TalentFlow Reference Guide

Transcription

1 TalentFlow Reference Guide Head Office 2 Sheppard Ave. East Suite 700 Toronto, ON M2N 5Y support@brainhunter.com

2 Contents SECTION 1: About this Document... 1 SECTION 2: Your Employers Toolbox Logging Into Your Employer s Toolbox A Quick Tour Of Your Employers Toolbox Setting Your Personal Defaults... 6 SECTION 3: Create Job Requisitions and Post Jobs Using Requisition Builder... 8 SECTION 4: Manage Job Applicants View/Edit My Requisitions View Matched Candidates View Attached Résumé Manage Candidates SECTION 5: Managing Job Requisitions Extending a Job Putting a Job on Hold Closing a Job Searching Job Requisitions SECTION 6: Search Database for Candidates Search Candidates View Saved Searches View / Edit Candidate (Search by Candidate Name) Add Candidate SECTION 7: Pre-Screening Questionnaires Create a new Pre-Screening Questionnaire Pre-Screening Questionnaire Scores SECTION 8: Questionnaires View/Edit Questionnaire SECTION 9: GLOSSARY For assistance, please contact our support team at or support@brainhunter.com NOTE: The screenshots provided in this document are taken from a demo account. Candidate and job data is fictitious; any similarities are unintentional. Your TalentFlow system may present features and/or customizations that differ from this document.

3 TalentFlow Reference Guide 1 SECTION 1: About this Document This Reference Guide is designed to quickly teach you the most important functions you need to know when using your TalentFlow Applicant Tracking System (ATS) to manage your job seekers and streamline the process of hiring the best-qualified staff. You will also discover some of our favorite tips to fully benefit from the product s features. WHAT IS TALENTFLOW? TalentFlow is a cost-effective and complete end-to-end solution for managing your staffing process. TalentFlow has all the major features that employers look for in an Applicant Tracking System, plus some unique features that offer distinct advantages over other systems. As you read this document, you will learn how to use the powerful tools and functions that make up s premier Applicant Tracking System. Section 2 shows you how to log into your Employer s Toolbox and set up your personal defaults. Section 3 you learn how to use the Requisition Builder to post jobs to your corporate career site. This section includes many tips on creating job requisitions that attract qualified candidates for your job. Section 4 demonstrates how to Manage Applicants Online. You can view candidates profiles, book interviews, decline candidates or record hires all from within your TalentFlow career site. Section 5 demonstrates how to Manage Job Requisitions. You can extend job postings, put a job on hold or close a job. Section 6 explains how to Search for Candidates without posting a job. Section 7 you learn about creating Pre-Screening Questionnaires to improve the selection process. Section 8 shows how to create questionnaires. TalentFlow s Reference Guide provides all the information you need to start using your Applicant Tracking System (ATS) right away. If you ever have questions or need further assistance, we are just a mouse click or call away. Our contact information is available on our HELP pages and on the cover of this manual. Lets get started! Note TalentFlow provides online, real-time reports that measure and compare your key Human Resources metrics based on your activities within the system. You can use this to track costper-hire, time-to-hire and other critical data. There is a separate user guide just for reporting.

4 TalentFlow Reference Guide 2 SECTION 2: Your Employers Toolbox 2.01 LOGGING INTO YOUR EMPLOYER S TOOLBOX Type into the address box of your browser and press Enter. Log in to the system with your assigned Username and Password. Click Go. Your Employers Toolbox will open. Tip Bookmark this web page as a Favourite by clicking: Favourites Add to Favourites on your web browser

5 TalentFlow Reference Guide 3 Welcome YOUR NAME of YOUR COMPANY AME Tip Clicking on the word Toolbox at the top of your screen will always bring you back to the Employers Toolbox (this) menu A QUICK TOUR OF YOUR EMPLOYERS TOOLBOX Your Employers Toolbox typically contains six menus with links to all of the tools and functions that are available to you. The menu will vary slightly depending on your user access level and the modules enabled in your TalentFlow system. Here is an overview of the functions you can perform with each tool. Routed Candidates: Candidates that have been routed to you by other TalentFlow users. Interview Schedule: Details and times of booked and confirmed interviews. Candidate Offer Requests: Details pending offers to candidates. (not a standard feature and not for all users) Approval Requests: Details pending job requisitions to be approved. (not a standard feature and not for all users)

