HireSync

Ranked Insights

Leverage AI to assign scores and rank candidate resumes in real time, enabling users to quickly identify top contenders. Ranked Insights streamlines decision-making by delivering a clear, prioritized view of applicants, reducing screening times and increasing hiring accuracy.

Requirements

Real-Time Resume Scoring

"As a small business owner, I want resumes to be scored instantly so that I can quickly prioritize candidates who best match our hiring criteria and reduce overall recruitment time."

Description

Implement an AI-driven resume scoring system that processes candidate resumes in real-time. It should analyze key factors such as relevant experience, skills, and certifications, assigning a quality score to each resume. This functionality will integrate seamlessly with the applicant tracking system, enabling immediate assessment of candidate profiles, streamlining the initial screening process, and enhancing the overall efficiency of hiring decisions.

Acceptance Criteria

Immediate Resume Analysis

Given a candidate submits a resume through HireSync, when the resume is received, then the AI-driven engine must analyze relevant experience, skills, and certifications within 2 seconds and assign a quality score based on predefined scoring metrics.

Accurate Ranking of Resumes

Given multiple resumes are submitted for a position, when the Ranked Insights feature processes them, then the system must rank resumes in descending order of candidate suitability, achieving at least a 90% accuracy as verified by HR comparisons.

Seamless ATS Integration

Given the resume scoring is completed, when the score is generated, then it should automatically update the candidate profile in the applicant tracking system in real-time without manual intervention.

Candidate Ranking Algorithm

"As a recruiter, I want candidates to be automatically ranked based on comprehensive evaluation metrics so that I can focus on the most promising applicants without manual intervention."

Description

Develop an algorithm that ranks candidates based on their real-time scores and additional metrics such as experience level and skills alignment. The algorithm should consider multiple evaluation factors to create a clear and prioritized list of applicants. Integrating this ranking mechanism with the broader hiring system ensures that recruiters can rely on a data-driven approach to shortlisting the best candidates.

Acceptance Criteria

Real-time Ranking Display

Given a new resume submission, when the algorithm ranks candidates, then the candidate is assigned a score and properly positioned within the prioritized list in real time.

Multi-Factor Evaluation

Given an applicant's profile, when the algorithm evaluates factors such as experience level, skills alignment, and the real-time score, then the candidate's rank is determined using an aggregate measure that reflects all evaluation metrics.

Integration with Hiring System

Given the candidate ranking output, when the algorithm integrates with the HireSync system, then the ranked list of candidates is accurately displayed in the hiring dashboard with all requisite details.

Score Threshold Filtering

Given a predefined minimum qualification threshold, when the algorithm processes candidate scores, then only candidates meeting or exceeding the threshold are included in the final ranked list.

Algorithm Performance Under Load

Given a high volume of resume submissions, when the algorithm processes the candidate data, then it maintains performance by completing ranking calculations within acceptable time limits while ensuring accuracy.

Visual Ranked Insights Dashboard

"As a hiring manager, I want a visual representation of candidate rankings so that I can quickly assess quality and make data-driven decisions at a glance."

Description

Design and implement a dynamic dashboard that visually presents candidate rankings along with detailed score breakdowns and performance metrics. This dashboard should provide an intuitive user interface, enabling users to compare and contrast candidates easily and interact with the data to gain deeper insights into individual candidate profiles.

Acceptance Criteria

Dashboard Loading Performance

Given the dashboard is accessed by the user, when the ranked insights data is fetched from the server, then the dashboard must fully load within 2 seconds displaying all candidate rankings and metrics.

Responsive Visualization of Candidate Rankings

Given a user accesses the dashboard from a mobile device, tablet, or desktop, when interacting with the UI, then all visual elements such as charts, graphs, and score breakdowns must adjust smoothly to the device's screen size.

Interactive Data Drill-Down

Given the ranked insights dashboard displays candidate listings, when a user clicks on a specific candidate ranking, then detailed performance metrics and score breakdowns for that candidate must be displayed in an interactive overlay.

Real-Time Data Update

Given that candidate data updates in real time, when new information is available, then the dashboard must automatically refresh the ranking and performance metrics without requiring a manual reload.

Error Handling and Fallback Views

Given a backend error or connectivity issue occurs, when the dashboard fails to load candidate data, then an appropriate error message must be shown along with a 'Retry' option for the user.

Customizable Ranking Filters

"As a recruiter, I want to customize ranking criteria and filters so that the system reflects the specific qualifications necessary for each role, ensuring a precise match between candidate capabilities and job requirements."

Description

Build functionality that allows users to customize ranking criteria by setting filters based on specific job requirements and preferences. Users should be able to adjust weightings for skills, experience, and certifications, thereby tailoring the ranking process to better match the unique demands of each hiring scenario. This flexibility ensures that the tool remains adaptable to diverse recruitment needs.

Acceptance Criteria

Custom Filter Interface Usability

Given a recruiter on the ranking page, When they access the customizable ranking filter panel, Then the system should display options for skills, experience, and certifications weightings clearly.

Real-Time Filter Effectiveness

Given a change in ranking filter weights, When the recruiter applies the changes, Then the candidate list must update in real time with adjusted rankings.

Filter Persistence across Sessions

Given a recruiter sets custom ranking filters, When they log out and log back in, Then their previously saved filters must be automatically applied.

Filter Reset Functionality

Given the user has set custom filters, When they click the reset option, Then the system should revert back to default ranking parameters.

Validation of Numerical Inputs

Given a recruiter inputs a custom weight value, When the value is out of the acceptable range, Then the system should display an error message and prevent form submission.

Skill Mapper

Automatically extract and align key skills from candidate resumes with job requirements. This feature provides a visual comparison of candidate qualifications, ensuring that only those who best match the role's essential skills are shortlisted.

Requirements

Resume Skill Extraction

"As a small business owner, I want the platform to automatically extract candidates' skills from resumes so that I can quickly identify those who are best suited for my job requirements."

Description

Create an intelligent system that automatically scans and parses candidate resumes to extract key skills using advanced NLP algorithms, handling multiple resume formats seamlessly. This functionality ensures accurate and normalized extraction of skills, enabling precise mapping of candidate capabilities to job requirements.

Acceptance Criteria

Standard Resume Parsing

Given a standard resume with clearly defined sections and bullet points, when the system scans the resume, then it should accurately extract and map all key skills to the normalized list.

Non-Standard Resume Parsing

Given a resume in a non-traditional format (e.g., creative layout), when the system uses advanced NLP algorithms to parse the document, then it should extract at least 90% of relevant skills correctly, handling format inconsistencies.

Multiformat Resume Support

Given resumes submitted in multiple formats (PDF, DOCX, TXT), when the system processes them, then it should successfully extract skills from at least 95% of documents regardless of format.

Normalized Skill Mapping

Given raw skill extractions from various resume formats, when the system normalizes the data, then it should map similar skills to a unified term with an accuracy of at least 98%.

Integration with Skill Mapper

Given the extracted and normalized skills from a resume, when a candidate's profile is compared against job requirements, then the Skill Mapper feature should visually highlight matches and mismatches clearly.

Job Requirement Skill Matching

"As a hiring manager, I want the system to match candidate skills with job requirements so that I can focus on candidates who are most likely to succeed in the role."

Description

Implement a module that automatically aligns the extracted candidate skills with predefined job requirements using a robust matching algorithm. This alignment minimizes manual review and ensures that candidates are evaluated based on how closely their skills match the essential needs of the role.

Acceptance Criteria

Candidate Resume Upload Automated Matching

Given a candidate’s resume is uploaded, When the resume is processed by the system, Then the system must automatically extract skills and align them with the predefined job requirements using a matching algorithm with a confidence score of at least 80%.

Real-Time Skill Comparison during Application Review

Given an HR manager views a candidate’s profile, When the Skill Mapper is activated, Then the system should display a visual comparison of candidate skills against job requirements and highlight any skill gaps.

Threshold-Based Candidate Shortlisting

Given the system has processed multiple candidate resumes, When each candidate’s skills are matched to job requirements, Then the system must automatically shortlist candidates with a match score exceeding a preset threshold and flag those near the threshold for further review.

Visual Skill Mapping Interface

"As a recruiter, I want a visually intuitive representation of candidate skills compared to job requirements so that I can efficiently assess and shortlist the best candidates."

Description

Develop an interactive interface that visually displays the relationship between candidate skills and job requirements. This interface should offer charts and graphs to highlight matching skills and identify any gaps, thus aiding quick decision-making and improving user understanding of candidate fit.

Acceptance Criteria

Interactive Skill Mapping Dashboard

Given the user logs in and navigates to the Visual Skill Mapping Interface, when a candidate is selected, then the interface displays charts and graphs accurately highlighting candidate skills relative to job requirements.

Dynamic Data Refresh

Given a candidate's resume or job requirements change, when the interface is refreshed, then the visual mapping updates automatically to reflect the latest data without errors.

Responsive Visualization

Given the user accesses the interface on different devices, when the interface loads, then the visual elements are fully responsive and interactive on desktop, tablet, and mobile views.

User Interaction and Filtering

Given the user applies filters or conducts searches within the interface, when the action is performed, then the visual mapping updates in real-time to display only the relevant candidate skills.

Accessibility Compliance

Given the interface must be accessible, when the user navigates using keyboard or screen reader, then all visual mappings and interactive elements meet WCAG 2.1 AA accessibility standards.

Dynamic Filtering and Sorting

"As a hiring manager, I want to filter and sort candidates based on their skills so that I can focus on those who match my specific hiring needs the most."

Description

Integrate dynamic filtering and sorting features within the Skill Mapper, allowing users to refine candidate lists based on specific skill criteria. This tool will provide rapid re-evaluation of candidate rankings as filters are applied, significantly enhancing the review process.

Acceptance Criteria

Dynamic Filter Application

Given a list of candidates, when the user applies a specific skill filter, then only candidates with the matching skill should be displayed instantly (within 2 seconds).

Real-Time Sorting Update

Given a filtered candidate list, when the user selects a sorting option by match percentage, then the system should reorder the candidates in descending order accurately within 2 seconds.

Combined Filtering and Sorting

Given an available candidate list, when the user applies multiple filters and selects a sorting option simultaneously, then the candidate list must reflect both the applied filter and sorting criteria immediately and correctly.

Handling No Results Case

Given user-applied filters that yield no matching candidates, when the filtering is executed, then the system should display a clear message stating 'No matching candidates found' without error.

Smart Filter

Apply dynamic, customizable filtering criteria to instantly narrow down candidate pools. Users can filter based on AI-derived scores, keywords, experience, and more, ensuring a focused and efficient review of the most relevant resumes.

Requirements

Dynamic Filter Options

"As a small business owner, I want to quickly configure my own filter criteria so that I can instantly narrow down the candidate pool to those who best match my hiring needs."

Description

Develop an interactive interface that allows users to create and customize filter criteria such as AI-derived scores, keywords, experience levels, and other candidate attributes. This module should provide suggestions and validation to ensure relevancy and precision in filtering, integrating seamlessly with the overall applicant tracking system to improve candidate selection efficiency.

Acceptance Criteria

Filter Creation with Real-Time Suggestions

Given a user is on the Smart Filter interface, when they begin typing a keyword, then the system should display real-time, contextually relevant suggestions.

Validation of AI-Derived Score Filters

Given a user sets an AI-derived score filter, when they apply the filter, then only candidates meeting or exceeding the specified score should be displayed.

Custom Experience Level Filtering

Given a user selects an experience level filter, when applying the filter, then only candidates matching the selected experience thresholds should be shown.

Seamless Integration with ATS

Given a user applies multiple filter criteria (keywords, AI-scores, experience levels), when executing the filters, then the candidate list should update seamlessly in the applicant tracking system without errors.

Real-time Filtering Engine

"As a recruiter, I want candidate results to update immediately as I adjust my filters so that I can quickly identify the most qualified applicants without waiting for the system to process complex queries."

Description

Implement a robust filtering engine that processes user-defined search criteria in real time. The engine must leverage AI for scoring and combine multiple parameter inputs without delay, ensuring that the candidate results are updated instantly. It should maintain high performance and accuracy, smoothing the transition between varied filter sets and effectively integrating with backend data systems.

Acceptance Criteria

Real-time Update

Given the user applies filter criteria, when the criteria are submitted, then the candidate pool must update instantly (<1 second) with high accuracy.

Dynamic Filtering Accuracy

Given multiple parameters including AI-derived scores, when filters are applied, then the engine must correctly display only the candidates that meet all specified criteria.

Smooth Transition Between Filter Sets

Given a change in filter settings, when new criteria are input, then the system should seamlessly transition without delays or errors.

Backend Integration Consistency

Given a request for filtered results, when the filter engine retrieves data from the backend, then it must accurately merge results ensuring consistency between user criteria and displayed outcomes.

Performance Under Load

Given a large candidate pool and complex filter criteria, when the engine processes inputs, then it must maintain response times under 1.5 seconds to ensure optimal performance.

Search Optimization & Performance

"As an IT administrator, I want the filtering functionality to be optimized for performance so that the system remains responsive and efficient even during peak usage."

Description

Optimize the search queries and backend data interactions to handle complex filter combinations with minimal latency. This includes implementing query optimization techniques, caching strategies, and efficient indexing to ensure smooth performance even with a large volume of candidate data. The feature is essential to maintain responsiveness and scalability as the dataset grows.

Acceptance Criteria

Low Latency Search Query Performance

Given a user applies multiple complex filters, when the search query is executed, then results should be returned within 2 seconds.

Efficient Data Caching

Given repeated similar filter combinations, when subsequent searches are performed, then cached data must be utilized to optimize response times and reduce load on backend systems.

Accurate Indexing for Large Datasets

Given a large candidate pool, when search queries are executed, then the system uses appropriate indexes to ensure both accuracy and performance consistency.

Query Optimization under Concurrent Load

Given multiple concurrent user searches with complex filters, when queries are executed, then the system efficiently optimizes query execution to prevent performance degradation.

