Getting Started with HielJobs Ultimate

Welcome to HielJobs Ultimate — an AI-powered job application assistant built for serious job seekers. This guide walks you through installation, initial setup, and your first application workflow.

What You'll Build

By the end of this guide, you will have:

• Installed HielJobs Ultimate on your system
• Created your first profile with complete data isolation
• Imported your CV with automatic skill extraction
• Run your first multi-source job search
• Generated your first AI-powered application draft

Installation

System Requirements

Platform	Minimum Version	Recommended
Windows	Windows 10 (1903+)	Windows 11
macOS	macOS 11 (Big Sur)	macOS 14+
Linux	Ubuntu 20.04 / Debian 11	Ubuntu 22.04+

Download & Install

1. Visit the Downloads page

2. Select your platform:

   • Windows: Download the .exe installer
   • macOS: Download the .dmg (when available)
   • Linux: Choose between AppImage (portable) or DEB (Debian/Ubuntu)

3. Run the installer and follow the prompts

4. Launch HielJobs Ultimate from your applications menu

First Launch

On first launch, HielJobs will:

• Create its data directory (~/.hieljobs/ on Linux/macOS, %APPDATA%\HielJobs on Windows)
• Initialize the local SQLite database
• Set up secure credential storage via your system keyring

Understanding the Multi-Profile System

Before diving in, it's important to understand HielJobs' core architectural concept: Profiles.

What is a Profile?

A Profile is an isolated workspace containing:

• Your CV library (multiple resumes per profile)
• Draft emails and templates
• Application history and outbox
• Email account configuration (SMTP/IMAP)
• Analytics and tracking data

Why Multiple Profiles?

Imagine you're simultaneously:

• Applying for Senior Python Engineer roles in tech
• Seeking Data Analyst positions in finance
• Exploring Freelance consulting opportunities

Each track has different:

• CVs (tech-focused vs finance-focused)
• Email accounts (personal vs professional)
• Application strategies
• Tracking needs

Profiles keep these completely separate — no cross-contamination between your "Software Engineering" applications and "Consulting" leads.

Creating Your First Profile

Step 1: Open Settings

After launch, click the Settings icon in the left sidebar or press Ctrl+, (Windows/Linux) / Cmd+, (macOS).

Step 2: Create a Profile

1. In the Profiles section, click "New Profile"

2. Enter a descriptive name:

   • Good: "Senior Python Engineer 2024"
   • Good: "Freelance Data Consulting"
   • Avoid: "Profile 1", "Test"

3. (Optional) Add a description to remember this profile's purpose

Step 3: Configure Email

Each profile has its own email configuration:

1. Navigate to Email Settings within your profile

2. Enter your SMTP details:

   • Host: Your email provider's SMTP server (e.g., smtp.gmail.com)
   • Port: Usually 587 (TLS) or 465 (SSL)
   • Username: Your email address
   • Password: Use an app-specific password for security

3. Test the connection with the "Test Email" button

4. HielJobs securely stores credentials in your system keyring — never in plain text files

Profile Switching

Your active profile is shown in the header bar. Click it anytime to:

• Switch between profiles instantly
• See last-used timestamps
• Access quick profile settings

┌─────────────────────────────────────────────────────────┐
│  HielJobs Ultimate     ▼ Senior Python Engineer 2024   │
│                         Last used: 2 hours ago          │
├─────────────────────────────────────────────────────────┤
│  Switch to:                                             │
│    ○ Freelance Data Consulting                          │
│    ○ Product Manager Applications                       │
│  ─────────────────────────────────────────────────────  │
│  + Create New Profile                                   │
│  ⚙️  Manage Profiles                                     │
└─────────────────────────────────────────────────────────┘

Importing Your CV

Supported Formats

HielJobs extracts data from:

• PDF (recommended for best extraction)
• DOCX (Microsoft Word)
• TXT (plain text)

Import Process

1. Navigate to the CVs view from the sidebar
2. Click "Import CV"
3. Select your file
4. Review extracted information:
   • Contact details
   • Work experience (company, role, dates)
   • Skills and technologies
   • Education

Language Detection

HielJobs automatically detects your CV's language and will use this to:

• Suggest appropriate job markets
• Generate drafts in matching language
• Prioritize jobs in that language

Managing Multiple CVs

Within a profile, you can have multiple CVs:

• Full CV: Comprehensive version for detailed applications
• Short CV: Concise version for quick applies
• Specialized CVs: Tailored for specific role types

HielJobs' CV Matching feature will automatically suggest the best CV for each job based on keyword overlap.

