Getting Started
Welcome to AJA AI! This comprehensive guide will walk you through every feature of the system. Let's start with the basics.
1. Registration & Sign Up
To begin using AJA AI, you need to create an account:
Visit the Sign Up Page
Navigate to Sign Up or click the "Sign Up" button on the homepage.
Fill in Your Details
Provide the following information:
- First Name - Your first name
- Last Name - Your last name
- Email Address - A valid email address (this will be used for login)
- Phone Number - Your WhatsApp number (for WhatsApp bot access)
- Password - Create a strong password (minimum 8 characters)
Complete Registration
Click "Sign Up" to create your account. You'll be automatically logged in and redirected to set up your email configuration.
2. Email Setup (Google OAuth2 Authentication)
After registration, you can sign in with Google to enable secure email sending. This uses Google's OAuth2 authentication, which is more secure than traditional passwords.
Sign In with Google
On the Login page or Sign Up page, click the "Sign in with Google" or "Sign up with Google" button.
Grant Permission
Google will show you a permission screen. You'll see that AJA-AI only requests permission to "Send email on your behalf" - we cannot read your emails, access contacts, or perform any other actions.
Click "Allow" or "Continue" to grant this permission.
Automatic Setup
Once you grant permission, your email is automatically configured. The system securely stores authentication tokens (not your password) and can send job applications on your behalf.
Tokens are automatically refreshed in the background, so you won't need to re-authenticate frequently.
Benefits of OAuth2
- More Secure: No passwords stored - Google handles authentication
- User Control: You can revoke access anytime from Google Account settings
- Automatic Refresh: Tokens refresh automatically - no manual intervention needed
- Minimal Permissions: We only request email sending access, nothing else
3. Creating Your Profile
Your profile is the foundation of all job applications. It contains your professional information that AI uses to create personalized applications.
Access Profile Creation
After email setup, you'll be redirected to Create Profile. You can also access it from the sidebar menu: Update Profile.
Fill in All Sections
Complete all profile sections thoroughly:
- Personal Information - Name, contact details, location
- Professional Summary - Brief overview of your experience
- Education - All qualifications with dates and institutions
- Work Experience - Previous positions with duties and responsibilities
- Skills - Technical and soft skills
- Projects - Notable projects with descriptions
- Certifications - Professional certifications
- References - Professional references with contact details
- Job Categories - Select categories you're interested in (critical for Auto-Pilot)
Upload Documents
Upload your CV/resume and certificates:
- CV/Resume - Your current CV (PDF format)
- Certificates - PDF file containing all your certificates
If your CV already includes certificates, check the "My uploaded CV/resume already includes certificates" box to avoid duplicates.
Save Your Profile
Click "Save Profile" to store your information. You can always edit it later from Update Profile.
Dashboard
The Dashboard is your central hub for monitoring all your job application activities. Access it from the sidebar menu or by visiting Dashboard. You can also access it directly from the Homepage after logging in.
What You'll See
Subscription Status Card
At the top, you'll see your current subscription status:
- Free Trial - Shows remaining trial applications (5 total)
- Active Plan - Displays plan name, days remaining, and daily usage
- No Subscription - Prompts you to subscribe
Auto-Pilot Status New
If you have a Pro or Ultra subscription, you'll see an Auto-Pilot status banner showing:
- Current status (ENABLED/DISABLED)
- Brief explanation of what Auto-Pilot does
- Quick link to enable/manage Auto-Pilot in Settings
Statistics Cards
Four key metrics are displayed:
- Total Applications - All applications you've made (manual + auto)
- Pending - Applications being processed
- Job Vacancies - Total available jobs in the system
- Credits Remaining - Trial apps left or daily apps remaining
Auto-Applied Jobs Statistics
If you have auto-applied jobs, you'll see a detailed breakdown:
- Total Auto-Applied - All jobs applied via Auto-Pilot
- Pending - Auto-applications being processed
- Applied - Successfully sent auto-applications
Click "View All" to see the complete list on the Auto-Applied Jobs page.
Recent Applications Table
A searchable, sortable table showing your most recent applications with:
- Position & Company details
- Application Type (Manual or Automatic)
- Status (Pending, Applied, Error)
- Date applied
Profile Management
Your profile is the core of AJA AI. It contains all your professional information that the AI uses to create personalized job applications.
Accessing Your Profile
Navigate to Update Profile from the sidebar menu. You can create a new profile using Create Profile or edit your existing one using Edit Profile.
