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Chapter 1: Getting Started 🚀

Your First Steps with the UAE Recruitment Management System

⏱️ Reading Time: 10-15 minutes | Difficulty: Easy | Prerequisites: User account created

📖 In This Chapter

🔐 Logging In to the System

First Time? Your administrator will give you a username (usually your email) and a temporary password. You'll need to change this password when you log in for the first time.

Step-by-Step: How to Log In

  1. Open Your Web Browser Use Chrome, Firefox, Safari, or Edge. Go to: https://recruitment.yourcompany.ae (Ask your administrator for the exact address)
  2. Enter Your Username Type your email address or username in the "Login" field.
  3. Enter Your Password Type your password in the "Password" field. Remember: passwords are case-sensitive! (capital letters matter)
  4. Click "Log In" Button Click the blue "Log In" button.
  5. Change Your Password (First Time Only) If this is your first time, you'll be asked to create a new password. Make it strong: mix uppercase, lowercase, numbers, and symbols like !@#$%
  6. You're In! 🎉 You'll now see the dashboard.

🆘 What If You Can't Log In?

Forgot Password? Click "Forgot Password" on the login page. You'll get an email with instructions to reset it.
❌ Error: "Invalid Username or Password"

What to do:

  • Check that you're using the correct username/email
  • Remember passwords are case-sensitive
  • Make sure CAPS LOCK is not on
  • Try copying and pasting your username to avoid typos
  • If you still can't log in, contact your administrator
❌ Error: "Too Many Login Attempts"

Your account has been temporarily locked for security reasons. Wait 15-30 minutes and try again, or contact your administrator to unlock it.

❌ Error: "This Browser/Device is Not Recognized"

This is a security feature. You'll receive an email with a verification link. Click it to verify this device, then try logging in again.

📊 Understanding the Dashboard

The dashboard is your home page. It shows you important information at a glance - like how many jobs are open, how many applications you have, and what needs your attention.

Main Dashboard Components

Component What It Shows What You Can Do
Welcome Card Your name and current date Quick greeting and system status
Key Metrics Numbers: Open Jobs, Candidates, Applications, Deployments Click on any number to see details
Recent Activities Latest updates in the system See what's new and what needs attention
My Tasks Activities assigned to you Click to open and complete tasks
Quick Actions Buttons for common tasks Create new jobs, add candidates, etc.
Charts/Graphs Visual summaries of recruitment data Understand trends and patterns

🎯 Quick Actions Menu

In the top-right corner, you'll see a + button. Click it to:

  • ✚ Create a New Job Requisition
  • ✚ Add a New Candidate
  • ✚ Create a New Application
  • ✚ Add a New Supplier
  • ✚ Create a New Deployment

💡 Customizing Your Dashboard

  1. Find Settings Icon Look for the gear icon ⚙️ in the top-right corner.
  2. Click "Dashboard Settings" Choose which cards to show or hide.
  3. Drag Cards Around Drag any card to rearrange the order (if enabled).
  4. Save Your Settings Click "Save" to remember your preferences.

🗺️ Navigating the System

The Main Menu (Left Side)

On the left side of your screen, you'll see the main navigation menu. It's organized into sections:

📋 Recruitment

  • Job Requisitions
  • Candidates
  • Applications
  • Categories

🤝 Partners

  • Suppliers
  • Agencies
  • Contacts

📝 Contracts

  • Contracts
  • MOUs
  • Contract Status

🚀 Deployments

  • Deployments
  • Assignments
  • Status

💎 Premium

  • Subscriptions
  • Plans
  • Billing

🔄 Retention

  • Follow-ups
  • Retention Plans
  • Feedback

Collapsing & Expanding Menus

Some menu items have a small arrow (▶ or ▼) next to them. Click the arrow to show or hide sub-items.

Search Functionality

Use the Search bar (usually at the top) to quickly find what you need:

  • Type candidate names
  • Search for job titles
  • Find application references
  • Look up supplier names
💡 Tip: Use keyboard shortcut Ctrl+K (Windows) or Cmd+K (Mac) to open search quickly from anywhere in the system.

📚 Complete Menu Overview

Recruitment Module

📋 Job Requisitions

Create and manage job openings. This is where you describe the positions you want to fill, required qualifications, salary, location, and other job details.

👥 Candidates

Your database of potential workers. Store their names, contact info, CVs, skills, experience, and other personal information here.

📤 Applications

Track job applications. This is where you manage who applied for which job, their status (shortlisted, interview, selected, etc.), and interview notes.

🏷️ Job Categories

Organize jobs into categories (e.g., "Construction," "Hospitality," "Manufacturing"). This helps you quickly find similar jobs.

Partners Module

🤝 Suppliers & Agencies

Manage relationships with companies and individuals that help you recruit. Track their contact info, performance, and interactions.

👤 Contacts

Individual contacts from suppliers and agencies. Keep track of key people you work with.

Contracts Module

📝 Contracts & MOUs

Create and store legal agreements with workers and agencies. Track contract terms, dates, and status.

Deployments Module

🚀 Deployments

Manage worker placements. Track where workers are assigned, their status, and deployment details.

Premium Module

💎 Subscriptions

Manage candidate subscription plans. Track which candidates have premium subscriptions and what benefits they get.

Retention Module

🔄 Follow-ups & Retention

Keep deployed workers engaged. Schedule follow-ups, track feedback, and manage retention activities.

👤 Your Profile & Settings

Accessing Your Profile

  1. Click Your Name/Avatar In the top-right corner, you'll see your name or a small circle with your initials.
  2. Click "My Profile" A menu will appear. Select "My Profile" or "Account Settings."
  3. Update Your Information Change your name, email, phone number, or photo.
  4. Click "Save" Your changes are saved automatically.

