Recruitment

The Recruitment module follows an application from arrival to onboarding: external form, oral interview, staff profile creation and tutor assignment.

Where to find it

The Staff → Recruitment section: Open recruitment ↗.

Four counters summarise the queue: Pending, Orals, Auto-rejected and the total.

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Applications tab

An application’s path

Status	Meaning
Pending	Received, not yet handled.
Oral Interview	Shortlisted for an interview.
Approved	Accepted, staff profile created.
Rejected	Turned down by the staff.
Auto-rejected	Filtered out automatically.

The Management notes field lets you add an internal observation on each application.

Moving to an oral

The Move to Oral button creates a dedicated ticket channel and sends the applicant a direct message. Kotbo pre-fills the applicant’s Discord ID if they provided a valid one: that ID is what assigns them to the ticket.

Concluding the interview

Passed opens the onboarding form:

• Assign a tutor: only tutors of level ≥ 2 are offered.
• Onboarding hierarchy and Starting hierarchy grade (both optional).
• Interview notes.

The Validate & Onboard button creates the Staff Helper Test profile and starts the tutoring track.

Failed rejects the profile and applies a one-month wait before any new application.

Rejecting

The Reject button closes the application. The reason you enter is sent to the applicant by direct message; it stays optional.

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Google Forms tab

Applications arrive from an external form connected to Kotbo by a webhook.

Creating an integration

1. Click New Google Form.
2. Give it a name (for example Moderation form) and an optional description.
3. Click Create the integration.

Kotbo generates an API key.

The key is shown only once

For security reasons, the API key will never be displayed again. Copy it immediately and paste it into your Google Apps Script. The Regenerate the API key button creates a new one, and the old key stops working at once.

Installing the script

The Script button shows the Google Apps Script code to install, with its instructions:

Open your Google Form

Extensions → Apps Script

Delete the existing code and paste the script

Save

Ctrl + S.

Add a trigger

onSubmit → From form → On form submit.

Kotbo recognises the Discord ID, Discord username, Email and Age fields by default.

Each integration shows its Active or Inactive state, its API key and the number of applications received. The form’s public link copies in one click.

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Module configuration

The Module settings button defines:

• the recruitment log channel;
• the category ID where interview ticket channels will be created.

Interviews on the staff server

If you have linked a staff server, you can create the interview channels there rather than on the main server.