Welcome to the

TA Playbook

Your one-stop hub for everything you need to know about Talent Acquisition - processes, tools, standards, and templates, all in one place.

Jump right in

🚀

Onboard a newcomer

Phase 1 → Day 1 → Day 60

📄

Create an offer letter

Template, fields, send via Lever

📞

Phone screen a candidate

Before, during & after guide

🌟

Run SPARC evaluation

Scoring pillars & criteria

💬

Interview guidelines

Prep, feedback & templates

🌏

Check country benefits

VN · TH · SG · DE

🔧

Post a job on Lever

Requisition → posting steps

🇬🇧

English Scoring Matrix

6-criterion scoring guide

💰

Salary & offer tools

Conversion tools, range doc

✈️

Expat hiring checklist

VN · SG · TH docs & steps

🤖

Use an AI tool

CV screener, feedback gen & more

📁

Find a template

Shared Drive folder map

What's inside - pick a section to explore

📋

Recruitment Process

→

12-step hiring guide - Normal and Management tracks, SPARC scoring, offer templates, expat flow. The full picture, in order.

Process

🚀

Newcomer Onboarding

→

Offer acceptance to Day 60 - access setup, welcome messages, Day 1 agenda, and TA-specific track. Nothing skipped.

Guide

🌏

Countries Benefit

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Comp and benefit packages by country - Vietnam, Thailand, Singapore, and Germany. Working hours, leave, insurance, tax.

Reference

🔧

Lever ATS

→

The right way to use Lever - stages, scorecards, scheduling, offer flows, automation rules. No improvising.

Tool

📁

Shared Drive

→

Where every template and document lives - folder map, naming conventions, direct links. Stop hunting for files.

Reference

🤖

AI Projects

→

11 AI tools built for the TA team - CV screener, feedback generator, interview dashboard, market intelligence. Built here, used here.

📋

Recruitment Process

End-to-end hiring guide - Normal Hiring, Management Hiring, evaluation frameworks, offer process, and expat procedures.

Version 4.0 · June 2026

Why this process exists

Every hire at Gradion goes through this process because hiring without structure is how you end up with the wrong person in the wrong role for six months. The process is the institutional memory of every mistake we've already made.

⚠️ Common mistakes

📋

Moving a candidate in Lever before the step is actually done

Stage in Lever = source of truth for everyone. Moving to "Offer" before the verbal offer call misleads the HM, C&B, and IT who are watching the pipeline.

🔒

Sending the offer PDF without a password

The PDF must be password-protected before attaching to Lever. Password = candidate's phone number. This step is skipped when people are rushing on a Friday afternoon.

📧

Wrong CC list on the offer email

Missing gee.vo, nhu.truong, dung.nguyen, rich, or the HM from the CC causes confusion about who approved the offer. Always use the full list from Appendix 5.

🌟

Skipping SPARC debrief for management roles

For Individual Contributor hires it's optional. For Management roles it's not - the debrief is where misaligned expectations between interviewers surface before they become a bad hire.

✈️

Treating an expat hire like a local hire until it's too late

Work permit processing takes 4–8 weeks minimum. If the expat flow isn't flagged at the offer stage, the start date becomes impossible to meet and the candidate loses trust.

📞

Not confirming the verbal offer details before sending the written offer

If the number on the PDF doesn't match what TA said on the phone, the candidate notices. This is the fastest way to lose a candidate who has already said yes.

📖 Definitions

#	Term	Meaning
1	HM	Hiring Manager
2	TA	Talent Acquisition
3	TI	Technical Interviewers
4	PM	Project Manager
5	CV	Curriculum Vitae
6	JD	Job Description
7	HR	Human Resource
8	BOD	Board of Directors

Hiring Process

Standard 12-step process covering all hires. Where Management Role hiring differs, the variation is noted inline within each step.

#	Step	PIC	Description	Reference
1	Hiring Requisition	HM	HM completes and submits the Resource Request form. The request must be stakeholder-approved before TA begins any sourcing work. ⚡ Management Role BOD sends the hiring request directly to the TA team - no form required.	Resource Request Form
2	Requirement Clarification	TA	TA validates headcount, role scope, budget, and timeline with the HM. Confirms role priority before starting. ⚡ Management Role TA validates directly with BOD - not HM. Same scope: headcount, budget, and priority.	Salary Range
3	Job Posting & Talent Sourcing	TA	TA posts the role on Vietnamworks, ITViec, LinkedIn, the Gradion website, and referral channels. Targets sourcing completion within 10–14 days.	TA Asset Management
4	Application Scanning	TA	TA uses the AgenticOS CV Screener to automatically scan new applicants for roles tagged with AI-scan in Lever. Reviews output and shortlists qualified candidates. ⚡ Management Role HM or BOD manually quick-scans all applications and shortlists for phone screen. No AI scan applied.	-
5	Phone Screen	TA	Qualified candidates undergo an initial phone screen with TA (~30 min). For senior or CEO-requested roles: run a long phone screen only. Ask whether the candidate holds secondary employment - if yes, note it in their profile and flag to HM before any next steps. For expat candidates: send a greeting email first to confirm relocation intent, salary expectations, and visa/WP eligibility before scheduling the screen. ⚡ Management Role TA conducts a long phone screen (60–90 min) only. Updates notes to the Google Tracking Sheet.	Appendix 2 - Phone Screen Appendix 4 - English Assessment Appendix 8 - Salary & Tools Appendix 6 - Expat Hiring
6	Assessment / Screen Evaluation	TA	Qualified candidates after the phone screen may complete a test before the technical interview (within 1–3 days). TA aligns with HM in advance to decide whether to apply the test and discusses potential timeline trade-offs. ⚡ Management Role - Screen Evaluation HM or BOD reviews phone screen notes. Updates shortlist status (Pass / Fail) in the Tracking Sheet. No technical test applied.	-
7	Interview Round(s)	TA TI	TA schedules the technical interview within 1–3 days of the phone screen or test. TA seeks PM approval for TI's interview support availability. TI submits feedback within 24 hours. Client interviews (if applicable): submit feedback under Client Interview in Lever - include client name, feedback details, and final suitability status. ⚡ Management Role - BOD Interview Coordination TA schedules: Round 1 with Chief of Staff (30 min). If Pass → Round 2 with CEO/Founder (subject to availability). No TI involved.	Appendix 3 - Interview Guidelines Engineer Interview Materials PM Interview Materials
8	Supplementary Evaluation Optional / If requested	TA HM	Run when there are concerns about cultural alignment. TA collects feedback and submits to HM for review. For Head of Department candidates: HM must include the Candidate Feedback Form with their CV. ⚡ Management Role - Reference Check If specifically requested by BOD or HM, TA conducts a reference check using the standard form.	Lever Guideline for HM Reference Check Form
9	Final Evaluation & Selection	TA BOD	TA collects all interview feedback and sends a recap email via Lever. Delivery Dept: To `rich@gradion.com` · CC gee.vo, nhu.truong, dung.nguyen, HM. Back Office: To `gee.vo@gradion.com` · CC nhu.truong, HM. Once approved by BOD, TA calls the candidate to confirm. The BOD stakeholder who approved replies to all for written confirmation. ⚡ Management Role Recap to HM · CC CEO/Founder, gee.vo, nhu.truong, rich. Once approved, TA calls candidate to confirm verbally. HM or BOD reviews Reference Check Report (if applicable) and replies to all for written confirmation.	Appendix 5 - Offer Process
10	Offer Extension & Result Notification	TA	Format and prepare the candidate's CV for internal records or client submission. Send the Offer Letter via Lever (CC: gee.vo, nhu.truong, dung.nguyen, rich, HM). Send Thank You Letter to unsuccessful candidates. ⚡ Management Role Same process. Offer Letter CC: gee.vo, nhu.truong, rich, HM - dung.nguyen not included.	Appendix 5 - Offer Process
11	Stakeholder Notification	TA	On acceptance: send Candidate Confirmation emails to the Management Team and Onboarding Team. On rejection: notify HM immediately. For expat hires: follow the Expat Working Process for detailed procedures.	Appendix 7 - Templates Appendix 6 - Expat Hiring
12	Request Closure	TA	Add the `job-closed` tag to the hired candidate's profile in Lever - triggers the HM satisfaction survey automatically. Move the hired candidate to the `Hired` stage - triggers automated onboarding document preparation.	-

Step	Owner	Expected	Late if…
Post JD after hiring request approved	TA	≤ 2 business days	> 3 days
Phone screen scheduled after CV shortlist	TA	≤ 2 business days	> 3 days
Technical interview scheduled after phone screen pass	TA	≤ 3 business days	> 5 days
Test assigned after phone screen (if applicable)	TA	≤ 1 business day	> 2 days
TI feedback submitted after interview	TI	Within 24 hours	> 48 hours
Offer letter sent after verbal offer call	TA	Within 24 hours	> 48 hours
Thank-you email to rejected candidates	TA	≤ 5 business days after decision	> 1 week
Lever stage updated after each milestone	TA	Same day	Next business day

Appendices

Appendix 1 - Evaluation Framework (SPARC)

Gradion evaluates every candidate at two levels. SPARC is the primary filter - always evaluated first. Technical skills are assessed only after SPARC clears. If SPARC is weak, the candidate is rejected regardless of other skills. Apply this rule without exception, especially for the first 3–4 employees on a new team.

SPARC Pillars

Pillar	What it measures	Signals to look for
Growth Mindset	Attitude toward learning, feedback, and experimentation	Willing to try new approaches · Reflects and adapts after challenges · Takes ownership of outcomes
Business Thinking	Ability to connect work to cost, risk, customer, and strategy	Understands trade-offs and priorities · Identifies waste and creates impact · Calibrates thinking to their role
Critical Thinking	Capacity to bring clarity and structure to reasoning	Provides logical, structured answers · Uses evidence and real examples · Spots assumptions and considers alternatives
Posture & Communication	Presence, tone, and clarity in expression	Respectful, constructive, and audience-aware · Confident but not aggressive · Communicates complex ideas clearly in English
AI Literacy	Effective and responsible use of AI	Enhances productivity with AI · Validates AI output before applying · Remains curious and adaptive

Technical Skills (secondary): Weight potential over perfection, especially for junior, intern, and tester roles. Evaluate on: GitHub portfolios, personal projects, bootcamp experience, certifications backed by examples. Do not rely on job titles alone - ask what they actually did in the role.

SPARC Assessment Categories

Category	What it means	Key traits (positive)	Red flags
Self-awareness	Do they know who they are, what they're good at, and where they need to grow?	Reflects on weaknesses and seeks improvement	Lack of self-reflection
Purpose	Is there something that genuinely matters to them?	Passionate about work, even if early-stage. Alignment with Gradion values.	Just looking for a job
Ambition	Do they want more from life and career than just doing the job?	Proactivity and ownership	Lack of drive, vague ambition
Resilience	Can they deal with feedback, pressure, or failure - and grow from it?	Handles pressure/failure and grows from it	Cannot handle feedback
Growth Mindset	Do they believe in learning and evolving?	Curiosity and learning orientation	No curiosity about the role or company
Drive	Is there something that genuinely motivates them beyond the job?	Internally motivated; pursues improvement proactively	Passive; waits to be told what to do

SPARC Interview Questions

Question	Purpose	What to listen for
Where do you see yourself in 5 years?	Tests ambition, vision, and goal-setting	Do they want to lead, master a craft, or build something meaningful? Weak signal: vague answers ("I don't know" / "working in IT"). Are they aiming up, or just sideways?
What drives you? What makes you want to become better or more successful?	Reveals internal motivation and values	Personal stories - "I want to prove women can succeed in tech." Shallow answers like "I just want a job" signal weak SPARC.
Tell me about a time you received hard feedback. What was it? What did you do about it?	Shows self-awareness and growth mindset in action	Specifics: "I was told I lacked attention to detail, so I changed X." Avoid vague or defensive answers.
What's something difficult you taught yourself? Why did you do it, and how?	Measures ownership, curiosity, and initiative	Self-started projects (GitHub repos, certifications). Clear process of learning - not just "I watched YouTube."
What's something you're really proud of - inside or outside of work?	Uncovers personal values and drive	Can be anything: family support, finishing school against odds, launching a blog. Flag: "nothing really."
Tell me about a time you failed. What happened? What did you learn?	Maturity check: growth comes through failure	Are they honest? Do they own it or blame others? Can they articulate the learning?

