From sign-in to your first documents

Introduction

Gettingdocs replaces the endless back-and-forth of chasing people for documents. You tell us who needs to send what, and Amy handles the conversation from start to finish, over WhatsApp or email. Everything that comes back is checked, sorted and saved straight to your Google Drive, or onto the candidate’s record if you’ve connected your ATS (Recruit CRM, Crelate, Zoho Recruit or Greenhouse).

The journey has four short stages:

Before you begin

You’ve already chosen a plan and paid, so you’re ready to go. Sign in and you’ll land on your Dashboard.

Before you can send a campaign, there’s one essential connection to make and a couple of quick details to confirm. We’ll cover those next.

Signing in & passwords

Sign in with the email and password you registered with, or use Continue with Google. Either gets you to the same account.

Forgotten your password? Click Forgot password? on the sign-in page and we’ll email you a link to set a new one. The link lasts an hour and works once. If you first signed up with Google and have never had a password, this is also how you set one.

Setting a new password signs out everything currently signed in to the account, on every device. That is deliberate: if somebody else had got in, the reset is what removes them. You’ll be asked to sign in again with the password you just chose, and we’ll email you to confirm the change.

1Choose your chase channel

Your account chases on one channel at a time: WhatsApp or email. It decides which contact detail is required when you add a candidate, and how every new campaign is sent. Set it in Settings → Chase Channel.

If you choose email: verify your sending domain

Amy sends from your domain, not ours, so candidates see a name they recognise and replies come back to you. That means proving you own it.

1. Go to Settings → Email and enter your domain.
2. We give you a short list of DNS records. Add them at whoever hosts your domain. Your IT team or provider will know where.
3. Click Verify. DNS can take anything from a few minutes to a few hours to propagate, so if it isn’t ready yet, come back and press it again.

2Connect Google Drive

This is where every document Amy collects gets saved, neatly organised. It only takes a moment.

1. Go to Settings → Integrations.
2. Under Google Drive, click Connect Google Drive.
3. Sign in with Google and approve access. You’ll be returned to Settings with a green Connected badge.

From now on, documents are filed automatically into a tidy folder structure in your Drive, organised by document type, period and client.

3Set up Amy

In Settings, find the Amy AI Assistant section and tailor how she sounds to your clients:

• Assistant name: defaults to “Amy”, change it if you like.
• Tone: Friendly, Professional or Casual.
• Contact details: your phone or email, so Amy can pass clients to a human if they ask.

Click Save Changes when you’re done.

4Set your chase schedule

In Settings → Chase Schedule you decide the rhythm every new campaign inherits. Four settings:

5Confirm your company details

Still in Settings, check your Company / Agency Name under Account Information. This name appears in the messages Amy sends, so clients know exactly who’s getting in touch. Save and you’re set up for good.

1Add your clients

Your clients are the people you collect documents from. Open the Clients page and click Add Client.

• Name (required).
• Phone: US numbers like (555) 123-4567 or international format +15551234567 both work. Required if your account chases on WhatsApp.
• Email: required if your account chases by email.
• Reference number (optional): handy for matching records.

Click Add Client to save. Repeat for everyone you want to chase in this round, they’ll be ready to pick when you build your campaign.

2Create a campaign

A campaign is a single document-collection drive: who you’re chasing, what you need, and how Amy follows up. Go to Campaigns → New Campaign and fill in:

When everything looks right, click Create Campaign. It’s saved as a draft: nothing is sent yet.

3Review & send

Open your new campaign to review it. When you’re happy, click Start Campaign.

That single click sets everything in motion:

• Amy sends the opening message to every client in the campaign, on your chase channel.
• The campaign status switches from Draft to Active.
• The timeline starts tracking progress automatically.

Amy chases automatically

You don’t have to lift a finger. Amy follows the schedule the campaign was created with, and only ever nudges the people who still owe something. Two numbers describe it:

• Chase every N days: a reminder goes out, then another N days later, repeating until they’ve sent everything. The default is every day.
• Flag after silence of N days: if someone goes quiet for that long, they’re flagged as stuck and you’re notified so you can step in. The default is 5 days.

