Help centre
How Lovelio works
Every feature explained in plain words. This is the same documentation the Lovelio assistant answers from, so the fastest way to use it is to ask inside the app.
Getting started and getting around
Signing up, passwords, passkeys and account security
How signing up works with a work Google or Microsoft account, or email confirmation and a password, the password rules and why there are no "one capital one symbol" rules, the ways to sign in (email first, then passkey, Google, Microsoft or password), passkeys as the primary way to sign in, whether Lovelio has SAML or Okta single sign-on (no: use Google or Microsoft), what happens after too many failed sign-ins, changing your password, and signing out of every device.
Support access
Settings > Workspace > Support access: when Lovelio support opened your account, who it was, for how long, what changed, and how to end a visit.
Getting started: your first screen
What a new agency is asked on its first screen, in what order, how pasting client websites creates company records and extracts their live jobs for you to choose from, and where every answer can be changed later.
The setup checklist (bottom right)
The small "Setup · 2 of 4" pill at the bottom right of every page: what its steps are, how each one ticks itself, who sees which steps, how to move or minimise it, and when it goes away.
Support: ask a question, log an issue, request a feature
How to get help from inside Lovelio: the Support button in the top bar and the Support page, asking Ask Lovelio a how-do-I question and the help topics it shows, That answered it and Still stuck, logging an issue or sending the Lovelio team a question (choosing Question or Issue, What do you need to know, What went wrong, Send question, the Submitted screen, the automatic screenshot, attaching your own image), reading the conversation on an issue and replying (pasting a screenshot, dragging in or attaching a video or file, clickable links, playing a video in the thread), what the issue statuses mean (Looking into it, Working on it, More info needed, Resolved), ISS numbers, answering the team's question by email, by the link in the email or on Support, the email when an issue is resolved with the team's note, seeing issues anyone at your agency logged, requesting a feature, voting on the shared board, what the request labels mean (Will do, Done), why a request leaves the board (Not doing), the number on the Feature requests tab, what the team's replies on a request can show (screenshots and video of the feature), what a shipped feature shows (Brett's note, a link to the What's New item for it, You asked for this, and for older requests video and screenshots, Where to find it, Open it, How to use it), the Support page's Home and its tabs (Your issues, Feature requests, What's New, See all), and What's New (the What's New tab and its column on Home, Email me when new features ship, New and the count on the Support button, Show me, the short tour when you sign in with Show me, Got it and Not now, and the What's New page on the public site).
Ask Lovelio: the assistant, Command Centre, and record-scoped Ask
What the Ask Lovelio assistant can do, where it lives (the top-bar Ask box and Cmd+K on desktop, the floating button on mobile, Slack, WhatsApp), confirmation cards, navigation and the dock, filtering list pages, follow-up chips, and record-scoped Ask tabs.
Create menu and the command bar (Cmd+K)
How to start something from anywhere: the Create button in the top bar and what each item opens (New job, New candidate, New application, New client, New contact, Create placement, New call), the keyboard letters in the menu, the C shortcut, how it pre-fills from the job or candidate you are on, the Create button on a phone, and the Cmd+K (Ctrl+K) command bar for opening a record, starting something or asking a question.
The demo agency and keeping it
How the Use Lovelio demo works: the work email code, what is in the demo agency, what is switched off, the 7 day clear-out, and how to Keep this account at /keep so it becomes your real agency.
Your Stats: what Lovelio learns about how you recruit
What the Your Stats page shows each consultant: their own numbers, five written summaries built from those numbers, what is counted and what is excluded, when each summary appears, why the page states facts instead of giving advice, and who can see it.
Home: the money-zone belt, notifications and activity
The home page - money cards and the money-zone belt with its deal slideout - plus how the notification bell, notifications page, activity feed and changelog behave.
Notes: @mention a teammate
How to tag a teammate on a note so they hear about it - who can be tagged, what they receive, and how it works from Slack, Ask Lovelio and the API.
Share a record with a teammate
How to hand a candidate, job, client, contact, deal or placement to a teammate with Share - who you can share with, the line saying why it fits them, what they get, On it and Not for me, and sharing from Slack, Ask Lovelio and the API.
