Dashboard Overview
Once your interview agents are live, the dashboard is where you monitor outcomes and make decisions. Learn how to navigate and make the most of your HeyMilo dashboard!
Think of the dashboard as the layer that shows you:
how candidates are progressing through AI screening
where interviews are completing or stalling
which roles need attention
and what results are coming back into your ATS
When you do open it, you know immediately what's happening.
🔹 Dashboard Features Overview
Interviewers
Track every interview experience and its results. This section shows all interview experiences you've created, across roles and time.
Why this matters
Each interviewer represents a live (or past) screening workflow. From this view, you can quickly answer:
Is this role still actively screening?
Are candidates actually completing interviews?
Is the experience about to expire?
Are results flowing back as expected?
This helps you stay ahead of issues before they affect hiring velocity.
Understanding the Interviewers table
The Interviewers view displays your agents in a table format with the following columns:
Interviewer
Agent name, status indicator, and interview link slug
Workflow
Visual representation of the interview workflow steps
Stats
Candidate count and completion metrics
ATS
ATS integration status for this interviewer
CSAT
Candidate satisfaction score
Spend
Current spend and budget limit (e.g., "$3 / $1k"). Shows how much has been spent against the set budget. Hover and click the pencil icon to edit the budget limit
Labels
Tags for organizing interviewers (e.g., department, client, location). Create and manage labels in the Data step below.
Subs
Number of email subscribers receiving notifications
Deadline
Expiration date (with warning badge if expiring within 7 days)
Created
When the interviewer was created
Active
How long the interviewer has been running
Filtering and sorting options
Filter by status: Active, Expired, or Archived
Search by interviewer name
Sort by: Most recent, Oldest, Most candidates, or Least candidates
Filter by labels (if you have labels configured)
Use the Create Interviewer button to launch a new AI interview agent. You can:
Upload a job description
Choose or customize interview questions
Configure tone of voice and logic for candidate interactions
Launch screening workflows for new roles within minutes.
Analytics
Get insight into interview performance.
Analytics shows what your interview workflows are producing over time — candidate volume, completion rates, costs, and estimated savings.
See the Using the Analytics Dashboard section below for full details on filters, metrics, and charts.
Source Candidates
Add candidates into interviews without rebuilding workflows
Source Candidates is how candidates enter HeyMilo, whether they come from your ATS, external platforms, or direct sourcing.
Why this matters
Not every candidate enters through a job application. This section lets you:
activate candidates you already have
avoid recreating interviews for one-off sourcing
keep interviews consistent, regardless of entry point
Source options
The Candidates section includes multiple tabs:
AI
Set the standards your interviews run on
These settings define how your AI interviewers behave and evaluate candidates. These will apply to all agents created, edit it as needed.
Why this matters
Without shared defaults, interviews drift. Different recruiters configure things differently, and results become harder to compare.
The AI section lets you standardize:
how interviews sound
how answers are evaluated
how strict integrity checks should be
Once set, every new interviewer inherits these rules automatically. This keeps results consistent across teams, clients, or regions.
AI settings available
Company Context
Information about your company that the AI references during interviews
Knowledge Base
Documents and information the AI can use when answering candidate questions
Interview Templates
Create and manage reusable interview configurations that can be quickly applied to new roles. Set a default template so every new interviewer starts with your preferred setup.
Interview Evaluation
Default scoring criteria and evaluation standards
Interview Integrity
Cheat detection and integrity monitoring settings
Agent Library
Browse and select AI agent personas/mascots for your interviewers
Languages & Voices
Configure available languages and voice options for interviews
Outreach
Control how candidates hear from you
Outreach is where you define candidate-facing communication.
Why this matters
Interview completion depends heavily on clarity and trust. Outreach lets you:
send from your own domain and chosen number
control wording and tone
manage SMS and email behavior
When candidates understand what’s expected, and know exactly comms are from they’re far more likely to complete interviews without follow-up. If completion rates dip, this is one of the first places worth reviewing.
