Question 1

Employers - Analytics, readiness and hiring resources

Accepted Answer

Analytics show how your listings are performing, and the Readiness Hub helps you get the hiring basics right.

Who gets analytics

Analytics requires an Annual or Ultimate plan. On the pay-per-listing plan you will see "analytics requires an Annual or Ultimate subscription".

What you can see

The metrics are total views, click-throughs, applications, active listings, and per-listing apply rate and average match. Annual shows totals and your top listings. Ultimate adds the views and applications trend plus the source breakdown, so you can see where attention is coming from over time.

Your dashboard

The dashboard shows "Live listings", "Matched candidates" across your active roles, "New applicants" from the last 7 days and "Hires via RooKi". A listing-quota bar tells you where you stand, reading "Annual listings — x of 10 used", "Unlimited listings" or "Pay per listing". You will also see recent applicants and action items for expired, closing soon and draft ready to publish roles.

Readiness Hub

Open Resources to find the "Before You Post a Job" checklist plus guides grouped as Pay & Awards, Superannuation, Workplace Safety, Onboarding & Payroll Templates. When every item is ticked you will see "You're ready to hire! Every checklist item is ticked."

Still stuck?

Open the chat bubble with your organisation name, the report or checklist item you are asking about, and whether you are on a phone or computer.

Question 2

Training Providers - Profile team and students

Accepted Answer

Your public profile, your team and the students you can browse all sit inside your training provider account.

Your public profile

Only approved providers have a public page. Its web address ends with your organisation's slug, and it shows your logo, name, tagline, "Verified RTO · {number}", operating states, About, what you offer, and your published programs. Featured and Premium providers also show a "Featured Partner" badge.

You can edit your name, tagline, about, website, social links, contact details, operating states, training types, career categories and logo. The RTO number is display-only. Career categories are limited by your plan: "your plan allows n career categories — reduce your selection or upgrade your plan".

Team roles

There are two roles:

Member — "Can view programs and collaborate on enquiries."
Manager — "Can manage programs, update the organisation profile, and invite others."

Managers run billing and logo uploads. Invitations are restricted to your organisation's bound email domain.

Browsing students

All approved providers can browse matched students — there is no plan gate. Each card shows the student's first name and last initial plus their headline, location, category, work types, match score and Workplace Ready badge. Opening a profile reveals the full name and contact email for reaching out.

You can filter by career category, state, availability and Workplace Ready, and sort by best match, recently active or recently joined.

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Question 3

General - RooKi emails and notifications

Accepted Answer

What RooKi sends you, where to find it in the app, and how to change what you receive.

The notification bell

The notification bell in the app shows your notifications. You can use Mark all read once you have seen them, and when there is nothing new it shows "You're all caught up." In-app notifications also appear in your activity history.

Student emails

Students receive application updates, interview invitations, employer interest and shortlist notices, and job updated or closed notices. A rejection email is sent 24 hours after an employer declines, so the employer can change their mind in the meantime. Students can also receive referee recommendation and resume review requests.

Employer emails

Employers receive new-applicant notices, withdrawal notices when a student withdraws an application, listing-expiry reminders at 7 days and 48 hours, subscription renewal reminders at 30 and 7 days, and failed-payment alerts. Employers on the Ultimate plan can also receive weekly talent-alert digests.

Training provider emails

Training providers receive training enquiry notices and, on the Premium plan, a monthly performance report.

Unsubscribing

Marketing and retention emails, including seasonal campaigns, carry a one-click unsubscribe. Transactional notifications, such as application updates or payment alerts, do not have an unsubscribe link. Those are controlled per type in notification preferences where they are offered.

Notification preferences

Student

Question 4

Employers - Manage, extend and close job listings

Accepted Answer

After a role goes live you can still edit it, extend it when your plan allows, and close it once it is filled.

Listing states

A listing is shown as Draft, Live, Expired or Closed. In the final 5 days a live listing also shows "Closing soon" and "Closes in N days", so you always know how long is left.

Edit a live listing

Employers can edit a live listing at any time. When you do, applicants are notified "The role details have been updated."

Extend a live listing

Subscribers can extend a live listing by 30 days free of charge. On the pay-per-listing plan, extending needs payment.

When a listing expires

A listing automatically becomes Expired after 30 days and cannot be republished, so you will need to create a new listing for the role. Expiry reminders are emailed 7 days and 48 hours before the end of the live window.

Close a listing

Closing a listing hides it from students immediately and is one-way. Reopening needs a new listing payment or a subscription listing credit. Students receive a job closed notice when this happens.

Keep an eye on your dashboard

Your dashboard shows "Live listings", active listings, recent applicants and action items for expired and closing soon roles, alongside drafts that are ready to publish.

Still stuck?

Open the chat bubble with the job title, the listing state you can see, and what you were trying to do. Let us know whether you are on a phone or computer.

Question 5

Employers - Match scores, candidates and applicant privacy

Accepted Answer

Match scores rank the students suggested for each role, and candidate privacy is protected until you start a conversation.

Applicants and candidates

An applicant is someone who applied to one of your listings. A candidate is a matched student shown in the ranked list for a listing. The two lists are separate: applicants come to you, while candidates are suggested for you to reach out to.

How match scores work

A score is Category 50% + Employment type 25% + Location 25%, reduced when listed requirements are not met. Missing skills, systems or licences lower the score; they do not exclude anyone. The bands are Strong 70+, Partial 40–69 and Weak below 40. Scores rank the feed and never filter it, and 0% is possible when there is no category, employment or location overlap. Match counts refresh in the background, so a listing can briefly show no matched candidates while the counts update.

The 40-point threshold

The candidate list is ranked by match score and hides candidates scoring below 40 by default. The "Expand by Factor" suggestions broaden one factor at a time with "Show candidates in other categories", "Show candidates outside the local area" and "Show candidates with other employment types".

Candidate privacy

Until a student has applied to one of your listings, or you express interest or shortlist them, their name shows as "First L." with the note "Name hidden — express interest to reveal full name and contact the candidate." You see city and state only, n

Question 6

Employers - Team, locations and your public profile

Accepted Answer

Invite colleagues in the right role, record where you hire, and polish the public page students and schools can see.

Team roles

There are two roles. A Manager "Can post roles, edit the company profile, and invite others." A Member "Can view listings and collaborate." Managers can invite, revoke, change roles and remove members. Nobody can change their own role or remove themselves, so ask another manager if you need that done.

Invitations

Invitations can only go to your organisation's bound email domain, which is set from the first manager's business email: "Invitations are restricted to @{domain} — your organisation's bound email domain." If you try to invite someone on another domain you will see "invitations are restricted to @{domain} — your organisation's email domain".

Locations

Add your business locations, mark one as primary, archive the others, and assign team members to sites. A listing can be tied to a location, and the state, suburb and postcode come from it. The primary location cannot be archived until another is made primary, and a job cannot be created at an archived location.

Your public profile

Every employer has a public page. All plans show your name, website and careers link. Annual adds logo, about, values, day-in-the-life and training & development. Ultimate adds the EVP video.

School Partner badge

A School Partner badge can be self-declared and gets a verification tick when RooKi confirms it. It is not tied to a plan. If you are ope

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