Profile Sections Explained
1. Personal Information
- Full Name - Your complete name
- Email - Contact email
- Phone Number - WhatsApp number
- Location - City/Region
- Profile Picture - Professional photo (optional)
2. Professional Summary
A brief overview (2-3 paragraphs) highlighting your experience, skills, and career goals. This is used in cover letters.
3. Education
Add all your qualifications:
- Degree/Certificate name
- Institution
- Start and end dates
- Additional information (honors, GPA, etc.)
Click "Add Education" to add multiple entries.
4. Work Experience
List all relevant work experience:
- Job title
- Company name
- Employment period
- Duties & Responsibilities - Click "Add Duty" to list key responsibilities
This is crucial - the AI uses this to match you with suitable jobs.
5. Skills
Add both technical and soft skills. Separate multiple skills with commas.
6. Projects
Showcase notable projects:
- Project name
- Description (required) - What the project does
- Project link/URL (optional)
7. Certifications
Upload a PDF containing all your certificates, or check the box if your CV already includes them.
8. Professional References
Add references with:
- Full name
- Cell/Phone number
- Relationship (e.g., "Former Manager")
- Location/Address
9. Job Categories Critical
Select job categories you're interested in. This is essential for Auto-Pilot mode:
- Select multiple categories that match your skills
- Auto-Pilot will only apply to jobs in these categories
- You can still manually apply to jobs outside these categories
See the Job Categories section for more details.
10. Documents
- CV/Resume - Upload your current CV (PDF format)
- Certificates PDF - All certificates in one file (if not included in CV)
Editing Your Profile
You can edit your profile anytime from Update Profile. Changes are saved immediately and will be used in future applications.
CV Clinic
The CV Clinic allows you to generate professional CVs from your profile data using various templates. Access it from CV Clinic in the sidebar.
How It Works
Choose a Template
Select from professionally designed CV templates. Each template has a different style suited for various industries.
Generate Your CV
The system automatically creates your CV using all the information from your profile. No manual formatting needed!
Set as Application CV
Once generated, you can set the CV as your default application CV. This CV will be used when applying for jobs.
Manual Application
Apply to any job posting manually by pasting the job description. The AI will create a personalized cover letter and application. Access from Manual Application.
How to Make a Manual Application
Find a Job Posting
Copy the entire job posting from any job board, company website, or email.
Paste Job Details
On the Manual Application page, paste the job posting into the text area. Include:
- Job title
- Company name
- Job description
- Requirements
- Application instructions
AI Generates Application
The AI analyzes the job posting and your profile to create:
- A personalized cover letter
- Application email content
- Proper formatting
Review & Send
Review the generated application, make any edits if needed, and click "Send Application". The system will email it on your behalf.
Job Vacancies
Browse all available job vacancies in the system. Access from Job Vacancies in the sidebar.
Features
Job Listings
View all active job postings with:
- Job title and company
- Company logo
- Location
- Job category
- Job type (Full-time, Part-time, etc.)
- Expiry date
Apply to Jobs
Click on any job to view details and apply. The system will:
- Generate a personalized cover letter
- Use your profile information
- Send the application via email
- Track the application status
Search & Filter
Use the search bar and filters to find specific jobs by:
- Job title keywords
- Company name
- Job category
- Location
Job Categories
Job categories help the system match you with relevant jobs, especially for Auto-Pilot mode. Set your categories in your Profile.
What Are Job Categories?
Job categories are industry/field classifications like:
- Information Technology
- Finance & Accounting
- Marketing & Sales
- Human Resources
- Engineering
- Healthcare
- Education
- And many more...
How to Set Your Categories
Go to Your Profile
Navigate to Update Profile.
Find Job Categories Section
Scroll to the "Job Categories" section in your profile form.
Select Multiple Categories
Check all categories that match your skills, experience, and career interests. You can select as many as relevant.
Save Your Profile
Click "Save Profile" to update your category selections.
How Categories Are Used
My Category Jobs
The My Category Jobs page shows only jobs matching your selected categories, making it easier to find relevant opportunities.
Auto-Pilot Mode
Auto-Pilot only applies to jobs in your selected categories. This ensures you only get applications for jobs you're actually interested in.
Auto-Pilot Mode
Auto-Pilot is an intelligent feature that automatically applies to jobs matching your profile and selected categories. It requires a Pro or Ultra subscription.