6 TalentFlow Reference Guide 4 Requisition Builder: Creation of job requisitions. Jobs can be posted to multiple sites including your corporate career site and your internal career site (Intranet). View/Edit My Job Requisitions: Manage your posted, in progress and pending requisitions, short listed candidates, and links to matched candidate profiles. View Company Requisitions: See a company-wide table listing of all open requisitions. (standard feature, but not for all users) View Group Jobs: See open requisitions for other TalentFlow system, within your organization, attached to your system. (not a standard TalentFlow feature) Search Requisitions: Search for a specific requisition by author, status, location, job stream, job type, keywords, hiring manager or requisition type. Add Requisition Template: Build a job requisition template for future use that can be accessed from the Requisition Builder as a Company or Personal Template. View/Edit Requisition Templates: View and edit the details of your Company or Personal Templates. Pre-Screening Questionnaire: If enabled, this menu will take you to the Pre-Screening Questionnaire Library. You can search for, build, copy and edit pre-screening questionnaires to be attached to specific job requisitions. (not a standard TalentFlow feature) Questionnaires Create Questionnaire: If enabled, this function allows you to create custom-made questionnaires and send them to candidates. A questionnaire can be attached to a job requisition or to a specific candidate. (not a standard TalentFlow feature) Questionnaires View/Edit Questionnaires: Edit existing questionnaires. (not a standard TalentFlow feature) Search Candidates: Perform simple or advanced searches in your résumé database to find matching candidate profiles. View Saved Searches: View results of saved candidate searches. View/Edit Candidates: Search individual candidate files by name or and add comments. Add Candidates: Manually add candidates into the database. (standard feature, but not for all users) Job Seeker Action History: View a summary of candidate actions over a selected time period. Actions tracked include new registrations and résumé updates. Edit Username and Password: Change your username, password or change your address. Add/Edit Personal Defaults: Fill in or edit your contact information. Also, fill in the information that will be used as a default for online interview booking. Edit Company Defaults: Defaulted contact information for company. (Admin user feature) Add/Edit User: Add a new username and password for someone in your company. (Admin user feature) Add/Edit Auto-Acknowledgement s: Customize automated notifications which go out to candidates. (Admin user feature) Edit Candidate Update Reminder: Customize automated notification which goes out to candidates who haven t logged in to their account for a specified period of inactivityin the last 180 days. (Admin user feature) Log Out: Log out from your Employers Toolbox.

7 TalentFlow Reference Guide 5 User/Company Metrics: Select variables to generate real-time reports. Reports statistics such as number of jobs posted, number of hires, dollars spent, cost per hire, average number of candidates interviewed per hire, average time to hire and average salary. This tool is called Report Generator. Pipeline Reports: Select variables to generate real-time reports. Reports statistics such as number of candidates in you re a-list, number of routed candidates, number of interview by requisitions. Drilldown one more level to report on candidate statistics in relation to a requisition such as routed date, interview date, status of application. Applicant Status Report: Select variables to generate real-time reports. A simple report providing the status of candidate applications grouped by requisition. (not a standard TalentFlow feature) Job Seeker Statistic Report: Review statistics such as number of job seeker by source, job type, job streams and by location. This report is available on a monthly basis. Job Statistic Report: Review statistics such as number of jobs by Job Type, job stream and by location. This report is available in a monthly basis. User Company/Tracking: Generate a log of recruiter activities on your TalentFlow system grouped by recruiter. View additional details of activities for a specified recruiter by clicking the button Show Details. Recruiter-Candidate Interaction Report: Monitor the interaction of recruiters assigned to specified candidates. Candidates assigned to a recruiter are grouped on a timeline by most recent recruiter interraction. This is an excellent way to follow-up with potential candidates after 30, 60 or 90 days since the last interraction. (not a standard TalentFlow feature) EEO Report: Generate Equal Employment Opportunity reports to comply with U.S. government requirements. (not a standard TalentFlow feature) Career Site Setup: Add or edit your career site defaults. (Admin user feature) The tools that you will use most often are covered in more detail in remaining sections of this Reference Guide.

