Your online hiring system provides the flexibility needed to match your recruiting and hiring process. Job Templates can be created and customized using various job elements to be as simple or as complex as required. Once individual elements are established they can then be combined and saved as a template which will appear in your Job Template tab.
Creating Job Elements
The Job Elements are broken down into three categories: Information Elements, Applicant Elements and Processing Elements. Filling out the sections and fields within each group of elements creates the content libraries which are pulled into each job template.
Before creating the Job Template, follow the outline below to configure the basic Job Elements that will be imported in the process.
- Note that all elements with an * are required fields of every Job Template
- Selecting the ⋮ menu will allow Users to edit or delete categories
- Each section has a create new on the upper right
Information Elements
Click on the Information Elements in the navigation to review and set up the following sections:
- Department*
- Your site will be populated with defaults. Review to confirm if your organization would like to delete or add any categories.
- Employment Type*
- Your site will be populated with defaults. Review to confirm if your organization would like to delete or add any categories.
- Company Description*
- Your site will be populated with defaults. Review to confirm if your organization would like to delete or add any categories.
- Job Description*
- This is a library of all job titles and descriptions at your organization. Create Job Descriptions for each position before creating a template.
- Benefits
- Create and define the benefit packages being offered to the applicant.
- Video
- Add the name, description to embed a video that will be displayed on the application home page.
- Custom
- Create a custom element to be displayed on the application home page.
Applicant Elements
Click on the Information Elements in the navigation to review and set up the following sections:
System
The following system elements have global settings for all positions that can be set to Required, Optional, Hide and can be used according to your Organizational preferences:
- References
- Employment History
- Education History
Question Sets
Question sets are those questions asked of candidates in the application process. For flexibility when creating Job Templates it's suggested they be set up as groups of general questions and job-specific questions. Additionally, when creating these question sets they can be defined as a Standard Applicant Element or AutoScore Applicant Element. When creating your template you will have the option to include multiple questions sets and assign the order they appear.
- Standard Applicant Element
- All questions within this set will not be scored rather the collection of answers in the Applicant File can be given an overall score.
- AutoScore Applicant Element
- All questions within this set will be automatically-scored against the desired response.
- Creating general question sets:
- Typically an auto-scored element, these questions consider the general qualifications of your position and ask questions about what you need the ideal candidate to do.
- Example: Are you at least 18 years of age?
- Example: Are you eligible to work in the U.S.?
- Example: Do you have a minimum of five years of specialized experience in the field?
- Example: Are you willing to participate in a background check and drug test?
- Typically an auto-scored element, these questions consider the general qualifications of your position and ask questions about what you need the ideal candidate to do.
- Creating Job Specific question sets:
- Using Standard Applicant Element these questions are typically open-ended and ask the candidate about their relevant specific job-related criteria and skills.
- Example: The candidate needs a degree in marketing, ask "Do you have a bachelor's degree in marketing or similar field?"
- Example: Please provide a detailed description of your experience in this field"
- Example: Do you have a minimum of three years of experience? If so, summarize your experience in terms of skills and relevant abilities.
- Example: List all relative software with which you consider yourself to be competent. Indicate your level of expertise for each with a rating of 1 to 10 (with 10 being strongest).
- Using Standard Applicant Element these questions are typically open-ended and ask the candidate about their relevant specific job-related criteria and skills.
Note: When creating a question set, the name will not be seen by the applicant; it is for internal use only.
Processing Elements
Processing elements are global settings used by the hiring team to consistently process applicants. These can be created and edited by an account Administrator.
- Workflows*
- Workflows create the road map for the hiring team to consistently follow when processing applicants. At least one workflow must be defined before a Job Template is created.
- Applicant Flags
- The system provides Users with the ability to use colored and labeled flags to aide in applicant processing.
Creating a Job Template
Once all Job Elements above are defined a Job Template can be created. The selected elements of the template will determine what information an applicant sees and is available for review within the Applicant File. From the Job Template tab on the navigation menu, click Create Template to build the application and design the workflow used by the Hiring Team.
Step 1) Adding Information Elements of the job
- Enter Job Title
- Select Department and Employment Type from the drop-down menus
- Click "Import" to add your Company Description
- From a new window click the job title to open the description and copy the text
- Return to the template window and paste the job description in the text box
- Click "Import" to add in your Benefits Package, Custom Element or Video
- Click "Save and Continue"
Step 2) Moving Applicant Elements to build the application
- The Source Well contains all available elements to build the application. Move the elements by dragging and dropping from the Source well over to part one of the application.
- Resume (System default is set to optional. Change to required by clicking on the blue text)
- Cover Letter (System default is set to optional. Change to disabled by clicking on the blue text)
- Employment History
- Education History
- + Add Custom Section to include the Question Sets
- Click the button to Activate Part 2
- Drag and drop References from the Source Well
- Select the number of references to be provided by the applicant
- + Add Custom Section to include additional question sets
- Click "Save and Continue"
Note: When creating the template the order of the elements in the list will appear on the application in the same order as they appear on this page. It is recommended to start with Resume and then ask for Employment History and Education History.
Tip: References are ideally suggested to be placed in part two (after activating) depending on the designated workflow and position requirements.
Step 3) Selecting Processing Elements for the hiring team
- Select Stage Workflow
- Click "Save"
To view your recently created Job Template click on Job Template from the menu and the most recent items will be displayed at the top.
Editing a Job Template
Editing a Job Template is necessary when you'd like to make changes for all future uses of this template.
- Click on the position title from the Job Template list or select Edit from the ⋮ menu.
- To make changes, review the Information Elements, Applicant Elements and Processing Elements clicking "Save and Continue" after each.
- Your recently edited template will be displayed at the top of the Job Template list.
Note: If you'd like to create a similar job with different elements click the ⋮ menu to clone the position.
Working with Job Templates
The Job Template tab in your hiring system is the library of all previously created job templates. Each template allows you to click the ⋮ menu for additional options to Post Job, Clone, Edit or Delete.
Post Job
When posting a new Job you will find your template, click the ⋮ menu and select Post Job. Proceed to review all elements and content of the application for accuracy before posting live.
Clone
Cloning is a good option if you have job template changes and would like to use the existing template in the future. Note that it is not needed
Edit
Editing the template is a good option if you have changes that you would like to apply for future uses of this existing template.
Delete
Deleting a template will remove it from the system. Performing this action can not be reversed. If the template had been previously used there will be no changes with that job.