HR & recruiting

Hire, onboard and keep people

OrgLines HR takes a person from the first application to the last working day: vacancies and a careers page, a hiring pipeline with stages, interviews, internships with mentors and checkpoints, employment periods and turnover. Every number in the reports comes from the same records your team works with, so the reports stay honest.

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Who it is for

Retail chains and service companies hiring every month across several locations
Organizations that onboard new staff through internships with mentors
Owners who want to know which hiring channels pay off and why people leave
HR teams that need to limit who sees salaries and personal data

Most small companies run hiring in a spreadsheet and a messenger. It works until someone asks simple questions: which job board actually brings people who stay, how long candidates wait between stages, why interns leave in the second week. OrgLines HR is built so that these questions have answers. Every application must name its source, every rejection needs a reason, and every hire opens an employment period that later feeds turnover and tenure reports. You fill in a little more at the moment it happens, and you get reports you can trust later.

The module covers four connected areas. Recruiting: vacancies, pipelines, candidates, interviews and a public careers page. Internships: programs with a duration and checkpoints, mentors and feedback forms. Organization: units such as stores, departments or teams, positions with salary bands, employee cards and employment periods. Access: HR roles that decide who sees salaries, medical data and exports, plus a journal that records every time such data was actually shown to someone.

One person is one card. OrgLines checks new candidates against existing ones by email, phone and Telegram, and warns about similar names. An email, phone or Telegram handle can belong to only one card, so a returning candidate keeps a single history: every application, stage change, interview, internship, employment and completed form appears on one timeline.

How hiring runs in OrgLines

01
Set up the basics once

Add locations (stores, warehouses, offices), sources such as job boards, social networks and referrals, and rejection reasons. Start from the standard pipeline in one click and rename stages to fit your process.
02
Open a vacancy and publish it

A vacancy has an internal brief and a public text. It appears on your careers page only when it is open and publishing is switched on. The salary band is never shown on the public page.
03
Collect applications with their source

Candidates apply through the careers page or you add them by hand. Each application records its source; with campaigns and UTM tags you can see which exact placement worked.
04
Move candidates through stages

Stages are the columns of the board. Schedule interviews that land in the interviewer's calendar with reminders. Closing a candidate asks for a reason.
05
Hire or start an internship

An internship copies its checkpoints from the program at launch. A hire, or a completed internship, opens an employment period for the person.
06
Read the reports

Funnel, sources, time in stage, drop-off reasons, mentors, feedback and turnover are built from these records, with no separate data entry.

What you can do

Careers page

Publish open vacancies on a public careers page. The address can be generated from the vacancy title, Ukrainian letters included. Publishing is a separate switch from the vacancy status.

Pipelines with stages

Each vacancy follows a pipeline whose stages become the board columns. Every stage is mapped to a standard stage, so different vacancies can be compared in one report.

Sources, campaigns and hiring spend

A campaign is one placement in a channel, matched by utm_source and utm_campaign. Enter spend per channel or campaign for a period, and the sources report shows cost per hire.

Rejection reasons that stay useful

Rejected, candidate declined and no response all require a reason. A reason such as “Other” can require a comment, so the report does not end up saying “other, 43%”. A ready list for retail is included.

Duplicate detection and merge

Exact matches by email, phone or Telegram and similar names are flagged before a second record is created. Merging moves the whole history into one card; it cannot be undone. A second open application for the same vacancy is blocked.

Interviews in the calendar

An interview goes into the interviewer's personal calendar with reminders and onto the candidate's timeline. Rescheduling updates both. Scorecards are filled in through a separate link.

Internship programs and checkpoints

A program is a duration plus a set of checkpoints, each at a day offset from the start (a negative offset means a step before day one). The planned end date can be calculated from the program length.

Form builder

Build surveys, internship checklists or evaluations with a live preview. Published versions are frozen; changes go into a new draft, so answers always match the questions that were asked.

Personal form links

Assign a form to a person and send the link. It is shown once, the server keeps only its fingerprint, and it can be revoked at any time. A mentor can fill in a form about an intern.

