Recruitment Management

  • Setting up the recruitment process

    Prepare templates, create recruitment stages and add other important elements to your job offers all in one place.

    Only users with the Account Owner, Administrator and ATS Manager roles can set up the recruitment process. Detailed role descriptions can be found here.

    You can access the settings from the Company / ATS section via the Settings button. The setup itself consists of several sections, which can be found in the menu:

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    Portal URL

    Each company can customize its own URL where all ongoing tenders will be displayed.

    Embed code

    By copying and pasting the iframe into your company's website using the code provided, you will create a seamless environment for job seekers. They can explore job opportunities directly on your site without being redirected to another platform.

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    Recruitment stages

    Each position requires an individual approach in setting up each stage of the recruitment process. It is up to you how many phases you want to use in the future. Within the setup, you set up as many as you need. In the details of each advertised position you can individually activate/deactivate them according to your specific needs.

    In the recruitment phases you will find three basic sections: Candidate in hiring, Candidate hired and Candidate not hired. You can add additional phases to each section (e.g. first interview, home project, etc.).

    The first phase New candidate is the only phase that is fixed and cannot be manipulated. However, you can still rename it to suit your needs.


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    Company details

    You can creatively add information about your company in the recruitment settings. If you set it up here, it will automatically be entered into each newly created recruitment position. A rich editor allows you to get creative. :)

    GDPR Consent

    In this section, you can inform the candidate in your own words that you have given your consent to the processing of personal data. You also have the option of naming and attaching a link to a file that candidates will be able to open in a new window when they click on it.

    For each job offer, candidates will then see a button to send the application, below which there is a GDPR consent box and the name of the attached document.

    Only candidates who have given their consent to the processing of personal data under the GDPR will be able to submit their job application.

    Company photos

    As the name suggests, in this section you can add a few company photos, which, like the company details, will be displayed next to the published offers.

    Talent pool categories

    To help navigate the talent pool and streamline the candidate selection process, it is crucial to categorize talent correctly. In the Talent pool categories section, you can create specific categories that allow you to assign candidates to clear groups based on their expertise or stage in the selection process. Simply add categories by clicking the Add button.

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    Candidate sources

    Optimize your recruitment of new talent by properly sourcing candidates. This section allows you to see where your candidates are coming from and allows you to tailor your recruitment strategy to reflect the most effective channels. Simply create here via the Add button.

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    In the Thank you message section, compose your own response that will be sent to candidates after they have applied to the advert.

  • Create and edit job offers
    Create a new job offer and choose what information you want to get from the candidates.

     

    Before creating individual job offers, it is always a good idea to set up the entire recruitment process first. Start by checking out our guide to setting up recruitment.

    The setup and subsequent administration of the recruitment process is handled by users with the role of Administrator, Account Owner, or a user with the role of ATS Manager.

    For recruiting purposes, there is also a Hiring Manager role that can view selected jobs and add comments to candidates. A user with this role cannot create positions or modify recruitment settings.

    Create a new job offer

    When you click on the Company / ATS section from the menu, the first thing you will see is a list of the jobs created. To create a new job, just click on the New job position button.

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    The creation of a new position is divided into three steps for greater clarity:

    1. About job
    2. Candidate info
    3. Job settings

    About job

    Start by first filling in basic information about the position, such as working arrangements, financial conditions or type of cooperation.

    In this section, you also have the option to select a hiring manager, in other words, an interested person who can view and comment on the job posting and candidates.

    The hiring manager cannot edit the offer or enter the ATS module settings in any way.

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    Then you get to create the actual job description, for which you can use the rich WYSIWYG editor (acronym for "what you see is what you get" ). Work with different types of media, text formats.

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    If you have filled in your company information and uploaded photos in the recruitment settings, they will automatically be uploaded here in the same categories.

    Key skills for the position

    Once you have the ad text created, you can then have the AI create the key skills that are relevant to the job posting. Simply click on the Generate key skills with AI button.

    You'll get a list of skills from the AI, which you can of course delete, or conversely share additional key skills. For each skill, you then choose on a scale how essential that skill is to you:

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    Candidate info

    In the second step, choose what information you want to get from the candidates. You always have the choice of whether the information will be active for a specific position and whether it will be required to be filled in as a mandatory requirement.

    Of course, there is room for additional questions for the candidates, which you can define below. For these questions, you can choose between open-ended answers, yes/no answers and file uploads.

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    Job settings

    In the third and final step, you just set which recruitment stages you want to be available for the job offer and who is responsible for them from your team. These stages are based on your recruitment setup.

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    Saving and publishing the offer

    Once you have modified the process steps you want to use for a particular position, save the set job and then you can publish it.

    You can view and check the final form of the published job offers via the Advertising Portal button. Then click on one of the job offers directly from it.

    Approval of job positions

    When you create a job, you can decide whether you want to submit the new advert for approval. This is an optional step, in case you would like to send it to approval, just turn it on.

