User guide
Practical guides to install and use the app effectively.
HielJobs Ultimate - Complete User Guide
HielJobs Ultimate organizes your job search into 7 focused views, each designed for a specific phase of the application workflow. This guide provides deep insight into every view, its purpose, and how they connect into a cohesive system.
Application Architecture Overview
┌─────────────────────────────────────────────────────────────────────┐
│ HIELJOBS ULTIMATE VIEWS │
├─────────────────────────────────────────────────────────────────────┤
│ │
│ ┌──────────┐ ┌──────────┐ ┌──────────┐ ┌──────────┐ │
│ │ Dashboard│───→│ JobSearch│───→│ Drafts │───→│ Outbox │ │
│ │ (Stats) │ │ (Find) │ │ (Create) │ │ (Send) │ │
│ └──────────┘ └──────────┘ └──────────┘ └──────────┘ │
│ ↑ ↑ │ │
│ └──────────────┴──────────────────────────────┘ │
│ ┌──────────┐ ┌──────────┐ │
│ │ CVs │ │ Analytics│ │
│ │ (Assets) │ │ (Review) │ │
│ └──────────┘ └──────────┘ │
│ │
│ ═══════════════════════════════════════════════════════════ │
│ Settings (Global/Per-Profile) │
└─────────────────────────────────────────────────────────────────────┘
Dashboard — Your Command Center
The Dashboard provides a real-time overview of your job search performance and recent activity.
Key Metrics Displayed
| Metric | Description | Why It Matters |
|---|---|---|
| Applications Sent | Total count of submitted applications | Volume tracking |
| Reply Rate | Percentage receiving responses | Quality indicator |
| Pending in Outbox | Queued applications awaiting send | Workflow status |
| Drafts in Progress | Unfinished drafts | Action items |
| Active Profile | Currently selected profile | Context reminder |
Dashboard Sections
Activity Timeline
- Chronological feed of recent actions
- Color-coded by action type (search, draft, send, reply)
- Quick-action buttons for common follow-ups
Quick Stats Cards
- This week vs last week comparisons
- Response rate trends
- Top performing job sources
Profile Overview
- Active profile summary
- One-click profile switching
- Profile-specific metrics
Dashboard Workflow
Dashboard ──→ View Stats ──→ Identify Low Reply Rate ──→ Adjust Strategy
│ │
└──→ Click Pending ──→ Jump to Outbox ──→ Complete Sends
Job Search — Multi-Source Discovery
The Job Search view aggregates opportunities from 8+ job boards simultaneously, eliminating the need to check each site individually.
Search Interface Deep Dive
Search Bar Capabilities:
- Boolean search:
"Python" AND "Django" NOT "Junior" - Phrase matching:
"machine learning engineer" - Wildcard support:
"dev*"matches developer, devops, etc.
Geographic Search Options:
| Search Type | Example | Use Case |
|---|---|---|
| City | Paris | Local commute radius |
| Region | Île-de-France | Broader area |
| Country | France | National search |
| Remote | Remote Work from home | Distributed teams |
| Multi-location | Paris OR Lyon OR Remote | Flexible locations |
Job Sources Architecture
┌──────────────────────────────────────────────────────┐
│ JOB SEARCH AGGREGATION │
├──────────────────────────────────────────────────────┤
│ │
│ User Query ──→ JobSpy Service ──→ Parallel Scrapers│
│ │ │
│ ┌─────────────┬─────────────┬───────┴──────┐ │
│ │ LinkedIn │ Indeed │ Glassdoor │ │
│ ├─────────────┼─────────────┼──────────────┤ │
│ │ Google Jobs │ ZipRecruiter│ ReKrute │ │
│ ├─────────────┼─────────────┼──────────────┤ │
│ │ Emploi.ma │ Dreamjob.ma │ MarocAnnonces│ │
│ └─────────────┴─────────────┴──────────────┘ │
│ │ │
│ └──→ Unified Results ──→ UI Table │
│ │
└──────────────────────────────────────────────────────┘
Result Cards Explained
Each job result displays:
┌─────────────────────────────────────────────────────────┐
│ 🏢 Company Name 📍 Paris, France │
│ 💼 Senior Python Engineer │
│ │
│ 📝 Full-time · Remote OK · Posted 2 days ago │
│ │
│ 🔧 Python Django PostgreSQL AWS │
│ │
│ 📊 Source: LinkedIn ⭐ Match: 85% │
├─────────────────────────────────────────────────────────┤
│ [View Details] [Generate Draft] [Save] [Dismiss] │
└─────────────────────────────────────────────────────────┘
Match Score Calculation:
- Keyword overlap between job requirements and your CVs
- Experience level alignment
- Skills match percentage
- Location preferences
Advanced Filters
Smart Filter Combinations:
| Goal | Filter Combination |
|---|---|
| Fresh remote senior roles | Remote + Last 24h + Senior keywords |
| Local contract work | Location + Contract + Any time |
| High-match only | Min 70% match + Full-time |
Saved Searches
- Save filter combinations for reuse
- Automatic daily search with notifications
- Profile-specific saved searches
CVs — Your Asset Library
The CVs view manages your resume portfolio within each profile.
