How to get things done in Hitt HR

The sidebar groups every workspace by function, and a command palette jumps you anywhere in two keystrokes.

1. 1Sign in and you land on the Dashboard. The left sidebar is grouped into sections: Overview, People, Hiring, Staff, Business, Settings, and Admin.
2. 2Your role and plan control what you see — candidates get a Personal section (My Profile, My Applications, My Offers), while GovCon-plan admins also see Business (Opportunities, Proposals, Network).
3. 3Press Cmd+K (Ctrl+K on Windows/Linux) anywhere to open the command palette. Type to live-search navigation, candidates, and quick-create actions like "New rate card (LCAT bill rate)" or "New charge code (DCAA catalog)".
4. 4Use the palette to reach settings pages that are not in the sidebar, such as /settings/rate-cards, /settings/charge-codes, and /settings/holidays.

Admins control who has access and what role each person holds — and can fill in missing profile details for any user.

1. 1Go to Admin in the sidebar, then open the User Management card (or go straight to /admin/users).
2. 2Search by name or email, or filter by role. You can save a filter combination as a named view and re-apply it later.
3. 3To change a role, pick the new role in the row's role dropdown and confirm the prompt. Changing your own admin role asks for an extra confirmation, since you would lose access to the page.
4. 4To edit a user's details, click the pencil ("Edit user details") button on their row. The "Edit user" dialog lets you fill in first name, last name, title, location, and phone — useful when a promoted applicant arrived with only an email.
5. 5Click Save to apply the changes.

Positions are the anchor for applications, matching, offers, and your org chart.

1. 1Go to Positions in the sidebar and click New Position.
2. 2Fill in the title, department, seniority level (Entry-level through Executive), and — if relevant — the required clearance level (Public Trust through TS/SCI).
3. 3Add the salary band (minimum / maximum). This same band later powers the pay-band guardrails on offers.
4. 4Click Create Position. The new position starts in draft status.
5. 5From the positions list you can Publish a draft, Close an open position, or Reopen a closed one using the status action on each row.

Public positions appear on your careers site at /careers, where candidates apply directly.

1. 1Open the position from Positions and switch to edit mode.
2. 2Check "Publish to public careers page".
3. 3Optionally set a public slug (e.g. "senior-cloud-engineer-dhs") — the page shows you the resulting public URL, like /careers/senior-cloud-engineer-dhs.
4. 4Save. The position now appears on /careers and its detail page is crawlable by search engines.
5. 5Uncheck the box any time to take the listing down without closing the position.

Per-position screening questions run on every application — and knockout questions auto-reject hard-fail answers like a missing clearance.

1. 1Open the position and switch to edit mode, then scroll to the Screening questions section.
2. 2Click "+ Add question" and write the question. Choose the answer type (e.g. yes/no).
3. 3To make it a hard requirement, check the Knockout box and select the expected answer.
4. 4Optionally set a knockout message shown to auto-rejected applicants.
5. 5Save the position. Applicants answer the questions inside the careers-page application form; a knockout mismatch rejects the application automatically.

All inbound applications from your careers page land in one queue with statuses you control end to end.

1. 1Go to Applications in the sidebar. The list shows every inbound application with its position, source, and current status.
2. 2Click an application to open the detail page — applicant contact info, cover letter, résumé link, and screening answers are all there.
3. 3Change the status with the status dropdown: new, reviewing, shortlisted, rejected, withdrawn, or hired.
4. 4Use the Edit button on the applicant card to correct contact details, and the email button in the header to message the applicant without leaving the page.
5. 5On Pro and GovCon plans, applications arrive pre-scored against the position requirements, which helps you triage the queue faster.

Turn a strong applicant into a full candidate record — individually, in bulk, or from the application detail page.

1. 1From the list: on Applications, click Promote on the applicant's row. A candidate profile is created from the application and linked to it.
2. 2In bulk: select multiple applications with the row checkboxes, then click "Promote selected". Already-linked applications and rows without an email are skipped automatically.
3. 3From the detail page: open the application and, in the Candidate panel, click "Add to talent pool".
4. 4Once linked, the panel shows a View candidate link to the new profile in Talent Pool.

The Talent Pool is your searchable candidate database — add people one at a time or promote them from applications.