Scalable Performance During Peak Usage

Given an increase in candidate records and user activity during peak periods, when search queries are executed, then the system maintains consistent performance metrics with response times meeting defined thresholds.

Real-Time Alerts

Receive immediate notifications when candidates meet specific pre-set criteria. By flagging high-potential applications as they arrive, Real-Time Alerts ensure that no top candidate is missed during the fast-paced recruitment process.

Requirements

Instant Candidate Notification

"As a recruiter, I want immediate notifications for high-potential candidates so that I can act quickly and secure the best talent for my company."

Description

This requirement focuses on generating instantaneous notifications to recruiters when a candidate meets predefined criteria. The functionality involves integration with the AI-driven resume screening module to analyze candidate data in real time, ensuring recruiters are promptly alerted about high-potential applicants. By enabling immediate follow-up actions, this feature helps reduce recruitment delays and increases the chances of securing top talent, significantly streamlining the hiring process.

Acceptance Criteria

Immediate Notification Trigger

Given the AI resume screening module evaluates a candidate, when the candidate meets the predefined quality criteria, then the system should immediately generate a real-time alert for the recruiter.

Seamless AI Integration

Given candidate data is processed, when the AI determines candidate qualification based on set thresholds, then the system must automatically integrate with the notification service to dispatch alerts.

Recruiter Interaction with Alert

Given that a recruiter receives a notification, when the recruiter clicks the alert, then the system must display a detailed candidate profile with key matching criteria highlighted.

Concurrent Candidate Evaluation

Given that multiple candidates are evaluated simultaneously, when more than one candidate meets the criteria, then the system should queue and deliver notifications in a chronological, non-delayed manner.

Notification Failure Handling

Given a network or system error occurs during alert dispatch, when an alert fails to deliver, then the system must log the error and automatically retry sending the notification within 30 seconds.

Customizable Alert Criteria

"As a small business owner, I want to customize alert criteria so that I only receive notifications for candidates who meet my specific job requirements."

Description

This requirement allows users to define and customize the criteria that trigger candidate notifications. Through a configurable interface, recruiters can set parameters such as experience, skills, education, and other relevant metrics to ensure alerts are highly relevant and tailored to their hiring needs. The capability integrates with the core AI functionalities of HireSync to filter candidates accurately, resulting in more effective and targeted alerts.

Acceptance Criteria

Define Alert Criteria for Experience

Given a recruiter is on the custom alert configuration page, when they input a minimum experience threshold, then the system should only send alerts for candidates with the specified years of experience.

Set Skill Matching Parameters

Given a recruiter is customizing alert criteria, when they select specific skills from the provided list, then the system must trigger alerts only for candidate profiles that match the selected skills.

Customize Education Requirements

Given a recruiter is configuring education requirements, when they set a minimum education level, then the system should filter and alert only for candidates meeting the education criteria.

Save and Retrieve Custom Alert Configurations

Given a recruiter has finalized custom alert criteria, when they save the configuration, then the system must persist these settings and retrieve them accurately on subsequent logins.

Real-Time Candidate Alert Triggering

Given a candidate application is submitted, when it matches the defined custom alert criteria, then the system must immediately trigger a notification to the recruiter.

Notification Delivery Channels

"As a recruiter, I want to choose my preferred notification delivery channels so that I can receive alerts in the most convenient way that fits my workflow."

Description

This requirement extends the alert system to support multiple notification delivery channels such as email, SMS, and in-app alerts. It ensures that recruiters receive critical notifications promptly, regardless of their device or location. The feature is designed for flexibility, allowing users to select their preferred communication channels and tailor the alert settings based on urgency and context, thereby enhancing the responsiveness of the recruitment process.

Acceptance Criteria

Channel Selection Process

Given a recruiter is configuring alert settings, when selecting notification channels, then the system must allow the selection of one or multiple channels (email, SMS, in-app) with clear indication of the active choices.

Real-Time Notification Delivery

Given a candidate meets the set pre-defined criteria, when the alert is triggered, then notifications must be sent immediately via all selected channels with a maximum delay of 30 seconds.

Customized Alert Configuration

Given a recruiter customizes alert thresholds and urgency levels, when alerts are triggered, then notifications should display information and urgency according to the personalized settings per delivery channel.

Fallback Notification Mechanism

Given a failure in the primary notification channel during alert delivery, when an alert is generated, then the system should automatically switch to an alternate channel ensuring the recruiter still receives the alert.

Notification Audit Trail

Given notifications are delivered, when an alert is sent, then each delivery must be logged in an audit trail including timestamp, selected channel, and delivery status for compliance and troubleshooting.

Candidate Dashboard

Access a centralized, intuitive dashboard that consolidates all resume ranking results and analytics. This feature offers side-by-side comparisons, historical trends, and actionable insights, ensuring a streamlined and informed hiring decision.

Requirements

Real-Time Analytics Refresh

"As a recruiter, I want the dashboard to update candidate analytics in real time so that I can make quick, informed hiring decisions without delays."

Description

Implement a feature that continuously updates the candidate analytics on the dashboard in real time, eliminating delays and providing recruiters with the most current data on candidate rankings, application activity, and performance metrics. This capability will enhance decision-making by ensuring that the data is always fresh, allowing hiring managers to respond promptly to new insights.

Acceptance Criteria

Real-Time Data Update

Given that candidate analytics data is updated, When the system receives the new data, Then the candidate dashboard refreshes with updated information within 2 seconds.

Seamless Continuous Analytics Refresh

Given multiple simultaneous data updates, When changes are processed, Then the candidate dashboard automatically reflects all new analytics without requiring a manual refresh.

Immediate Data Freshness

Given that new application activity data is received, When an update occurs, Then the dashboard displays the latest candidate rankings and performance metrics instantly.

Accurate and Consistent Performance Metrics

Given updates in candidate ranking or activity, When recalculations are performed, Then the dashboard provides consistent and error-free historical trends and comparative insights.

Performance Under Load Analytics

Given high traffic scenarios with multiple data streams, When the system processes concurrent updates, Then the dashboard refreshes in real time, maintaining performance benchmarks and data accuracy.

Side-by-Side Candidate Comparison

"As a recruiter, I want to compare candidates side-by-side on the dashboard so that I can quickly assess and choose the best candidate for the role."

Description

Develop a comparison module that leverages the dashboard to display candidate information in a side-by-side layout, enabling users to evaluate key metrics, qualifications, and application details simultaneously. This will simplify the selection process by providing a clear visual comparison of multiple candidates, aiding in efficient and objective decision-making.

Acceptance Criteria

Basic Comparison Display

Given the candidate list is populated, when a user selects two or more candidates, then the dashboard displays their information in a side-by-side layout with clearly aligned columns for key metrics, qualifications, and application details.

Dynamic Column Sorting

Given the side-by-side comparison view, when the user clicks on a specific column header, then the candidate entries are automatically sorted in ascending or descending order based on that metric.

Responsive Comparison Layout

Given the candidate comparison page is accessed on any device, when the page is loaded, then the layout should automatically adjust to ensure all candidate data is visible without horizontal scrolling.

Real-Time Data Synchronization

Given the candidate dashboard, when there is an update in candidate data, then the side-by-side view must reflect the updated data within 2 seconds of the change.

Exporting Comparison Report

Given the candidate comparison module, when the user triggers the export action, then the system generates a downloadable report summarizing the side-by-side comparison metrics in a structured format.

Historical Trends Visualization

"As a hiring manager, I want to see historical trends on candidate performance so that I can adjust my recruitment strategy based on past outcomes and improve future hiring decisions."

Description

Integrate a component into the dashboard that presents historical data trends related to candidate performance and recruitment analytics over time. This feature will provide visual representations such as graphs and charts, assisting users in evaluating the effectiveness of past hiring strategies and predicting future recruiting needs based on historical patterns.

Acceptance Criteria

Graph Data Accuracy Verification

Given a specific date range is selected, when the historical trends component loads, then the graphs and charts must accurately display candidate performance data corresponding to the selected period.

Interactive Data Filtering

Given the dashboard displays historical data, when a user applies filters such as date range and candidate status, then the visualization must update to reflect filtered trends within 2 seconds.

Responsive Visualization Performance

Given a variety of supported devices (desktop, tablet, mobile), when the historical trends component is accessed, then the graphs and charts must render correctly and maintain full functionality across all platforms.

Customizable Dashboard Widgets

"As a user, I want to customize the dashboard widgets so that I can display the metrics most relevant to my hiring process and streamline my workflow."

Description

Create a flexible dashboard interface that allows users to add, remove, and rearrange widgets according to their preference. This customization will enable recruiters to tailor the view to display vital statistics and candidate data that align with their individual hiring processes, enhancing the user experience and efficiency of the system.

Acceptance Criteria

Widget Addition

Given a user opens the customizable dashboard, when they click on 'Add Widget', then the new widget should appear on the dashboard with default settings.

Widget Removal

Given a user sees the dashboard with visible widgets, when they select the remove option for a widget, then that widget should be deleted and the dashboard layout should adjust automatically.

Widget Rearrangement

Given a user initiates a drag-and-drop action on a widget, when the widget is dropped into a new position, then the dashboard should update the widget order and persist the new arrangement across sessions.

Candidate Detail Drilldown

"As a recruiter, I want to click on a candidate entry to view detailed profiles so that I can evaluate all the necessary information before making a hiring decision."

Description

Implement a drilldown functionality that allows users to click on any candidate entry in the dashboard to access an expanded view containing detailed information such as resume content, ranking score breakdown, and additional notes. This in-depth view will support recruiters in making more informed decisions by providing all necessary context in a single location.

Acceptance Criteria

Drilldown Navigation

Given a candidate entry is displayed on the dashboard, when the user clicks the entry, then the system must navigate to the candidate's detail drilldown view with all relevant information loaded.

Complete Data Display

Given a candidate detail drilldown is accessed, when the view loads, then it must display resume content, ranking score breakdown, and additional notes in a clear and sectioned layout.

Responsive Performance

Given a candidate entry is clicked, when loading the drilldown view, then the detailed information must load within 2 seconds to ensure a smooth user experience.

Data Consistency Check

Given the candidate details are retrieved from the database, when they are displayed in the drilldown view, then all information must be accurate and consistent with the data stored in the system.

Error Handling

Given a failure in retrieving candidate details, when the drilldown view is attempted to be loaded, then an appropriate error message must be displayed and the user prompted to retry or contact support.

Swift Signature

Streamline the onboarding process with a built-in e-signature tool that allows candidates to sign offers and documents instantly. Swift Signature accelerates job commencements by reducing wait times, ensuring legal compliance, and enhancing the overall digital onboarding experience.

Requirements

E-Signature Integration

"As a candidate, I want to quickly and securely sign onboarding documents online so that I can expedite my hiring process without the delays of physical paperwork."

Description

A secure and integrated e-signature functionality that enables candidates to digitally sign job offers and related documents within the HireSync platform. This feature enhances legal compliance by adhering to e-signature regulations and streamlines the onboarding process by replacing the need for physical paperwork. It includes high-level encryption and secure document storage to ensure the privacy and integrity of signed documents.

Acceptance Criteria

Candidate Document E-Signature Flow

Given a candidate receives a digital job offer, when they open the e-signature document, then they must be able to apply their signature securely and receive immediate visual confirmation.

High-Level Encryption and Secure Storage

Given a candidate completes a digital signature, when the signature is captured, then the system must encrypt the document with high-level encryption and store it securely with audit logs.

Legal Compliance Verification

Given a candidate signs a document, when the e-signature is processed, then the system must validate the signature against current e-signature regulations and generate a compliance report.

Real-Time User Interface Feedback

Given a candidate submits an e-signed document, when the submission is successful, then the system must display a confirmation message and send an email confirmation to the candidate.

Document Automation

"As a recruiter, I want the system to automatically generate accurate and personalized offer documents so that I can save time and reduce errors in the hiring process."

Description

An automated system for generating and distributing personalized job offers and employment documents. Using pre-defined templates that automatically populate candidate and offer details, this feature aims to reduce manual errors and administrative workload, while ensuring documents are created swiftly and accurately. The system should support multi-format file exports and integrate seamlessly with the e-signature functionality.

Acceptance Criteria

Personalized Job Offer Document Generation

Given a candidate's detailed information and a selected job offer template, when the Document Automation system generates the offer, then the output must include all personalized candidate details and job-specific information with a generation time under 2 seconds.

Multi-format File Export

Given a finalized document, when the user selects an export option, then the system must export the document in PDF, DOCX, and HTML formats ensuring all formatting is preserved and accurate.

Seamless E-signature Integration

Given a generated document ready for signing, when the document is forwarded to the Swift Signature e-signature tool, then it must integrate without errors, ensuring that all dynamic fields and legal annotations are maintained throughout the signing process.

Compliance Verification

"As a compliance officer, I want the system to verify that all electronic signatures meet current legal standards so that our hiring processes are compliant and audit-ready."

Description

A module to automatically verify that all digitally signed documents comply with industry regulations and legal standards. This feature will implement audit trails, verify document integrity post-signature, and ensure that e-signature practices meet updated legal requirements. The objective is to mitigate legal risks and streamline compliance reporting through automated processes.

Acceptance Criteria

E-signature compliance audit scenario

Given a document has been digitally signed through Swift Signature, When the Compliance Verification module runs, Then the system shall verify that the document meets current industry regulatory standards.

Document integrity verification scenario

Given a signed document is stored within the system, When the compliance process is initiated, Then the module shall validate that the document integrity has not been altered post-signature using cryptographic methods.

Audit trail recording scenario

Given a document signing process, When the signature is executed, Then the system shall generate an audit trail that logs all activities, including timestamp, user, and document status for later compliance reporting.

Real-time compliance alert scenario

Given a submitted document does not meet legal or regulatory requirements, When the Compliance Verification module identifies a discrepancy, Then a real-time alert shall be sent to the legal and compliance team.

AutoForm Filler

Eliminate manual data entry by automatically extracting candidate information to pre-populate onboarding documents. AutoForm Filler reduces errors, speeds up processing times, and offers a seamless transition from candidate acceptance to official hire.

