Resume Formatting Agent | Recruit CRM

The Resume Formatting Agent helps you automatically generate well-structured resumes using AI, without needing to manually format them. Once you define your preferred layout and style, every resume follows the same consistent format, making your submissions more polished and efficient.

Please note

Resume generation works for one candidate at a time (bulk generation is not supported).
The Resume Formatting Agent is available across supported plans with plan-specific generation limits.
It runs on the gpt-oss-120b (Cerebras) model.
Free and Pro users can generate up to 5 resumes per user. The 5-resume limit applies only to new resume generations. Editing an already generated resume does not count toward this limit.
AI edits consume 0.5 Recruit CRM credits per edit.
Manual edits and restoring previous versions do not consume credits.

✨ How it works

The Resume Formatting Agent helps you quickly create formatted resumes with AI. You can set your preferred style and structure using presets or custom instructions, and the system will automatically apply this format every time a resume is generated using the Agent.

Open "Admin Settings" and access the "Resume Formatting Settings".
Access the "Resume Formatting Agent" from the panel on the right.
Select one of the available presets, which provide a predefined structure and style for the resume. Alternatively, you can create your own format by adding custom instructions in the Instruction box.

You can also choose a preset and modify its instructions to better match your requirements.

The available presets include:
• Forest Minimal – Clean, minimal, and modern; suitable for general recruitment across most industries
• Executive Prestige – Dramatic and prestigious; ideal for executive search and board-level roles
• Bold Editorial – Bold and typographic; best suited for senior, creative, or editorial roles

Configure additional options to control how the resume is generated and what information it includes.

Choose Custom Field to Save Resume
You can decide where the generated resume will be saved by selecting a File type custom field. You can either choose an existing file field or create a new one directly from here.

A File type custom field must be selected to save generated resumes. If no field is selected, you will be prompted to choose or create one before proceeding.

If a resume already exists in the selected field, you will have the option to replace it. When a resume is replaced, the older version is automatically moved to the Files section to help prevent data loss.

Custom Fields to include in Formatted Resume

You can include additional candidate information in the resume by selecting up to 10 default or custom candidate fields you want to display. You can also include Candidate Owner Name, Email, and Phone number.

Note: All candidate custom field types are supported except File and Entity fields. Long Text fields support content up to 1000 characters.

Information used to generate the formatted resume:

The information provided to the AI depends on whether the candidate has an existing resume:

If the candidate has a resume: The AI uses the resume text along with the 10 fields selected in Resume Formatting Settings. These can include default fields, custom fields, and Candidate Owner Name, Email, and Phone number.
If the candidate does not have a resume, the AI uses the candidate's basic details and work history, along with the 10 fields selected in Resume Formatting Settings, which may include:
- Basic details: First Name, Last Name, Email, Contact Number, Position, Last Organisation
- Professional information: Summary, Qualification, Specialization, Work Experience, Current Salary, Salary Expectation, Notice Period, Willingness to Relocate
- Location and address: Locality, City, State, Country, and Address
- Skills and languages: Skills and Language Skills
- Personal details: Gender, Age, and Date of Birth
- Social profiles: LinkedIn, Facebook, Twitter, GitHub, and Xing
- Profile information: Profile Picture and Resume Filename

Only the information provided to the AI during generation is available for use when making AI edits to the generated resume.

Include your company logo
You can choose to include your company logo in the resume. The logo is fetched from your Public Job Page settings:

If a logo is not available or the option is disabled, the resume will automatically adjust and be generated without branding.

Text Redaction on Resume
You can choose to hide sensitive candidate details such as Phone, Email and LinkedIn. These selected fields will be automatically excluded from the resume.

Tip: If you want to hide additional details (such as name or location), you can mention this in your instructions.

Click Preview to see how the resume will look. It is recommended to review the preview at least once before saving to ensure the formatting and layout appear as expected.
Click "Save Instructions" to apply your configuration. Once saved, the same format is used whenever you generate a resume for any candidate.

Please Note

The AI may not always follow instructions perfectly and can sometimes produce slightly inconsistent results. We recommend previewing the generated resume and refining instructions if needed.
If EEO settings are enabled, sensitive information such as Age, Gender, and Ethnicity will automatically be excluded from the formatted resume.

You can generate AI Formatted Resumes from multiple places such as:

From the Candidate Profile

Navigate to the Generate Resume with Agent option at the top of the candidate’s details page.

If the option is not visible among the default actions, click on the three dots (⋯) and select Generate Resume with Agent from the list

From the Resume Preview

On the Candidate List page, click on the candidate’s resume that you want to generate using the agent.

Once the resume preview panel opens, click Generate Resume with Agent from the bottom of the preview window.

Edit a Generated Resume

Once a resume is generated, you can edit it directly from the preview using AI instructions, voice commands, or manual edits.

Edit using AI

Enter a natural-language instruction to make changes to the resume, such as rewriting the summary, making content more concise, or improving a section.

Edit manually

Use the built-in rich text editor to make direct changes to the resume.

Please note: Manual edits do not consume credits or count toward the AI edit limit and can be combined with AI edits.

Edit using voice

Use voice input to give instructions to the AI Editor. Your voice instruction is converted to text and processed as an AI edit.

Please note: AI edit instructions must contain between 15 and 500 characters.

Edit History

Each successful AI edit is added to Edit History during the current editing session.

You can view previous AI instructions, restore a previous version, and continue editing from the restored version.

You can make up to 15 AI edits per session. Restoring a previous version does not consume credits.

Please note: Edit History is available only during the current editing session.

Save your changes

Click Save Changes to save your edits.

The updated resume replaces the existing version in the configured custom field, while the previous version is moved to the Files section.

You can also download the current version during the editing session without saving it.

AI edit credits

Each AI edit consumes 0.5 Recruit CRM credits.

AI edits: 0.5 credits per edit
Manual edits: No credits
Restoring a previous version: No credits

If the required candidate information wasn't provided during generation, you can include it directly in your edit instruction. If a valid instruction is processed but the required information is unavailable, the credit is still consumed.

If you don't have enough credits, the AI edit won't be processed, and no credits will be deducted. You'll see an Insufficient Credits message with an option to purchase additional credits.

Please note: AI editing is available only during the active editing session after generating a resume. Once you save or discard the changes and close the preview, you must generate a new resume to edit it again.

🧩 Presets available

The agent provides ready-made resume styles to help you get started:

• Forest Minimal: Clean and modern

• Bold Editorial: Bold and executive

• Executive Prestige: Premium and high-impact

Selecting a preset automatically fills in the instruction field, which you can further edit if needed. You can also reset your setup back to the default preset and instructions at any time (with confirmation).

💡 Best practices for writing instructions

To ensure your resumes look consistent and professional, it’s important to define each part of the layout clearly. The clearer your instructions, the more consistent and professional your resumes will be. Here’s what you should cover:

• Define the overall style and colours clearly
Describe the look and feel (for example, clean, minimal, or executive) and specify exactly where each colour should be used. Avoid vague terms and use precise values where possible.

• Specify font styles and usage
Mention which fonts should be used for headings and body text. If using multiple fonts, clearly define where each should apply.

• Structure the header clearly
Define what should appear in the header (name, contact details, profile picture) and how it should be aligned and displayed.

• Define section order and layout
List sections in the exact order you want them to appear and specify how each section should be structured.

• Define content formatting rules
Specify how experience and other sections should be displayed (bullet points, summaries, tone, etc.).

• Define footer content and layout
Specify what should appear in the footer (such as confidentiality notes or company details) along with its styling and alignment.

• Define logo placement and branding
Clearly mention if and where your company logo should appear and how it should be displayed.

• Handle missing data carefully
Only show sections or fields when data exists. Avoid displaying empty sections.

• Define custom field usage
Clearly mention which custom fields to include, where they should appear, and how they should be displayed. Custom fields are display instructions only. The actual field values are entered separately each time a resume is generated - not stored in your instruction.

Click here to view a template that might help with custom fields

CUSTOM FIELDS
- Include the following custom fields in the resume:
  [Field name]: show in [location - e.g. header / below contact
  details / end of resume]
  Display as: [e.g. plain text / label and value / italic note]
- If a custom field has no value, do not show it - skip entirely

Make sure your instructions are detailed enough and clearly describe the expected format, tone, and structure.

You can use the template below as a starting point, simply fill in each section based on your preferences and paste it into the agent. Feel free to remove any sections that aren’t relevant to your requirements.

OVERALL STYLE
Describe the mood in a few words - e.g. clean and minimal /
bold and editorial / prestigious and executive.

COLOURS
- Header background: [colour name or hex code]
- Body/page background: [colour]
- Accent colour (section titles, highlights): [colour]
- Body text colour: [colour]

FONTS
- Heading font (name, section titles): [e.g. Lora / Cormorant Garamond]
- Body font (labels, content, descriptions): [e.g. Nunito / Outfit]

HEADER
- Height: [e.g. 150px / full bleed]
- Alignment: [left-aligned / centre-aligned]
- What to show: [name, title, email, phone, LinkedIn, address]
- Field labels: never show field names - values only
  (no "Email:", "Phone:" - just the value itself)
- Profile picture: if provided, show circular top-left /
  show circular left of name / if absent, do not reserve space

BODY SECTIONS
List the sections in the order you want them to appear:
1. [e.g. Summary]
2. [e.g. Work Experience]
3. [e.g. Education]
4. [e.g. Skills]
5. [e.g. Certifications]
6. [e.g. Languages]
7. [e.g. Any additional details]

- Section title style: [e.g. bold, accent colour, uppercase]
- Spacing between section titles: [e.g. 10px]
- Spacing between section title and content: [e.g. 5px]