1. 1Go to Talent Pool in the sidebar and click Add candidate.
2. 2Enter at least the email address (required), plus name and any details you have.
3. 3Submit — the candidate appears in the pool immediately and can claim the profile later by signing up with that email.
4. 4Open the profile any time to add skills, clearances, certifications, and work history.

Upload a résumé file on any candidate profile and the parser fills in their structured profile for you.

1. 1Open the candidate from Talent Pool.
2. 2Click "Upload résumé" in the profile header and pick a .pdf, .txt, or .md file (up to 10 MB — DOCX/RTF are not supported).
3. 3Wait a moment while it parses. Contact details, work experience, skills, certifications, and clearance mentions are extracted into the profile.
4. 4Review the toast summary of what was added, then spot-check the profile fields and adjust anything the parser got wrong.

Load an existing candidate database in one pass with column mapping and a downloadable template.

1. 1Go to Talent Pool and click Import (or open /import). Download the Sample CSV if you want the expected shape.
2. 2Click to upload your CSV in step 1.
3. 3In step 2, map each Hitt HR field to a column from your file — likely matches are auto-detected. Email is the only required mapping.
4. 4Run the import. Up to 500 records import per file, and the run is recorded in the audit log.
5. 5Open Talent Pool to see the imported candidates.

Score your whole talent pool against an open position in one click, with per-dimension breakdowns and an explanation for every match.

1. 1Go to Talent Matching in the sidebar.
2. 2Pick the position in the "Select position..." dropdown.
3. 3Click Run AI Match. Every candidate in your pool is scored; the toast tells you how many matches were created.
4. 4Open a match to see sub-scores for clearance, skills, experience, location, and certifications, plus a short written rationale.
5. 5Update match statuses from the list as you work through them, or use Export to take the results to CSV.

Kits are reusable question banks that attach to interviews so every candidate gets the same structured loop.

1. 1Go to Interview Kits in the sidebar and click New kit.
2. 2Name the kit and click "+ Add question" for each question in the bank.
3. 3Click Save. The kit shows its question count on the list.
4. 4When scheduling an interview, attach the kit — it prefills the interview's question bank for the interviewer.

Schedule from the application and the candidate gets a branded email with a one-click calendar (.ics) attachment.

1. 1Open the application and find the Interviews panel.
2. 2Click "+ Schedule", fill in the time, location/link, and interviewer, and click Schedule interview.
3. 3Click Send invite on the scheduled interview. The candidate is emailed a calendar invitation, and the panel shows "Invite sent" with the timestamp.
4. 4Need to change details? Update the interview and resend — the panel offers a resend action.

Offers pull the position's salary band in as a guardrail — in-band offers sail through, out-of-band offers need a logged justification.

1. 1Go to Offers in the sidebar and click New Offer.
2. 2Pick the candidate (search existing, or enter a name and email manually) and the position.
3. 3Enter the salary. The position's pay band shows directly under the field (e.g. "$120,000–$150,000"), and an empty salary pre-fills to the band midpoint.
4. 4If the salary is outside the band, the form flags it and requires an "Out-of-band justification" before you can save — the justification is enforced server-side and recorded in the audit log.
5. 5Set the start date, offer expiration, and the letter body, then save the offer as a draft.

One click drafts a professional offer letter from the fields you have already filled in.

1. 1In the New Offer form, fill in the candidate, position, salary, start date, and expiration first.
2. 2Click Generate letter next to the "Offer letter body" label.
3. 3A complete canned draft is written into the body — greeting, terms, expiration, next steps.
4. 4Edit the draft to taste. If the body already has text, generating asks before replacing it.

Every offer gets a unique tokenized signing link — candidates accept or decline with a typed legal name, no third-party tool needed.

1. 1Send the offer to move it from draft to sent.
2. 2Click the "Copy sign link" icon on the offer row and share the /sign/[token] URL with the candidate (candidates with accounts also see it under My Offers).
3. 3The candidate types their full legal name and clicks Accept Offer (or Decline). The signature is timestamped and legally binding language is shown at signing.
4. 4Track status on the Offers page: draft, sent, accepted, declined, expired, rescinded — each transition is timestamped in the audit log.
5. 5Download the branded PDF from the row any time; on acceptance, onboarding kicks off automatically with the default checklist.