What Auto-Pilot Does
Automatic Job Matching
Auto-Pilot:
- Scans new job postings in your selected categories
- Analyzes job requirements using AI
- Compares requirements with your profile
- Determines if you're a good fit
- Automatically applies if you qualify
Smart Application Generation
For each matched job, Auto-Pilot:
- Creates a personalized cover letter
- Uses your profile information
- Highlights relevant experience
- Sends the application via email
How to Enable Auto-Pilot
Have a Pro or Ultra Subscription
Auto-Pilot is only available with paid plans. Subscribe here.
Set Your Job Categories
Go to Update Profile and select job categories you're interested in. Auto-Pilot only applies to jobs in these categories.
Enable Auto-Pilot
Navigate to Settings → Subscription tab. Find the "Auto-Apply Settings" section and toggle the switch to "ON".
Save Settings
Click "Save Auto-Apply Setting" to activate Auto-Pilot.
Monitoring Auto-Pilot
Dashboard Status
Your Dashboard shows Auto-Pilot status at the top. You'll see if it's ENABLED or DISABLED with a quick link to manage it.
Top Navigation Badge
The top navigation bar displays an Auto-Pilot badge showing ON/OFF status. Click it to go to Settings.
Auto-Applied Jobs Page
Visit Auto-Applied Jobs to see:
- All jobs Auto-Pilot has applied to
- Application status (Pending, Applied, Error)
- Application dates
- Job details
Auto-Pilot Limits
| Plan | Auto-Pilot Limit | Daily Limit |
|---|---|---|
| Free Trial | Not Available | N/A |
| Pro | 300 applications/month | 10/day |
| Ultra | Unlimited | 10/day |
Subscription Plans
AJA AI offers three subscription tiers to suit different needs. View and manage your subscription at Subscription. You can also access it from the sidebar menu or check your current subscription status on your Dashboard.
Available Plans
| Plan | Price | Duration | Key Features |
|---|---|---|---|
| Free Trial | Free | One-time (5 apps) |
|
| Pro Popular | $2.50/month ZWG 90/month |
30 days |
|
| Ultra Premium | $5.00/month ZWG 180/month |
30 days |
|
* Subject to fair use policy (10 applications per day)
Plan Features Explained
Manual Applications
Applications you make yourself through Manual Application or Job Vacancies pages. Pro and Ultra offer unlimited (with daily limits).
Auto-Pilot
Automatic job applications. Pro: 300/month, Ultra: Unlimited. See Auto-Pilot Mode section for details.
CV Templates
Professional CV generation from your profile. Pro and Ultra include advanced templates.
Upgrading Your Plan
Visit Pricing Page
Go to Subscription to see all available plans.
Select Your Plan
Choose Pro or Ultra based on your needs. You can upgrade from Pro to Ultra anytime.
Complete Payment
Follow the payment process (see Payments section).
Payments
AJA AI uses PayNow for secure payment processing. You can pay in USD or ZWG using various methods.
Payment Methods
Supported Methods
- EcoCash - Mobile money payment
- OneMoney - Mobile money payment
- Web Payment - Credit/debit card via PayNow gateway
How to Make a Payment
Select a Plan
Go to Subscription and click "Subscribe Now" or "Upgrade Now" on your desired plan.
Choose Currency
Select USD or ZWG based on your preference.
Select Payment Method
Choose EcoCash, OneMoney, or Web Payment.
Enter Payment Details
Provide your phone number (for mobile money) or proceed with web payment.
Complete Payment
For Mobile Money: Follow the instructions on screen. You'll receive a prompt on your phone. Approve the payment.
For Web Payment: You'll be redirected to PayNow's secure payment page. Enter your card details and complete the transaction.
Confirmation
After successful payment, you'll be redirected to a confirmation page. Your subscription will be activated automatically.
Following Up on Payments
Payment Status
Check your payment status:
- Visit Settings → Subscription to view your subscription details
- Check your Dashboard for subscription status
- View payment history on the Subscription page
- After payment, you'll be redirected to Payment Return page for confirmation
Payment Issues
If your payment shows as "Pending" or "Failed":
- Wait a few minutes - mobile money payments can take time to process
- Check your phone for payment prompts
- Verify you have sufficient balance
- Contact support if payment doesn't complete within 24 hours
Settings
Manage your account, email, subscription, and privacy settings. Access from Settings in the sidebar. You can also access specific tabs directly: Account, Password, Email & SMTP, Subscription, or Privacy.
Account Tab
Update your personal information:
- First Name - Your first name
- Last Name - Your last name
- Email Address - Displayed but cannot be changed (used for login)
Click "Save Changes" to update your account information.
Password Tab
Change your login password:
Enter Current Password
Verify your identity by entering your current password.
