Documentation

How each part of Aruga works, in the order you meet it. Short steps, no jargon.

Last changed on October 11, 2026.

Getting started

Aruga is open by invitation. Ask for one on the Request an invitation page. The platform owner creates your brand and emails you a sign in link.
The app lives at my.aruga.app. The public website is aruga.app.
Your brand has 5 roles. An owner can do everything. An admin can do everything except change owners. A staff member can add and change clients, invoices, and other records, but cannot change settings, people, or payments. A viewer can only read. An employee sees only their own employee portal: their record, details, time, and leave.
Open Settings first. Set your company name, logo, accent color, timezone, currency, and the terms that print on every invoice.

Add a client with its contacts. Choose which contact receives invoices and which receives reminders.
Write a quote in the same editor as an invoice. The client accepts it on a public page, and the accepted quote becomes a draft invoice in 1 click.
A draft invoice has no number. The number is assigned when you click Send invoice, and a number is never reused.
Every invoice has a public page with a Pay button, a PDF that looks the same, and a place in the client portal.
Recurring invoices and retainers repeat on a schedule you set. Reminders go out on the days you choose.

Each brand connects its own Stripe account under Settings, Payments. Money from your clients goes straight to your Stripe account. Aruga never holds it.
A client pays on a Stripe hosted page. Card numbers never touch Aruga.
A payment that arrives by bank transfer is recorded by hand with Record payment. Your own bank details can be printed in the invoice terms.
Stripe stays in test mode until you tell the platform owner to go live for your brand.

Each client can sign in at my.aruga.app/portal and see only their own invoices, quotes, statements, and payments.
The portal carries your logo and colors, not Aruga's.
A client never sees another client's data, not even a count. The database enforces this.

Add a role with the criteria your own team will score. Aruga can draft the criteria from the job description. Your team edits and approves them.
Add the people you interview, and an application for each role they are considered for.
Add an interview with the date, the interviewers, and the meeting link. The meeting link is what connects a Zoom, Google Meet, or Teams meeting to the record.
Every score is typed by a named person. Aruga never scores, ranks, or recommends a person, and never adds a total or an average of people.
Every record about a person has a retention date. The default is 24 months. Change it under Settings, Hiring.

The simplest way: after the interview, open the transcript in your meeting tool, copy it, and paste it into the box on the interview record. Zoom's .vtt files paste as they are.
The automatic way: connect your meeting account once, as the next 3 sections describe, and the transcript arrives by itself for every interview that has a matching meeting link.
Aruga keeps the text, with speaker names and times. The video stays in your meeting tool unless you switch on Store recordings in Aruga, which is part of a higher plan.
Name the speakers once and Aruga shows who said what.

Only a person who manages hiring at the company can connect. Open Settings, Hiring, and click Connect Zoom.
Zoom's own sign in page opens. Sign in to the Zoom account that hosts your interviews and click Allow. Aruga never sees your Zoom password.
Aruga asks Zoom for 2 permissions: to read cloud recordings and to read the signed in user's profile. Nothing else.
From then on, when a cloud recording finishes for a meeting whose link is on an interview record, Zoom tells Aruga and Aruga pulls the transcript text. A meeting with no interview record is ignored.
Turn on cloud recording and audio transcript in your Zoom settings, or there is no transcript to pull.
To disconnect, open Settings, Hiring, and click Disconnect next to Zoom. Aruga deletes its tokens at once and stops receiving events. You can also remove Aruga on the Zoom App Marketplace under Manage, Added Apps, which has the same effect.
Disconnecting does not delete transcripts already stored. Delete those from the interview record, or let the retention date handle them.

Google Meet transcripts belong to the person who hosted the meeting, so each interviewer who hosts interviews connects their own Google account. Open Settings, Hiring, and click Connect my Google account. Google's own sign in page opens. Sign in and allow the request. Aruga never sees your Google password.
Aruga asks Google for read access to Meet meeting records and to the Meet transcript files in Drive, and for your email address so it can show which account is connected. Nothing else.
Google Meet transcripts are checked once a day. A transcript arrives the day after the interview.
Turn on transcription in Google Meet, or there is no transcript to pull.
To disconnect, click Disconnect next to your Google account in Settings, Hiring, or remove Aruga from your Google account under Security, Third party access. Aruga deletes its tokens at once.

Open Settings, Hiring, and click Connect Microsoft Teams. Microsoft's own sign in page opens. A Microsoft 365 administrator must approve the request the first time, because Aruga reads meeting transcripts for the whole organization.
Aruga asks Microsoft to read online meetings, their transcripts, and their recordings, and to read the organization's name.
A Microsoft 365 administrator also has to allow Aruga to read transcripts, with 2 commands in Teams PowerShell. The exact commands are shown on the Settings, Hiring page after you connect.
When a transcript is ready for a meeting whose link is on an interview record, Microsoft tells Aruga and Aruga pulls the text.
To disconnect, click Disconnect next to Microsoft Teams in Settings, Hiring, or remove Aruga under Enterprise applications in the Microsoft Entra admin center.

Every record about a person carries a retention date, set from the period under Settings, Hiring. The date is shown on the person's record and on each interview.
Nothing is deleted on its own. A person deletes a record from its page, files first, then the rows, and every deletion is logged. A page that lists everything past its date, for deletion in batches of up to 50, is being built.
A client or a candidate can ask you what you hold about them. The record pages give you the answer.

Reports export as CSV. Invoices, quotes, and statements export as PDF. This works on an ended plan too.
A full export of a brand's data in 1 download is being built. Until then, email hello@aruga.app and we send it.
To close your brand, email hello@aruga.app. Export first. The data is deleted after a 30 day wait.