Pin the actions you use most
How the buttons along the top of a record work: the main button, Email, the icon buttons, Share and the ... menu, and how to pin up to five actions from the ... menu so they sit on the record as icons.
Click a record and it slides out
Why clicking a client, contact, candidate, placement or job anywhere opens it on the right without leaving the page you are on, how panels stack and close, and how to open the full page in a new tab instead.
Settings > Notifications: what each switch does
How to turn notifications on or off for yourself, what the in-app switch and each email switch (new applications, interview reminders, offer responses, candidate replies, opportunities) control, the notification sound and how to pick one, why I am not getting notification emails, and how to stop emails from the unsubscribe link.
Settings, team members, roles and permissions
How Settings is organised, how to invite team members, what the four user types (System Admin, Team Leader, Recruiter, Resourcer) can each do, the data visibility setting (everyone sees everything, team-only, or own work only - the default for new agencies), the user types grid on the Permissions page, teams, company profile and brand voice, and why pages reopen on your last tab.
Plans and billing
The Lovelio plans (one per team size, Solo up to 200 consultants, monthly or yearly with 3 months free), what everyday AI includes and what uses credits (web sourcing), buying extra credits (top-ups), what happens at the limit (your plan never changes unless you change it), currencies, the free trial, comped accounts, and how to change a plan or cancel.
Paused, suspended and locked accounts
What the screens "Your access is paused", "This account is suspended", "Back in a moment", "Support session ended" and a plan lock mean, who caused each one, whether data is safe, and how to get back in.
Partner accounts
What a Lovelio partner account is, who gets one, why it is free, why it never sends email, the sample data it arrives with and how to clear or refresh it, how someone applies to be a partner at lovelio.ai/partners, how a Lovelio admin creates one and hands over the sign-in link, how a partner referral link works, and the Referrals page where a partner sees its link, what it has earned and the agencies it referred.
Lovelio Launch and Lovelio Lift
What the Lovelio Launch and Lovelio Lift programmes give, who can apply, how an application is reviewed and how long it takes, and how a Lift discount code works.
AI usage
Where the agency's AI work went, in five categories, on the Billing page in Settings, and how it relates to the credit allowance shown above it.
Switching to Lovelio: migrating your data
How moving from another ATS works: what you send us, the test import before go-live, what carries over (candidates, clients, jobs, placements, notes, files), how long your old backup is kept, and why custom fields become tags.
Putting an agency back to an earlier time (Admin > Restore)
How Lovelio admins undo a bad hour for one agency: pick the agency, pick the minute, see exactly what will change, put it back, and undo the restore if it was the wrong call. Covers the 30-day window, narrowing to one candidate or job, what happens to the other agencies (nothing), what a restore cannot bring back, and how suspending and deleting an account work.
Off-site backups (Admin > System health)
How Lovelio admins check that every database was exported off-site overnight, what Healthy, Overdue, Failing and Never run mean for the export and the monthly restore test, and how this differs from Admin > Restore.
Background jobs and the Inngest account (Admin > System health)
How Lovelio admins see which Inngest account each region's background jobs are registered with, what Healthy, Cutover pending and Needs attention mean, what the Production keys column proves about each deployment's own Inngest keys, what "Sync all four now" does, how the migration runner's event key follows the website's, and where the runbook for moving to a Lovelio-owned Inngest account lives.
People
People records
What a candidate record holds, how the name is read from the CV, the 1-5 star rating, the preferences section (roles, locations, pay, work types, availability), tags, the slideout and its tabs, the People tables on Your database, On the web and LinkedIn (select, sort, the 1 of 50 arrows, pages), adding a person to a job or pool, the timeline, row actions and the deal file on a job's Candidates tab (the list of steps, the Review rung and the review queue), saved searches, merging two people, the open-to-work and do-not-approach flags, and deleting candidates including GDPR erasure.
How candidates get into Lovelio
How candidates enter Lovelio: applying via the careers page or embed widget, resume parsing (what gets extracted and how fast), bulk CV import, adding a candidate manually, Chrome extension capture, and what happens automatically after a candidate arrives.
