User Guide

About RecruitIn

RecruitIn is a desktop app for recruiters in Singapore to keep track of the plethora of clients with different skill sets, availability and experience.

It is optimized for quick text-based inputs via a Command Line Interface (CLI) while still having the ease of use of a Graphical User Interface (GUI).

This product will make recruiters’ lives easier through categorisation and filter features to easily access candidates they have in mind.

Table of Contents

• About RecruitIn
• About this guide
• Glossary
• Basic Command Format
• Quick start
• Features
  • Viewing help : help
  • Adding an applicant: add
  • Editing an applicant: edit
  • Listing all applicants : list
  • Deleting an applicant : delete
  • Finding an applicant : find
  • Filtering interviews : filter_interview
  • Showing search terms : show
  • Marking an applicant : mark
  • Unmarking an applicant : unmark
  • Deleting marked applicants : delete_marked
  • Clearing all data : clear
  • Exiting the program : exit
  • Saving the data
  • Editing the data file
• Prefix Parameter Specifications {Advanced}
• FAQ
• Command summary

About this guide

Table of contents

This guide aims to help users get familiar with using RecruitIn’s features.

• New users can get started by following the steps under Quick start.
• Existing users can view existing features under Features or refer to the Table of Contents below to view specific features. A summary of existing features can also be viewed under Command summary.
• Advanced users can view in-depth usage of RecruitIn’s features by visiting links marked with {Advanced} under the Table of Contents.
• Commonly addressed questions can be viewed under FAQ.

Glossary

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Term	Definition
Command Line Interface (CLI)	A CLI is a user interface that accepts text input to execute system functions. RecruitIn uses a CLI interface to operate most of its features.
Command	Commands are user text inputs that executes certain features of RecruitIn.
Prefix	A Prefix is a fixed text input that indicates an applicant’s detail. For instance, n/ is a Prefix that indicates an applicant’s name. It is used in commands to differentiate user inputs for different applicant details.
Parameter	A Parameter is a user text input that usually follows after a Prefix. For instance, in n/John, John is a Parameter of Prefix n/. In some cases, it does not have to follow a Prefix. For instance, in delete 1, 1 is a Parameter of the delete command.

Basic Command Format

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Before moving on with this user guide, listed below are some important text formatting that you should take note of so that you may better understand our feature descriptions.

• Words in UPPER_CASE are the parameters to be supplied by you, the user.
  e.g. in add n/NAME, NAME is a parameter which can be used as add n/John Doe.
• Words that are bold & italicized refers to a stored applicant detail for a certain prefix.
  e.g. Name could refer to the value John stored as a name in the application.
• Items in square brackets are optional.
  e.g. n/NAME [t/TAG] can be used as n/John Doe t/friend or as n/John Doe.
• Items with ... after them can be repeated multiple times, including zero times.
  e.g. delete INDEX... can be used as delete 1 (i.e. INDEX repeated 0 times), delete 1 2, delete 2 4 3 etc.

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Quick start

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1. Ensure you have Java 11 or above installed in your Computer. If not, you can install it from here. Download the correct version based on your operating system (e.g. Linux, macOS, Windows) and follow the Java installation instructions.

1. Download the latest recruitIn.jar from here. Scroll down to the bottom and click on recruitIn.jar.

2. Copy the file to the folder you want to use as the home folder.

3. Double-click the file to start the app. The GUI should be similar to the below image. Note how the app contains some sample data.
   

   Applicant data are displayed as a list in the Applicant Panel.

4. Now that your app is set up and running, lets run through a quick sample workflow on managing an applicant:
   
   

   Type in your commands into the Command Box and press Enter to execute it.
   

   • e.g. typing help and pressing Enter will open the help window.
     
     
   1. Use clear command to clear the existing sample data.
      
      
   2. Suppose you have an applicant named John Doe and you want to add him to your list of applicants. John Doe has kindly provided you his phone number, 98765432 and email JohnDoe@gmail.com. He is applying for the role of a Teacher and plans to work Full time with an expected salary of 3000. His highest level of education is Bachelors and has 4 years of experience as a teacher.
      