Requirements

AutoFill Data Extraction

"As a small business owner, I want candidate information to be automatically extracted so that I can reduce manual data entry and minimize errors during the hiring process."

Description

Implement an AI-based parsing module to extract key candidate data from resumes and automatically pre-populate hiring forms. This module will integrate with HireSync's AI-driven applicant tracking system to minimize manual data entry and errors, thereby speeding up the hiring process and allowing business owners to focus on strategic growth initiatives.

Acceptance Criteria

Resume Upload and Parsing

Given a candidate uploads a resume in a supported format (PDF, DOCX), when the parsing module processes the file, then it accurately extracts candidate name, contact information, education, and work experience details with at least 95% accuracy.

Auto-Populate Hiring Forms

Given the resume data is successfully extracted, when a new hiring form is initiated, then the system should pre-populate form fields using the parsed candidate information within 2 seconds.

Handling Parsing Errors

Given the uploaded resume contains formatting anomalies or errors, when the parsing module fails to extract data correctly, then it should notify the user with a clear error message and flag fields that require manual input.

Data Mapping Validation

Given the extracted data is available, when the data is mapped to the hiring form fields, then every data point must correctly align with its corresponding field with zero mismatches as confirmed by automated tests.

Integration with ATS Module

Given the parsing module is integrated with HireSync's AI-driven applicant tracking system, when candidate data is processed, then the system should update the candidate profile in real-time, ensuring consistency across all integrated modules.

Onboarding Document Pre-Population

"As a hiring manager, I want onboarding documents to be pre-populated automatically so that the hiring process is expedited and data accuracy is maintained."

Description

Develop a feature that automatically fills in onboarding documents using the extracted candidate data. This capability will provide a seamless transition from candidate acceptance to official hire, reducing processing times and the risk of manual entry errors while ensuring consistent data across all hiring documents.

Acceptance Criteria

Pre-Population on Candidate Acceptance

Given a candidate has accepted an offer, when their resume is processed, then the corresponding onboarding documents are automatically populated with their extracted information.

Data Accuracy Verification

Given the candidate data is extracted from the resume, when the document is auto-filled, then the fields should exactly match the original candidate information in the database.

Error Handling in Data Extraction

Given incomplete candidate data, when trying to auto-fill an onboarding document, then the system should notify the admin with an error message and provide options for manual correction.

Consistent Field Mapping

Given standardized resume formats, when processing candidate data, then the system should map each data field to its correct corresponding field in the onboarding document.

Performance Validation

Given a high volume of resume submissions, when multiple candidates are processed, then the onboarding documents pre-population should complete within an acceptable response time limit, such as within 3 seconds per candidate.

Data Validation and Correction

"As an HR coordinator, I want the system to validate and allow corrections of auto-populated data so that I can ensure the accuracy and integrity of candidate information during onboarding."

Description

Implement robust data validation mechanisms to verify the accuracy of the auto-filled data and provide an interface for manual corrections. This process ensures data integrity by flagging inconsistencies and allowing human oversight, reducing the chances of incorrect hiring documentation and integration issues.

Acceptance Criteria

Resume Extraction Accuracy

Given a resume is processed by AutoForm Filler, when candidate data is auto-extracted, then the system must validate field formats, ensuring accurate detection of errors with a flag for manual review.

Error Flagging During Onboarding

Given that onboarding documents are pre-filled, when inconsistencies or missing information are detected, then the system should display error indicators and provide a clear interface for human correction.

Data Integrity Confirmation

Given manually corrected data is submitted, when the system performs a final validation, then all corrections must meet defined data validation rules before the document is marked as complete.

Manual Correction Workflow

Given an error has been flagged in the auto-filled data, when a user initiates manual correction, then the system must log the changes and re-validate the updated fields in real time.

Integration with Downstream Systems

Given that validated data is ready for integration, when the system pushes the data to downstream HR and payroll systems, then error handling mechanisms should ensure seamless data transfer and alert any integration failures.

Onboard Workflow

Automate the entire onboarding journey with customizable workflows that trigger notifications, document verification, and task assignments. Onboard Workflow ensures consistency in the process, reduces administrative burden, and delivers a smooth, structured candidate experience.

Requirements

Automated Notification Trigger

"As a hiring manager, I want automated notifications for each onboarding step so that I can quickly address pending tasks and efficiently monitor candidate progress."

Description

The feature automatically triggers onboarding notifications at key milestones, ensuring that candidates and hiring managers are kept informed with timely updates. It leverages multi-channel alerts via email, SMS, and in-app notifications to systematically notify users about required actions and progress, optimizing candidate engagement and workflow efficiency.

Acceptance Criteria

Milestone Notification

Given the candidate reaches a key onboarding milestone, when the milestone is achieved, then the system must automatically trigger notifications via email, SMS, and in-app, including details of the milestone and required next steps.

Notification Content Verification

Given a notification is triggered, when it is generated, then its content must accurately include the candidate's name, milestone details, and action items, ensuring clarity and accuracy.

Multi-Channel Alert Delivery

Given the automated notification trigger is activated, when notifications are dispatched, then they must be sent to all configured channels (email, SMS, in-app) and record delivery statuses for each channel.

Delayed Notification Handling

Given network or system issues cause a notification failure, when a notification fails to send, then the system must queue and retry sending the notification until delivery confirmation is received.

User Preference Filtering

Given a user has specified their notification channel preferences, when a notification is triggered, then the system should respect these preferences and ensure notifications are sent only via the approved channels.

Document Verification Integration

"As an HR administrator, I want automated document verification integrated into the onboarding process so that I can ensure candidate credentials are accurate and compliant with our standards."

Description

This requirement integrates a robust document verification system into the onboarding workflow that automatically scans, verifies, and archives candidate documentation. It minimizes manual intervention and ensures compliance with hiring policies, interfacing seamlessly with third-party verification tools and internal databases to validate documents accurately.

Acceptance Criteria

Candidate Document Upload Verification

Given a candidate uploads official documents in supported formats, when the document is submitted, then the system automatically scans, verifies using third-party tools, and triggers notifications upon completion.

Document Compliance Check

Given a candidate’s document is scanned, when the document data is compared with internal compliance requirements and verification database, then the system automatically flags non-compliant documents for manual review.

Real-time Verification Notification

Given a document verification process completes, when the verification result is obtained, then the system instantly sends notifications to both the candidate and the onboarding team via email and in-app messaging.

Automated Document Archival

Given a candidate’s document passes verification, when verification is successful, then the system automatically archives the document in an internal secure database and logs the transaction for auditing purposes.

Error Handling for Invalid Documents

Given a document fails verification due to format or content issues, when an error is detected, then the system provides a clear error message and prompts the user to resubmit the correct document.

Customizable Workflow Builder

"As a recruiter, I want to customize onboarding workflows so that I can tailor the process to specific job roles and candidate requirements for a more personalized and effective candidate journey."

Description

This feature provides HR teams with an intuitive drag-and-drop interface to design and modify onboarding workflows. It supports customizable stages, conditional logic, and dynamic task assignments, enabling tailored workflow construction that enhances the candidate experience while improving administrative efficiency across varied hiring scenarios.

Acceptance Criteria

Drag-and-Drop Interface

Given an empty workflow canvas, when a user drags and drops a workflow element, then the element is added at the intended location without errors.

Customizable Stages

Given a workflow with default stages, when a user modifies the stage titles or order, then the workflow updates immediately reflecting all changes correctly.

Conditional Logic Configuration

Given a workflow element that supports conditional logic, when a user defines and applies conditional rules, then the system evaluates and triggers subsequent workflow actions accurately.

Dynamic Task Assignment

Given a candidate's progress through the onboarding process, when the defined conditions are met, then dynamic task assignments are automatically generated and allocated to the appropriate HR personnel.

Workflow Error Handling

Given an invalid or incomplete workflow configuration, when a user attempts to save the workflow, then the system displays an error message and prevents the saving process until the issues are resolved.

Digital Hub

Offer candidates a centralized, user-friendly portal where they can access, review, and complete all onboarding documentation. Digital Hub enhances transparency, allows real-time progress tracking, and provides a one-stop solution for all onboarding activities.

Requirements

Digital Onboarding Portal Access

"As a candidate, I want to access a single, secure digital hub so that I can find all my onboarding documents in one place without any hassle."

Description

Enable a centralized digital hub where candidates can securely log in to access all onboarding documentation. This portal should consolidate all necessary forms, guidelines, and resources in one interface, reducing the administrative burden on both candidates and HR administrators and aligning with HireSync's goal to streamline the hiring process.

Acceptance Criteria

Candidate Portal Login

Given a candidate with valid credentials, when logging in, then the candidate successfully accesses the dashboard securely.

Document Consolidation Access

Given a candidate logs into the Digital Hub, when viewing the onboarding section, then all necessary forms, guidelines, and resources are available in one place.

Real-Time Progress Tracking

Given a candidate interacting with onboarding tasks, when updates occur, then the system shows real-time progress indicators for document completion.

Encrypted Data Security

Given the system handles candidate data, when transmitting or storing information, then all data must be encrypted using industry-standard protocols.

User-Friendly Interface Navigation

Given a candidate accesses the portal, when navigating through different sections, then the interface is intuitive and consistent with best UX practices.

Integrated Document Review & Completion

"As a candidate, I want to review and complete my onboarding documents directly in the portal so that the entire process is streamlined and efficient."

Description

Implement an integrated system within the digital hub that allows candidates to review, complete, and digitally sign onboarding documents. This functionality enhances transparency and ensures that all necessary documentation is processed efficiently, minimizing errors and delays. The feature should provide an intuitive interface and support a variety of document formats, integrating seamlessly with backend systems.

Acceptance Criteria

Document Upload and Format Compatibility

Given a candidate logs into the Digital Hub, when they access the Integrated Document Review & Completion feature, then they must be able to view documents in multiple formats (PDF, DOCX) without formatting errors.

Digital Signature Functionality

Given a candidate completes the document review, when they initiate the digital signature process, then the system must capture and store their legally binding electronic signature with a timestamp.

Real-Time Progress Tracking

Given that the candidate is in the process of reviewing or completing documents, when they perform an action, then their progress is immediately reflected on the Digital Hub dashboard with accurate status indicators.

Error Handling and User Feedback

Given a candidate encounters a system error during document completion, when the error occurs, then the system must display a clear error message and offer guidance for resolution, while preserving unsaved data.

Seamless Backend Integration

Given that a document has been successfully completed and signed, when the process is finalized, then the system should automatically update the backend with the new document status and maintain an audit trail.

Real-time Progress Tracker

"As a candidate, I want to see a real-time progress tracker so that I know which steps I have completed and what remains to be done."

Description

Develop a real-time progress tracking module within the digital hub that visually displays the status of each onboarding step. This tracker should update dynamically as candidates complete tasks, providing clarity and transparency about which documents or actions are pending. It is essential for reducing confusion and ensuring timely completion of all onboarding requirements.

Acceptance Criteria

Candidate Progress Overview

Given a candidate has logged into the Digital Hub, when they access the Real-time Progress Tracker, then they should see a visual representation of all onboarding steps with current completion statuses clearly indicated.

Dynamic Status Update

Given a candidate completes an onboarding task, when the task status is updated, then the tracker should reflect this change in real time without requiring a page refresh.

Error Handling and Data Accuracy

Given a data synchronization error or network disruption occurs, when retrieving progress data, then the system should display an appropriate error message and attempt an automatic data re-fetch once connectivity is restored.

Automated Reminders & Notifications

"As a candidate, I want to receive automated reminders for pending onboarding tasks so that I can complete them promptly and avoid delays."

Description

Introduce an automated notification system within the digital hub that sends reminders and alerts to candidates about pending documentation tasks. This feature will include email and in-app notifications that prompt candidates to complete outstanding items in a timely manner, thus preventing delays in the onboarding process and ensuring a smooth transition into the organization.

Acceptance Criteria

Email Reminder Trigger

Given a candidate with pending documentation tasks, when the reminder schedule is reached, then an email notification is sent to the candidate.

In-App Notification Delivery

Given a candidate logged into the digital hub, when there are pending tasks, then an in-app notification is displayed on their dashboard.

Notification Preference Compliance

Given a candidate with saved notification preferences, when notifications are triggered, then only the selected notification methods (email or in-app) are utilized.

Late Task Escalation Notification

Given a candidate who has not completed a task by the deadline, when the system identifies overdue tasks, then an escalation notification is sent to both the candidate and the hiring manager.

Compliance Assurance

Integrated compliance checks ensure that every document meets regulatory and company standards. Compliance Assurance reduces legal risks, automates verification processes, and guarantees that the onboarding process adheres to essential industry and legal requirements.

Requirements

Automated Regulatory Document Validation

"As a hiring manager, I want documents to be automatically validated for compliance so that I can ensure legal standards are met without manual review."

Description

The system should automatically parse and validate every document against current industry regulations and company standards. It will ensure documentation meets legal compliance, flagging any discrepancies or omissions. This functionality includes integration with up-to-date regulatory databases, automated alerts for non-compliance, and maintain logs for audit purposes.

Acceptance Criteria

Automated Document Parsing Validation

Given a document is uploaded, when it is parsed, then the system validates it against the latest industry regulations and company standards, flagging any discrepancies immediately.

Automated Alert Trigger

Given a document fails compliance validation, when a discrepancy is detected, then the system must trigger automated alerts to designated compliance officers and record the error details.

Audit Log Maintenance

Given each document validation process, when the system finishes processing, then an audit log entry containing the timestamp, document details, and the validation outcome is recorded and easily retrievable.

Regulatory Database Integration

Given the presence of dynamic regulatory standards, when the system accesses the regulatory database, then it must use the most current version of compliance rules to validate documents and update automatically within 24 hours of changes.

User Interface Compliance Display

Given a document has been processed, when a user views the document summary, then the interface should clearly display the compliance status along with specific details of any identified discrepancies.

