Luna HR Docs

Recruitment

The Recruitment module helps you manage your hiring process from start to finish — post job openings, track candidates through your pipeline, and collaborate with your hiring team.

Key features

  • Job postings — create and publish job listings with descriptions, requirements, and salary ranges
  • Public job board — a branded careers page where candidates can apply directly
  • Embeddable widget — drop your job list into any external site with a single script tag (see Job Board Embed)
  • Candidate pipeline — drag-and-drop kanban board to move candidates through stages
  • Manual candidate entry — add candidates who reached you by email, agency, or referral
  • Interview tracking — schedule interviews and record feedback
  • Application management — review applications, shortlist candidates, and manage rejections
  • Offer counter-signing — countersign an offer once the candidate has signed it
  • Collaboration — hiring managers and interviewers can add notes and scores

How it works

Creating a job posting

  1. Go to Recruitment from the sidebar
  2. Click New Job
  3. Fill in the job details — title, department, location, description, requirements, and salary range
  4. Set the closing date and any other preferences
  5. Publish the job — it appears on your public job board and can be shared via link

Managing candidates

Candidates appear in a kanban board view with customisable stages:

  • Applied — new applications land here
  • Screening — initial review
  • Interview — scheduled for interview
  • Offer — extending an offer
  • Hired — accepted the offer

Drag candidates between stages as they progress. Click on a candidate to open their full record — contact details, CV, application answers, interview scorecards, and offers.

Each card shows how long the candidate has been sitting in their current stage, turning amber past two weeks so stalled candidates are easy to spot.

Some stages send the candidate an email when someone moves a candidate into them (a rejection notice, for example), and some mark the end of the process. Those columns are marked with an icon, and moving a candidate into one asks you to confirm first — naming the email that will be sent and the address it goes to.

Adding a candidate manually

Not every candidate arrives through the job board. Click Add candidate on either the pipeline or the candidates list to enter someone who came via email, an agency, or an employee referral — including their CV and, for referrals, the employee who referred them.

Rejecting a candidate

Open the candidate and click Reject to record the outcome, with an optional reason for your own records. Rejected and withdrawn candidates leave the active pipeline but stay searchable via the status filter on the candidates list, where they can be reactivated. Rejecting from here does not email the candidate — use a stage with a rejection email if you want them notified.

Public job board

Luna HR generates a public careers page for your company, accessible via a unique link. Candidates can:

  • Browse open positions
  • Filter by department or location
  • Submit their application with a CV and cover letter

The job board is token-based — no login required for applicants.

Interview management

For each candidate, you can:

  • Schedule interview rounds
  • Assign interviewers
  • Record interview notes and scores
  • Track feedback from the hiring team

Offers

Send an offer to a candidate and they receive a link to review and sign it. Once they have signed, open the offer's actions menu to view the signed offer and counter-sign it on the company's behalf. Until you do, the offer shows as awaiting counter-signature.

Offer links expire on the date you set — a candidate opening an expired link is told it has expired and pointed back to your company rather than being shown a form that cannot be submitted.

Admin setup

Configure recruitment settings from Admin > Recruitment, which has several tabs:

Pipeline stages

Customise the stages candidates move through during hiring. Default stages are Applied, Screening, Interview, Offer, and Hired — but you can rename, reorder, add, or remove stages to match your process.

Job categories

Organise job postings by category (e.g. Engineering, Sales, Operations). Categories help candidates browse your job board and filter to relevant positions.

Email templates

Set up templates for candidate communications — application acknowledgements, interview invitations, offer letters, and rejection notices. Templates support variables like candidate name, job title, and interview date.

Who can see candidate data

Candidate records are treated as confidential. Reading the pipeline — candidate lists, CVs, interview scorecards and offer details — requires one of:

  • admin
  • recruitment:manage
  • recruitment:view_all

An employee without one of these permissions cannot open the recruitment pages, even though they can still see the public job board. If someone who previously had access reports an empty candidate list, tick View All Recruitment on their role under Admin > Org Structure > Roles.

Companies created before this gate existed may find their HR Manager role has no recruitment permission, since it was not part of the original default set — that role now gets View All Recruitment on new companies, but existing ones need it granting once.

Interviewers are the one exception: an employee listed on an interview panel can see the interviews for that candidate without holding a recruitment permission, so they can complete their scorecard.