Every new hire gets a task checklist grouped by category, with role-based assignees and automatic status rollups.

1. 1Go to Onboarding in the sidebar and click Start Onboarding (accepted offers start one automatically).
2. 2Pick the person and start date, then click Start Onboarding in the dialog.
3. 3The workflow seeds a 12-task default checklist — I-9, W-4, direct deposit, NDA, SF-86 for cleared roles, background check, equipment, accounts, and security training — grouped by Paperwork / Clearance / Equipment / Access / Training.
4. 4Open the workflow to tick off tasks. Each task has an assignee role (candidate, IT, security, hiring manager) so the right person gets notified.
5. 5Progress bars track each category; the workflow completes automatically when all required tasks are done.

Departures get the same checklist treatment — including the cleared-staffing steps that are easy to miss.

1. 1Go to Offboarding in the sidebar and create a workflow for the departing person, choosing one of the six exit reasons (voluntary, involuntary, contract end, reduction in force, retirement, other).
2. 2Work the 10-task seeded checklist: revoke access, collect equipment, schedule the exit interview, process the final paycheck — and for cleared roles, "notify clearance FSO" and "collect CAC / smart card / tokens".
3. 3Statuses move automatically: the first completed task flips the workflow to in-progress; completing all tasks flips it to completed.
4. 4Finalize the workflow to capture would-rehire, exit interview notes, and knowledge-transfer notes — these feed the Quality of Hire numbers on Reports.

Weekly timesheets with per-day buckets, project/contract tagging, and a mandatory certification at submit — built to support DCAA compliance readiness.

1. 1Go to Timesheets in the sidebar and click the button for the current week to open (or create) the period.
2. 2Click a day in the grid to focus the entry form on it, fill in hours, project, and contract, and click Add.
3. 3Repeat until every workday in the period is accounted for — the grid flags gaps live as you go.
4. 4Click "Submit for approval". A certification dialog shows the attestation statement ("I certify that the hours recorded are true, complete, and accurately reflect the time I worked...").
5. 5Check the certification box and click "Certify & submit". Who certified and when is stored on the period and shown read-only to approvers.

Hitt HR blocks a timesheet from being submitted until every scheduled workday in the period is accounted for — supporting total-time-accounting readiness.

1. 1Open your period on Timesheets. Days that are unaccounted, short of expected hours, or over expected hours are flagged per-day right in the grid.
2. 2Expected hours default to 8 per weekday; weekends and org holidays are never required workdays.
3. 3Fill the gaps until the grid shows the period complete — the Submit button stays disabled (and the server rejects submits) until it is.
4. 4For part-time or exempt staff, the expected daily hours can be overridden per period.
5. 5Managers can force-submit an incomplete period in an exception: the confirmation warns that the override is recorded in the audit log.

Restrict time charging to valid, active, assigned contract/CLIN numbers — closing the mischarging gap that worries auditors.

1. 1Open /settings/charge-codes (press Cmd+K and pick "New charge code (DCAA catalog)").
2. 2Add each authorized code with its contract number, optional CLIN, description, and period-of-performance window.
3. 3Grant each employee the specific codes they may book, using the per-code grant picker.
4. 4Turn on "Enforce the catalog on timesheets". The timesheet's free-text project/contract boxes become a dropdown of each employee's authorized, currently-active codes.
5. 5The server rejects any unauthorized or out-of-window code and snapshots the contract/CLIN onto each entry for the audit trail.

Corrections are made in place with a required reason — the original hours, the change, who made it, and why are all preserved.

1. 1Open the period on Timesheets and edit the entry inline (or delete it).
2. 2Once a period has left draft, a reason is required: a prompt asks why the recorded charge is changing before the correction saves.
3. 3The correction keeps the original values alongside the change — nothing is erased silently, and corrections are never delete-and-re-add.
4. 4Managers can review every correction in the correction ledger on Timesheet approvals.

A rollup view aggregates every contractor: an approval inbox, missing submissions, billable hours by contract, and a CSV export for billing.

