BP(A S) Taleo 10 Taleo Scheduling Center Configuration Guide March, 2010
Confidential Information and Notices Confidential Information The recipient of this document (hereafter referred to as "the recipient") agrees that the Confidential Information disclosed herein by Taleo shall be retained in confidence by the recipient, and its respective employees, affiliates and/or subsidiaries. For the purpose herein, the term "Confidential Information" shall mean the following: 1. Any information, know-how, data, process, technique, design, drawing, program, formula or test data, work in process, business plan, sales, suppliers, customer, employee, investor or business information contained in a document, whether in written, graphic, or electronic form; or 2. Any document, diagram, or drawing which is either conspicuously marked as "Confidential", known or reasonably known by the other party to be confidential, or is of a proprietary nature, and is learned or disclosed in the course of discussions, demonstrations, or other collaboration undertaken between the parties. Limited Rights Notice (Dec 2007) 1. These data are submitted with limited rights under Subcontract No. 6896589. These data may be reproduced and used by the Government with the express limitation that they will not, without written permission of the Contractor, be used for purposes of manufacture nor disclosed outside the Government; except that the Government may disclose these data outside the Government for the following purposes, if any; provided that the Government makes such disclosure subject to prohibition against further use and disclosure: None. 2. This notice shall be marked on any reproduction of these data, in whole or in part. 2010 Taleo Corporation. Do not reproduce without the written permission of Taleo Corporation. Configuration Guide Taleo Scheduling Center i
Table of Contents Confidential Information and Notices... i Taleo Scheduling Center Configuration User Access...1-1 Administrator User...1-1 Scheduling Center User...1-1 Granting User Access to the Taleo Scheduling Center...1-2 Screening Services...1-3 Screening Service...1-3 Input Field...1-4 Field...1-5 Set Field...1-6 Creating a Screening Service...1-7 Activating a Screening Service...1-7 Adding a Screening Service to a Candidate Selection Workflow...1-7 Creating a Screening Service Field...1-8 Creating a Phase...1-8 Deactivating a Screening Service...1-8 Deleting a Message Template from a Screening Service...1-9 Deleting a Screening Service Field...1-9 Editing a Screening Service...1-9 Editing a Screening Service Field...1-10 Previewing a Screening Service User-defined Form...1-10 Editing a Service Label...1-10 Previewing a Screening Service User-defined Form...1-11 Previewing a Service Label...1-11 Configuration Guide Taleo Scheduling Center ii
Removing a Screening Service from a Candidate Selection Workflow... 1-11 Requesting a Screening Service...1-12 Selecting a Message Template for a Screening Service...1-12 Phases...1-13 Phase...1-13 Creating a Phase...1-13 Editing a Phase...1-14 Activating a Phase...1-14 Inactivating a Phase...1-14 Adding an Invitation Phase to the CSW...1-15 Removing an Invitation Phase from the CSW...1-15 Calendars...1-17 Adding a Calendar to the Calendar List...1-17 Removing a Calendar from the Calendar List...1-17 Invitations...1-19 Sending an Invitation Automatically during the Workflow...1-19 Sending an Invitation Automatically during Candidate Application... 1-19 Taleo Scheduling Center Administrator Functions Working with Email Templates...2-1 Email Templates...2-1 Email Template Activation...2-2 Editing an Email Template...2-2 Activating an Email Template...2-3 Inactivating an Email Template...2-3 Adding an icalendar Data File to an Email Template...2-4 Working with Location Templates...2-5 Location Template...2-5 Creating a Location Template...2-5 Editing a Location Template...2-5 Calendars...2-7 Calendar Import...2-7 Importing Calendars...2-7 Fields and Buttons for Administrators...2-9 Configuration Guide Taleo Scheduling Center iii
BP(A S) Taleo Scheduling Center Configuration User Access................................................ 1-1 Screening Services........................................... 1-3 Phases................................................... 1-13 Calendars................................................ 1-17 Invitations................................................. 1-19
User Access User Access Administrator User A Taleo Scheduling Center Administrator is a user that has all permissions, for all calendars in the Taleo Scheduling Center. Detailed Description The Taleo Scheduling Center has an Administrator level of access which allows a user to create, manage or edit all calendars. The Administrator user can also grant permissions to other users for the ownership or access to calendars. A user that has been granted an Administrator user type permission has all the permissions of a Read-Only, Mark Arrived/No Show, Manage Timeslots and Administer Calendars user. A Taleo Scheduling Center Administrator user does not necessarily have Administrator rights for the Recruiting Center. The administrator is the only user that can assign ownership of a calendar to a user. An Administrator is a user that was granted the Manage Scheduling Center user type permission by a Taleo 10 Administrator in SmartOrg Administration. Benefits Allows a user to create calendars. Allows a user to grant permissions to users. Allows a user to grant calendar ownership. Allows a user to efficiently manage candidate appointments. Scheduling Center User A Scheduling Center user is a user that has been granted access to the Scheduling Center. Detailed Description Users can be granted one of two user type permissions by a Taleo 10 Administrator in SmartOrg Administration: The Access Scheduling Center user type permission only gives users access to the Scheduling Center. The functions users will be allowed to perform in the Scheduling Center will depend on the Calendar Role they will be granted. Users can be granted the following Calendar Roles: Read-Only Mark Show/No Show Manage Timeslots Schedule Appointments Administer Calendars Calendar Owner Configuration Guide Taleo Scheduling Center 1-1