Links people open without signing in
What the links in your emails open for candidates, interviewers, clients and partner agencies: pick-a-time scheduling and reschedule, confirm an interview, interviewer scorecard links and when they expire, the job share page, shared reports, split-fee links, unsubscribe, and the GDPR statement.
Candidate portal
How candidates sign in and track their applications: the portal link, the sign-in email and its one-hour link, the 30 day session, what the progress bar and stages mean, what a candidate can edit, their CV link, and why a candidate cannot sign in.
How people search finds and orders results
How people search works (the search on the People page): the search sentence and its underlined phrases, must-have filters, the fixed ranking formula, locations, skill nicknames, job matching, the search panel, why someone is missing or ranked where they are, and how search quality is measured.
Web sourcing: finding people outside your database
How to find people who are not in your database yet: the On the web tab on People and on a job, how areas like Western suburbs and industry words are searched, how a search widens when nobody matches, how people plainly wrong for the search are left out and the strongest fits go first, the LinkedIn tab, adding a web person to the database, a job or a talent pool, what finding their email or mobile costs in credits, the daily limit, the mobiles switch in Settings > Hiring > Web Sourcing, and who can change it.
Candidate evidence
Check original candidate evidence across a selection, pool, applicants, import or search; reuse it for submissions and interviews.
Occupations - what job a title actually means
How Lovelio works out the occupation behind a job title, why some titles are deliberately left blank, and how Lovelio settles the ones it will not guess without asking you.
Pipeline stages
How the 12 pipeline stages work: the Funnel applicants start in, adding someone you know at Yes, Screen or Submitted, marking Yes / No / Maybe, the Screen and References stages, the funnel strip on the job page and dragging a candidate onto a stage, which actions move candidates automatically, how Move to works in either direction, what a move logs and emails, and how reject and withdraw behave.
AI assessments, fit scores, flags and scorecards
How AI assessments and Job Fit / Client Fit scores work, when candidates get flagged for review, what the Yes/Maybe/No verdict means, and human interview scorecards.
Talent Pools
How talent pools work: creating pools, AI auto-add and database scans, adding and removing members, monthly check-in emails, pool members going into a job's funnel automatically, and silver medalists.
Jobs and clients
Jobs: creating, ads, statuses, contract jobs (start date, length, people needed, charge rate, PAYG/ABN/IR35), and the job page
How to create a job by describing it, why every job needs a client, how job ads stay anonymous and in the client's voice, publishing to the job board and Indeed, changing an ad in plain words with AI (the Change the ad box, quick changes and Undo), job statuses, contract jobs (start date, length, how many people, charge rate kept off the ad, contract type) and how matching favours people free by the start date, and what lives on the job page.
Clients and contacts
How client records work: adding a client, Client DNA, public and private Opportunities, contacts, recruiters, placements, the client score, and the agency self-client.
Client DNA
What Client DNA is, how the five traits are built automatically from a client's website, how to refine DNA with notes and meeting feedback, and where the DNA is used: assessments, phone screens, AI scoring, and job ads.
Company and person matching, and the identity review queue
How Lovelio works out that two differently spelled company names are one organisation and that a candidate and a client contact are the same person, when it links them automatically, and what the Settings > Workspace > Review queue is for.
Careers pages, jobs widget and job distribution
How the hosted careers page, embeddable jobs widget, the aggregator feeds (Indeed and Jora), job board distribution rules, social posts for jobs, and inbound applications from all of these work.
Working the deal
Submissions: sending candidates to clients
How to send a candidate submission to a client, what the client sees and can do in the portal link, how verdicts update the pipeline, link expiry, nudging and resending, and where to track submission progress.
Interviews and calendar
How interviews work: internal vs client interviews and stage moves on booking, booking through the wizard or chat, offering times for self-scheduling, the interview panel (who is coming, references before it happens, a scorecard per interviewer on their own private link and the consolidated verdict, then choosing what happens next, notes and files added before or after it), why an outcome never moves the stage, follow-up drafts, reminders, and the calendar page with all event types.
