This article is a checklist. The order matters: a few things are hard to change later, once candidates are in the system.

Settings → Users. For each person you pick a role: Admin, Recruiter or External user. You can also set a superior — a superior sees their subordinates' projects.

Settings — the user list

To pick a role, click the pencil next to the person and use the "Role" field in the "Edit user" window. The "Set superior" icon in the same row sets the superior.

Settings → GDPR settings. This is where you decide how long you keep candidate data, and what starts that clock: closing a project, rejecting a candidate, or both.

Do this before your first recruitment. GDPR settings apply going forward and do not recalculate what has already happened.

Settings → Stage templates. A template is a ready-made process you drop into a new project in one click, instead of building the stages every time.

One thing surprises people most often: a template is copied into a project once, at creation. Changing the template later does not change projects that already exist.

Settings → Fields and tags. This is where you add your own fields and tags — region, department, priority, skills. Worth doing early, because tags are later used in filters, in list columns, and to restrict access.

Settings → Automatic emails. The system sends candidates an application confirmation by itself, plus messages on stage change and on rejection. The default wording works out of the box, but read it and match it to your tone — it is the first thing a candidate receives from your company.

You add a message with the "Add automatic email" button and pick the event that sends it in the "Sent when" field.

Settings → Email synchronization and Calendar synchronization. Without a connected mailbox you cannot send a candidate a manual message — manual mail goes out from your own Gmail or Office365 account, not from the system.

On each of these pages click "Synchronize".

Now you can create a recruitment and add your team to it. The rest is in the "Recruitment projects" collection.