Staff-Snap User Guide

---

Table of Contents

• Introduction
• Minimum System Requirements
• Quick Start
• Using this Guide
  • Understanding the Symbols
  • Understanding the Notations
  • Understanding the Main Window GUI
  • Understanding the Applicant Card GUI
• Features
  • Applicant Management Features
    • Command Parameters
    • Adding a new applicant: add
    • Editing an applicant: edit
    • Deleting an applicant: delete
    • Listing all applicants: list
    • Editing an applicant status: status
  • Interview Management Features
    • Command Parameters
    • Adding an interview to an applicant: addi
    • Editing an interview of an applicant: editi
    • Deleting an interview from an applicant: deletei
  • Applicant Processing Features
    • Command Parameters
    • Finding an applicant by name: find
    • Sorting applicants by descriptors: sort
    • Filtering applicants by fields: filter
    • Importing from CSV: import
  • Miscellaneous Features
    • Viewing help: help
    • Clearing all applicant entries: clear
    • Exiting the program: exit
    • Saving the data
    • Editing the data file
• Command Summary
  • Commands for Applicant Management Features
  • Commands for Interview Management Features
  • Commands for Applicant Processing Features
  • Commands for Miscellaneous Features
• FAQ
• Glossary

---

Introduction

Welcome to the Staff-Snap User Guide!

Staff-Snap is a desktop app for Hiring Managers like you to manage the hiring and tracking of applicants, optimised for use via a Command Line Interface (CLI). Used by Hiring Managers in companies around the globe, it is effective, easy-to-use and reliable, making the hiring process a much more enjoyable experience.

The purpose of this guide is to get you familiar with the features of Staff-Snap. These features range from the simple task of adding an applicant to being able to sort your applicants by their overall score. Every single feature is explained in this guide.

To begin using this guide, ensure you meet the Minimum System Requirements to run Staff-Snap. Once this is done, go to the Quick Start section to get the application up and running. Once you have done so, feel free to go through the Features section to find out about the features Staff-Snap offers. We recommend going through it in the order of this guide but any order works as well! You may check out our Table of Contents to jump to any section of your choice.

---

Minimum System Requirements

1. A computer running on Windows, macOS, or Linux.
2. Ensure you have Java 11 or above installed in your computer. If you do not have Java 11, follow this installation guide.

---

Quick Start

1. Download the latest staffsnap.jar from here.
2. Copy the JAR file to an empty folder that you would like to use as the home folder for Staff-Snap.
3. Open the command terminal.
4. Navigate into your home folder with the cd command (e.g. cd C:\Users\John\Desktop\MyHomeFolder).
5. Enter the java -jar staffsnap.jar command to run the application.
6. You should see the GUI displayed as shown below. Note how the application contains some sample data.
   

7. Type the command in the command box and press Enter to execute it. e.g. typing help and pressing Enter will open this User Guide in your browser window. Some example commands that you can try:
   
   • add n/John Doe hp/81238123 p/Boss e/john@mail.com : Adds an applicant named John Doe to the list.
   • list : Lists all applicants.
   • delete 1 : Deletes the 1st applicant shown in the current list.
   • clear : Clears all applicants from the list.
   • exit : Exits the application.
8. Refer to the Features section below for details of each command.
   

---

Using this Guide

---

This section introduces the symbols and notations used throughout this guide. The application's GUI components are also explained here. We recommend that you read this section closely before using this guide.

Understanding the Symbols

---

Understanding the Notations

---

Understanding the Main Window GUI

---

Understanding the Applicant Card GUI

---

Features

---

This section introduces the full-suite of features in Staff-Snap. The features are grouped according to the following categories:

1. Applicant Management Features
2. Interview Management Features
3. Applicant Processing Features
4. Miscellaneous Features

Applicant Management Features

Command Parameters

---

Adding a new applicant: add

Adds a new applicant to the list. All newly added applicants have no interviews and have a default status of UNDECIDED.