8 TalentFlow Reference Guide SETTING YOUR PERSONAL DEFAULTS Most of the contact information for your account is entered during the setup process. Check the accuracy of your contact information by clicking Add/Edit Personal Defaults. It is also important to add the default contact information that will be used for online interview booking, since this information is not automatically added during the setup procedure. In your employer s toolbox, Under the Customize menu, click Add/Edit Personal Defaults. STEP 1: ENTER OR EDIT YOUR CONTACT INFORMATION Once at the Add/Edit Personal Defaults page, you will find a series of four dialog boxes: Your Contact Information Your Location Address Your Billing Contact Your Billing Address When complete, click on Save and Continue.

9 TalentFlow Reference Guide 7 STEP 2: SET UP DEFAULTS FOR ONLINE INTERVIEW BOOKING This is where you set up the information that TalentFlow will use for automated response messages. Tip Entering Your Interview Defaults is crucial to your ability to book interviews electronically. For example, if you have not entered your interview defaults and a suitable candidate responds affirmatively to an automated interview request, he or she will not receive a return from you containing your detailed contact information. If you prefer to contact candidates by phone to schedule an interview, this function can still be a very helpful tool for confirming your telephone conversation. In addition, it ensures those calls remain brief, as specific directions to your location can be ed for the candidate to print out versus to fully explained over the phone.

10 TalentFlow Reference Guide 8 SECTION 3: Create Job Requisitions and Post Jobs 3.01 USING REQUISITION BUILDER Open your Employers Toolbox (see page 2). Scroll down to the Requisitions Management menu. Click on Requisition Builder STEP 1: GETTING STARTED There are two ways you can build a job posting. 1. Using Templates 2. Using an old requisition that was created and posted in the past Using Templates: You can create a new template or search for one that already exists. To create a new job requisition using an existing template select Requisition Builder and follow the instructions below. Select a Job Stream from the list box. Select a Template. Blank Template is the default. Each job stream has a pre-built blank template you can use. You can also select from Company Templates or Personal Templates from the drop-down list. Click Use Template. Tip Consult with your TalentFlow Account Manager at for more timesaving tips on using & building a robust list of templates.

11 TalentFlow Reference Guide 9 Using an old requisition You also have the option of using a requisition that was created in the past. If you scroll to the bottom of the first page; it gives you the option of Searching For and using an Old Requisition. Here you can search by keywords in the job, recruiter, hiring manager, job stream, location or candidates hired for a specific job. Tip The option to Search For and Use an Old Requisition is useful when you want to use a similar requisition. For example, you may have hired for an Administrative Assistant position within the sales department and now require an Administrative Assistant in the marketing department. The roles are similar in terms of overall function, but slightly different in their specific departmental duties. This is an excellent opportunity to use an old requisition and edit sections of the posting such as department information, etc. STEP 2: JOB POSTING & TRACKING DETAILS This step is the lengthiest, but most important part of the job requisition. Here you are asked to enter ALL of the details for the requisition, including Internal Tracking numbers, Job Posting Details, Contract Details, Job Location/Pay Details, minimum Experience and Education requirements, the Job Description, Company Description and any job notes. This information will be used by Report Generator to track and report your Human Resources Metrics. Fill In Internal Tracking Details The Job Author is you. You are the person posting this requisition. If you are posting on behalf of someone else, use the pull down menu to select the appropriate person. If you are working on this requisition with another recruiter or a hiring manager, you can Share Job With that person. This person will have access to both the requisition and the candidates for that requisition. Note: The tracking questions will vary from client to client. The questions in your TalentFlow system may not be the same as shown in this image. Tip It s important to fill in all of these fields. Incomplete fields may impact your reports and make them less complete / accurate.