Outreach settings available
Email Templates
Customize invitation, reminder, and completion emails
Sender Domains
Configure your email sending domain for branded emails
Phone Numbers
Manage phone numbers for SMS and voice calls
Custom Domains
Set up your own domain for interview links (e.g., interviews.yourcompany.com)
Interview Branding
Customize the candidate-facing interview experience with your company's branding, colors, and design templates
Integrations
Connect HeyMilo to the rest of your hiring stack
Integrations control how candidates and results move between HeyMilo and your ATS or CRM.
Why this matters
When integrations are set up correctly:
candidates flow into interviews automatically
completed results sync back without manual work
recruiters stay inside their ATS while HeyMilo handles end-to-end screening
This keeps HeyMilo additive, not disruptive, to existing workflows.
Common uses include:
triggering interviews when candidates apply
syncing scores and transcripts back to the ATS
supporting high-volume or agency workflows without extra steps
Integration options
ATS
Connect to your applicant tracking system for bi-directional sync
API Keys
Generate API keys for custom integrations and automation
Data
Organize postings, interviews, and candidates with labels and data tools.
The Data section in the sidebar lets you manage resource labels and data indexing for your workspace.
Data options
Resource Labels
Create and manage custom labels (e.g., department, client, location) to tag interviewers and filter your Interviewers table.
Data Indexing
Control how workspace data is indexed and searchable.
Resource Labels
Tag interviewers with custom metadata so your team can filter and organize by department, client, location, priority, or any category you define. Labels appear in the Labels column of the Interviewers table.
Creating label definitions: Go to Data → Resource Labels → Create Label. Fill in Key (unique ID, auto lowercased with underscores), Display Name, optional Description, and Value Type:
Text
Free-form text
Client name, department
Number
Numeric values
Priority level, headcount
Picklist
Dropdown with set options
Region: East, West, Central
Yes/No
Toggle
Urgent, VIP client
For Picklist, add Allowed Values (comma-separated). Use Required if the label must be set on every resource. Click Create Label to save.
Applying labels
In the Interviewers table, open the Labels column → click the tag or + icon → in Manage Labels, pick a label, enter or select a value, and click Apply Label. You can add multiple labels per interviewer; hover the Labels cell to see them all.
Managing labels
From Data → Resource Labels, Edit (display name, description, allowed values, required) or Delete (removes the label and all assignments). Key and value type cannot be changed after creation.
Labels vs Tags
Resource Labels are created by your team to organize interviewers (e.g., "Client: Acme", "Priority: High").
Tags are auto-extracted from candidate interview responses (e.g., "Years of Experience: 5"). Labels = internal organization; Tags = candidate data from interviews.
Filtering by labels
Use the label filter in the Interviewers toolbar to narrow the view by one or more label values.
Data Indexing
Data Indexing controls how your workspace data is indexed for search. Open Data → Data Indexing in the sidebar to view or adjust indexing settings.
Settings
Manage access, security, and workspace preferences
Settings control how your workspace is structured and governed.
Why this matters
This is where you:
manage user access and permissions
configure privacy and compliance settings
control billing, usage, and quotas
manage workspace preferences
Most teams configure this early, then revisit only when something changes.
Settings available
My Account
Your personal profile and preferences
Team
Invite and manage team members
Roles
Create and manage custom roles with granular permissions. Control exactly what each team member can access, from viewing candidates to editing billing. Works alongside the built-in Admin, Recruiter, and Viewer roles.
Billing
Payment methods, credits, and usage tracking
Compliance
Privacy settings and compliance controls (GDPR, SOC 2)
Search
Find candidates and interviewers instantly from anywhere in your workspace. The search bar at the top of your dashboard lets you search across your entire workspace without navigating to a specific interviewer first.
Why this matters
When you're managing multiple roles and hundreds of candidates, navigating through individual interviewers to find someone is slow. Universal Search lets you:
Find a specific candidate by name across all interviewers at once
Locate an interviewer or job posting quickly
See match scores alongside results so you know relevance at a glance
This is especially useful for recruiters managing high-volume pipelines or multiple clients.
