# Recruitment partner: private workspace record templates

Use these in your own AI workspace or private folder. They are blank templates, not records of Rebecca's personal details, permissions or applications. UNKNOWN means not yet supplied or established. Do not replace it with a guess.

## Workspace index and session handover

| Record | Location | Current version | Last updated |
| --- | --- | --- | --- |
| Candidate profile | To choose | Not created | Not established |
| Career Evidence Bank | To choose | Not created | Not established |
| Recruiter configuration | To choose | Not created | Not established |
| Application ledger | To choose | Not created | Not established |
| Submitted-artifact archive | To choose | Not created | Not established |
| Portal answers and permissions | To choose | Not created | Not established |
| Formatting standard | To choose | Not created | Not established |

**Start a session:** Read this index and accessible current records. Identify relevant application IDs. Retrieve established facts before asking again. Flag missing, stale or contradictory information that affects the work.

**End a session:** Record changed files/versions and dates, current application stage, unresolved questions, uncertain submissions and next action. State whether updates were actually saved. If not, supply them for the candidate to save.

**Conflict rule:** The current candidate-confirmed profile governs contact fields, the evidence bank governs capability claims and the reviewed configuration governs preferences. Historical submissions remain historical. A newer draft or a recollection from chat never silently replaces an authoritative record.

## 1. Authoritative candidate profile

Profile version: To assign  
Reviewed date: Not established

| Field | Candidate-confirmed value | Source | Confirmed date | Review trigger |
| --- | --- | --- | --- | --- |
| Current name | UNKNOWN | Not supplied | Not established | Candidate change |
| Email | UNKNOWN | Not supplied | Not established | Candidate change or conflict |
| Telephone, including country code | UNKNOWN | Not supplied | Not established | Candidate change or conflict |
| Appropriate address/location | UNKNOWN | Not supplied | Not established | Relocation or exact portal need |
| Work rights, scope and expiry if relevant | UNKNOWN | Not supplied | Not established | Expiry or different jurisdiction/question |
| Citizenship, only if needed | UNKNOWN | Not supplied | Not established | Exact question requires it |
| Qualifications and evidence IDs | UNKNOWN | Not supplied | Not established | New evidence, expiry or conflict |

Record only what is needed. Citizenship, residence and work rights are different facts. Do not infer one from another or store identity documents, passwords or codes in this profile for convenience.

**Correction log:** Field · previous working value · candidate-confirmed correction · source/date · affected drafts checked. Correct current records and drafts; never alter an archived submission to hide an earlier error.

## 2. Career Evidence Bank

Repeat this record for each specific capability or supported example:

| Field | Entry |
| --- | --- |
| Evidence ID | Stable ID to assign |
| Capability | Specific capability under assessment |
| Status | UNKNOWN until established; VERIFIED or GAP only with appropriate candidate evidence/confirmation |
| Employer / role / project | Not established |
| Context | Not established |
| Scope / authority | Not established |
| Candidate's precise contribution | Not established |
| Result | Not established; a metric is not compulsory |
| Date / recency | Not established |
| Evidence strength | Strong / Moderate / Limited with explanation once assessed |
| Source and identifiable location | Not supplied |
| Candidate confirmation | Not supplied |
| Unresolved details | Question to ask |
| Version / updated date | To assign |

Do not fill demonstration fields for UNKNOWN records from professional inference. GAP applies only to the scope the candidate confirmed. Strength and status are separate. Preserve stable IDs across updates and flag conflicting sources.

## 3. Dated recruiter configuration

Version: To assign  
Candidate review date: Not established

| Setting | Value | Type | Conditions / exceptions |
| --- | --- | --- | --- |
| Target and adjacent role families | UNKNOWN | To confirm | Not established |
| Seniority, sectors, organisation types | UNKNOWN | To confirm | Not established |
| Salary floor and preferred salary | UNKNOWN | To confirm | Currency, period, benefits/super basis |
| Contract/day rate | UNKNOWN | To confirm | Currency, hours and basis |
| Acceptable salary trade-offs | UNKNOWN | To confirm | Exact conditions and candidate approval |
| Permanent / contract / fractional | UNKNOWN | To confirm | Duration and workload limits |
| Hours and work model | UNKNOWN | To confirm | Full/part-time, remote/hybrid/on-site |
| Geography and commute | UNKNOWN | To confirm | Limits |
| Travel | UNKNOWN | To confirm | Frequency, duration and notice |
| Outside-hours availability | UNKNOWN | To confirm | Frequency, boundaries and notice |
| Desired responsibilities and direction | UNKNOWN | To confirm | Priorities |
| Excluded employers / sectors / specialisms / tasks | UNKNOWN | To confirm | Explicit exceptions only |

Type means non-negotiable, preference, acceptable compromise or undecided. No other candidate's exclusions are defaults. Store the reason and approval date for changes; do not relax a restriction to make a vacancy fit. A salary floor is not automatically the answer to “expected salary”.