Changing Your Password

  1. Go to Your Profile Click your name in the top-right corner.
  2. Click "Change Password" A dialog box will appear.
  3. Enter Your Current Password Type the password you use to log in.
  4. Enter Your New Password (Twice) Type your new password in both fields to make sure there are no typos. Use uppercase, lowercase, numbers, and symbols for a strong password.
  5. Click "Change Password" Your password is now updated.
🔒 Password Security Tips:
  • Never share your password with anyone, not even your boss or IT support
  • Use a unique password (different from other websites)
  • Change your password every 3 months
  • Don't use easy passwords like "123456" or "password"
  • If you think someone knows your password, change it immediately

Notification Settings

You can control what notifications you receive and how:

  • Email notifications (daily digest, instant alerts, or no email)
  • In-system notifications (popup messages)
  • Mobile notifications (if you have the mobile app)

Language & Regional Settings

Change the system language (if multiple languages are available):

  1. Go to your Profile Settings
  2. Find "Language" or "Regional Settings"
  3. Select your preferred language
  4. Click Save

Two-Factor Authentication (2FA) - Optional Security

For extra security, you can enable 2FA. When you log in, you'll need to enter a code from your phone:

  1. Go to Security Settings
  2. Click "Enable Two-Factor Authentication"
  3. Scan the QR code with your phone (using an authenticator app like Google Authenticator)
  4. Enter the 6-digit code shown in the app
  5. Save backup codes in a safe place

⌨️ Keyboard Shortcuts

These shortcuts can save you time! Try them:

Shortcut Action Works On
Ctrl+K / Cmd+K Open global search All pages
Ctrl+S / Cmd+S Save current form Forms & Editors
Ctrl+N / Cmd+N Create new record List views
Escape Close dialog/modal Dialogs & Popups
Ctrl+F / Cmd+F Search in current page All pages
Tab Move to next field Forms
Shift+Tab Move to previous field Forms
Enter Confirm/Click button All pages
Alt+← / Cmd+← Go back to previous page All pages
Ctrl+L / Cmd+L Select all in text field Text inputs
💡 Shortcut Tip: Most shortcuts are displayed when you hover over buttons. Look for small text showing the keyboard combo!

❓ FAQ & Troubleshooting

Q: The system is very slow. What should I do?

Solutions:

  • Check your internet connection speed
  • Close extra browser tabs (keep only the recruitment system open)
  • Clear your browser cache: Settings → Clear browsing data
  • Try a different browser (Chrome works best)
  • Restart your computer and browser
  • If still slow, contact IT support - it might be a server issue
Q: I clicked something and can't go back. How do I undo?

Solutions:

  • Click the back button (← arrow) in the top-left corner
  • Use keyboard shortcut: Alt+← (Windows) or Cmd+← (Mac)
  • Click "Discard" if you haven't saved changes yet
  • Note: If you already saved, you can't undo in the system. Contact your administrator if you need to restore old data
Q: A button is disabled (greyed out). Why can't I click it?

Reasons & Solutions:

  • Missing Information: You need to fill in required fields (marked with red asterisks *) first
  • Not Saved: Click "Save" before trying to perform actions
  • Wrong Status: Some actions only work in certain statuses (e.g., you can't approve something that's already approved)
  • No Permission: Your account might not have permission for that action. Contact your administrator
Q: What does the red asterisk (*) next to a field mean?

The red asterisk * means that field is required - you MUST fill it in before you can save. The system won't let you save without completing required fields.

Q: My browser shows a security warning. Should I be worried?

What to do:

  • Check that the website address starts with "https://" (with an 's' - that means it's secure)
  • Look for a lock icon 🔒 in the address bar
  • If it's the correct address and has the lock icon, it's safe. Click "Continue" or "Advanced"
  • If you're unsure about the address, ask your administrator
Q: I see "Session Expired" message. What happened?

Your session expired because you were inactive for too long. This is a security feature. Just log in again. Your unsaved changes might be lost, so remember to save frequently!

Q: Can I use the system on my phone?

Yes! The system works on phones and tablets, but it's best used on a computer with a larger screen. On mobile, you can view information and make quick updates. Complex tasks are easier on a computer.

Q: Where can I find help about a specific feature?

Ways to get help:

  • Look for the "?" (help icon) next to field names - hover over it for tooltips
  • Read the relevant chapter in this manual (use Table of Contents)
  • Contact your administrator or support team
  • Check the FAQ sections in each chapter
Q: Do I need to save everything manually?

It depends:

  • When creating new records: You MUST click "Save" before information is stored
  • When editing forms: Some fields auto-save, but click "Save" to be sure
  • When moving records: Use buttons like "Approve" or "Send" (not just save) to perform actions
  • Always save before closing the browser or leaving the page

🎯 Key Takeaways

You've now learned:
  • ✅ How to log in safely
  • ✅ How to navigate the dashboard
  • ✅ How to find features in the menu
  • ✅ How to manage your profile and settings
  • ✅ Useful keyboard shortcuts
  • ✅ Solutions to common beginner problems

🚀 Next Steps

Now that you understand the basics, you're ready to start working with the system! Here's what to do next:

  1. Familiarize Yourself with the Dashboard Spend 5 minutes clicking around and exploring what's available.
  2. Check Your Profile Settings Make sure your information is correct and change your temporary password if needed.
  3. Read Chapter 2: Job Requisitions Learn how to create your first job opening.
📚 Table of Contents