FAQs
Frequently Asked Questions (FAQs)
This FAQ document provides detailed guidance on using http://EVA.ai ’s Agent Portal, Recruitment Tools, Search & Match, Pipelines, Administration Settings, and Candidate Portal. It includes step-by-step instructions, examples, and references to training articles for further learning.
Agent Portal
Agent > Candidate Portal Configuration as an Administrator
Q: How do I configure the Talent Portal home page and add the required UI content?
A: The Talent Portal can be fully customized to match your company’s branding and improve the candidate experience. You can:
✔️ Upload your company logo, images, and branding materials.
✔️ Add links to your company’s social media pages.
✔️ Customize text, colors, and page layout using basic HTML.
Steps to customize the Talent Portal:
1️⃣ Go to System Settings > Static Pages in the Agent Portal.
2️⃣ Edit the content using HTML (for text formatting, images, and branding updates).
3️⃣ Upload your company logo and branding elements.
4️⃣ Save your changes, and they will reflect on the Talent Portal.
💡 If your team is unfamiliar with HTML, our Customer Success Team can assist you with content updates.
🔹 Example: If your company is hosting a recruitment event, you can add a banner image and event details on the Talent Portal home page.
📖 For more details, refer to this training article: Talent Candidates Home Pages
Q. Where can I configure onboarding questions for candidates?
A: Onboarding questions allow you to collect essential candidate details such as work experience, skills, preferred locations, and job interests. These questions are stored as targets in EVA’s AI Bot.
Steps to configure onboarding questions:
1️⃣ Navigate to AI Bot Settings > Conversation Topics in the Agent Portal.
2️⃣ Select an existing question or create a new one.
3️⃣ Define the format (text, multiple choice, dropdown, etc.).
4️⃣ Save the changes so candidates will be prompted with these questions during onboarding.
🔹 Example: If your company requires candidates to specify their preferred working hours, you can add a question like "Are you looking for full-time, part-time, or contract work?"
📖 For detailed guidance, refer to this training article.
Q.How can I make onboarding questions mandatory for candidates?
A: Certain questions may be critical for job matching and should be made mandatory.
✔️ If a question is marked as "Required" – Candidates must answer before proceeding.
❌ If a question is optional – Candidates will see a “Skip” button.
Steps to make onboarding questions mandatory:
1️⃣ Go to AI Bot Settings > Conversation Topics.
2️⃣ Select the question you want to make mandatory.
3️⃣ Enable the "Required" setting to prevent candidates from skipping it.
4️⃣ Save your changes.
🔹 Example: If your company must verify candidates' legal work eligibility, a mandatory question like "Do you have a valid work permit?" can be set up.
📖 For configuration details, refer to this training article.
Q. Where can I configure screening questions for candidates?
A: Screening questions help assess whether a candidate meets minimum job requirements before an interview.
Steps to configure screening questions:
1️⃣ Navigate to AI Bot Settings > Screening Questions.
2️⃣ Create or edit screening questions specific to job roles.
3️⃣ Define answer formats (Yes/No, multiple-choice, text input, etc.).
4️⃣ Save your changes so these questions appear in the recruitment workflow.
🔹 Example: If hiring for a Data Analyst, you might add a screening question like "Do you have experience with SQL and Python? (Yes/No)".
📖 For detailed guidance, refer to this training article.
Q. How does EVA recommend jobs to candidates?
A: http://EVA.ai ’s AI-powered Job Recommendation Engine uses advanced algorithms to match candidates with relevant job opportunities based on their:
✔️ Skills and qualifications.
✔️ Work experience.
✔️ Job preferences (location, salary expectations, industry, etc.).
🛠 Job recommendations are triggered at different points:
During onboarding – Candidates receive suggested jobs based on the information they provide.
Weekly engagement campaigns – Automated job alerts are sent via email or notifications.
Manual requests – Candidates can ask EVA Bot to show them new job suggestions at any time.
This functionality enhances the candidate experience while helping recruiters quickly and accurately match talent to opportunities.
📍 Where can candidates find their job recommendations?
Candidates can view all job suggestions under the "Recommended" tab in their Talent Portal.
🔹 Example: If a candidate has experience in Retail Sales, EVA will prioritize job recommendations for Sales Associate, Store Manager, or Brand Specialist roles.
📖 For more details, refer to these training articles:
Q. How can I add custom fields for candidates?
A: To add custom fields for candidate profiles, follow these steps:
Navigate to Utils > Custom Fields in the EVA platform.
Select the relevant entity (e.g., Candidate, Job, Application).
Add new fields based on your data needs (e.g., additional skills, certifications, referral sources).
Save the changes, and the new fields will be available in candidate profiles.
This feature allows organizations to customize candidate data collection according to their specific recruitment workflows.