    There is no limit to the number of approvers that can be assigned, you can select as many as you like. Once you designate an approver, they will be notified of the approval request. They will be able to review the job offer with all relevant details, either approve or reject the offer or also provide feedback.

    In case the approver has not taken any action, as an administrator, hiring manager or ATS admin you will be able to send reminders directly from the job details page.

    Editing job offers

    You can move your jobs freely between the three statuses:

    1. Drafts - in progress, not approved and published offers
    2. Open - approved and published job offers, candidates may apply
    3. Closed - closed and archived offers

    Just click on the three dots next to the job offer, select Change status and move the offer to the desired status (e.g. from concept to open position).

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    TIP: When moving a position to Closed status, select the reason for closing the position. This will give you more accurate data in HR analytics later on.

     

     

     

     

     

  • Candidate management

    Move candidates between recruitment stages and discuss the best candidates with colleagues.

    Once you've created a new job and published it, you can easily see which candidates have applied, download their documents and discuss the candidates with other members of your team.

    Position detail and candidate overview

    To manage a job offer, simply click on the job from the Company / ATS section. You will then see a simple overview of the position and the candidates you can work with. At the same time, you may use filters to navigate your positions better. 

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    Candidate management

    You can quickly click on each candidate to see everything you need to know about them. There are five main sections in the candidate details:

    • Skills
    • Candidate info
    • Documents
    • Notes and History
    • Chat with candidates

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    Bulk management of candidates

    You can also edit candidates in bulk to save time if you want to perform one of the following actions or changes:

    • Delete candidates
    • Change status
    • Move to talent pool
    • Request GDPR consent
    • Request consent for talent pool

    In the list of candidates, just tick all the candidates you want to change and select the action you want to take.

     

    Skills

    If you use AI bulk CV import, which is how AI evaluates candidate profiles, this section will show you what key skills they have on their CV and what percentage of them are suitable candidates for the job. Of course, you can add a skill manually to the candidate's profile.

    Candidate info

    In this introductory section you will find all the necessary personal information about the candidate, from the phone number and address to the uploaded cover letter and CV or ideas about the desired salary. You will also find answers to additional questions.

    The information displayed is linked to the choice you made when you created the job. For example, if you did not activate the field for highest education, you will not find it here.

    Documents

    On the second tab, as the name suggests, you can view and download all documents related to the candidate. Among them you will find a cover letter, a CV, a personal photograph, but also other documents that the candidate has attached to the supplementary questions, if you have requested a file upload for them.

    Notes and History

    The third tab gives you a quick brief history of each candidate. Information about when and to what stages the candidate was moved to is stored here, as well as any notes that relate to the candidate.

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    Chat with candidates

    The fourth and final tab is a direct chat with the candidate. This functionality is particularly useful for quick and seamless communication with your job candidates.

    The moment you send them a message from the recruitment module, the user will receive an email through which they can open the conversation and write back to you.

    Candidates can also upload files as part of their answer. For example, if you ask them to send you a completed assignment, they can simply attach it to their answer.

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    Moving a candidate to another stage

    Every new candidate is automatically placed in the first default New candidate stage (or whatever you name this stage). However, you can move a candidate to another stage from your predefined ones at any time.

    Simply click in the Recruitment stage field in the candidate details and move the candidate from the desired stage.

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    Other actions with the candidate

    You can perform a few more actions from the list of all candidates for a given position. Click on the three dots next to the candidate's name and the following options will pop up:

    Adding a new candidate manually

    In addition to automatically created candidates, an administrator or ATS manager can manually add a new candidate to a position via the Add candidate button. At that point, a dialog box will open in which the necessary information can be added to the candidate and a cover letter or resume can be uploaded at the same time.

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  • AI bulk CV import & AI shortlisting of top candidates

    In our quest to continually simplify the lives of HR professionals, we are bringing exciting new features to the ATS (Applicant Tracking System) module. New features that fully leverage the power of Artificial Intelligence (AI) include AI bulk CV import and AI shortlisting of top candidates. Both innovations bring speed and efficiency to the entire recruitment process.

    AI bulk CV import

    How does it work?

    AI bulk CV import is a tool designed to automatically process and extract information from CVs and then store it in the candidate's profile in the ATS. The user experience is simple and intuitive:

    • Uploading CVs: Administrators or hiring managers can upload one or more CVs at a time from a job detail. Simply click the Add / AI bulk CV import button, upload the PDF documents and the system will automatically process the uploaded resumes in the background without disrupting your work.
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    • Automatic data extraction: Smart CV reading automatically pulls relevant information such as name, contact details, work experience, skills and other key information and uses this to create a candidate profile.
    • Verification and editing: Once the CVs have been processed, you will receive a notification that the import has been completed and you can check or edit the automatically extracted information via the Validate uploaded CVs button, ensuring the accuracy of the data.
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    Benefits

    • Time Saving: Automating CV data processing significantly reduces the time spent on manual data entry.
    • Improved accuracy: Eliminating manual data entry reduces the risk of errors and ensures candidate profiles are complete and accurate.
    • Seamless integration: Automatically processed data is immediately available in the ATS, enabling faster and more informed decision-making.