How it works
Type a name, email, or keyword into the search bar. Results show both candidates and job postings that match, with counts for each:
Each result includes a match score so you can gauge relevance
Click any result to jump straight to that candidate's profile or interviewer
Adjust results per page (10, 20, 30, or 50) if you're working through a long list
Managing Candidates
Filtering Candidates
Use the dropdown tabs to filter your candidate list:
All Candidates: View everyone
Web Interview (Workflow Steps): Filter by Top Rated, Interview Completed, Interview Incomplete, No Interview
Status: Filter by Shortlisted or Dismissed
Notes: View candidates with notes
Changing Candidate Status
You can Shortlist or Dismiss candidates in two ways:
From the candidate list: Select one or more candidates using the checkboxes, then use the bulk action bar to Shortlist or Dismiss
From a candidate profile: Click the Actions dropdown in the candidate header and choose Shortlist or Dismiss
🔹 Using the Analytics Dashboard
When you click Analytics from the sidebar, you'll land on the analytics dashboard — your central hub for monitoring interview performance across all interviewers or for a specific role.
Filter Controls
At the top of the analytics dashboard, you'll find a filter bar to customize your view:
Interviewer
Select a specific interviewer to view its data, or choose "All Agents" to see combined metrics across your workspace
View Candidates
When an interviewer is selected, this button appears — click to jump directly to that interviewer's candidate list
Date Range
Choose from quick presets (Last Day, Last Week, Last Month, Last Year) or select custom dates using the calendar picker
Frequency
Set the granularity of your charts: Hourly, Daily, Weekly, or Monthly
Frequency auto-adjusts based on date range. For ranges up to 7 days, you can view hourly or daily data. For ranges up to 31 days, daily or weekly options are available. For longer ranges, daily, weekly, and monthly options appear.
Metrics Cards
Three key performance indicators appear at the top of the dashboard:
Candidates
Total number of candidates who entered your interview workflows during the selected period
Interviews
Number of completed interviews in the selected period
Cost Savings
Estimated savings compared to manual screening. Click the edit icon to set your hourly recruiter cost for more accurate calculations
Tip: Click the edit icon on the Cost Savings card to set your "Hourly Cost per Recruiter." This baseline is used to calculate your estimated savings from AI screening.
Charts
Interviews Over Time
A bar chart displaying interview volume over your selected date range. The chart breaks down activity by workflow step, so you can see where candidates are in the process. Use this to:
Spot busy periods or seasonal trends
Identify drops in interview activity
Understand which workflow steps see the most throughput
Spend Over Time
A stacked bar chart tracking your interview costs over the selected period. Use this for:
Budget monitoring
Identifying cost spikes tied to high-volume periods
Preparing spend reports for finance or clients
Candidate Feed
On the right side of the dashboard, you'll see a live feed of recent candidates. This gives you quick access to activity without navigating away from the analytics view.
Sort options
Recent: Shows the most recent interview completions first
Top Rated: Shows highest-scoring candidates first
Click any candidate in the feed to view their full profile, interview recording, and scorecard.
Understanding Your Interviewer List
Interviewer Status Indicators:
Each interviewer shows
Active/Inactive Status: Green dot for active, amber for expired, gray for archived
Candidate Count: Total number of candidates in the Stats column
Expiring Soon Warning: Amber badge showing days remaining if expiring within 7 days
Quick Actions
Hover over an interviewer row to reveal action buttons:
View Candidates: Click the row to see all candidates for that role
Edit Settings: Access interviewer configuration
Share Links: Get interview URLs
Archive/Unarchive: Deactivate or reactivate the interviewer
Duplicate: Clone the interviewer for a similar role
Candidate Management Interface
Candidate List View
When you click into an interviewer, you'll see:
Candidate Names: With application timestamps
Completion Status: Completed, In Progress, or Not Started
Overall Scores: AI-generated candidate ratings
Quick Actions: View profile, send reminders, or dismiss
Map View
Switch to the Map view to see your candidates plotted by geographic location. This helps you:
Visualize where your candidate pool is concentrated
Identify geographic gaps in your sourcing
Plan location-based outreach or hiring decisions
Toggle between Table, Workflow (Kanban), and Map views using the view switcher at the top of the candidate list.
Column Customization
Click the Columns button above the candidate table to customize your view.
