Everything You Need to Master NexivoHR

⚡ 5-Minute Quickstart

This is the fastest path from "I just signed up" to "I'm placing candidates."

1. Register your company on the sign-up page. You'll be auto-logged in as the Admin.
2. Invite 1–2 team members from Account → Teams.
3. Add your first job from the sidebar: Jobs → New Job. Fill out title, location, and a short description.
4. Add candidates three ways: manually, by uploading a resume (fields auto-fill), or via CSV import.
5. Submit candidates to the job from a candidate's profile or directly from the job page.
6. Move them through stages by dragging cards or clicking a stage on the candidate row.

💡 Tip: The dashboard's "My Day" widget surfaces stale candidates, interviews this week, and open submissions awaiting feedback. Check it once a day.

First login

After registering, you land on the Dashboard. The sidebar has the four core modules:

Invite your team

From Account → Teams, click Invite User. They'll get an email with a one-click join link.

User roles & permissions

🔒 Roles are enforced server-side on every API call. A user can't unlock functions just by inspecting the page HTML.

👤 Candidates

A candidate is a person in your talent pool. Each profile contains contact info (encrypted at rest), resume file (preserved with extracted text for search), work experience, location with lat/lng for radius search, skills & tags, source, visa status, and a complete activity log.

Adding candidates

1. Manual entry

Candidates → New Candidate opens a multi-tab modal. Only first name and email are required.

2. Auto-fill from resume

1. Click Choose File and pick a PDF, DOCX, RTF, or TXT (10 MB max)
2. Click Auto-Fill from Resume
3. NexivoHR extracts text and parses out: name, email, phone, LinkedIn, current title, education, location, years of experience
4. Review and click Save

💡 PDFs are extracted client-side using PDF.js (the engine Firefox uses for its built-in PDF viewer), so even rare encodings work. Falls back to a pure-PHP parser if the browser can't load PDF.js.

3. Bulk CSV import

From Candidates → Import CSV, paste or upload a CSV with these columns (any subset works):

first_name,last_name,email,phone,current_title,linkedin,city,state,zip,country,years_experience,visa_status,skills,source,notes

We support imports from Bullhorn, Greenhouse, Lever, JobDiva, Ceipal, Workable, and Recruit CRM. Contact us for free migration help.

💼 Jobs

Creating a job

1. Basics — title, location, employment type, seniority
2. Description — rich text with bullets, headings, links
3. Pay range — min/max + currency + period
4. Required skills — tag-style entry, drives match scoring
5. Client & recruiter assignment — for agency workflows

Pipeline stages

Drag cards between columns on the kanban board, or click the stage badge on any submission row. Every move is logged with timestamp + user.

🔍 Boolean Search

Syntax

Operators are case-sensitive (always upper-case). Terms are not.

Real-world examples

# Senior Python engineer who knows ML, not a manager
(python OR pyspark) AND ("machine learning" OR "deep learning") NOT (manager OR director)

# AWS DevOps with K8s, 5+ years
aws AND kubernetes AND (terraform OR ansible) AND devops

# Healthcare RN looking for night shift
"registered nurse" AND (RN OR BSN) AND (night OR PRN) AND NOT travel

# Mid-career React dev open to remote
react AND (typescript OR javascript) AND remote NOT (intern OR junior)

Geo / radius search

The filter panel on the right side of the boolean search page includes location filters:

• ZIP code — auto-resolves to city/state
• City + State — typed manually
• Radius — 10, 25, 50, 100, 200, or 500 miles

Results sort by distance with a "X mi away" badge. Uses the Haversine formula on stored lat/lng coordinates, so it's fast even with 100k+ candidates.

Saved searches & history

Every search runs against your full company pool and is automatically saved. From Search History in the sidebar you can re-run, star, or see team-wide searches (admins only).

🔌 Integrations

Job portals

Configure portal accounts under Account → Portal Profiles:

Email setup (SMTP)

From Account → Email Settings (admin only):

Tested with: SendGrid, Mailgun, Postmark, Amazon SES, Gmail (app passwords), Office 365, SMTP2GO.

⚠️ If your host blocks outbound SMTP, use an HTTP-based provider like SendGrid or Mailgun.

Billing & payments

Under Account → Billing: see current plan, upgrade (immediate proration), downgrade (end of cycle), pay with Stripe / PayPal / Razorpay, download invoice PDFs, update billing info. Custom invoicing or volume pricing: contact sales.

🛠 Troubleshooting

Resume upload fails or text is garbled

Most PDFs extract perfectly. If a specific PDF returns empty text, it's likely image-based (scanned from paper). The file uploads fine — you'll just fill the fields manually. Visit /debug.php as admin to verify your PHP environment.

Email isn't being sent

Check Account → Email Settings credentials, then send a test. If tests fail, check your SMTP provider's logs. Common causes: wrong port, wrong app password, sender domain not verified.

Boolean search returns no results

Operators must be upper-case. Try without quotes first. Check that filters aren't too restrictive.

"Plan limit reached" error

You've hit the user/job/candidate cap. Upgrade from Account → Plans.

Can't log in after password reset

Resets invalidate other active sessions. Verify the reset email is the most recent — links expire after 60 minutes.