💼 Job Set Up

This section will show you how to run through the initial set up process when creating a job role. Including using job templates, notifications and the application flow.

🟣 Using Job Templates

When creating a job you have the option to use previously created Job Templates. Job templates are a great way to ensure that the teams involved in publishing roles are always using a consistent format. 

If you would like more information about Creating Job Templates 🖱️ click here. 

To use a previously created template click on the “Choose Job Template” drop down list and select the required job template.

If needed, you also have the option to filter Job Templates, to make finding the relevant one easier though you do not need to use this.

Once you have selected the relevant job template, you also have the option to preview it:

From here you can double check all of the job details, to make sure that you have selected the correct one. Once you’re happy click “Use This Template”.

Once you have selected the relevant template, all job details will be auto-populated for you (1):

🟣 Hierarchy Visibility

If you have Hierarchy enabled for your organisation you will also see this option:

Select the drop down menu to assign an organisation to your job.

🟣 Job Details

If you are wanting to create a job from scratch without a template, firstly you will need to enter the job title (1) for the role that you are recruiting for. You will also notice that the job reference field (2) is automatically populated for you.

The job reference can be amended to whatever naming convention or format you would like, but you should check what your internal processes for naming this field are before making any changes.

You now need to enter the number of positions (1) you are recruiting for or if preferred the amount of hours (2) you would like to recruit for. 

To find out more about recruiting in hours 🖱️ click here.

Next, select the relevant job category from the drop-down menu.

Job Category examples:

Continue to fill in each section on the Job Creation page as follows:

• Enter the contractual working hours.
• Select the contract type from the available options.
• Select the contract template.

- This is only relevant if you use our Contract Management software.

• Enter the contract details.

- The text you enter here will not be visible on the job advert but could be useful for internal notes.

• Select the salary currency from the available options.
• Enter the minimum & maximum salary.

- If you do not want this to be visible on the job advert you will need to enter some text, in the ‘Salary text’ field.

• Select the salary frequency from the available options.
• Enter some text such as ‘Competitive salary’. 

- This field, if completed will be visible on the job advert, it will also mean that the salary range will not be visible on the job advert.

• Select the Country where the role will be based from the list of available options.
• Enter the job location.

- Please enter the full & correct location to ensure the candidate can search for the role based on their search criteria.  

• Enter the postcode (zip code) for the job location.

➡️ How To Add Multiple Locations

There may be times when you need to advertise a role across multiple locations. Our Multi Location feature allows you to do just that.

Once enabled, this function can be applied to job templates, existing jobs or new jobs created in the ATS.

Under the ‘Location’ section of the template / Job Create, you will see an additional option to add a secondary location:

To go ahead and add an additional location, click on ‘+ Add secondary location’.

• This will add in an additional field where you can enter the town and postcode:
  • The town and postcode for the additional location are used for job searching.

You can add further multiple locations by selecting the ‘Add secondary location’ button again (1) and if needed delete any no longer needed locations by pressing the bin icon on the right-hand side (2):

After adding your location(s) follow the next steps:

• Select a region or division from the list available.
• Select a business unit from the list available.
• Select an internal category from the list available.
• Add a cost centre.

- Not all organisations will use a cost centre so this may not be a visible option to you or you may be required to select from a static list.

🟣 Assigning Users To A Role

Assigning specific users to a role allows you to share the job with the user(s) you have assigned to it. 

One example where you may like to assign a user is if you are going on annual leave and you would like a colleague to manage the role while you are away.

The user(s) that you assign will still be restricted in accordance with their user type (i.e they may not have the same visibility and not be able to carry out the same actions in the ATS as you).

How does it work?

As soon as you publish the role, the assigned user(s) will receive an email notification. The email will contain a link, once selected, the user will be able to log in and navigate to the job.

By default the Hiring Manager role is set to the user that is creating the job, meaning you will normally see the name of the user rather than ‘Super User’.

Select the button to the right of the role (i.e. the button to the right of “Job Hiring Manager”).

A pop up will appear.

• Type in a user's name and select the search icon to filter users.
• When the user’s name appears in the left-hand box below, select the arrow pointing to the right (show against each user’s name).
• The user’s name will appear in the ‘selected’ box on the right-hand side.
• Select save.
• Repeat the process if required.