Show Columns: Quickly toggle columns on or off. Columns include Profile, Status, Last Engaged, and any workflow-specific columns like Web Interview or Resume Interview.
Avatar Display: Choose what to show on candidate avatars: Country flag, or Photo.
Advanced Column Settings: Click to open the full customization drawer where you can:
Search for specific columns
Drag to reorder columns
Toggle columns on or off
See column types (core vs. workflow)
Your preferences are saved per posting, so each role can have its own view.
Bulk Actions
Select one or more candidates using the checkboxes, then use the action bar to:
Contact Blast: Send Email, SMS, or Phone Call blasts to re-engage candidates
Nudge: Send a reminder to candidates who haven't completed their interview
Shortlist: Mark candidates as shortlisted for further consideration
Dismiss: Remove candidates from your active pipeline
Enrich: Pull in additional profile data for selected candidates
Download: Export as PDF reports or ZIP packages. For Package ZIP, choose what to include (PDF report, resume, video, audio) and for the PDF: chips, highlights, lowlights, and transcript.
Export: Download candidate data as CSV or JSON
Add to Cohort: Group candidates into a cohort for tracking
Troubleshooting Common Issues
❌ Low Candidate Volume
If you're not seeing enough candidates:
Check Interviewer Status: Ensure interviewers are active (not expired or archived)
Review Sharing: Verify interview links are distributed
Examine Filters: Make sure you're not filtering out candidates
Contact Support: Get help with technical issues
❌ Data Discrepancies
If numbers don't match expectations:
Refresh Dashboard: Click the refresh button to get latest data
Check Date Range: Verify your selected dates include the expected period
Review Filters: Confirm you're viewing "All Agents" if needed
Sync Status: Check ATS integration connections
❌ Performance Issues
If dashboard is slow or unresponsive:
Clear Browser Cache: Refresh your browser data
Check Internet: Verify stable connection
Try Different Browser: Test with Chrome or Safari
Contact Support: Report persistent issues
Dashboard Best Practices
✅ Regular Monitoring
Check daily for new candidate completions
Review weekly for trends and patterns
Analyze monthly for strategic insights
Use the dashboard to monitor, not micromanage
Check expiring interviews weekly (look for amber badges)
Review completion rates if pipelines slow
Adjust outreach before changing interview logic
✅ Data Hygiene
Archive old interviewers when hiring is complete
Clean up test data from interviewer creation
Organize candidates with consistent labeling
Maintain accurate status information
✅ Team Communication
Share insights from dashboard data
Coordinate actions to avoid duplication
Document decisions for future reference
Train new users on dashboard features
Pro Tip: The dashboard is most effective when used consistently. Make checking it part of your daily routine to stay on top of your candidate pipeline.
Ready to Dive Deeper?
The dashboard shows you what's happening at a high level.
When you're ready to make decisions, the next step is reviewing:
candidate profiles
scorecards
interview recordings
That's where context and confidence come together.
Per-Agent Analytics
Each interviewer also has its own Analytics tab with detailed performance metrics specific to that role.
Accessing Per-Agent Analytics
Click on any Interviewer from your dashboard
Click the Analytics tab
Use View Full Dashboard to jump back to the workspace-level analytics above
At the top you'll see a summary bar showing candidate count, pass rate, and completion status broken down by each workflow step (e.g., Conversational SMS, Voice Interview, Question Analytics, Completed Flow). Click on any step to filter the analytics view to that stage.
You can also set a custom date range and click Refresh to update.
Funnel & Conversion
Candidate progression through workflow stages.
This section shows your pipeline completion rate with a step-by-step funnel:
Pipeline Completion Rate
Percentage of invited candidates who completed the full workflow
Invited
Total candidates invited to this agent
Started
How many began the interview (with percentage of invited)
Completed
How many finished all steps (with percentage of started)
Response Rate
Percentage of invited candidates who started (X of Y)
Completion Rate
Percentage of started candidates who completed (X of Y)
Drop-off Rate
Percentage of candidates who started but didn't finish
Each metric includes a comparison against a historical baseline period.
Tip: If your drop-off rate is high, review your interview length and question count. Shorter interviews tend to have higher completion rates.
