Apex Training Notes – Summer 2025
Mindset: Apex as a Tool, Not a Crutch
Core question: Are you using Apex as a crutch or as a tool? The speaker emphasizes mindset as the starting point for success with Apex.
Personal stance: Apex is a tool, not a replacement for an office or for good recruiting fundamentals. The speaker has 19 years in in-person recruiting and values Apex for its amplified benefits, not as a convenience to avoid an office.
Hashtag note: write down #saveapex as a reminder that Apex should be supported and proven, not discarded without data.
Key claim: Apex has 10x benefits compared to in-person recruiting in several areas, if used correctly.
Ethical/philosophical angle: The speaker frames himself as a guest of Vector, aiming to leave the company better than he found it. This frames the work as stewardship and continuous improvement.
Why Apex: Benefits, Reach, and Real-World Examples
Space and cost benefits: Apex reduces the need for large office space while maintaining recruitment capacity; smaller offices can still recruit big numbers.
Efficiency vs effectiveness: Apex can be more effective at interviewing, even if the process isn't dramatically faster; it expands capacity for large-scale recruitment.
Uncomfortable interview participants: Apex can screen out uncomfortable candidates before they affect others in an in-person interview.
Expanded reach: Example of Jamie Batiste, living over two hours away (Lawton and Marlow, OK) who interviewed via Apex, joined, and now has over $40,000 in sales and serves as Sales Manager.
Geographic reach: Fort Smith, Arkansas (about 3 hours away) — leaders recruited there and drove in; 5+ people recruited and about $8,000 extra Cutco sales from those living in Fort Smith.
Bubble concept and data: In-person interviews had a geographic “bubble”; Apex removes that constraint, enabling longer-distance recruitment and higher attendance in some cases.
Reality check: Apex shows higher show rates but lower acceptance rates among those who show up; overall funnel performance can still be better with Apex.
Costs and complexity: Apex is not cheap and is not as simple as Zoom; it’s a cloud-based system that works across devices without heavy software installation, which is a notable engineering feat. The constraint is the lack of heavy cloud infrastructure common to larger tech companies, yet Apex remains a strong tool.
Call to action: A long-term mission to prove Apex is a sustainable tool for recruiting and building a better business; the speaker emphasizes a proactive approach to keeping Apex relevant.
Key Metrics and Targets: What to Hit
Two numbers emphasized by Stacy Campbell (Lone Star):
Instruction: Check Vector Live to see if your numbers meet these thresholds.
Derived discussion: If Apex is to be saved as a platform, end-to-end funnel performance must be improved, not just the show rate.
Observations about funnel reality: Apex may win on show vs in-person show rates, but require improved acceptance and training show-through to justify its use.
Data Snapshot: Last Week, May, and What It Means
Last week (June 1, 2025 data snapshot):
Attempts at acceptance: 67 of 106 accepted; acceptance rate =
If acceptance were 70% of show, expected acceptances would be roughly toward (rounding assumptions). The point is: a small improvement in accepting show-ups could push funnel to target.
Important calculation note: the speaker notes that the Accept rate is better when computed as Accept / Show, rather than Accept / (Show × some other factor). This yields about in the example above.
Manager efficiency: The speaker’s team achieved a 10-o (10 interviews per period) show-to-launch ratio, helped by the manager’s leadership; the group’s efficiency varied across individuals (e.g., Shy 2.3, Jamie 4.5, office average ~4.6).
May data (illustrative):
Scheduled: 435? (text suggests 435)
Showed up: 251 accepted
Show rate:
Other figures mentioned: 43 ext{ extpercent} show rate earlier (context unclear); 36 ext{ extpercent} show and 76 ext{ extpercent} launch later in the same section.
If produced with 70 ext{ extpercent} of shows accepted (i.e., 304), and if the show rate remained 36 ext{ extpercent}, that would be 18 more shows; with a 76 extpercent} launch rate, that would yield 14 additional launches.
A rough back-of-the-envelope: increasing the acceptance rate to 70 ext{ extpercent} (from the base) with the given show rates could push the overall scheduled-to-launch number from roughly 9.89 to a higher value (the speaker uses a placeholder math to illustrate the impact of small gains).
Takeaway: the biggest opportunity to improve the funnel is increasing the show-to-accept rate (the “accept” step) and then driving more accepted candidates to training; this is the levers of improvement seen in the data.
The Environment and Focus: Reducing Distractions for Better Interviews
Interview room setup:
In-person interview room described: lighting, windows, a dedicated interview desk, TV for PowerPoint, posters on the wall, and a professional environment; this matters for the interview mood and performance.
A different office room used as storage shows that the space itself impacts performance; a clean, professional environment is preferred.
Lighting and camera setup:
Turn on lights; ensure natural or bright lighting; speaker notes that lighting quality materially affects perceived professionalism.
Camera angle: keep eyes level with the camera; avoid seeing ceiling or floor; use mechanisms like a cardboard box stand to adjust height; use a laptop on a stable surface.
Suggestion: even inexpensive tools (box, shelf) can adjust the camera angle to eye level and improve engagement.
Sound and hardware:
Test devices across devices to avoid audio feedback or poor microphone quality.
Use headphones if necessary; reduce keyboard noise by disabling hard-click sound on keyboards.
Avoid background noise (pets, conversations); ensure the speaker can stay focused.
Presentation and attire:
Dress: speaker prefers sport coat, full button-up, collar; avoids ties; appearance matters to applicants.
Engagement tips:
Use hands and body movement to maintain energy; adjust pace of speech; move closer at times to emphasize; use vignettes and examples.
Avoid being a static presenter; keep eye contact with the camera; maintain a dynamic, conversational posture.
Practical habit tips:
Practice with a mirror or camera; check framing and eye line; consider ring lights or other lighting solutions; consider using a cardboard stand for height.
