Individual shortlisting & selection | :Recruit Essentials
There will be many occasions when you need to shortlist your applicants individually to make careful recruitment decisions. Not all of your intentions can be handled in bulk, so here’s how to shortlist individually. How to do individual shortlisting & selection Navigate to the top menu bar: Here you can move a candidate to another job; Clone and move a candidate to another job; and, Trash an application. Candidate card + status change. Navigate through applications by clicking ‘Next’. Responses to questions asked in the job: Rate questions: show candidate’s overall rating. You can manually add in the candidates interview and reference check rating. Suitability Comment: Think of this as a whiteboard marker, not a permanent marker. The notes you take here can be temporary, or your estimation of a candidate can change over time. Activities: All actions that you take on an application will “live” here. You can: Add Note: This is a permanent note that is left on the application. Send Email: Send an email to the applicant. E-mail External: Allows you to email applications to an email address of your choice. Toggle the order of the sections on your application pages to best suit your process. Attachments can be manually attached if you need them. Tasks can be assigned to yourself or another user, to progress an applicant and your recruitment goals.
How to use Multiposter in :Recruit Essentials
Once you have created and published a job in :Recruit Essentials, the next step is to get it in front of as many great candidates as possible! That’s where Multiposter comes in. Multiposter allows you to post your job to Seek directly from within :Recruit Essentials, saving you time and effort in the pursuit of top talent. You can post multiple Seek ads for a particular job, but you should be aware that this action will subtract your Seek credits as it would if you were posting any job ad to Seek, without :Recruit Essentials involved. The key benefit is being able to launch your recruitment campaign completely from within one piece of software. Multiposter video tutorial Step-by-step: How to use Multiposter Click “New Ad”. Classify Job: Fill out all mandatory fields as you would in Seek. The location field is predictive so just start typing a location and it will appear as an option. Make sure to select the appropriate ad type (Classic, Stand Out, or Premium). What jobseekers see in the search results: Fill out all mandatory fields and choose your branding so that jobseekers are engaged and attracted to your role. Ad Description: Job Title and Ad details will automatically populate here and are editable. Depending on your Seek account you will have one of two options available: External Job Application Delivery: This allows you to link your candidates to your branded talent landing page. The shareable URL will automatically generate in this section. Include Application Questionnaire (in SEEK): This allows you to have the job questions you created in :Recruit Essentials pull through to your Seek ad for candidates to answer. Please note, once you have posted the ad, your questions cannot be changed and they will all be mandatory. Note: Seek will not post ads that have hyperlinks so make sure these are all removed before you click save (unless you have their Link Out option) Review your ad: Make sure all the information is correct and compelling before you publish it. Publish: Push your job ad to Seek and start attracting candidates! You will see in Multiposter whether your Seek ad has been approved and is active on Seek, as well as the date it expires. At any time, you can edit the job, view details or clone the ad. When you Unpublish your job in :Recruit Essentials, it does not remove the associated ad from Seek. You will need to do this manually otherwise you will still receive applications. To do this, go back into your Multiposter ad and click ‘Expire Ad’. This will remove it from Seek for you.
Getting started with job creation | Recruit :Essentials
How to Create a Job Advertisement in :Recruit Essentials Welcome back to your :Recruit Essentials guides. Previously, we spoke about your :Recruit Essentials dashboard and how easy it is to navigate within it. We also covered creating new job applications, reviewing tasks and how to navigate the system. By now, you should be able to create and view your vacancies and applications received. If you missed that step, please read Welcome to :Recruit Essentials so you’re all caught up before we get into how to create a job posting. Any successful recruitment campaign starts with a job ad. Within :Recruit Essentials, you can create jobs, and start posting your ads online. Note that as an :Recruit Essentials user, you’re able to publish a maximum of 3 jobs at any one time, not including any campaigns that our Recruitment Marketing team is running for you, nor does this include the initial expression of interest job that we create for you during implementation. How to create jobs in :Recruit Essentials There are two methods for creating a job in :Recruit Essentials. You can start from scratch by selecting the “New” button or you can duplicate an existing job or template. If you’re new to the platform, creating a job from scratch can help you become familiar with the fields and features of the tool. However, if you’re experienced with an Applicant Tracking System (ATS), cloning an existing job ad will save you time. Please be aware that cloned jobs automatically copy all the populated fields, but you can edit them as needed. Therefore, it’s