Probe technique: Always follow with "Why?", "Can you give an example?", or "How did that make you feel?" Do not accept surface answers.

Hiring Decision Flow

Step	Evaluation question	Decision if Yes
1	Does the candidate demonstrate strong SPARC (growth mindset, ambition, resilience, alignment with values)?	Move to Technical Skills evaluation
2	Are the candidate's Technical Skills adequate or teachable for the role?	Proceed to the next hiring stage

If SPARC is weak - reject. Do not proceed to technical evaluation.

How to Score SPARC

After the interview, ask yourself: Do they have ambition and a real vision? Do they care about something? Can they learn and adapt? Do they own their development?

3 or more strong answers - proceed. Fewer - reject.

Don't look for perfect answers. Look for honesty and potential.
Don't fear people who are shy or quiet. Look for the fire behind the quiet.
Always probe deeper: "Why?", "Can you give an example?", "How did that make you feel?"
SPARC is about character - not age, background, or job title.

Role-Specific Screening Notes

Role type	Focus
GPT-polished CVs	Look for over-polished, vague, or unrealistic descriptions - "all the right words" with nothing concrete. Probe for specifics in the interview.
Developer roles	Prioritise GitHub repositories over certificates. Ask what they actually built and why.
Designer roles	Portfolio required. Skip CVs without visual proof.
Sales roles	Notice communication skills and attitude more than depth of background.

Appendix 2 - Phone Screen Guidelines

Audience: TA

Phase	What to do
Before (optional)	Request an English introduction video to assess basic language proficiency before booking the call. Send the phone screen invitation to qualified candidates via Lever.
During	Cover: role fit, motivation, and career direction · communication and English proficiency · cultural alignment and growth potential (SPARC-focused questions). Align the candidate on: salary range and compensation structure · insurance contribution terms (not based on full salary) · internal exchange rate (check with TA lead regularly). Ask if the candidate currently holds any other jobs. If yes, note it in their Lever profile and flag to HM before any offer decision.
After	Submit phone screen feedback and a clear recommendation (YES / NO) in Lever. Decide next steps: move qualified candidates to the next stage, close unqualified cases.

Appendix 3 - Interview Guidelines & Feedback Templates

Audience: TI and HM

Before the Interview

#	Action
1	Log into Lever → Settings → Calendar. Connect your Google or Microsoft calendar and verify your time zone.
2	Keep Lever notifications on - don't miss scheduling requests or invitations.
3	Review the Job Description. Understand role requirements, responsibilities, qualifications, and hiring context. Access via Gradion Careers or the link TA provides.
4	Review the candidate's CV. Identify key skills and experience to guide your questions. Access via the link in the Calendar Meeting Invitation - this opens the candidate's profile in Lever directly.
5	Check the meeting details: interview type · date and time · co-interviewers (in the Guests section) · candidate profile link.

Do	Don't
Keep notes tied to the rubric and role requirements	Download or forward CVs outside Lever
Submit feedback on time - delayed feedback blocks candidates	Edit job postings or candidate data in Lever
Flag integrity or NDA concerns to TA privately	Discuss compensation or make any promises to candidates

After the Interview - Feedback Quality Standards

Standard	What it means
Be Objective	Focus on the candidate's performance and facts from the interview - not subjective impressions
Be Specific	Provide examples or evidence to support every observation
Be Constructive	Highlight areas for improvement in a way that is actionable and supportive
Use Clear Language	Write in plain, easy-to-understand language - avoid jargon or vague statements

Deadline: Submit feedback within 24 hours of the interview.

Feedback Submission Steps

Step	Action
1	Check your calendar invite: confirm the time, format, link, and any notes.
2	Access the link in the invitation to view the candidate's CV and Feedback Template. Join on time; use the scorecard criteria as your mental checklist during the interview.
3	After the interview, re-open the Lever CV link → Add Feedback → select the Technical Interview form. Complete and submit.

Engineer Position - Feedback Template

Field	Purpose	Example
Candidate Overview	Summarise overall performance, background, and suitability in 2–3 sentences.	"The candidate demonstrated strong technical expertise in Node.js, with a solid understanding of system architecture and leadership experience."
Strengths	3–5 bullet points. Focus on skills relevant to the role. Support each with interview evidence.	Proficient in React.js and Next.js · Successfully led a team of 10 engineers · Strong problem-solving demonstrated in the live coding exercise
Areas for Improvement	Identify specific gaps. Be constructive - focus on actionable areas.	Limited AWS experience beyond basic usage · Struggled to articulate non-technical concepts clearly
Recommendation	State clearly: Move Forward or Do Not Move Forward. Include reasoning.	"Recommendation: Move Forward. The candidate has the technical expertise and leadership skills required."

PM Position - Feedback Template

For each dimension (scored 1–5), include: the questions asked · the candidate's responses · your evaluation of what the answers indicate.

Preferred name / English name:         | Age (if relevant):
Is currently employed:                  | Others:

Language Proficiency:
  English: [B1 / B2 / C1 / C2] + describe in detail if needed
  Others: [German / French / Chinese…] + level of fluency

Score 1–5: 1 = Misaligned/Risk · 2 = Needs Improvement · 3 = Acceptable · 4 = Strongly Aligned · 5 = Role Model

Dimension	Score	Scoring Guide
Motivation - Why is the candidate applying? Intrinsic (growth, learning) or extrinsic (money, location)? Alignment with company culture and values?	/5	1: Misaligned with Gradion values · 2: Some motivation, unclear · 3: Fair, potential alignment · 4: Clearly motivated by growth and values · 5: Inspires others with intrinsic drive
Experience - Relevant PM experience (domain, team size, delivery model)? End-to-end involvement? Exposure to technical and business tasks?	/5	1: Lacks relevant experience · 2: Limited, has potential · 3: Sufficient to meet expectations · 4: Broad and deep experience · 5: Exceeds expectations with strategic, hands-on experience
Mindset - Self-awareness, openness to feedback, adaptability? Growth mindset, resilience, curiosity?	/5	1: Low self-awareness, resistant to change · 2: Basic awareness, rarely adaptive · 3: Average self-reflection, open to learning · 4: Mature, reflects on past, adapts well · 5: Exceptional resilience and self-improvement
Conflict Handling - Mediation skills, escalation management, objectivity? Handling tough decisions?	/5	1: Avoids conflict · 2: Struggles constructively · 3: Handles typical tensions with guidance · 4: Resolves conflict fairly, owns tough conversations · 5: Acts as a mediator and leader
Working Style & Cultural Fit - Alignment with work setup and collaboration style? Cultural sensitivity and values fit?	/5	1: Poor fit · 2: Requires support to integrate · 3: Generally fits team norms · 4: Thrives in collaborative environments · 5: Embodies cultural fit and uplifts the team

Key Strengths:

Key Weaknesses:

Leadership Potential (aspiration / potential):

Overall Feedback (general comments / summary):

RECOMMENDATION:
  Qualified Level: Junior / Standard / Standard++ / Senior / Senior++ / Tech Lead…
  GO or NO-GO: [specify reason, especially for NO-GO]
  Can be a fit for other roles within Gradion? [specify details if yes]

Appendix 4 - English Assessment Criteria

#	Criterion	Description	What to assess
1	Listening & Reaction	Ability to understand and respond appropriately to questions	Does the candidate understand without repetition? How many times do they ask to repeat? How quickly do they react - quickly, slowly, or confused?
2	Fluency	Ability to organise answers with a logical lead and qualified flow of speech	Can they speak at length without pauses, hesitation, or self-correction? Do they use connectives and discourse markers effectively?
3	Interaction	Ability to engage in two-way communication and manage conversation dynamics	Can they take turns appropriately? Do they build on the interviewer's questions? Do they show active listening?
4	Pronunciation	How naturally and clearly the candidate sounds	Accent must be clear and easy to understand. Correct word stress and sentence stress · natural intonation · clarity of pronunciation.
5	Vocabulary (bonus)	Ability to use a wide range and flexible vocabulary	Does the candidate use a wide range of vocabulary? Do they attempt to paraphrase? Ability to discuss different topics with appropriate word choice.
6	Grammar (least weighted)	How natural and accurate the candidate's grammar is	Structures should feel natural - not necessarily perfect, but errors should not impede understanding. Range of grammar structures used.

English Scoring Matrix

Our Rate	IELTS Rate	Listening	Fluency	Interaction	Pronunciation	Vocabulary	Grammar
		Descending priority →
Proficient	C2	Understands effortlessly; responds naturally and appropriately in real time.	Speaks smoothly with no hesitation; natural rhythm and pace.	Engages naturally; leads conversation; manages turn-taking.	Clear, natural, easy to understand; near-native control.	Wide, precise vocabulary; uses idioms and nuances effectively.	Consistently accurate; uses complex structures naturally.
Proficient	C1	Understands almost everything; minor lapses but recovers smoothly.	Generally fluent with occasional hesitation; maintains flow.	Active participation; manages interaction well with little support.	Clear and intelligible with minor influence of first language.	Broad vocabulary; occasional gaps but can paraphrase.	High accuracy; occasional errors with complex structures.
Independent	B2	Understands main ideas; may miss details but can respond effectively.	Some hesitation or pauses; can maintain extended speech.	Participates effectively; may need occasional prompting.	Generally clear; occasional mispronunciations but understood.	Adequate range; can express ideas but may repeat words.	Mostly accurate; errors noticeable but do not hinder communication.
Independent	B1	Understands basic points; needs repetition or clarification.	Frequent pauses but manages short exchanges.	Can interact in familiar situations with support.	Understandable with effort; noticeable L1 influence.	Limited range; relies on basic vocabulary.	Frequent errors but meaning usually clear.
Basic	A2	Understands simple phrases with support.	Short, slow sentences with effort.	Struggles to maintain conversation.	Often difficult to understand.	Very restricted vocabulary.	Simple structures with frequent mistakes.
Basic	A1	Limited comprehension; struggles to respond.	Very limited words, mostly memorized.	Minimal ability to interact.	Very limited, unclear speech.	Only isolated words or phrases.	Very basic, often incorrect forms.

Appendix 5 - Offer Process

Pre-Offer: Verbal Offer Call

Reference Check (optional - mandatory for Management roles on BOD request): Before the offer call, TA conducts a reference check using the standard form. → Reference Check Form

Once the offer is approved by BOD stakeholders, TA calls the candidate to confirm:

Topic	What to cover
Offer details	Share the gross offer amount. Explain: during probation, 100% salary is received. Net income will appear higher than usual - no insurance deduction applies, only 10% PIT.
Onboarding date	Confirm start date (discussed and aligned with HM, coordinated with IT/Admin for preparation).
Benefits overview	Highlight key benefits: insurance, annual leave, performance review timeline.
Offer letter timeline	Inform the candidate of the estimated time for receiving the official offer via email.

Offer: Preparing the Offer Document

Use the Offer Letter Template Folder. Ensure the following fields are correctly filled:

Field	Notes
Full Name	First Name, Surname - as specified by HM
Position	As specified by HM
Start Date	As confirmed with HM and IT/Admin
Gross Salary	Rounded figures
Internship Duration	If applicable

File naming - Intern: Internship Offer Letter_Location_Position_Full Name
File naming - Full-time: Employment Offer Letter_Location_Position_Full Name
Format: Password-protected PDF. Password = candidate's phone number.
Sending via Lever: Select Offer Template · Attach PDF · Mask 10 digits of the phone number. Response deadline: 24–48 hours. CC: gee.vo, nhu.truong, dung.nguyen, rich, HM.

Post-Offer

Action	Notes
Send Candidate Confirmation emails	See Appendix 7 - send both Management Team and Onboarding Team versions.
Confirm device allocation	Default: Windows laptop. MacBook available if role requires it and reporting manager approves. Inform C&B and IT. Interns are typically assigned a Windows laptop.
Send parking documents to Admin	ID card (front & back) + vehicle registration (front & back). If submitted before onboarding: Admin handles parking payment in advance. If submitted on or after onboarding: candidate covers parking fee until card is issued. Gradion does not provide monthly car parking cards.

On rejection: Notify HM immediately.

Appendix 6 - Expat Hiring

General Procedures

When sending the confirmed expat candidate's email to the onboarding group: CC finance@gradion.com and clearly note the Cost for Visa & Work Permit in the email body. For any special circumstances not covered here, cross-check with the Admin team.