If you need to share a role with multiple people, for example multiple Hiring Managers, once you have published your job, you can share a role with several users by selecting this option within Job Flow:

🟣 Job Activity

Job activity is an additional feature that allows you to automate withdrawing or rejecting candidates at a specific recruitment stage of your choice and/or you can choose to automatically close a job.  

Activity relates to the candidate and the user processing the role (i.e. both users have to have been inactive for your chosen number of days).

To help support you the Job Activities Options allows for:

• Auto Processing Candidates
• Auto Closing Jobs

If you would like more information about Pre-Screening Questionnaires and how to auto process candidates using this method, 🖱️ see this page here.

📌 Auto Process Candidates

Only 1 of the 2 options above can be selected to take place after a period of inactivity (the period is chosen by the job creator during the job creation process). 

The automated process can only take place once a candidate has been moved to a particular stage in the recruitment process (the stage is chosen by the job creator during the job creation process).

➡️ How to use the feature:

On the 1st page of the job creation process scroll mid way to “Job Activity Options”, where you will see the following.

“Auto Process Candidates”

• Disable
  Select this radio button if you don't want to use this feature on the job you are creating.
• Withdraw Candidates
  Select this radio button if you want to automatically withdraw candidates after a period of inactivity.
• Reject Candidates
  Select this radio button if you want to automatically reject candidates after a period of inactivity.

Once you have made your selection (if using the feature) enter the number of days you wish to apply as the period of inactivity also selecting the stage from the drop-down menu.

📌AutoClose Job

You can also choose to automatically close a job after a period of inactivity (again, the period is chosen by the job creator during the job creation process, the stage is also chosen at this time).

• Enable
  Select the check box if you want to use this feature.

Once you have made your selection (if using the feature) enter the number of days you wish to apply as the period of inactivity also selecting the stage from the drop-down menu.

Once you are happy with your selections you may continue with the job creation process as normal.

🟣 Job Notifications

Job notifications are sent to the email address(es) that you have entered here, each time a candidate applies for the job you are recruiting for. This is useful if a user doesn’t need to log in to the ATS on a regular basis.

🟣 Job Application Settings

Video interviewing is an additional feature that will only be available to select if it has been agreed as part of your contract with Tribepad.

If it is part of your contract, you can select from a list of available video interviews that you or your colleague(s) will have already created. 

If your user type permits you will also be able to;

• Select ‘create a new video interview’.

This action will take you straight to the video interviewing platform.

• Select the check-box to include the selected video interview as part of the candidate’s application process.

The candidate will need to complete the video interview as part of their initial application for the role you are recruiting for.

If you are interested in learning more about our Video Interviewing feature 🖱️click here.

🟣 Application Flow

These are the steps that you require any candidate to complete when they apply for this particular role.

Expand the options by selecting the button.

The application flow is split into the following steps;

➡️The Registration Page

When a candidate selects to apply for the role, they will be presented with requests for information in order to register their profile.

1. An email address.
2. A password.

Sometimes candidates may register using Facebook or LinkedIn - see more details here.

➡️ Profile Builder

The Profile Builder contains everything that you may need to know about the candidate, for example their address and date of birth. 

You will also see information about their career history and skills along with details about their job activity, such as information about job applications they have made.

The information that you choose to include here (by making fields not required, optional or required) is entirely your decision.

The profile builder allows you to select the toggles to make certain information optional, required or not requested.

When you are toggling fields on and off, you may wish to consider how long the application process should be.

For example, if you make asking for a CV a requirement, perhaps consider if you still want to make providing details about the candidate's career history a requirement.

Also included in the Profile Builder section, is an optional toggle for 'Additional optional fields'.

This relates to 3 additional fields:

• Personal Summary
• Interests and Hobbies
• My Personal Reference

Like everything, you can choose to include these options or not. They are included as a free-text field in the application:

Wherever you see this arrow with 3 lines symbol, you can change the position of the field. 

In the example below, you may wish to move the mobile number and address for the candidate (1). These can be moved either up or down in the workflow.

To do this simply select the icon and drag and drop the field into the position you would like.

➡️ Questionnaires

At the bottom of the Profile Builder, is a section where you can add in pre-made Questionnaires to your application. 

For more information about how to create Questionnaires 🖱️click here.

Select the questionnaires button and you will be presented with a pop-up.

• Select the questionnaire type.