important to carefully review everything before publishing the job, as some fields may not be relevant to this particular job ad. If you require assistance at any point, please don’t hesitate to contact your Account Executive for support. Step #1: To create a new job, go to the Jobs Overview page Step #2: Click on the + sign, and you’ll see options to either create a new job or clone an existing one. If you opt to clone a job,l you’ll be prompted to select which one. Alternatively, you can clone a job from within the individual job that you’d like to replicate. Understanding tabs in job creation When you’re creating a job in :Recruit Essentials, there are a number of tabs you need to go through. See the list of tabs below: General Description Questions Sources Candidate Settings Attachments Automation Auto Status Question-Based Ratings Based Status Transition Advanced features We’ll go over what each tab contains and what can be achieved. The video below cycles through each tab, and helps you to get acquainted. General Tab This tab allows you to input or edit the global settings of your new job. Here’s what each of the items means: Job Details Reference: This is automatically generated, please don’t change this. Title: Input the job title as you want it to appear on your branded application page and website. City/Town: where the job will be located Expiry date and time: Every job needs an expiry date. This will close your job and remove the listing from your website automatically. Optional Fields Employment status: Is it a full-time role, part-time, or contract? This will appear on your job page and is important to job seekers. Salary info: Add the salary or salary range. Timezone: This can be set to any timezone you like, which is usually your current time zone. Please note the expiry date will close according to the timezone you chose, not the timezone you’re in. Number of Vacancies: How many of these roles are you hiring? This is an internal tool and isn’t displayed externally. Brand: Brand allows filters to be placed on the iFrame(Job Portal) so clients can filter what jobs show and what clients can see based on the Brand/Division of the company From email: Generally, you’ll leave this blank unless you want to override the default setting (which shows underneath). External Approval ID: If a client has an External Approval/Requisition process they can add the ID into the job settings to help streamline the process and keep that information all in the same place. Requisitions (Job details report): If there are approvals in the system they can select an approved approval in the drop-down list to match the job with. This is for reporting purposes and visibility. Location Fields: Where will the role be based? This will appear on the talent landing page and your website. Postal code/Zip Code: Add the postcode or zip code of your office, or where the vacancy will take place. State/Region/Province: Add the State/Region/Province of your office, or where the vacancy will take place. Language / Country: Where will the role be based? What language will be spoken at the place of work? Change this if your job is for another country. Tag list: Add keywords here that will help you search and work on your jobs more quickly from the Quick Search bar. Classification: Add the classification of your vacancy, ie.: accounting Additional Options Blind ratings Show title field Show gender field Visibility: An external box is connected to the external iFrame on your careers website so external applicants can apply. Job settings Application recipient: If you would like a user to receive all applications in an email as they come into the system, rather than signing into :Recruit to view the applications, you can select the recipient from the dropdown list attached to the ‘Recipient’ field. You are able to select more than one Recipient. Note: recipients will receive separate emails for each application received. Pinned users: You can pin a user to a job within the job settings so that the job appears under the Pinned Job section of their Dashboard for easy access when they log into the system. Description Tab This is where you provide a detailed description of the job role you are advertising. Include all the necessary information that potential candidates would need to know before applying. It’s important
Restrict the view of certain jobs with Panel Feature
Do you have Panel Feature enabled on your :Recruit software? With this feature, you can restrict the visibility of certain jobs to specific users in your team. Chat to your account executive today to set this up for your platform. Step-by-step Open :Recruit, start on the Home page, select Jobs, and then select the specific vacancy that you want to restrict. In the sidebar, select “Panel Workflow” in the “Advanced” section at the bottom. Add users to the Panel Chairs, Panel Members, and Panel Observers fields depending on the panel hierarchy you’ve set up. Now, the vacancy and its applications will only be visible to the users you’ve stipulated here.
Navigate easily with Next and Back buttons
Save time navigating through applications with the “Next” and “Back” buttons. Don’t bother navigating back to the Applications tab and clicking through to the next application, simply hit “Next” and breeze through them! Step-by-step Within each of your vacancies, you can navigate to Applications, and click on a candidate’s submission. Once you’ve clicked on a specific candidate’s application, you can skip “Back” or hit “Next”, located just beneath the candidate’s personal details and application status.