Your First Job Search

Building an Effective Search

1. Navigate to Job Search from the sidebar

2. In the search bar, use role keywords:

   • ✅ Good: "Senior Python Engineer"
   • ✅ Good: "Backend Developer Remote"
   • ❌ Avoid: "jobs", "work" (too broad)

3. Add location (optional):

   • City name: "Paris", "Casablanca"
   • Remote: "Remote", "Work from home"
   • Country: "France", "Morocco"

Understanding Search Results

Results appear from 8+ job boards simultaneously:

Source	Type	Best For
LinkedIn	Professional network	Corporate roles
Indeed	General job board	Volume, variety
Glassdoor	Company insights	Research-heavy applications
Google Jobs	Aggregator	Broad discovery
ZipRecruiter	US-focused	US-based roles
ReKrute	Morocco	French-speaking Morocco
Emploi.ma	Morocco	Local Moroccan market
Dreamjob.ma	Morocco	Tech roles in Morocco

Using Filters Effectively

Remote filter:

• "Remote only" — Fully distributed positions
• "Hybrid" — Office + remote mix
• "On-site" — Traditional office roles

Date posted:

• "Last 24 hours" — Fresh postings, higher response rate
• "Last week" — Still active, less competition
• "Any time" — Complete archive

Job type:

• Full-time, Part-time, Contract, Internship

Evaluating Results

Before applying, review each job's:

1. Role alignment — Does it match your target?
2. Required skills — Do you meet 70%+ of requirements?
3. Company quality — Use Company Lookup for research
4. Application channel — Direct email? Easy apply? External form?

Generating Your First AI Draft

Opening Smart Draft

From a job result, click "Generate Draft" or navigate to Drafts → New Smart Draft.

The Smart Draft Workflow

┌─────────────────────────────────────────────────────────┐
│  SMART DRAFT WORKFLOW                                 │
├─────────────────────────────────────────────────────────┤
│  1. Paste Job Description                              │
│     ↓                                                 │
│  2. Auto-Detection Engine                             │
│     ├── Language Detection                            │
│     ├── Tone Analysis                                 │
│     ├── Entity Extraction (Company, Position)         │
│     └── CV Matching                                   │
│     ↓                                                 │
│  3. AI Prompt Construction                            │
│     ↓                                                 │
│  4. Provider API Call (DeepSeek/OpenAI/Anthropic)     │
│     ↓                                                 │
│  5. Generated Email                                   │
│     ↓                                                 │
│  6. User Review & Edit                                │
│     ↓                                                 │
│  7. Save to Drafts → Send → Outbox                   │
└─────────────────────────────────────────────────────────┘

Input Quality Matters

Best practices for job description input:

1. Paste the full description — Don't truncate
2. Include requirements section — Helps CV matching
3. Add company info — If available, improves personalization

Understanding CV Matching

Smart Draft analyzes:

• Job requirements vs your CV skills
• Experience level alignment
• Technology stack overlap
• Domain expertise match

The system then selects your best matching CV automatically. You can override this selection.

Reviewing Generated Drafts

Always verify before sending:

1. Accuracy check:

   • Are job titles correct?
   • Do mentioned skills actually match your experience?
   • Are dates and company names accurate?

2. Tone adjustment:

   • Formal: Corporate, traditional industries
   • Friendly: Startups, creative roles
   • Enthusiastic: Roles you're passionate about
   • Professional: Default, balanced tone

3. Language consistency:

   • Draft language matches job posting
   • No mixing of languages

Saving vs Sending

Save to Drafts — Review later, batch process Add to Outbox — Queue for scheduled send Send Now — Immediate dispatch

Next Steps

You've completed the basics. Now explore:

• User Guide — Deep dive into every view
• Job Search Guide — Advanced search strategies
• Smart Draft Guide — AI provider configuration
• Profile Management — Multi-profile workflows

Troubleshooting

Email Not Sending

1. Verify SMTP settings in Profile → Email
2. Check if your provider requires app-specific passwords
3. Ensure firewall isn't blocking SMTP port

CV Not Parsing Correctly

1. Ensure PDF is text-based, not scanned image
2. Try DOCX format if PDF fails
3. Manually edit extracted data before saving

Job Search No Results

1. Broaden location (try country instead of city)
2. Remove some filters
3. Try different keyword variations

Quick Reference

Action	Shortcut
New Search	Ctrl+Shift+J
New Draft	Ctrl+Shift+D
Switch Profile	Ctrl+P
Settings	Ctrl+,
Dashboard	Ctrl+1
Job Search	Ctrl+2
Drafts	Ctrl+4
Outbox	Ctrl+5

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Ready to accelerate your job search? Head to Job Search Guide for advanced techniques.