User Access The Create calendars and access Scheduling Center user type permission gives users the ability to create calendars via the Add New Calendar link in Scheduling Center. Users granted this permission will automatically be assigned the Calendar Owner calendar role (although the creator does not have to be the owner). Users with this user type permission will still need to be assigned calendar roles for other calendars they do not own or create. Users granted the Create calendars and access Scheduling Center user type permission can choose another Calendar Owner or remain the Calendar Owner. However, the users granted the Create calendars and access Scheduling Center user type permission will always keep the Calendar Owner calendar role allowing them to go back to the calendar after creation. The Create calendars and access Scheduling Center user type permission should be used to grant users the ability to create calendars without granting full Scheduling Center Administration rights. Granting User Access to the Taleo Scheduling Center To be able to access the Taleo Scheduling Center, users must be granted a user type permission by an Administrator of the Recruiting Center. The Manage User Types and the Access Administration user type permissions grant users access to this feature. The user being granted access to the Taleo Scheduling Center must be active. Administrator must know the user type assigned to the user. Users cannot grant themselves access to the Taleo Scheduling Center. Configuration > [SmartOrg] Administration > User Types 1. In the User Types list, select a user type. 2. Click Select next to Functional Domains. 3. Click Recruiting. 4. Click Edit next to Scheduling Center. 5. Select a user type permission. User with this user type now has access to the Scheduling Center screening service. Next Step User must try at least once, unsuccessfully, to sign in to the Taleo Scheduling Center. Only then will the Administrator be able to grant the user permissions for Taleo Scheduling Center. Configuration Guide Taleo Scheduling Center 1-2
Screening Services Screening Services Screening Service An organization can choose to have external partners provide specialized screening services. Detailed Description An organization can choose to have some services executed by a third party. A screening services partner can supply services such as: candidate assessment background check tax credit eligibility interview guides interview scheduling validated tests to identify and measure a candidate s qualifications, motivations, abilities and eligibility Screening services must be activated by the support service before they can be used in a requisition flow. Services are sourced to the application using an external tool, and enabled by default if the service does not require any additional configuration. Once a service is made available by the support service, the service can be activated or deactivated by the system administrator and made available or not to users when creating a requisition. All screening services have the same properties, however, the settings of these properties will vary according to the service. The system administrator can configure the screening service i.e. modify input fields, phases, etc. The languages in which an external service is available depend on the languages used by the service providers and vendors. Screening services are available to users provided they have been granted the user type permission. User type permissions are granted by an administrators through the SmartOrg product. Benefits Allows an organization to delegate specialized services to third party providers. Allows an organization to concentrate resources on recruiting services. Configuration User Type Permissions Name Location Access Screening Services configuration Configuration > [SmartOrg] Administration > User Types > Recruiting > Administration Configuration Guide Taleo Scheduling Center 1-3
Screening Services User Type Permissions Name Services related user type permissions are grouped under the Reruiting functional domain. Location Configuration > [SmartOrg] Administration > User Types > Recruiting > Other Input Field An input field is a specified area of the application where a user must enter or choose information to request a service. Detailed Description An input field is a specified area of the application where the user must enter or choose information that will be sent to request a partner service. Input fields used in the application are specific to the service, therefore depending on the service used, the fields displayed in the application will differ from one service to another. The properties of an input field are: Code: The internal name of the input field. The code is a read-only property. Name: The label of the field used in the requisition file. Depending on the service definition, the name can be an editable property. Domain: The type of field. The domain is a read only property. The possible values are: Text Multilingual text Numerical Selection Date Date UTC sensitive Boolean Mandatory: If the service definition specifies the field as mandatory, then the input field will always be mandatory. If the service definition specifies the input field as optional, then the client will be able to configure the field as being either mandatory or not. Default Value: this is the value of the field used by default by the system. Depending on the service definition, this can be an editable property. Input fields are displayed in the requisition file under the Screening section. Benefits Allows a system administrator to specify if input fields are mandatory or not therefore making sure that important information is supplied. Allows a system administrator to customize the labels of an input field. Configuration Guide Taleo Scheduling Center 1-4