Format: add n/NAME hp/PHONE e/EMAIL p/POSITION

Valid examples:

• add n/John Doe hp/91234567 e/johndoe@gmail.com p/Software Engineer adds a new applicant with name John Doe, phone number 91234567, email johndoe@gmail.com, and position Software Engineer.
• add n/Charlene Loh p/Staff Engineer e/cloh@gmail.com hp/91827271 adds a new applicant with name Charlene Loh, phone number 91827271, email cloh@gmail.com, and position Staff Engineer, as shown in the GUI below.

Invalid examples:

• add n/John Doe hp/91234567 is not allowed as all fields are required to add an applicant to the list.

---

Editing an applicant: edit

Edits the details of an applicant in the list.

Format: edit INDEX [n/NAME] [hp/PHONE] [e/EMAIL] [p/POSITION]

• Edits the applicant at the specified INDEX. The index refers to the index number shown in the displayed applicant list.
• At least one of the optional fields must be provided.
• Existing values will be updated by the input values.
• INDEX must be a positive integer (e.g. 1, 2, 3, ...).

Valid examples:

• edit 1 n/Vijay Sankar Kumar edits the name of the 1st applicant in the list.
• edit 2 hp/80081234 e/newEmail@hotmail.com edits the phone number and email of the 2nd applicant in the list.

Invalid examples:

• edit n/Vijay Sankar Kumar is not allowed as INDEX is a required parameter and must be specified.
• edit 1 is not allowed as at least one of the optional fields [n/NAME], [hp/PHONE], [e/EMAIL], or [p/POSITION] must be provided.
• edit -20 hp/12341234 is not allowed as INDEX must be a positive integer.

---

Deleting an applicant: delete

Deletes an applicant from the list.

Format: delete INDEX

• Deletes the applicant at the specified INDEX. The index refers to the index number shown in the displayed applicant list.
• INDEX must be a positive integer (e.g. 1, 2, 3, ...).

Valid examples:

• list followed by delete 2 deletes the 2nd person in the applicant list.
• sort d/name followed by delete 3 deletes the 3rd person in the sorted applicant list.

Invalid examples:

• delete is not allowed as INDEX is a required parameter and must be specified.
• delete -3 is not allowed as INDEX must be a positive integer.

---

Listing all applicants: list

Displays the full list of all applicants.

Format: list

---

Editing an applicant status: status

Edits the status of an applicant.

Format: status INDEX s/STATUS

• Edits the status of the applicant at the specified INDEX. The index refers to the index number shown in the displayed applicant list.
• INDEX must be a positive integer (e.g. 1, 2, 3, ...).

Valid examples:

• status 3 s/o updates the status of the 3rd person in the displayed applicant list to OFFERED.
• status 1 s/rejected updates the status of the 1st person in the displayed applicant list to REJECTED.

Invalid examples:

• status 3 s/interviewing is not allowed as STATUS must be either o or offered or r or rejected or u or undecided.
• status 3 is not allowed as STATUS is a required parameter and must be specified.
• status -3 s/o is not allowed as INDEX must be a positive integer.

---

Interview Management Features

Command Parameters

---

Adding an interview to an applicant: addi

Adds a new interview to an applicant. In the case of duplicate names, the system will automatically increment the last number in the user input until it hits a unique input, or add 1 if there is no number. However, if the input is too large, or there are too many duplicates, the system might throw a message asking you to handle it manually without handling it for you.

Duplicate handling:

• Entering technical12, then technical12 again will result in the 2nd entry being converted to technical13.
• Entering technical, technical1, then technical again will result in the 2nd technical entry being converted to technical2.
• Entering technical, then technical again will result in the 2nd entry being converted to technical1.

Format: addi INDEX t/TYPE [r/RATING]

• Adds an interview to the applicant at the specified INDEX. The index refers to the index number shown in the displayed applicant list.
• A maximum of 5 interviews can be added to each applicant.
• INDEX must be a positive integer (e.g. 1, 2, 3, ...).

Valid examples:

• addi 3 t/screening adds a screening interview without rating to the 3rd person in the displayed applicant list.
• addi 1 t/technical r/8.5 adds a technical interview with rating 8.5 to the 1st person in the displayed applicant list, as shown in the GUI below.