Some customers choose to use 3rd parties to provide them with psychometric type questionnaires, that option would be available under ‘type.

• Select questionnaire.

Pre-screening questionnaires are generally used as part of the candidate’s application journey to help you streamline your candidates right from the start of the recruitment process.

If you have already set up a pre-screening questionnaire, you will be able to select it from the drop-down list.

If you need more guidance on how to create a Questionnaire 🖱️click here.

You can also choose to have the feature enabled which allows you to select your own diversity questionnaire too - great if you regularly change or update your diversity questionnaire or you have more than 1 to choose from.

• Select candidate type.

Select whom you would like to complete the questionnaire e.g. just external candidates etc.

When the questionnaire is inserted into the Application Flow, it will show as something like this:

• You can then use the arrow with 3 lines symbol to move the questionnaire into whatever position you choose.

Something you can also do, is add a questionnaire to the Registration page of your Application Flow.

• To do this, you can simply add another questionnaire then use the symbol to move it all the way up the page. 

You will see a red line as you move it through the 'Profile Builder' section - this indicates that you cannot move the questionnaire to this section:

• Keep moving your questionnaire up until you are above the Profile Builder section:
  
  

• Please only use a standard questionnaire type when performing this action
• If you use a branching questionnaire on this Registration page, you will experience errors and your candidates will not be able to apply to your role. 

You are also able to add in Integrations to the application process at this point. To do this, simply select the “Type” drop-down and select “Integrations”.

➡️ How To Add  New Video Interviewing To A Job Via Questionnaires Option

To get started, click on the “Questionnaires” button (1):

You will then see a pop-up. First click on the “Type” drop down and select integrations (1), you will then need to click on the “Integrations” drop down and select your Video Interviewing integration (2) (this will be called whatever you chose to name this when setting up the integration) and finally click on the “Candidate Type” drop down (3) to select whether you want Video Interviews to be completed by External, Internal or all types of candidates:

Once you have clicked “add” you will see that your Video Interview Integration has now been added to your application flow:

This will automatically add your integration to the bottom of your application flow, but if needed you are able to move this using the 3 lines and arrow icon. 

To move this to post application, drag the box to the bottom (just below personal statement) (1):

You now also have the option to automatically trigger a Video Interviewing at different stages if needed. To do this, simply click on the toggle to select “Auto” (1) and then select at what stage you want an interview to auto-trigger to the candidate. 

To complete the process of adding Video Interviewing to your job, scroll to the bottom of the page and click on “finish/save and continue later” or “next” depending on whether you are editing a previously created job or creating a new one.

For further information on how to set up this integration & how to create your video interview questions 🖱️ click here.

➡️ Ask For CV

You have the option to ask candidates to upload their CV as part of their application. If you have already asked them to enter in personal information that may be replicated on their CV, think about whether you would like them to duplicate this and whether uploading a CV is necessary. 

You can make this option required, optional or not required.

• You can choose to add some text in the field to the right of ‘optional’ - to provide guidance.

➡️ Ask For Portfolio

Depending on the role you are recruiting for you may want to ask the candidate to provide a portfolio. The candidate may provide a link to their current website or even a video showing their journalism skills for example.

➡️ Ask For Additional Documents

Think about whether you need to see evidence of qualifications the candidate may have gained, you could ask them to include that type of information - when the candidate reaches this step in the application they will need to upload documents.

➡️ Date Gap Job

Some organisations need to account for a candidate's previous job and or address history spanning X number of years.

Date gap allows you to collect this information and also allows the candidate to account for a Life Event (perhaps a candidate has just left further education and cannot provide any career history).

For further information about Date Gap 🖱️click here.

➡️ Diversity Questionnaire

The final step in the candidate's application process is to choose if and at what point you would like to provide your diversity questionnaire (if applicable).

Toggling the Diversity questionnaire on means that the candidate can complete the questionnaire at this point if they wish.

However, if you would like to make your Diversity Questionnaire a mandatory part of the application process, you can use the arrow with 3 lines symbol to move the questionnaire up into the main part of the application flow:

The application progress bar toggle can be selected so it shows as ‘Yes’ and if you would like to provide the candidate with the extended version, move the toggle to show ‘Extended On’.

This will provide the candidate with a progress bar during their application so that they know what they have completed and what actions are remaining.

Once you have finished setting up the candidate's Application Flow you can minimise the menu.