Screening Services Configuration User Type Permissions Name Location Access Screening Services configuration Configuration > [SmartOrg] Administration > User Types > Recruiting > Administration Field A result field is a field for which a partner service will send one result value per service request. Detailed Description A result field is a field for which a partner service will send one result value per service request. fields are specific to the service, therefore depending on the partner service used, the result fields displayed will differ from one service to another. When requesting an external partner service, the result fields will be displayed to the service partner to enter or select the results of the requested service. The properties of a result field are: Domain: The type of field. The domain is a read only property. The possible values are: Text Multilingual text Numerical Selection Date time sensitive Boolean Code: The internal name of the result field. The code is a read-only property. Name: The label of the field used to return results.depending on the service definition, this can be an editable property. Default Value: depending on the service definition, this can be an editable property. fields are never mandatory because the service partner can send the value of the results not all at once. Once the service partner sends back the results to the application, the application from which the service was requested will use a predetermined user-defined form to display the results supplied by the partner. Benefits Allows an administrator to customize the labels of a fields Configuration Guide Taleo Scheduling Center 1-5
Screening Services Configuration User Type Permissions Name Location Access Screening Services configuration Configuration > [SmartOrg] Administration > User Types > Recruiting > Administration Set Field A result set field is a field for which the partner will send more than one result value per service request. Detailed Description A result set field is a field for which the partner will send more than one result value per service request. set fields are specific to the service, therefore depending on the partner service used, the fields displayed will differ from one service to another. When requesting an external partner service, the result set fields will be displayed to the service partner to enter or select the results of the selected service: The properties of a result set field are: Domain: The type of field. The domain is a read only property. The possible values are: Text Multilingual text Numerical Selection Date Date time sensitive Boolean Code: The internal name of the result set field. The code is a read-only property t Name: The label of the field used to return results.depending on the service definition, this can be an editable property. Default Value: this is the value of the field used by default by the system. Depending on the service definition, this can be an editable property. fields are never mandatory because the service partner can send the value of the results not all at once. Benefits Allows an administrator to customize the labels of a fields. Configuration Guide Taleo Scheduling Center 1-6
Screening Services Configuration User Type Permissions Name Location Access Screening Services configuration Configuration > [SmartOrg] Administration > User Types > Recruiting > Administration Creating a Screening Service A system administrator cannot create a screening service. Screening services are provided with the system. Next Step Activating a screening service. Activating a Screening Service The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. The screening service must be inactive. Configuration > [Recruiting] Administration > Screening Services 1. Click the name of a service. 2. Click Activate located next to the name of the service. The service is available in the Recruiting Center when users request an external service. Adding a Screening Service to a Candidate Selection Workflow The Access Screening Services configuration and the Access Administration user type permissions grant users access to this feature. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Create next to CSW Action. 3. Select values in the fields as required. 4. Click Save. Configuration Guide Taleo Scheduling Center 1-7
Screening Services When the candidate selection workflow will be used in the Recruiting Center, the execution of the screening service will be carried out automatically. Creating a Screening Service Field A system administrator cannot create an input, result or result set field for a screening service. Next Step Editing a screening service field. Creating a Phase The Access Screening Services configuration and the Access Administration user type permissions grant users access to this feature. Configuration > [Recruiting] Administration > Selections > Large Selections tab > Custom tab 1. In the Custom tab, click the elements link located on the same row as the service for which you are creating a phase. 2. Select New. 3. Complete the fields. 4. Click Done. A new phase is now available in the drop down list under phase in the CSW Action section of the service. Next Step Adding an invitation phase to a requisition. Deactivating a Screening Service The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click the name of a service. 2. Click Deactivate located next to the name of the service. The service is no longer available in the Recruiting Center when requesting a service. Configuration Guide Taleo Scheduling Center 1-8
Screening Services Deleting a Message Template from a Screening Service The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Edit next to Correspondence. 3. Click Delete next to a message template 4. Click Save. The template can no longer be used when requesting a screening service. Deleting a Screening Service Field A system administrator cannot delete an input, result or result set field of a screening service. Next Step Editing a screening service field. Editing a Screening Service The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click the name of a service. 2. Click Edit next to Properties. 3. Modify the settings and properties as required. 4. Click Save. The modifications applied to the properties and settings of the service are displayed in the service page and in Recruiting Center under the Screening section of a requisition. Next Step Configuring a language. Configuration Guide Taleo Scheduling Center 1-9
Screening Services Editing a Screening Service Field The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click the name of a service. 2. Click the name of a field. 3. Click Edit next to properties. 4. Edit the information. 5. Click Save. The input, result or result set fields of the screening service re customized to a specific need. Previewing a Screening Service User-defined Form The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click on a screening service. 2. Click Preview this form located beside the form you want to preview. The final layout of a user-defined form used in a screening service is displayed to the system administrator. Editing a Service Label The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Edit next to Labels. 3. Complete the fields as required. 4. Click Save. Configuration Guide Taleo Scheduling Center 1-10
Screening Services When a screening request is sent to a candidate, labels will reflect changes in the e-mail sent to the candidate. Next Step Previewing a service label. Previewing a Screening Service User-defined Form The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click on a screening service. 2. Click Preview this form located beside the form you want to preview. The final layout of a user-defined form used in a screening service is displayed to the system administrator. Previewing a Service Label The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Preview next to Labels. The labels will be displayed as the candidate will see them. Removing a Screening Service from a Candidate Selection Workflow The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services Configuration Guide Taleo Scheduling Center 1-11
Screening Services 1. Click on the name of a screening service. 2. In the CSW Actions section of the service page, click Remove located beside the CSW you want to remove. This action will no longer be executed during the candidate selection workflow. Requesting a Screening Service A screening service must be available in the application. A user type permissions grants users access to this feature. Candidate must be in a selection process. 1. In the Candidate list, click on the name of a candidate. 2. In the More Actions list, select Request Screening Service. 3. Select a service from the Available Service drop-down list. 4. Comment is necessary. 5. Click Done. Candidate will receive a request from a screening service. Selecting a Message Template for a Screening Service The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Edit next to Correspondence. 3. Click select 4. Select a Message template. 5. Click Select. 6. Click Save. The new templates will be used when requesting a screening service. Configuration Guide Taleo Scheduling Center 1-12
Phases Phases Phase A phase is an Administrator configured point in the hiring process where an invitation to book an appointment is sent to a Candidate. Detailed Description The Phase allows the Recruiting Center Administrator to associate the Workflow, Step and Status that will Trigger a follow-up appointment and further configure which appointment invitation will be distributed. A requisition can include up to 10 phases. However, to avoid confusion it is recommended to use only 2 or 3 phases per requisition.the appropriate invitation will be automatically distributed based on the Calendar ID association selected by the Recruiter in the Screening tab. Benefits Provides the ability for a User to associate multiple calendars to the same requisition. Provides the ability for Administrators to schedule interviews at different steps/statuses of the requisitions. Provides the ability for the Candidate to schedule multiple appointments on the same requisition. Creating a Phase The Access Administration user type permission grants users access to this feature. Phases must be created Configuration > [Recruiting] Administration > Selections > Large Selections 1. In the Custom tab, click the elements link located on the same row as TSC_Follow-Upappointments. 2. In the Selection Element Link page, select New. 3. In the Selection Element Editor dialog box, complete the fields. 4. Click Done. A new phase is now available in the CSW Actions section of the screening service. Next Step Adding an invitation phase to a requisition. Configuration Guide Taleo Scheduling Center 1-13
Phases Editing a Phase An administrator user can edit the name of an existing phase. The Access Administration user type permissions grants users access to this feautre. A phase must be created in the Recruiting Administration. Configuration > [Recruiting] Administration > Selections > Large Selections 1. In the Custom tab, click the Elements link located on the same line as TSC_Follow-Upappointments. 2. In the Selection Element List, select an existing appointment phase. 3. In the Selection Element Editor dialog box, complete the fields. 4. Click Done. The selected phase is now edited and remains available in the CSW Actions section of the screening service. Activating a Phase To add a phase to a workflow, the phase must first be activated in the recruiting. The Access Administration user type permissions grants users access to this feature. Configuration > [Recruiting] Administration > Selections > Large Selections 1. In the Custom tab, click the Elements link located on the same row as TSC_Follow-Upappointments. 2. In the Selection Element List, click on a phase. 3. In the Selection Element Editor window, choose the radio button to activate the phase. 4. Click Done. The phase is now activated in the drop down list under phases, in the CSW Action section of the screening service. Inactivating a Phase A phase cannot be added to a workflow if it is inactivated in the Recruiting Center. T The Access Administration user type permission grants users access to this feature. Configuration > [Recruiting] Administration > Selections > Large Selections Configuration Guide Taleo Scheduling Center 1-14
Phases 1. In the Custom tab, click the Elements link located on the same row as TSC_Follow-Upappointments. 2. In the Selection Element List, click on a phase. 3. In the Selection Element Editor window, choose the radio button to inactivate the phase. 4. Click Done. The phase is now inactivated in the drop down list under phases, in the CSW Action section of the screening services. Adding an Invitation Phase to the CSW During the requisition process, invitations can be sent to candidates at different points of the hiring process. The Access Administration user type permission grants users access to this feature. To be able to send multiple invitations to a candidate for the same requisition, the requisition must be created and phases must be created and activated. Configuration > [Recruiting] Administration > Screening Services 1. In the Screening Services list, select Taleo Scheduling Center. 2. Click Create next to CSW Actions. 3. In the Action drop-down list, select Trigger a follow-up Appointment. 4. From the Phase drop-down list, select the phase previously configured for which you wish to send an invitation. 5. Click Add. 6. Click Done. An invitation will be sent to the candidate at the selected phase of requisitions using this workflow. Removing an Invitation Phase from the CSW Invitations phases can be removed from the requisition process. The Access Administration user type permission grants users access to this feature. To be able to remove an invitation from a requisition, the requisition must be created and phases must be activated. Configuration > [Recruiting] Administration > Screening Services Configuration Guide Taleo Scheduling Center 1-15
Phases 1. In the Screening Services list, select a screening service. 2. In the CSW Actions section, click Remove next to the appropriate Candidate selection workflow. The invitation phase is removed from the workflow. Configuration Guide Taleo Scheduling Center 1-16
Calendars Calendars Adding a Calendar to the Calendar List Before a new calendar can be assigned to a requisition, it must be added to the Calendars List in Taleo Recruiting. A user must have administrator rights for the Recruiting Center to perform this task. User must know the calendar ID number given when the calendar is created in the Scheduling Center. Configuration > [Recruiting] Selection List 1. Click the Large Selections tab. 2. In the Custom tab, find the entry for Scheduling-Center-Calendar-Id and click on the number of Number of Elements for this row... 3. In the Selection Element List, click New. 4. In the Selection Element Editor page, complete the Fields. 5. From the drop down box, change the language. 6. Translate the name in the selected language. 7. Repeat translation for each language of the list. 8. Click Done. The selected calendar will now appear in the Calendar List of Taleo Recruiting. Removing a Calendar from the Calendar List If a calendar is removed from the Calendar list, it will not be possible to assign the calendar to the requisition. A user must have administrator rights for the Taleo Recruiting Center to perform this task. Configuration > [Recruiting] Selection List 1. Click the Large Selections tab. 2. In the Custom tab, find the entry for Scheduling-Center-Calendar-Id and click on the number of Number of Elements for this row... 3. In the Calendar List, click the check box of the calendar name you wish to delete. 4. Click the trash can icon. Configuration Guide Taleo Scheduling Center 1-17
Calendars The selected calendar will no longer appear in the Calendar List of Taleo Recruiting. Configuration Guide Taleo Scheduling Center 1-18
Invitations Invitations Sending an Invitation Automatically during the Workflow System administrators can automatically trigger Passport screening services such as Scheduling Center when a candidate reaches a certain step or status within a candidate selection workflow. Triggering automatically an invitation during the workflow process can be used to send an invitation to several candidates at a time, by changing the status of the candidate to a determined step or status triggering the invitation. The Taleo Scheduling Center screening service must be configured. The Access Administration and the Access Screening Services configuration user type permissions grant users access to this feature. Configuration > [Recruiting] Administration > Screening Services List 1. In the Screening Services List, select the required integration type of Taleo Scheduling Center. 2. Click Create next to CSW Action. 3. In the New Candidate Selection Workflow Action, select the workflow, step and status combination that will automatically trigger the screening service. The workflows, steps and statuses available are the ones configured in the Taleo zone. 4. In the Action drop down list, select Send Scheduling Center Invitation. 5. Click Save. 6. Click Done. An invitation will be automatically sent to the candidate at the selected step of the requisition. Sending an Invitation Automatically during Candidate Application A Taleo Recruiting Administrator can automatically invite candidates to schedule an appointment by adding a Screening Block during the application selection process. The Access Administration user type permission grants users access to this feature. Configuration > [Recruiting] Administration > Candidate Selection Workflow 1. Select the tab. 2. Click an existing step or click New to create a new step. 3. In Statuses Usage, click Add... to add new statuses. 4. In the Add Status page, select the status you have just added. 5. Click Add. Configuration Guide Taleo Scheduling Center 1-19
Invitations 6. Select a Step Progression Level. 7. Click Add. 8. In the Automatic Progression of Applications page, click Allow candidates to reach this status automatically when the (optional) conditions specified below are met. 9. In the Conditions section, select an existing condition, or click Create Condition... The New Condition page opens. 10.Complete the fields as required. 11.In the Workflows list, select an existing workflow, or click New to create a new one 12.Complete the fields as required. 13.In Usage, click Add to add screening step, or click New to create a new one. An invitation is automatically sent to the candidate applying on a Careers Section. Configuration Guide Taleo Scheduling Center 1-20
BP(A S) Taleo Scheduling Center Administrator Functions Working with Email Templates................................... 2-1 Working with Location Templates................................. 2-5 Calendars................................................. 2-7 Fields and Buttons for Administrators.............................. 2-9
Taleo Scheduling Center Administrator Functions Working with Email Templates Working with Email Templates Email Templates Emails sent via Taleo Scheduling Center can be configured to reflect organization communication style. Enhancements An Appointment Confirmed - Calendar Owner email template was created. When the candidate confirms an appointment, an email is automatically sent to the calendar owner. An Appointment Cancelled - Candidate email template was created. When the user cancels an appointment, an email is automatically sent informing the candidate that the apppointment has been canceled. icalendar data files (.ics) can be added to the appointment confirmed email templates for the candidate and the calendar owner to add the appointment to their calendar. Detailed Description Administrators have the ability to configure system emails with their organization branding rather that having only one email model used by all zone users. If email templates are not configured, then the system default templates will be used. The following default types of email templates are supplied with the application: Appointment Cancelled -Candidate Appointment Confirmed Appointment confirmed - Calendar Owner Appointment confirmed - Full Candidate Permissions Appointment confirmed - No Permissions Appointment confirmed - Cancel Only Permissions Phone Confirmed - Full Candidate Permissions Phone Confirmed - No Permissions Phone Confirmed - Cancel Only Permissions Appointment Request Appointment Request - Full candidate Permissions Phone appointment - Full Candidate Permissions Appointment Soon Appointment Reminder - Full Candidate Permissions Appointment Reminder - Cancel Only Permissions Appointment Reminder - No Permissions Phone Reminder - Full Candidate Permissions Phone Reminder - Cancel Only Permissions Phone Reminder - No Permissions The first part of the email type name represents in which instance the email will be used and the second part represents the candidate permission to whom the email will be sent. Configuration Guide Taleo Scheduling Center 2-1
Taleo Scheduling Center Administrator Functions Working with Email Templates Templates cannot be manually created, however default templates can be modified to the specific needs of your organization. Only one default template can exist for each type of email. A template is edited either by typing text or by adding variables. These variables will automatically call information from the application and display it in the template. The user can choose to attach an icalendar data file (ICS file) to the Appointment Confirmed email templates. If the ICS file is attached to the email template, then the candidates and the owner of the calendar receiveing the email confirmation notification will be able to add the confirmation to their calendar. For example, if the variable {Candidate.LastName}is used in the template then the last name of the candidate will be automatically included in the template by the system. By default notifications are not sent automatically by the system, email are sent only if the user has set the Send email field to Yes. Email templates can be configured for multiple languages. Benefits Improved and enhanced communication between Users and Candidates regarding appointments. Taleo Scheduling Center emails can be configured to meet organization standards and requirements. Clients can control email content. Candidates can receive emails containing client specific content. Email Template Activation Allows a system administrator to choose if an email will be sent or not by the system. Detailed Description The administrator can choose to inactivate an email template meaning that emails using this template will not be sent to the candidate. All email templates are by default set to Active, that is emails based on the template are sent to the candidates by the system. Activation or inactivation is automatically applied to every locale version of the calendar. Benefits Allows administrators to choose which emails are sent out by the system. Editing an Email Template An email template can be modified to reflect the organization branding and standards. The Manage Scheduling Center user type permission grants users access to this feature. 1. In Taleo Scheduling Center, click on the Administration link. Configuration Guide Taleo Scheduling Center 2-2
Taleo Scheduling Center Administrator Functions Working with Email Templates 2. In the Administration page, click on the Email Templates link. 3. In the Email Templates page, click on the name of the template you wish to edit. 4. In the Edit Email page, modify fields and add variables as required. 5. Click Update. Changes will reflect in the email sent using the modified email template. Activating an Email Template Allows an administrator to have the system send to candidates emails using a specific template. The Manage Scheduling Center user type permission grants users access to this feature. Email template must be inactive. 1. In the Scheduling Center, click the Administration link. 2. Click Email Templates. 3. In the Email Templates list, click on the name of a template. 4. Select Yes. 5. Click Update. Emails using this template will be sent by the system. Inactivating an Email Template Allows the Taleo Scheduling Center Administrator to stop the system from sending emails to candidates. The Manage Scheduling Center user type permission grants users access to this feature. Email template must be active. 1. In the Scheduling Center, click the Administration link. 2. In the Administration page, click Email Templates. 3. In the Email Templates list, click on the name of a template. 4. In the Edit page, select No. 5. Click Update. Emails using this template will no longer be sent by the system. Configuration Guide Taleo Scheduling Center 2-3
Taleo Scheduling Center Administrator Functions Working with Email Templates Adding an icalendar Data File to an Email Template A user type permission grants users access to this feature A calendar role grants users access to this feature. Taleo Scheduling Center > Administration > Email Templates. 1. Select an Appointment Confirmed email template. 2. Select Yes for the Send.ics field. 3. Click Save. When the email will be sent, the.ics file will be added to the email allowing the recipients to add the appointment to their calendar. Configuration Guide Taleo Scheduling Center 2-4
Taleo Scheduling Center Administrator Functions Working with Location Templates Working with Location Templates Location Template Information on how and where an interview will take place can be saved as a template for reuse purposes. Detailed Description In Taleo Scheduling Center, it is possible to create a template for location information. When a calendar is created, information on where or how an interview will be carried out must be completed. When creating a calendar, the administrator must choose the location where the appointment will take place. If templates are created for a specific location, information will be automatically populated into the fields when the calendar is created for a chosen location. The administrator can choose to use the location information as is, or to modify it. In this case, the changes will not be saved in the template and will apply only for that specific calendar. To save the changes into the template, the location must be modified and saved in the Location configuration pages. Benefits Reduces the number of keystrokes required when creating a new calendar. Creating a Location Template A location template can be created to automatically populate the information of the location fields used when creating a calendar. The Manage Scheduling Center user type permission grants users access to this feature. 1. In Taleo Scheduling Center, click on the Administration link. 2. In the Administration page, click on the Locations link. 3. In the Locations page, select the type of location from the Location Type drop down list. 4. In the Locations page, click Add New Location. 5. In the Location page, complete fields as required. 6. Click Save. Changes will reflect in the location template used to create a calendar. If this location is selected when creating a calendar, the information will be automatically populated in the fields of the new calendar. Editing a Location Template A location template can be edited to reflect the information related to the organization. Configuration Guide Taleo Scheduling Center 2-5
Taleo Scheduling Center Administrator Functions Working with Location Templates The Manage Scheduling Center user type permission grants users access to this feature. 1. In Taleo Scheduling Center, click on the Administration link. 2. In the Administration page, click on the Locations link. 3. In the Locatios page, click on the name of a template. 4. In the Location page, modify fields as required. 5. Click Save. Changes will reflect in the location template used to create a calendar. Configuration Guide Taleo Scheduling Center 2-6
Taleo Scheduling Center Administrator Functions Calendars Calendars Calendar Import Administrators can import a large number of calendars to have them automatically created by the system. Detailed Description In cases where a large number of calendars need to be created, the Administrator can have the system automatically create several calendars at a time. The Administrator adds in a spreadsheet the information for each calendar needing to be created (name, scheduling cushion etc.). This information is uploaded to the system then calendars are automatically created with the information included in each row of the spreadsheet. Calendars are then downloaded into the Taleo Scheduling Center. Once these calendars are imported in the Taleo Scheduling Center, they are available to Administrators and Calendar Owners, but permissions will need to be granted for any other type of users for them to have access to these calendars. These calendars can be used as is in the Taleo Scheduling Center or edited. Benefits Clients can create large volumes of calendars automatically. Calendar creation keystroke input is reduced. Importing Calendars Allows a system administrator to download calendars. The Manage Scheduling Center user type permission grants users access to this feature. All spreadsheet fields must be completed. Only one upload can be performed at a time. Secondary locale information is optional. Administration > Import Calendars 1. In the Import Calendar page, click the link of a template. 2. Click Open. 3. In the displayed spreadsheet, complete all fields for each calendar to be created. 4. Save the EXCEL file in a CSV format. 5. Log back in to the Taleo Scheduling Center. 6. In the Import Calendars page, click Browse to select the CSV file previously saved. 7. Select a type of calendar from the Select Calendar Type field (same type as for the CSV file). Configuration Guide Taleo Scheduling Center 2-7
Taleo Scheduling Center Administrator Functions Calendars 8. Select if the first row of the spreadsheet contains headers or not. 9. Click Save. The spreadsheet is validated by the system, uploaded and then calendars are created in the Taleo Scheduling Center. Download can take several minutes for large imports. Configuration Guide Taleo Scheduling Center 2-8
Taleo Scheduling Center Administrator Functions Fields and Buttons for Administrators Fields and Buttons for Administrators Each entry in the table includes a field or button, a description, possible values (when they are predefined), the part of the application to which the field applies. Field Description Header Action Active Calendar Always Active City Code Country Description Language check boxes Phase Scheduling Cushion (in minutes) Scheduling Horizon (in days) Select As Primary Locale Selects an action to perform in the requisition process. Allows the calendar to be used in a requisition for candidates to book appointments. Allows setting the phase to Always active in Taleo Recruiting Center. The city the appointment will be held in and the municipal laws that apply. The number of the phase used to edit a selection element in Taleo Recruiting Administration. The country the appointments will be held in and the laws that apply. Describes the phase used to edit a selection element in the Taleo Recruiting Administration. The languages in which the calendar can be displayed to candidates. Adds an invitation phase to the requisition. Applies to same day scheduling. Represents the amount of time prior to an appointment that a candidate can self-schedule. For example, if set to 60 minutes and the candidate is selfscheduling 30 minutes prior to the appointment, that appointment will be unavailable. How long in advance a candidate may book an appointment on this calendar. The default value is 14 days. Note: This attribute can be edited once appointments have been made. Displays the language in which the calendar will be displayed to the administrator and recruiters. Note: If only one language is offered, it will default to the current language and the button will automatically be checked. Screening Services Calendars Selection List Calendars Selection List Calendars Selection List Calendars Screening Services Timeslots Timeslots Calendars Configuration Guide Taleo Scheduling Center 2-9
Taleo Scheduling Center Administrator Functions Fields and Buttons for Administrators Field Description Header State/Province Timezone Zone User The state or province in which the appointments will be held. This will determine the state/provincial laws that applies to the appointments. Ttimezones worldwide from which the appointments on the calendar will be booked. This attribute cannot be edited once appointments have been made. Users to whom you can assign permissions. Calendars Calendars Permissions Configuration Guide Taleo Scheduling Center 2-10