      Type in addn/John Doe p/98765432 e/JohnDoe@gmail.com r/Teacher et/Full time s/3000 l/Bachelors y/4 to add John Doe to your list of applicants.
      
      
   3. Let’s also add in another applicant named Mary Sue. Her phone number is 91131513 and her email is MarySue@gmail.com. She is applying for the role of a Software Engineer and is looking for an Internship with an expected salary of 3000. Her highest level of education is High School and has 0 years of experience as a Software Engineer.
      
      Type in addn/Mary Sue p/91131513 e/MarySue@gmail.com r/Software Engineer et/Internship s/3000 l/High School y/0.
      
      Your application should look like this:
      
      
   4. As an experienced recruiter, you notice that Mary Sue may not have the qualifications for the job as a Software Engineer and want to add a note to remind yourself.
      
      Type in edit2 nt/She might not have the qualifications for the job to add the note to Mary Sue.
      
      Your application should look like this:
      
      
   5. Your company then informs you that they would like to interview John Doe on December 11th 2021 at 10 am 2021-12-11, 10:00 and you want to remind yourself that an interview has been arranged for John Doe.
      
      Type in edit1 i/2021-12-11, 10:00 to add this interview slot to John Doe.
      
      Your application should look like this:
      
      
   6. Fast forward the time. Your company informs you that John Doe has passed his interview and is hired.
      
      Type in findn/John Doe p/98765432 to find John Doe.
      Type in mark1 to mark John Doe as Done.
      
      
      
      
   7. Type in list to go back to your list of applicants.
      
      Type in delete_marked to remove all applicants marked as Done, such as John Doe.
      
      Now John Doe is removed from your list of applicants.
      
      

5. Aside from the commands shown in the sample workflow above, you may also find these useful:

   Caution: The commands given below are not related to the sample workflow given above and are given strictly as example usages.

   • delete2 : Deletes the second applicant in your currently displayed list.

   • shows/ : Displays all unique expected salaries currently in RecruitIn.

   • unmark1 : Unmarks the 1st applicant shown in the list of all applicants.

   • filter_interviewpast : Displays all applicants whose interviews are in the past, relative to current date and time.

   • filter_interviewfuture : Displays all applicants whose interview are in the future, relative to current date and time.

   • exit : Exits the app.

6. This marks the end of the Quick Start guide. If you would like to know more about using RecruitIn’s features, you can refer to the Features below for details of available commands.

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Features

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Viewing help : help

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The help command shows a message explaining how to access the help page. Alternatively, you can click on the Help button to access the help page as well.

Format: help

Adding an applicant: add

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The add command adds an applicant to RecruitIn.

Format: add n/NAME p/PHONE_NUMBER e/EMAIL_ADDRESS r/ROLE et/EMPLOYMENT_TYPE s/EXPECTED_SALARY l/LEVEL_OF_EDUCATION y/YEARS_OF_EXPERIENCE [t/TAG] [i/INTERVIEW] [nt/NOTES]​

• To add multiple tags, multiple t/ prefixes should be used.

• Parameters for each prefix is taken as a single value. (i.e. r/software engineer has the value software engineer)

Examples:

• add n/Bob p/87654321 e/bob@gmail.com r/Software Engineering et/Full time s/4000 l/High School y/2 i/2021-10-21, 20:00 nt/This applicant has the credentials needed for this job.
• add n/John p/90909090 e/john@gmail.com r/Software Tester et/Full time s/4500 l/High School y/3 t/smart t/helpful to add a person named John with two tags smart and helpful

Before:

After:

Editing an applicant : edit

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The edit command edits an applicant’s with specified index in RecruitIn.

