecruit makes the hiring process simple and effective.

✨ Key Features

For Students: Browse thousands of jobs, apply with one click, upload resumes, build your professional profile, and track application status in real-time.

For Recruiters: Post jobs, manage applications, download resumes, shortlist candidates, and send job offers all from one dashboard.

For Admins: Manage users, monitor jobs, view analytics, configure system settings, and maintain platform security.

Who Should Read This Manual?

This manual is for everyone using SmartRecruit. Whether you're new to job searching, hiring for the first time, or managing the platform, you'll find step-by-step instructions, helpful tips, and solutions to common problems.

💻 System Requirements

Desktop Requirements (Recommended)

SmartRecruit works best on desktop computers for full functionality:

Component Minimum Recommended
Operating System Windows 10, macOS 10.12, Linux Ubuntu 18.04 Windows 11, macOS 12+, Ubuntu 20.04+
Browser Chrome 90+, Firefox 88+, Safari 14+, Edge 90+ Latest version of any above browser
RAM 4 GB 8 GB or more
Internet Speed 2 Mbps 5 Mbps or faster
Screen Resolution 1366 x 768 1920 x 1080 or higher

Mobile Requirements

SmartRecruit is accessible on mobile devices, though desktop is recommended for uploading resumes and detailed profile management.

📱 Mobile Support: iOS 14+ (iPhone 11+) | Android 8.0+ | Screen size 5.5" minimum | 3G/4G connection or WiFi

🚀 Getting Started

Step 1: Access SmartRecruit

✓ How to Access:
  1. Open your web browser (Chrome, Firefox, Safari, or Edge)
  2. Type in the address bar: http://localhost/smartrecruit/
  3. Press Enter
  4. You'll see the SmartRecruit login page

Step 2: Create Your Account

✓ Account Creation Process:
  1. Click Create Account
  2. Select your role:
    • Student - If you're job seeking
    • Organization - If you're hiring
    • Admin - If managing the platform (requires approval)
  3. Enter your email address (must be unique)
  4. Create a strong password:
    • Minimum 8 characters
    • Include uppercase letters (A-Z)
    • Include lowercase letters (a-z)
    • Include at least one number (0-9)
    • Example: MyPassword123
  5. Confirm your password
  6. Click Create Account

Step 3: Log In

✓ Logging In:
  1. Enter your email address
  2. Enter your password
  3. Click Sign In
  4. You'll be directed to your personal dashboard
💡 Tip: Save your login credentials in a safe place. You'll need them to access your account anytime.

👨‍🎓 Complete Student Guide

Your Dashboard Overview

When you log in as a student, your dashboard shows at-a-glance information about your job search progress:

Dashboard Widgets You'll See:

Active Applications: Number of jobs you've applied for

Pending Offers: Job offers awaiting your decision

Profile Strength: How complete your profile is (aim for 100%)

Saved Jobs: Jobs you've bookmarked for later

Recommended Jobs: Positions matched to your profile

Navigation Menu Guide

The left sidebar menu provides access to all student features:

📌 Dashboard → Jobs → My Applications → My Resumes → Profile → Roadmap → Settings → Logout

Feature 1: Finding and Browsing Jobs

SmartRecruit has thousands of job opportunities. Here's how to find the right one for you.

✓ How to Search for Jobs:
  1. Click Jobs in the left menu
  2. You'll see a list of all available positions
  3. Use filters to narrow your search:
    • Location: Filter by city or region
    • Job Type: Full-time, Part-time, Contract, Internship
    • Salary Range: Set minimum and maximum salary
    • Skills: Filter by required technical skills
  4. Click any job title to view full details
  5. Job details show: description, requirements, company info, salary, deadline
💡 Tips for Better Results:
  • Be specific with your search - narrow filters help you find better matches
  • Set alerts for your target job types
  • Search regularly - new jobs posted daily
  • Read requirements carefully before applying

Feature 2: Applying for Jobs

Found a job you like? Here's how to apply in just a few clicks.

✓ How to Apply:
  1. Click on the job you want to apply for
  2. Review the job description and requirements carefully
  3. Click the green Apply Now button
  4. Review your application details:
    • Your resume (automatically included - make sure it's your latest!)
    • Your profile information
    • Option to add a cover letter
  5. Click Submit Application
  6. You'll see: "Application Submitted Successfully!"
⚠️ Important: You can only apply to each job once. Your profile must be at least 50% complete to apply. You must have a resume uploaded.
💡 Application Tips:
  • Add a cover letter: Stand out by personalizing your application
  • Apply early: Early applicants get reviewed first
  • Match your skills: Ensure your profile includes required skills
  • Check your email: Recruiters will contact you via email

Feature 3: Upload Your Resume

Your resume is essential - recruiters need it to evaluate your qualifications. Here's how to upload and manage it.

