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Alex handles most of the work with candidates on its own. Now and then a candidate needs a person: they wrote back while Alex was paused, they asked to talk to someone, they asked something Alex didn’t know, or they finished their interviews and are waiting on a decision. The Inbox collects those moments in one list, so nothing waits on someone remembering to check. Work through it from the top: open a candidate, do what they need, and the item moves to your Done.
The Inbox is in pilot. Your Alex team makes it available to your company, and an admin turns recording on in Settings → Inbox (see Set up the Inbox). If you don’t see Inbox in the sidebar, ask your admin whether your role includes it (see Permissions).
The Inbox: the list of candidates on the left, the selected candidate's conversation on the right

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How the Inbox works

  1. Something happens that needs a person, such as a candidate replying while Alex is paused.
  2. While your company’s Inbox is recording, Alex adds an item for that candidate as soon as it notices.
  3. You open the item, see why it’s there, and act: reply, call, decide, or answer.
  4. The item closes, either because of what you did or because you Mark complete. It moves from To do to Done.
Each row in the list is one candidate on one job. If a candidate needs several things on the same job (say, a reply and a decision), they share one row: the row shows the most urgent item first and a +1 (or more) for the rest. Items appear from the moment an admin turns recording on. When they do, they can also bring in what already needed a person over the last 7, 14 or 30 days.

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Your To do and Done

Everyone works the same items, but each person has their own To do and Done:
  • Closing an item closes it for everyone. When someone replies, decides or marks an item complete, it moves to everyone’s Done.
  • Handing an item off moves it to your Done, labelled Handed off to and their name. It stays in everyone else’s To do, and lands in your teammate’s.
  • Snoozing, reading and Mark To do are just for you. Nobody else’s list changes.
Using your inbox covers each of these.

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The six kinds of item

When a candidate has more than one item, the row leads with them in this order: Reply, Accommodation, Wants a person, Question, Decide, Follow up. Item types covers each kind in full: what opens it, how to work it, and what closes it.

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In this guide

Set up the Inbox

For admins: turn recording on, bring in what already happened, and set the rules.

Using your inbox

Mine and All, your To do and Done, snoozing, handing off and marking complete.

Item types

Reply needed, Asked for a person, Asked for an accommodation, Alex couldn’t answer, Needs decision and Follow up.

Permissions

Who can see their own items, who can see everyone’s, and what else they need.