CV Management Architecture
┌────────────────────────────────────────────────────┐
│ CV LIBRARY (Per Profile) │
├────────────────────────────────────────────────────┤
│ │
│ ┌──────────────┐ ┌──────────────┐ │
│ │ Full CV.pdf │ │ Short CV.pdf │ │
│ │ - Complete │ │ - Concise │ │
│ │ - All roles │ │ - Recent 5yr│ │
│ │ - 3 pages │ │ - 1 page │ │
│ └──────────────┘ └──────────────┘ │
│ │
│ ┌──────────────┐ ┌──────────────┐ │
│ │ Tech CV.pdf │ │ Mgmt CV.pdf │ │
│ │ - Technical │ │ - Leadership│ │
│ │ - Skills │ │ - Impact │ │
│ │ - Projects │ │ - Metrics │ │
│ └──────────────┘ └──────────────┘ │
│ │
│ CV ──→ Parser ──→ Extracted Data ──→ Review │
│ │ ├── Contact │
│ │ ├── Experience │
│ │ ├── Skills │
│ │ └── Education │
│ │ │
│ └──→ Smart Draft uses for matching │
└────────────────────────────────────────────────────┘
Import & Extraction Process
PDF/DOCX Parsing:
- File upload triggers parser
- Text extraction via
pdfplumber(PDF) orpython-docx(DOCX) - Language detection via
langdetect - Named Entity Recognition (NER) for:
- Company names
- Job titles
- Dates (employment periods)
- Contact information
- Skills and technologies
Review Interface:
- Side-by-side: Original file | Extracted data
- Inline editing for corrections
- Skill tagging and categorization
- Experience timeline visualization
CV Matching Algorithm
When generating a draft, the system:
- Extracts keywords from job description
- Compares against all CVs in active profile
- Calculates similarity scores:
- Exact skill matches (weight: 2.0)
- Related technology matches (weight: 1.0)
- Experience level match (weight: 1.5)
- Domain overlap (weight: 1.0)
- Returns best-matching CV with confidence score
Drafts — AI-Powered Content Creation
The Drafts view is where Smart Draft AI transforms job descriptions into personalized application emails.
Smart Draft Workflow
┌─────────────────────────────────────────────────────────────┐
│ SMART DRAFT PIPELINE │
├─────────────────────────────────────────────────────────────┤
│ │
│ INPUT │
│ ├── Job Description (full text) │
│ ├── Company Info (name, website) │
│ └── Selected CV (auto-matched or user-selected) │
│ │ │
│ ▼ │
│ ┌─────────────────────────────────────────────┐ │
│ │ AUTO-DETECTION ENGINE │ │
│ │ ┌─────────────┐ ┌─────────────┐ │ │
│ │ │ Language │ │ Tone │ │ │
│ │ │ Detection │ │ Analysis │ │ │
│ │ │ (langid.py) │ │ (keywords) │ │ │
│ │ └─────────────┘ └─────────────┘ │ │
│ │ ┌─────────────┐ ┌─────────────┐ │ │
│ │ │ Entity │ │ CV │ │ │
│ │ │ Extraction │ │ Matching │ │ │
│ │ │ (spaCy) │ │ (TF-IDF) │ │ │
│ │ └─────────────┘ └─────────────┘ │ │
│ └─────────────────────────────────────────────┘ │
│ │ │
│ ▼ │
│ PROMPT CONSTRUCTION │
│ ├── System prompt with tone/language instructions │
│ ├── CV content for personalization │
│ └── Job requirements for relevance │
│ │ │
│ ▼ │
│ AI PROVIDER CALL │
│ ├── DeepSeek, OpenAI, Anthropic, Google, etc. │
│ └── Model selection based on complexity │
│ │ │
│ ▼ │
│ OUTPUT │
│ ├── Generated subject line │
│ ├── Personalized email body │
│ └── Suggested attachments │
│ │
└─────────────────────────────────────────────────────────────┘
Draft States
| State | Description | Action Available |
|---|---|---|
| Drafting | AI generation in progress | Cancel, regenerate |
| Review | Generated, awaiting user review | Edit, regenerate, save |
| Saved | Stored in drafts folder | Edit, send, duplicate |
| Queued | Added to outbox | Remove from queue |
| Sent | Dispatched via email | View in history |
Tone Options Explained
| Tone | Best For | Language Characteristics |
|---|---|---|
| Professional | Most applications | Balanced, clear, confident |
| Formal | Corporate, legal, finance | Structured, respectful |
| Friendly | Startups, creative industries | Warm, approachable |
| Enthusiastic | Dream roles, mission-driven | Energetic, passionate |
Multi-Language Support
Smart Draft detects and generates in:
- 🇬🇧 English (en)
- 🇫🇷 French (fr)
- 🇪🇸 Spanish (es)
- 🇩🇪 German (de)
- And 10+ more via AI provider multilingual models
Outbox — Controlled Sending
The Outbox is your sending queue with scheduling capabilities.
Outbox Workflow
Drafts ──→ Add to Outbox ──→ Schedule/Immediate ──→ SMTP Queue
│
├── Send Now
├── Send at [Time]
└── Batch Send (5 at a time)
Scheduling Options
| Option | Use Case | Benefit |
|---|---|---|
| Immediate | Urgent applications | Speed |
| Scheduled | Strategic timing | Arrive during business hours |
| Batch | High-volume campaigns | Rate limiting, avoid spam filters |
Email Sending Architecture
┌─────────────────────────────────────────────────────┐
│ OUTBOX SYSTEM │
├─────────────────────────────────────────────────────┤
│ │
│ ┌───────────┐ ┌───────────┐ ┌───────────┐ │
│ │ Draft 1 │ │ Draft 2 │ │ Draft 3 │ │
│ │ (pending) │ │ (pending) │ │ (pending) │ │
│ └─────┬─────┘ └─────┬─────┘ └─────┬─────┘ │
│ │ │ │ │
│ └────────────────┴────────────────┘ │
│ │ │
│ ▼ │
│ ┌─────────────────────┐ │
│ │ Email Scheduler │ │
│ │ ┌───────────────┐ │ │
│ │ │ Rate Limiter │ │ │
│ │ │ (prevent spam)│ │ │
│ │ └───────────────┘ │ │
│ │ ┌───────────────┐ │ │
│ │ │ Retry Logic │ │ │
│ │ │ (3 attempts) │ │ │
│ │ └───────────────┘ │ │
│ └─────────┬─────────┘ │
│ │ │
│ ▼ │
│ ┌────────────┐ │
│ │ SMTP/IMAP │ │
│ │ Provider │ │
│ └────────────┘ │
│ │
└─────────────────────────────────────────────────────┘
Send Status Tracking
- Queued: Waiting for scheduled time
- Sending: Currently in transmission
- Sent: Delivered successfully
- Failed: Error occurred (retry scheduled)
- Bounced: Email rejected by recipient server
Analytics — Performance Intelligence
The Analytics view tracks campaign quality and response patterns over time.
Analytics Dashboard
Response Rate Metrics:
| Metric | Calculation | Target |
|---|---|---|
| Overall Response Rate | Replies / Applications | >15% |
| First-Week Response | Week 1 replies / Week 1 sends | >25% |
| Source Performance | Replies per source | Compare across sources |
| Template Effectiveness | Replies per template type | Identify winning approaches |
Time-Series Charts:
- Applications sent (daily/weekly/monthly)
- Response rate trends
- Peak performance days/times
- Seasonal patterns
Analytics Workflow Diagram
Applications Sent ──→ Track Replies ──→ Calculate Rates ──→ Identify Patterns
│ │
└──────────────────→ Analytics Dashboard ←───────────┘
├── Response Rate by Source
├── Best Performing Templates
├── Optimal Send Times
└── Profile Comparison
Export Capabilities
Analytics data can be exported:
- CSV: Raw data for spreadsheet analysis
- PDF: Formatted reports for sharing
- JSON: Integration with external tools
Settings — Configuration Center
Settings are organized into Global Settings and Profile-Specific Settings.
Global Settings
| Category | Options | Impact |
|---|---|---|
| Appearance | Light/Dark/System theme, Animation toggle | Visual experience |
| Language | English, French (runtime switching) | UI language |
| Notifications | System notifications, tray alerts | Awareness |
| Updates | Auto-check, channel (stable/beta) | Version management |
| AI Providers | API keys, default provider, model preferences | Draft quality |
Profile-Specific Settings
| Category | Options | Impact |
|---|---|---|
| Email Configuration | SMTP/IMAP server, credentials | Sending capability |
| CV Library | Import, edit, delete CVs | Draft personalization |
| Templates | Saved draft templates | Reusability |
| Search Preferences | Default filters, saved searches | Efficiency |
| Analytics Goals | Response rate targets, benchmarks | Motivation |
Security Model
┌─────────────────────────────────────────────────────────┐
│ SECURITY ARCHITECTURE │
├─────────────────────────────────────────────────────────┤
│ │
│ Credentials │
│ │ │
│ ▼ │
│ ┌─────────────┐ ┌─────────────┐ ┌─────────────┐ │
│ │ System │ │ System │ │ System │ │
│ │ Keyring │ │ Keyring │ │ Keyring │ │
│ │ (Windows) │ │ (macOS) │ │ (Linux) │ │
│ │ DPAPI │ │ Keychain │ │ Secret Svc │ │
│ └─────────────┘ └─────────────┘ └─────────────┘ │
│ │
│ API Keys ──→ Encrypted Storage ──→ Never in config │
│ Passwords ──→ OS Keyring ──→ Not readable by apps │
│ │
└─────────────────────────────────────────────────────────┘
View Navigation & Shortcuts
Keyboard Shortcuts Reference
| Shortcut | Action | Context |
|---|---|---|
Ctrl+1 / Cmd+1 | Dashboard | Global |
Ctrl+2 / Cmd+2 | Job Search | Global |
Ctrl+3 / Cmd+3 | CVs | Global |
Ctrl+4 / Cmd+4 | Drafts | Global |
Ctrl+5 / Cmd+5 | Outbox | Global |
Ctrl+6 / Cmd+6 | Analytics | Global |
Ctrl+, / Cmd+, | Settings | Global |
Ctrl+P / Cmd+P | Switch Profile | Global |
Ctrl+Shift+J | New Search | Global |
Ctrl+Shift+D | New Draft | Global |
Esc | Close dialog/view | Contextual |
Enter | Confirm action | Forms |
Navigation Flows
Discovery to Application Flow:
Job Search ──→ Find Role ──→ Generate Draft ──→ Review ──→ Queue in Outbox ──→ Send
Analytics to Strategy Flow:
Analytics ──→ Low Response Rate ──→ Adjust Search ──→ New Draft Strategy ──→ Test
Profile Management Flow:
Settings ──→ New Profile ──→ Import CVs ──→ Configure Email ──→ Start Campaign
Best Practices by View
Dashboard
- Check daily for pending items
- Monitor reply rate trends weekly
- Use quick stats to identify action items
Job Search
- Save 3-5 common search combinations
- Review match scores before generating drafts
- Use Company Lookup for unfamiliar employers
Drafts
- Always review AI-generated content
- Maintain a library of 5-10 templates
- Regenerate with different tones for A/B testing
Outbox
- Schedule sends for Tuesday-Thursday, 9-11 AM
- Use batch sending for high-volume campaigns
- Monitor failed sends for email configuration issues
Analytics
- Export monthly reports for long-term tracking
- Compare performance across profiles
- Identify seasonal trends in your industry
For detailed information on specific features, see the specialized guides: Job Search, Smart Draft, Profile Management, and Company Lookup.