Before using the Recruitment module, there are some settings you may wish to consider which can affect the way your Recruitment process works. To make these settings, go to:
Administration > Company > Settings > Recruitment > Settings
Default candidate module view - This gives you the option the view the candidates page as a card view or a table view. See below how each setting looks:
Use traffic lights indicator on candidate - Setting this option to Yes provides a traffic light function on the candidate page. Each 'light' can be manually changed to rank the progress of the candidates' application.
- The traffic light can be seen in the 'Rank' column
- You can click on the traffic light colours at the top of the screen to show just those candidates of that colour
Display CV preview on candidate card - You can opt to display a preview of the candidates CV on the card view.
Allow managers to raise requisitions - Selecting 'Yes' on this option will allow managers to request requisitions which will be then routed for approval to a recruiter.
Allow managers to add and edit candidates - If this option is set to 'Yes' a manager will be able to add or edit candidates as well as requisitions. Candidates can be edited for any requisition by manager. Managers will not be able to delete, convert a candidate to an employee, or reject a candidate.
Allow managers to change recruitment stage - Changing this to yes allows managers to change the recruitment stage of the candidates they are set as hiring manager for.
Email hiring manager when application received - If you choose 'Yes', managers will be copied on the e-mail for a new application.
Enable JSON jobs feed - If 'Yes' is selected on this option a JSON feed will be generated of your current jobs which can then be integrated into third-party systems.
Post jobs to indeed - When this option is set to 'Yes', all jobs will be posted on Indeed. PLEASE NOTE: Your jobs will only be posted if you provide an email address (this is not shown on the Indeed listing). This can either be on the job requisition itself or, if that is blank, we will use your email notification address above (if there is more than one we will use the first one). If no email address is provided, the job will be rejected by Indeed as this is a prerequisite of posting on their job board.
Auto archive jobs after close date - Setting this option to 'Yes' will automatically archive jobs as soon as their close date has passed.
Show address on a standalone portal - Setting this to 'Yes' will only show up if customised job listing pages are being used.
Online form fields validation - This set all questions to mandatory. If a field has not been completed when the application form is submitted, a prompt will appear to advise that the application has not been completed.
Minimise list display - Selecting 'Yes' on this option will stop the job description from showing on the listing page.
Default sort order - This option allows you to sort your requisitions on the job page.
Email notification - An email address can be added here when a new application is received via the online application. If more than one person needs to be notified, separate the email addresses by a comma.
Recruitment Mailbox - An email address can be added here for use with workflows.
Allow ad-hoc applications - This will allow you to create a requisition for candidates to apply against no specific role.
Redirect URL - For candidates to be redirected to a specific URL once they have completed their application, enter the web address here.
Application - Additional Documents
You can allow up to 5 additional online application document upload fields. These should not be used to upload CVs/resumes as there is an existing field to accommodate this upload, so this can be searchable within the system.
You can add the name of the fields in these fields, so you can specifically outline what you are looking for within these fields, or add a more generalised field name.
Application - Page Text
Recruitment page text - Text entered here is displayed under the organisation logo if you are linking directly to your recruitment listing page.
Questions text - General text relating to the application for can be entered here. This narrative will appear just below the main body of input fields and before the custom questions begin.
Questions text position - Here you can establish where the text will appear on the page. This can either appear at the top, between company role and questions, or at the bottom of the page.
Ad-hoc applications page text - This text will be displayed at the top of the page where candidates can register their details.
Application - Success Message
Message after online application - The message that you require to be presented to the candidate after they apply for a role can be entered here.
Message after ad-hoc application - The message that you require to be presented to the candidate after they apply for a role can be entered here.
Display message in popup - If this option is set to 'Yes', the message after online application will appear in a pop-up. If this option is set to 'No', the message will appear on the screen at the top and bottom of the application form.
Send message as an email to candidate? - If this option is set to 'Yes', the message entered in 'Message after online application' will be sent as an email to the candidate.