Enter New Password
Create a new password (minimum 8 characters).
Confirm New Password
Re-enter your new password to confirm.
Save Password
Click "Update Password" to save your new password.
Email & SMTP Tab
Manage your email configuration for sending job applications:
Email Address for Sending Applications
This is the email address that will appear as the "From" address when applications are sent. This is automatically set when you sign in with Google.
Google OAuth2 Authentication
If you signed in with Google, your email is automatically configured using secure OAuth2 authentication. No passwords are stored - Google handles all authentication securely.
Re-authenticate with Google
If you need to update your Google authentication or if tokens expire, simply sign out and sign in with Google again to refresh your access.
Test Email Configuration
Click "Test Email Configuration" to verify your email settings are working correctly.
Subscription Tab
View and manage your subscription:
Current Subscription
See your active plan, days remaining, expiry date, and usage statistics.
Usage Today
Track how many applications you've used today versus your daily limit.
Auto-Apply Settings Critical
Enable or disable Auto-Pilot mode:
- Toggle the switch to ON to enable Auto-Pilot
- Toggle to OFF to disable Auto-Pilot
- Click "Save Auto-Apply Setting" to apply changes
Quick Actions
Quick links to view all plans and apply for jobs.
Privacy Tab
Manage your privacy and data:
Download Your Data
Request a copy of all your personal data stored in the system. Click "Download My Data" to export your information. This will use the Export Data functionality.
Delete Account
Permanently delete your account and all associated data:
- Enter your password to confirm
- Read the warning about data deletion
- Click "Delete My Account" to proceed
Support
Need help? Here's how to get support:
Getting Help
This User Manual
This comprehensive guide covers all features. Use the table of contents on the left to navigate to specific topics. You're currently viewing it at User Manual.
WhatsApp Bot
Access AJA AI via WhatsApp for quick assistance and to manage your account on the go. Simply send a message to the AJA AI WhatsApp number. The bot provides:
- Dashboard overview
- Profile management
- Job browsing
- Application tracking
- Subscription management
Email Support
For technical issues or questions, contact support via email. Response times vary by subscription:
- Free Trial & Pro: Standard support
- Ultra: Priority support with faster response times
Dedicated Manager (Ultra Only)
Ultra subscribers have access to a dedicated account manager for personalized assistance.
Common Issues & Solutions
Email Not Sending
- If you signed in with Google, verify your OAuth2 tokens are valid (try signing in with Google again if needed)
- Check that you granted permission to "Send email on your behalf" when signing in with Google
- Verify your Google account access hasn't been revoked in Google Account settings
- Test your email configuration in Settings → Email & SMTP
Auto-Pilot Not Working
- Ensure you have a Pro or Ultra subscription
- Check that Auto-Pilot is enabled in Settings → Subscription
- Verify you've selected job categories in your profile
- Check if you've reached your monthly limit (Pro: 300/month)
Payment Issues
- Wait a few minutes for mobile money payments to process
- Check your phone for payment prompts
- Verify sufficient balance
- Contact support if payment doesn't complete within 24 hours
Privacy & Terms
Important information about how we handle your data and the terms of service.
Privacy Policy
Data Collection
We collect and store:
- Personal information (name, email, phone)
- Profile data (education, experience, skills)
- Application history
- Subscription and payment information
Data Usage
Your data is used to:
- Generate personalized job applications
- Match you with relevant job opportunities
- Process payments and manage subscriptions
- Improve our services
Data Security
We implement industry-standard security measures to protect your data. Your passwords are encrypted, and sensitive information is stored securely.
Data Access & Deletion
You can:
- Download your data from Settings → Privacy
- Delete your account and all data from Settings → Privacy
- Update your information anytime from your profile
Terms of Service
Subscription Terms
- Subscriptions are billed monthly
- Free Trial is available once per user
- No refunds for partial months
- Prices may change with advance notice
Usage Limits
- Fair use policy: 10 applications per day (all plans)
- Pro: 300 auto-applications per month
- Ultra: Unlimited auto-applications
- Violation of limits may result in account suspension
Service Availability
We strive for 99.9% uptime but cannot guarantee uninterrupted service. Maintenance may occur with advance notice.
User Responsibilities
- Provide accurate information in your profile
- Keep your account credentials secure
- Use the service in compliance with applicable laws
- Not use the service for spam or fraudulent activities
You're All Set!
You now have a complete understanding of AJA AI. Start by creating your profile, then explore the features that interest you most. Good luck with your job search!