12 TalentFlow Reference Guide 10 Fill In Job Posting Details You will need to fill in crucial details about the job, such as start date, job title and job stream. All of the fields and options in the Job Posting Details dialog box are required in order to post your requisition. These details are used by TalentFlow s engine to generate appropriate selections in the skills, experience and eduction dialog boxes which appear in Step 3 of the Requisition Builder. The Start Date of Employment is the date that the new hire is to begin work. The default is set to ASAP (As Soon As Possible). The Posting Date is the date that the requisition will begin to be advertised on your career site. The Expiry Date is the date that this requisition will stop being advertised. The default is set for 30 days. The system will send an reminder to the job author in advance of the expiry date. Enter a Descriptive Position Title for your posting. If your career site is bilingual, you will be requested to enter the position title the other language (in this case French). NOTE: You must complete at least one position title field in order to post your ad. You still have the choice to post a unilingual ad. Tip A descriptive, easy to understand job title will attract more qualified job seekers. You will get better matches if you make the Descriptive Position Title very specific. For example, Programmer Analyst is too general. C++ Programmer Analyst would be more likely to result in finding candidates that meet your needs. Likewise, Compensation & Benefits Analyst is preferable to Human Resources Specialist. Fill In Contract Details (if applicable) Contract details are required only if you are posting a contract position.

13 TalentFlow Reference Guide 11 Fill In Job Location Details Select the Job Location for the position. Provide Additional Location Details as necessary. The Where do A-List Candidates Live? field is driven by the candidate s home location. If you choose Same Town/City, the system will move any out of city/town candidates to your B-List. Indicate if your organization will Sponsor Work Permits for the position. Fill In Pay Details Indicate the Miniumum and Maximum Salary/Rate for the position. Salary and other numeric fields must contain numbers in 'calculator' format no commas or spaces. Do not use the letter 'K' as and abbreviation for thousands. The Salary/Rate Requirement can be completed with either an hourly rate or an annual yearly salary amount. Only the Max field is required. The Min field is optional. Select whether to Display Salary/Rate to Job Seekers. This option defaults to No. Select whether to Display Salary/Rate to Vendors. This option defaults to Yes. Select whether to post the requisition confidentially - so that job seekers cannot see your company s contact information in the job posting. This should be used only if the requisition is NOT posted to your corporate career site or intranet. Tip If it s a commissioned job, set the maximum at the target income for that position. Generally, employers choose not to display salary to job seekers unless it s above average. However, keep in mind that displaying something that is considered to be a competitive advantage such as an above average salary, will also be viewable by your competitors. Potentially exposing key salary figures and retention info for your firm. Having said that, you must enter at least the maximum salary for the position even it is not displayed to candidates. This is because the TalentFlow system uses this as one of the criteria when it matches candidates to your job posting. The system compares your maximum salary to the candidate s minimum salary requirement and sorts candidates into you re A-list or B-list accordingly.

14 TalentFlow Reference Guide 12 Set Up Experience/Education Details NOTE: The Specific Degree Required section also contains certifications and professional designations. Tip These items narrow the search so you attract the job seekers that most closely match your ideal candidate profile. The availability of a specific skill set in the job market should guide your choices here. Be careful not to narrow your search too much thereby passing over job seekers with equal but alternative types of education or experience. For example, if you are looking for a Java programmer and select that you require a Bachelors degree, you may miss a job seeker with a diploma and 6 years of Java experience. It s often best not to require a specific degree, unless it is an absolute MUST HAVE for the position. Fill In Job Description Cut and paste the job description from a word processor (e.g. MS Word) into the text box in the Job Description dialog box. For bilingual career site, you may post a bilingual posting by filling in the English and the French job description field. You may also post unilingual requisitions at your convenience. If you are running Internet Explorer v4.0 or greater on your computer, you will be able to click on the Format Job Description Text button to format your job description and make it more appealing. Once complete, the TalentFlow system will automatically convert all of your formatting into the appropriate HTML code. For those of you who are used to entering HTML code in your job postings this function makes posting a job much easier and is a huge timesaver!

