Basic Concepts
Understand the key concepts and terminology used in Flowxtra
Basic Concepts
Understanding these fundamental concepts will help you make the most of Flowxtra's features and capabilities.
Core Terminology
Job Posting
A job posting (or job listing) is a published advertisement for an open position at your company. Each job posting includes:
- Job title and description
- Requirements and qualifications
- Salary and benefits information
- Application instructions
- Employment details (type, location, schedule)
Job postings can be in different states:
- Draft: Not yet published, visible only to you
- Published: Live and accepting applications
- Paused: Temporarily not accepting applications
- Closed: No longer accepting applications
- Archived: Removed from active listings
Application
An application is a candidate's submission for a specific job posting. Applications include:
- Candidate contact information
- Resume/CV
- Cover letter (if required)
- Answers to screening questions
- Application timestamp
Candidate
A candidate is an individual who has applied for one or more positions at your company. Candidate profiles aggregate all their applications and interactions with your company.
Pipeline
The pipeline represents the stages a candidate moves through during the hiring process:
- New: Just submitted application
- Screening: Under initial review
- Interview: Scheduled or completed interviews
- Offer: Job offer extended
- Hired: Accepted offer
- Rejected: Not moving forward
You can customize pipeline stages to match your hiring process in Settings > Hiring Pipeline.
Account Structure
Company Profile
Your company profile contains information about your organization that appears on job postings and your career page:
- Company name and logo
- Industry and size
- Website and social media links
- Company description and culture
- Office locations
Team Members
Team members are users who have access to your Flowxtra account. Each team member has a specific role:
- Owner: Full access to all features and settings
- Admin: Can manage jobs, applications, and team members
- Recruiter: Can manage jobs and applications
- Hiring Manager: Can view and comment on applications for specific jobs
- Viewer: Read-only access to jobs and applications
Departments
Departments are organizational units within your company. You can assign jobs to specific departments to organize your hiring efforts.
Job Posting Features
Employment Types
Flowxtra supports various employment types:
- Full-time: Standard full-time position
- Part-time: Less than full-time hours
- Contract: Fixed-term or project-based
- Temporary: Short-term position
- Internship: Training or learning position
- Freelance: Independent contractor
Work Locations
Define where the work will be performed:
- On-site: Work from company office
- Remote: Work from anywhere
- Hybrid: Combination of on-site and remote
Salary Information
You can specify salary in different ways:
- Fixed Amount: Specific salary figure
- Range: Minimum to maximum salary
- Hourly Rate: For hourly positions
- Commission: For sales positions
- Not Specified: Hide salary information
Including salary information can increase application rates by up to 30%.
Application Management
Screening Questions
Screening questions are custom questions you add to job applications to gather specific information from candidates. Types include:
- Multiple Choice: Select one option
- Checkboxes: Select multiple options
- Short Text: Brief text response
- Long Text: Detailed text response
- Yes/No: Binary question
- File Upload: Request additional documents
Application Forms
Application forms collect candidate information. You can customize forms to include:
- Standard fields (name, email, phone)
- Resume/CV upload
- Cover letter
- Custom screening questions
- Portfolio links
- LinkedIn profile
Filters and Search
Use filters to narrow down applications:
- Application date range
- Pipeline stage
- Rating
- Source (where they found the job)
- Location
- Custom field values
Integration Concepts
API Keys
API keys are credentials used to authenticate API requests. Each API key has specific permissions and can be revoked if compromised.
Webhooks
Webhooks are automated notifications sent to your server when specific events occur:
- New application received
- Application status changed
- Job published or closed
- Candidate hired
Job Widget
The job widget is an embeddable component that displays your job listings on your own website. It's fully customizable to match your site's design.
Custom Domain
A custom domain allows you to host your career page on your own domain (e.g., careers.yourcompany.com) instead of a Flowxtra subdomain.
Analytics Terms
Impressions
Impressions are the number of times your job posting was viewed in search results or listings.
Views
Views are the number of times candidates clicked to see the full job posting details.
Applications
Applications are the number of candidates who submitted an application for the job.
Conversion Rate
Conversion rate is the percentage of views that resulted in applications:
Conversion Rate = (Applications / Views) × 100Time to Fill
Time to fill is the number of days between posting a job and hiring a candidate.
Source
Source indicates where candidates found your job posting:
- Direct (typed URL or bookmark)
- Organic search (Google, Bing, etc.)
- Social media (LinkedIn, Facebook, etc.)
- Job boards (Indeed, Monster, etc.)
- Referral (employee or other referral)
Best Practices
Job Posting Optimization
- Use clear, descriptive job titles
- Include detailed requirements and qualifications
- Specify salary range when possible
- Add relevant keywords for SEO
- Keep descriptions concise but comprehensive
Application Management
- Review applications promptly
- Keep candidates informed of their status
- Use pipeline stages consistently
- Add notes for team collaboration
- Set up automated email responses
Team Collaboration
- Assign clear roles and responsibilities
- Use internal notes for feedback
- Schedule regular pipeline reviews
- Maintain consistent evaluation criteria
- Document hiring decisions
Next Steps
Now that you understand the basic concepts, you're ready to: