In the Profiles tab, you will see the most recently added or updated profiles by default. Use the selector above the list to navigate to the profiles of a specific project.

Click on a profile in the list to access the profile details.

Once you've added a profile and a project, you can attach the profile to the project by clicking « Attach » and selecting your project. You can now change the status of the profile in this specific project.


Click the pen icon to access the candidate's qualification section for this project, where you can also add notes to evaluate the candidate's suitability for the role.

Click the "+" icon to add a comment.



In the pop-up window, enter your comment text. By default, the comment will be added to the latest project, but you can choose to leave it unlinked or select a different project.

Click the "Task" button in the toolbar to open the task manager. You will see the uncompleted tasks in this dropdown. Check the checkbox to complete a task.



Click "Add task" to create a new task. In the pop-up window, enter your text. If needed, assign it to another user, or set a due date.

If an email address has been added to the profile and your own email is connected to Kiwano (see "Emails/Connecting your email account"), click the Email button in the toolbar. You will see the email history in the dropdown, as a simplified inbox/outbox for this profile. You can open a received email and send a reply. Or click "New email" to compose a new email.



In the "New email" pop-up window, compose your message or select a template. If you want to attach a file to the email, click the attachment button and select your file. Click Send when you're ready.

To add a tag, click the tag space in the ID card located in the upper left corner of the page. First, create your tags by clicking "Edit taglist".




That’s it for the main Profile features. To return to the profile list, click the button on the left side of the toolbar.

In the profile list, you can select individual, multiple, or all profiles by checking the checkboxes on the left side of the profile rows. A new toolbar will appear, providing options for bulk actions such as adding tasks, comments, or sending emails to all selected profiles.

If your professional email account is hosted by Microsoft (Outlook Exchange, O365...) or Google Gmail, you can connect it to Kiwano. This will enable you to send (single or batch) emails to candidates, create and use templates, receive emails from candidates, download or store the attachment files...

If an email address has been added to the profile and your own email is connected to Kiwano (see "Emails/Connecting your email account"), click the Email button in the toolbar of the detailed profile. You will see the email history in the dropdown, as a simplified inbox/outbox for this profile. You can open a received email and send a reply. Or click "New email" to compose a new email.



In the "New email" pop-up window, compose your message or select a template. If you want to attach a file to the email, click the attachment button and select your file. Click Send when you're ready.

Kiwano let's you send an email to multiple profiles automatically. This is useful for any usecase where you need to send the same email to several candidates (NDA, signoff message, job opportunity, GDPR request...). The email can be personalised with the profile's first and last name.

First, in any profile list, select the profiles you would like to email (see "1"). Then, click on the "New email" button (see "2").



In the "New email" pop-up window, compose your message or select a template.

If you want to insert the first or last name of the profiles, click on the grey variable buttons. {{first name}} and {{last name}} will be converted to each profile's data when sending. If you prefer to use a template, you can add these variables in the templates aswell.

Clicking "Insert GDPR link" will insert a magic link the profile can click on to manage their preference regarding personal data storage. This helps you stay compliant with personal data regulation.



Click send when you're ready. The email will be sent to the selected profiles.

To access the email templates, click on your Profile in the top menu, and click "Email templates"




In the pop-up window, give your template a title, and write the template content in the textbox. You can use the grey buttons to insert variables (first or last name), that will be converted to the profile data. This works for single emails but also when sending to multiple profiles.

You can also insert a GDPR link. This will be converted to a magic link that the profile can click to give or decline consent for personal data storage. This way, you can automatically track profiles who whish to have their data removed, and thus stay GDPR compliant.

Click "Update an existing template" if you want to change a template in your list, rather than creating a new one.

Once done editing, click "Add template" to save. You can now use your template in any email.

To access the email signature, click on your Profile in the top menu, and click "Email signature"




In the pop-up window, edit your signature. You can add a logo simply but copy/pasting an image from the web (your website for example). Once pasted, click on it to resize it.

Once done editing, click "Save". Your signature will now be added to any new email or reply, just as in your typical email client software.

In order to integrate your calendar with Kiwano, you need to connect your Gmail or Outlook email account first.

Two options:

1. You have not yet connected your email account:

This will sync both your emails and calendar events with Kiwano.

2. You have already connected your email account:

In this case, you will need to go through the email integration processs again. Please contact support so we can help you: support@kiwanotalent.com

Once your email is connected to Kiwano, you will see a new calendar button in the top-right corner of the app. Click on this button to open your calendar.

This is a live copy of your Gmail or Outlook calendar. Everytime you add an event in Gmail or Outlook, it will appear here.


To view the details of an event, simply click on the event. A panel will appear on the right side, showing you the details. You can click on a conferencing link, copy a phone number, an email, etc.

To add a new event, just click on the desired time slot. A panel will appear letting you enter the event name. You can also adjust the start and end times.

When you're done, click on the "Add event" button. This will save the event both in Kiawno and in your typical calendar app (Outlook or Gmail)


Please note that you will still need to use your calendar app for more complex booking flows such as sending an invite, adding a conferencing link, modifying an existing event, etc.

To add a new project or client, click "Add data" in the toolbar on top of the page. Follow the instructions in the new window. Note that if you create a project for a new client, you must add the client first.

When creating a new Profile, Project, or Client, you can set its visibility to "Public" or "Private". Public items are shared with all team members, while private items are visible only to you. You can change this setting at any time.

When adding a new profile task, you can assign it to a team member other than yourself. The assigned team member will receive a notification about the new task.

Multiple users can comment on the same profile.

Click on your profile in the upper right corner of the page, then click on "My Team". In the pop-up window, admin users can change the user role of each user ("Administrator" or "Operator"). Operators have access to all features but can not delete elements, providing Admins with an extra layer of security.

When two or more team members work on the same project, the project owner (the user who created the project) can add them or they can join the project themselves. This will add the project to the "My Projects" list for each user. Each project member will also receive notifications when a client user leaves a profile comment in the client portal.


To add users to a project :

If you are the project owner, click "Add User" in the Users card of the Project Details.


If you are not the project owner, click "Join Project".


You can leave a project or remove users at any time.

IMPORTANT : Note that only "Public" projects can have multiple users. "Private" projects are visible only to the project owner.