Creating Job Vacancies

Creating a Job Vacancy from the Landing Page

Once you are logged into the recruit system it is incredibly simple to create a Job. From the home page, go to the right hand side of the screen and select Create Job. Once you start to create a Job, it is broken down into clear sections and you are guided through the whole process with the job creation wizard.

Dependent on permissions you will either go directly into the job creation process or you will be presented with 2 options.

• Classic Job
• Leadership Job ( This is a more in-depth advanced Assessment) please speak to your Account Manager

Note: The standard for most will be Classic Job, and if that is the case you will go straight to the Job Creation process. If you are interested in our more in-depth, more complex Leadership assessments please discuss with your Account Manager or Salesperson, or contact support to discuss adding Leadership Jobs to your system at an agreed contract rate.

Below is a Classic Job creation process run through.

Enter the job vacancy details

To add a Job vacancy these details need to be completed:

• Job Name This is the name of the job vacancy to be stored in the system
• Company This is the company that the job vacancy is for. Select from the list of existing companies configured in the system, or add a new one.  New companies added here will be available for selection when creating other job vacancies
• Assessment Language Where you can set the default language for the role and the candidates for this job, this is normally English, if you need to add different Languages the default template for the language will be populated.
• Closing date An indicative date you want the assessments to be completed by
  • Instant options: 1 Week, 2 Weeks, 3 Weeks and 4 Weeks, Or Custom Date
• The Job Role Selecting a role for the vacancy allows for the candidates to be compared to a Job profile based on the specific needs for that role
• Reference Enter an internal reference number for the job if applicable
• Notes Notes you wish to include for added information or identification, capture any other pertinent information regarding the job vacancy
• e-mail notifications Receive e-mail notifications when candidates and the Hiring Manager complete their assessments

Once the mandatory information is added, click on SAVE

• This will create the job vacancy without adding either the candidates or the hiring manager (these can be added later)
• You will be taken to the Finish Setting up the Job Wizard:

Once these details are complete create Job is done, now click on Add Candidates under Step 2 to give you the option to Add candidates, either one at a time, or to Upload Candidates using a downloadable template.

In this example we will Add, not upload candidates, you are able to add candidates, define the schedule and choose to include or exclude the candidates profile, the candidates profile if set to Yes is presented to the candidate on completion of their assessment and can be exported to pdf. 

Note: if the View Profile is set to NO this cannot be changed once the candidate has been invited.

To add candidates to the job vacancy add the requested First Name, Last Name, Email and Language for the candidate as shown on screen, if you want to add more than 1 candidate click on Add New Candidate and follow the same process.  

To add another candidate, just choose to ‘Add new candidate’ 

Once a candidate/s have been added, an Assessment will be sent via email (according to the schedule you choose) for the candidate/s to complete.  

You are able to choose when to send this Assessment by selecting:

• Send assessment now - This will send the assessment as soon as the Job Vacancy setup process is completed which is only a few minutes.
• Choose a start date and time - this will allow you to choose a date and time for the assessment to be sent in future
• Schedule assessment later - this means nothing will be sent until you edit the candidates later and set the schedule

Once the assessment schedule has been set you are then presented with the option to include or exclude the candidate profile. If you set the The candidates profile to Yes, a Job and Cultural Preferences profile is presented to the candidate on completion of their assessment in English, and can be exported to pdf.

Note: if the View Profile is set to NO this cannot be changed once the candidate has been invited.

Once configured click on NEXT

Configure Email Notifications

You will be able to configure the email notifications that are sent to the candidates according to their language set when adding, if all English GB you will see no other Language Options, if for example one of the candidates was French and the French language was chosen, you will see an additional toggle to go to the French template for review.

Default text is provided for the email notification in the following fields:

• From name
• Subject heading
• Message body

It is possible to edit each of these by selecting the box containing the default text.

When editing the message body itself, it is possible to use the following dynamic tag values/mergefields:

• First name
• Job vacancy name

By inserting these in the editor, the dynamic value will be populated when the email notification is sent out. 

Once set click on NEXT

You are then provided with a Summary of the Candidate information and a Preview of the candidate email. Once you are happy with the setup click on SAVE

The Setting up a Job Wizard will now prompt you to Add a Team Benchmark (essentially the Hiring Manager or delegate), click on Add team benchmark

The Hiring Manager will receive a questionnaire asking them about the culture of the team and organisation that the job vacancy is for. The responses to the questionnaire will be used to determine the candidates’ Team Fit.

Add all of the required details for the Hiring Manager, First Name, Last Name, Email, and Language

Then answer the question regarding whether this questionnaire is to be completed by the Hiring Manager, default is Yes and you can then move on to the questionnaire schedule.

If however if you choose No, you can then choose a ‘delegate’ to complete this questionnaire on the manager’s behalf.  This will allow you to enter the delegate’s details.

Similar to the candidate configuration, it is also possible to choose whether to send the questionnaire as soon as the job vacancy configuration process is complete, or to schedule the questionnaire for a future date and time, or to decide on the schedule later and edit the job details to update it.

Once configured click on NEXT and you will be able to configure the email notifications that are sent to the Hiring Manager or Delegate, if you have chosen a different language to that of the role, for example if the Hiring Manager is German, and you chose their Language as German, the template for the Hiring Manager will be shown in German.

Default text is provided for the email notification in the following fields:

• From name
• Subject heading
• Message body

It is possible to edit each of these by selecting the box containing the default text.

When editing the message body, it is possible to use the following dynamic tag values:

• First name
• Job vacancy name

By inserting these in the editor, the dynamic value will be populated when the email notification is sent out. 

Once set click on NEXT

You are then provided with a Summary of the Hiring Manager and Delegate information and a Preview of the email. Once you are happy with the setup click on SAVE

Success: You have now created a Job and it has probably taken less than 10 Minutes!

The vacancy will be created and you will be taken to the Job Vacancy Details page, from where you can manage that Job vacancy. You can monitor progress, add/edit candidates, add Documents for the job (up to 10) send reminders, and finally view the reporting outcomes, and export the results.