✓ How to Upload a Resume:
  1. Click My Resumes in the left menu
  2. You'll see an upload area
  3. Click the upload area or drag-and-drop your resume
  4. Select your resume file from your computer:
    • File format: PDF or DOCX only
    • File size: Maximum 5MB
    • Typical size: 1-2 pages recommended
  5. Click Upload
  6. Resume appears in your "Your Resumes" list immediately
✓ Setting Your Primary Resume:
  1. Your primary resume is sent with ALL job applications
  2. Click the star icon next to a resume to make it primary
  3. You can change your primary anytime
  4. Upload multiple resumes for different job types if needed
📋 Resume Best Practices:
  • Use PDF format (doesn't change formatting)
  • Include: name, contact info, education, experience, skills
  • Use professional fonts (Arial, Calibri, Times New Roman)
  • Keep to 1-2 pages for entry-level positions
  • Avoid photos or graphics (unless design field)
  • Proofread carefully - no typos!
  • Tailor resume to the job you're applying for

Feature 4: Build Your Professional Profile

A complete profile improves your visibility to recruiters and increases interview chances. Here's what to include.

✓ How to Complete Your Profile:
  1. Click Profile in the left menu
  2. Fill in these sections:
    • Personal Information: Name, email, phone, photo (optional)
    • Education: University, degree, graduation year, GPA (optional)
    • Career Info: Target job title, professional summary
    • Skills: Select 5+ relevant technical and soft skills
  3. Check your Profile Strength meter (aim for 100%)
  4. Click Save Profile

Professional Summary Tips

Write 100-200 words describing yourself professionally. Include your experience level, key skills, and what you're looking for. Example:

"Passionate software engineer with 2 years of experience building web applications. Proficient in Python and JavaScript. Strong in problem-solving and team collaboration. Seeking opportunities to grow with a dynamic organization."

💡 Profile Optimization Tips:
  • Use a professional headshot (good lighting, clean background)
  • Write a compelling summary that highlights your strengths
  • Select skills that match your target jobs
  • Keep information current and accurate
  • Aim for 100% profile completion

Feature 5: Track Your Applications

Monitor the progress of every job you've applied for and know where you stand with recruiters.

✓ How to Track Applications:
  1. Click My Applications in the left menu
  2. You'll see all jobs you've applied for
  3. Each shows: job title, company, application date, current status
  4. Click any application to see full job details

Understanding Application Status

Applied: Recently submitted, recruiter reviewing

Shortlisted: Great news! You're a top candidate

Interview Scheduled: Recruiter wants to interview you

Offer Extended: Congratulations! Job offer received

Accepted: You accepted the job - position is yours!

Rejected: Position went to another candidate (don't worry - keep applying!)

Feature 6: Career Roadmap

Your roadmap tracks professional development and achievement badges.

✓ How to Use Your Roadmap:
  1. Click Roadmap in the left menu
  2. You'll see your career development path
  3. Review steps to achieve your goal
  4. Mark steps as complete when finished
  5. Earn badges for each achievement
  6. Share progress with recruiters

🏢 Complete Recruiter & Organization Guide

Your Dashboard Overview

The Recruiter Dashboard gives you a complete hiring overview at a glance.

Key Metrics You'll See:

Posted Jobs: Number of active job openings

Total Applicants: How many people have applied

Shortlisted Candidates: Promising candidates you've marked

Offers Pending: Candidates waiting for offer response

Average Time to Hire: How long your hiring process takes

Navigation Menu Guide

Manage your entire hiring process from the sidebar menu:

📌 Dashboard → Post Job → View Candidates → My Jobs → Offers → Settings → Logout

Feature 1: Posting a Job Opening

Create a job posting that attracts qualified candidates. Detailed job posts get more applications.

✓ How to Post a Job:
  1. Click Post Job or Post New Job
  2. Fill in basic information:
    • Job Title: Official position name (e.g., "Senior Software Engineer")
    • Job Description: 200-500 word detailed explanation of the role
  3. Add job details:
    • Location: Where the job is based
    • Job Type: Full-time, Part-time, Contract, or Internship
    • Salary Range: Minimum to maximum (optional but recommended)
  4. Specify requirements:
    • Required Skills: List 5-10 key skills
    • Experience Level: Years of experience needed
    • Education: Minimum qualification level
  5. Set application deadline (typically 2-4 weeks)
  6. Add optional auto-screening questions
  7. Click Preview Job to see how it looks
  8. Click Publish Job
💡 Job Posting Best Practices:
  • Be specific about requirements: Clear requirements attract right-fit candidates
  • Write compelling descriptions: Explain the role, team, and growth opportunities
  • Include salary range: Attracts better candidates and saves time
  • Proofread carefully: Professional appearance matters
  • Set reasonable deadlines: 2-4 weeks is typical
  • Use relevant keywords: Helps candidates find your job

Feature 2: Viewing and Managing Applicants

Review all applications, manage candidates, and move them through your hiring process.