Format: edit INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL_ADDRESS] [r/ROLE] [et/EMPLOYMENT_TYPE] [s/EXPECTED_SALARY] [l/LEVEL_OF_EDUCATION] [y/YEARS_OF_EXPERIENCE] [t/TAG] [i/INTERVIEW] [nt/NOTES]

• Edit command must take at least 1 prefix parameter.
• The INDEX refers to the index number shown in the displayed applicants list.
• For t/ prefix in particular, if only a single tag prefix is provided like t/ with no values, it will remove all tags from the applicant.

• Parameters for each prefix is taken as a single value. (i.e. r/software engineer has the value software engineer)

Examples:

• edit 1 t/ will remove all tags from the applicant with index number 1
• edit 1 n/John t/ will change the name of the applicant with index number 1 to John and remove all the applicant’s tags
• edit 1 r/Software Engineer will change the role of the applicant with the index number 1

Before:

After:

Listing all applicants : list

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The list command shows a list of all applicants in RecruitIn.

Format: list

Deleting an applicant : delete

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The delete command deletes applicants by their index from the applicants list in RecruitIn.

Format: delete INDEX...

Note: As mentioned in Basic Command Format, you can delete multiple applicants by including one or more indexes here.

• The INDEX refers to the index number shown in the displayed applicants list.
• INDEX must be a positive integer such as 1, 2, 3, …​
• INDEX in RecruitIn starts from one.
• You should type at least one INDEX. (i.e. delete is not a valid command)
• You should not type duplicate INDEXs. (i.e. delete 2 2 is not a valid command)
• You should not typeINDEX which exceeds the total number of applicants in the displayed applicants list.

Examples:

• After you execute the command list, delete 1 deletes the 1st applicant listed in RecruitIn.
• After you execute the command find n/John, delete 1 deletes the 1st applicant in the results of the find command.
• After you execute the command list, delete 1 2 deletes the 1st and 2nd applicants listed in RecruitIn.

Before: After:

Finding an applicant : find

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The find command finds applicants by specific prefixes.

Format: find [n/NAME] [p/PHONE_NUMBER] [e/EMAIL_ADDRESS] [r/ROLE] [et/EMPLOYMENT_TYPE] [s/EXPECTED_SALARY] [l/LEVEL_OF_EDUCATION] [y/YEARS_OF_EXPERIENCE] [t/TAG] [i/INTERVIEW] [nt/NOTES] [d/DONE]

Note: As mentioned in Basic Command Format, you can include one or more of the search terms.

• You can key in parameters in either UPPER CASE or small case.
• If you key in multiple of the same prefix (e.g. find n/alex n/bernice) , the program will only find you applicants based on the last prefix (i.e. n/bernice).
• You can key in each prefix with multiple keywords separated by whitespace, e.g. n/John Mary, t/friend colleague

• You should not find applicants by a prefix with empty parameters. (i.e. find d/ will show you all applicants unfiltered by their done status)

Examples:

• find n/alex n/bernice finds you all applicants with only bernice as values for name prefix.

Before: After:

• find n/John Mary finds you all applicants with either John or Mary as values for name prefix.
• find t/friend colleague finds you all applicants with friend or colleague as values for tag prefix.
• find n/John Mary t/friend colleague
• find n/Bob p/87654321 e/bob@gmail.com r/Software Engineering et/Full time s/4000 l/High School y/2 nt/has the credentials d/Not Done

Filtering interviews : filter_interview

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The filter_interview command filters applicants by interview dates based on whether they are upcoming or have past current date and time. Differs from find i/ as it is not returning you all applicants with a specific interview date but rather all applicants with interviews that fall into the same group (past or future).

Format: filter_interview past or filter_interview future

• filter_interview past shows you applicants with interviews that were in the past (compared to the current date and time).
• filter_interview future shows you applicants with interviews that are coming up in the future (compared to the current date and time).

Before: After:

• You should give either past or future as a parameter after filter_interview, but not both.
• You can type in either UPPER CASE or small case for past and future.