Silence means silence: the clock measures the time since the candidate last did anything, whether replying on WhatsApp, replying by email or sending a document. It is not the time since you started chasing. Someone who writes to say their passport is in the post has spoken, so they aren’t flagged for having said it. Someone who sent one of three documents a fortnight ago and has said nothing since is flagged, even though they’re partly done.

The moment a client sends what you asked for, the reminders for them stop.

Clients reply

Clients simply reply to the conversation they’re already in, the WhatsApp chat or the email Amy sent, with a photo or a PDF attached. No apps, no logins, nothing to learn. Amy reads each message, works out which document it is, and replies: thanking them, and listing anything still outstanding. If a client has a question, Amy answers it and only loops you in when she needs to.

On email, a reply is matched back to the exact chase it answers rather than to the address it came from, so a candidate registered with two agencies has their documents filed against the right one.

Amy checks each document

Before a candidate is thanked, Amy opens what they sent and looks at it. Two questions, in order:

• Can it be opened at all? A password-protected PDF is the most common unusable document in onboarding, because banks email statements out encrypted, and it fails in the worst way: it uploads perfectly, ticks its requirement, and is discovered weeks later by whoever actually needed it.
• Is it the right document, and is it legible? A cropped licence, a photograph of a screen, a payslip sent where a passport was asked for.

If Amy is confident it won’t do, she sends it back the same way a person would: the requirement reopens, the candidate is told what was wrong and asked for another copy, and the chase clock restarts. You don’t have to do anything, and the bad copy never lands in your Drive or on the candidate’s record as though it counted.

When Amy gets it wrong

She sometimes will. A licence she called too dark is one your compliance officer can read perfectly well. Anyone on the team can overrule a rejection from the campaign page: the document goes back exactly as it was and its requirement is satisfied again. The candidate is told, so they stop retaking photographs of a passport you were always happy with.

Documents come back

Every document is filed for you, sorted by document type, period and client, so everything ends up where you expect it without manual sorting.

You’ll find returned documents in three places:

• Google Drive, or the candidate’s record if they came from your ATS (Recruit CRM, Crelate, Zoho Recruit or Greenhouse): the originals, neatly organised.
• The campaign page: progress by document type and by client.
• Notifications: a ping each time something arrives.

One ATS per agency

Gettingdocs connects to Recruit CRM, Crelate, Zoho Recruit or Greenhouse. It can take its instructions from whichever you use, telling it who to chase and for what, and put every document it collects back onto the candidate’s own record.

An account holds one of them at a time. That isn’t a limitation so much as the only sane answer: your ATS is your system of record, and a candidate who exists in two of them exists as two unrelated records. Connecting a second would leave us guessing which one a document belongs on. Switching is a disconnect and a connect.

Only the account owner can connect or disconnect it: the connection reaches your entire candidate database, so it’s an act of ownership. Admins can write and switch on the auto-chase rules, which is rather the point of having one. Members can read the rules and run a Preview, but not change them.

Connect Greenhouse

Go to Settings → Integrations, find the Greenhouse card and click Connect Greenhouse. You’ll be taken to Greenhouse to approve the permissions and returned here. There’s no key to copy or paste.

Greenhouse can also notify us the moment something changes, so a candidate reaching the right stage is picked up in seconds rather than at the next check. In Greenhouse, add a web hook pointing at the URL shown on the card, choose the events Application updated and Candidate stage change, invent a secret key, and paste the same key back into Gettingdocs. It’s optional: without it, checks still run on their own schedule.

Greenhouse chase rules

A Greenhouse rule is written in Greenhouse’s own vocabulary: pick a job and a stage, and anybody who lands there is chased for the documents you nominate. Open Settings → Integrations → Manage and click New rule.

Everything else works as it does for Recruit CRM: Preview runs the real search against your real data and shows exactly who would be chased and who would be skipped and why, without sending anything. Run now on a saved rule does send. A rule only considers candidates updated after the rule was made, so switching one on never retro-chases your whole pipeline.

Filing to Greenhouse

Documents are attached to the candidate’s application in Greenhouse, which is where Greenhouse keeps attachments. There is no candidate-level file store. A candidate with more than one live application has their document filed against the one the rule chased them for.