Real-Time Compliance Dashboard

"As a business owner, I want a dashboard to view real-time compliance alerts so that I can quickly address potential legal risks."

Description

A dashboard that provides real-time insights into the compliance status of onboarding documents. The feature will auto-update as new documents are processed and validated, highlighting any issues requiring attention. It streamlines oversight, enables proactive problem resolution, and integrates seamlessly into the existing HireSync interface.

Acceptance Criteria

Document Auto-Update

Given a new onboarding document is submitted, When it is processed by the compliance system, Then the dashboard must update within 2 seconds with the latest compliance status.

Issue Highlighting

Given a document with a non-compliant condition is processed, When the dashboard updates, Then the system must highlight the issue and display error details clearly.

Regulatory Compliance Notification

Given an onboarding document is flagged for regulatory non-compliance, When the dashboard updates, Then a notification must be sent to the compliance officer immediately with actionable recommendations.

Seamless Interface Integration

Given the existing HireSync interface is in use, When the compliance dashboard is accessed, Then it should integrate seamlessly and match the overall design and navigation patterns of HireSync.

Performance Under Load

Given high document submission rates, When multiple documents are processed simultaneously, Then the dashboard must maintain response times under 3 seconds for all updates.

Automated Audit Trail Generation

"As a compliance officer, I want an automated audit trail so that I can verify past checks and provide documentation during audits."

Description

The system should generate and maintain an audit trail for every compliance check performed. This record will include document metadata, timestamps, and validation results to facilitate internal audits and regulatory reviews. The capability ensures transparency, accountability, and readiness for legal inquiries.

Acceptance Criteria

Real-Time Audit Logging

Given a completed compliance check, when the check is performed, then the system must record an audit log entry including document metadata, timestamp, and validation result.

Data Integrity Verification

Given an audit log entry, when accessed during an internal audit, then the record should display all required data fields accurately and be immutable.

Regulatory Review Readiness

Given a scheduled regulatory inspection, when compliance audit logs are requested, then the system must provide retrievable and complete audit trails within 60 seconds.

User Authentication Audit

Given a compliance officer accessing audit logs, when a user logs in and requests audit records, then appropriate authentication and authorization must be enforced before access is granted.

Historical Data Retrieval

Given a request for historical audit logs, when an audit trail query is performed, then results spanning up to 2 years must be returned with correct metadata and in chronological order.

Smart Inquirer

Leverage advanced natural language processing to instantly understand and respond to candidate inquiries, providing precise and helpful answers. This feature reduces reliance on manual HR support by automating responses to common questions, thus saving time and cutting operational costs.

Requirements

NLP Query Analysis

"As a candidate, I want my questions to be thoroughly understood so that I receive precise and relevant answers without delays."

Description

This requirement entails integrating advanced natural language processing capabilities to deeply analyze candidate inquiries, determining the intent, context, and sentiment behind each question. By accurately understanding the nuances of candidate queries, the system can consistently deliver precise, context-aware responses that align with HireSync’s goal of streamlining the hiring process and reducing manual intervention.

Acceptance Criteria

Intent Detection

Given a candidate inquiry, when processed by the system then it correctly identifies the primary intent behind the question with at least 95% accuracy.

Context Extraction

Given a multi-sentence candidate query, when analyzed by the NLP engine then the system extracts and consolidates the relevant context from the inquiry accurately.

Sentiment Analysis

Given a candidate inquiry, when evaluated by the system then it accurately determines the sentiment (positive, neutral, or negative) with a minimum confidence of 90%.

Instant Response Generation

"As a small business owner, I want candidate inquiries to receive immediate and accurate responses so that I can significantly cut down on manual HR support and speed up the hiring process."

Description

This requirement focuses on automating the creation of responses based on the analyzed candidate inquiries. It leverages a combination of template-driven text and dynamic data retrieval to ensure that responses are both immediate and accurate. Integrated seamlessly within the Smart Inquirer feature, this functionality is designed to reduce HR workload and accelerate candidate engagement.

Acceptance Criteria

Automated Response Integration

Given a candidate inquiry is received through the system, when it is processed by Smart Inquirer, then the system must automatically generate a tailored response using a combination of pre-defined templates and dynamic data retrieval.

Dynamic Data Retrieval Accuracy

Given an inquiry referencing specific candidate information, when the inquiry is processed, then the dynamic data must be accurately retrieved and integrated with the template response with at least 99% accuracy.

Response Time Under Load

Given a high volume of candidate inquiries, when the system processes simultaneous inquiries, then each automated response must be generated within 2 seconds.

Fallback Handling for Unrecognized Inquiries

Given an inquiry that does not conform to recognizable patterns or template criteria, when processed by the system, then a default response is triggered and the inquiry is flagged for manual review.

Template and Data Consistency Verification

Given the integration of template-driven text and dynamic data, when responses are generated, then the responses must maintain consistent formatting and accurately reflect the correct data values.

Dynamic FAQ Customization

"As an HR admin, I want to easily customize the FAQ responses so that the automated answers remain accurate and up-to-date with our company's evolving policies."

Description

This requirement allows HR administrators to update and manage the bank of frequently asked questions and their corresponding answers through an intuitive interface. The customization tool will seamlessly integrate with the Smart Inquirer, ensuring that candidate responses reflect the most current company policies and practices, thereby enhancing response accuracy and relevance.

Acceptance Criteria

FAQ UI Update

Given an HR administrator on the FAQ customization page, when they add, update, or remove an FAQ entry, then the system confirms the successful update with immediate feedback.

Real-time Smart Inquirer Integration

Given that an FAQ has been updated, when a candidate inquiry is processed, then the Smart Inquirer must use the latest FAQ data to provide accurate responses.

Accurate Candidate Response Retrieval

Given a candidate's inquiry that aligns with an FAQ topic, when the inquiry is submitted, then the system should return the correct and updated answer from the FAQ bank.

Error Handling in FAQ Customization

Given invalid input or missing required fields in the FAQ customization form, when the HR administrator attempts to submit changes, then the system should display clear error messages and block the update.

Change Audit and Tracking

Given that an HR administrator makes changes in the FAQ customization tool, when the changes are saved, then the system should record a timestamped audit log of the modifications for review purposes.

Query Routing and Escalation

"As a candidate, I want my complex or unclear queries to be seamlessly redirected to a human HR representative so that I feel confident my concerns are properly addressed."

Description

This requirement ensures that any inquiry not conclusively addressed by Smart Inquirer is automatically escalated to a human HR representative. By implementing a routing mechanism, the system directs complex or ambiguous queries to the appropriate HR personnel, ensuring that every candidate receives personalized, reliable assistance.

Acceptance Criteria

Basic Escalation Workflow

Given Smart Inquirer receives an ambiguous inquiry, when the inquiry is not fully addressed, then it must automatically route the inquiry to the default HR representative.

Notification to HR

Given a query is escalated, when the HR representative is assigned the inquiry, then an immediate notification should be sent to the HR representative via email and system alert.

Accurate Query Classification

Given an inquiry, when Smart Inquirer analyzes the query, then it should identify and classify ambiguous queries with at least 95% accuracy.

Audit Trail Tracking

Given a query escalation, when the query is routed, then the system must log the time of escalation, routing details, and HR personnel involvement.

Fallback and Manual Override

Given Smart Inquirer fails to address a query, when no criteria match is detected, then the system must provide a user interface for manual escalation by HR.

Instant Scheduler

Seamlessly integrate interview scheduling within the chatbot interface. By offering real-time booking options, candidates can effortlessly schedule interviews, while HR avoids repetitive coordination, thereby reducing administrative workload and expenses.

Requirements

Real-time Booking Integration

"As a candidate, I want to view immediate interview slot availability directly in the chat so that I can book my interview quickly without waiting for manual scheduling."

Description

Implement a chat-based scheduler integration that instantly displays real-time available interview slots to candidates using up-to-date calendar data. This feature leverages various calendar APIs to ensure accurate availability and removes manual scheduling burdens, significantly reducing coordination time and improving the candidate experience.

Acceptance Criteria

Interview Slot Display

Given a candidate engages with the chatbot, when the candidate selects the scheduling option, then a list of real-time available interview slots should be displayed using up-to-date calendar data.

Calendar API Integration

Given the system integrates with multiple calendar APIs, when the calendars update, then the available interview slots in the chatbot should automatically reflect these changes in real-time.

Real-time Data Synchronization

Given there are potential concurrent bookings, when a candidate views available interview slots, then the slots shown must be synchronized with the latest calendar data to prevent double bookings.

Error Handling Fallback

Given an API failure or data retrieval error occurs, when a candidate attempts to schedule an interview, then the system must display an appropriate error message and offer alternative scheduling options.

Instant Booking Confirmation

Given a candidate selects an available interview slot, when the booking is finalized, then the system should instantly confirm the appointment and update the corresponding calendar events.

Automated Calendar Syncing

"As an HR manager, I want my calendar to automatically update when a candidate books or reschedules an interview so that I can avoid conflicts and maintain an accurate schedule."

Description

Develop an automated syncing mechanism that continuously updates HR and candidate calendars with the latest scheduling changes. This integration ensures that any booking, rescheduling, or cancellation is instantly reflected across all related platforms, minimizing scheduling conflicts and eliminating redundant administrative tasks.

Acceptance Criteria

Calendar Syncing on Interview Booking

Given HR and candidate are logged into HireSync, When a candidate books an interview via Instant Scheduler, Then both HR and candidate calendars must immediately update with the new interview details.

Calendar Syncing on Rescheduling Process

Given a previously scheduled interview exists, When either the candidate or HR reschedules via Instant Scheduler, Then all connected calendars must be updated in real time with the new interview time and confirmation notifications sent to all parties.

Calendar Syncing on Interview Cancellation

Given an interview is scheduled on both HR and candidate calendars, When an interview is cancelled via Instant Scheduler, Then the cancellation must be automatically updated across all integrated calendars and cancellation notifications sent immediately.

Error Handling in Calendar Syncing

Given a network failure or API error occurs during scheduling operations, When a booking, reschedule, or cancellation is attempted, Then the system must log the error, automatically retry up to three times, and display a user-friendly error message if the operation fails.

Real-Time Sync Verification for Multiple Platforms

Given users have integrated calendars from various platforms (e.g., Google Calendar, Outlook), When any scheduling change occurs via Instant Scheduler, Then the update must reflect accurately across all connected platforms within a 5-second window.

Candidate Self-Service Interface

"As a candidate, I want to independently select and confirm an interview time through the chatbot so that I can control my scheduling without waiting for HR intervention."

Description

Create an intuitive, self-service scheduling interface within the chatbot that allows candidates to independently review available time slots and confirm interview appointments. This interface should be easy to navigate and designed to facilitate a seamless booking process, improving overall candidate satisfaction.

Acceptance Criteria

View Available Time Slots

Given a candidate accesses the self-service interface, when the page loads, then they see a clear list of available interview time slots.

Select and Confirm Interview Slot

Given a candidate selects a desired time slot, when they click the confirm button, then the system books the interview appointment and displays a confirmation message.

Display Scheduled Appointment Details

Given an interview appointment has been booked, when the candidate revisits the interface, then their scheduled interview details are displayed accurately.

Error Handling and Validation

Given a scheduling conflict or system error occurs, when a candidate attempts to book an interview, then an appropriate error message is displayed with instructions to resolve the issue.

Responsive Interface Design

Given a candidate uses different devices, when they access the self-service scheduling interface on mobile, tablet, or desktop, then the interface adapts seamlessly and maintains usability across all device types.

Dynamic Rescheduling Capability

"As both a candidate and an HR professional, I want the ability to reschedule interviews easily so that any changes can be handled quickly and all participants remain informed."

Description

Implement a dynamic rescheduling feature that allows both candidates and HR to swiftly modify interview appointments through the chatbot interface. The system should automatically offer alternative time slots based on availability and update all parties in real-time, ensuring a smooth transition during any schedule adjustments.

Acceptance Criteria

Candidate Reschedule Request

Given a candidate initiates a reschedule request via the chatbot, when the candidate selects a new date/time, then the system must automatically display a list of alternative time slots based on real-time availability.

HR Reschedule Adjustment

Given HR initiates a schedule change through the chatbot, when HR confirms the change, then the system must update the appointment and offer verified alternative slots to the candidate reflecting current availability.

Real-Time Notification Update

Given a rescheduling operation is completed, when the appointment details are updated, then both the candidate and HR must receive immediate notifications with the revised interview details.

Conflict-Free Scheduling

Given multiple reschedule requests, when the chatbot suggests alternative time slots, then the system must validate and ensure that no scheduling conflicts exist between the candidate’s and HR’s calendars.

Chatbot Response Time

Given a reschedule request is made via the chatbot, when the system processes the request, then it must display alternative time slot options within 2 seconds to ensure a seamless user experience.

Query Escalator

Automatically flag and transfer complex or ambiguous inquiries to a human HR representative. This ensures that no query goes unresolved while maintaining efficiency and keeping the cost down by streamlining the collaborative hand-off process.

Requirements

Automated Inquiry Analysis

"As a small business owner, I want HireSync to automatically analyze incoming queries so that I can focus on strategic growth without getting bogged down in handling ambiguous candidate inquiries."

Description

This requirement leverages natural language processing to automatically analyze incoming queries for complexity and ambiguity. By integrating with HireSync's AI engine, it identifies potential issues in queries and flags them for human review. The result is a streamlined recruitment process where straightforward inquiries are handled by the system, while complex cases are efficiently routed to ensure no critical issues are missed.

Acceptance Criteria

Automated Query Evaluation

Given an incoming query with complex or ambiguous language, when the system processes the query then it should automatically flag it for human review.

Accurate Keyword Detection

Given an incoming query containing specific critical keywords, when the system analyzes the text then it should accurately identify and flag the query for human intervention.

Handling Simple Inquiries

Given an incoming query with clear and straightforward language, when the system processes the query then it should not flag the inquiry and allow it to follow the automated standard workflow.

Real-Time Processing Efficiency

Given a high volume of incoming inquiries during peak times, when the system analyzes each query then it should perform the analysis within the benchmark of 2 seconds per inquiry.