Recorded calls
Recorded calls: starting or booking a call (New call in the Create menu, Cmd+K, the candidate and contact menus, the calendar), Google Meet, Teams and Zoom links on meetings, the Record switch, connecting Zoom, Lovelio for desktop (the Mac and Windows app that records Zoom, Meet, Teams and Slack calls on your own computer, Record now and Change to pick who a call is with, downloading and installing it from lovelio.ai/desktop, updates, signing in, the consent card and They said no, Take notes instead, the live panel and its checklist, Mark this moment, Write-up ready, the desktop Settings), Lovelio for mobile (the iPhone and Android app: signing in, Today with today's calls and to-dos from calls, recording a meeting in person with Record, Mark moment, Pause and End, recording with the phone locked, the Lock Screen and Dynamic Island, telling them and They said no on the phone, a recording with no signal, adding a recording from another app with Share (Add recording), Call in Aircall on the phone, the People tab (finding a candidate or client contact, their phone, email and recent calls, calling or recording them from there), the Calls list by Phone, Meetings and In person, playing a call and its write-up and transcript on the phone, You with Telling people and Sign out), connecting Aircall and recording phone calls, uploading a recording of a call (Upload call recording), deleting any recorded call when the other person did not agree to it (They said no), the Zoom, Google Meet, Microsoft Teams and Aircall tiles in Settings > Integrations (which calls are kept, linking by phone number, linking a phone call to a person by hand (Link to a person, Calls to link on home, saving the number onto them), who is who on the transcript), Settings > Calls (connections, my platform, the agency platform, what gets recorded by default, telling people it is recorded), what gets recorded, the call page with the recording, who talked how much and the transcript line by line, the write-up and editing it, the notes for each call type, facts from the call with the words that said them, Do next (doing or dismissing what Lovelio suggests after a call: Mark Yes, emails, reminders, booking the next call, saving a client's fee, adding a contact, client notes), turning a client briefing call into a job with Create job, people already in Lovelio who fit a briefed role, clips (Make clip), sending a candidate to the client with their own words as a quote (Submit with quote), opening a call at a moment (?t=), searching what was said on calls, asking about a candidate's calls with Ask and the moments it cites, the candidate's Calls tab, where calls show up on the candidate and the interview, who can see a call, how long recordings are kept, and reading calls over the API.
Phone screens
How phone screening works: the screen wizard (template vs AI-written questions), scoring the answers, logging a call outcome from chat, Slack or the API, and voice dictation in the app.
Floats (spec candidates)
How to float a spec candidate to a client with no job: sending up to 5 anonymously in one email and one link, what the client sees and how they answer, questions and emailed replies, the Floats grid under Opportunities, converting interest into a job, withdrawing a float, and the terms of business every float carries.
Terms of business
How the agency's terms of business document works: the wording in Settings > Fees & Terms, merge fields, and Build my terms, which writes a full document in the agency's country's wording from a few answers.
Placements
How to log a perm or contract placement, what it records (salary, fee, contract rates and expected GP, offer date, start date, guarantee), the billing details for the agency's accounts team (hiring manager, invoice contact, PO number, invoice notes, and the client's default invoice contact), the Xero draft invoice and its paid status, what a contract placement carries for the timesheet and payroll partners (the workplace, timesheet approvers and which is primary, PAYG or ABN, the ABN with its entity name and GST status, payment terms), how an admin approves a contract or temp placement for payroll and the Waiting for approval filter, how credit splits work across consultants, what a placement tidies up (other applications withdrawn, interviews cancelled, the close-job prompt), why a placed person under guarantee is not matched, how the pending_start/started/fell_off/completed lifecycle works, what the forecast cards mean, where the Placements tab lives, and how offer logging works.