Greenhouse has no folders, so documents carry their meaning in the filename rather than in a folder name. Where Greenhouse has a matching attachment type we use it; everything else files as other, named so a recruiter can see at a glance what it is.

Connect Recruit CRM

If your team works in Recruit CRM rather than Greenhouse, Gettingdocs can take its instructions from there and put the results back. You choose which candidates Amy chases, and every document she collects is attached to that candidate’s own record.

Two things need to be true on the Recruit CRM side first:

• The account is on Recruit CRM’s Business plan or higher. That is what includes API access.
• You are signed in as their Account Owner. Only the owner can create an API key, unless they’ve granted someone a custom role that allows it.

1. In Recruit CRM, go to Admin Settings → API & Integrations, switch the API token on, and copy it.
2. In Gettingdocs, go to Settings → Integrations and paste it into the Recruit CRM card, then click Connect.

We check the key with Recruit CRM before saving it, so a mistyped key is rejected on the spot rather than failing quietly later. Once saved, the key is stored encrypted and never shown again, you’ll only ever see its last four characters.

Recruit CRM chase rules

A rule is a standing instruction: “chase anyone in Recruit CRM who looks like this, for the documents their record says they owe”. Open Settings → Integrations → Manage and click New rule.

A rule has three parts:

If you are mapping a field and a candidate’s value is empty, or holds something you haven’t mapped, the rule falls back to the document set you nominate. If you haven’t set one, that candidate is skipped and the reason is recorded, rather than being chased for nothing. A candidate whose record holds several values is chased for all of their document types combined. The fallback applies only when none of their values matched.

Once a rule is on, Gettingdocs checks Recruit CRM for matches every fifteen minutes, and within about a minute of somebody editing a candidate record. Candidates join as they qualify and are messaged straight away, so a rule keeps working without you revisiting it.

Preview before you send

Every rule has a Preview button, and it is worth using every time. Preview runs the real search against your real Recruit CRM data and shows exactly who would be chased and for which documents, without sending anything or changing anything.

It shows the skips too, and why: no documents mapped, no phone number, already being chased. That list is usually how you spot a condition that’s slightly wrong before it reaches anybody’s phone.

When you’re happy, save the rule as paused or start chasing. There’s also Run now on a saved rule if you’d rather not wait for the next check, and that one does send.

Filing to Recruit CRM

For a candidate linked to a Recruit CRM record, documents are attached directly to that record, in a folder named after the document type. Right to Work documents land together under Right to Work, DBS certificates under DBS Certificate, and so on. Recruiters find them where they already look.

Candidates you added by hand, who aren’t linked to a Recruit CRM record, continue to file into Google Drive exactly as before. Nothing about that changes.

If a rule has the note option enabled, Amy adds a single note to the candidate’s timeline once they’ve provided everything, so the recruiter sees it without opening Gettingdocs. One note per candidate, not one per document.

When something looks wrong

The Sync activity feed on the Recruit CRM page lists every candidate each check considered and what happened to them, including the ones that were skipped and why. It’s the fastest answer to “why wasn’t this person chased?”

• “Recruit CRM rejected the API key”: the key has been revoked or regenerated, or the account is no longer on a plan that includes API access. Paste a fresh key to reconnect.
• A candidate was skipped for having no phone or email: Amy needs a way to reach them. Add the missing detail in Recruit CRM and they’ll be picked up on the next check.
• “No document types are mapped”: their record holds a value your rule doesn’t recognise. Add it to the mapping, or give the rule a fallback document set.
• A document says Upload failed: use Retry on the campaign page. Recruit CRM won’t accept a file over 15 MB, which is the usual cause.

Disconnecting removes the stored key and switches off every rule. Campaigns already running carry on, so nobody is left mid-conversation, and the links between your candidates and their Recruit CRM records are kept, so reconnecting later doesn’t create duplicates.

Connect Crelate

Crelate connects with an API key. Two things need to be true on the Crelate side first:

• The account is on Crelate’s Business plan or above. Essentials doesn’t include the API.
• The user whose key you use has API access. If they aren’t a Crelate admin, an admin has to switch it on for them.

1. In Crelate, go to Settings → API and create a key for that user.
2. In Gettingdocs, go to Settings → Integrations, paste it into the Crelate card and click Connect.

