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🌱 Introduction

Welcome to your 10 Steps to Success guide - designed to help you get the very best out of your Tribepad Gro platform.

Whether you're new to Tribepad or looking to optimise your existing recruitment process, this guide takes you step-by-step through each stage of the hiring journey. From approving job requisitions to onboarding and hiring, each section is packed with practical tips, key features, and useful tools to help you streamline workflows, improve candidate experience, and make confident, data-driven hiring decisions.

Tribepad Gro is built to be flexible, intuitive, and powerful - and this guide will show you how to unlock its full potential. 

 

10 Steps to Success

 

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☑️ 1. Approve A Job Requisition

  • Approvers are added to an Authorisation policy by specific user types
  • Policies can be added to Job Requisition templates so that specific approvers are used as default
  • Jobs cannot be created until a role has been fully approved
  • Approval or Rejection can be given on a Job Requisition. Notes can also be added to give context on approver’s decision
  • Superusers can override authorisation requests if required

*Authorisation is a system wide on/off function within the ATS.

 

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💼 2. Add A Vacancy

  • Vacancies are added using a job template or as a stand-alone process. If using Job Requisition, any fields previously populated are pulled through into the job information
  • Information can be pre-populated and locked down (in a template), making vacancies easier and quicker to add, and more consistent in their content
  • Add in elements (questionnaires, portfolio requirements, covering letters etc.) to your application process, to gather all the relevant information from your candidate at the right time
  • Incorporate your Diversity or Equal Opportunities questionnaire into your application process, so that you are guaranteed to capture that valuable information
  • Choose to request a CV upload from the candidate, or for them to fill out career or education history
  • Set specific interview processes for different roles if required

 

➕ Additional features within this stage:

  • Single Job Description formatting – use a single box to format your Job package and description
  • Ad Assistant – use our checker to make your adverts more accessible and effective
  • Anonymisation policies – choose which elements of an application are made available to your Hiring Managers
  • Job Booster* – choose the right Job Board to post your roles to. Pay a one-off fee for a set amount of time or use existing credits from Job Boards you have a relationship with
  • Job Authorisation – attach a policy with specific approvers, to authorise the role before it is published
  • Pronouns – allow your candidates to choose which Pronouns best suit them
  • Vacancy Poster* - post to multiple job boards simultaneously
  • Broadbean*  - post to multiple job boards simultaneously

* = feature incurs extra charge

 

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👤 2a. Candidate Engagement

  • Job Search site / Career Site Builder* - your candidates can view all your active vacancies and link directly to your ATS to apply and create a profile. 
    • You could even create your own Careers site and make it look and feel exactly how you want it! 
  • Passive Candidate - Add candidates as a ‘Passive Candidate’ if you have interacted with them outside of the platform (e.g. at a job fair or have received a speculative CV) and get them started with creating a full profile
  • Ad Hoc emails - Send out emails based on templates, to candidates at any point in their application journey

* = feature incurs extra charge

 

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🕑 3. Application Period / Screening

  • Applications are received from candidates up until the closing date
  • Candidates may be screened from within your internal database (your ‘Talent Pool’) and invited to or applied onto different roles
    • Tag them appropriately, filter as required, save ‘groups’ of candidates together that fit certain search terms
    • This depends on preferences specified by the candidate at registration stage
  • Set up application questionnaires and make use of ‘Killer Questions’ to auto-process your candidates as appropriate
  • Freeze recruitment activity for specific time periods using our ‘Stop the Clock’ functionality, so as to protect your Time to Hire figures

 

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🔊 4. Shortlisting And Feedback

  • Review your candidate’s profiles and applications 
  • Use the candidate’s ‘Mini profile’ to review their whole application at a glance
  • Quickly identify candidates that have indicated a disability, as well as internal, external, agency, ‘At Risk’ and Passive candidates, via icons on their profiles
  • Use ‘Process’ (internal) questionnaires to capture feedback from internal users
  • Make use of candidate anonymisation to reduce unconscious bias from your Hiring Managers
  • Move candidates easily through the different stages of the application process using ‘Drag and Drop’

 

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💼 5. Interview

  • Set up and rename specific interview stages via ‘Manage’, our self-serve tool
  • Invite candidates to specific interview slots or allow them to book their own from a selection
  • Candidates can go through multiple stages of interviews, e.g. Pre-screening call > Teams/ virtual interview > Face to Face interview > Site visit etc. 