Seamless Query Escalation Flow

"As a hiring manager, I want flagged inquiries to be escalated seamlessly with all necessary context so that I can quickly address and resolve complex candidate issues."

Description

This requirement establishes a structured workflow to automatically escalate flagged queries to the appropriate HR representative. It ensures that once a query is identified as complex or ambiguous, it is transferred along with all relevant data and contextual information. This streamlined escalation not only improves efficiency but also maintains a smooth hand-off process, minimizing delays and reducing the risk of unresolved inquiries.

Acceptance Criteria

Automatic Query Flagging

Given a new query is submitted, when the query meets predefined complexity or ambiguity rules, then the system should automatically flag it for escalation.

Information Transfer Accuracy

Given a flagged query is ready for escalation, when the query is escalated, then all relevant details including applicant information and query context must be transferred to the HR representative.

Timely Escalation Notification

Given that a query is flagged for escalation, when it is transferred to HR, then the system must notify the HR representative within 1 minute.

Error Handling in Escalation

Given that there is a failure during query escalation, when an error occurs, then the system must log the error and alert the IT support team.

Post-Escalation Acknowledgment

Given a query has been escalated, when the HR representative acknowledges the query, then the system must update the query status to 'Acknowledged'.

Integrated HR Dashboard for Escalated Queries

"As an HR representative, I want a centralized dashboard that presents all escalated inquiries with relevant details so that I can efficiently review and address complex candidate concerns."

Description

This requirement calls for the development of an integrated dashboard that consolidates all escalated queries and provides detailed information such as query context, history, and urgency. The dashboard is designed to be intuitive and user-friendly for HR representatives, enabling them to quickly review, prioritize, and take corrective action on complicated cases. This integration is critical in ensuring that all escalated issues are managed effectively, enhancing communication and decision-making within the hiring process.

Acceptance Criteria

Dashboard Display on Query Escalation

Given an escalated query is generated by Query Escalator, when the HR representative logs into the integrated dashboard, then the dashboard displays the query with its context, history, and urgency information clearly.

Query Details and History Visibility

Given an escalated query appears on the dashboard, when the HR representative selects the query, then the full details of the query including complete history and context are displayed accurately.

Responsive Filtering and Prioritization

Given multiple escalated queries exist on the dashboard, when the HR representative applies filtering or sorting by urgency, date, or other relevant parameters, then the dashboard updates dynamically to show the filtered and prioritized queries.

Multilingual Chat

Provide support in multiple languages to engage a diverse candidate pool. By offering accurate, localized responses, this feature enhances accessibility and candidate experience, ultimately ensuring broader outreach and cost-effective communication.

Requirements

Automated Language Detection

"As a candidate, I want the chat system to automatically detect my language so that I can communicate effortlessly in a language I understand."

Description

Automatically detect the language of incoming chat messages to ensure that the conversation is conducted in the language most comfortable for the candidate. This feature reduces friction during interactions by eliminating the need for manual language selection and speeds up the initiation of a localized conversation.

Acceptance Criteria

Automatic Language Detection at Chat Initiation

Given an incoming chat message, when the system processes the message, then the automated language detection should correctly identify the language with at least 95% accuracy.

Default Language Fallback Mechanism

Given an ambiguous or unrecognized language message, when the language cannot be determined confidently, then the system should default to the primary language or prompt the candidate for manual selection.

Efficiency and Performance under High Volume

Given a high volume of concurrent chat messages, when language detection is executed, then the system should process each message within 500ms and maintain accuracy standards.

Real-Time Language Adjustment during Conversation

Given a candidate switches languages mid-conversation, when the new language is detected, then the system should seamlessly switch the interface language and deliver localized responses in near real-time.

Localized Response Engine

"As a candidate, I want to receive responses in my native language so that I can understand the information clearly and interact effectively."

Description

Integrate a response engine that translates chat responses accurately into multiple languages, ensuring that the localized content maintains clarity and cultural relevance. This engine will enhance user engagement and streamline communication with candidates from diverse linguistic backgrounds.

Acceptance Criteria

Basic Translation Accuracy

Given a chat response in English, when the user selects a supported language, then the translated response must achieve at least 95% accuracy based on benchmark language pairs.

Cultural Context Adaptation

Given the source content containing cultural nuances, when the system translates the text, then the response must preserve the original tone and context-specific idioms relevant to the target language.

Real-Time Response Performance

Given a candidate's live chat message, when the engine performs translation, then the translated response should be delivered within 2 seconds to ensure real-time communication.

Translation Error Handling

Given an instance where the translation process encounters an error, when such a failure occurs, then the system must provide a default language response along with a notification of the issue.

Seamless Chat Integration

Given the localized responses are integrated into the chat interface, when displayed, then the layout must render correctly across all supported languages without truncation or display issues.

Multilingual Chat Interface

"As a candidate, I want a chat interface that presents messages in my chosen language so that I can engage with the system more intuitively."

Description

Develop an interface that supports multiple languages in the chat display, including text, buttons, and notifications. The interface will be designed to switch seamlessly between languages based on either automatic detection or user preference, enhancing overall usability for a diverse user base.

Acceptance Criteria

User Switches Language on Chat Interface

Given a user is using the chat interface, when the user manually selects a different language from the options, then the interface should immediately update all text, buttons, and notifications to the selected language.

Automatic Language Detection for Chat Interface

Given a user initiates a chat session, when the system detects the user's browser or device language, then the interface should automatically display all text, buttons, and notifications in that language.

Consistency of Localization Across Interface Elements

Given all interface elements including text, buttons, and notifications, when the language is applied either manually or automatically, then every element must consistently display in the chosen language without any untranslated segments.

Fallback and Support Escalation Mechanism

"As a candidate, I want the system to offer a fallback or alternative support option if translations fail, so that I always receive clear and accurate assistance."

Description

Implement a fallback mechanism that defaults to a primary language or escalates to human support when translation services fail or produce ambiguous results. This ensures continuity of communication and maintains the quality of support, minimizing misinterpretation risks.

Acceptance Criteria

Primary Language Fallback Mechanism

Given a candidate interacting in a language with ambiguous translation results, when the system detects a translation failure, then the system should automatically default to the primary language and notify the candidate of the fallback action.

Human Support Escalation Trigger

Given a persistent ambiguous result from the translation service after two consecutive attempts, when the system fails to resolve the ambiguity, then the system should escalate the conversation to human support with a detailed log of the translation failure.

Seamless Communication Continuity

Given a language translation failure scenario, when the fallback mechanism is activated, then the system must ensure that the conversation thread remains uninterrupted and context is preserved across the language switch.

Accurate Fallback Notification

Given the activation of fallback to primary language or escalation to human support, when the communication is restored, then the system shall display an appropriate notification message to the user explaining the action taken and any changes in the language used.

Fallback Mechanism Logging and Audit

Given the activation of either fallback or escalation, when the event is triggered, then the system should log the incident with relevant metadata (e.g., candidate id, timestamp, error details) that can be reviewed by administrators.

User Language Preference Settings

"As a candidate, I want to be able to set my preferred language so that my interactions with the chat system align with my communication preferences."

Description

Enable users to manually set or change their preferred language within their profile settings. This feature gives candidates control over their experience by allowing them to override automatic language detection when necessary, ensuring personalization and improved user satisfaction.

Acceptance Criteria

Initial Language Preference Selection

Given a candidate logs into their profile settings, when they navigate to the language preference section, then a list of available languages should be displayed with a default selected based on browser detection.

Manual Language Change

Given a candidate selects a different language from the available list, when they save their settings, then the system should update and persist the new language preference across all sessions.

Error Handling for Language Update

Given a candidate enters or selects an unsupported language, when they attempt to save their preference, then the system should display a clear error message and prevent the update.

Responsive UI for Language Settings

Given a candidate accesses the profile settings on various devices, when the language preference component is rendered, then it should be fully responsive and maintain usability on desktops and mobile devices.

User Confirmation of Language Change

Given a candidate successfully updates their language preference, when the changes are saved, then the system should display a confirmation message indicating that the update was successful.

Biometric Sync

Enhance security with biometric authentication that leverages facial recognition and fingerprint scanning. Biometric Sync delivers a seamless login experience, ensuring that only the authorized user gains access while maintaining ease of use and high-level security.

Requirements

Facial Recognition Enrollment

"As a small business owner, I want to enroll my facial biometric data quickly so that I can use secure and efficient authentication for accessing the system."

Description

The system shall allow users to enroll their facial biometric data by capturing multiple facial images in different lighting conditions. This process ensures accurate and robust facial template generation for secure authentication. The enrollment process integrates with existing user profile management, offering seamless synchronization with HireSync's AI-driven hiring platform.

Acceptance Criteria

Successful Multi-Lighting Enrollment

Given the user has navigated to the facial enrollment page, when they capture a set of facial images under varying lighting conditions, then the system shall verify the image quality and generate a robust facial template suitable for authentication.

User Profile Synchronization

Given the user completes their facial enrollment process, when the system finalizes the template creation, then the system shall automatically synchronize the facial biometric data with the user's HireSync profile for seamless integration.

Enrollment Failure Handling

Given the user captures images that are either low-quality or inadequate, when the system detects failure in generating a valid template, then the system shall prompt the user to recapture images and provide guidance on optimal image conditions.

Security and Authorization

Given a valid user account, when the facial enrollment process is completed, then the system shall ensure that the facial biometric data is encrypted and stored securely, accessible only to authorized processes.

Fingerprint Enrollment

"As an entrepreneur, I want to register my fingerprint data so that I have an extra layer of secure access to my hiring system."

Description

The feature shall enable users to register their fingerprint data as an additional authentication method. The process captures multiple fingerprint scans from different angles to build a reliable biometric template, ensuring accurate and secure identification. It seamlessly integrates with HireSync by updating user credentials and consolidating biometric profiles.

Acceptance Criteria

Fingerprint Enrollment Initiation

Given a user has navigated to the Fingerprint Enrollment screen, when they initiate the enrollment process, then the system shall prompt the user to provide multiple fingerprint scans.

Multiple Fingerprint Scan Capture

Given a user starts the fingerprint enrollment process, when the system captures fingerprint scans from different angles, then at least 3 distinct fingerprint images must be recorded for building a reliable biometric template.

Biometric Template Accuracy Verification

Given the fingerprint enrollment process is complete, when the biometric template is compiled, then the system shall verify the template matches with at least 95% accuracy against a verification sample.

User Credential Update Integration

Given the successful capture and verification of fingerprint data, when the fingerprint enrollment is finalized, then the system shall update the user's HireSync credentials by integrating the new biometric profile.

Error Handling for Insufficient Scans

Given that a user fails to provide adequate fingerprint scans during enrollment, when the system detects insufficient data, then it shall display a clear error message and provide a retry option for capturing additional scans.

Biometric Login

"As a user, I want to log in using my biometric credentials so that I can quickly access the system without remembering complex passwords."

Description

The system shall implement a biometric login procedure utilizing facial recognition or fingerprint scanning for user authentication. This mechanism enhances security by ensuring that only authorized users gain access. The authentication process, integrated with HireSync, is designed for speed, accuracy, and ease of use, reducing reliance on traditional passwords.

Acceptance Criteria

Biometric Enrollment

Given a new user enrolling biometric data, when the enrollment process is initiated, then the system shall securely capture and store both facial and fingerprint data.

Successful Biometric Authentication

Given a registered user with enrolled biometric data, when the user attempts to log in using facial recognition or fingerprint scanning, then the system shall validate and grant access within 2 seconds.

Biometric Authentication Failure Handling

Given an unrecognized or mismatched biometric input, when the biometric login process is attempted, then the system shall deny access and display an error message with assistance in under 1 second.

Fallback to Alternate Authentication

Given a failure in biometric scanning or system error, when a user attempts to log in, then the system shall prompt the user to use an alternate authentication method such as a passcode.

Integration with HireSync Audit Trail

Given the integration with HireSync, when a biometric login is processed, then the system shall record and synchronize the authentication event accurately with the system's audit trail.

Biometric Data Sync

"As a user, I want my biometric data to be synchronized across all my devices so that I can access the system conveniently from any platform."

Description

The feature shall support real-time synchronization of biometric data across different devices within the HireSync ecosystem. This ensures consistency and availability of biometric credentials for seamless user authentication regardless of the access medium. It contributes to enhanced security and operational efficiency of the recruitment process.

Acceptance Criteria

Successful Biometric Data Synchronization

Given biometric credentials are updated on one device, when the synchronization process is initiated, then all devices within the HireSync ecosystem display the updated biometric data in real-time.

Device Cross Authentication Consistency

Given a user logs in on one device with updated biometric credentials, when the user attempts to log in from another device, then the system should authenticate using the most recent biometric data across all devices.

Biometric Data Conflict Resolution

Given conflicting biometric data updates occur on multiple devices simultaneously, when the system synchronizes the data, then it should resolve conflicts by prioritizing the update with the most recent timestamp.

Biometrics Privacy Compliance

"As a user, I want assurance that my biometric data is protected according to the highest privacy standards so that my personal information remains secure."

Description

The system shall enforce strict data privacy and security measures for storing and handling biometric information. This includes encryption of biometric templates, secure storage solutions, and compliance with relevant data protection regulations. The measure ensures users' biometric data is handled securely and ethically, fostering trust and reliability in HireSync's advanced authentication features.

Acceptance Criteria

Biometric Data Encryption

Given biometric data is received, when it is processed, then the system must encrypt the biometric templates using industry-standard encryption algorithms.

Secure Storage Solutions for Biometrics

Given that biometric information is captured, when it is stored, then the system must ensure data is kept in a secure storage environment that meets regulatory compliance standards.

Regulatory Compliance Validation

Given the system is operational, when a compliance audit is conducted, then all biometric processing and storage must adhere to established data protection regulations.

User Consent and Data Handling

Given a user enrolls biometric data, when the enrollment process starts, then the system must obtain and record clear and explicit user consent for data processing and storage.