✓ How to View Applicants:
  1. Click View Candidates in the left menu
  2. You'll see a table of all applicants
  3. Each row shows: name, job applied for, application date, education, status
  4. Click candidate's name to view full profile
  5. Use filters:
    • By Job: Show applicants for specific position
    • By Status: Applied, Shortlisted, Rejected, Accepted
    • By Date: Newest first or oldest first

What You See in Candidate Profile

When you click a candidate, you get:

  • Complete profile information
  • Education and skills
  • Download resume button
  • All their applications
  • Your notes about them

Feature 3: Download Candidate Resumes

Review resumes to evaluate candidate qualifications.

✓ How to Download a Resume:
  1. Go to View Candidates
  2. Find the candidate
  3. Click 📥 Download Resume
  4. File downloads to your computer
  5. Open with PDF reader or Word
📌 Note: Only candidates who uploaded resumes show a download button. If no button appears, contact the candidate and ask for their resume.

Feature 4: Shortlist Top Candidates

Mark promising candidates to organize your top choices.

✓ How to Shortlist:
  1. Click on candidate's profile
  2. Click ⭐ Shortlist button
  3. Candidate status changes to "Shortlisted"
  4. Candidate receives notification
  5. You can filter by "Shortlisted" status to see your top candidates
💡 Why Shortlist?
  • Organize your top candidates
  • Candidates know you're interested
  • Easy comparison between finalists
  • Prepare for next hiring stage

Feature 5: Send Job Offers

Make official job offers to your chosen candidates.

✓ How to Send an Offer:
  1. Click on candidate's profile
  2. Click Send Offer
  3. Fill in offer details:
    • Position title
    • Salary offered
    • Start date
    • Employment type
    • Additional terms or benefits
    • Personal message to candidate
  4. Click Send Offer
  5. Candidate receives email notification
  6. Track response in Offers section
⏱️ Typical Timeline: Candidates usually respond to offers within 5-7 days. You'll receive notification of their response.

🔐 Complete Admin Guide

Admin Dashboard Overview

Monitor the entire platform and ensure smooth operation.

Key Metrics on Your Dashboard:

Total Users: Number of registered users

Active Jobs: Current job postings

Total Applications: System-wide applications

Recent Activity: Latest user actions

System Status: Server health and performance

Navigation Menu Guide

Access all admin functions from the sidebar:

📌 Dashboard → Users → Jobs → Applications → Reports → Settings → Audit Logs → Logout

Feature 1: User Management

Manage all user accounts on the platform.

✓ How to Manage Users:
  1. Click Users in the left menu
  2. You'll see all registered users
  3. Each shows: name, email, role, registration date, account status
  4. Filter by role (Student, Organization, Admin)
  5. Filter by status (Active, Inactive, Suspended)
  6. Click on user to view full profile
  7. Click Suspend Account if needed
  8. Click Reactivate Account to restore access

Feature 2: Job Monitoring

Oversee all job postings and ensure quality content.

✓ How to Monitor Jobs:
  1. Click Jobs in the left menu
  2. View all platform jobs
  3. See: job title, company, posting date, applicant count, status
  4. Click job to view full details
  5. Click Remove Job if inappropriate
  6. Click Close Job to deactivate

Feature 3: System Configuration

Configure platform-wide settings and policies.

✓ How to Configure Settings:
  1. Click Settings in the left menu
  2. Configure platform settings:
    • Platform name and branding
    • Support email address
    • Maximum resume file size
    • Allowed file formats
    • Default application deadline
  3. Click Save Settings

Feature 4: Audit Logs

Track all system activities for security and compliance.

✓ How to View Audit Logs:
  1. Click Audit Logs in the left menu
  2. View all system activities
  3. See: user registrations, job postings, applications, account changes
  4. Filter by date range
  5. Filter by user or action type
  6. Uses: investigate issues, ensure compliance, track security events

🔧 Troubleshooting & Common Issues

Login Issues

❌ "Invalid credentials" error
Your email or password is incorrect. Remember that passwords are case-sensitive. Try: (1) Double-check email spelling, (2) Verify caps-lock is off, (3) If you forgot your password, click "Forgot Password" and follow the reset link sent to your email.
❌ "Account not found"
You haven't created an account yet. Click "Create Account" and follow the signup process. Make sure you've selected the correct role (Student, Organization, or Admin).
❌ "Account suspended"
An admin suspended your account. Email support@smartrecruit.test to find out why and request reactivation. Explain your situation and wait for admin response.