Nuts and Bolts: How to Run an Apex Interview (Step-by-Step)
Testing and links:
Use test host and guest links; assign roles (host, cohost) to multiple people for practice; share accessible links via chat.
Use two hosts for the live interview: one to run the process, one to monitor tech and messages.
Preparation and screen setup:
Four core tabs: Vector Live, Interview Script, Interview PowerPoint, Team Builder.
Use Vector Live to monitor applicants, show sources, and show up status; organize data by ad source and show status; track who recommended whom.
Pre-interview and applicant handling:
Send private messages via chat to applicants to guide them to watch the 18-second video and answer questions before the interview.
Invite multiple applicants to the same session; handle late arrivals with audio announcements until they join.
First moments of the interview (first 90 seconds):
Strong first impression; introduce yourself and explain the group interview format; emphasize that it’s not a competition; acknowledge potential tech problems; encourage applicants to use the screen to answer questions.
After initial 1–2 minutes, unmute and begin; allow a brief pause for those with tech issues to settle.
Opening script and structure:
Start with an introduction: name, role, on-time appreciation, explain group interview dynamics, reassure that multiple people are being considered.
Explain that attendees can answer on-screen questions while you help others get started.
The two-stage flow in the group interview:
Part 1: Pre-interview setting and job introduction; share the job outline and expectations; present a 9-minute video with job details; explain pay, schedules, training, and perks; the overall timeline is roughly 35 minutes for the group portion, ~45 minutes total including delay time.
Part 2: One-on-one interviews with assistant recruiters; invite questions; determine a definite yes or no on the spot.
Setting expectations and pacing:
If the applicant can’t commit to the full session, offer rescheduling or an info session; be transparent about length and what will be covered.
Emphasize “we are a championship organization; we are picky; we will give a definite yes or no today.”
Video and screen sharing details:
When sharing slides: use a window share for the Apex session; avoid Chrome tabs that hide the participants; keep the focus on the candidates.
Keep the green dot visible and avoid constantly switching screens; stay visually connected with the applicants.
Group management features:
Watch group vs main group: you can switch between main and watch groups when sharing video; see all cameras in either mode.
The cohost should join about five minutes before the end to introduce themselves and reduce awkward introductions for the applicant.
Handling disruptions and moderation:
If someone is distracting (e.g., unmuted audio issues), you can hide their video temporarily and then bring it back when ready.
If there are audio problems, use a backup plan (phone call or FaceTime) and inform the applicant of alternatives.
Post-interview: post-interview questions and assignment board
After the video, post the Q&A link in the chat as a backup for late respondents.
Use the “post assignment board” in Vector Live to assign applicants to interviewers; drag applicants into interviewers’ columns; this automatically marks the interviewer and post-interview assignments.
The system supports “unassigned” and “rejected” columns for organization; the number of interviews per interviewer is kept in a 3:1 to 5:1 ratio depending on staffing.
Final step and wrap-up:
The final breakout: select one screen at a time to invite applicants; avoid selecting all screens at once; send invites to a new room for final interviews.
If you want to include a cohost in the final interview, you can, and the cohost can be introduced to the candidate during the final round.
After the final round, you can send acceptance messages via chat, then follow up with a more professional email later.
No-shows and follow-ups:
The speaker emphasizes not assuming disinterest; reach out to no-shows and late arrivals to salvage potential candidates.
A concrete example is shared: a candidate says battery died; a follow-up message led to acceptance; this illustrates the importance of proactive outreach.
No assumptions policy:
Don’t assume that someone who left is uninterested; proactively reach out to convert potential “no” into a “yes.”
The aim is to keep strong candidates engaged and to minimize missed opportunities.
Final call to action:
The overall message is that small improvements in the micro-operations (lighting, camera, sound, dressing, etc.) add up to meaningful gains in the funnel.
The ultimate mission: Save Apex by proving it can drive end-to-end results, not just show rates; the team needs to continuously improve the process.
Practical Tools and Quick Tips (Micromaneuver Details)
Text before interview (1 hour prior):
Use a blue iPhone message thread to deliver tips: time, time zone, strong Wi-Fi, Google Chrome, camera on, open the link, rotate phone if on mobile, reschedule options, and a reminder to reply if issues arise.
Text before interview (20 minutes prior):
Prepare all four tabs and host links; ensure all participants know how to join; the host should join early to verify tech.
Applicant engagement during the session:
Private messages to applicants to guide them through the process; confirm both attendees are present; ensure questions are posted for quick answers if needed.
Interview posture and handling camera angles:
Keep eyes on the camera, not the screen; use vertical adjustments to maintain eye-level alignment; avoid the ceiling or floor in the frame.
Interaction with the audience:
Use examples and a story to describe the job and pay; explain the company’s values and your personal experience; maintain energy and pace.
Handling audio feedback and background noise:
Minimize background noise; use headphones; mute when not speaking; avoid hard clicks.
Final closing remarks and next steps:
Confirm the next steps clearly; mention the possibility of a same-day yes/no decision; provide a direct link to video for sharing; emphasize the importance of being thorough and transparent.
Final Takeaways: The Core Message
The little things matter: lighting, camera angle, sound, dress, and engagement all add up to a better interview experience and better funnel outcomes.
The mindset matters: use Apex as a tool to scale recruiting, not as a shelter from tough office realities.
The process is repeatable and scalable: with proper use of Vector Live, breakouts, cohosts, post assignment boards, and a disciplined follow-up, Apex can deliver strong end-to-end results.
The ethical imperative: never abandon effort to convert potential no’s into yes; stay proactive with no-shows and late applicants.
Final exhortation: this is a collective mission to save Apex by proving its value through improved funnel metrics and disciplined execution.