From upload to shortlist: what actually happens to a resume inside VegaHQ's AI recruitment pipeline

What Really Happens to a Resume After It Lands in VegaHQ

Most hiring tools promise an instant shortlist and leave you guessing how they got there. Here's the actual journey a resume takes inside VegaHQ, step by step, and where your HR team stays firmly in control.

01Step one: turning a messy PDF into clean data

Candidates send resumes in every format imaginable. VegaHQ's parser reads PDFs and Word files and pulls out skills, job history, education, location and notice period into a structured profile. No more copying details into a spreadsheet by hand, and duplicate applications are flagged automatically.

02Step two: matching against the role, not just keywords

When you create a job, you define must-haves and nice-to-haves. The AI compares each profile against those needs, so a candidate who wrote 'managed payroll for 200 staff' still matches a payroll role even without the exact phrase you typed. Keyword-only screening misses people like that all the time.

03Step three: a ranking you can actually question

Every candidate gets a match score, but the useful part is the reasoning beside it: which requirements were met, which were missing, and what was unclear. Recruiters can override the score, add notes and move people between stages on a simple pipeline board.

04Step four: interviews, offers and a smooth handoff

Shortlisted candidates can be scheduled for interviews from the same screen, with feedback forms for each panel member. Once an offer is accepted, the profile flows straight into onboarding, so nobody retypes the new hire's details.

05My take