ResReader Overview
ResReader is a full applicant tracking system designed for small businesses, staffing agencies, and independent recruiters. It handles everything from posting a job to extending an offer, with AI analysis at every step to save you time and surface the best candidates faster.
This guide gives you the big picture of how the system works. For step-by-step setup instructions, see Getting Started. For a detailed walkthrough of each hiring stage, see The Candidate Workflow.
How it works
The employer workflow follows three phases: source candidates, evaluate them with AI, and move them through your pipeline.
1. Create a job
Everything starts with a job posting. You write a title and description, and ResReader uses that description as the benchmark for evaluating every candidate who applies.
When you save a job, you get:
- A public application link you can share on job boards, LinkedIn, your careers page, or anywhere you source candidates
- A resume bank connection — ResReader automatically checks your existing resumes for matches against the new job
- AI-powered scoring criteria derived from your description, so every candidate is evaluated consistently
2. Bring in candidates
Candidates reach your pipeline through several channels:
- Application link — candidates apply directly by uploading their resume through the public link
- Batch upload — drag-and-drop a folder of resumes to bulk-import candidates you've sourced elsewhere
- Resume bank matches — when you post a new job, ResReader scans your existing resume bank and surfaces candidates who match
- Integrations — import candidates from Greenhouse or other ATS platforms via API or webhook
- Browser extension — save LinkedIn profiles and other web contacts directly into ResReader with the Web Contact Saver extension
3. AI analysis
As soon as a resume lands on a job, ResReader:
- Parses the resume into structured data (work history, skills, education, certifications)
- Scores the candidate 1-10 against your job requirements
- Classifies them as Qualified or Not Qualified based on mandatory skills
- Summarizes strengths, weaknesses, and recommendations
- Suggests the next action — reject, request availability, send follow-up questions, or schedule an interview
All of this happens automatically. By the time you open the Analysis page, every candidate is ranked, scored, and ready for your review.
The hiring pipeline
Every candidate moves through a defined pipeline. You control the pace — advance candidates manually, or enable automation to let the system handle routine steps on its own.
The system-defined states, in order:
| Stage | What happens |
|---|---|
| Check Availability | Confirm the candidate is still interested and actively looking. Through-link applicants are auto-confirmed. |
| Follow-up Questions | AI identifies gaps between the resume and the job description, then sends targeted questions to the candidate. Their answers feed back into the score. |
| AI Interview | The candidate receives a link to an AI-conducted interview. You get back a transcript, an interview score, and highlights. |
| Recruiter Interview | Schedule a live interview with the candidate. Use ResReader's built-in calendar or an external link. |
| Hiring Manager Review | Share a curated set of candidates with hiring managers for their input. They can approve, pass, or loop in candidates without needing a ResReader account. |
| Offer | Generate and send an offer letter from a template. Track acceptance. |
A candidate can be rejected at any state. When you reject someone, ResReader generates a personalized rejection email based on the specific reason, and you can review it before sending or let it go automatically.
You don't have to use every state. Skip what doesn't apply — drag a candidate forward to jump states. If the built-in states don't match your process, switch to Stage mode in the Kanban and create your own custom columns.
Two ways to view your pipeline
The Analysis page gives you two layouts:
- List view — a vertical list of candidate cards with full detail. Best for deep review, filtering, bulk actions, and reading AI analysis.
- Kanban view — a horizontal board with candidates as compact cards in columns. Best for visualizing the pipeline at a glance and dragging candidates between stages.
Your layout preference is saved per job. The Kanban supports two modes: Stage (your custom columns) and State (the system's built-in pipeline). See The Analysis Page for the full distinction.
Team collaboration
ResReader is built for teams. Each business workspace supports multiple users who share the same jobs, candidates, and pipeline.
What your team can do together:
- Shared candidate notes — leave notes on any candidate visible to the whole team
- Scorecards — each team member scores candidates independently on customizable criteria, then compare results
- Hiring manager reviews — send candidate packages to hiring managers (internal or external) for structured feedback
- Email templates — create shared templates for rejection letters, interview invites, and outreach so messaging stays consistent
- Task management — the system generates tasks (follow up with this candidate, review this batch) and distributes them across the team
To invite a team member, go to Business Settings and send an invite. They'll get their own login and see everything in the workspace.
Resume bank
Every resume uploaded to ResReader — whether through a job application, batch upload, or integration — is stored in your resume bank. This is your persistent talent pool.
When you post a new job, ResReader automatically scans the bank and surfaces past candidates who match. This means a great candidate who applied to the wrong job six months ago can resurface when the right role opens up.
You can browse, search, and filter the resume bank independently from any job under the Resumes section.