Location-Specific Requirements

Location	Required Documents
Vietnam	Collect the candidate's ID document and personal data during the onboarding phase. → WP Checklist - Vietnam
Singapore	Singapore Citizens & PRs: Clear copy of NRIC. Employment Pass Holders: Copy of EP, or provide FIN. Also collect: Date of Birth · Residential address in Singapore · Race/Ethnicity (required under Singapore labour regulations) · Full name and ID number from NRIC/FIN.
Thailand	→ Thailand Expat Instructions

Quick Links & Resources

Resource	Link
Email Templates & Attached Documents	Folder
Expat Working Process for TA	Sheet
Sample Vietnamese JD for Expat Hiring Request	Doc
Request Email to Admin (after offer acceptance)	Template
WP Checklist - Vietnam	Spreadsheet
WP Checklist - Thailand	Doc

Notice: After the candidate accepts the offer letter, send a request email to vn-admin@gradion.com to confirm the purchase with the agency. The Admin team posts the job with the Ministry of Labor only after receiving and confirming this request email.

Appendix 7 - Candidate Confirmation Templates

Send two separate emails on offer acceptance: one to the Management Team (includes salary & COGS), one to the Onboarding Team (no salary).

To Management Team - Back Office Roles

Management Team · Back Office

From: Talent Acquisition

To: bod@gradion.com, gee.vo@gradion.com, cb@gradion.com, bich.hoang@gradion.com, [HM email]

Subject: Candidate Confirmation - [Full Name] - [Position]

Dear Management Team,

We have received confirmation from [Full Name] for the [Position] role. Please find the details below:

• Name: [First Name, Sur Name, Last Name]
• Name in Vietnamese: [Full Vietnamese name]
• Nickname:
• Feedback Form: [Link]
• Hiring Source: [Hiring Source]
• Hiring Type: [Replacement / New Hire]
• Start Date: [DD/MM/YYYY]
• Reporting Line: [Line manager email]
• Project / Department: [Project or Department]
• Location: Vietnam – HCM / DN / HN / CT | Thailand – BKK
• Level: [Internal Level]
• Personal Email: [Email]
• Phone Number:
• Salary: [VND Gross ~ USD Gross]
• COGS (EUR):
• Preferred Company Email: Follow company standard / [specify @gradion.com]

Should you need any further information, please let me know.

Best regards,
[TA Name]

To Management Team - Engineer / Delivery Roles

Management Team · Engineer

From: Talent Acquisition

To: bod@gradion.com, gee.vo@gradion.com, cb@gradion.com, bich.hoang@gradion.com, nhu.truong@gradion.com, dung.nguyen@gradion.com, rich@gradion.com, [HM email]

Subject: Candidate Confirmation - [Full Name] - [Position]

Dear Management Team,

We have received confirmation from [Full Name] for the [Position] role. Please find the details below:

• Name: [First Name, Sur Name, Last Name]
• Name in Vietnamese: [Full Vietnamese name]
• Nickname:
• Feedback Form: [Link]
• Hiring Source: [Hiring Source]
• Hiring Type: [Replacement / New Hire]
• Start Date: [DD/MM/YYYY]
• Reporting Line: [Line manager email]
• Project / Department: [Project or Department]
• Location: Vietnam – HCM / DN / HN / CT | Thailand – BKK
• Level: [Internal Level]
• Personal Email: [Email]
• Phone Number:
• Salary: [VND Gross ~ USD Gross]
• COGS (EUR):
• Preferred Company Email: Follow company standard / [specify @gradion.com]

Should you need any further information, please let me know.

Best regards,
[TA Name]

To Onboarding Team

Onboarding Team

From: Talent Acquisition

To: global-onboarding@gradion.com, [PM email if applicable]

Subject: Candidate Confirmation - [Full Name] - [Position]

Hi all,

We have received confirmation for [Full Name] joining us as [Position]. Please find the details below:

• Name: [First Name, Sur Name, Last Name]
• Name in Vietnamese: [Full Vietnamese name]
• Nickname:
• Hiring Source: [Hiring Source]
• Hiring Type: [Replacement / New Hire]
• Start Date: [DD/MM/YYYY]
• Reporting Line: [Line manager email]
• Project / Department: [Project or Department]
• Location: Vietnam – HCM / DN / HN / CT | Thailand – BKK
• Level: [Internal Level]
• Personal Email: [Email]
• Phone Number:
• Preferred Company Email: Follow company standard / [specify @gradion.com]

Thank you for proceeding to the next step. Please reach out if you need anything further.

Best regards,
[TA Name]

Appendix 8 - Salary & Compensation Tools

Use these tools when preparing offers. Always download a local copy before editing — do not modify shared files directly.

⚠️

Expat Salary Notice: If an expatriate candidate's expected salary is below ~47,000,000 VND net/month, do not proceed with offer preparation without first checking with the C&B team. Social insurance calculations for expats can significantly affect the net-to-gross conversion and final offer amount.

📊

Salary Range 2025

Approved salary ranges by role and level

View Sheet

🇻🇳

Conversion Form - Vietnamese Candidates

Net/gross conversion for VN hires

Open Form

🇹🇭

Conversion Form - Thai Candidates

Net/gross conversion for TH hires

Open Form

🇸🇬

Conversion Form - Singapore Candidates

Net/gross conversion for SG hires

Link pending

🚀

TA Newcomer & Employee Onboarding

Full onboarding lifecycle - from offer acceptance to 60-day follow-up. Covers all TA tasks, access setup, templates, and the TA-specific Day 1 agenda.

Why this process exists

Onboarding is the first real impression Gradion makes after the hire - and it happens when the new employee's expectations are highest. A disorganised Day 1 - missing access, no one waiting, unclear agenda - tells the newcomer they made the wrong choice before they've even started. This process exists so that never happens. Every step from offer acceptance to Day 60 is TA's responsibility. Nobody else owns this handoff.

Introduction & Purpose

Two audiences, one flow

This section covers the complete onboarding lifecycle for all new hires at Gradion - and adds a dedicated TA-specific track for anyone joining the Talent Acquisition team.

For all Newcomers (TA-run)

▶Provide a structured framework for TA to onboard all Newcomers into the organisation
▶Ensure smooth and successful integration from offer acceptance to Day 60
▶Coordinate across TA, DM, COM, IT, Admin, and C&B teams

For new TA Members (TA-specific track)

▶Help new TA members settle into their role from Day 1 with confidence
▶Ensure all systems, tools, and permissions are set up correctly
▶Provide an overview of the end-to-end hiring process and TA ways of working

💡

How to read this section: Phase 1–3 below apply to all Newcomers. Rows marked T1–T4 in Phase 2 are the additional Day 1 agenda run exclusively for new TA team members.

📖 Scope & Definitions

Scope: This process applies to the TA team during the New Employee Onboarding Process. The TA-specific track applies to all newcomers joining the Talent Acquisition team.

#	Term	Meaning
1	PIC	Person in charge - the person responsible for the outcome of a task/activity/goal
2	DM	Direct Manager - direct reporting line of the employee
3	TA	Talent Acquisition
4	BOD	Board of Director - the governing body of a company
5	COM	Community - team that drives workplace culture through company-wide events and internal engagement initiatives
6	C&B	Compensation and Benefits - team that designs, implements, and manages employee compensation packages
7	SBP	Strategic Business Partner
8	ATS	Application Tracking System (Lever)

⚠️ Common mistakes in Onboarding

💻

Not requesting IT setup early enough

IT needs at least 3 working days before Day 1 to prepare the laptop, email, and system access. Requesting on the day before is the single most common reason a newcomer has nothing to work with on their first morning.

📨

Sending the welcome email too late - or not at all

The welcome email sets the tone before Day 1. Sending it the morning of onboarding instead of 2–3 days before means the newcomer walks in without context about what to expect.

📢

Forgetting to add the newcomer to Workspace channels

#general, #vietnam-hr, team-specific channels - these need to happen before or on Day 1. A newcomer who can't see conversations feels excluded immediately, even if no one intended it.

🤝

Skipping the 1-week follow-up

Phase 3 step 1 - a quick Workspace message or short call - takes 5 minutes but makes an outsized impression. This is the step most often dropped when TA is busy. It's also the step newcomers most remember.

📅

Not aligning the start date with IT and Admin before confirming to the candidate

The start date affects laptop delivery, parking card, and onboarding session scheduling. Confirming a date with the candidate before checking with IT and Admin creates a cascade of last-minute problems.

#	Step	PIC	Detailed Description	Reference
1	Communicate with Newcomers 4 days before joining	TA	TA keeps Newcomers updated and supported throughout the pre-joining period by answering questions and maintaining regular contact. Admin tasks: ① Forward candidate vehicle info to Admin for parking registration - HCM office only. ② Automation sends HR training calendar invites automatically - however, TA PIC must manually book the training room. ③ For expat cases, TA collaborates with the candidate, C&B, and Admin to launch the visa & work permit process promptly. Refer to Expat Working Process in the Recruitment Process document.	→ Recruitment Process
2	Remind DM to Send Welcome Message Before Day 1	TA	TA provides the DM with the Welcome Email template and ensures it is sent to the Newcomer before their first day.	→ Welcome Email Templates

Step

PIC

Detailed Description

Reference

Communicate with Newcomers

4 days before joining

TA keeps Newcomers updated and supported throughout the pre-joining period by answering questions and maintaining regular contact.

Admin tasks:

① Forward candidate vehicle info to Admin for parking registration - HCM office only.

② Automation sends HR training calendar invites automatically - however, TA PIC must manually book the training room.

③ For expat cases, TA collaborates with the candidate, C&B, and Admin to launch the visa & work permit process promptly. Refer to Expat Working Process in the Recruitment Process document.

→ Recruitment Process

Remind DM to Send Welcome Message

Before Day 1

TA provides the DM with the Welcome Email template and ensures it is sent to the Newcomer before their first day.

→ Welcome Email Templates

#	Step	PIC	Detailed Description	Reference
1	Welcome & Company Tour Day 1 morning	COM	For HCM/DN offices: the Community team guides the Newcomer on a company tour, introduces all departments, and helps them get acquainted with the company structure.	COM Internal Onboarding Guidelines
2	Engage with Newcomers Day 1	TA	Newcomers join the onboarding session and IT training session on their first day. TA is responsible for hosting a "Company Introduction" session via the Current Global Wiki for initial acclimatisation and a warm welcome.	→ Global Wiki
3	First-Day Check-in End of Day 1	DM / TA	TA (or DM) has a brief conversation with the Newcomer about their first day to ensure they feel comfortable and are following along with the process.	-

#	Step	PIC	Description	Reference
T1	Company Orientation	Admin COM IT	(a) Company Tour - Admin-Community walks the TA Newcomer through the office and introduces shared facilities and departments. (b) Company Orientation - TA covers Gradion's values, culture, and policies. (c) Security & IT Compliance - IT sets up devices and accounts, introduces internal systems, and briefs on IT and security policies.	→ Global Wiki → IT Intro
T2	TA Orientation	TA	Walk the TA Newcomer through the TA team structure, individual roles, and the full Talent Acquisition workflow.	2026 Onboarding Guideline
T3	Get Permissions & Access	TA	Grant the TA Newcomer access to all working channels, tools, and systems below. Workspace Channels #Gradion-vietnam-ta-team Primary channelDaily TA ops, candidate updates, and team coordination for Vietnam TA. #Vietnam-hr Vietnam HR (TA + C&B)HR announcements, policy updates, cross-function coordination. #Gradion-ta-global Global TA + LeadershipCross-country hiring updates, best practice sharing, leadership comms. #Gradion-fin-ta TA + FinanceSalary benchmark requests, offer cost approvals, headcount budget queries. #Admin-ta-wp-process Work Permit & VisaWP/visa tracking for expat hires. Coordinate with Admin on international candidates. #Sgn-office-security-onboarding SGN Office LogisticsLaptop setup, building access card, desk assignment for new hire Day 1. Google Workspace & Meetings recruitment@gradion.comShared TA inbox - candidate emails, interview invites, offer letters. global-onboarding@gradion.comOnboarding alias - welcome emails and Day 1 logistics for new hires. TA Drive - 04. RecruitmentMain folder - JD templates, scorecards, offer formats, SOPs, trackers. Gradion Interview CalendarShared calendar - check availability, log all scheduled interviews. Weekly TA MeetingMonday team sync - pipelines, blockers, hiring updates. 1:1 with SBP/ManagerRegular check-in - performance, goals, blockers with your SBP. Tools & Platforms Lever - ATSAll candidate tracking, pipeline, interview scheduling, offers. Update in real time. Resume.io - CV FormatterFormat shortlisted CVs to Gradion standard before presenting to HMs. LinkedIn Recruiter - PremiumPrimary sourcing tool - search and InMail passive candidates. Job Boards - ITViec, TopDev, Seek, VietnamWorks, TopCVPost JDs and source inbound applicants for tech and general roles.	→ TA Asset Mgmt → Lever Guide → TA Drive
T4	Performance Review Overview	SBP / TA	Explain the probation review process (Day 51, 1:1 with SBP) and the bi-annual performance review cadence. Evaluation sources: Self-Reflection · 2 Stakeholders · Strategic Business Partner Method: Gradion Copilot AI	→ Frameworks → TA Perf Review

#	Step	Timing	PIC	Detailed Description	Reference
1	Follow-Up Communication	1 week after joining	TA	TA reaches out to the Newcomer to check on their progress, see how they are settling in, and offer support for any concerns. A quick Workspace message or short call is sufficient - the goal is to make them feel seen and supported in their first week.	-
2	Feedback Gathering	60 days after joining	TA	TA has a structured conversation with the Newcomer to gather feedback on: ① their onboarding experience, ② first impressions of Gradion's culture and team, and ③ suggestions for improvement. Insights are used to continuously improve the process for future hires.	-
3	Newcomer Satisfaction Survey	After 60 days	Newcomer (TA to motivate)	TA motivates the Newcomer to complete the Satisfaction Survey. This feedback helps Gradion enhance the Newcomer experience, address recurring issues, and optimise the onboarding programme for future hires.	→ Satisfaction Survey

TA Onboarding SLA - Quick Reference

Deadlines and owners for key TA actions across all onboarding phases. Use this as a checklist when managing a new hire's onboarding.