Resume Upload Issues

❌ "File too large"
Your resume exceeds the 5MB limit. Reduce file size by: (1) Compressing images, (2) Removing unnecessary graphics or formatting, (3) Saving as PDF instead of Word (usually smaller), then try uploading again.
❌ "Unsupported file format"
Only PDF and DOCX files are allowed. Convert your resume: (1) In Word: File → Save As → Select PDF format, (2) In Google Docs: File → Download → PDF Document, then upload the converted file.
❌ "Upload timeout"
This usually indicates a slow internet connection. Try: (1) Check your internet speed (minimum 2 Mbps required), (2) Switch to WiFi if using mobile data, (3) Wait 5 minutes and try again, (4) Clear browser cache (Ctrl+Shift+Delete), (5) Try a different browser, (6) Contact support if still failing.

Job Application Issues

❌ "Cannot apply - profile incomplete"
Your profile needs more information before applying. Go to Profile and complete required fields: name, email, phone, and education information. Then save and try applying again.
❌ "Already applied to this job"
You can only apply once per job. Wait for the recruiter's response or apply to similar positions instead.
❌ "Application didn't submit"
This is usually a connection issue. Check: (1) Your internet connection, (2) All form fields are filled, (3) Try submitting again, (4) Try a different browser if still failing.

Performance Issues

⚠️ Website loading very slowly
Try these solutions: (1) Check your internet speed (minimum 2 Mbps), (2) Close other browser tabs, (3) Clear browser cache: Chrome/Firefox/Edge (Ctrl+Shift+Delete), Safari (Cmd+Shift+Delete), (4) Refresh the page (F5), (5) Try a different browser, (6) Restart your router if using WiFi.
⚠️ Mobile site is very slow
Mobile optimization is still in progress. Try: (1) Use desktop version when possible, (2) Connect to WiFi instead of mobile data, (3) Close other apps running in background, (4) Try on a different phone or device if available.
⚠️ Buttons not responding
This is usually a browser issue. Try: (1) Refresh the page, (2) Clear browser cache, (3) Disable browser extensions temporarily, (4) Try incognito/private browsing mode, (5) Try a different browser.

❓ Frequently Asked Questions

Q: How many resumes can I upload?
A: Unlimited! Upload as many as you need. Set one as "primary" to use for all applications. You can change your primary resume anytime.
Q: Can I edit my application after submitting?
A: No, applications cannot be edited once submitted. Contact the recruiter directly if you need to add information.
Q: How long does the hiring process take?
A: Typically 1-4 weeks, depending on the organization. Some companies move faster, others slower.
Q: Why didn't I get the job?
A: Recruiters receive many applications. Keep applying, improve your skills, and strengthen your profile. Every application is a learning opportunity.
Q: Can companies see my profile without me applying?
A: Yes, if your profile is complete and public, recruiters can view it and may contact you directly.
Q: How do I reset my password?
A: Click "Forgot Password" on the login page, enter your email, and follow the reset link sent to you. If you don't receive it, check your spam folder.
Q: Is my data safe?
A: Yes. All data is encrypted and stored securely. SmartRecruit never shares your information without permission.
Q: Who can see my resume?
A: Only recruiters from companies where you've applied can see your resume. It's never shared with third parties.

📞 Getting Help & Support

Contact Support

Email: support@smartrecruit.test
Response Time: 24 hours maximum
Support Hours: Monday-Friday, 9:00 AM - 5:00 PM (Sydney Time)

Before Contacting Support

Try these troubleshooting steps first:

  1. Refresh your browser (F5)
  2. Clear browser cache
  3. Try a different browser
  4. Restart your computer
  5. Check your internet connection
  6. Check the Troubleshooting section in this manual

Contacting Support Effectively

When you email support, include:

Help us help you faster:
  1. Your name and email address
  2. What problem you experienced
  3. When it happened
  4. Steps you took before the problem occurred
  5. Your browser and operating system
  6. Screenshots if helpful

Report a Bug

Found a bug? Email support@smartrecruit.test with:

  1. Subject: "Bug Report: [Brief description]"
  2. What you were doing when the bug occurred
  3. What happened (actual behavior)
  4. What should have happened (expected behavior)
  5. Screenshots if helpful

Provide Feedback

Have a suggestion for improvement? We'd love to hear it! Email feedback@smartrecruit.test with your ideas.

Additional Resources

Video Tutorials: Coming soon - step-by-step visual guides

Webinars: Free monthly webinars for job search and recruiting strategies

Blog: Tips, updates, and career advice at smartrecruit.test/blog

📄 Document Information

Manual Version: 1.0

Last Updated: July 29, 2026

Next Review: September 2026

For questions about this manual: support@smartrecruit.test


Thank you for using SmartRecruit! 🎯

We're committed to connecting students with opportunities and organizations with talent.