Increase Workflow Visibility with Candidate Statuses
Improving the visibility of your recruitment workflow helps your team track progress towards talent acquisition goals at a glance. Identify bottlenecks, improve efficiencies, and drive strategic growth for your organization with the help of :Recruit Essentials. Use statuses to increase workflow visibility You can use candidate statuses to indicate at what point each candidate sits in the recruitment process, from “contacted” to “interview booked”, “offered role” and “offer accepted”. This gives you instant insights into how many candidates are in a given stage, or how far along a vacancy is altogether. Step-by-step Login to :Recruit Essentials. From the dashboard, click “Jobs”, and select the vacancy in question. Open the job to view applications, and click into the relevant candidate’s application. On the centre-right of the candidate’s application, you’ll find the “Status” option with a dropdown menu of available statuses. Assign a status to your candidate based on their most recent interaction with your team, and organize your candidate pool accordingly.
Share application data with the Bulk Email External function
Not everyone in your organization will have access to :Recruit, but there will come a time when a team leader or someone else in your organization wants access to application data. With the Bulk Email Function, you can easily export candidate data for your team leader to review without having to share login data and risk information security. Use Bulk External Email function to share application data With :Recruit Essentials, you can quickly share application data with your leaders without sharing login details or printing off reams of applications. Step-by-step Login in :Recruit Essentials. In the left-hand navigation panel, select “Jobs” then click through to the role whose data you want to share. Click into “Applications” then select “Bulk External Email”. Select this to forward links to individual applications to your external recipient(s). The recipient(s) can then click individual links to applications and view all application data even if they don’t have access to :Recruit Essentials.
Organise Tasks to Collaborate With Your Team
Whether your team is lean, asynchronous, remote, or simply strapped for time, there is a quick and easy way to make sure that each part of your recruitment workflow is taken care of. Tasks are a great way to assign and track actions towards your talent acquisition goals. At any time, you can see which tasks are assigned to which team members in :Recruit Essentials and adapt your priorities accordingly. Create, assign, and organize tasks with :Recruit Essentials You can use :Recruit Essentials to create and manage tasks across your team and drive strategic growth for your organization through an efficient talent acquisition process. Step-by-step Login to :Recruit Essentials. In the left-hand navigation panel, make sure you are clicked into your “Dashboard”. Then, click on the “Tasks” option in the main panel. You’ll see a button prompting you to “Create Task”. Include a description for your new task, assign it to a team member and job number, then set a priority level and due date and save your changes. Below the “Create Task” you’ll start to see what your tasks look like once you’ve published them! At a glance, you can see what stage your various recruitment tasks are at and track progress towards your goals.
Use notes to collaborate with hiring managers
Most managers are strapped for time and can’t afford to get bogged down in the details of the recruitment process. What they usually need is oversight, insight, and a supportive team to take the next steps. :Recruit Essentials fosters collaboration between hiring managers and other users through features like “Suitability Comments”. Gain insight with suitability comments and notes Beneath every application for every job is a section for Suitability Comments. Here, users can leave notes to give their hiring managers instant insight into an applicant’s suitability and status. Armed with this snapshot of each candidate, your hiring manager can make faster, well-informed decisions. Step-by-step Login to :Recruit Essentials. In the left-hand navigation panel, select “Jobs”. Go to the relevant vacancy on file, and select the relevant candidate. When viewing their application, scroll down to the section labelled “Suitability Comments”. Here, you can add comments on the candidate to give your hiring manager(s) a heads up about key qualifications, experience, culture fit, or concerns. Below, you can see that our team members signed off each addition to the comment section with their initial so that the hiring manager has an idea of who made each comment.
Quick and easy bulk candidate communications
If the words “only shortlisted applicants will be contacted” appear in your job ad, then you’ve already put yourself on the back foot. Candidates want to be clearly and consistently communicated with so that they can make informed decisions, too. It’s not just about your organisation’s outcomes. Rather, it’s a collaborative effort between you and your candidates to find the best fit for both parties. Keeping your candidates in the loop will keep them engaged or give them the closure they need to move on to the next opportunity. Set up bulk candidate communications With :Recruit Essentials, you can interact with applicants in bulk on a per-job basis. Use customisable pre-made email templates to communicate with candidates en masse. Plus, change the status of your candidates in bulk for better visibility and a smoother recruitment workflow. Step-by-step Login to :Recruit Essentials. In the left-hand navigation panel, select “Jobs” then click through to the job you want to set up. Switch from the Job “Overview” to the “Applications” tab, as indicated by Label 1 below. Then, refer to Label 2 – select which candidates you’d like to email in bulk by ticking the box on the left-hand side. Finally, hit the “Email” button indicated by Label 3 to compose your communications!