Action	Owner	When	Late if…
IT setup requested (laptop, email, access)	TA	≥ 5 business days before Day 1	< 3 days before
Welcome email sent to newcomer	TA	2–3 days before Day 1	Day of start
Newcomer added to Workspace channels	TA	Before or on Day 1	Day 2 or later
Candidate confirmation sent to Mgmt & Onboarding teams	TA	Same day as offer acceptance	Next business day
1-week check-in with newcomer	TA	Day 5–7	Not done by Week 2
1-month check-in with newcomer	TA	Day 20–25	Not done by Week 5
Newcomer satisfaction survey sent	TA	Day 30–60	Not sent within 2 months

👋 Welcome Email Templates

ℹ️

Sent by the DM before Day 1. TA provides this to the DM during Pre-Onboarding Step 3. Choose Version A or B based on DM's office presence on Day 1.

📄 Open Template Doc — share this link with the DM so they can copy and send directly.

Version A · DM same office

From: [DM Name]

To: [Newcomer's personal email]

CC: recruitment@gradion.com, cb@gradion.com

Subject: Welcome to Gradion, [Newcomer's Name]!

Howdy [Newcomer Name],

Congratulations and welcome aboard!

My name is [Your Name] and I'll be your direct manager. I just wanted to reach out and say I'm really glad you're joining the team.

I'll be there with you on your first day, so no need to be nervous. Just show up in your best T-shirt with a great smile. Feel free to chat with your new colleagues and explore the space. Everyone at Gradion is genuinely welcoming, so I'm sure you'll fit right in.

One heads-up: make sure you're well-caffeinated, because the first day comes with a fair share of admin tasks. (I know, I know, but you'll get through it!)

Other than that, just soak it all in and enjoy the atmosphere.

Welcome again. See you soon!
[DM Name]

Version B · DM different office

From: [DM Name]

To: [Newcomer's personal email]

CC: recruitment@gradion.com, cb@gradion.com

Subject: Welcome to Gradion, [Newcomer's Name]!

Howdy [Newcomer Name],

Congratulations and welcome aboard!

My name is [Your Name] and I'll be your direct manager. I just wanted to reach out and say I'm really glad you're joining the team.

I won't be at the same office as you on your first day, but the team there will take good care of you, so no need to be nervous. Just show up in your best T-shirt with a great smile. Feel free to chat with your new colleagues and explore the space. Everyone at Gradion is genuinely welcoming, so I'm sure you'll fit right in.

One heads-up: make sure you're well-caffeinated, because the first day comes with a fair share of admin tasks. (I know, I know, but you'll get through it!)

Other than that, just soak it all in and enjoy the atmosphere.

Welcome again!
[DM Name]

🌏

Countries Benefit

Benefit overview across all Gradion operating countries - working conditions, leave, pay, insurance, and tax.

Owner: C&B Team · Last updated: 2026

Why TA needs to know this

TA is the first person a candidate asks about salary, leave, and benefits - often before C&B is ever in the room. Getting this wrong, or saying "I'll check and get back to you," erodes trust at the most sensitive point in the hiring process. This section is not owned by TA, but it needs to be understood by TA. Every number here came from C&B. If something looks outdated, flag it - don't guess.

⚠️ Common mistakes when discussing benefits

💬

Quoting benefits from memory instead of this page

Leave entitlements, insurance contribution rates, and bonus structures change. An off-the-cuff number that's a year out of date creates a legal and trust problem when the candidate's contract says something different.

🌏

Applying Vietnam rules to a Thailand or Singapore hire

Annual leave, public holidays, and probation periods differ by country. Telling a Singapore candidate they get 12 days annual leave (VN standard) when SG policy is different creates a broken expectation before Day 1.

💰

Confusing gross and net salary during the offer call

During probation, candidates receive 100% gross with no insurance deduction - net looks higher than it will after probation. This needs to be explained clearly on the verbal offer call, not discovered by the candidate on their first payslip.

Category	🇻🇳 Vietnam	🇹🇭 Thailand	🇸🇬 Singapore	🇩🇪 Germany
⏱️ Working Conditions
Legal Working Hours	40 hrs/week (8 hrs/day, 5-day week). Max 40 OT hrs/month, 200 hrs/year (up to 300 hrs where specifically permitted by law).	40 hrs/week (8 hrs/day, 5-day week).	40 hrs/week. Max 12 hrs/day, 72 OT hrs/month.	40 hrs/week. Up to 5 OT hrs/month deemed compensated by fixed salary - no additional payment.
Probation Period	Mandatory by law. 6 / 30 / 60 / 180 days depending on job level.	Not mandatory. Typically 30–119 days.	Not mandatory. Commonly 3–6 months.	Not mandatory. Commonly 3–6 months.
🏖️ Leave Benefits
Annual Leave	15 days/year. +1 day every 5 years of service. Not entitled during probation. Pro-rated based on actual joining/end date.	≥6 days/year. Not entitled during probation. Pro-rated based on actual joining/end date.	7–14 days. Increases with tenure. Not entitled during probation. Pro-rated based on actual joining/end date.	28–30 days. Full entitlement after 6 months of service.
Public Holidays	11 days	19 days	12 days. If a public holiday falls on a non-working day, employee gets a day off in lieu or extra day's salary.	11 days. 24 & 31 Dec counted as paid leave.
💰 Pay & Compensation
Minimum Wage	VND 3.45–4.96M/month (regional, Jul 2025). Rising 7% in 2026.	THB 337–400/day. Varies by province (Jul 2025).	No general minimum wage. Certain sectors only.	-
Overtime Rate	150% weekday · 200% weekend · 300% public holiday	1.5× regular day · 3× on holidays	1.5× for Part IV staff (non-executive, salary ≤S$2,600)	Not applicable
Severance Eligibility	≥12 months service	≥120 days service	Contractual/advisory basis	Not mandatory by law. Arises only in 3 cases: employer terminates, court ruling (unfair dismissal), or mutual termination agreement. Voluntary resignation = no severance.
Severance Formula	½ month salary per service year (excluding UI-covered periods)	30–400 days' wages based on tenure (up to 20+ years)	Typically 2 weeks–1 month per service year	Common benchmark: 0.5 month salary × years of service
🏥 Social Insurance
Employer Contribution	~21.5% (SI 17% + HI 3% + UI 1% + OAI 0.5%)	~5–10% (Social Security 5%, cap THB 875)	~17% - CPF 17% (SG/PR only, up to S$7,000). Foreigners excluded.	-
Employee Contribution	~10.5% (SI 8% + HI 1.5% + UI 1%)	5% (cap THB 875)	20% - CPF 20% (SG/PR only)	-
Total Employer On-cost	~21.5%	~5–10%	~17%	-
Company Health Insurance	PTI Health Insurance - VND 3,935,385/year (~VND 334,238/month)	AIA Premium - ~THB 10,846/year per person	Not applicable	-
🎁 Benefits in Kind
Performance Bonus	(Total actual salary of working months ÷ 12) × bonus rate	Company's decision	Company's decision	-
Annual Health Check	~VND 650,000/year per person	Not applicable	Not applicable	-
L&D Budget	VND 6,000,000/month across all employees	Not applicable	Not applicable	Not applicable
Birthday Gift	VND 300,000/person	Not applicable	Not applicable	Not applicable
Life Events Support (Marriage / Newborn / Funeral / Hospital)	VND 1,000,000/person per occasion	Not applicable	Not applicable	Not applicable
Sport Activities	Support allowance by office location	Not applicable	Not applicable	Not applicable
Company Events	VND 21,000,000/event. Tết · Mid-Autumn · Women's Day (20 Oct) · Men's Day (Nov) · Family's Day (28 Jun) · Children's Day (1 Jun) · Christmas · International Day of Happiness (20 Mar) · World Population Day (28 Dec)	Not applicable	Not applicable	Not applicable

⚠️

FWD Insurance (after 2 years of service) - previously available for VN at avg VND 14,378,111/year/person - cancelled from June 2026.

🔧

Lever ATS

Standard operating guide for Lever - pipeline stages, interview scheduling, offer flows, automation rules, and best practices for the whole TA team.

Why everyone uses the same Lever process

Lever is only useful if everyone uses it the same way. When different people name stages differently, leave notes in different fields, or skip archive reasons, the pipeline data becomes unreadable - and decisions get made on gut feeling instead of facts. This guide exists so that the TA Dashboard, automation rules, and reporting are always based on clean, consistent data. One person improvising in Lever costs the whole team visibility.

⚠️ Common mistakes in Lever

🗂️

Archiving a candidate without selecting a reason

Archive reason is the only way to track why candidates drop off. "No reason selected" makes pipeline reports meaningless - you can't improve sourcing if you don't know where candidates are lost.

🏷️

Using the wrong tags or creating new ones without approval

Tags are a shared taxonomy. An informal tag like "maybe later" or "gd candidate" that one person adds quietly breaks the tag filter for everyone else. New tags need to go through TA Lead first.

📝

Writing feedback outside Lever's scorecard

Feedback in a Slack message or personal doc is invisible to the rest of the team. All interview feedback - including phone screen notes - must be logged in Lever so the hiring decision is traceable.

📤

Sending the offer in Lever without attaching the PDF first

The offer template in Lever is a notification, not the offer itself. The password-protected PDF must be attached before sending. Sending without it means a second email - which looks unprofessional.

Jump to: Lever Overview 1. Requisition 2. Posting a Job 3. Moving Candidates 4. Leaving Feedback 5. Scheduling

★Lever Overview

What is Lever?

Lever is a cloud-based ATS and CRM platform used by Gradion's TA team to manage the full recruitment lifecycle.
Every candidate interaction - from first outreach to offer acceptance - is recorded and tracked within Lever, creating a single source of truth for all hiring activity.
Lever organises candidates as Opportunities linked to specific job Postings and Requisitions, allowing TA to manage multiple roles and pipelines simultaneously.
The platform supports collaboration between TA, Hiring Managers, and interview panelists through shared feedback forms, automated notifications, and role-based access controls.
All data entered in Lever feeds directly into reporting and dashboards used to evaluate TA team performance.

How Lever is applied in the TA process

Lever is the operational backbone of Gradion's TA function. Keeping Lever updated accurately and in real time is not optional - it directly impacts team performance tracking, stakeholder reporting, and the integrity of every hiring decision.

📊 Performance & Reporting

Lever data powers the TA Dashboard, directly linked to TA performance tracking.
Stage movement data drives key metrics: time-to-fill, conversion rates, and pipeline health.
Incomplete or inaccurate data in Lever will produce misleading dashboards and affect team evaluation.