Biometric Data Breach Response

Given a potential data breach is detected, when the incident occurs, then the system must initiate immediate response procedures in line with the breach management protocol for biometric information.

OTP Launcher

Introduce one-time passcodes generated in real time for an added layer of protection. OTP Launcher sends time-sensitive codes via SMS or email, ensuring that unauthorized access is deterred and the login process remains both secure and efficient.

Requirements

Real-Time OTP Generation

"As a small business owner, I want a one-time passcode generated instantly during login so that I can ensure my account is protected from unauthorized access."

Description

Implement a secure OTP generation mechanism that creates a one-time passcode on demand, valid only for a short window. This mechanism integrates with the authentication backend to generate time-sensitive codes in real-time for every login attempt. The feature enhances security by ensuring that each passcode is unique and quickly expires, thereby minimizing unauthorized access risks.

Acceptance Criteria

OTP Generation on Login Attempt

Given a valid login attempt, when the OTP generation is triggered, then a unique one-time password is generated and sent via SMS or email within 2 seconds.

OTP Expiry after Timeout

Given an OTP is generated, when the OTP validity period exceeds the defined duration (e.g., 60 seconds), then the OTP automatically expires and becomes invalid for further use.

One-Time Use Verification

Given a valid OTP, when it is used for authentication, then the OTP is marked as used and cannot be reused for any subsequent authentication attempts.

OTP Delivery Modes

Given a user's selected delivery preference, when an OTP is generated, then the OTP is accurately delivered via the chosen method (SMS or email) ensuring prompt delivery.

Resend OTP Request Prevention

Given an OTP request is already active, when a user attempts to request a new OTP, then the system prevents generating a new OTP until the current one expires or is invalidated.

Multi-Channel OTP Delivery

"As a user, I want to receive my one-time passcode through my preferred communication channel so that I can quickly and securely verify my identity."

Description

Enable the system to deliver OTP codes via multiple communication channels, specifically SMS and email. This allows the system to automatically detect and use the user's preferred or most reliable channel for receiving the passcode. The feature improves user convenience and enhances security by providing a robust method for passcode delivery.

Acceptance Criteria

User Preferences Detection

Given a user with both a registered mobile number and email address, when the system processes a login attempt, then it must detect and select the user's preferred channel based on past interaction or explicit user settings and deliver the OTP via that channel.

Real-Time OTP Generation

Given a valid login request, when an OTP is needed, then the system must generate a unique, time-sensitive OTP in real time and send it through the detected preferred channel without delay.

Multi-Channel Delivery Fallback

Given an OTP delivery failure on the primary channel (SMS or email), when the system receives a delivery failure notification, then it must automatically attempt to resend the OTP via the alternative channel.

OTP Security and Expiration

Given a generated OTP, when the OTP is delivered, then it must be valid only for a pre-set duration (e.g., 5 minutes) and be single-use to maintain security and integrity.

OTP Expiry and Validation

"As a user, I want my OTP code to automatically expire if not used quickly so that even if it is intercepted, it cannot be misused."

Description

Establish a mechanism to automatically expire OTP codes after a predetermined duration and validate them against active login sessions. This requires integration with the user authentication system, ensuring that expired or reused codes are rejected, thus preventing potential replay attacks. The feature ensures that OTPs are secure and only valid for a short time window.

Acceptance Criteria

OTP Expiry on Timeout

Given an OTP has been generated, when the predetermined duration lapses, then the OTP must be marked as expired and rejected for any subsequent login attempt.

Valid OTP Acceptance

Given a valid OTP is provided within the active session and before expiration, when the OTP is submitted, then the system should validate the OTP and allow the user to log in.

Expired OTP Rejection

Given an OTP is past its expiry time, when the OTP is submitted in an authentication attempt, then the system must reject the OTP and instruct the user to request a new one.

OTP Single Use Enforcement

Given an OTP has been used successfully for authentication, when a replay attempt is made using the same OTP, then the system should invalidate and reject the OTP to prevent replay attacks.

OTP Reuse Prevention for New Sessions

Given an OTP was issued for a specific login session, when a new login request is initiated, then any OTP from a previous session should not be accepted, ensuring each OTP is unique to its session.

Adaptive Security

Utilize real-time risk analysis to dynamically adjust authentication requirements. Adaptive Security identifies unusual login behaviors by analyzing factors like location and device type, ensuring just-right security levels without hindering user convenience.

Requirements

Dynamic Risk Scoring

"As a business owner, I want real-time assessment of login risks so that I can ensure only suspicious attempts trigger additional authentication, protecting my business without burdening genuine users."

Description

Implement a real-time risk scoring algorithm that continuously analyzes login activity including device type, geolocation, login frequency, and other context variables to assign risk levels to each login attempt. This enables the system to adjust authentication methods dynamically without causing undue friction for regularly conforming logins. The algorithm should integrate with existing behavioral analytics and be easily updated with new risk factors as security threats evolve.

Acceptance Criteria

Real-Time Risk Scoring Analysis

Given a login attempt, when the system collects contextual data including device type, geolocation, and login frequency, then it must compute a risk score within 2 seconds.

Adaptive Authentication Trigger

Given a computed risk score exceeding a predefined threshold, when the system identifies this anomaly, then it must prompt additional authentication steps dynamically.

Seamless Integration with Behavioral Analytics

Given the dynamic update of risk factors, when the algorithm integrates new behavioral data, then it must update the risk score without downtime or degradation in performance.

Adaptive MFA Triggering

"As a user, I want additional verification only when unusual login behaviors are detected so that I can quickly access my account while still benefiting from robust security measures."

Description

Design a mechanism that triggers multi-factor authentication based on risk analysis output. When high-risk indicators, such as unusual location or device mismatches, are detected during a login attempt, the system should automatically prompt the user for secondary authentication. This ensures that high-risk access requests undergo extra verification without impacting users with standard, secure sessions.

Acceptance Criteria

High-Risk Login Attempt Detector

Given a login attempt with unusual location or device mismatch, when the risk analysis is performed, then the system must trigger an MFA prompt.

Successful MFA Invocation on High-Risk Account

Given a user with detected high-risk login behavior, when the system triggers MFA, then the user must successfully complete secondary authentication to proceed.

Seamless Login for Trusted Users

Given a standard login attempt from a recognized location and device, when the risk analysis is completed, then the system should bypass the MFA prompt.

Real-Time Adaptive Security Response

Given a series of login attempts with borderline risk scores, when the risk score exceeds a set threshold, then the system should dynamically trigger MFA to enhance security.

Fallback MFA on Verification Failure

Given a high-risk login attempt where MFA is triggered, when the user fails or delays secondary authentication beyond a defined timeout, then the system should terminate the login attempt and log the event.

User Notification System

"As a user, I want to receive clear notifications about unusual login activities, so that I can verify and secure my account immediately if something seems off."

Description

Develop an integrated user notification mechanism that alerts users when atypical login attempts are identified. Notifications should include details such as login location and device type, and offer quick actions to secure the account if needed. This feature enhances user awareness and provides an additional layer of security by ensuring prompt user response to potential breaches.

Acceptance Criteria

Unusual Login Alert

Given an atypical login attempt is identified due to irregular location or device, when the login occurs, then the system must trigger a user notification alert within 2 minutes.

Detailed Notification Content

Given an atypical login attempt occurs, when the notification is dispatched, then it must include login location, device type, and timestamp details for user verification.

Quick Secure Account Action

Given the user receives a security alert, when they click the quick action button, then the system should redirect them to an account security page prompting immediate action.

Context-Aware Session Management

"As a system administrator, I want session parameters to adjust based on the risk level so that potentially compromised sessions are minimized without impacting routine user activities."

Description

Introduce a session management system that adapts based on the assessed risk level of each login session. This includes setting dynamic session timeouts and access restrictions based on real-time risk data. The system should ensure that sessions with elevated risk are automatically monitored, and if necessary, terminated to mitigate potential security breaches.

Acceptance Criteria

Dynamic Session Timeout Enforcement

Given a user logs in with a standard risk profile, when the risk level is dynamically evaluated, then the session timeout is adjusted to a shorter duration if risk increases.

Real-Time Risk Monitoring

Given an active session, when real-time analysis detects unusual behavior based on location or device, then the session is flagged for increased monitoring.

Automatic Session Termination

Given a session with sustained elevated risk, when risk conditions persist beyond the defined threshold, then the session is automatically terminated.

Dynamic Access Restrictions

Given a user session under review, when risk indicators such as atypical login patterns are detected, then access to sensitive features is dynamically restricted.

Session Re-authentication Prompting

Given a session experiencing an escalation in risk factors, when these factors cross predefined levels, then the system prompts the user for re-authentication to continue the session.

Token Vault

Manage and store authentication tokens and backup codes securely within HireSync. Token Vault provides users with a centralized hub to retrieve essential security keys, making it simple to reset or enhance authentication protocols as needed.

Requirements

Secure Token Storage

"As a user, I want my authentication tokens and backup codes securely stored so that I can access them reliably without risking unauthorized access."

Description

Implement a secure storage system for authentication tokens and backup codes enabling users to manage their access credentials reliably. This feature should employ state-of-the-art encryption techniques, support rapid retrieval, and seamlessly integrate with HireSync's existing authentication framework, further enhancing overall application security and user trust.

Acceptance Criteria

Token Vault Integration

Given the HireSync authentication framework, when a new token is generated, then it should be stored securely using AES-256 encryption and be retrievable within 2 seconds.

Secure Token Retrieval

Given a valid authorization, when a user requests a token, then the system should validate the request and retrieve the encrypted token without exposing unencrypted data.

Token Storage Encryption

Given that tokens and backup codes are stored in the vault, when they are saved, then they must be encrypted using state-of-the-art encryption standards and support key rotation every 30 days.

Backup Code Management

Given the presence of a backup code, when a user initiates a reset, then the system should securely retrieve or regenerate the code following multi-factor authentication protocols.

Access Audit Logging

Given any access attempt to the Token Vault, when a token retrieval or update is executed, then an audit log containing the user ID, timestamp, and operation type should be generated.

Token Backup & Recovery

"As a user, I want to generate and restore backups of my authentication tokens so that I can recover my credentials in case of device failure or accidental data loss."

Description

Develop robust token backup and recovery options within the Token Vault to provide users with a safety net against data loss. This requirement focuses on automated backup creation, easy restoration processes, and integration with HireSync’s user management system, ensuring that users can quickly recover their authentication tokens in case of device loss or corruption.

Acceptance Criteria

Automated Token Backup

Given a new authentication token is generated, when the token is created, then the system automatically backs up the token to a secure storage location without user intervention.

User Initiated Backup

Given a user wants to manually back up tokens, when the user selects the backup option in the Token Vault interface, then the system securely backs up all active tokens and displays a confirmation message.

Token Recovery Process

Given a user has lost access to their device, when the user initiates the token recovery procedure via the Token Vault, then the system authenticates the user and restores the tokens from the backup.

Integration with User Management

Given a user is registered with HireSync, when the Token Backup & Recovery function is triggered, then the system properly interfaces with the User Management System to verify the user's identity prior to completing token restoration.

Handling Corrupted Backups

Given the possibility of data corruption, when the system detects any corrupted token backup during the restoration process, then it must flag the issue and prevent the restoration, alerting the user with an error message.

Multi-factor Authentication Integration

"As a user, I want to use my stored backup codes as part of a multi-factor authentication process so that I can significantly enhance the security of my HireSync account."

Description

Integrate the Token Vault with multi-factor authentication (MFA) processes to reinforce HireSync’s security posture. This requirement entails enabling users to leverage stored backup codes and tokens as part of a comprehensive MFA strategy, providing a layered approach to authentication. It should include intuitive UI elements for managing MFA settings and clear instructions for end users.

Acceptance Criteria

Backup Code Retrieval for MFA

Given a user with MFA enabled and stored backup codes in the Token Vault, when the user selects the backup code retrieval option during login, then the system must display a valid backup code that meets security standards.

Token Vault MFA Settings UI

Given a user accessing the MFA settings page, when the Token Vault integration options are presented, then the interface must display clear instructions and intuitive layout consistent with HireSync design standards.

Seamless MFA Process Integration

Given a user initiating multi-factor authentication, when the system validates tokens and backup codes stored in the Token Vault, then the authentication process must complete within acceptable time limits with confirmed security checks.

RoleGuard Access

Tailor multi-factor authentication processes specific to each user role. RoleGuard Access delivers customized security measures for different profiles—whether it’s a busy business owner or tech-savvy founder—ensuring seamless but robust access control for all user types.

Requirements

Role-Based MFA Configuration

"As an administrator, I want to configure MFA settings for each user role so that I can enforce customized security protocols for different levels of access."

Description

Enables administrators to assign distinct multi-factor authentication methods based on user roles. This configuration integrates with HireSync’s workflows while enhancing security by tailoring authentication processes to specific user profiles, minimizing friction for high-privilege accounts and ensuring appropriate scrutiny for sensitive roles.

Acceptance Criteria

Administrator MFA Assignment Verification

Given an administrator role exists, when an admin configures MFA settings for that role, then the system should present options for SMS, Email, and Authenticator App methods with clear labels for each.

Business Owner MFA Customization

Given a business owner role exists, when an admin sets up MFA for this role, then the system must require at least one quick and efficient method (such as biometric or push notification) and provide a test interface to simulate the authentication process.

User Role Specific MFA Enforcement

Given a non-privileged user role exists, when a user attempts to log in, then the system should enforce the configured multi-factor authentication method and accurately log all authentication attempts for audit purposes.

Dynamic Authentication Factor Assignment

"As a security officer, I want the system to dynamically assign authentication factors based on risk so that we can efficiently manage security without compromising user experience."

Description

Automatically adjusts the MFA factors required based on the risk profile of the user and their role, incorporating contextual signals like login location and device history. This feature integrates with HireSync’s security framework to provide a responsive defense layer without adding undue complexity for low-risk roles.