Contractors page
Where the Contractors page lives (an item on the left menu that appears once you have a contract placement), how a contract opens (the steps down the left with their dots, the sentence on each step, the tabs), the List view (sort by any column, remembered), what the timeline shows (each contract as a bar, today, the next 8 weeks), what the figures at the top mean, how to record what happens when a contract ends, how an extension is drawn, how to change rates from a date, end a contract early with a reason or convert a contractor to perm with a fee, how a contractor's end date sets when they are available and the 'On assignment' line on their record, the reminders about contracts ending with no plan, what counts as a contractor, the example contractors a new agency sees (how to remove or clear them), and contractor documents (right to work, police checks, licences, insurance): what each contract needs, the Documents to chase figure, the diamonds on the bars and the Documents view, and next roles: the weekly check for open contract jobs that start once a contractor finishes, the Open jobs that fit figure, the Next role box, asking a contractor if they are free and how their reply updates when they are available, who is free for a contract job: the Who is free card on the job, which opens the People search for the job free by its start, asking everyone not confirmed in the last 7 days in one go, and the freshness line on every free date (Free from 16 Nov, Priya confirmed 3 days ago), and the check-ins: who is on the "contractors to check in with" list (finishing within 8 weeks with no confirmed free date, or not heard from in 30 days), drafting them all in one click and sending them yourself, and extension asks: the "contracts ending with no plan" line, emailing the client contact (Keep Priya past 13 Nov?) and the contractor (Want to stay on?), and how each answer sets the plan or offers Extend with the new date filled in, and the next contact date: picking the day you next talk to each contractor after a call or email, the Next contact column, the all-day event in your calendar, and the bell, email or WhatsApp reminder at 8am that day., rate cards (super, cost lines and fee, the NSW Government cards for Australian agencies)
Contractor documents
Where the Documents box lives, what each line means (missing, ends before the contract, runs until), how to record a document and attach the file, how to ask the contractor for a missing one by email, how to mark a document not needed for one contract and undo it, why Mark started is never blocked, where the country and its rules come from, how the Contractors page shows documents to chase (the figure, the diamonds on the bars, the Documents view to-do list), the reminder a consultant gets when a document ends before the contract, and how to read, record and waive documents from Ask Lovelio, Slack, the API and MCP.
Contractor page (the link a contractor opens)
What the contractor page is, what a contractor can change on it (free from, day rate, preferred areas, staying on or finishing), how a document they upload lands in their Documents as 'to check' and stops the chase, which emails carry the link, how long a link works, how to copy one for a text or a chat, and the same link from Ask Lovelio, Slack, the API and MCP.
Quotas: plans, periods and targets
How quota periods work (monthly, quarterly or yearly, in your timezone), setting targets for the agency, each team and each consultant, why every target is optional, plan defaults (currency, recognition basis, what counts, extensions, quarter start months), what counts towards a quota (credit shares, recognition), period locking and frozen figures, adjustments and the adjustments ledger on the Placements dashboard, where quota progress shows (dashboard, Booked card, Slack placement card, analytics questions, the API), and copying the previous period.
Opportunities
Opportunities
How Opportunities watches the careers pages of your clients and the companies you want to win, shows you each new job, finds who in your database fits it and drafts a float for you to check and send.
Your Patch: telling Lovelio what your agency recruits
How to set or change your patch (what your agency recruits: roles, sectors, seniority, places, and what you never do) in Settings > Hiring > Your Patch, how Lovelio drafts it from your website, how to take off or add roles, sectors and places, how exclusions work, why it asks you to confirm, who can edit it, why Opportunities asks for a role and a place first, and what the patch changes in Business development and New jobs.
Opportunity and agency reports
The eight stored agency reports under Analytics, including the Weekly pulse and Money moments (who pushed away a client reply): manual runs, snapshots, evidence, sharing, printing, and cost confirmation.
Split-fee Marketplace
How the split-fee marketplace works: turning the opt-in module on, sharing anonymous job and candidate listings, intros, reveal-on-accept, prior-knowledge checks, deals and splits, the paid/received handshake, emailing the other agency on a deal, sending a listing to an outside agency, and expiry.
Comms and admin
Email: sending, previews, attachments, signatures, scheduling, and the inbox
How Lovelio sends and tracks email: the one compose window (Draft now or write your own), what happens when you send, the preview before sending, attaching documents such as a position description, your email signature, editable greetings on client emails, scheduling and cancelling emails, where replies appear, and why an email was skipped or bounced.
Email templates, brand voice and sending
How to change the wording of automated emails: Settings > Hiring > Emails, AI writes it versus Use approved copy, locking rejection emails, variables, sending a test, the Brand voice and writing style sliders, and who the emails say they are from (Settings > Hiring > Sending).