📋 Requisition & Posting Management

Use Lever to create and manage Requisitions for every approved hire - links headcount, budget, and job postings in one place.
Job Postings in Lever are published to internal and external job sites directly from the platform.
Requisition status must always reflect the current hiring state (Open / On hold / Closed) to maintain accurate headcount tracking.

🔄 Pipeline & Candidate Management

Every candidate - whether inbound or sourced - is managed within a structured stage pipeline in Lever.
Moving candidates through stages in Lever is the only way to officially progress or decline them; no informal tracking outside the system is permitted.
Archive reasons and decline notes logged in Lever create the audit trail required for compliance and calibration.

🗓 Interviews & Collaboration

Schedule interviews directly in Lever - the platform sends calendar invites and links feedback forms to the appropriate panelists automatically.
Hiring Managers and interviewers receive and submit their scorecards through Lever, keeping all feedback consolidated on the candidate profile.
Lever's sourcing extension (LinkedIn) and Easy Book links support efficient outreach and scheduling without leaving the platform.

⚠

Why accuracy matters Every stage movement, field entry, and archive reason you record in Lever is used in TA performance reporting. Stale or missing data does not only affect your own metrics - it affects the team's collective reporting to Line Management. Update Lever in real time, every time.

1Creating a Requisition

A Requisition controls headcount, budget, and linked job postings for each open role - it must be created in Lever by TA after the Hiring Manager (HM) submits the Hiring Request form and scope is confirmed.

Naming and status rules

Requisition name format: [Team] Role Title - e.g., [IT Team] IT Service Desk or [Emma] Senior Fullstack Developer. Use Title Case; team name in brackets; exact role title as used in the posting.
Requisition code: Automatically generated on creation - no manual entry required.
Status lifecycle: Set to Draft while editing → Open after approval → On hold if paused → Closed when role is filled or cancelled.

Required fields - how to fill

Field	How to fill	Owner	Required
Req. name	[Team] Role Title (Title Case)	TA	Required
Headcount	Integer ≥ 1. Use Unlimited only for evergreen entry-level roles.	HM + TA	Required
Status	Set Draft while editing; move to Open after approval; apply On hold or Closed as applicable.	TA	Required
Location	Exact city/country (e.g., Ho Chi Minh City, Vietnam). Ensure job posting matches if hybrid/onsite.	HM	Required
Work type	Full-time / Part-time / Contract - must match the posting and offer.	HM	Required
Department/Team	Select the official org unit (e.g., Vietnam – Tech).	TA	Required
Req. hiring manager	Person accountable for selection and feedback SLAs.	TA	Required
Req. owner	Main recruiter/TA PIC responsible for data hygiene.	TA	Required
Compensation band	Fill Min–Max, Currency, Interval (e.g., 800–900 USD / month). Must align with the approved band.	HM + TA	Required
Req. description	Business reason + context. For backfill: "Replace [name]"; for new headcount: "New headcount per FY plan".	HM	Required
Time to fill start	Target start date for sourcing (the date TA begins active work).	TA	Required
Time to fill end	Target date to close/fill the role. Drives SLA dashboards.	TA	Required
Job Description	Attach or choose the final JD. If unavailable, choose "Provide a New JD…" and paste the link in the following field.	HM	Required
Interviewers	Select the panel by role. Ensure coverage: functional + bar raiser/client if needed.	HM + TA	Required
Hiring Process	Add the Hiring Protocol for this requisition. Follow this exact format: HR Phone Screening > Technical Interview > Offer. Each stage separated by `>`.	TA	Required
Linked posting(s)	Click Add posting in the right pane and link the correct job(s). For multi-site hiring, multiple postings may be linked to a single requisition.	TA	Required
Priority	Set following direction from Line Manager - reflects the urgency and business importance of this hire.	TA + HM	Required
Unlimited / Backfill	Tick Backfill only if replacing a named leaver; specify the leaver's name in the Req. description.	HM	Optional
Req. code	Automatically generated - no action needed.	System	Auto
Co-Recruiter	Add when another TA team member is jointly running this requisition with you.	TA	Optional
Blocker	Document the current bottleneck(s) preventing the role from progressing, along with any proposed solutions. ⚡ Updated whenever it changes - reflects on the TA Dashboard and informs the Line Manager directly on a daily basis.	TA	Optional

Guardrails

⚠

Critical rules Compensation band must be present before approvals (excluding COGS); offers must fall within Min–Max unless a formal exception is approved. Headcount drives the Hired limit - update it if the plan changes. If Backfill is ticked, include the leaver's name in the description for the audit trail. Requisition Status and Linked posting(s) must remain in sync: do not keep postings live after the requisition is Closed. If scope changes (team, band, or level), create a new requisition rather than reusing the existing one.

Common scenarios

Multiple hires for the same role: Increase Headcount on the same requisition; keep a single posting (or multiple city-specific postings) linked.
Role paused: Set Status = On hold. If the posting must remain visible, add a note on the requisition and confirm with HM.
Compensation band changes during search: Update the requisition band, re-route for approval, then proceed.
Replacing a hire who withdraws: If within the same plan and budget, reopen the requisition (or increase headcount by 1) and relink the posting.

2Posting a Job

Publishing a job posting in Lever makes the role visible to candidates on external and internal job sites and links the posting to the approved requisition.

Click Add job posting in the upper-right corner.
Enter the job posting details:
- Job title
- Location type: Onsite for Back-office roles; Hybrid for Technical roles.
- Primary location and Secondary location (if applicable)
- Department/Team
- Work type
Set visibility to Listed, and enable posting on both the External job site and the Internal job site.
Select Posting Template and populate the job description fields using the approved Docs version of the JD. Add lists for requirements, responsibilities, and any other relevant sections.
Add Custom Application Questions - select the Additional Information question set appropriate for the hiring position.
Enable Talent Fit.
Navigate to the tags box and add the tag AI-Scan. This tag triggers Gradion's CV Scanning agent to automatically scan the CV and generate screening recommendations for each candidate profile.

ℹ

After posting Store all Job Descriptions in the designated folder after the posting goes live. The linked requisition must remain in Open status while the posting is active.

3Moving Candidates Through Stages

Lever's pipeline tracks every candidate from initial contact through to hire or archive - understanding the stage structure and the rules for moving candidates forward is essential to daily TA work.

Pipeline stage map

Section	Stages (in order)
Lead	New Lead → Reached Out → Responded
Applicant	New Applicant → Resume Review → Introduction Video Submission
Interview	HR Phone Screen → Assignment Test → Technical Interview → Client Interview → BoD Interview
Offer/Decision	Offer – Draft (optional) → Offer – Sent (optional) → Hired / Declined (archive)

ℹ

About Assignment Test The Assignment Test is an optional stage used for roles where a practical or written assessment is required before the Technical Interview. When applicable: send the candidate the assignment brief and deadline; track their submission; run a plagiarism check; and score against a rubric. Candidates who pass proceed to the Technical Interview; those who fail or decline to complete the test are archived with the appropriate reason.

Core movement rules

Candidates move forward only. Any candidate not progressing must be Archived with a documented reason.
Milestone stages (HR Phone Screen, Technical Interview, Client Interview, BoD Interview, Offer) drive the majority of Visual Insights metrics. Keep stage names stable.
Inbound applications from job boards enter Lever as Applicants. Prospects sourced directly (e.g., via LinkedIn) are captured as Leads.

Stage-by-stage key actions and SLAs

Stage	Key actions	Owner	SLA
New Lead	Create Lead; attach CV/LinkedIn profile; tag source; deduplicate against open requisitions.	TA	Outreach within 24h
Reached Out	Run 3-touch sequence (2 channels) over ~5 business days using templates; log all attempts.	TA	Complete sequence within 5 business days
Responded	Qualify: role interest, compensation ballpark, notice period, location mode; share JD.	TA	Within 2 business days of reply
New Applicant	Send auto thank-you; deduplicate; spam check; parse CV.	TA (system)	Review within 2 business days
Resume Review	Screen against must-haves; check compensation ask; verify work authorisation; determine intro video requirement.	TA	Complete within 2 business days
Introduction Video Submission	For non-native English speakers: request a 1–2 minute video; verify English communication skills before advancing.	TA	Candidate to complete within 2 business days
HR Phone Screen	Conduct 20–30 minute screen: motivation, communication, compensation, notice period, work mode; confirm intro video if needed.	TA/HR	Schedule within 2 business days; feedback same day
Assignment Test	Send brief and deadline; track submission; run plagiarism check; score with rubric.	TA	Candidate to complete within agreed deadline
Technical Interview	Schedule interview; send brief; collect feedback in Lever within 24h; compile/export feedback for HM; calibrate.	TA (logistics); Panel (feedback)	Feedback within 24h
Client Interview	Schedule interview with client representative; send brief; collect and compile feedback in Lever within 24h.	TA (logistics); Panel (feedback)	Feedback within 24h
BoD Interview	Schedule with Board of Directors; prepare comprehensive candidate brief; collect and compile feedback in Lever within 24h.	TA (logistics); Panel (feedback)	Feedback within 24h
Offer	Prepare compensation package within band; obtain approvals; present offer; manage negotiation; handle contingencies.	TA + HM	Issue within 2 business days of final interview decision
Hired	Mark Hired; close requisition; hand off to HR Ops/Onboarding.	TA	Same day as acceptance

⚠

Correcting an incorrect stage movement If a candidate is accidentally moved to the wrong stage, open the candidate's profile → click the action menu and select Delete to remove the most recent incorrect stage → then select the correct stage. This ensures dashboard metrics and exported data remain accurate.

Archiving a candidate

Before archiving, ensure all of the candidate's skill tags are applied and correctly formatted so the profile is counted accurately in the Tech Stack and Seniority reports. See Tag Guidelines in Additional Reference.
Use exactly one archive reason per archived opportunity.
Complete the Decline Reasons form on archive (triggered automatically).
Record the following for every archive: Stage of Decision, Primary Archive Reason, and a brief Evidence Note (1–2 sentences, behaviour-based).
For the full list of archive reasons and when to apply them, see Archive Reasons in Additional Reference.

4Leaving Feedback

Feedback (scorecards) are collected through Lever's structured forms tied to scheduled interviews - completing them within SLA ensures the pipeline keeps moving and hiring decisions are evidence-based.

Feedback forms vs. standard forms

Use case	Use Feedback form (scorecard)	Use standard Form
Tied to a scheduled interview	Yes	-
Non-interview checkpoint (e.g., CV scan, salary, decline reasons)	-	Yes
Reports as interview metrics	Yes	-
Custom dropdowns/checklists for analytics	-	Yes

TA: assigning and sending feedback forms

When scheduling an interview, map the appropriate feedback form to each interviewer. For example: assign Technical Interview form to technical panelists; use the BOD Interview form or PM Interview form as appropriate for the round.
The interviewer receives an automatically generated link to the assigned feedback form - they do not require additional access to the candidate profile beyond what was granted during scheduling.
Interviewers must submit their scorecard within 24 hours of the interview.

TA: Recap workflow - exporting and sending feedback to the Hiring Manager

Open the candidate's profile in Lever → Click the action button and select Print Feedback to download the feedback document.
Press Ctrl+P (Windows) or Command+P (macOS) → choose Save as PDF.
Rename the file: Feedback_[Location]_[Position]_[Full Name] - e.g., Feedback_HCM_Senior QA_John Smith
Return to the candidate's profile → Click the Mail icon to open the email composer.
Fill in required fields:
- To: Hiring Manager's Gradion email address
- CC: Check with TA Lead before adding additional recipients (Vietnam: refer to the internal CC list)
- From: Your Gradion email address
Select the template [Offer Round] Recap → Edit the subject line and adjust the Hiring Manager's name.
Attach the saved Recap PDF → Verify the file name and content → Click Send.

CV Scanning feedback

Move the candidate to Resume Review - the tag scan is added automatically.
Select a batch of candidates → Click Share on candidate → Enter the scanner's email and a brief note.
Monitor scanning status via email. When the scanner submits, the tag is deleted. Remove the scanner's access from the candidate profile after scanning is complete.

⚠

Interviewer access guardrail Do not add interviewers to the job/hiring team or as followers. Access is granted only via the feedback assignment. Remove interviewer access from the candidate profile once scheduling is confirmed.

Feedback naming convention

Feedback forms: FB | Stage | Panel | v1
Standard forms: FORM | Purpose | v1

5Scheduling Interviews

Interviews are scheduled directly within Lever - the platform creates calendar events, sends invitations to both the candidate and the panel, and links the appropriate feedback form to each interviewer.