    AI shortlisting of top candidates

    How it works

    AI shortlisting of top candidates is a feature that uses artificial intelligence to match job requirements with candidate qualifications to offer you the best possible match. The process is as follows:

    • Generate required attributes: When creating or editing job postings, administrators can use AI to automatically generate required skills and attributes based on the job title and description. Alternatively, they can define the attributes manually.
    • Candidate matching: The AI compares these required attributes to the attributes each candidate has in their profile and generates a percentage match score that shows how well the candidate matches the requirements for the position.
    • Displaying the results: The match score is displayed in the candidate's profile along with a visual indicator (colors), allowing you to quickly assess the candidate's suitability for the position. At the same time, the overview of all candidates for a given position quickly shows a comparison between the candidates who have applied.
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    Benefits

    • Efficiency: You'll make sure you're targeting the best candidates, leading to better hiring decisions.
    • Customizable: By adjusting the importance of each attribute, you can better align the matching process with the specific needs of each job.

    Conclusion

    The new AI bulk CV import and AI shortlisting of top candidates features are significant enhancements to our ATS. Process automation and the use of AI increase the efficiency, accuracy and quality of the recruitment process, allowing you to make faster and better informed decisions.

  • Talent pool

    Build a large database of contacts based on your own criteria and maintain relationships with talent.

     

    Would you like to keep in touch with someone who has already applied for a job at your company? Move them to the Talent pool! Whenever you decide that this applicant would be suitable for one of your other job offers, here you will find their contact information as well as their CV or motivation letter.

    This section can be found in the Company / ATS section under the Talent Pool tab. Based on your recruitment setup, you will see the different talent categories here. For each category, the number of contacts in that category is displayed in parentheses.

    At the same time, you can also add new contacts manually from this section via the Add candidate button.

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    By clicking on one of the categories, you can view the details of the candidate or click on the three dots next to their name to perform some of the other actions:

    • Update candidate
    • Create user
    • Update categories
    • Move to job position
    • Delete candidate

    TIP: With the Move to job position option, you can conveniently place the candidate in one of the prepared or already posted job openings.

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    GDPR

    This feature introduces critical enhancements related to GDPR compliance and Talent Pool (TP) data storage consents. The new features ensure that organizations adhere to strict data privacy regulations while managing candidate data effectively. These updates provide greater transparency and control over candidate information, safeguarding both the company and the candidate's rights.

    Key Features:

    1. Consent Management:

      • GDPR Compliance:
        • GDPR consent is mandatory for processing candidate data. This consent includes an expiration date, either set by the length of the position or defaulted to one year.
        • Once consent expires or the position closes, candidate data will be automatically anonymized.
      • Talent Pool (TP) Data Storage Consent:
        • Optional consent that allows the storage of candidate data in the Talent Pool for future job openings.
        • Admins can set the expiration date for this consent (up to 60 months) and decide whether to send automatic renewal notifications to candidates.
        • Without this consent, candidates cannot be added to the Talent Pool.

    2. Audit Logs:

      • All changes related to consents are recorded in an audit log, ensuring full compliance and traceability. This feature provides clarity and accountability regarding who performed what actions on candidate data.

    3. ATS Portal Enhancements:

      • Consent Visibility:
        • Both GDPR and TP storage consents are displayed to candidates when filling out applications through the ATS Portal. GDPR consent is mandatory, while TP storage consent is optional.
      • Candidate Data Management:
        • If GDPR consent is not provided, Admins have restricted access to the candidate's profile and cannot fully manage the candidate's data.
        • Consent documents, if uploaded, are stored in the candidate's Documents section.

    4. Candidate Detail Updates:

      • Consent Status Icons:
        • Icons indicate the status of GDPR and TP consents, including whether they are expiring or if the candidate's data has been anonymized.
      • Consent Information:
        • Detailed consent information is displayed in the candidate's profile, including the type of consent, expiration date, and how the consent was obtained.
      • Anonymous Candidate Data:
        • If a candidate's data is anonymized, only limited information is visible (e.g., first name and initial of the last name, source of application, and notes/history).

    5. Automatic Anonymization:

      • If consents are not provided or expire, candidate data is automatically anonymized to comply with GDPR requirements. This applies to both newly added and existing candidates.

    Notifications:

    • Notifications are sent to both Admins and candidates regarding consent status:
      • Consent request reminders and notifications for expiring or expired consents.
      • Confirmation when consent has been granted or data has been removed.

    Compatibility:

    • The new consent process applies retroactively to all existing candidates. Admins will have 30 days to ensure consents are properly added; otherwise, candidate data will remain anonymized with no option to retroactively add consent.