Examples:

• Let’s assume that the current time is [29th October 2021, 1600].
• If you typefilter_interview past or filter_interview pAsT in the command box, you are able to see applicants with interviews that were before and including [29th October 2021, 1600].
• If you type filter_interview future or filter_interview fUTURE in the command box, you are able to see applicants with interviews that are after [29th October 2021, 1600].

Showing search terms : show

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The show command shows you unique search terms which you can use for a specific prefix.

Format: show [n/] [p/] [e/] [r/] [et/] [s/] [l/] [y/] [t/] [i/]

Note: As mentioned in Basic Command Format, you can include any one of the prefixes in square brackets here.

• You should type only 1 prefix that you want the program to show.
  • If you type multiple prefixes after show, the program will only show you the unique search terms found for the first prefix parameter.

Examples:

• show i/ will display a list consisting of all interview timings.
• show n/ i/ will display a list consisting of all names.

Before: After:

Marking an applicant : mark

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Every applicant in RecruitIn will have a status of either Done or Not Done. A Done status means that you are done handling the applicant and no longer need to keep their details. The mark command marks the specified applicant(s) in RecruitIn by changing their status to Done.

Format: mark INDEX…​

• RecruitIn marks the applicant at the specified INDEXes as Done.
• INDEX refers to the number shown in RecruitIn’s displayed applicants list.
• INDEX must be a positive whole number, i.e. 1, 2, 3, …​
• INDEX should not exceed the total number of applicants in RecruitIn’s displayed applicants list.
• INDEX in RecruitIn starts from one.
• You must give at least one INDEX. (i.e. mark is not a valid command)
• You cannot give duplicate INDEXes. (i.e. mark 2 2 is not a valid command)
• You cannot mark an applicant that has status Done.

Examples:

• After using the command list, mark 1 marks the 1st applicant listed in RecruitIn as Done.

Before:

After:

• After using the command list, mark 2 4 6 marks the 2nd, 4th and 6th applicant listed in RecruitIn as Done.
• After using the command find n/John, mark 1 marks the 1st applicant listed in RecruitIn’s results of the find command as Done.

Unmarking an applicant : unmark

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Every applicant in RecruitIn will have a status of either Done or Not Done. A Not Done status means that you are still handling the applicant and still need to keep their details. The unmark command unmarks the specified applicant(s) in RecruitIn by changing their status to Not Done.

Format: unmark INDEX…​

• RecruitIn unmarks the applicant at the specified INDEXes to Not Done.
• INDEX refers to the number shown in RecruitIn’s displayed applicants list.
• INDEX must be a positive whole number, i.e. 1, 2, 3, …​
• INDEX should not exceed the total number of applicants in RecruitIn’s displayed applicants list.
• INDEX in RecruitIn starts from one.
• You must give at least one INDEX. (i.e. unmark is not a valid command)
• You cannot give duplicate INDEXes. (i.e. delete 2 2 is not a valid command)
• You cannot unmark an applicant that has status Not Done.

Examples:

• After using the command list, ummark 1 unmarks the 1st applicant listed in RecruitIn to Not Done.

Before:

After:

• After using the command list, unmark 2 4 6 unmarks the 2nd, 4th and 6th applicant listed in RecruitIn to Not Done.
• After using the command find n/John, unmark 1 unmarks the 1st applicant listed in RecruitIn’s results of the find command to Not Done.

Deleting marked applicants : delete_marked

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The delete_marked command deletes all applicants that are currently marked as Done. This provides an easy way for you to delete the data of all applicants you no longer need.

Format: delete_marked

Example:

Before:

After:

Clearing all data : clear

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The clear command deletes all applicants in RecruitIn.

Format: clear

Exiting the program : exit

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The exit command causes RecruitIn to close and exit.

Format: exit

You can also exit RecruitIn by clicking on the ‘X’ button found on the top right side of the app. Alternatively, you can also click on the ‘File’ button on the upper left of the app, before clicking the pop-up ‘Exit’ button.