Move the candidate to the appropriate stage (e.g., Technical Interview, Client Interview, BoD Interview) → Click Schedule Interview.
Complete the scheduling form:
- Add Interviewers - assign the Gradion Interviewer role to each panelist.
- Set Time / Duration / Format / Location.
- Add the event to the Gradion – Interview calendar and invite all interviewers.
- Assign the appropriate feedback form (e.g., Technical Interview form) to each interviewer.
Send invitations:
- Email to candidate: Select the template [Interview Round] Online Interview (for virtual) or [Interview Round] Offline Interview Invitation [location] (for in-person). Fill in the interviewer name, position, meeting time, and location details.
- Calendar invite description: Copy and paste the standard invitation text. Obtain from your TA Lead or the shared TA templates folder.
Click Schedule → Send All.
Remove the interviewer's access from the candidate profile after scheduling is confirmed.

Supplementary content for reference as needed. Click any section heading to expand it.

Tag Guidelines▼

Tags are how candidate skill sets are tracked in the TA dashboard. Using the correct format ensures every profile is counted accurately in the Tech Stack and Seniority reports.

Format - `[Stack] [Level]`

Example	Status
`PHP Senior`	Valid
`NodeJS Standard++`	Valid
`PHP`	Invalid - Missing level
`Senior PHP Developer`	Invalid - Job-title format, not a tag
`Nodejs_Sr`	Invalid - Abbreviation, will not be counted

Stacks

Stack	Tag prefix to use
PHP (generic)	`PHP`
PHP + Laravel	`PHP Laravel`
PHP + Symfony	`PHP Symfony`
Node.js	`NodeJS`
React / React Native	`Frontend Reactjs`
Vue.js	`Frontend Vuejs`
Flutter	`Flutter`
.NET	`NET`
Java	`Java`
Python	`Python`
Python + Odoo	`Odoo Python`
Fullstack	`Fullstack`
DevOps	`DevOps`
SRE	`Site Reliability Engineer`
QA / QC	`QC`
Data Analyst	`Data Analyst`
Data Engineer	`Data Engineer`
AI / ML	`AI`
SAP	`SAP Consultant`
ERP	`ERP Consultant`
Cloud	`Cloud`

Levels

Level	YOE	Definition
`Intern`	0	No professional experience. Currently enrolled or fresh graduate with academic/personal projects only.
`Junior`	0–2 yrs	First professional role(s). Needs regular guidance and code review. Can handle small, well-defined tasks.
`Standard`	2–4 yrs	Works independently on assigned tasks with minimal hand-holding. Can own features, delivers with low supervision.
`Standard++`	3–5 yrs	Upper-mid level. Takes ownership of complex tasks, starting to influence technical decisions. Sometimes called "Middle" in SEA/EU markets.
`Senior`	4–6+ yrs	Owns tasks end-to-end, actively mentors others, and contributes to architectural decisions.
`Senior++`	6–9 yrs	Strong senior approaching lead level. High autonomy, cross-team influence, can step in as a tech lead.
`Lead`	8+ yrs	Leads a team or technical chapter. Responsible for both technical direction and people.

Examples

Candidate profile	Tags to add
3 years PHP Laravel, works independently	`PHP Laravel Standard`
Senior Node.js, also does some React	`NodeJS Senior` + `Frontend Reactjs Senior`
Fullstack (Java + React), 5 years	`Fullstack Senior` + `Java Senior` + `Frontend Reactjs Senior`
Junior Data Engineer with ML exposure	`Data Engineer Junior` + `AI Junior`
Lead DevOps (AWS)	`DevOps Lead` + `Cloud Lead`

Rules

Always include a level. A tag without a level (e.g. PHP) is excluded from reports until a level is added.
Use exact capitalisation. NodeJS not Nodejs, Frontend Reactjs not ReactJS, QC not qc.
One tag per stack. If a candidate is strong in two stacks, add one tag for each. Do not combine them (e.g. Fullstack NodeJS).
Match to the role being assessed. Tag based on what the candidate is being evaluated for in this pipeline, not their entire career history.

Archive Reasons - Master List▼

Use exactly one archive reason per candidate opportunity. Complete the Decline Reasons form on every archive.

Archive Reason	When to use
Better For Another Role	Candidate meets the bar but is a better fit for a different open role. Refer/transfer before archiving here.
Keep For Future Opportunities	Strong candidate; no matching vacancy now or timing is misaligned. Add to talent pool and set a re-engagement reminder.
Overqualified	Seniority/scope clearly exceeds this role; evidence from CV, screen, or interview.
Underqualified	Does not meet minimum requirements as evidenced by CV, screen, assignment, or interview.
Duplicated Applications	Duplicate record for the same or equivalent role. Consolidate into a single primary profile.
Location	Cannot meet required location/work mode/time-zone; not solvable within role constraints.
Language Proficiency	Communication in the required language is insufficient for meetings, clients, or documentation. Must be evidenced.
Unresponsive	No reply after ≥3 documented outreach attempts across ≥2 channels over ~5 business days.
Cultural Fit	Values/ways-of-working misalignment demonstrated via behaviour or interview answers. Be specific in notes.
Motivation Misalignment	Role interest or trajectory does not align with the candidate's stated goals.
Compensation Misalignment	Target compensation is outside the approved range and cannot be reconciled. Record numbers in the note.
Offer Declined	Candidate declined after negotiation. Capture stated reason (Offer stage only).
Position Closed	Business closed or paused the role, or it was filled internally. Not candidate-driven.
Not Open	For sourced leads: candidate confirms they are not open to this or any opportunity.
Withdrew	Candidate proactively stopped the process at any stage. Add a short note (e.g., timing, accepted other offer).
Not Specified	Temporary placeholder only when no other reason applies. Do not use routinely.

Required fields on every archive

Stage of Decision (picklist): New Applicant/Lead, Resume Review/CV Scan, HR Phone Screen, Assignment Test, Interviews, Offer.
Primary Archive Reason (from the list above).
Evidence Note (1–2 sentences, behaviour-based - e.g., "Failed data modelling question: could not normalise past 2NF." or "Target base $3k exceeds band of $2.2–2.6k.").

Stage Definitions - Full Detail▼

Lead stages

Stage	Entry criteria	Key actions	Exit criteria
New Lead	Prospect identified; not in system as active applicant.	Create Lead; attach CV/LinkedIn; tag source, persona; deduplicate.	Move to Reached Out once initial message is sent.
Reached Out	Initial message sent.	Run 3-touch sequence (2 channels) over ~5 business days; use templates; log all attempts.	Move to Responded on reply, or archive as Unresponsive.
Responded	Candidate replied.	Qualify: role interest, compensation ballpark, notice period, location mode; share JD.	Progress to Applicant pipeline if must-haves are met, or archive.

Applicant stages

Stage	Entry criteria	Key actions	Exit criteria
New Applicant	Applied via Lever/job boards.	Auto thank-you; deduplicate; spam check; parse CV.	Resume Review started within SLA.
Resume Review	New Applicant or progressed from Lead.	Screen against must-haves; check compensation ask; verify work authorisation; decide intro video need.	Introduction Video Submission (if required), HR Phone Screen, or archive.
Introduction Video Submission	Non-native English candidate identified at Resume Review.	Request 1–2 minute video; verify English communication; decide next step.	HR Phone Screen or archive.

Interview and offer stages

Stage	Entry criteria	Key actions	Exit criteria
HR Phone Screen	Passed Resume Review (and intro video if applicable).	20–30 min screen: motivation, communication, compensation, notice, work mode.	Assignment Test or Technical Interview if pass; archive with reason if no-go.
Assignment Test	Role requires a test; candidate accepts.	Send brief and deadline; track submission; run plagiarism check; score with rubric.	Technical Interview if pass; archive if fail or decline.
Technical Interview	Passed HR Phone Screen (and Assignment Test if applicable).	Schedule; send brief; collect feedback in Lever within 24h; compile for HM; calibrate.	Client Interview or archive with precise reason.
Client Interview	Passed Technical Interview.	Schedule with client representative; send brief; collect and compile feedback within 24h.	BoD Interview or archive with precise reason.
BoD Interview	Passed Client Interview (if applicable).	Schedule with Board of Directors; prepare comprehensive candidate brief; collect and compile feedback within 24h.	Offer or archive with precise reason.
Offer	Final hire decision approved.	Prepare compensation package within band; obtain approvals; present offer; handle negotiation.	Accept → onboarding; Decline → archive as Offer Declined.
Hired	Offer accepted; start confirmed.	Mark Hired; close requisition; hand off to HR Ops/Onboarding.	-

Communication Templates by Stage▼

Stage	Type	Send to	Template / Action
Application Received	Email	Candidate	Sent automatically by the system - no action required.
English Video Submission	Email	Candidate	Use template [Application Round] Introduction Video Test. After receipt, use [Application Round] Introduction Video Test Received.
CV Scanning / Resume Review	Feedback	Scanner	Scanners use the CV Scanning feedback form to submit their verdict.
Phone Screen	Email / Zalo / Phone	Candidate	TA may use the Easy Book Link feature in Lever to send scheduling links via email.
Online Interview	Email	Candidate	Use template [Interview Round] Online Interview. Fill in [Interview Name] and [Interviewer Position].
Offline Interview	Email	Candidate	Use template [Interview Round] Offline Interview Invitation [location]. Fill in time, location, and interviewer details.
Interview	Feedback	Interviewer	Interviewer accesses the link in their feedback assignment. Choose: Technical Interview / BOD Interview / PM Interview form.
Scan Reject	Email	Candidate	Use template [Application Round] Scan Reject Application.
Fail Interview / Phone Screen	Email	Candidate	Use template [Application Round] Fail Interview.
Offer (candidate)	Email	Candidate	Lever does not support the required offer customisations. Draft and send the offer email outside Lever.
Offer (internal)	Email	Internal team	Use the internal offer email template and send directly via Lever (recap, candidate confirmation).

ℹ

To create a personal email signature template: go to Settings → Email Templates → My Templates → New.

Automation Playbook▼

Configured automation flows

Name	Trigger	Condition	Action
Scanning Tag Queue	Opportunity stage changed	Stage = Resume Review	Add tag `scan:queue`. HM/Interviewer clears within 48h.
Pool Passive	Opportunity archived	Archive reason ∈ {Keep For Future Opportunities, Better For Another Role, Not Open}	Add tag `nurture-pool`. TA adds re-engage task within 7 days.
Position Closed - Candidate Email	Opportunity archived	Archive reason = Position Closed	Send email template "Position closed". Fires immediately on archive.
Onboarding Checklist - Welcome Email	Opportunity hired	-	Send "Welcome to Gradion / Onboarding checklist" email; optionally add tag `onboarding-started`.
Withdrawn - Re-engage	Opportunity archived	Archive reason = Withdrew	Send "Sorry to see you go - let's keep in touch" email; optionally add tag `nurture-pool`.

Creating a new automation workflow

Navigate to More → Automations. Click Create workflow and rename the title. Leave the master toggle OFF while building.
Set the WHEN THIS HAPPENS… trigger (e.g., Opportunity stage changed).
Set the CONTINUE IF… conditions. Each row is an AND condition; use Add condition for additional criteria.
Set the DO THIS… action(s). Multiple actions can be stacked and will run in the order listed.
Enable the master toggle only after testing is complete.

Offer Stage Data Storage▼

After issuing an offer, the following two email threads must be archived to career@gradion directly via Lever to maintain a complete communication history.

Email 1 - Internal Recap

To: career@gradion
Title format: Recap_[Location]_[Position]_[Candidate Name]
Body: List all emails already sent (HM, HoR, TA Lead, etc.) + copy the full recap email.

Email 2 - Candidate Confirmation

To: career@gradion
Title format: Candidate Confirmation - [Full Name] - [Position]
Body: List all emails sent to management team + a version of the confirmation email for the onboarding team (remove all confidential data).

Onboarding Preparation Email Automation▼

Vietnam contracts

Open the candidate's profile in Lever → Move the profile to the Hired stage.
The onboarding preparation email is sent automatically to the candidate. Verify receipt in your Gmail inbox.

Singapore / Egypt / Thailand contracts

Open the candidate's profile in Lever → Add the appropriate contract tag before moving to Hired:
- Singapore: singcontract
- Egypt: egyptcontract
- Thailand: thailandcontract
Move the profile to the Hired stage.
The onboarding preparation email with the contract-specific document checklist is sent automatically. Verify in your Gmail inbox or via the Lever email log.