1. 1Go to "Timesheet approvals" in the sidebar.
2. 2The "Awaiting your approval" queue lists every submitted period waiting on you, alongside KPIs for billable hours and missing submissions.
3. 3Click Approve to lock a period, or Reject with a reason to reopen it for the employee.
4. 4Review the employee's certification, submission, and correction history on the period — every state transition is timestamped.
5. 5Use the CSV export to hand approved billable hours by contract to billing.

A daily sweep flags employees who have fallen behind on contemporaneous entry and nudges them automatically — before an auditor would.

1. 1Nothing to trigger manually: the sweep runs daily and detects elapsed workdays with zero recorded hours in an open period.
2. 2Behind employees get an in-app and email nudge automatically — deduped so each person is nudged at most once per day.
3. 3On Timesheet approvals, check the "Behind on daily entry" panel to see exactly who is behind and on which dates.
4. 4Wire the timesheet.delinquent webhook (Admin → Webhooks) to your Slack/Teams/Discord compliance channel to hear about it there too.

Mark paid holidays once and both the completeness gate and the delinquency monitor treat them like weekends — no more blocked submits on Thanksgiving.

1. 1Open /settings/holidays (press Cmd+K and pick "Holiday calendar (federal + company)").
2. 2Click "Seed U.S. federal holidays", pick the year, and click Seed. The 11 OPM federal holidays are filled in with observed-day shifting (a Saturday July 4th is observed the preceding Friday).
3. 3Click Add holiday to add company-specific days alongside the federal ones.
4. 4That is it — every date on the calendar stops being a required workday for the completeness gate and is skipped by the daily delinquency monitor.

See how each employee's recorded time splits across charge codes and contracts, with an uncompensated-overtime dilution factor for exempt staff.

1. 1Go to Reports, then open Labor Distribution (or go to /reports/labor-distribution).
2. 2Pick the period range. For each employee, recorded hours are grouped by authorized charge code (falling back to the project/contract snapshot) with each code's share of total recorded hours.
3. 3Check the uncompensated-overtime section: anyone who recorded more than the standard workweek shows a dilution factor (standard ÷ recorded — e.g. 40/50 = 0.80) reflecting how their effective per-hour cost spreads across codes.
4. 4Click Export CSV for the org/period-range rollup.

Anyone can request their own leave; managers can request on behalf of others.

1. 1Go to Leave in the sidebar and click Request leave.
2. 2Pick the leave type, dates, and hours, then submit.
3. 3If teammates on the same active assignment already have overlapping approved or pending leave, you get an advisory heads-up — the request still goes through so managers can plan coverage.
4. 4Track the request's status on the page; you are notified when it is decided.

Per-person balances by leave type, automatic accrual, and an auto-deducting approval flow with a full decision audit trail.

1. 1On Leave, managers see the pending queue with a count — click Approve or reject on each request.
2. 2Approving deducts the hours from the matching balance automatically; cancelling restores them.
3. 3Set a person's balance, accrual rate, accrual period, and balance cap in the balance form — PTO then accrues automatically every cycle with a full audit trail.
4. 4Approved leave appears as a layer on the planning Calendar — toggle the "Leave / PTO" filter chip.

Record each clearance once and Hitt HR derives the two dates FSOs care about — inactivity lapse and reinvestigation due — with staged reminders for both.

1. 1Open the candidate or employee in Talent Pool and add a clearance in the credentials section.
2. 2Fill in the level (Public Trust through TS/SCI), status, granted date, expiry date, last-in-access date, investigation type (e.g. T5), and polygraph type.
3. 3Leave "Reinvest. interval (mo)" blank to use the per-level default (Confidential 15yr / Secret 10yr / TS & TS/SCI 5yr), or override it.
4. 4The profile shows the derived reinvestigation-due date; an inactivity-lapse date (last access + 24 months) is derived the same way.
5. 5Both dates run the standard 90/60/30/14/7-day reminder ramp and fire the compliance.expiring webhook — same as expiry dates.

One page scans for expiring clearances, certs, and work authorizations — and exports the point-in-time roster you hand to a prime or COR.

1. 1Go to Admin → Compliance Monitor (/admin/compliance).
2. 2Run the scan to surface expiring clearances, certifications, and I-9 / EAD / visa reverification dates on one alert engine.
3. 3Individuals track their own items on Compliance (Add Item for renewals and training; Add Work Authorization for EAD/visa reverification dates).
4. 4In the Cleared Bench Roster section, filter by level or status, then download CSV or PDF — a point-in-time export of every clearance your org holds (level, status, investigation, poly).

