Support and Help Documentation

Step 1: Prepare Your Documents

Before launching RubiRecruit, organize your documents in Google Drive:

Position Description Folder

• Create a Google Drive folder for the position description

• Upload your position description (PDF, Word .docx, or text .txt file)

• Ensure the description is comprehensive and includes key responsibilities, requirements, and qualifications

Candidate Documents Folder

• Create a separate Google Drive folder for candidate CVs and cover letters

• Upload all CVs and cover letters into this single folder (no subfolders needed) (PDF, Word .docx, or text .txt files) - no need to pre-process these. Leave them as is

• RubiRecruit will automatically match each CV with its corresponding cover letter

Step 2: Create Evaluation Sheets

1. Open the RubiRecruit sidebar panel from the Extensions menu

2. Click "Select CV Folder" and browse to your candidate documents folder

3. Click "Setup Sheets"

RubiRecruit will automatically create 8 specialized tabs in your Google Sheet:

1. Summary Dashboard: High-level overview of top candidates and scores

2. Candidate Evaluations: The main evaluation view with scores, ranks, and recommendations

3. Company Metrics: Extracted company-specific data and experience patterns

4. Combined Analysis: Aggregated insights across all evaluation dimensions

5. Detailed Evaluations: Deep-dive analysis for each candidate with evidence notes

6. Dynamic Rubric Configuration: The editable evaluation rubric with categories, weights, and scoring criteria

7. Document Mapping: CV-to-cover-letter matching with confidence scores

8. Processing Status: Real-time processing progress and error logs

Step 3: Generate Your Evaluation Rubric

1. In the RubiRecruit sidebar, click "Select Position Description Folder"

2. Browse to the folder containing your position description

3. Click "Generate Rubric"

4. Wait 30-45 seconds for the AI to analyze the position and create a customized evaluation framework

RubiRecruit's AI will populate the Dynamic Rubric Configuration tab with:

• 8 weighted evaluation categories (totaling 100%)

• 5 specific attributes per category with individual weights

• 0-5 scoring scale with detailed descriptors for each level

**Reviewing and Customizing Your Rubric**

Navigate to the Dynamic Rubric Configuration tab to review the AI-generated rubric.

You can customize:

• Category names and descriptions

• Category weights (must sum to exactly 100%)

• Attribute names and descriptions

• Attribute weights within each category

• Scoring descriptors (0-5 scale criteria)

⚠️ Critical: All category weights must sum to exactly 100%. The system will not allow you to proceed if weights are incorrect.

💡 Pro Tip: If you like a rubric you've created, copy it and save it elsewhere. You can paste it into future evaluations to save time (a power user hack!).

5.    Once satisfied with your rubric, click "Lock Rubric" in the sidebar

6.    Locking prevents accidental changes during candidate processing

Step 4: Process Candidates

RubiRecruit offers two processing modes:

1. Batch Processing

Process multiple candidates automatically in batches:

• Process Next 3 – Quick testing/preview mode

• Process Next 5 – Review and validate rubric mode

• Process Next 10 – Balanced automation

• Process Next 100 – Large batch processing

Processing time varies by batch size but typically takes a few minutes for a batch of 10 candidates.

2. Selective Processing

For more control, manually select specific candidates:

1. Use drop down to select candidate

2. In the sidebar click "Process Selected"

In selective processing, users can manually choose specific candidates. Once the process button is pressed, evaluation results for only the selected candidates will be populated in the sheet.

The system will analyze each candidate's CV and cover letter against every attribute in your rubric, intelligently scoring based on the criteria you defined.

Step 5: Review Results and Make Decisions

Navigate to the Candidate Evaluations tab to review your results:

Understanding the Results

• Candidate Names – Extracted from CVs or filenames

• Total Scores – Overall weighted score (0-100%)

• Recommendation – Strong/Good/Developing/Poor Fit

• Category Breakdown – Scores for each evaluation category

• Evidence Notes – AI-generated justifications for scores

💡 Pro Tip: Use Google Sheets' built-in sorting and filtering features to organize your shortlist. You can filter by score, category performance, or any custom criteria.

Exploring Additional Insights

• Summary Dashboard: High-level comparison of top candidates

• Detailed Evaluations: Deep-dive into specific evidence for each candidate

• Company Metrics: Experience patterns, career trajectories, company backgrounds

• Combined Analysis: Cross-candidate insights and trends

Getting support

If you encounter issues or have questions:

1. Submit a support ticket at https://www.rubirecruit.ai/contact

Our support team typically responds within 24 hours for all users.