Volume & Activity
Interview and candidate activity metrics.
Three time-series charts:
Interview Volume
Number of interviews conducted over time.
Completions: Total completed interviews
Avg: Average completions per time period
Peak: Highest single-period count
Candidates Over Time
Number of candidate registrations over time.
Candidates: Total new candidates
Avg: Average per time period
Peak: Highest single-period count
Completions Over Time
Interview completion trend for this posting.
Completions: Total completed
Avg: Average per time period
Peak: Highest single-period count
Engagement
Candidate response and engagement metrics.
Response Rate
Percentage of candidates who engaged with the interview after being invited.
Total Invited vs Started
Comparison against historical baseline
Time to Engage
Average time from invite to first candidate interaction.
Average time (in hours or minutes)
Median, Minimum, and Maximum response times
Candidates Measured count
Comparison against historical baseline
Engagement by Hour
When candidates are most active, broken down by hour of day.
Toggle between timezone views (e.g., Vancouver PT)
Filter by agent type: All Agents, Voice, SMS
Shows a 24-hour heatmap with the peak engagement hour highlighted
Breakdown by time of day:
Night
12 AM – 6 AM
Morning
6 AM – 12 PM
Afternoon
12 PM – 6 PM
Evening
6 PM – 12 AM
Tip: Use Engagement by Hour to schedule your contact blasts when candidates are most likely to respond. If your peak is in the morning, send invites the evening before so they see it first thing.
Voice Interviews
Call duration, scoring, and question performance for voice interviews.
Top Performing Questions
Questions with the highest average scores across all candidates. Use this to understand which questions produce meaningful differentiation between candidates.
Bottom Performing Questions
Questions with the lowest pass rates. Review these to determine if:
The question is too difficult
The scoring criteria needs adjustment
Candidates aren't prepared for this type of question
These sections populate as interviews are completed. If you see "No data available yet," wait for candidates to finish their interviews.
SMS Screening
SMS-based screening metrics including pass rates and knockout questions.
SMS Completion Rate
Percentage of candidates who complete the SMS screening conversation.
Initiated — candidates who received the SMS screening
Replied — candidates who responded
Completed — candidates who finished all SMS questions
Reply Rate — percentage who replied out of those initiated
Comparison against historical baseline
SMS Eligibility Pass Rate
Percentage of candidates who pass SMS eligibility screening questions.
Initiated — candidates who started SMS screening
Completed — candidates who finished
Eligibility Passed — candidates who met criteria
Eligibility Failed — candidates who didn't meet criteria
Comparison against historical baseline
SMS Knockout Questions
Questions ranked by knockout rate in SMS screening. Shows which questions are filtering out the most candidates, helping you identify if any questions are too strict or too lenient.
Resume Screening
Resume analysis and eligibility metrics.
Resume Eligibility
Shows the pass rate for resume screening:
Eligibility pass rate — percentage of resumes that met your criteria
Total Uploaded — all resumes submitted
Total Passed — resumes that met eligibility
Total Failed — resumes that didn't meet eligibility
Criteria Scoring
Resume score breakdown by evaluation criteria.
Average Score — average across all criteria
Shows individual criteria scores when configured
Spend & Billing
Credit usage and cost breakdown for this agent.
Spend by Service
Pie chart showing cost breakdown by service type:
Voice Interviews — cost of voice/video screening
SMS Screens — cost of SMS screening
Resume Screens — cost of resume analysis
Form Screens — cost of form screening (if applicable)
Shows each service's dollar amount, percentage of total, and the combined total spend.
Per-Agent Analytics: Common Use Cases
Understand why candidates aren't completing
Funnel & Conversion → Drop-off Rate
Find the best time to send invites
Engagement → Engagement by Hour
Check which questions need rework
Voice Interviews → Bottom Performing
See if SMS screening is too strict
SMS Screening → Knockout Questions
Monitor budget for a specific role
Spend & Billing → Spend by Service
Verify resume screening is working
Resume Screening → Eligibility
📬 Need Help?
If you have any questions, feel free to reach out to our support team [email protected], visit the Help section or contact your Customer Success Manager directly.
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