Proposals tie together staffing plans, rate cards, past performance, and milestone schedules for every bid.

1. 1Go to Proposals in the sidebar and click New Proposal.
2. 2Fill in the basics (name, agency, solicitation number, due date) and click Create Proposal.
3. 3Open the proposal to build the staffing plan — add seats, pick candidates, and price each seat.
4. 4Back-plan the color-team milestone schedule (Questions Due, Pink/Red/Gold Team, Submission) from the RFP due date in one click; the daily scan alerts you before a review slips.
5. 5Use the drafting assistant to generate section drafts (key personnel, technical approach) from the proposal record when you want a starting point.

Define standard labor-category bill rates once — every proposal's staffing plan pre-fills them, so rates stop drifting per bid.

1. 1Open /settings/rate-cards (press Cmd+K and pick "New rate card (LCAT bill rate)").
2. 2Click New rate card and enter the labor category (LCAT), bill rate, optional rate basis, effective date, and escalation %.
3. 3In a proposal's staffing plan, pick an LCAT while pricing a seat — the bill rate, labor category, and rate basis pre-fill. Override per seat any time.
4. 4Update a card whenever rates change: rates are snapshotted at add time, so already-saved seats never rewrite.

Search live federal contract, grant, and SBIR/STTR opportunities without leaving the app — then hand any of them to a draft proposal in one click.

1. 1Go to Opportunities in the sidebar (GovCon plan).
2. 2Enter a keyword, or browse SAM.gov contracts directly by NAICS code (2–6 digits, e.g. 541519) and set-aside (8(a), HUBZone, SDVOSB, WOSB, Total Small Business).
3. 3Click Search and review the results.
4. 4Click the bid action on any opportunity to spin up a draft proposal pre-filled from the solicitation — if a proposal for that solicitation already exists, you are taken to it instead of creating a duplicate.

Every position renders as a node in a reporting tree — useful for proposal staffing tables and client demos.

1. 1Go to Org Chart in the sidebar. Every position you have created appears as a node; open reqs show in green, filled and draft are color-coded.
2. 2Click a node and set "Reports to" to place it in the tree. The server walks the parent chain before saving, so you cannot create a reporting cycle.
3. 3Set a display label to change how a node renders without renaming the actual position.
4. 4Export the chart when you need it for a proposal or review.

Milestone-aware placement reviews (30/60/90-day, 6-month, annual) that flag themselves when due.

1. 1Go to Performance in the sidebar and create a review for an active placement, choosing the milestone (30-day, 60-day, 90-day, 6-month, annual, or ad-hoc).
2. 2Score the outcome on the rubric (Exceeds / Meets / Developing / Below) plus a 1–5 rating.
3. 3Capture would-rehire and retention-risk — the two signals that feed Quality of Hire on Reports.
4. 4Reviews that come due flag themselves: a daily scan computes each placement's milestone dates from the start date and fires the review.due webhook and a manager digest when no review has been logged yet.

A shareable referral form feeds a tracked queue with status and reward bookkeeping.

1. 1Share the /refer page with your team. The form captures the referred person's name, contact, LinkedIn, target position, and why they fit.
2. 2The referrer must confirm they have permission to share the person's contact info before submitting.
3. 3Track submissions on Referrals in the sidebar — update each referral's status as it moves through your process.
4. 4Track reward status per referral (e.g. mark it paid) so referral bonuses never get lost.

Six core KPIs, a hiring funnel with conversion rates, and source effectiveness — on one page.

1. 1Go to Reports in the sidebar.
2. 2The KPI row covers applications, positions opened, matches generated, offers extended, hires, and proposals.
3. 3The funnel shows applications by status with stage-to-stage conversion percentages.
4. 4Source effectiveness breaks down which channels (careers page, referral, LinkedIn) drove which hires.
5. 5For deeper cuts, open Headcount Budget or Labor Distribution from the sidebar and reports pages.

Aggregate voluntary self-identification breakdowns plus automatic four-fifths-rule selection-rate monitoring — exportable for OFCCP work and your AAP.