Application Channels and Source Definitions▼

Channel	Sources	Definition
Applied	LinkedIn Apply, LinkedIn, ITViec, Career's Email, Job Sites	Candidates who submit their own applications.
Sourced	Networking/Event, Hunting, Extension, Headhunt	Candidates the team proactively identifies and reaches out to.
Referred	Referral	Candidates recommended by current employees.
Internal	Internal	Current employees proposed for an open position.
University	University	Students or fresh graduates entering the job market.

ℹ

LinkedIn Sourcing Extension: Download and add the Lever Chrome Extension. Apply the extension on a LinkedIn profile and enter the candidate's information manually. This ensures sourced profiles are captured in Lever without duplication and sourcing channels are tracked for reporting.

One-Time Setup: Roles for Interviewers and Scanners▼

Assigning the Gradion Interviewer role

Navigate to Settings → Users → Set Role = Gradion Interviewer.
Remove any existing job access (clean slate - the user starts with no job-wide visibility).
Do not grant job-wide visibility; access will be assigned on a per-candidate basis only.

Access rules

Stage	Grant access	Revoke access
CV Scanning / Resume Review	TA adds the scanner as a follower and requests CV Scanning feedback → user gains access.	Scanner submits verdict → TA removes follower → access ends.
Interview	TA adds the interviewer to the interview panel → access granted.	After scheduling, TA removes the interviewer from the panel and as a follower → access ends.

Calendar and account hygiene

Navigate to Settings → Calendar: connect Google or Outlook; set time zone and working hours.
Enable notifications for Interview assigned to me and Feedback requested (both email and in-app).

SLA reminders: CV scan ≤ 48 hours; interview feedback ≤ 24 hours.

Candidate Search - Guidelines▼

Key definitions

Candidate vs Opportunity: A candidate can hold multiple opportunities across different jobs. Results show opportunities unless Talent Fit only is toggled on.
Origin vs Source: Origin = channel class (Applied / Sourced / Referred / Internal / Agency). Source = exact site or campaign (LinkedIn, Indeed, Manual, etc.).
Talent Fit only toggle: ON = one row per candidate (best fit opportunity). OFF = one row per opportunity (candidate may appear multiple times).

Boolean and fielded search operators

Boolean: AND, OR, NOT, " " (exact phrase), ( ) (grouping).
Fielded tokens: name:"jonathan", title:"senior backend", company:"grab", location:"ho chi minh", tags:"golang", source:"LinkedIn", advanced_rating:>=3.

Example searches

Senior backend in Vietnam or Thailand, excluding agency: ("senior backend" OR "staff backend") AND (location:"vietnam" OR location:"thailand") NOT origin:"agency"
Golang + Kubernetes referrals: (golang OR "go") AND (kubernetes OR "k8s") AND origin:"referred"
Name variant: name:"jonathan" OR name:"johnathan"

Scope text to the resume only by selecting the Resume chip beneath the search bar - restricts matches to parsed resume text, not notes or other fields.

User Roles and Access Scope▼

Role	Who gets it	Core rights
Super Admin	Platform owners / TA Lead / Key setup member (2–4 max)	All configuration + Visual Insights builder + Integrations
Admin	Senior/Mid TA	Pipelines, templates, offers, requisitions; view dashboards
Team Member	Coordinator, Sourcer, Intern	Schedule, move candidates, manage tags; limited settings
Limited Team Member	Hiring Manager / Head of Department	Act on own postings; give feedback; create/edit requisitions (optional)
Gradion Interviewer	Panelists	Submit scorecards; no pipeline browsing

Sensitive permissions

Sensitive Information Privileges: Enable only for TA Lead, PIC, TA, and compensation approvers. Covers offers/compensation, background/EEO, and other sensitive fields.
Bulk import candidates: Enable only for TA practitioners who run CSV imports or migrations. All others should have this set to OFF.

⚠

Bias guardrail: Keep 'view others' feedback before submitting' = OFF for all interviewers to prevent anchoring bias.

📁

Shared Drive

Complete map of the TA shared drive - 15 folders, naming conventions, direct links to key templates, and guidelines for keeping the drive organised.

Why Drive organization matters

The TA shared drive is shared across multiple countries and accessed by interviewers, hiring managers, and C-suite - not just TA. A poorly named file or a document saved in the wrong folder can surface in the wrong hands, go unfound when it's urgently needed, or create version confusion during an active offer. The naming convention and folder structure below are not suggestions - they are how the team stays aligned without a daily sync call.

⚠️ Common Drive mistakes

📂

Saving files in the wrong folder

A signed offer letter saved in 03. Candidate CVs instead of 07. Feedback & Offer gets lost at exactly the moment it's needed - during onboarding or a dispute. When in doubt, check the folder map first and ask before saving.

📝

Ignoring the file naming convention

Files named "final_FINAL_v3_USE THIS.docx" can't be audited, sorted, or found by keyword. Every file in this drive should follow the naming standard - Role_Candidate_Date or the country-specific variant. This is especially critical for offer letters and contracts.

🔓

Uploading unlocked or editable PDFs of offer letters

Offer letters must be saved as locked PDFs before upload to prevent accidental edits. An editable offer letter in a shared drive is a compliance risk. Export from Google Docs as PDF; do not upload the Docs link as the final artifact.

Folder Structure at a Glance

15 folders

00. Processes & GuidelinesHiring / onboarding / offboarding processes, guidelines, policies

01. Job DescriptionsJDs by year and function (Tech / Non-tech)

02. Employee CVsCVs of current and former employees

03. Candidate CVsCVs of candidates, by pipeline type

04. Test AssessmentVideo submissions and assessment materials

05. InterviewInterviewer lists, question banks, feedback forms

06. Reference CheckRef check templates and completed candidate checks

07. Feedback & OfferInterview feedback, offer letters, salary tools

08. Email Templates & Meeting MinutesEmail templates, meeting minutes, slide template

09. Hiring & Branding EventsCampaign materials, IT events list

10. Recruitment Vendor ManagementContracts for job sites, agencies, ATS, test tools

11. Claude Projects (AI Tools)AI tools built and maintained by the TA team

Other CountriesHiring materials for Thailand, Germany, Indonesia, Saudi Arabia

TA RepositoryCentral client and project tracking master sheet

ArchiveHistorical documents (2017–2023) - not for active use

00Processes & Guidelines

The main reference hub for how the TA team operates. Organised into three parts: Processes, Guidelines, and Policies.

Processes01. How we hire, onboard, and offboard

Subfolder	What's inside
01. Hiring Process	End-to-end recruitment process document; Hiring Request Form (response sheet); Resource Request Form for Hiring Managers
02. Onboarding Process	Employee Onboarding Guidelines; Newcomer Satisfaction Survey; country-specific onboarding checklists (EG / SG / TH / VN); global Joining & Last Working Date tracker; HR Training Tracking
03. Offboarding Process	2025 Offboarding Checklist

Guidelines02. Standards and references for day-to-day TA work

Subfolder	What's inside
00. Recruitment Handbook	TA newcomer process guide; competitor overview; miscellaneous team reference docs
01. Job Posting	Job Post Tracking sheet; job sites reference for Germany; TA Asset Management tracker
02. CV Formatting	CV sample and editable template (2025); CV updating guideline (2026); Employee Profile Update form and responses
03. HR Phone Screen	Hiring for Potential framework, forms, and scoring sheet; PM matrix for HR screen; English proficiency assessment guide and scoring metrics (CEFR)
04. ATS Usage - Lever	Lever tutorial videos (intro, creating jobs, creating requisitions); Lever guidelines for TA and Hiring Managers; Lever setup checklist
05. Employee Guidebook	Current Employee Guidebook (2025); TA-specific onboarding guideline (2026)
06. Performance Review for TA	TA performance review metrics and template (2024); KPI tracker for probation period
07. Visa & Work Permit	Document checklist for work permit applications; full Visa & Work Permit checklist

Policies03. Formal agreements and data protection policies

Document	What's inside
Personal data processing agreement	Agreement with ITviec on candidate personal data handling
Personal Data Protection Policy	Gradion's policy under Decree 13 (2025)
Employee Referral Policy	NFQ Vietnam employee referral program policy

01Job Descriptions

JDs organised by year (2021–2026). Active folders are 2025 and 2026.

All year folders contain

Non-tech JDs
Tech JDs

2025 folder also includes Active

Company Introduction & Benefit Script (for recruitment use)
Hiring for Potential JD subfolder

02Employee CVs

CVs of current and former Gradion employees.

01. Docx

CV files in .docx format

03. Resigned Employees

CVs of employees who have left

CV Master file

GSheet consolidating all employee CVs

Employee Profile Update (Responses)

Responses from the Employee Profile Update form

03Candidate CVs

CVs of candidates, organised by pipeline type.

01. Tech

Refined CVs for Tech candidates

02. Non-tech

Refined CVs for Non-tech candidates

04. Refined CV for pitching

CVs refined and submitted to clients ~92 files

05. Hiring for Potential

CVs from the Hiring for Potential pipeline ~71 files

04Test Assessment

Materials related to candidate assessments during the hiring process.

02. Video Submission

Video submissions received at the Application Stage

03. Others

Miscellaneous assessment-related materials

05Interview

Reference materials for interviewers and the TA team.

00. Interviewer List

Current Gradion interviewer list (2025)

01. Engineering Interview

Interview structure guide; note-taking template; questions bank; post-interview feedback form; interviewer training materials

02. PM Interview

PM interview feedback forms; PM interview training materials (April 2025)

06Reference Check

Subfolder	What's inside
01. Template / 2025 Current	Standard Reference Check form to use - the active template
01. Template / Before 2025 Archived	Older versions - for reference only
02. Candidate Ref Check	Completed reference checks, organised by year (2025 and before)

07Feedback & Offer

Covers three things: interview feedback, offer letters, and salary tools.

~525

Feedback files

Offer letter templates

Salary conversion tools

VN + TH

Markets covered

Subfolder	What's inside
01. Feedback Form	~525 individual interview feedback files (one per candidate)
02. Offer	Offer letter templates for 2025 (7 templates in .pptx)
03. Salary	Salary Conversion Tools for 2025 and 2026 (Vietnam & Thailand); Gradion Vietnam Salary Range
04. Documents (Expat)	Materials for expat candidate cases

08Email Templates & Meeting Minutes

Email Templates

2026 Active

Current set - 21 numbered templates (01 to 21)

2025

Previous year's set - 18 numbered templates

Before 2025 Archived

Older templates - for reference only

Meeting Minutes & Slides

2026 Active

TA meeting minutes from 2026 (15 files)

2025

TA Weekly and Strategic Meeting minutes from 2025 (32 files)

Slide Materials

Gradion TA standard slide template (2025)

Tip: When writing a new email, always start from the 2026 template set.

09Hiring & Branding Events

01. ITviec Review Campaign

Campaign plan and content for the ITviec review campaign

03. Referral Campaign

2023 Referral Race campaign materials

IT Events List

Tracker of IT events and job fairs

10Recruitment Vendor Management

Documents and contracts for all external vendors, organised by vendor type.

Job Sites

Subfolder	What's inside
LinkedIn 2025	Invoices, order forms, and contracts
ITviec Historical	Historical vendor documents
VietnamWorks 2025	2025 vendor documents

Headhunt Agencies

Subfolder	What's inside
2025 Active	Active contracts with Celebrate2
2024 & earlier Archived	Past agency contracts - for reference only

ATS & Test Tools

Subfolder	What's inside
03. ATS / Lever	2025 Lever invoice, order form, and quotation
04. Test System	Research on AI phone screen tools (Lantern AI); historical HackerRank documents

11Claude Projects (AI Tools)

AI-powered tools built and maintained by the TA team to support day-to-day recruitment work.

gradion-ta-dashboard

TA performance dashboard

Post-Interview Feedback Generator

Auto-generates structured interview feedback

Post-Format CVs Review

Reviews and formats CVs after interviews

Phone Screen - Question List

Generates tailored phone screen question lists

G-SnapRep

Browser extension for quick reply to candidates

Gradion CV Formatter

Formats CVs to the Gradion standard

Gradion JD Optimizer

Optimises job descriptions for quality and consistency

INTOther Countries

Hiring materials for markets outside Vietnam - Thailand, Germany, Indonesia, and Saudi Arabia.

