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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:

  1. New: Just submitted application
  2. Screening: Under initial review
  3. Interview: Scheduled or completed interviews
  4. Offer: Job offer extended
  5. Hired: Accepted offer
  6. 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

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.

A Global Application Link is a market-specific domain (e.g., acme.apply-jobs.net) that serves as your dedicated career page. It replaces the old Flowxtra subdomain system, providing a branded and localized experience for candidates.

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) × 100

Time 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: