Recruiter. Training & Reference Guide. hrx. Commercial In Confidence

Transcription

1 Recruiter Training & Reference Guide

2 Contents OVERVIEW Springboard: System Overview Springboard: Candidate Portal Springboard: Basic How To: Log into Springboard Dashboard RAISE JOB How To: Create a Job (Manually) How To: Create a Job (RTH) How To: Find a Job How To: Build Questionnaires How To: Create Questionnaire Groups SEARCH FOR TALENT How To: (Basic) How To: (Advanced) How To: Link from Folders ADVERTISE ROLE How To: Create ments How To: Manage ments How To: Use the Channel Builder 2

3 Contents (cont.) PROCESS CANDIDATES How To: Create Candidate (Manually) How To: Review (Grid Mode) How To: Review (Review Mode) How To: How To: Bulk Print How To: Change a Candidate s Status How To: Create Notes for How To: Create Tasks for How To: Edit a Candidate s Application How To: Link to Other Jobs How To: Attach Documents to an Application How To: Generate an Offer How To: Administer a PreVisor Test How To: Post to a Folder How To: Flagged How To: Request Feedback about How To: Review the Feedback How To: Correspond with How To: Set up an SMS account How To: Create an SMS template How To: Send an SMS How To: Merge How To: Assign Hiring Manager Access FILL JOB How to: Close/Fill a Job Candidate FAQs 3

4 Springboard: System Overview Candidate Portal: Job Boards: SEEK, MyCareer, CareerOne, JobX, etc Refer to Apply through Website Other sources of Applications can either be referred to the Candidate Portal to submit their application, or they can be submitted manually by the recruiter through the Springboard Backend. This is your Internet site. apply through here when visiting or directed to your home page. They will submit their application directly into RecruitASP. External and Referrals Manually ed Applications External Springboard is configured to post to and accept candidates from SEEK, MyCareer, CareerOne and other major job boards. applying through here will submit directly into Springboard. Springboard Backend Post Ads to Organisation Internet site Post Ads to Organisation Intranet site Post Ads directly to Integrated Job Boards Release roles to agencies to submit candidates directly into Springboard Intranet Portal: Internal and Referrals This is your Recruitment Backend. All candidates submitted will end up in Springboard and are processed through here by the Recruitment Team. Agency Submitted Agency Portal: This is your Intranet site. applying through here will be internal applicants. They will submit directly into Springboard. Staff can refer a friend from here which will a link allowing an application to be submitted directly into Springboard. Approved Requisitions Request To Hire This is your online Recruitment request that allows Managers to raise a staff request, gain approval, notify the Recruitment Team and create the job in Springboard. to Review Feedback Review This allows Managers to review applicants and resumes online and provide feedback without requiring a login. Preferred Recruitment Agencies can be provided with limited access to that allows them submit candidates directly into Springboard for designated roles. 4

5 Springboard: Candidate Portal The Candidate Portal Visitors Registered Users Jobs Register as a potential candidate Jobs Apply for Jobs Manage and Maintain a Candidate Profile Monitor the progress of current applications Create and Manage Job Alerts 5

6 Search Candidate Springboard: Basic Skip advertising if enough suitable talent is already identified > Manager Raises via Request to Hire > Self Create Pre- Approved Job > Complete Job Details > Attach Questionnaire if required > Attach Recruitment Workflow/ > Conduct SmartSearch using a Position Description > Search Pool > Search Folders > Consider from Historical Jobs > Post advertisements on your careers site > Post advertisements on your intranet > Post advertisements directly to 3 rd party job boards. E.g. Seek and MyCareer. > Review Applications > Correspond with > Schedule Interviews > Record Feedback > through recruitment phases > Post identified talent to Folders > Make Offer > Generate Offer > Onboard Candidate > Readvertise if required 6

7 How To: Log into Springboard Springboard is a secure system, and each user should have their own set of login details, and change their password regularly. 1. Browse to in your web browser. This will load the backend login page. (Your login URL may be different if you are running Springboard from a custom domain. E.g. ) TIP: Make sure you change your password the first time you log in. To change your password: 1. Click on My Details under Administration on the Dashboard. 2. Fill in the following fields: current password, new password and confirm password. 3. Click Update. 2. Enter your Login Name and Password, then click the Login button.. 7

8 Dashboard The Dashboard is the home page of the Springboard backend. It acts as the central quick access point to the most used features of Springboard including: My Tasks Create, View and Complete your own tasks, and toggle between List or Calendar view. Click to complete the task. Click More to access all of your overdue and upcoming tasks. My Jobs- Ability to access your latest jobs, attached to these jobs and what stage of the process the furthest candidate is at. Click the New, Current, or Furthest Candidate links to access your candidates. Click More to access all of your current jobs. My ments - Ability to view the latest advertisements and the life of the advertisement remaining on the job board. Click More to access all of your currently posted advertisements. My Folders Most recent talent folders with the status and the access to candidates within the talent folder. Click More to access all of your talent folders. OTHER KEY ICONS: Click Help & Training to access the User Guides & Web Help. Click to minimise and hide the Springboard navigation menu. 8

9 How To: Create a Job (Manually) The job is the central record for each of your hiring needs. For each vacancy you are recruiting for a job should be created. This will store all the details for the position being filled and link to all the advertisements and candidates associated with the position. 1. Click on Jobs and then Create Job in the left hand navigation menu. 2. Enter the base details and click Create or select a requisition to copy using the and click Copy. 3. This will then load the full job details form. Complete the details and click Update. 1. If you need to assign a process click Select to attach the appropriate process. 2. If a questionnaire is required click Create Questionnaire to attach the questionnaire. 4. Approve the job using your relevant approval process. 5. If you are using Suppliers you can attach them to the job using the Add Suppliers tab. 9

10 Hiring Manager Approving Manager Recruitment Centre How To: Create a Job (RTH) The Request to Hire process allows a Hiring Manager to raise the recruitment request online, and submit it through relevant approval processes. Once approved the job will either be created immediately in Springboard or sent to the recruitment team as an The Hiring Manager browses to in their web browser. This will load Step 1 of the Request to Hire page. The following process covers the Request To Hire flow: > Initiates the request to hire > Enters the relevant position details > Designates/validates the relevant approvals > Reviews and submits the request > Receives an advising the request has been raised, with a link to review the request > Reviews the request > Endorses/approves the request if valid, or rejects if not > Repeats for each approving manager in sequence > Job automatically created in Springboard > Receives an advising that a request to hire has been raised and approved > Manages the recruitment process through Springboard 2. Once all approvals have been received a draft job will be created in Springboard. You will then need to complete the final details by accessing the job and: 1. Assign the Recruiter who will be working on the role. 2. If required click Select to assign the appropriate process. 3. If a questionnaire is required click Create Questionnaire to attach the questionnaire. 4. Update the Status of the job to Approved. 5. If you are using Suppliers you can attach them to the job using the Add Suppliers tab. 10

11 How To: Find a Job You can search the job by using the job number, position title, or any of the other available search criteria available. 1. Click on Jobs in the navigation menu. 2. Enter your search criteria. If you want to view all open jobs you can do this by leaving the search criteria blank. 3. Then click Search. THE SEARCH RESULTS GRID: Click here to access the Job Details Screen This is a count of how many current candidates there are for this job. Click the number to view the candidates 11

12 How To: Build Questionnaires Questionnaires are questions, or groups of questions that can be asked of as a part of the application process to gather more information relevant to the specific role. When used, will complete the standard application form as well as the additional questions you specify. How to Create Questions: 1. Click on ments (or Jobs) in the navigation menu and select Questionnaire Builder. 2. Click the Create Question tab. 3. Enter the question details and click Save Question. Key details include: 1. Question Text 2. Question Type 3. Mandatory 4. Section Text 5. Answer Options (Text box Details or Answers) How to Edit Questions: 2. On the Search Questions tab click the Search button 3. Click on Edit Question for the question you want to update. 4. Update the question details and click Save Question. You can also Copy or Delete the question here. 12

13 How To: Create Questionnaire Groups How to Create Questionnaire Groups: 1. Click on ments (or Jobs) in the navigation menu and select Questionnaire Builder. 2. Click on Questionnaires tab 3. Click on the Create New Group button. This will display the available questions. 4. Select the questions you want to include in the group and click Add Selection. 5. Review the order of questions; give the group a name and click Save. How to Delete a Questionnaire Groups: 3. Click the to delete the desired questionnaire group How to Apply Filters to Questionnaire Groups: 3. Click Apply Filters for the desired questionnaire 4. Specify the Questionnaire Threshold (as a %). This is the pass mark for the questionnaire. 5. Assign a score to each question and answer and click Save. Questionnaire Scores for filters Type Values Description Information Only N/A Question will not be scored and response is used for reference only Mandatory Yes, No Must be answered correctly (Yes answer option). If incorrect the candidate will fail, but will not impact their % score. Score 1-5 0% to 100% Questions to be used in calculating the score. 5 is the highest. The answers are assigned the % of the questions score. 13

14 How To: (Basic) SEARCH 1. Click on in the navigation menu. 2. Enter keywords and/or candidate details and click Find. Click this button to retrieve saved searches. Access Help by clicking on any of the buttons. RESULTS You may wish to save the search so that it can be retrieved and reviewed at a later date. Click the button to save. You may wish to modify your search terms. Click to expand the search fields. Make any relevant changes to the fields and click Find. Click this button to save your search so that it can be retrieved later Click this button to modify your search. 14

15 How To: (Advanced) TALENT FOLDERS 1. Click on in the navigation menu. 2. You can search for candidates who have been added to a talent folder by expanding the Folders tab. 3. Fill in your filters and click Find. JOB HISTORY 1. Click on in the navigation menu. 2. candidates who have applied for a job using the Job History tab. 3. Fill in your filters and click Find. See next page for guide on how to search for candidates via Forms. 15

16 How To: (Advanced) cont. FORMS 1. Click on in the navigation menu. 2. You can search for candidates who have been added to a talent folder by expanding the Forms tab. 3. Fill in your filters and click Find. Example 1 - All candidates who have entered 'Sydney' as a response to any question on any form. Example 2 - Because 'preferred work location' was been identified as a dropdown field on the form, you can search for multiple responses at the same time. 16

17 How To: Link from Folders Folders allow you to track and maintain groups of candidates that you consider potentially suitable for working in your organisation, but have no current vacancies for. When a suitable vacancy opens you can link the candidate from the Folder to the job without needing them to apply again for the role. 1. Click on Folders in the left hand navigation menu. 2. Specify your search requirements from the available fields and click Search. The name of the Folder. Click Here to view the folder details. Number of candidates in the folder. Click Here to view the candidates. Indicates if the folder is shared. Owner of the folder. Only this person can edit folder details. 3. Identify the relevant Folder and click the number in the column to open the list of candidates in the folder. 4. Click the next to the candidate(s) that you want link and select Link to Job from the action menu. 5. Click on the Job LOV to search for the job to which candidate(s) need to be attached. This will bring up the list of jobs available in the system. Choose and click on the job which will then populate the job details in the text box. 6. Click Go and the candidates will be added to the job. 17

18 How To: Create ments 1. Click on ments and in the left hand navigation menu then click Create ment. 2. Click the to open the LOV and select the Job the ad is for. This will pre-populate all relevant fields from the job. 3. Complete the remaining mandatory fields and the advertisement text and formatting in the WYSIWYG box. 4. Select whether you would like to send reminder s to candidates who have saved draft applications. 5. Select the job boards you would like to advertise on, and complete the relevant job board details. 6. Click on Submit New Job. The job will post immediately to your careers site, and to 3rd party job boards with the next job feed. 18

19 How To: Manage ments Any time after you have created your advertisements you can return to make changes to your content, categorisation, post to additional job boards, or archive if no longer required. 1. Click on ments in the left hand navigation menu to access the Search ments screen. 2. Enter your search criteria. You can return all current advertisements by leaving the search criteria blank. 3. Then click Search. THE SEARCH RESULTS GRID: Click the Req Ref number to access the job details. Job Board indicators show where the ad is posted, and when its due to expire. Edit Job; Archive Job; Delete Job; Resubmit Job Click here to view the ad. MANAGING ADVERTISEMENTS: Click the Ad Ref number to quickly access and edit and individual ads details. 1. Tick the Edit, Archive, Delete, or Resubmit job box for each ad you want to action. Click to show performance statistics for the ad. 2. Click Submit to action the request. Editing will take you into an edit screen to make your changes. If you selected multiple ads, these will be presented to you one at a time. Any edits, as well as other selected changes will occur immediate on your careers portal, or with the next feed for 3 rd party job boards. 19

20 How To: Use the Channel Builder 1. Access Channel Builder via one of the following locations within the ments module: URL icon listed against every Job Ad in the search results page 2. On entering the Channel Builder action, simply select/fill in the link destination and source details, and click Generate Link. Channel Builder button on the Create ment screen 3. Once generated, you have two options for posting this link: Click on the 'URL' icon for that link. The link is displayed in a pop-up window, which you can then select and copy to manually post anywhere you wish. Share this job immediately to your social network of choice. It is advisable to post to the network that corresponds to the Source value you have assigned. 20

21 How To: Create Candidate (Manually) For candidates who are unable to make use of the careers website you can submit an application into the system on their behalf. Generally you would encourage the candidate to submit their application themselves as this will save you time. It also ensure that the candidate has a login for the system and can take advantage of the other features on offer such as submitting a profile or creating a job alert. To create a candidate manually: 1. Access Create Candidate from the menu. 2. Fill in all applicable fields in the 4 sections: Personal Details Resume (with pre-fill option) Actions (link to job) Candidate Profile 3. Click Create Candidate when finished. TIP: After browsing and attaching a resume, clicking the Pre-fill from resume button will parse the resume and automatically fill in the relevant details in the Candidate Profile. This will save you time filling out each field in the Candidate Profile from scratch. 21

22 How To: Review (Grid Mode) can be reviewed at any time after their application has been submitted. There is no need to wait for the advertisements to close before you begin the review process. Grid mode is ideal for quickly screening candidates based on questionnaire scores, citizenship requirements, assessment results etc. 1. your job and click the link in the search results to access the candidate processing screens. You can also access the candidate processing screens via the relevant links on the Dashboard and the Job Detail form. THE CANDIDATES GRID: The processing stages. The number indicates how many applicants are in that stage. A red asterisk indicates the stage is mandatory. Candidate Name Filter. Enter a name or part of a name to filter and show just the candidates matching that name. The Grid. All columns can be sorted. Add or edit a short comment about the candidate to help with the review The Navigation Menu Action menu. (Also available via Right click) Navigate between pages of candidates 22

23 How To: Review (Review Mode) Review mode allows you to quickly review the applicants resume, cover letter, application form, and historical notes all from within the browser. It is ideal for reviewing candidates in further detail after an initial screen has been made using the Grid mode. 1. From the candidate grid Double Click on a candidate or click the in the upper right corner to access review mode, CANDIDATE REVIEW MODE: Toggle between Grid mode and Review mode. Navigate Previous and Next Candidate Tabs allow toggling between the Resume, Application Form, Notes, and Documents. Resume displayed directly inside the browser Action menu. (Also available via Right click) Add comments and flag candidates as you review 23

24 How To: Review (Review Mode) App Tab In the App Tab, you can view all the applications and forms a candidate has submitted. Dropdown list allows for toggling between the candidate s LinkedIn profile, forms and job applications (where available). 24

25 How To: The processing functionality in Springboard allows you to perform a variety of functions such as sending s to candidates, progressing their application through recruitment stages, posting them to talent folders, and generating offer letters. 1. To process an application select the relevant candidates (one or more) by either clicking and highlighting them in the grid or ticking the next to their name. 2. Right Click on the selected candidates, or use the Select Action option at the bottom of the screen to open the action menu. 3. Click on the desired action. This will open a modal window specifically for the action. 4. Complete the relevant information to process the action. 25

26 How To: Bulk Print When you need to extract applications or resumes from Springboard for external review you can use the bulk print functionality to generate a single PDF file that includes all the relevant details for your desired candidates. This can then be downloaded and stored, ed or printed for hiring managers, or used to review while offline and travelling. The bulk print process is initiated as an action from the candidate processing screen. 1. Select the desired candidates and choose Bulk Print from the Action Menu. 2. Specify the required details, such as filename and what to include. If desired enter an address to send the file to when ready. Then click Bulk Print. 3. The process will take about 10 minutes to complete. You can leave this screen and continue working while you wait for this to finish. 4. To return and pick up your completed PDF file click Bulk Print under in the navigation menu. Click on the name of the file to download it to your computer. Or if you set it to , it will be sent to the specified addresses when completed. 26

27 How To: Change a Candidate s Status Changing a candidates status allows you to progress them through the recruitment process or reject them. The change status process is initiated as an action from the candidate processing screen. 1. Select the desired candidates and choose Change Status from the Action Menu. 2. Select the status to move the candidate to and if applicable enter a reason. Then click Change Status. TIP: You can also change a candidates status by dragging them from the grid and dropping them over the desired status. TIP: If your process contains mandatory statuses (indicated by a red asterisk) you will not be able to move a candidate past this point until they have been in that status. 27

28 How To: Create Notes for Notes logged against a candidate allow you to enter details about the specific candidate or application that can be reviewed by other recruiters who may be working with this candidate on other roles now, or in the future. Notes for candidates are initiated as an action from the candidate processing screen. 1. Select the desired candidates and choose Create Note from the Action menu. 2. Enter the note details and click Create Note. TIP: Creating a note from the action menu is different to adding a comment in the grid, which is intended as a quick reference for the recruiter of that role. 28

29 How To: Create Tasks for Tasks can informally be referred to as reminders or to-do list within the Springboard system. Tasks can also be used as a way of communication among the recruitment team, and assigning ownership of particular actions such as reference checks, advertising, or candidate interviews. Tasks can be associated to either a job, a candidate, or both a job and a candidate. Tasks for candidates are initiated as an action from the candidate processing screen. 1. Select the desired candidates and choose Create Task from the Action menu. 2. Enter the task details and click Create Task. 1. Select the type of task 2. Leave the task status as Open, unless this task has already been completed. 3. Enter a date the task needs to be completed by. This is the Due Date. 4. Enter the details of the task in the subject and notes fields 5. Assign the task to yourself, or other relevant user 29

30 How To: Edit a Candidate s Application Once a candidates has submitted their application they cannot make any further changes to their application. This prevents them from making changes after the recruiter has begun reviewing it. As the recruiter you will be able to make changes on behalf of the candidate. The edit application process is initiated as an action from the candidate processing screens for a single candidate. 1. Select the desired candidate and choose Edit Application from the Action Menu. 2. Make the required changes to the application form and click Save. Click Close to close the window when done. TIP: Make sure you click Save from within the form. 30

31 How To: Link to Other Jobs When a candidate is not suitable for the role they have applied for, but you consider them suitable for another role, you can link them to the other Job. This will copy or move their application onto the new position so that they do not need to reapply. The link to job process is initiated as an action from the candidate processing screen. 1. Select the desired candidates and choose Link to Job from the Action Menu. 2. Select whether to Move the candidates off this job and onto a new one, or to Copy their application onto the new role. 3. Select the position that you want to link the candidate to and click Link to Job. TIP: If you re copying an application to another job don t forget to also reject the candidate from the current job if applicable. 31

32 How To: Attach Documents to an Application As part of the recruitment process you may want to track additional documentation against a candidate such as interview notes, reference checking results, or other candidate specific documentation. These can all be linked to the application record so that it is easily accessible from one central location. The manage attachments process is initiated as an action from the candidate processing screens for a single candidate. 1. Select the desired candidate and choose Manage Attachments from the Action Menu. 2. Click Browse and browse for the file you want to upload. You can add up to 5 files at a time. 3. Select a document type for each file and click Attach Files to upload the files. 4. Select the position that you want to link the candidate to and click Link to Job. TIP: From the manage attachments screen you can also remove files that are no longer required or applicable. 32

33 How To: Generate an Offer When you are ready to make an offer to a candidate you can generate the offer letter, inclusive of relevant offer details, directly from Springboard. Editing offer details, and generating offer letters are initiated as an action from the candidate processing screen. ENTER THE OFFER DETAILS: 1. Select the desired candidate and choose Edit Offer Details from the Action Menu. 2. Complete the Offer Details and click Save. This will save the details of the offer against the candidate record so they can be referenced later, and automatically inserted into the offer letter. GENERATE THE OFFER LETTER: 1. Select the candidate again and choose Send Letter or Generate Rich Letter from the Action Menu. (See How To: Send Rich Letter for more information.) 2. Select the offer letter template you wish to use. This will load the letter where your can make any required changes. Click the to generate a PDF copy of the letter. You can then save or print this. 33

34 How To: Administer a PreVisor Test PreVisor provide a number of Screening and Selection tests that can be integrated into your recruitment processes to help improve and streamline your recruitment.. PreVisor tests can either be configured to automatically send to any candidate who passes a questionnaire attached to the job, or manually triggered to candidates later in the process. AUTOMATICALLY TRIGGER THE TEST: 1. Access the job form for the job that you want to auto test candidates for. 2. Ensure that you have attached a questionnaire with filters and a pass mark (threshold). 3. Select the test you want to automatically route candidates to and click update. MANUALLY SEND THE TEST: 1. Select the desired candidates and choose Administer Online Test from the Action. 2. Select the test that you wish to send and click Administer Test. 3. When you return to your search results you will see the test score reads as a P for pending. When the test is completed it will update with the final score. 34

35 How To: Post to a Folder Folders provides you with the ability to categorise candidates into Folders that can be used to assist you in managing hot candidates interested in working for your organisation. Folders can prove helpful to track candidates for roles that have proven difficult to track in the past, or that are regularly filled. Post to Folder is an action initiated from the candidate processing screen. 1. Select the desired candidates and choose Post to Folder from the Action menu. 2. Select the folder you want by typing part of the folder name into the Select Folder box or using the to show all available folders. 35

36 How To: Flagged Flags allow you to quickly indicate you preference as to a candidates suitability without committing an actual status change. This means that when reviewing candidates you can come back and do a secondary screening if necessary. Once flagged you can quickly process all Green (Yes) and Red (No) flagged candidates. ing Flagged is an action initiated from the candidate processing screens. 1. Select Flagged from the Action menu. All candidate will be processes, regardless of selection. 2. Your request is processed immediately on selection as follows: 1. All Green (Yes) flagged candidates will be moved to the next status in the process and their flag reset to pending. 2. All Red (No) flagged candidates will be moved to unsuccessful and their flag reset to pending. 3. All other colours will be skipped. TIP: Flags other than Green and Red are informational only and can be used as desired. E.g. to indicate a follow up call is required.. 36

37 How To: Request Feedback about The review module allows you to send candidates to Hiring Managers and panel members for review. This process allows relevant managers to review the candidates application and resume, and submit feedback into the system without requiring a login. The request feedback process is initiated as an action from the candidate processing screen. You must be in a specific status to use this action. It cannot be activated from the Current step. 1. Select the desired candidates and choose Request Feedback from the action menu. 2. Click Next. Enter the details of the managers who will review the candidates. Click Next. 3. Enter any guidance notes to display to the managers reviewing. Click Finish, and the Close. THE MANAGER: 4. The Manager will then receive an with a link to review the candidates. 5. Click on the link in the to launch the Review Module. 37

38 How To: Review the Feedback After the feedback has been submitted it will be visible to the recruiter. To view a simple summary of the feedback, click on the number in the feedback column (see right). To download the full feedback report: 1. Right click on the folder and select view feedback (see below). 2. Save the file and open the PDF in Adobe Reader. 38

39 How To: Correspond with Springboard allows you to send messages to candidates directly from the system. This may relate to updates to their applications, an offer letter, rejection s or requests for more information. Your system administrator can configure any relevant s or letters regularly used by your organisation as templates available in the system. The Send and Send Letter processes are initiated as actions from the candidate processing screen. 1. Select the desired candidates and choose Send or Send Letter or Generate Rich Letter or SMS from the Action. 2. Select the template you wish to use from the drop down list. This will pre-populate the remainder of the fields from the template which you can edit before sending the communication. IF SENDING AN 4. Make any required changes to the template version and click Send Message to send the . IF GENERATING A LETTER: 4. Make any required changes to the template version and click the. This will generate a PDF copy of the letter which you can save and send by or print and send by post. IMPORTANT: Do not edit any <TAG_xxx> references. These are variables that will be replaced with the candidates information when the sent or letter is generated. 39

40 How To: Send Rich Letter 1. Select the desired candidate and choose Generate Rich Letter from the Action. 2. Either type in the letter template name or click the button to search/select a template. 3. Click Generate Letter. This function allows you to view the template you have selected. This sections shows a history of all the letters generated for the candidate. 40

41 How To: Set up an SMS account You must set up an account with our SMS partner Dialogue - and purchase some credits using your credit card. 1. To create an account, click on Administration in the navigation menu. 2. Click on Admin Console. 3. Click on SMS Accounts. 4. Detailed instructions on how to create an account with Dialogue and link it to Springboard are contained within the SMS Accounts screen. A short video will also walk you through the process. Springboard supports as many accounts as you wish, and there are two types of accounts: Private - an account which only the account creator can access. Perfect if you're setting up your own account to send SMS to your candidates Public - an account accessible to all users. Perfect for organisations setting up a single shared SMS account 41

42 How To: Create SMS Templates You can pre-create SMS templates for common messages likely to be sent. SMS Templates are similar to Templates. Like templates, they can be created from the App Comms menu under Administration. A single template - SMS Template- has been created and is ready for you to activate. You can also create as many new SMS templates as you wish. SMS template tags work a little differently from template tags. In fact, they are more similar to the tags used in the Send Rich Letter templates you may have created. A list of commonly accessed tags has been added to the Create SMS Template screen to help you build your SMS templates. 42

43 How To: Send an SMS Once you have a valid account, you can start sending SMS to your candidates. 1. Right click on the selected candidates, or use the Select Action option at the bottom of the screen to open the action menu. 2. Click on the Send SMS action which is available from the following action menus: Job ing grid Candidate Search grid Folders grid 3. Complete the relevant details and click Send SMS. Text messages can be sent to a single candidate or to multiple candidates at the same time. Be aware that SMS are charged for in blocks of 160 characters of text. Once an SMS has been sent and successfully received by the candidate, events are written to the candidate's Event Log. 43

44 How To: Merge You may find a candidate who has duplicate profiles in the system. 1. Select the candidates you would like to merge and choose Merge in Action. 2. Select which candidate s record you would like to retain in the system. 3. Check the personal details and candidate profile to ensure all details are correct. 4. Click Merge. Clicking this button allows you to select the value from one of the candidates being merged. 44

45 How To: Assign Hiring Manager Access Springboard users who have access to this functionality will have an option inside the Requisition Details screen. If you do not have this functionality, please contact the Springboard support team to have this role added to your account. In order to assign a Hiring Manager to review a Requisition, you will need to add their details to the system. This is done by accessing the Requisition Details screen and clicking on the button, located in the Manage Hiring Managers section. This will then load a new sub-screen: 45

46 How To: Assign Hiring Manager Access Once the details have been entered, click on This will then create an entry for the Hiring Manager in the system and will enable the option to if required) or to remove them from the list using the button. to them now (or later, If a specific Hiring Manager has been created previously, the scratch. button can be used to select them rather than filling in their details from 46

47 How To: Assign Hiring Manager Access When the invitation is sent, Sent will appear in the top-right corner of the Configure Manager Access window. You can then choose to either add further Hiring Managers or simply Close the window. When the Hiring Manager receives the , it will contain a limited-access link to the requisition: This link allows them to view the requisition details and current candidates, and to manually upload candidates for the role. To remove a Hiring Managers access, simply access the Configure Manager Access screen again and use the privileges. button to cancel their login 47

48 How to: Close/Fill a Job Once you have filled a job you need to update the status of the job to indicate that is has been completed and the vacancy filled. To fill the job all candidates must either be Employed, Rejected, or Withdrawn. 1. Find you job and click on the reference number to access it. 2. Complete any outstanding fields on the job and change the Status to Filled. 3. Click on Update. TIP: If you didn t place a candidate you can change the status to Position Withdrawn or Closed so that it doesn t impact your reporting. 48

49 Candidate FAQs I can t find the job I m looking for? Do an open search on the careers site (don t enter any search criteria) and locate your job from the list of jobs. The job may have expired and is no longer accepting applications, you could load a manual application if you are willing to accept the late applicant. Suggest the applicant complete a Profile so they can be reviewed for future opportunities. When I try to apply for job it asks me for my Username & Password? All candidates need to be Registered to apply for a job, although you can search for jobs without being logged in. The application form is too long. Only the mandatory fields marked with an asterisk (*) need to be filled in. How can I check if I have attached my resume? Log in to your account and click on My Applications link on the left. Your applications will be shown in this section. Click into the application and scroll down to the View Attachments button to check if you resume is attached. Has my application been received? You should have received an Application Received when your application was submitted. Log into your account and click on My Applications link on the left. Your applications will be shown in this section. If the application is successfully submitted, the status will show as In Progress. 49