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Maya AI - Recruitment Support Kit

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Maya AI

Common FAQs

Last Updated: 6/09/25 at 3:46 PM

Whether you’re just getting started or need a quick refresher, this page covers the most common questions about using Maya AI. From uploading candidates to scheduling interviews and getting support, you’ll find answers to help you move faster and stay on track.

You can provide your candidate list directly to your support team through the Messages section or by email.

Soon, you’ll also be able to upload resumes or applicant lists directly through the Dashboard. Once uploaded, Maya will automatically begin validating and engaging with each applicant.

Keep an eye on these key stages to move candidates forward effectively:

  • Handed Off – These applicants have completed the Maya process and are ready for you to take the next step, such as scheduling or follow-up.

  • Needs Attention – Candidates in this stage showed interest but didn’t complete booking. Maya will stop reminding them after 24 hours, so manual outreach is needed.

  • Successful Schedule – These candidates have successfully booked their interviews. You may want to review details or prepare before the meeting.

  • Awaiting Booking – They’ve watched the video and completed the form but haven’t scheduled yet. If Maya isn’t set to auto-schedule, follow up soon.

  • No Show – These are candidates who missed their scheduled interview. You may choose to reschedule or disqualify them based on your process.

Focusing on these stages ensures no high-potential candidates slip through.

We recommend checking your Dashboard at least once per day, especially to review candidates in Needs Attention, Handed Off, and Awaiting Booking stages.

To manually schedule an interview, go to the Calendar section and either click on a date and time or use the New button in the top-left corner.

Alternatively, you can schedule directly from the Applicant Record by clicking the Schedule Contact button.

Yes. If enabled, Maya will book interviews directly with candidates who pass initial screening.

Go to the Messages section, under Maya’s Conversations. You’ll see real-time chat history between Maya and each applicant.

Use the Support Channel in the Messages section. You can chat, request a video or phone call, and see your assigned support reps.

In the All Dashboards view, select the Maya you want to access. You can also set one as your main dashboard for quicker access.

Yes. Each Monday, the weekly Pipeline view resets to show new uploads. Older candidates are saved and accessible in All Applicants.

Yes. Go to the Calendar page and click “Synchronize with Google” (top-right). Outlook/Microsoft support is also available depending on your setup.

They are not deleted. While the Pipeline view resets weekly, all applicants are stored in the All Applicants section, where you can access, search, and manage them anytime.

You can check the Bad Uploads or Duplicates Found tiles in your Dashboard.

  • Bad Uploads are resumes with invalid emails or phone numbers.

  • Duplicates are resumes already uploaded within the last 90 days.

No, currently bad resumes do not count toward your credit usage. We’re continuing to improve how these are filtered to reduce any impact on your uploads.

Yes. If a candidate asks Maya to stop, or if you mark them as disqualified or blocked, Maya will no longer contact them.

If a candidate doesn’t show up, go to their Applicant Record in the CRM. From there, you can manually change their stage to No Show. You’ll also have the option to follow up, reschedule, or disqualify them based on your next steps.

Yes. Use the All Applicants view to find past candidates. You can re-upload them or reach out manually using their contact information if they are outside the 90-day duplicate window for compliance purposes.

This depends on your account setup. If enabled, you’ll see a Download or Export option within the All Applicants view. If not, reach out to the Maya Support Team for access.

Once you move a candidate to the Hired stage, they are removed from follow-up sequences. Their record stays available in All Applicants for your documentation.