Saving the data

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Whenever you use any command which edits, updates or adds data, RecruitIn automatically saves the data. You do not need to manually save data with any command. The saved data also automatically loads when the application starts.

Editing the data file

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RecruitIn saves the applicant data as a String in /data/applicants.json. If you are advanced enough, you are welcome to update data directly by editing this data file.

Example of the format of how data is saved for an applicant:

{
  "persons": [
    {
      "name" : "Alice Yeoh",
      "phone" : "87438807",
      "email" : "alexyeoh@example.com",
      "role" : "Software Engineering",
      "employmentType" : "Full time",
      "expectedSalary" : "3600",
      "levelOfEducation" : "High School",
      "experience" : "2",
      "tagged" : [],
      "interview" : "-",
      "notes" : "This applicant is a suitable candidate for the job!",
      "done": "Not Done"
    }
  ]
}

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Prefix Parameter Specifications {Advanced}

Note: Alphanumeric characters refers specifically to characters a-z, A-Z and 0-9.

Add Parameters

Table of contents

Find Parameters

Table of contents

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FAQ

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Q: How do I transfer my data to another computer?
A: Install the app in the other computer and overwrite the empty data file it creates with the data file that your previous RecruitIn home folder contains.

Q: How do I reset the app and get back all the sample data?
A: Navigate into the data file in your RecruitIn home folder, and delete the file addressbook.json.

Q: How do I know if I have the right version of Java installed (i.e. Java 11 or above)?
A: Open up your terminal , type java -version and press enter. You should see a variant of Java 11 or above (for example java version "11.0.9"). If you do not know how to open up your terminal, refer to the next question below.

Q: How do I open up my terminal?
A: There are different ways to open up your terminal, depending on what operating system you use.

• MacOS:
  1. Open Spotlight Search by clicking on the magnifying glass icon in the upper-right corner of your desktop (or press Command + Space on your keyboard)
  2. Type in terminal into the Spotlight Search bar and press return.
• Windows:
  1. Press Windows key + R on your keyboard and press enter.
  2. Type cmd and press enter.
• Linux:
  1. Press ctrl + alt + T on your keyboard.

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Command summary

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Action	Format, Examples
Help	help
Add	add n/NAME p/PHONE_NUMBER e/EMAIL_ADDRESS r/ROLE et/EMPLOYMENT_TYPE s/EXPECTED_SALARY l/LEVEL_OF_EDUCATION y/YEARS_OF_EXPERIENCE [t/TAG] [i/INTERVIEW] [nt/NOTES]​ e.g., add n/Bob p/87654321 e/bob@gmail.com r/Software Engineering et/Full time s/4000 l/High School y/2 t/friend i/2021-10-21, 20:00 nt/This applicant is a good candidate for the job!
Edit	edit INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL_ADDRESS] [r/ROLE] [et/EMPLOYMENT_TYPE] [s/EXPECTED_SALARY] [l/LEVEL_OF_EDUCATION] [y/YEARS_OF_EXPERIENCE] [t/TAG] [i/INTERVIEW] [nt/NOTES] e.g., edit 1 p/90909090 s/4500
List	list
Delete	delete INDEX... e.g., delete 3 2 5 4
Find	find [n/NAME] [p/PHONE_NUMBER] [e/EMAIL_ADDRESS] [r/ROLE] [et/EMPLOYMENT_TYPE] [s/EXPECTED_SALARY] [l/LEVEL_OF_EDUCATION] [y/YEARS_OF_EXPERIENCE] [t/TAG] [i/INTERVIEW] [nt/NOTES] [d/DONE] e.g., find n/John Mary
Filter interviews	filter_interview past or filter_interview future
Show	show [n/] [p/] [e/] [r/] [et/] [s/] [l/] [y/] [t/] [i/] e.g., show r/ n/
Mark	mark INDEX…​ e.g., mark 3
Unmark	unmark INDEX…​ e.g., unmark 3
Delete marked	delete_marked
Clear	clear
Exit	exit