📌 For detailed steps, refer to this training article: Custom Fields Management
Q. How can I troubleshoot candidate login issues?
A: If a candidate is experiencing login issues, try the following troubleshooting steps:
Verify Credentials: Ensure the candidate is using the correct email and password. If needed, reset their password.
Check Account Status: Confirm that the candidate’s profile is active and not deactivated or pending verification.
Clear Cache & Cookies: Ask the candidate to clear their browser cache or try a different browser.
Check System Permissions: Ensure the candidate has the correct role-based access permissions assigned in EVA.
Review Recent Changes: If login issues started after a system update, check if any new security settings need to be adjusted.
If the issue persists, contact EVA Support or also refer to this training article to understand different states of Candidate registration.
Q. How do I set up a re-engagement campaign to remind candidates to complete their profile?
A: EVA’s Re-engagement Campaigns help keep candidates engaged by sending automated reminders to complete their profiles.
Steps to Set Up a Weekly Re-engagement Campaign:
Go to EVA Bot Campaigns and create a new campaign.
Set the campaign to trigger for candidates with incomplete profiles.
Enable the Repeat Function, so reminders are sent periodically until the profile is completed.
Customize the frequency (e.g., once a week, every three days, or every two days).
Configure the message template with a call-to-action (e.g., "Complete your profile to receive job recommendations!").
Activate the campaign.
This ensures that candidates receive regular nudges to update their information, increasing profile completion rates and improving job matching accuracy.
📌 For detailed steps, refer to: EVA Bot Campaigns Training Guide
Q How can a candidate provide feedback if job recommendations are not relevant?
A: Candidates can refine their job matches by interacting with EVA Bot's feedback system.
🔹 When a candidate receives a job suggestion, they can choose from four options:
✔️ Interested – Saves the job for future applications.
✔️ Not Interested – Helps AI refine future job recommendations.
✔️ Next Job – Moves to another suggestion.
✔️ Pause Recommendations – Stop job suggestions temporarily.
🔹 Example: If a candidate keeps getting finance-related job suggestions but is interested in marketing roles, selecting "Not Interested" will prompt EVA to adjust future recommendations accordingly.
📖 For more details, refer to this training article.
Q: How can I update the candidate email address so that he can reset his password to login?
A: To update the email in the General Information section > Contact Information, user authentication must be revoked first. If authentication remains active, the email cannot be updated.
Please revoke the authentication and proceed with the email update. This will allow the user to:
Click on the Forgot Password link from the sign-in page to reset his password.
Connect using their Google account and access their profile without any issues.
To know more about how to remove candidate authentication/ revoke candidate access, please refer to this training article Remove Authentication of Candidate
General Configurations for Agents with Admin Permissions
Q. How do I log in to my EVA instance as an agent?
A: To log in, follow these steps:
1️⃣ Check Your Email: Look for an invitation from template@system.eva.ai with the subject “You’re invited to join EVA”. If you don’t see it, check your spam folder.
2️⃣ Open the Invite Email: Click on "Join Now".
3️⃣ Set Up Your Account: The link directs you to the Password Reset page. Choose a strong password and save it.
4️⃣ Login to EVA: Use your email and new password to sign in.
5️⃣ Access Your Agent Dashboard: You will be redirected to your HCM Agent Dashboard, where you can manage job postings, candidates, and recruitment workflows.
🔹 Example: If a new recruiter joins your company, they will receive an EVA invite email and can set up their profile in just a few minutes.
📖 For detailed instructions, refer to the training article: How to Sign in as an Agent
Q. Can I customize the Agent Portal home page?
A: Yes! EVA allows administrators to customize the Agent Portal home page for different user groups based on their roles and responsibilities.
✔️ Admins can create different portal layouts for recruiters, HR managers, and hiring teams.
✔️ Quick links, reports, and announcements can be displayed based on user needs.
Steps to customize the Agent Portal home page:
1️⃣ Navigate to System Settings > Static Pages.
2️⃣ Modify the content and structure using the built-in editor.
3️⃣ Save changes, and they will apply to the relevant user group.
🔹 Example: A Recruitment Manager might see real-time hiring metrics on their home page, while a Recruiter might have quick access to job postings and candidate pipelines.
📖 For more details, refer to this training article.
—-----------------------------------------------------------------------------------------------------
Analytics – Bar Chart or Graph Icon
Q: Where can I see reports on active/inactive jobs and the number of clicks per job?
A: EVA provides default dashboards that allow you to track job activity, including the number of active and inactive jobs, as well as engagement metrics like job views and clicks. These insights help recruiters understand job performance and candidate interest.
For example, if a job posting receives high traffic but low applications, it may indicate that the job description needs improvement, or that additional targeting is required. Conversely, inactive jobs with no engagement might need to be closed or republished with better visibility.