## 4. Application ledger

Create one record per vacancy, linking duplicate advertisements to it rather than creating duplicate applications.

| Field | Entry |
| --- | --- |
| Application ID | Stable ID to assign |
| Employer and role | Not supplied |
| Vacancy/reference ID, location | Not supplied |
| Canonical vacancy link and other listing links | Not supplied |
| Vacancy snapshot/reference | Not captured |
| Vacancy status, source and checked timestamp | UNKNOWN |
| Closing date/time/timezone | UNKNOWN unless stated |
| Assessment and rationale | Not assessed |
| Evidence/configuration/profile versions | Not linked |
| Workflow stage | Not started |
| Draft and approved document versions | None |
| Final portal-answer record | None |
| Salary actually entered, currency and basis | Not entered |
| Candidate review / permissions / declaration handoffs | Not recorded |
| Submission timestamp and confirmation source | Not submitted |
| Receipt / reference | None |
| Submitted archive location | None |
| Recruitment stage and supporting source | No stage established |
| Outcome, date and feedback source | UNKNOWN |
| Last checked / next action | To set |

**Workflow stages:** DISCOVERED → ASSESSED → DRAFTING → QA → READY FOR CANDIDATE SUBMISSION → SUBMITTED. Use PAUSED or SUBMISSION UNCERTAIN when appropriate. These are not measures of career fit.

**Recruitment stages/outcomes:** Record screening, interview, offer, rejection or withdrawal only from actual evidence or an explicitly labelled candidate report. SUBMITTED is not INTERVIEWING. Vacancy closure does not establish rejection.

**Interrupted submission:** Before retrying, inspect accessible application history or receipt, or ask the candidate to check. Keep uncertainty visible until resolved. A submit click or prepared pack is not confirmation.

## 5. Submitted-artifact archive

Maintain separate draft, ready-to-submit and submitted locations under the application ID. Only confirmed submitted material belongs in the submitted archive.

Archive manifest:

- Application ID and submission event ID.
- Employer, role and vacancy/reference ID.
- Exact resume, letter and supporting filenames and versions actually sent.
- Exact final portal questions and answers, including salary and pay basis.
- Vacancy text/snapshot where accessible, source and capture date.
- Candidate review/handoff record and submission timestamp.
- Confirmation/receipt/reference and whether observed or candidate-reported.
- Any missing final artifact or uncertainty, explicitly labelled.

If the candidate edited a file or answer after review, retrieve the actual final version. Do not label the earlier draft “exact”. Where useful and available, file checksums can distinguish otherwise identical filenames.

Never overwrite submitted records. Later amendments receive a separate dated event linked to the original. Interview preparation selects the relevant actual submission, not the latest general resume.

## 6. Portal-answer and permissions register

### Routine answers

| Question/topic | Approved answer | Scope | Source / confirmed date | Recheck when |
| --- | --- | --- | --- | --- |
| Notice period / start date | UNKNOWN | To establish | Not supplied | Time passes or wording differs |
| Travel | UNKNOWN | To establish | Not supplied | Required travel differs |
| Outside hours | UNKNOWN | To establish | Not supplied | Hours or frequency differ |
| Work rights | Refer to profile; UNKNOWN until confirmed | Jurisdiction and exact question | Not supplied | Expiry or question changes |
| Salary expectation | Application-specific approved value | Currency and pay basis | Not supplied | Role or trade-off differs |
| Other routine question | UNKNOWN | To establish | Not supplied | Conflict, expiry or changed meaning |

### Action permissions

| Action | Destination/data scope | Candidate authorisation source/date | Stop condition |
| --- | --- | --- | --- |
| Research accessible vacancies | To establish | Not recorded | Access limit |
| Create/edit working files | Chosen private workspace | Not recorded | New unsupported claim or unresolved conflict |
| Fill routine portal fields | Specific vacancy and data | Not recorded | Stale/new fact or scope mismatch |
| Upload reviewed documents | Specific vacancy and exact files | Not recorded | Unapproved version or new destination |
| Personal declaration/attestation/consent | Candidate handles | Not delegated by routine answers | Always return to candidate in this workflow |
| Final submission | Candidate handles | Not delegated by a standing preference | Stop at final review |

This table starts with no permissions granted. Its purpose is to preserve actual authorisation, not create it. A known answer is not permission to transmit it. Follow stricter environment requirements and let the candidate handle authentication interruptions when needed. Do not store credentials, authentication codes or session tokens.

## 7. Document formatting standard

Maintain distinct approved settings for the resume and cover letter.

| Setting | Resume | Cover letter |
| --- | --- | --- |
| Approved reference file/version | To supply | To supply |
| Font family, size and weights | Extract/confirm | Extract/confirm |
| Heading hierarchy | Extract/confirm | Extract/confirm |
| Page size and margins | Extract/confirm | Extract/confirm |
| Paragraph and line spacing | Extract/confirm | Extract/confirm |
| Bullet style and indents | Extract/confirm | Extract/confirm |
| Header/footer and contact placement | Extract/confirm | Extract/confirm |
| Page-length and break rules | Confirm | Confirm |
| Naming/version convention | Agree | Agree |
| Required output formats | Vacancy-specific | Vacancy-specific |

Use actual approved values, not invented defaults. Preserve natural writing rhythm and specificity. Portal limits may justify a reviewed variant, not overwriting the standard or distorting page dimensions.

**Production checklist:** Verify current profile fields → produce `.docx`/required format → render exact files where possible → inspect every page for dimensions, spacing, bullets, overflow and breaks → inspect extracted text where possible → correct and recheck → record reviewed versions → upload those exact versions. Where a tool is unavailable, label the check unperformed and hand it to the candidate.

## Outcome review

For each event record stage reached, date, direct feedback and source. Separate candidate reflection and AI hypotheses from feedback. Compare repeated patterns cautiously, stating observations, counts and relevant differences. A single rejection cannot prove why the application failed.

New evidence updates the bank with provenance. Preference changes require candidate agreement. Submitted records stay unchanged. Finish with a dated handover so the next session can continue from the records.