Organization and employment periods

Units, positions with salary bands, employee cards with managers and department heads. Employment periods open on hire or internship completion and carry the end date and termination reason used for turnover and tenure.

HR roles and disclosure journal

Roles control fields such as salaries, medical data and exports; a scope limits which rows a person sees, for example their own department. Every actual disclosure of confidential data is logged, including whether it came through the cabinet or a connected token.

HR through your AI assistant

Through the MCP server, Claude and other agents can list candidates, move applications, open engagements or pull a report. Changes come back as a proposal you confirm.

Reports that do not lie

HR numbers are easy to get wrong in ways nobody notices. OrgLines reports are designed around those traps. Time in stage is a median, not an average, because one candidate stuck for six months would distort the mean. Thirty-day retention is counted only for hires who have already reached thirty days; everyone else shows a dash for “too early”, not 0%. Mentor success is counted only on completed internships, so a mentor who just took on new interns does not look worst.

Turnover is filtered by departure date, not hire date, and is broken down by tenure window, by initiator and by reason. The initiator matters: if the company ends the employment, the hiring filter lets the wrong people through; if the employee leaves, the offer is not holding them. Departures closed without a standard reason are shown as a data gap rather than hidden.

Funnel by stage, with median time in each stage
Sources: applications, hires, rating, 30-day retention and cost per hire
Stuck applications, drop-off reasons and repeat candidates
Recruiter, interview and mentor reports
Internship cohorts by day, and feedback with CSAT and NPS
Turnover, hire retention and headcount over time

Internships with mentors and feedback

Retail chains and service companies often hire through internships: a new person spends a few weeks on the floor with a mentor before becoming an employee. In OrgLines an internship is created as planned and launched on its card; at launch the checkpoints are copied from the program. At each checkpoint a form link can go to the intern or the mentor. When the internship ends, the result closes together with the candidate's application, and a successful internship opens an employment period.

The cohort report shows how each intake survives day by day, and the feedback report collects CSAT, NPS and the reasons interns name for leaving. NPS is shown as it is defined, promoters minus detractors on a 0 to 10 scale, so a negative value is a valid result, not an error.

Confidential data under control

Salary bands, medical data and exports are visible only to people whose HR role allows it. Others see the field marked as hidden. Until roles are assigned, nobody except the workspace owner sees confidential fields. The disclosure journal records each time a number was actually shown, for example when someone opened salary bands or ran an export. Only an HR administrator or the owner can read the journal, and the last HR administrator role cannot be revoked by accident.

Reference data that is already in use is switched off rather than deleted: a source, campaign, location, position or rejection reason that appears in past applications stays in history, so old reports keep their labels.

FAQ

Questions about HR & recruiting

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Can candidates apply without an account?

Yes. The careers page is public, and applications arrive in the vacancy's pipeline. Forms you assign are filled in through a personal link, also without an account.

Is the salary shown on the careers page?

No. The salary band of a vacancy is deliberately not published. Inside OrgLines it is visible only to people with access to salaries.

Why is the source mandatory for every application?

Without it the sources report stops being true, and nobody fills it in later. With sources, campaigns and spend recorded, you see which channel brings people who stay and what a hire costs.

What happens when the same person applies again?

OrgLines finds the existing card by email, phone or Telegram and keeps the new application on the same timeline. If two cards already exist, you can merge them; the merge is permanent.

Does OrgLines move a candidate automatically if they miss an interview?

No. When you close an interview as a no-show, OrgLines suggests moving the application to the no-show stage, but the decision stays with a person.

Who can see salaries and medical data?

Only people whose HR role grants it, within the rows their scope allows. Each actual disclosure goes into a journal that only HR administrators and the owner can read.

Can an AI assistant work with HR data?

Yes, through the OrgLines MCP server: listing candidates, moving applications, starting internships, pulling funnel or turnover reports. Changes return as a proposal you confirm, and data taken through a connected token is logged in the disclosure journal like any other access.

Works together with

All modules share the same data, so they complete each other.

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