On connect we read your record statuses, tags, custom fields, users and attachment types, so your rules can pick from real lists rather than typed guesses. If Crelate won’t let us read your statuses, the connection is refused, because statuses are how we know who must not be contacted.

We register for Crelate’s contact notifications ourselves, so there’s nothing to set up on the Crelate side. Crelate’s own guidance is that integrations check for changes on a schedule, so every rule is also checked every fifteen minutes, whatever notifications arrive.

Crelate chase rules

Open Settings → Integrations → Manage and click New rule. Crelate lets an integration choose candidates by four things, and a rule can use any mix of them:

Within one list, any pick will do: two tags means either tag. Across lists, all of them have to match. Crelate doesn’t let integrations filter on custom fields, so those can’t decide who is chased, but they can decide what for.

For the documents, either chase everyone for one fixed set, map the values of a custom field to your document types, or read it from their tags: a “Needs DBS” tag can mean “ask for a DBS certificate”. Unmapped and empty values fall back to the set you nominate, as they do for Recruit CRM.

Preview and Run now work exactly as described above, and a rule only considers candidates changed after it was made.

Filing to Crelate

Documents are attached to the candidate’s Crelate contact, under the attachment type whose name matches the document type. A passport lands under Passport if you have that type.

If no attachment type matches, the file is still attached, just untyped. Integrations can’t create attachment types in Crelate, so add the ones you want there for the tidiest filing. Files over 25 MB aren’t uploaded.

With the note option on, Amy adds one note to the contact once everything is in. Like the files, it’s posted as the user who made the API key.

Connect Zoho Recruit

Go to Settings → Integrations, find the Zoho Recruit card and click Connect. You’ll sign in to Zoho, approve access and be returned here. There’s no key to copy, and every Zoho data centre works: your region is picked up when you sign in.

Then, on the same card, choose which Candidate Status values mean “do not contact”. Zoho Recruit has no off-limits flag of its own, so until you pick some, nobody is blocked by status.

Changes are picked up by a check every fifteen minutes. For near-instant updates, add a workflow webhook in Zoho Recruit (Professional edition or above): under Setup → Automation → Workflow Rules, create a rule on Candidates that runs on create and edit, with a Webhook action pointing at the URL shown on the card and a parameter candidate_id set to Candidate Id. It’s optional.

Disconnecting revokes our access in Zoho as well as removing it here.

Zoho Recruit chase rules

Zoho Recruit gives the most flexible rules. Open Settings → Integrations → Manage, click New rule, and add conditions on any candidate field, custom fields included: a field, an operator (is, is not, starts with, is any of, and comparisons for numbers and dates) and a value. A rule can have up to nine conditions, and candidates must match all of them.

For the documents, map the values of any field to your document types. A multi-select field works too: each ticked value adds its documents. Unmapped and empty values fall back to the set you nominate.

Preview and Run now work exactly as described above, and a rule only considers candidates changed after it was made.

Filing to Zoho Recruit

Documents are attached to the candidate in Zoho Recruit, in the attachment category whose name matches the document type. Anything without a match goes into Others.

The Resume category is never used: it holds a single file, so uploading into it would replace the candidate’s CV. Files over 20 MB aren’t uploaded.

With the note option on, Amy adds one note titled Documents collected once everything is in.

Zoho gives each account a daily allowance of API calls. If yours runs out, Gettingdocs waits and carries on where it left off; the connection is never marked broken for it.

Roles & permissions

If you’re on a plan with more than one seat, you can invite colleagues into your Gettingdocs account. Everyone on the team works in the same workspace: your agency’s clients, campaigns and documents are shared, so any of you can pick up a chase somebody else started. What differs between people is how much of the account they can change.

There are three roles:

Who can do what

Your dashboard

Your Dashboard is the single view of everything in flight: your overall completion rate, documents received recently, average time to collect, how much chasing Amy has done for you, and any clients that need attention. From here you can jump straight to All Clients, All Campaigns, or start a New Campaign.

Notifications

The notification bell keeps you in the loop without keeping you glued to the screen: documents received, campaigns started or completed, and any client flagged as stuck. Check in when it suits you, Amy handles the rest.