Invalid examples:

• addi 1 is not allowed as TYPE is a required parameter and must be specified.
• addi -1 t/screening is not allowed as INDEX must be a positive integer.

---

Editing an interview of an applicant: editi

Edits an interview of an applicant.

Format: editi INDEX i/INTERVIEW_INDEX [t/TYPE] [r/RATING]

• Edits the applicant at the specified INDEX. The index refers to the index number shown in the displayed applicant list.
• INTERVIEW_INDEX refers to the index of the interview to be edited of the applicant.
• At least one of the optional fields must be provided.
• Existing values will be updated by the input values.
• INDEX and INTERVIEW_INDEX must be a positive integer (e.g. 1, 2, 3, ...).

Valid examples:

• editi 1 i/1 t/technical r/7.8 edits the 1st interview of the 1st person in the displayed applicant list to a technical interview with rating 7.8.
• editi 3 i/2 t/screening edits the 2nd interview of the 3rd person in the displayed applicant list to a screening interview.
• editi 2 i/1 r/8.9 edits the 1st interview rating of the 2nd person in the displayed applicant list to 8.9.

Invalid examples:

• editi 1 is not allowed as an INTERVIEW_INDEX is a required parameter and must be specified.
• editi 1 i/1 is not allowed as at least one of the optional fields [t/TYPE] or [r/RATING] must be provided.
• editi -1 i/2 t/Assessment is not allowed as INDEX must be a positive integer.

---

Deleting an interview from an applicant: deletei

Deletes an interview from an applicant.

Format: deletei INDEX i/INTERVIEW_INDEX

• Deletes from the applicant at the specified INDEX. The index refers to the index number shown in the displayed applicant list.
• INDEX and INTERVIEW_INDEX must be a positive integer (e.g. 1, 2, 3, ...).

Valid examples:

• deletei 1 i/2 deletes the 2nd interview of the 1st person in the displayed applicant list.

Invalid example:

• deletei 1 i/20 is not allowed as the index of the interview is invalid. Since the maximum number of interviews for each applicant is 5, an interview index larger than 5 is not allowed.
• deletei -1 i/3 is not allowed as INDEX must be a positive integer.

---

Applicant Processing Features

Command Parameters

---

Finding an applicant by name: find

Find applicants whose name contains a particular keyword.

Format: find KEYWORD [MORE_KEYWORDS]

• The total length of the keywords, including spaces, should not be more than 55 characters long.
• The search is case-insensitive, e.g. JOHN will return john.
• The order of the keywords does not matter, e.g. Alice Tan will match Tan Alice.
• Only the applicant name is searched.
• Any applicant whose name contains the sequence of characters given as the keyword will be given as a result, e.g. Ed will match both Edward and Ed.
• Applicants matching at least one keyword will be returned (i.e. OR search), e.g. Ben Bobby will return Ben Yang and Bobby Chin.

Valid examples:

• find IVAN finds any applicant whose name contains “ivan”.
• find IVAN CHEW finds any applicant whose name contains “ivan” or contains “chew”.

Invalid examples:

• find name!!! is not allowed as the KEYWORD [MORE_KEYWORDS] must be alphanumeric.

---

Sorting applicants by descriptors: sort

Sorts the applicant list based on the descriptor provided.

Format: sort d/DESCRIPTOR [dsc/]

• DESCRIPTOR must be either name or phone or email or position or score or status.
• dsc/ flag indicates to sort the applicant list in descending order.

Example:

• sort d/name sorts the applicant list by name in alphabetical order.
• sort d/phone sorts the applicant list by phone numbers in ascending order.
• sort d/email sorts the applicant list by email in alphabetical order.
• sort d/position dsc/ sorts the applicant list by positions in descending alphabetical order.
• sort d/score dsc/ sorts the applicant list by score in descending order.
• sort d/status sorts the applicant list by status in the order UNDECIDED, OFFERED, REJECTED.

---

Filtering applicants by fields: filter

Filters the applicant list based on fields given by the user.