WORK EXPERIENCE
- Format: [e.g. job title and company bold, dates right-aligned]
- Descriptions: convert to bullet points only if descriptive
  content exists - otherwise show role, company, and dates only
- Location: show after company name - e.g. Recruit CRM, New York
- Bullet count: reflect only available data - do not force a
  specific number
- Bullets must end with a period

EDUCATION
- Format: [e.g. degree and university bold / two-column table
  with dates on the right]

SKILLS
- Format: [e.g. inline dot-separated / round pills /
  square pills / grouped]

SUMMARY
- Use exact verbatim content from source /
  rewrite as third-person executive summary

CONTENT TONE
- [e.g. neutral and factual / elevated third-person /
  outcome-driven with strong verbs]
- Avoid generic adjectives: excellent, dynamic, results-driven
- Remove all personal pronouns: [yes / no]

PAGE MARGINS
- [e.g. no margin on any side / standard margins]

FOOTER
- [e.g. full-width header colour background, centre "CONFIDENTIAL"
  in red uppercase 9px / none]

⚠️ Things to keep in mind

• Always preview before saving, as the saved version is used every time.

• Your latest saved instructions are applied to all newly generated resumes.

Please note: Once you save or discard the changes and close the preview, the editing session ends. To edit the resume again, you must generate a new AI-formatted resume.

• The system generates resumes based only on your current instructions and does not remember previous outputs.

• Make sure your instructions are clear and specific; any missing detail will be interpreted by the system, which may lead to inconsistent results.

• Do not include candidate-specific data in your instructions.

• You must either select a preset or add your own instructions, empty inputs are not allowed.

• If you're unsure where to begin, start with a preset and refine it with small updates instead of building from scratch.

• If something looks incorrect, adjust only that specific section and preview again rather than rewriting everything.

• All resumes are generated as structured PDFs.

• All saved configurations (preset, instructions, branding, data settings, storage) are applied globally across the platform for consistency.

Refer to the Dos and Don’ts below to ensure your instructions are clear, consistent, and effective -

✅ DO

Provide an exact hex code for every colour - e.g. #1e4d3b not just "forest green".
Define Heading, subheading, body, etc. fonts clearly.
Define the section order explicitly - list every section in the sequence you want.
State that field labels must never appear in the header - values only.
Cover profile picture scenarios - provided and absent.
Instruct the agent to skip any section or field that has no data.
State that candidate name is always the largest, most prominent element for a professional look.
Specify bullet point rules - when to use them, how many, and that they end with a period.
Preview before saving every time you make a change.
Define Brand Name in the main instructions if needed.

❌ DON’T

Avoid vague instructions like “make it look professional”.
Don't leave section order unspecified - the agent will decide its own order and will bring inconsistent outputs.
Don't show empty sections - if there is no data for certifications, languages, or any other section, it must not appear at all.
Don't reserve space for a profile picture when none is provided.
Don't forget to save instructions after making changes and previewing it - unsaved edits are not saved automatically

If something looks wrong, click here and try these steps before rewriting your instructions

Rephrase the specific rule that is not working - use direct, explicit language. Instead of "the header should feel clean and minimal", write "the header background is #1e4d3b, height 150px, no borders or dividers anywhere."
Check for contradictions - if two parts of your instruction say different things (e.g. "left-align the header" in one place and "centre-align all text" in another), the agent will guess which to follow. Find and remove the conflict.
Add more detail, not just different wording - if a section is rendering incorrectly, be more specific about that section rather than rewriting the whole instruction.
Preview before saving changes - after adding/updating the instructions, always preview before saving the changes.
If an issue keeps recurring - repeat the rule in a second place. For critical layout rules like name prominence or section order, stating them twice reinforces the behaviour.

The agent fills in anything you do not specify. Every gap in the instruction is a design decision the agent makes on its own. The more complete your instruction, the more consistent your output will be across different candidates.

❓ FAQs

Do I need to configure the Resume Formatting Agent feature before using it to create an AI resume?

No. A default configuration (Forest Minimal preset) is already available, so you can start using the Resume Formatting Agent without any initial setup. Although you do need to select a custom field to save the generated resume.

Can I generate resumes in bulk?

No. Resume generation is limited to one candidate at a time.

Where will the generated resume be saved?

The resume will be saved in the configured custom field. If no field is selected, you will be prompted to choose or create one before proceeding.

What happens if a resume already exists in the selected custom fields?

You will get an option to replace the existing resume. The older resume will be saved in the Files section.

Are these settings applied per candidate or globally?

All saved configurations (preset, instructions, branding, redaction, storage) are applied globally across the platform.

What happens if I edit a preset?

Editing a preset will remove its selection and the system will treat it as a custom instruction setup.

What happens if I leave the instruction field empty?

The system will mark it as invalid and prompt you to either enter instructions or select a preset before proceeding.

The Resume Formatting Agent helps you standardise resume formatting across your team, ensuring every candidate profile is presented in a clean, consistent, and professional manner with minimal manual effort. 🤖