◑For recruitment and interim management

1. Capture the vacancy — from a file, by hand or from the opportunity search.
2. Find suitable people — via the AI match against your own candidate pool.
3. Tailor the profile — profile optimisation adapts the CV to the job description.
4. Check — years, companies, qualifications against the original.
5. Send — via the sending wizard, with a recipient check.
6. Keep track — a note and a follow-up on the contact.

Steps 4 and 6 are the ones people skip, and the ones everything depends on.

In three ways that complement each other:

• By hand for the person you just had on the phone.
• Via a profile address — the AI fills in from the public profile; check the result before you accept it.
• From a file, if a pool already exists.

More important than quantity is maintaining the roles: without clean roles and skills, the match has nothing to work with. Use the role pool for this instead of free text — otherwise the same role is called something different for five people.

As a pre-selection, yes; as a decision, never. The score is an assessment with reasoning — and the reasoning is the part that counts: it reveals whether the model understood the requirement at all.

Legally, there is more: the use of AI in selecting people for positions falls under the high-risk classification of the European AI Act. This entails obligations — human oversight, traceability, informing the people concerned — which need to be clarified before productive use.

That is why human approval cannot be switched off in the workflows.

Two different things that are often confused:

• For a specific placement, you rely on the pre-contractual relationship — the person contacted you or agrees.
• For keeping them in your network permanently, you need consent. A candidate pool without proof is vulnerable at the first enquiry.

It is also mandatory when the profile appears publicly — on the website or as a one-pager — and when you pass documents on to third parties.

Application data from a completed process is usually deleted after six months.

There is no button for it — whatever should be anonymous, you change in the optimised version before sending.

If you present people anonymously on a regular basis, prepare it in the original CV: a CV without a name and without clear employer names will still produce an anonymous version after optimisation.

Check the result particularly carefully. An “anonymous” profile from which the person can be identified in two steps is not anonymous.

• Tailored CV for a specific position. This is the standard case.
• One-pager for a conversation or an introduction where a PDF would be too formal — an address you send instead of an attachment that gets stuck in the spam filter.
• Profile page on the website for lasting visibility — with the biggest caveat: LIVE means live, with no intermediate stage, and consent must be in place.

All three start in the candidate file.

Two precautions:

• Record on the candidate to whom you proposed them and when — a note and a follow-up after sending. The sending itself is logged; what came of it is known only to whoever writes it down.
• Maintain availability. A detail that nobody has touched for six months is a guess.

For vacancy-related sending, the duplicate check catches the same email address receiving several emails at once — but it is not responsible for the proposal history.

If you regularly search for the same people: yes. Once a day, Aurora Hive Sales automatically fills the review list with new matches — your work is reviewing, not searching.

Three conditions for it to work:

1. Well-maintained profiles. Thin roles and skills deliver thin matches.
2. A budget. Every run costs money; the automatic run continues even when nobody is watching.
3. Time to review. If the list fills up faster than you can work through it, that is a reason to slow down the automatic run — not a reason to click faster.

Yes, and before the application goes out.

Legally, an application in a person’s name is processing of their data, which must be covered. In practice, it is the quickest way to lose someone: anyone who finds out about an application because the company calls will work with someone else afterwards.

So clarify once, as a matter of principle, which kinds of positions you may put them forward for, and record it.

Via the contracts area: create, check, send — the recipient gets a link and signs in the browser, without an account, without an app. Date, time and method are recorded.

Two points that count in day-to-day work:

• Yellow gaps. Empty contract fields appear in the document as “missing”. The hourly rate can only be maintained internally — the signatory cannot change it.
• Paragraphs per sending. You change special agreements for this one contract only; the template remains untouched.

Via the activity reports: a personalised PDF per person, created and sent at the push of a button, with a preview before sending.

Before the first report, a sender profile must be created — without one, sending is blocked.

For batch sending: the number in the confirmation window is the number of real emails. And the dry run beforehand is not a formality.

In two ways that complement each other:

• Opportunity search: fetches assignments and projects from the internet and creates them as vacancies — with a contact person and a verified email address, where possible. After that, they are ready in the sending centre.
• Campaigns to contacts in stages, with follow-ups.

The legal advantage of the research: with an advertised assignment, the relevance is obvious — someone is looking for exactly what you offer. That is the most favourable starting point for a business approach.

Five points that matter particularly in this business:

1. Purpose limitation. Data for a specific placement is not automatically free for everything else.
2. Set a retention period — including for profiles without contact.
3. Share sparingly: one profile, not a whole export. And not unprotected by email.
4. Keep consent provable, especially for public profiles.
5. Clarify the use of AI in selection before it goes into productive use.

Point 5 is the newest and least clarified — and the one with the biggest consequences.

Three roles, even if one person fills several:

• Whoever maintains the pool — roles, availability, documents. This person determines the quality of every match.
• Whoever does acquisition — campaigns, opportunity search, follow-ups.
• Whoever makes proposals — tailoring profiles, sending, keeping track.

What all three need: the same agreements on categories and spellings. Ten minutes of order save manual work every week.

By what is actually counted — not by open rates, which deliberately do not exist here:

• Delivered versus bounces — says something about the quality of the list.
• Replies in the inbox — the only number that counts.
• Unsubscribes — if they rise, the audience or the tone is wrong.
• Proposals per vacancy and how many of them led to interviews.

The last figure is not in any evaluation. Record it on the contact, otherwise in three months you will no longer know what worked.