Subfolder	What's inside
00. All about Thailand	Thailand-specific hiring docs, salary references, contracts
01. Job Descriptions	JDs for Thailand, Indonesia, Germany, and Saudi Arabia roles
02. Employee CV	Employee CVs from Germany and Indonesia
03. Candidate CV	Candidate CVs across all international markets

REPTA Repository

A single master GSheet tracking TA clients and projects.

TA Client & Project Repository [2026]

The central source of truth for active TA engagements

Master Sheet

ARCArchive

📁

Historical documents from 2017 to 2023

Not for day-to-day use. If you're looking for something from a previous year that isn't in the main folders, check here.

🤖

AI Projects

11 AI-powered tools built for the TA team - CV screener, feedback generator, interview dashboard, market intelligence, and more. Built in-house, used daily.

Why these tools exist

The 11 tools on this page were built because repetitive, low-judgment TA work - formatting CVs, writing feedback sentences, filing uploads - was taking time away from the conversations that actually move hires forward. These tools don't replace TA judgment; they remove friction so that judgment can be applied where it matters. A tool that nobody uses is a tool that doesn't exist. If you're spending more than 10 minutes on something covered below, that's a signal to check whether a tool already solves it.

⚠️ Common AI tools mistakes

🤖

Using the CV Reviewer output verbatim without reviewing it

The CV Reviewer flags gaps and scores against a role profile - it does not make the hiring decision. Forwarding its output directly to a hiring manager without TA review removes accountability. Use it to shortlist faster, not to skip the read entirely.

📊

Misreading the TA Dashboard as a live count

The dashboard refreshes on a schedule, not in real-time. If a candidate moved stages in the last hour, the number you see may not reflect it yet. For time-sensitive decisions (end-of-day offer calls, headcount deadlines), cross-check against Lever directly.

🔧

Not knowing a tool exists and solving it manually

The Automatic CV Upload Tool, G-SnapRep, and the Onboarding Session automation were each built after TAs were observed doing those things by hand every week. Before inventing a manual workflow, scan this section - the tool may already be here.

Quick Reference

11 tools

01	Gradion TA Dashboard	Web App	Real-time pipeline visibility & team metrics
02	Post-Interview Feedback Generator	Claude Skill	Faster, structured feedback documentation
03	Gradion CV Reviewer	Claude Skill	Scalable CV screening
04	Phone Screen Interview - Question List	Claude Skill	Consistent, role-specific screening
05	G-SnapRep - Text Expanding Tool	Browser Tool	Eliminate repetitive typing
06	Gradion CV Formatter	Claude Skill	Standardised candidate presentation
07	Gradion JD Optimizer	Claude Skill	Better job descriptions, faster
08	Automatic CV Upload Tool	GAS Automation	Zero-touch CV filing
09	Market Intelligence Report Generator	Claude Skill	Data-backed salary benchmarking
10	Automated Onboarding Session	GAS Automation	Auto-scheduled welcome meetings
11	Lever Guideline	HTML Reference	Fast ATS onboarding for new TAs

Project Details

Gradion TA Dashboard

Google Apps Script Web App - runs in browser

Web App

The central command centre for the TA team. Pulls live data from Lever every day at 8am and presents it as an interactive dashboard with charts, tables, and alerts.

What it helps with day-to-day

See the full pipeline at a glance - open reqs, blockers, and priority order without logging into Lever
Track where each req is stuck and who owns the next action
Monitor recruiter performance: processing time, delivery rates, co-recruiter attribution
Understand sourcing quality and time-to-hire trends across roles
Receive a 5:30pm Slack digest summarising team progress with @mentions
Get an automatic hire report 2 hours after any offer is accepted
Catch stale reqs and unassigned roles early via automated alerts

Best for: TA Managers, Recruiters tracking their own book of work, anyone who needs pipeline status without manual reporting.

Post-Interview Feedback Generator

Claude Skill

Turns rough notes from an interview into a structured, professional feedback summary - ready to add to Lever or share with the hiring manager.

What it helps with

Convert bullet-point notes into a clean written assessment
Speed up the feedback loop between interview and hiring manager decision
Maintain a professional record for every candidate, even during high-volume periods

Best for: Anyone who finds writing up feedback after a long day of calls tedious.

Feedback dimensions covered

Technical Fit

Culture & Values

Motivation

Concerns & Risks

Gradion CV Reviewer

Claude Skill

Screens a CV against a job description and surfaces a clear recommendation with reasoning - applying Gradion's hiring criteria automatically.

✓Pass

∼Consider

✕Skip

What it helps with day-to-day

Prioritise which CVs to read first when a role gets a large inbound volume
Get a consistent first-pass assessment that doesn't vary by reviewer or time of day
Identify gaps or red flags in a CV before the phone screen
Reduce time spent on candidates who clearly don't meet minimum requirements

Best for: Recruiters handling high-volume roles or managing multiple reqs simultaneously.

Phone Screen Interview - Question List

Claude Skill

Generates a structured set of phone screening questions tailored to a specific role and seniority level, with guidance on what to probe for in each answer.

Covers all 4 evaluation criteria

1Technical Skills

2Culture Indicators

3Motivation

4Logistics

Walk into every phone screen with a prepared, role-relevant question set
Maintain consistency across different recruiters screening for the same role
Reduce screening time by asking the right questions first

Best for: Recruiters preparing for back-to-back screens, or newer team members who want structure and confidence in their calls.

G-SnapRep - Text Expanding Tool

Browser Extension / Script + Template Sheet

Browser Tool

Type a short keyword and it instantly expands into a full message or template. Think of it as autocomplete for every recruitment communication.

Live examples

;offersg→Full Singapore offer email template

;rejectvn→Vietnam candidate rejection message

;interview1→Interview invitation with scheduling link

Send offer emails, rejections, invites, and follow-ups in seconds
Keep all team communications consistent in tone and content
Build a shared library of approved templates the whole team can use

Best for: Everyone on the TA team, every single day. High-frequency actions become near-instant.

Gradion CV Formatter

Claude Skill

Takes a candidate's raw CV in any format and reformats it to Gradion's standardised template, ready to share with a hiring manager or client.

10–20

minutes saved

per candidate formatted

Present every candidate in a consistent, professional format regardless of how their original CV looked
Remove personal information or formatting inconsistencies before sharing
Ensure the hiring manager focuses on the candidate's content, not their CV design choices

Best for: Any recruiter who needs to share a candidate profile with a hiring manager or internal stakeholder.

Gradion JD Optimizer

Claude Skill

Reviews and rewrites job descriptions to improve clarity, reduce bias, and align with what candidates actually respond to - while keeping Gradion's tone and structure.

Input

Hiring Manager Brief

→

Tool

JD Optimizer

→

Output

Live Job Posting

Catch language that discourages qualified candidates from applying (e.g., overloaded requirements lists)
Ensure JDs follow Gradion's approved structure and branding
Speed up the JD review and approval cycle

Best for: Recruiters opening a new req who need to go from hiring manager brief to live job posting as quickly as possible.

Automatic CV Upload Tool

Google Apps Script Automation (Google Sheets)

GAS Automation

Automates uploading and filing candidate CVs into the correct Drive folder, linked to the right role and pipeline stage.

Candidate added

CV received in Lever

Script detects

Runs automatically

File named

Role + candidate format

Filed in Drive

Correct folder, zero clicks

Keep candidate documents organised and findable without any admin overhead
Ensure every candidate in Lever has their CV accessible in Drive automatically
Track upload status for each candidate in a simple Google Sheet

Best for: Recruiters who manage high-volume applications and spend time on CV admin.

Market Intelligence Report Generator

Claude Skill

Generates structured salary benchmarking and market intelligence reports for specific roles and locations, drawing on available market data.

Example reports generated

📊

PM Salary Benchmarking - HCMC

Product Manager - Vietnam market - May 2026

Latest

📊

WMS Consultant Salary Benchmarking - HCMC

WMS Consultant - Vietnam market - May 2026

Latest

Build a salary range recommendation for a new role in minutes instead of hours
Produce a data-backed report to align with hiring managers on compensation expectations
Support offer negotiations with evidence rather than gut feel

Best for: Recruiters kicking off a new search, or anyone advising a hiring manager on market rates for a role in Vietnam.

Automated Onboarding Session

Google Apps Script Automation

GAS Automation

Monitors incoming HR confirmation emails and automatically schedules onboarding calendar events for new hires - no manual calendar work required.

How it works

💌

HR sends confirmation email

Script monitors Gmail for new hire confirmations

🔍

Script extracts data

Name, email, start date, and location (Saigon / Da Nang) pulled automatically

📅

4 days before start date

Trigger fires to create the onboarding event

🔗

Google Calendar event created

Meet link generated, correct PIC assigned, all attendees added, duplicate check run

Best for: The TA team overall - removes a recurring admin task that is easy to forget in a busy week.

Lever Guideline

Self-contained HTML Reference Document

HTML Reference

A two-tab, task-focused guide to using Lever ATS, written specifically for Gradion's workflow. Built as a standalone HTML file - no login or internet needed.

Tab 1 - Day 1 Essentials

Creating requisitions
Posting jobs
Managing the candidate pipeline
Scheduling interviews
Leaving feedback

Tab 2 - Additional Reference

Extended procedures
Edge cases

Give new TA team members a practical Day 1 reference without needing a live training session
Provide a consistent reference so different team members use Lever the same way
Onboard contractors or temporary support staff without a dedicated training session

Best for: New TA hires, anyone returning from leave, or anyone supporting the team who needs a quick Lever refresher.

How the Projects Connect

Most tools work together across the hiring pipeline.

01 TA Dashboard gives visibility into everything flowing through the pipeline - it is the single source of truth.
07 JD Optimizer starts the pipeline off right, with better job postings that attract stronger candidates.
03 CV Reviewer and 06 CV Formatter handle inbound volume efficiently and prepare candidates for internal sharing.
08 Automatic CV Upload keeps Drive organised without any manual effort.
04 Phone Screen Question List and 05 G-SnapRep make the screening stage faster and more consistent.
02 Post-Interview Feedback Generator speeds up the decision-making cycle after interviews.
09 Market Intelligence and 05 G-SnapRep support the offer stage with data and speed.
10 Automated Onboarding closes the loop once an offer is accepted.
11 Lever Guideline ensures the whole team uses the ATS correctly, so the data feeding the Dashboard is reliable.

Tech Stack

Layer	Technology
AI Skills	Claude (Anthropic)
Automation	Google Apps Script (GAS)
Dashboard UI	Vanilla JS, HTML/CSS, Chart.js, PapaParse
ATS	Lever API v2
Messaging	Slack Webhooks
Storage & Collaboration	Google Workspace (Sheets, Drive, Calendar, Gmail)
Text Expansion	G-SnapRep (browser-based)

Recruitment Process

Hiring Process

Appendices

Appendix 1 - Evaluation Framework (SPARC)

SPARC Pillars

SPARC Assessment Categories

SPARC Interview Questions

Hiring Decision Flow

How to Score SPARC

Role-Specific Screening Notes

Appendix 2 - Phone Screen Guidelines

Appendix 3 - Interview Guidelines & Feedback Templates

Before the Interview

After the Interview - Feedback Quality Standards

Feedback Submission Steps

Engineer Position - Feedback Template

PM Position - Feedback Template

Appendix 4 - English Assessment Criteria

English Scoring Matrix

Appendix 5 - Offer Process

Pre-Offer: Verbal Offer Call

Offer: Preparing the Offer Document

Post-Offer

Appendix 6 - Expat Hiring

General Procedures

Location-Specific Requirements

Quick Links & Resources

Appendix 7 - Candidate Confirmation Templates

Appendix 8 - Salary & Compensation Tools

TA Newcomer & Employee Onboarding

Countries Benefit

Lever ATS

📊 Performance & Reporting

📋 Requisition & Posting Management

🔄 Pipeline & Candidate Management

🗓 Interviews & Collaboration

Format - [Stack] [Level]

Stacks

Levels

Examples

Rules

Required fields on every archive

Lead stages

Applicant stages

Interview and offer stages

Configured automation flows

Creating a new automation workflow

Email 1 - Internal Recap

Email 2 - Candidate Confirmation

Vietnam contracts

Singapore / Egypt / Thailand contracts

Assigning the Gradion Interviewer role

Access rules

Calendar and account hygiene

Key definitions

Boolean and fielded search operators

Example searches

Sensitive permissions

Shared Drive

Folder Structure at a Glance

AI Projects

Quick Reference

Format - `[Stack] [Level]`