To learn how to access and interpret these reports, refer to the training article on analytics and dashboards. If you require custom reports tailored to your needs, our Customer Support team can assist in configuring them for you.
Chat – Chat Bubble or Conversation Icon
Q: Where can I find registered candidates?
A: Registered candidates are easily accessible within EVA’s candidate database. You can filter by registration status to quickly identify those who have fully completed their onboarding process.
Q: Where can I find candidates who have not completed their registration?
A: EVA allows you to track partially registered candidates who have not completed their profiles. These candidates can be targeted through re-engagement campaigns, encouraging them to finalize their registration and become active in the system. This helps improve your talent pool by ensuring no potential candidates are lost due to incomplete sign-ups.
Q: Can I find information about candidates’ questions that were not recognized/answered by the EVA Bot?
A: Yes, EVA provides logs of unanswered candidate queries from the chatbot. This allows you to:
Identify common unanswered questions and update the bot's responses to improve automation.
Offer personalized follow-ups for candidates whose inquiries were not recognized.
Enhance the chatbot’s learning and knowledge base over time for better engagement.
For more details on reviewing chatbot interactions and optimizing responses, refer to the Candidate Chat.
Pipeline – User or Candidate Icon
Q: How can I download a candidate’s CV?
A: EVA provides a centralized CV management system, allowing recruiters to quickly access and download candidate CVs. Within the Pipelines module, recruiters can view shortlisted candidates for specific jobs and access their CVs and attachments directly from their profiles.
For example, if a recruiter is reviewing a shortlist for a Data Scientist role, they can select a candidate’s profile, preview the CV, and download it instantly for further evaluation.
📌 For details on CV PDF templates and document formatting, check the Downloading Candidate CVs
Q: How can I unsubscribe a candidate who no longer wants to receive emails from EVA?
A: EVA ensures full GDPR compliance, allowing recruiters to update a candidate’s communication preferences. If a candidate opts out of receiving emails, recruiters can mark them as "Unsubscribed: All Emails" within their profile settings.
For instance, if a candidate no longer wants job alerts but may wish to receive them in the future, their preferences can be updated accordingly. Should they opt back in, the unsubscribe status can be removed, restoring email communication.
For a step-by-step guide, refer to the GDPR & Unsubscribe Settings training article.
Search & Match – Thumbs Up and Thumbs Down Icon
Q: How does the Match feature work?
A: EVA’s Search & Match feature simplifies candidate sourcing by leveraging AI-driven recommendations. When a recruiter selects a job, EVA automatically displays:
A list of recommended candidates based on job requirements.
A candidate preview panel for quick profile evaluation.
Filtering options to refine search results based on skills, experience, and other criteria.
For example, if a recruiter is hiring a Marketing Manager, they can instantly see top-matching candidates from their internal talent pool, reducing manual search time.
📌 More details can be found in the Search & Match training guide.
—-----------------------------------------------------------------------------------------------------------------------
Q: What do the multiple filters in the Search & Match tab mean?
A: EVA provides various search filters to help recruiters find the right candidates efficiently:
Applications Filter: Finds candidates who have specifically applied for the job.
Internal Database Filter: Searches for candidates within your organization’s talent pool.
Smart Application Filter: Uses AI to find candidates by keyword search within job applications.
Smart GPT Filter: Uses AI-driven matching to search across the entire EVA database using intelligent keyword-based recommendations.
This flexibility allows recruiters to fine-tune their candidate searches based on job-specific needs.
📌 For an in-depth look at Smart Match filters, refer to the Smart Search training article.
—-----------------------------------------------------------------------------------------------------
Q: Can I add customized filters?
Yes! EVA allows recruiters to edit existing filters or create new custom filters tailored to specific hiring needs. Custom filters can be saved and reused, making future searches more efficient.
For example, if a company frequently hires cybersecurity professionals, they can create a custom filter that prioritizes candidates with CISSP certification and 5+ years of experience.
📌 Learn more about custom filters in the Search & Match training guide.
Recruitment – Briefcase / Job Listing Icon
Q: Where can I find job listings and job requests?
All job postings and requests are located within the Recruitment module. Recruiters can access open positions, pending job requests, and archived roles, ensuring full visibility into their hiring pipeline.
For example, a recruiter handling multiple job openings can quickly switch between listings, track application progress, and take necessary actions—all from one interface.
📌 For more details, refer to the Job Management training article.
—-----------------------------------------------------------------------------------------------------
Q: Can I access a full list of candidates in the system?
Yes, recruiters can view the entire talent database under the Recruitment > Talents section. Additionally, the Pipelines module categorizes candidates based on recruitment stages, making it easy to track their progress from application to hiring.
