Guide Fatomi

Fatomi is an AI-powered recruitment platform that streamlines your entire hiring process, from job creation to candidate matching.

What Fatomi Does

• Job Analysis: Automatically extract requirements, skills, and responsibilities from job descriptions
• CV Database: Import, parse, and manage unlimited candidate profiles
• AI Matching: Score candidates against job requirements with detailed explanations
• CV Optimization: Generate professional, ATS-friendly resumes for your candidates
• Interview Tools: Transcribe interviews and generate technical questions

What Fatomi Does NOT Do

• Fatomi doesn't make hiring decisions for you - it's a decision support tool
• It doesn't automatically contact candidates or send emails
• It doesn't replace your ATS - it complements it

Global Logic

Fatomi follows a simple workflow:

Token System

Fatomi uses a token-based system to power all AI operations:

• Tokens are consumed when you use AI features (matching, CV parsing, job analysis, etc.)
• Each organization has a monthly token quota based on their subscription plan
• Token consumption varies by operation complexity
• You can purchase additional token packs at any time
• Higher plans include rollover: unused tokens carry over to the next month

All Plans Include All Modules

Every Fatomi plan (Free, Starter, Pro, Agency, Enterprise) includes access to all features. The differences between plans are:

• Token quota: Higher plans have larger monthly allocations
• Seats: Number of team members who can use the platform
• Candidate limit: Maximum number of candidates you can store
• Rollover: Pro and above keep unused tokens for next month
• Support: Priority and dedicated support for higher tiers

Fatomi uses a single-page application design with a left sidebar menu for easy navigation:

• Dashboard: Your home page with overview metrics
• Jobs: Manage all job postings
• Candidats: Access your candidate database
• Matching: Run candidate-job comparisons
• Sourcing: Tools for finding new candidates
• Historique: View all past AI operations and their results
• Settings: Configure your profile, organization, and career pages

What Are Tokens?

Tokens are the "fuel" for Fatomi's AI operations. Every time you use an AI feature (matching, parsing, analysis), tokens are consumed based on the complexity of the operation.

Monthly Quotas by Plan

Token Rollover

Pro, Agency, and Enterprise plans include token rollover:

• Unused tokens from your monthly quota carry over to the next month
• Rollover tokens are used first (FIFO: First In, First Out)
• Rollover tokens expire after one billing cycle
• This prevents token waste and provides flexibility for uneven usage patterns

What Data is Stored

For each candidate, Fatomi stores:

• Personal Information: Name, email, phone, location, birth date
• Professional Background: Current position, company, years of experience
• Skills & Education: Technical skills, languages, degrees, certifications
• Work History: Previous positions, responsibilities, achievements
• Documents: Original CV file stored in secure Supabase storage
• LinkedIn Data: Profile URL, headline, summary (if imported via CV Finder)
• Applications: Jobs applied to, application status, interview notes
• AI Analysis: Matching scores, evaluations, optimization results

Candidate Limits

Plans have different candidate storage limits:

• Free: Up to 50 candidates
• Starter: Up to 500 candidates
• Pro: Up to 2,000 candidates
• Agency & Enterprise: Unlimited candidates

Data Hosting

Fatomi uses Supabase (built on PostgreSQL) hosted in Europe (Frankfurt) for all data storage. This ensures:

• GDPR compliance by default
• Data residency within the EU
• Industry-standard encryption at rest and in transit

Encryption

• In transit: All data is encrypted using TLS 1.3
• At rest: Database encryption using AES-256
• File storage: CV files encrypted in Supabase Storage

Access Control

Fatomi implements Row Level Security (RLS) in the database:

• Users can only access data from their own organization
• Role-based permissions (Owner, Admin, Member)
• Automatic data isolation - no cross-organization data leaks

Data Export

Users can request a complete export of their personal data:

1. Go to Settings → GDPR section
2. Click "Export My Data"
3. Receive a JSON file with all your personal information

Right to Be Forgotten

Users can request complete account deletion:

1. Go to Settings → GDPR section
2. Click "Delete My Account"
3. Request is reviewed by admins within 30 days
4. All data is permanently deleted from all systems

Candidate Data Deletion

To delete a candidate from your database:

1. Go to CVthèque (Candidates)
2. Find the candidate
3. Click the Delete button
4. All related data (applications, evaluations, files) is cascade-deleted

Access your account settings by clicking on your profile icon in the top right corner.

Personal Information

• Update your name, email, and profile picture
• Set your preferred language (French/English)
• Configure notification preferences

Password Management

• Change your password from Settings → Profile
• Use the "Forgot Password" link on login for password reset
• Passwords must be at least 8 characters

Organization Settings

Organization owners and admins can manage:

• Company Name: Displayed throughout the platform
• Plan Limits: View current token quota, seat count, and candidate limit
• Billing Information: Access Stripe customer portal for invoices and payment methods

Data Visibility

All members of an organization have access to:

• All jobs created by any team member
• All candidates in the CVthèque
• All matching results and AI operations
• Complete AI operations history (Historique)

Note: Currently, Fatomi doesn't support per-user data isolation within an organization. This is by design to facilitate team collaboration.

Inviting Team Members

1. Go to Settings → Organization → Members
2. Click "Invite Member"
3. Enter their email address and select a role
4. They'll receive an invitation email
5. After accepting, they join your organization

Roles & Permissions

Seat Limits

Each plan has a maximum number of seats (team members):

• Free: 1 seat
• Starter: Up to 3 seats
• Pro: Up to 10 seats
• Agency: Up to 30 seats
• Enterprise: Up to 100 seats

What Changes Between Plans

• Token Quota: Monthly allocation increases with higher plans
• Seats: More team members can use the platform
• Candidate Storage: Higher plans can store more candidates
• Rollover: Pro and above keep unused tokens
• Support: Priority and dedicated support for higher tiers

What NEVER Changes

• ✓ All plans include ALL features
• ✓ Same AI models and quality for all plans
• ✓ Full access to every module
• ✓ Data security and GDPR compliance
• ✓ Regular product updates and improvements

How Token Rollover Works

For Pro, Agency, and Enterprise plans:

1. At the start of each billing period, you receive your full monthly quota
2. Any unused tokens from the previous month are kept as "rollover tokens"
3. When consuming tokens, rollover tokens are used first (FIFO)
4. Rollover tokens expire after one billing cycle if still unused

When You Run Out of Tokens

If your token balance reaches zero:

• AI features will be temporarily unavailable
• You'll see a notification suggesting token pack purchase
• You can purchase token packs instantly (no waiting)
• Your monthly quota will reset at the next billing cycle

Payment Methods

Fatomi uses Stripe for all payments, supporting:

• Credit and debit cards (Visa, Mastercard, Amex)
• SEPA direct debit (Europe)
• Bank transfers for Enterprise plans

Invoices & Receipts

To access your invoices:

1. Go to Settings → Subscription
2. Click "Manage Billing"
3. You'll be redirected to Stripe Customer Portal
4. Download invoices and update payment methods

VAT & Tax

VAT is automatically calculated based on your billing address:

• EU businesses: VAT rate depends on country
• EU businesses with valid VAT ID: reverse charge applies (0% VAT)
• Non-EU: No VAT charged

Pro-rata Billing

When upgrading mid-billing period, you're charged a pro-rated amount for the remaining days. Downgrades take effect at the end of the current billing period.

When Changes Take Effect

• Upgrades: Effective immediately. You're charged pro-rata for the remaining period and get immediate access to higher limits.
• Downgrades: Take effect at the end of your current billing period. You keep your current plan benefits until then.

Impact on Tokens

• Upgrading: Your token balance is preserved. You immediately get access to higher monthly quotas and rollover (if upgrading to Pro or above).
• Downgrading: Rollover tokens are lost if moving from a plan with rollover to one without. Your current balance remains until it's consumed.

Impact on Candidate Limits

When downgrading to a plan with lower candidate limits:

• You won't lose existing candidates
• However, you won't be able to add new candidates until you're below the limit
• You'll need to delete candidates or upgrade to add more

Fatomi offers multiple support channels depending on your plan:

Support Tiers

To create a support ticket:

1. Click the Support icon in the bottom right corner
2. Click "New Ticket"
3. Select a category (Bug, Feature Request, Question, etc.)
4. Describe your issue in detail
5. Attach screenshots if relevant (highly recommended)
6. Submit the ticket

To view and track your support tickets:

1. Click the Support icon in the bottom right corner
2. View all your open and closed tickets
3. Click on a ticket to see the full conversation
4. Reply to ongoing tickets directly in the interface

Ticket Statuses

• Open: Ticket submitted, awaiting support response
• In Progress: Support team is working on your issue
• Waiting for You: Support responded, awaiting your reply
• Resolved: Issue has been resolved
• Closed: Ticket closed after being resolved

You'll receive email notifications when support responds to your tickets.