WhatsApp: messaging contractors and candidates on WhatsApp (asks, check-ins, stay-on asks, interview confirmations), switching it on, who agreed, the rules on who, when and how often, STOP, the buttons and replies, messages that did not arrive, what a message costs, connecting your agency's own WhatsApp number (renewing and disconnecting it), and linking your own WhatsApp to Ask Lovelio
How Lovelio messages contractors and candidates on WhatsApp: off for every agency until Lovelio and a System Admin switch it on, only to people who agreed, 8am to 6pm on weekdays their time, at most one ask a week, a consultant presses send, STOP ends it; the buttons and what each reply sets; failed messages; credits per message; connecting your agency's own WhatsApp number; and linking your own number to Ask Lovelio.
Outlook: connecting your mailbox and calendar
How an agency on Outlook connects each consultant's own mailbox so sent and received email lands on the right records and interviews go on the Outlook calendar; who can turn it on, the login-email rule, email capture, sync direction, and disconnecting.
Google: signing in, Gmail capture and Google Calendar
How a consultant signs in with Google, connects Google Calendar for two-way interview sync, and connects their own Gmail so sent and received mail lands on the right records and emails written in Lovelio go out from Gmail; capture rules and disconnecting.
Documents: files on any record, and how the CV fits in
Where documents live, which records can hold them, how to upload and delete, what happens to a candidate's CV, which file types are allowed, how files are checked for viruses, and what came across from a previous ATS.
Screening forms, reference requests and sending references to the client
How to request references from a candidate, email the reference form to referees, take a reference by phone, send completed references to the client, read reference responses and AI summaries, how screening forms fit the phone screen flow, and how to log client and candidate interview feedback on a phone call.
Automations and the review queue
What Lovelio automates, how AI scoring thresholds work and where to change them, what the review queue tracks, and how items get resolved.
Analytics
Analytics page cards (funnel, time to hire, velocity, sources, active jobs, offer metrics), date ranges, filters, PDF/CSV export, and free-text data questions the AI answers with computed tables and receipts (billings, rankings, ratios, trends, comparisons).
Power tools
Chrome extension: LinkedIn sourcing, capture and recognition
How Lovelio builds four LinkedIn sourcing lanes from a job, keeps the chosen job active in the extension, measures which searches produce placements, captures people and BD leads, creates jobs from highlighted text, and overlays fit, history, warnings and signals on LinkedIn.
Settings > Integrations and Slack setup
How the Integrations page works (Connected, Add an app, Built into Lovelio, Connect and Manage), how to connect Slack, who can connect it, how to pick the alert channel, send some alerts to different channels, get your own Slack DMs, turn the Lovelio bot on, which Slack alerts exist, how to disconnect Slack, and how to connect Teams, Google Chat, Telegram, Discord, GitHub or Linear.
Xero: placements become draft invoices
How to connect Xero, who can connect it, what happens when a placement is logged (a draft invoice in Xero, dated on the start date, for the fee), how the client is matched to a Xero contact, what changes the draft, how paid status comes back, how to send a placement to Xero by hand, why Lovelio never approves or sends an invoice, which placements do not go to Xero, and how to disconnect.
V1 API and webhooks for developers
How to use the Lovelio V1 API: creating API keys and scopes, authentication, typed ids, record links (deep links), pagination, idempotency keys, async tasks, webhooks and signatures, rate limits, batch actions, and where the docs live.
Connect an AI agent (MCP)
How to connect any MCP client to Lovelio so an AI agent can run the desk: the server URL, the config block, the OAuth flow, how scoped consent works, what the agent can do, and troubleshooting.
AI assistants
Settings > Integrations > AI assistants: who may connect an AI assistant like Claude, ChatGPT or Copilot, what it can do, and how many candidates each person's assistant looked at this week. Pausing a person is on Settings > Workspace > Users.
Developer portal and Lovelio Connect - sandboxes, partner apps and connected apps
How anyone builds on Lovelio (the developer portal: a sandbox agency per workspace, one prompt for a coding tool, the capability list, the deep reference), how software companies list an integration through Lovelio Connect (OAuth clients, the connect flow, review), and how agencies approve and disconnect those apps under Settings > Connected apps.