15 TalentFlow Reference Guide 13 Tip Job description and Job Title are key factors in attracting job seekers. Make this as descriptive as possible. A clear and detailed summary of the position, along with a list of the responsibilities that go along with it, will help a job seeker decide if this position is suitable for them. If possible, it is ideal if you can provide candidates with a specific department overview as many candidates are able to research information on your company, but may have difficulty finding out more about the specific department. Try to appeal to job seekers desire for growth. Tell them what they must have in order to be qualified to apply, but also what they will learn and be responsible for once in the role / company. Avoid acronyms or internal terminology and lingo that candidates outside of your firm would not understand. Your Account Manager can help you with the wording or may be able to provide a similar job description that you can use as a guide. Internal Job Posting Details If this job is being posted to you internal job board (intranet), you can include additional information for internal applicants only. This may include pay grade or reporting information for the position. Add Job Notes In this section, you can type confidential notes that will not be visible to job seekers. Only individuals within your company who have access to the TalentFlow system & job posting can see these notes. Job seekers see only the job description and your company description. Tip This is a good place to put details that you can t put in the job description, but that are important for Recruiters / Hiring Managers to remember when reviewing candidates for this position. You can type notes like, Replacement for Lisa s maternity leave or Due to budget constraints, max salary is $ ##,### per year no room for negotiation with candidate or Department morale is low, candidate must have very positive personality or Department is scheduled to go through re-structuring in Q4 for example. Save and Continue By clicking on Save and Continue, you have not posted your requisition yet. At this point scans your requisition to identify job positions, core skills and non-core skills that match the job stream, keywords and job description information you indicated.

16 TalentFlow Reference Guide 14 STEP 3: SET UP A SKILLS AND EXPERIENCE PROFILE In this step, you can create a profile with basic requirements needed for the position. The criteria you select here are compared to job seekers files to generate matches for your requisition. Tip s search engine produces better results if you enter your BASIC requirements for the position. If your requirements reflect your vision of an IDEAL candidate, you may miss out on many qualified job seekers that do not meet all of your criteria for the ideal candidate. Remember, the more restrictive you make the skills, the fewer A-list candidates you will receive. Select Position Functions, Core Skills and Additional Keywords s engine scans the information you entered in Step 2 and identifies Position Functions and Core Skills that match the Job Stream and Job Description in your requisition. Select one or more Position Functions and Core Skills from the lists. Specify the Minimum # of Years Experience required for each Position Function or define it as Nice to Have or Academic Only. Under the Additional Keywords or Phrases section, type any keywords or phrases that will further clarify your requirements for the position. Use this section to locate specific words or phrases in a job seeker s résumé. This may be useful if you require a specific skill or experience with a specific tool. Tip Selecting more than one Position Function can increase the number of good matches if the position functions are similar, like Project Leader and Project Manager for example. The Minimum # of Years Experience that you choose will determine the level of filtration of your search. As you select more years of experience, you will get fewer potential A-list candidates. Tip Keywords work by screening candidate résumés and profiles for the EXACT words you have entered. Keywords MUST be separated by "AND" or "OR". You can use brackets to group terms. Please don't use spaces, commas, or any other separators. This is a powerful screening tool, but if used incorrectly, you may screen out ALL candidates from you re A-list. Good Keyword Syntax Software Sales and Cold Calling (Java and (Oracle or SQL Server)) Bad Keyword Syntax Nice to have Sales Experience (This is not technically invalid, but it will screen out ALL candidates since NO candidate will have this phrase in their résumé.) Oracle, Java, SQL Server (Terms cannot be separated by commas.).