Candidate Job Alerts
Allow candidates to subscribe for job alerts - This will give the option for the candidate to subscribe to job alerts. Alerts are sent to the candidate for each job where the "go live" date is today, and where the job matches the criteria the candidate has chosen when setting up their alert (see below).
Send Interview Emails- If the field is se as no, then no emails will be sent to the candidate or the interviewer when an interview is set up.
Default Template - You are able to select a default template for use. There is a standard system default. Additional Options can be set up within Administration > Company > Settings > Recruitment > Interview Email Templates.
Multiple interview slots - This allows you to establish whether multiple interview slots are available at the point of selecting a candidate for interview.
Show social share buttons on job listing - If this is set to 'Yes', social sharing icons will appear on job listings.
Recruitment logo - The logo for your organisation can be selected here. This is the logo which will be displayed on your jobs portal.
Social logo - if you plan to share your jobs on Social Media (LinkedIn, for example) then we strongly recommend that your upload an optimised logo for social posting.
Before specifying the details, it is important to note that we have NO control over how the social media sites display your shares or listings - we adhere to their specific guidelines in terms of image sizes but this does not mean we can control how this is displayed. If your posts are not displaying how you expect then you should take this up with the relevant social media site. Additionally many of the social media sites cache images such as logos so when sharing you may find the site continues to use your original logo for some time - again, this is not something we can control.
The recommended size for an image to be posted to the popular social media sites (LinkedIn specifically) is 1200 px wide by 630 px deep or an aspect ratio of 1.91:1.
This may mean that you need to pad your logo depending on the shape so it meets that specific size.
To see the difference, below is an image of a shared post to LinkedIn using the standard image and one using an optimised one:
As you can see, in the the first image LinkedIn has decided to zoom in on the image to make it as large as it can but this has cropped the sides of the image and makes the logo unable to be read properly.
In the second image, however, the logo displays correctly as we have uploaded an image of the specific size LinkedIn is expecting hence it knows how to display the logo and therefore displays it legibly.
PLEASE NOTE: Natural HR have requirements for uploading logos. You can take a look at our requirements on our Uploading your company logo knowledge base article.
Monitoring questions are set up via
Recruitment > Options > List page settings
Monitoring Text - If you want to enter text relating to your use of monitoring questions, and how the data is used etc, then you can enter this explanation here and it will be displayed on the custom application form.
Hide monitoring data from individual application once submitted -If you select 'No', you will be able to see these responses in the Candidate record.
If you select 'Yes', you will still be able to report on monitoring question responses, but they will not be linked to any individual candidate or application:
- Date of birth
- Marital status
Privacy Notice - The narrative of the privacy notice for your organisation can be created here.
Privacy notice - display option - here you can choose where the privacy notice you have created can be viewed. This can either be viewed on job alerts when the candidate registers their details, both or none at all.
Require candidate to agree with privacy notice - If this option is set to 'Yes', the candidate will be required to agree to the privacy notice when either signing up for job alerts or registering their details.
Anonymise candidates - If this option is set to 'Yes' candidates will appear as anonymous.
CV download - Here you can choose which user groups can download CVs. This can either be All, HR only, or HR and recruiter level users.
Hide agency candidates from managers - If this option is set to 'Yes - agency only' candidates that have had their submission sent from an agency will not be visible to managers. 'Yes – all candidates' have been selected it will ensure that all candidates are hidden from Hiring Managers until they have been released to them by a recruiter.
Custom company question visibility - Here you can establish who can view custom company questions. This can either be All, HR only, or HR and recruiter level users.
Custom role question visibility - Here you can establish who can view custom role questions. This can either be All, HR only, or HR and recruiter level users.
Candidate reject email text - the default rejection narrative can be added here.
Candidate reject action - here, you can determine what action is taken when a candidate is rejected. This can be Nothing, Archive or Delete
Delete unused candidate tags - Clicking this button will delete all candidate tags which are not currently assigned to any candidates.