 

➕Additional features within this stage:

  • Office365 / Google calendar integration* – sync up your Office365 or Google calendar with your ATS, to allow for seamless interview booking
  • MS Teams integration* – send Teams invites directly from your ATS

* = feature incurs extra charge

 

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✍️ 6. Conditional Offer

  • Generate an offer letter to your candidates (using letter templates)
  • This may be conditional or may include a contract at this stage
  • Use the ‘Pre-Offer’ bucket to trigger Onboarding actions needed for your pre-employment checks, before a full contract is sent out to your candidates. 

 

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📜 7. Contract Generation

  • Generate contracts from the system via the use of templates 
    • Include snippets, variables and images in your contract
  • Send out contracts and offer letters together, if you have not already done so
  • Candidates can request changes or reject the offer at this stage

 

➕ Additional features within this stage:

  • Contract Authorisation – send your contract for review before it is sent out to the candidate
  • E-sign* – Tribepad’s answer to Docusign – let your candidates feel they are electronically ‘signing’ a contract, adding initials or completing a checklist when accepting their contract

* = feature incurs extra charge

 

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📂 8. Onboarding

  • Trigger Onboarding processes – these could be for your candidates or for internal users
  • Decide when you would like candidates or internal users to be contacted and what you would like them to do 
    • Onboarding processes can be manual process or triggered automatically at any stage in the application journey (from In-Review stage onwards)
  • Send Documents and Policies to candidates with ease. Upload these from existing files or paste into the platform and use our handy file editor
  • Send questionnaires to internal users or candidates, at any point of the application journey. Use standard or ‘branching’ formats, according to your requirements
  • Send reference checks to candidates and referees, directly from the platform and without the need for expensive 3rd party interaction
  • Send videos to your candidates to welcome them into your fold (these must be hosted on YouTube or Vimeo, prior to including in the platform)
  • Add your Onboarding items into a checklist so all completed and pending actions can be seen at a glance
  • Add notes onto your Onboarding candidates’ profiles - make them visible for all internal users or keep them just for your eyes only
  • Set Download policies against a package so that specific bits of information can be downloaded later on (e.g. for HR systems etc.)

 

➕ Additional features within this stage:

  • Integrations with Onboarding* – if you have any integrations which you would like to trigger at different stages in the application journey, you can trigger them as part of the Onboarding process

* = feature incurs extra charge

 

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 🙏 9. Accepted 

  • Your candidate will move into the ‘Accepted’ stage of the process once they have accepted their contract
    • This can be done manually or automatically
  • Trigger other Onboarding processes at this stage, e.g. uniform ordering, IT equipment requests etc.

 

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🎖️ 10. Hired

  • Once your candidate has completed all Onboarding processes, you can move them to ‘Hired’
  • Trigger Confetti to ‘explode’ on your screen when moving a candidate to Hired! 
  • ‘Time to Hire’ and ‘Time to Fill information can be pulled out of Insights, Tribepad’s reporting suite
  • The candidate will then stay in the system until they are automatically deleted (based on your own data retention rules).

 

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🔑 Other Areas Of The Platform

➡️ Insights - Existing Reports And Custom Reporting

  • Utilise around 70 pre-built reports and pull out the data that you want to see from the platform
  • Amend the existing reports to only show what you wish to see
  • Export data as a CSV file, and save and schedule reports to drop into your inbox whenever works for you
  • If the pre-built reports don’t work for you, build your own reports
    • Bring in questionnaire responses by building a ‘Custom Column Set’
    • Export encrypted Onboarding data securely (e.g. bank details, National Insurance information) via SFTP
    • Add in output rules to columns to make the data perform in a way that works for you

 


➡️ Manage

  • Self-serve ATS amendments through your ‘behind-the-scenes’ tool, Manage
    • Amend the emails that come from your platform 
    • Change the content that users interact with
    • Customise your interview workflows
    • Set your Data Protection and Data Retention rules for your platform
    • Manage tracking Cookies on your ATS for candidates and internal users



➡️ Integrations

  • Seamlessly bring in existing partnerships to work with Tribepad
  • Trigger integrations automatically without the need for manual input
  • We work effortlessly with renowned companies such as: 
    • DocuSign
    • RefNow
    • Arctic Shores
    • VeriFile
    • Sterling
    • Microsoft - Office 365 and Teams


➡️ APIs

  • Allow your alternative organisational software to work with Tribepad by setting up APIs
  • Access to our API Portal allows you to view the documentation relating to your connections - https://docs.tribepad.com/docs/getting-started*

* This list is currently a work in progress and is not an exhaustive list.

  • We can support APIs which focus on
    • External Applications
    • Retrieve Applications
    • Simple Job Create
    • External Career Sites
    • Options Values
    • Candidate Custom Fields

 

‼️Please note - most of the APIs which we are able to link with, will require a key to set up a secure connection.