17 TalentFlow Reference Guide 15 Attach Pre-Screening Questionnaire Set Up If this option is enabled, you may select a questionnaire by clicking on the Attach Pre-Screening Questionnaire button. The Pre-Screening Questionnaire will be asked of all candidates as they apply for the job. Create A-List by Select how you would like the TalentFlow system to sort your A-list. Skills Match Threshold of % or higher: the A-List will be determined by the skills and experience matching system. The recruiter can set the minimum % score that the candidates must meet. The Pre-Screening Questionnaire will not determine whether candidates are selected for the A-List. Pre-Screening Questionnaire Score of % or higher: Only the Pre-Screening Questionnaire will be used to determine A-List candidates. The recruiter can set the minimum % score that the candidates must meet. Both Skills Match and Pre-Screening Questionnaire Score of % or higher: The candidates must meet both the Skills Match criteria and the set Pre-Screening Questionnaire score as described above. Attach ed Questionnaire If this option is enabled, you may select a questionnaire from the Select Questionnaire drop down menu. If you choose to attach an questionnaire to this requisition, this questionnaire will be ed out to A-List Candidates only. Preview Job Don t forget to click on this button and preview how your job posting will look to job seekers.

18 TalentFlow Reference Guide 16 STEP 4: SELECT A POSTING PLAN The Posting Plan dialog box allows you to select where your job requisition will be posted. You can post to your Intranet, your Corporate Career Site, and your Vendor Management System (VMS) -- all from your TalentFlow career site. The selections available will depend the customized set up of your TalentFlow implementation. Select the Corporate Career Site to post your job to your website. Select Run Live Candidate search. If you check this box off, s search engine will do a preliminary search of your database for job seekers that match your requirements. After you click Save and Run Live Search, the Match Preview table will appear with the results of this preliminary search. After viewing the Match Preview table, you again have the option to post the requisition, or you may select to edit the requisition in order to increase the number of matches. Select Launch Vendor Selector to send this requisition to staffing agencies. (not a standard TalentFlow feature) Click Continue.

19 TalentFlow Reference Guide 17 STEP 5: SET MATCH THRESHOLD- Run Live Candidate Search If you selected the Run Live Candidate Search option, the system will do a preliminary search of your database and compile a list of matches. These results are shown in the Match Preview table. The matched candidates are sorted according to how well they match the criteria in your requisition. The Match Threshold is the minimum ranking percentage that you require. The threshold value can be set on Step 3 of the Requisition Builder (see Create A-List by). You may also modify the threshold percentage value on the Run Live Candidate Search page by updating the value in the Match Threshold box and clicking the button Update Threshold and Reload. Only candidates that meet or exceed the threshold you assign will be matched to your requisition. This page shows a sample of the number of individuals in your database that match your requisition. The ranking percentage indicates how closely these potential candidates match your requirements. Beside each candidate s name there is a checkbox in the Select column. Select the checkbox and click the Invite to Apply button to send an invitation to apply to the requisition. Click the button Send to send an to the selected candidates. Click the Submit to Job to send a copy of the candidate profile to sected requisition(s). Clicking the button Send to Recruiter will submit an to the selected recruiters containing a list of the canidates from the Run Live Search to be considered. Tip You can adjust the Match Threshold percentage higher or lower to control the number of potential matches. If you have too few strong matches, you may want to make your requisition less specific or set the threshold lower. If you have too many strong matches, you may want to make your requisition more specific or set the threshold higher. Once a requisition has been posted, you will receive a confirmation screen that your position has been posted. You will also have the option to Click here to continue to "view/edit my reqs" and a list of your job requisitions will appear.

20 TalentFlow Reference Guide 18 At this point your requisition is posted to your career sites and other sources of job seekers you selected in the Posting Plan dialog box in Step 4. When qualified candidates respond to your job posting, you will be notified via that there is a match for your requisition. NOTE: Notification frequency depends on how you set your personal defaults If you need to edit your requisition later, go to the Requisitions Management section of your Employers Toolbox and click View/Edit My Requisitions. To select your requisition from the list, click on the requisition number link. You will have the opportunity to edit one section of the posting at a time by clicking on the appropriate link in the left navigation menu. Use the Posting Version menu to view the different versions of the job posting: External Posting: this is how the posting would look to a job seeker on your external corporate web site. Internal Site Posting: this is how the posting would look to a job seeker on your internal (intranet) web site. Vendor Posting: this feature is available only to clients who have the Vendor Management System (VMS). This is how the posting would look to employment agencies. Use the Posting Language menu to view the requisition in another language. This feature is available if your TalentFlow system is set as a bilingual (English/French) version.