Format: filter [n/NAME] [e/EMAIL] [p/POSITION] [hp/PHONE] [s/STATUS] [lts/SCORE] [gts/SCORE]

• All fields are optional, however at least one of the optional fields must be provided.
• Any combination of multiple different fields is allowed.
• Only one of each field can be provided.
• Only applicants matching ALL fields will be returned. (i.e. AND search).
• For [n/NAME] field, only applicants whose name contains the full substring will be returned, e.g. n/Ivan Chew will NOT return Ivan Lee.
• [n/NAME] [e/EMAIL] [p/POSITION] fields are case-insensitive, e.g. n/JOHN will return john.
• If provided, the fields NAME, PHONE, EMAIL, and POSITION must satisfy the parameter constraints previously described.
• [s/STATUS] takes in a value of either u or o or r.
• [lts/SCORE] [gts/SCORE] fields do NOT include equality in filters, e.g. gts/7 will return all applicants whose score is strictly greater than 7.

Example:

• filter n/Ivan filters the applicant list to applicants whose name contains ivan.
• filter n/Ivan p/Testing Engineer s/u filters applicant list to applicants whose name contains ivan applying for the role of testing engineer and has a status of Undecided.
• filter gts/7 filters applicant list to applicants whose score is strictly greater than 7.

---

Importing from CSV: import

Imports applicants from a CSV file.

Format: import f/FILENAME

• The CSV file must be placed in the home folder of Staff-Snap.
• The CSV file must have the following headers: name, phone, email, position in that order, as shown below.
  

• The fields of the columns must satisfy the parameter constraints for NAME, PHONE, EMAIL, and POSITION respectively.
• The CSV file must not contain duplicate applicants.
• The CSV file must not contain applicants that are already in Staff-Snap.
• A sample CSV file can be found here.

Example:

• import f/applicants.csv will import the applicants from the applicants.csv file, as shown in the GUI below.

---

Miscellaneous Features

Viewing help: help

Opens up the user guide in the browser. Also displays a list of basic commands the user can use.

Format: help

---

Clearing all applicant entries: clear

After typing clear, system asks the user to confirm clearing. If user types yes and clicks enter, all the current data stored in the system is then cleared. Else, typing in anything else then pressing enter will cancel the clear process.

Format: clear

---

Exiting the program: exit

Exits the program.

Format: exit

---

Saving the data

Automatically saves the data to a local storage whenever there is a change to the applicant list. There is no need to save manually.

---

Editing the data file

Staff-Snap applicant data are saved automatically as a JSON file [JAR file location]/data/applicantBook.json. Advanced users are welcome to update data directly by editing that data file.

---

Command Summary

Commands for Applicant Management Features

Commands for Interview Management Features

Commands for Applicant Processing Features

Commands for Miscellaneous Features

---

FAQ

Q: How do I transfer my data to another computer?
A: Install Staff-Snap on the other computer and replace the data file [JAR file location]/data/applicantBook.json in the other computer with the data file from your current computer.

Q: How do I transfer my spreadsheet data to Staff-Snap?
A: Export your spreadsheet data as a CSV file, then use the import command to import your CSV file into Staff-Snap. Ensure that your CSV file has the correct format and headers.

Q: Is my data secure?
A: Yes, your data is stored locally in your computer and is not accessible by anyone else.

Q: Will I lose my data when I exit the app?
A: No you will not. The data is stored on your computer and can still be displayed after exiting the app.

Q: Do I need internet connection to use Staff-Snap?
A: You will need internet connection to open the web version of our user guide after clicking help or typing the help command. Otherwise, no internet connection is required to perform the other features.

Q: Why is the first applicant from my CSV file not being imported?
A: You might have omitted the header row. Ensure that the CSV file has the following headers: name, phone, email, position, in that order.

Q: Why is it that an applicant can only have one position?
A: For the current iteration, we only allow the applicant to apply for one position. We plan to allow users to apply for multiple positions in future iterations.

Q: Do I have to pay to use Staff-Snap?
A: No, Staff-Snap is completely free to use.

Q: Can I contact somebody for support?
A: Yes, if you require support from our team while using Staff-Snap, feel free to drop us an email at support@staffsnap.com.

---

Glossary