Acceptance Criteria

User Login from High-risk Environment

Given a user with a high-risk profile due to a suspicious login location or device history, when the user attempts to log in, then the system must require additional MFA factors beyond the base level, such as biometric verification or security questions.

User Login from Low-risk Environment

Given a user identified as low-risk through consistent and verified login locations and device history, when the user attempts to log in, then the system should require only the minimal MFA factors, like password and one-time passcode (OTP).

Role-Specific Dynamic MFA Adjustments

Given a user's role (e.g., business owner or founder) with defined security requirements, when the user logs in, then the system must dynamically adjust the required MFA factors to align with the role's risk profile and contextual signals.

Seamless MFA Experience for Verified Devices

Given a user logging in from a previously verified and registered device with low-risk contextual signals, when the user logs in, then the MFA process should streamline the challenge to avoid unnecessary additional factors while maintaining overall security compliance.

User Self-Service MFA Enrollment

"As a user, I want to enroll in MFA easily so that I can set up my account security without needing extensive support."

Description

Allows users to enroll in multi-factor authentication through a simple, guided interface that integrates with HireSync’s user management system, presenting clear instructions and recovery options. This feature reduces administrative overhead and empowers users to manage their own security preferences.

Acceptance Criteria

User Initiated MFA Enrollment

Given a user logs into HireSync, when they access the security settings, then the system displays the guided MFA enrollment interface with clear instructions.

Guided Enrollment Process

Given the user starts the MFA setup wizard, when they follow the step-by-step instructions, then the system prompts for necessary data including MFA method choices and recovery options.

Seamless Integration with User Management

Given the user completes MFA enrollment, when the process is finalized, then the system automatically updates the user's profile in the HireSync user management system with the enrolled MFA settings.

Error Handling and User Guidance

Given an error occurs during MFA enrollment, when the error is detected, then the system presents a clear error message along with remedial instructions to resolve the issue.

Completion Confirmation and Notification

Given the user successfully completes MFA enrollment, when the enrollment process is concluded, then the system displays a success confirmation and sends a notification email with enrollment details.

MFA Event Logging and Alerting

"As a compliance officer, I want detailed logs of MFA events so that I can monitor, audit, and respond to suspicious activities effectively."

Description

Implements comprehensive logging and alerting for MFA events, ensuring that all authentication attempts, failures, and suspicious activities are recorded and monitored in real-time. This feature supports compliance requirements and enables effective audit and investigation procedures.

Acceptance Criteria

Successful MFA Attempt Logging

Given a user successfully completes MFA, when the system processes the authentication, then a log entry must be created including timestamp, user ID, device and IP address, and should be retrievable via audit tools.

Failed MFA Attempt Alerting

Given a user fails MFA, when the failure event occurs, then the system must log the failure including error details and trigger an automated alert to system administrators within 2 minutes.

Suspicious Activity Monitoring

Given multiple consecutive failed MFA attempts from a single IP address within a 10-minute window, when this pattern is detected, then the system should log the activity as suspicious and escalate an alert to the security team.

Real-time Event Dashboard Update

Given any MFA event occurs, when the system logs the event, then the corresponding real-time dashboard must update within 30 seconds to display the new event with filtering and sorting options.

Audit Trail Integrity

Given an audit is requested, when the system compiles MFA logs, then the complete, unaltered log must be provided covering the specified time frame, ensuring data integrity and non-repudiation.

RoleGuard Access Integration with User Directory

"As an IT admin, I want RoleGuard Access to integrate with our user directory so that new users are automatically assigned the correct security protocols based on their role."

Description

Integrates RoleGuard Access with the existing user directory to automatically identify and assign roles during new user creation. By mapping roles to security profiles at onboarding, this feature ensures consistent and secure access protocols, reducing manual configuration errors.

Acceptance Criteria

New User Onboarding Role Assignment

Given a new user onboarding process, when a new user is created, then the system should automatically map and assign the appropriate role based on the user’s directory data.

RoleGuard Error Handling

Given an invalid or missing user role during the onboarding process, when the system encounters an unexpected input, then it should display an appropriate error message and apply a fallback security role.

Audit Logging for Role Assignment

Given the assignment of a security role during new user creation, when the role is assigned automatically, then the system should log the event with a timestamp, user details, and assigned role for audit purposes.

Insight Pulse

Harness real-time analytics to deliver a live dashboard showcasing key recruitment metrics. Insight Pulse offers an immediate visual snapshot of hiring performance, empowering recruiters to track efficiency and make swift, data-backed decisions.

Requirements

Real-time Data Sync

"As a recruiter, I want to view current recruitment performance metrics so that I can optimize hiring strategies based on up-to-date data."

Description

The system must update the dashboard with real-time hiring metrics from all integrated data sources. This ensures recruiters see an up-to-the-minute overview of key performance indicators such as resume processing time, candidate engagement levels, interview scheduling status, and hiring funnel progression. This integration provides immediate, actionable insights to support swift decision making and enhances overall efficiency in the hiring process.

Acceptance Criteria

Dashboard Data Refresh

Given integrated data sources, When a hiring metric is updated, Then the dashboard should reflect the change within 2 seconds.

Real-Time Metric Accuracy

Given that the dashboard aggregates metrics from multiple sources, When a user cross-checks a metric with its originating source, Then the displayed value should match within a 1% error margin.

Data Source Unavailable

Given that one or more data sources become temporarily unavailable, When the system detects the unavailability, Then it should display the most recent update time and an error indicator for the affected metric.

Recruiters Monitoring Performance

Given that a recruiter accesses the live dashboard, When the user reviews hiring metrics, Then all key indicators (resume processing time, candidate engagement, interview scheduling, and hiring funnel progression) should be clearly visible and updated in real time.

High Data Volume

Given that multiple data updates occur due to high data volume, When simultaneous changes are made, Then the system must update all dashboard components within 3 seconds without performance issues.

Customizable Metric Filters

"As a recruiter, I want to filter the displayed recruitment metrics by specific criteria so that I can focus on the data most relevant to my hiring priorities."

Description

Allow users to filter, sort, and customize the dashboard metrics based on various criteria such as time periods, job positions, or candidate sources. This capability enhances the dashboard's flexibility by enabling tailored insights that align with specific recruitment strategies and operational goals. The system should provide dynamic filter options that integrate seamlessly with data visualization components.

Acceptance Criteria

FilterByTimePeriod

Given the user selects a specific time period filter, when the filter is applied, then only the metrics from the selected time period are displayed accurately on the dashboard.

CustomizeByJobPosition

Given the recruiter chooses a specific job position, when the filter is applied, then the dashboard updates to show metrics related only to that job position.

CandidateSourceFiltering

Given the user selects one or more candidate sources, when the filter is applied, then the dashboard refreshes to display only data relevant to the chosen candidate sources.

CombinedFiltersUsage

Given the user applies multiple filters simultaneously (such as time period, job position, and candidate source), when the filters are applied, then the dashboard dynamically updates to reflect the aggregated filter criteria accurately.

Alert and Notification System

"As a recruiter, I want to receive instant alerts when critical hiring metrics reach defined thresholds so that I can take swift corrective actions."

Description

Incorporate an alert mechanism that notifies users when key recruitment metrics reach critical thresholds. This system should deliver on-screen notifications, emails, or app alerts depending on user settings, instantly highlighting performance issues or significant achievements. This proactive approach enables recruiters to take timely corrective actions and boosts overall operational responsiveness.

Acceptance Criteria

Threshold Breach Notification

Given a recruitment metric exceeds its defined critical threshold, When the system detects this value, Then it should trigger an on-screen notification and send an email alert according to the user's configured preferences.

Notification Settings Configuration

Given a recruiter accesses the notification settings, When they update alert preferences including channels and thresholds, Then the system should save the settings and immediately reflect these changes in the user profile.

Multi-channel Alert Delivery

Given a critical recruitment event occurs, When the system assesses that multiple notification channels are enabled (on-screen, email, app), Then it should dispatch alerts simultaneously across all selected channels.

Bottleneck Buster

Automatically detect and highlight process slowdowns within the recruitment pipeline. Bottleneck Buster pinpoints areas where delays occur, providing actionable insights to eliminate inefficiencies and enhance overall recruiting speed.

Requirements

Real-time Bottleneck Detection

"As a hiring manager, I want the system to automatically detect any slowdowns in the recruitment process in real time so that I can quickly intervene to alleviate process delays and improve efficiency."

Description

This requirement involves implementing a robust monitoring system that continuously scans the recruitment pipeline in real time, identifying and flagging any slowdowns or bottlenecks as they occur. The system will use AI-driven analytics to assess key performance metrics and promptly detect anomalies, helping to ensure that inefficiencies are identified and addressed immediately. This functionality integrates seamlessly with the existing recruitment workflow, providing instant feedback and reducing overall hiring delays.

Acceptance Criteria

Initial Real-time Pipeline Scan

Given an active recruitment pipeline, when the system performs a real-time scan, then any processing delay exceeding the established threshold is flagged immediately.

AI-Driven Anomaly Detection

Given baseline processing metrics, when AI analytics detect a deviation of more than two standard deviations from normal values, then the system identifies and marks the event as a bottleneck.

Dashboard Real-time Updates

Given a logged-in user on the HireSync Admin Dashboard, when a bottleneck is detected, then the dashboard updates instantly with detailed bottleneck insights and suggested actions.

Integration with Existing Workflow

Given the existing recruitment workflow, when the real-time bottleneck detection system is active, then the integration occurs seamlessly without introducing any delay or requiring manual intervention.

Visual Pipeline Bottleneck Mapping

"As a recruiter, I want an interactive visual representation of the pipeline so that I can quickly identify and understand where recruitment delays are occurring."

Description

This requirement focuses on developing a clear, visual mapping of the recruitment pipeline that highlights areas experiencing delays. The visual tool will offer interactive charts and graphs, allowing users to easily pinpoint bottlenecks, track performance over time, and gain insights into the workflow. It is designed to enhance the overall user experience by providing an intuitive, at-a-glance overview of process inefficiencies.

Acceptance Criteria

Interactive Bottleneck Highlighting

Given a complete recruitment pipeline, when the system detects a process delay, then the visual mapping tool should highlight the bottleneck areas with distinct icons and color codes.

Real-time Performance Tracking

Given live recruitment data, when a process slowdown occurs, then the interactive charts should update in real-time to reflect current performance and delay metrics.

Historical Data Comparison

Given access to historical recruitment data, when the user selects a specific timeframe, then the system should display comparative charts that identify recurring bottlenecks.

User Interaction for Detailed Insights

Given the visual pipeline map, when the user clicks on a highlighted bottleneck, then the system should provide detailed information and potential corrective actions in a modal window.

Actionable Insights Module

"As a small business owner, I want detailed, actionable recommendations after a bottleneck is detected so that I can efficiently adjust processes and accelerate the hiring timeline."

Description

This requirement entails creating an AI-driven analysis component that not only detects bottlenecks but also generates actionable insights and recommendations to resolve them. By analyzing historical and real-time data, the module will suggest targeted steps to optimize process flows, making it easier for small business owners to implement process improvements without needing extensive analytics expertise.

Acceptance Criteria

Real-time Bottleneck Detection

Given a running recruitment pipeline, when the system identifies a slowdown using real-time data, then it must flag the process and display actionable recommendations.

Historical Data Analysis

Given historical recruitment cycle data, when the system analyzes past process performance, then it should pinpoint persistent bottlenecks and suggest targeted improvements.

Actionable Recommendations Generation

Given that a bottleneck is detected, when the system generates insights, then each insight must include a clear explanation, prioritized action steps, and measurable impact estimates.

User Interface Integration

Given actionable insights available in the system, when a recruiter accesses the dashboard, then the system should present the insights in a clear, interactive, and organized format that facilitates quick decision making.

Customizable Alert Thresholds

"As a hiring manager, I want to customize the thresholds for alerts so that the notification system adapts to my business needs and accurately reflects when my recruitment process is behind schedule."

Description

This requirement enables users to define and customize the thresholds at which alerts for process slowdowns are triggered. It allows for flexibility to align with varying business paces and recruitment cycle demands. The feature will include an easy-to-use configuration interface where users can set specific performance metrics that, when breached, will trigger automated notifications. This ensures that the alert system is tailored to the unique needs of each business.

Acceptance Criteria

Alert Threshold Configuration

Given a user on the alert configuration page, when thresholds are set and saved, then the system must store the values and apply them for triggering alerts.

Dynamic Alert Triggering

Given a hiring bottleneck is detected, when a performance metric breaches the user-defined threshold, then an automated alert and email notification must be triggered.

Threshold Validation and Error Handling

Given a user inputs an invalid threshold value, when the user attempts to save, then the system must display an error message and reject the invalid input.

Real-time Threshold Update

Given a user adjusts the alert threshold while monitoring is active, when the new settings are saved, then the updated threshold must immediately be applied without requiring a system restart.

Alert History Logging

Given that an alert is triggered due to a custom threshold breach, when the alert is sent, then the system must log the alert event with detailed information including threshold value and timestamp.

Efficiency Tracker

Monitor historical trends and current performance metrics to analyze recruitment effectiveness over time. Efficiency Tracker offers comprehensive visualizations that help teams understand varying recruitment metrics, ultimately identifying opportunities to optimize the hiring process.

Requirements

Dynamic Dashboard Visualization

"As a recruiter, I want an interactive dashboard that clearly visualizes performance metrics so that I can quickly identify trends and optimize our hiring strategy."

Description

Provides a dynamic and interactive dashboard that visualizes recruitment metrics in real-time, enabling users to seamlessly monitor both historical trends and current performance. Integrated within HireSync, this feature offers intuitive insights and customizable views to optimize the hiring process through data-driven decision-making.

Acceptance Criteria

Real-Time Data Refresh

Given a user is on the dashboard, when real-time recruitment data is received every minute, then the dashboard updates automatically displaying the fresh data.

Historical Metrics Filtering

Given a user selects a specific date range, when the filter is applied, then the dashboard displays historical recruitment metrics corresponding to the selected date range.