1. 1Go to Admin → EEO Reports (/admin/eeo) — the page is admin-only.
2. 2Set the date range to scope the applicant flow you are analyzing.
3. 3Review the aggregate EEO breakdowns by gender, ethnicity, veteran status, and disability, and export them to CSV.
4. 4Scroll to Adverse Impact Analysis: each protected group's selection rate and impact ratio is computed at every gate (applied→shortlisted, →hired, →not-rejected), groups below the 0.80 threshold are flagged, and small samples are suppressed.
5. 5Export the adverse impact table to CSV for your records.

A live rollup of acceptance rate, decline/expiration mix, and median days-to-accept — per position, without a spreadsheet.

1. 1Go to /dashboard/offer-acceptance (Pro analytics).
2. 2Read the headline numbers: acceptance rate, decline rate, and median days-to-accept.
3. 3Check the per-position breakdown to see which roles convert and which stall.
4. 4Numbers stay honest automatically: the daily sweep expires overdue offers so lingering drafts never inflate your rate.

Risk-scored entities queue for a human decision, ordered by score with clear risk bands.

1. 1Go to Admin, then open the Fraud Review Queue card (/admin/fraud).
2. 2Entities are listed by risk score with a band (high / review / clear); filter to the band you are working.
3. 3Open an entry to see the signals behind the score.
4. 4Confirm or clear each entry to record the reviewer decision.

Sixteen milestone events — from application.created to timesheet.delinquent — can post to any channel the moment they happen.

1. 1Go to Admin, then open Webhooks (/admin/webhooks) and click Add webhook.
2. 2Name it, pick the provider (Slack, Teams, Discord, or a generic URL), and paste the webhook URL.
3. 3Toggle on the events you want — application.created, offer.signed, compliance.expiring, timesheet.delinquent, leave.requested, fraud.high_risk, and more.
4. 4Click Test to send a test message (tests are proxied server-side, so chat providers' CORS rules do not break them).
5. 5Save. Events post to the channel in real time from then on.

Résumé parsing auto-creates skills, so the catalog needs occasional gardening — rename typos and merge duplicates without losing candidate tags.

1. 1Go to Admin, then open Skills Catalog (/admin/skills).
2. 2Rename a skill inline to fix casing or typos.
3. 3Use Merge on a duplicate to fold it into the canonical skill — candidate tags move over automatically.
4. 4Delete skills that should not exist at all.

Subscriptions, payment methods, and invoices live on one billing page — plan changes happen in-app.

1. 1Go to Billing in the sidebar (/dashboard/billing).
2. 2To upgrade from Free, click "Upgrade to Pro" / "Choose a plan" — you pick Pro or GovCon and monthly or annual on the pricing page.
3. 3Existing subscribers change plans from the same pricing page; the switch is applied to your current subscription in-app.
4. 4Update your card on the billing page (embedded, no redirect) and download past invoices from the invoices section.

Admins mint percent-off or amount-off codes; buyers redeem them during checkout.

1. 1Go to Coupons in the sidebar (/admin/coupons).
2. 2Enter a code, choose percent-off or amount-off, set the value, and create the coupon.
3. 3To redeem: on checkout, expand "Have a coupon?" and enter the code before starting payment — the discount applies to the subscription.
4. 4You can also share a pricing link with ?coupon=CODE appended; checkout arrives with the code pre-filled.

Applications are a single form — contact details, résumé, screening questions, and optional EEO self-identification.

1. 1Browse open roles at /careers and open the position that fits.
2. 2Fill in your name, email, and contact details, add a cover letter and résumé link if you have them, and answer the position's screening questions.
3. 3The EEO self-identification section is voluntary — it is used only in aggregate compliance reporting.
4. 4Confirm the consent checkbox and submit. You will hear back by email, and if you create an account with the same address you can track the application under My Applications.

Candidates with an account get a personal workspace for applications, offers, and eSigning.

1. 1Sign in — your sidebar shows the Personal section.
2. 2Open My Applications to see the live status of everything you have applied to.
3. 3Open My Offers when an offer arrives. Review the terms and the letter, and download the PDF if you want a copy.
4. 4To accept, open the signing page, type your full legal name, and click Accept Offer (or Decline). The electronic signature is timestamped and legally binding.