For example, if a company wants to build a diverse talent pool, they can filter candidates by specific demographics, skills, or past interactions.
Administration – Gear or Cogwheel Icon
Q: Can I set the required candidate attachment file types?
A: Yes, EVA allows organizations to define permitted file types for candidate attachments (e.g., PDFs, Word documents, portfolio files). This ensures consistency in document submissions and simplifies resume parsing for AI-driven analysis.
—-----------------------------------------------------------------------------------------------------
Q: How can I differentiate candidates and jobs using tags?
A: The Tags feature in EVA enables recruiters to categorize candidates and job postings efficiently. Tags can be used for:
Skills-based filtering (e.g., Java Developer, Data Analyst)
Experience levels (e.g., Junior, Senior, Executive)
Talent pools (e.g., Internships, Contractors, Internal Mobility)
For example, a recruiter hiring for a UX Designer role can filter candidates by the “UI/UX” tag to instantly find relevant profiles.
📌 More details are available in the Tags Management training guide.
—-----------------------------------------------------------------------------------------------------
Q: Where can I update the Terms & Conditions for candidates?
A: EVA allows companies to update their Terms & Conditions directly from the Administration settings. This ensures compliance with legal policies, privacy regulations, and company-specific guidelines.
For example, if an organization updates its data privacy policy, they can revise the terms in real time, ensuring all new candidates agree to the latest terms upon registration.
📌 More details are available in the Terms & Conditions training guide.
—-----------------------------------------------------------------------------------------------------
Q: Where can I add skills?
A: EVA’s Skill Taxonomy feature allows organizations to structure and categorize skills efficiently, improving talent matching, assessments, and career development. This feature helps create a well-organized skill framework by grouping skills into categories, hierarchies, and relationships, making it easier to identify the right candidates for specific roles.
For example, if a company is hiring for a Data Scientist, the skill taxonomy ensures that relevant skills like Python, Machine Learning, and Data Visualization are mapped correctly to job requirements, helping recruiters quickly find the best-fit candidates.
Organizations can define and update their skill taxonomy to align with evolving industry trends, ensuring that job requirements always reflect the latest in-demand skills.
📌 For more details on how to manage skill taxonomy, refer to the training article.
—-----------------------------------------------------------------------------------------------------
Q: Can I customize the EVA Bot's welcome message for candidates?
A: Yes! Recruiters can personalize the chatbot greeting to create a more engaging candidate experience. This can include a customized introduction, instructions on the next steps, or a company-branded welcome message.
📌 For more information, refer to the EVA Bot Greetings Editor training guide.
—-----------------------------------------------------------------------------------------------------
Q: Can I send customized email notifications to candidates or other users?
EVA’s email template editor allows for fully customizable email notifications, including HTML-based formatting, dynamic fields, and embedded links.
For example, recruiters can design an automated email that guides candidates through the application process, including next steps and interview preparation resources.
📌 More details are available in the Email Templates (Candidates & Contact) and Creating Emails with Unlayer.
—-----------------------------------------------------------------------------------------------------
Candidate FAQs
Q: How can I change my primary email address?
A: EVA allows you to update your primary email address directly from your profile settings. This is useful if you have changed jobs, switched to a new email provider, or need to update your contact details for communication purposes.
To do this, go to your profile section by clicking on your user avatar (profile icon). Under the "My Security" tab, you can update your email address and even connect your profile to a Google account for seamless login.
📌 Tip: If you are unable to access your account due to an outdated email, you can use the "Forgot Password" option to reset your credentials and regain access.
Q: I am having issues logging in because I have not completed my registration. What should I do?
A: If you started but did not complete your registration, your account may not be fully activated yet. Since EVA’s chatbot-led registration requires candidates to provide all necessary details, you must complete the onboarding process before gaining full access.
Here’s what you can do:
Reset your password by clicking on the “Forgot Password” link on the login page.
Check your inbox for the password reset email and follow the link to create a new password.
Log in using your new password, and complete your registration by answering all required chatbot questions.
📌 Example: If you left your registration incomplete after providing only your name and email, the system will not allow you to log in. Once you reset your password and complete the remaining steps (such as filling in your work experience and skills), you will be granted full access.
Q: I accidentally rejected the Terms & Conditions and was unable to proceed with registration. How do I fix this?
A:If you reject the Terms & Conditions, EVA restricts access to your profile and prevents you from proceeding with your application. You will see a message from the chatbot indicating that you need to accept the terms before continuing.
To resolve this issue, simply type "accept" in the EVA chatbot. This will update your consent status, allowing you to move forward with:
Completing your profile
Accessing job applications
Participating in assessments and interviews
📌 Example: If you mistakenly clicked "Reject" on the Terms & Conditions during registration but later decide to continue your application, just typing "accept" in the chatbot will restore your access immediately.