Interactive Data Points

Given a user hovers over a data point on the dashboard, when the hover action is performed, then a tooltip appears showing detailed metrics for that specific data point.

Customizable View Settings

Given a user accesses the dashboard settings, when they adjust the customizable view options, then the dashboard updates its layout and metric displays according to the selected preferences.

Historical Data Analysis

"As a hiring manager, I want to review historical performance data to identify recurring patterns and make informed decisions to improve our recruitment process over time."

Description

Integrates a robust analytical tool that aggregates and compares historical recruitment data with current trends, providing comprehensive insights into performance over various timeframes. This module enables users to identify longitudinal patterns and understand the evolution of recruitment effectiveness within HireSync.

Acceptance Criteria

Dashboard Overview

Given a user has accessed the Efficiency Tracker, when they view the Historical Data Analysis dashboard, then they should see graphical representations of historical and current recruitment trends over selectable timeframes with data points updating within 5 seconds.

Trend Comparison and Insights

Given historical recruitment data and current metrics, when the system aggregates the data, then it should compare trends across at least three timeframes (monthly, quarterly, yearly) and highlight significant performance changes.

Interactive Data Filtering

Given a set of historical recruitment data, when the user applies filters by date range, job roles, or departments, then the view should update accurately within one second showing the filtered metrics.

Visualization Accuracy

Given the need to analyze longitudinal patterns, when historical data is rendered as charts or graphs, then the visualizations must accurately reflect trends with clear labels, legends, and axis markers.

Error and Exception Handling

Given the integration of varied data sources, when the system encounters missing or invalid data, then it should display clear error messages and revert to the last known valid state without crashing.

Proactive Alerts & Notifications

"As an operations manager, I want to receive real-time alerts for performance anomalies so that I can take immediate corrective action before issues escalate."

Description

Implements an alert system that monitors key performance indicators and triggers real-time notifications when significant deviations or anomalies are detected. This proactive approach ensures that recruitment inefficiencies are addressed promptly, maintaining the quality and effectiveness of the hiring process.

Acceptance Criteria

Real-Time Alerting

Given the alert system is monitoring KPIs, when a KPI deviates beyond its predefined threshold, then a real-time notification should be triggered within 5 minutes.

Anomaly Detection

Given the system processes recruitment data, when significant anomalies occur in key performance indicators, then the alert mechanism should identify and flag the deviation with at least 95% accuracy.

Notification Reliability

Given that alerts are generated for detected anomalies, when the notifications are dispatched, then the system should log a delivery confirmation and allow for user acknowledgement.

Alert Customization

Given that users can customize their alert thresholds, when a user updates their notification settings, then the system should immediately apply these preferences and trigger alerts based on the new settings.

Process Optimizer

Leverage advanced analytics to recommend improvements at critical hiring junctures. Process Optimizer not only identifies performance gaps but also suggests proactive measures to streamline the recruitment flow, ensuring a smoother and more efficient hiring journey.

Requirements

Real-time Analytics Dashboard

"As a hiring manager, I want to view live analytics so that I can quickly identify and address process inefficiencies in real time."

Description

A dynamic dashboard integrated within HireSync that presents live analytics from recruitment processes. It highlights performance gaps and bottlenecks at critical hiring junctures using advanced data visualization techniques, enabling immediate insights and decision-making. This integration supports streamlined recruitment and helps managers quickly identify areas needing improvement.

Acceptance Criteria

Live Data Visualization

Given live recruitment data is fed into the dashboard, when a hiring manager applies a filter, then the dashboard must update and display the updated charts within 2 seconds.

Performance Gap Alerts

Given the dashboard monitors key recruitment metrics, when a performance gap or bottleneck is detected, then an alert with clear visual indicators is triggered.

Responsive Data Interaction

Given users access the dashboard across various devices, when the window is resized or the interface is used on mobile, then the layout should dynamically adjust without data loss or formatting issues.

Real-time Decision Support

Given that detailed analytics are available, when a manager drills down into a specific metric, then the system must display detailed information within 3 seconds.

Candidate Match Recommendation

"As a recruitment specialist, I want actionable recommendations for candidate matching so that I can enhance the efficiency and accuracy of our hiring process."

Description

An intelligent recommendation engine that leverages predictive analytics to suggest improvements in candidate matching and sourcing. By analyzing historical data and current trends, this feature helps refine the recruitment workflow, reducing time-to-hire and increasing candidate quality. It integrates seamlessly with HireSync’s existing applicant tracking system to offer proactive process enhancements.

Acceptance Criteria

Candidate Data Analysis Integration

Given historical candidate data is available, when the candidate match recommendation engine processes the data, then it should accurately analyze candidate match quality and source metrics.

Real-Time Recommendation Feedback

Given an active recruitment process, when the system performs real-time analysis, then it should provide immediate recommendation notifications that are clear and actionable to the hiring manager.

Seamless ATS Integration

Given the HireSync ATS is in use, when the candidate match recommendation engine is activated, then it should integrate without performance issues and automatically enhance candidate matching processes.

Candidate Quality and Time-to-Hire Improvement

Given baseline metrics for candidate quality and time-to-hire, when the recommendation engine is implemented, then it should reduce the time-to-hire by at least 30% and improve candidate quality ratings post-hire.

Automated Process Gap Identification

"As an HR leader, I want to automatically identify process inefficiencies so that I can prioritize necessary improvements to maintain an optimized recruitment flow."

Description

An AI-driven feature that continuously monitors the hiring workflow to automatically detect and flag process gaps and bottlenecks. Using machine learning algorithms, it analyzes each stage of the recruitment journey and provides data-driven insights, ensuring timely identification of inefficiencies. This helps optimize operational continuity within the hiring process.

Acceptance Criteria

Real-Time Workflow Monitoring

Given the system monitors hiring workflows in real-time, When a process gap is identified, Then the system must immediately log the event and alert the hiring manager via both dashboard notification and email.

Automated Data Analysis for Process Gaps

Given historical hiring data is available, When the AI analyzes the data, Then it should identify bottlenecks with at least 90% accuracy and generate actionable insights.

User Dashboard Integration

Given a user interface dashboard, When a process gap is flagged, Then the system must display detailed information including bottleneck specifics and recommended actions.

Alert Notification Effectiveness

Given a process gap is detected, When the system triggers an alert, Then it must notify designated personnel within 5 minutes using customizable alert channels.

Continuous Learning and Adaptation

Given ongoing system use and emerging bottlenecks, When new inefficiencies are detected, Then the AI must update its learning model and incorporate these insights without manual intervention.

Process Optimization Alerts

"As a recruiter, I want to receive immediate alerts about process deviations so that I can swiftly initiate corrective actions to maintain hiring efficiency."

Description

An alerting system that notifies hiring managers and recruiters in real time when significant deviations or inefficiencies are detected in the recruitment workflow. Integrated within HireSync, these alerts are delivered via in-app notifications, email, or SMS, ensuring that critical performance gaps are addressed immediately and effectively.

Acceptance Criteria

Real-Time Notification Trigger

Given a significant deviation in the recruitment workflow is detected, when the event occurs, then an alert must be sent via in-app notification, email, and SMS within 5 minutes.

Notification Accuracy and Content

Given an alert is triggered, when the notification is generated, then it should include detailed candidate information, timestamp, deviation reason, and recommended actions.

User Preference Configuration

Given a hiring manager updates their notification preferences, when the changes are saved, then alerts must be delivered exclusively via the selected channels (in-app, email, SMS).

Alert History Logging

Given an alert is issued, when a user accesses the alert history, then the system should display all alerts with sortable and searchable details including date, type, and content.

Performance and Scalability of Alert System

Given a high volume of workflow events, when simultaneous alerts are triggered, then the system must ensure all notifications are delivered within 5 minutes without loss of detail.

Alert Beacon

Receive instant notifications for significant changes or irregularities in recruitment efficiency. Alert Beacon swiftly alerts teams about emerging issues, enabling rapid response and adjustments to maintain continuous process excellence.

Requirements

Real-Time Alert Notifications

"As a hiring manager, I want to instantly receive notifications when there are significant changes in recruitment efficiency so that I can respond promptly and adjust recruitment strategies in real time."

Description

This requirement ensures that the Alert Beacon feature delivers immediate notifications upon detection of significant changes or irregularities in recruitment efficiency. The system should aggregate data from various modules within HireSync, analyze it in near real-time, and trigger alerts to designated users when specific thresholds are exceeded. This real-time notification capability enhances team responsiveness, prevents prolonged inefficiencies, and supports continuous monitoring.

Acceptance Criteria

Immediate Alert Triggering Upon Efficiency Drop

Given aggregated recruitment efficiency data, When a significant drop in performance is detected, Then real-time alert notifications should be generated and sent immediately to designated users.

Threshold-based Notification Accuracy

Given pre-defined efficiency thresholds, When data from multiple modules is analyzed, Then alerts should be triggered only if the specified thresholds are exceeded.

Rapid Notification Delivery

Given the need for immediate response, When irregularities are identified, Then the system should deliver notifications within a sub-second delay from detection to ensure prompt intervention.

Multi-Module Data Aggregation and Analysis

Given data input from various modules within HireSync, When the system aggregates and processes this data in near real-time, Then alerts should accurately reflect complete and up-to-date information for effective decision-making.

Customizable Alert Thresholds

"As an admin, I want to configure alert thresholds so that the notifications I receive are relevant and finely tuned to my company's recruitment metrics."

Description

This requirement allows administrators to set and modify thresholds for various recruitment efficiency metrics that trigger the Alert Beacon notifications. Users should be able to configure parameters such as resume processing time, candidate score deviations, and other key performance indicators relevant to their business context. This flexibility ensures that alerts are contextually appropriate and tailored to different business needs, reducing false alarms while maintaining a high sensitivity to genuine issues.

Acceptance Criteria

Resume Processing Threshold Setup

Given an administrator on the customizable thresholds page, when they input a valid threshold for resume processing time and click 'Save', then the system updates the threshold and reflects it in the active alert rules.

Candidate Score Deviation Alert Adjustment

Given an administrator on the thresholds configuration page, when they adjust the candidate score deviation parameter and submit, then the system recalculates and uses the new setting to trigger notifications accordingly.

Invalid Threshold Input Handling

Given an administrator on the threshold configuration form, when they enter an invalid value for any metric and attempt to save, then the system should display an error message and prevent the changes from being applied.

Real-time Update of Configured Thresholds

Given an administrator with updated threshold settings, when the changes are saved, then the system should immediately apply these changes to current alert evaluations without delay.

User Interface Feedback for Threshold Changes

Given an administrator updating threshold settings, when the settings are successfully saved, then the UI should display a confirmation message along with an updated summary of active thresholds.

Multi-Channel Alert Delivery

"As a hiring team member, I want to receive alerts via my preferred communication channel so that I never miss important recruitment updates."

Description

This requirement entails providing multiple delivery channels for the Alert Beacon notifications, including email, SMS, and in-app messages. The system should allow users to select their preferred method, manage delivery preferences, and ensure reliable and prompt distribution of alerts. Offering diverse communication channels enhances engagement and ensures that critical recruitment updates reach users wherever they are.

Acceptance Criteria

Channel Preference Management

Given a registered user, when navigating to the notification settings, then the system shall display available delivery channels (email, SMS, in-app) and allow selection of one or more channels.

Notification Dispatch Reliability

Given an alert trigger event, when the notification is sent, then the system must deliver the alert promptly within predefined time intervals for each channel and confirm successful delivery.

User Preference Customization

Given a user adjusting alert settings, when a preference is modified, then the system shall update and persist the new settings and provide a confirmation message.

Simultaneous Multi-channel Delivery

Given an alert trigger, when the system dispatches notifications, then alerts must be sent concurrently through all selected channels with a mechanism to flag any failed delivery.

Alert Delivery Logging

Given a triggered alert, when notifications are dispatched, then the system must log the timestamp and status of each delivery for audit and troubleshooting purposes.

Alert History Log

"As a compliance officer, I want a historical log of all alert notifications so that I can audit the recruitment process performance and ensure continuous improvement."

Description

This requirement mandates the capture and storage of all triggered Alert Beacon notifications within a secure log for historical review and auditing. The system should record details such as alert timestamp, triggering metric, and corresponding actions taken. This log will help users analyze trends over time, refine alert configurations, and support process improvement initiatives.

Acceptance Criteria

Alert Log Storage Verification

Given an alert is triggered by the Alert Beacon, When the event occurs, Then an entry with the alert timestamp, triggering metric, and initial action taken is recorded in the Alert History Log.

Historical Data Retrieval and Filtering

Given a user requests historical log data, When they apply filters by date or metric, Then the system returns matching records with relevant details accurately.

Secure Alert Log Access

Given a user with authorized credentials, When they access the Alert History Log, Then only authorized users can view or export log data, ensuring permissions are enforced.

Alert Log Audit Trail Integrity

Given an alert log record is created, When an audit is performed, Then the log must display complete data including alert timestamp, metric and any subsequent actions taken while ensuring data integrity.

System Performance During High Alert Volume

Given multiple alerts are triggered simultaneously, When the system logs these alert history entries, Then the logging process should maintain performance metrics within acceptable parameters without significant lag.

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Agile Alice

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Dynamic David

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Strategic Sara

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Innovative Ivan

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Organized Olivia

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

Ranked Insights

Requirements

Real-Time Resume Scoring

Description

Acceptance Criteria

Candidate Ranking Algorithm

Description

Acceptance Criteria

Visual Ranked Insights Dashboard

Description

Acceptance Criteria

Customizable Ranking Filters

Description

Acceptance Criteria

Skill Mapper

Requirements

Resume Skill Extraction

Description

Acceptance Criteria

Job Requirement Skill Matching

Description

Acceptance Criteria

Visual Skill Mapping Interface

Description

Acceptance Criteria

Dynamic Filtering and Sorting

Description

Acceptance Criteria

Smart Filter

Requirements

Dynamic Filter Options

Description

Acceptance Criteria

Real-time Filtering Engine

Description

Acceptance Criteria

Search Optimization & Performance

Description