System Settings Client Guide

September 2019

System Settings client user guide

Introduction This guide is designed to take you through key areas within settings that Jobtrain Superusers have access to This admin access enables you to complete updates in your system and maintain key information If you have any queries after going through this user guide the Support Team are happy to help - their contact details can be found when you log into Jobtrain under User then Help amp Support on the system Content

User Settings

System Users

Security Roles

System Customisation

Authorisation Users

Authorisation templates

General Setup

Communications

System Alerts Templates

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User Settings

This area of Jobtrain contains your basic personal user details To access your user settings from the top menu select simply select User gt User Settings From here you can view and update the below information to make any changes simply amend the relevant entry and then select Save and Close

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System Users This section is where you can add new and update existing user profiles To access it select User gt System Settings gt System Users

Adding amending users Click the New User button in the left-hand menu Or use the search option (image below) to search for an existing user then click on their name to open and edit the record

A new window will then appear Enter all required information then click Save

NB If a system users email address is updated and they are an authorisation user it will also need to be updating in their Authorisation User profile too

System Users continued

NB Not all fields in the details tab are essential when setting up a new user To grant a user quick access simply enter the users first and last name Then choose a user name and password security role email address and set the user to Active by choosing yes in the dropdown menu When all is complete click save If you do not assign a user a security role the user will not be able to see anything when they login

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Continue on to next page for descriptions of each field in this section

System Users continued

Field Name Instruction

First name Enter the first name

Last name Enter the last name

Username This must be unique There cannot be more than 1 user in the

system with the same username

Password Can only be entered here upon setting up a new user

passwords cannot be reset from this page

Is active If set to yes this means the user can access Jobtrain If set to

no the user will be unable to access Jobtrain

Approved Interviewer Can be used for reporting purposes (BI module users only) if

you like to record this data

Email address Enter email address

Department Faculty

Leave this field blank If a department is added here users will

only be able to see jobs in that department that they have

been granted access to

Company Enter company name

Job title Enter job title

Email signature

If an email signature is added here it can then pull into any

emails the user(s) sends if SYSTEMUSERSEMAILSIGNATURE

merge field is used Please note this excludes any automated

emails sent on the back of a status change

Assigned category Leave this field blank

Mandatory requisition

process

If set to yes this means any jobs this user adds must go

through approval

Approve requisition

process

If set to yes this user can override approval on behalf of the set

approver ndash typically only Superusers have this enabled

Approve offer process If set to yes the user can approve offers as part of the offer

approval process

Override approved

requisition

If set to no this user is unable to make changes to a job once it

has been approved (apart from update the status of a job)

Security role Select a security role - this defines the users access levels

Team Leave this field blank

Force password change

If set to yes this user will be forced to change their password

once its been changed for them eg new user or had

password reset

Allow to pass Yes

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System Users continued

There are a number of other areastabs within a system users profile Below is an overview of what each tab does bull Application Status Historically this section was used to define which candidate application

statuses managers could see and change to (within the jobs they had been given access to) This tab became redundant once Security Roles were introduced allowing users much more flexibility when defining a users access levels If statuses are selected in here this will override the security role settings and only allow the user to see and change to the statuses listed in this section

bull Jobs Here you can see a list of jobs the user has been granted access to For

those users whose security role has list all jobs set to yes this will not display a true reflection of all the jobs they have access to It will simply show a list of jobs where the users name has been added in the job access tab

bull User Log View the users activities for the last three months

bull Update Password Reset a system users password by clicking here

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System Users ndash copying a user

Within Jobtrain you can copy existing user profiles if required To copy a user bull Select the checkbox against the user profile you wish to copy bull Click Copy from the left-hand menu bull Amend the users first name last name email address username and

password then click Save

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NB If you are copying a user it will also copy all jobs they have access to - so worth checking Its advisable to have a demo user set up for each security role This means you can copy that system user for ease when creating a new user

System Users ndash removing a user If you select to remove a user they will be archived from Jobtrain ndash the user will no longer be able to log in and when creatingediting a job will no longer appear in the search results of the Job Access tab To remove a user simply select Remove from the left-hand menu Users who have been removed can be viewed by selecting View Archived Users in the left-hand menu If a user is accidentally removed please select the checkbox against the user profile you wish to re-instate and select Unarchive This will re-instate the user as a system user and enable them to login be issued access to jobs via the Job Access tab once again

System Users ndash making a user inactive

If a user is absent for a long period of time or suspended you may prefer to make the user inactive rather than removing them from Jobtrain completely The user will then not be able to log into Jobtrain

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bull To make the user inactive open their profile and select No from the Is Active drop down field on the Details tab

The Active Inactive setting of users can also be updated in bulk by selecting the checkbox of the users you wish to Activate Deactive and selecting either De-activate User Activate Users in the left-hand actions menu

Common query I am adding a user but an error message appears on screen saying the username already exists I cannot find anyone with this username in the system

This warning is to say there may be an archived user with the same username Check your Archived Users and either chose a different Username OR unarchive the user if they are to be re-instated

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

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NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

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User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

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NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

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NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

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To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

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NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

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Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

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Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

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System Customisation - Emails

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Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

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Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

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Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

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Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

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Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

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NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

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Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

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NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

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NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

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NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

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Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

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bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

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NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

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NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Settings client user guide

Introduction This guide is designed to take you through key areas within settings that Jobtrain Superusers have access to This admin access enables you to complete updates in your system and maintain key information If you have any queries after going through this user guide the Support Team are happy to help - their contact details can be found when you log into Jobtrain under User then Help amp Support on the system Content

User Settings

System Users

Security Roles

System Customisation

Authorisation Users

Authorisation templates

General Setup

Communications

System Alerts Templates

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User Settings

This area of Jobtrain contains your basic personal user details To access your user settings from the top menu select simply select User gt User Settings From here you can view and update the below information to make any changes simply amend the relevant entry and then select Save and Close

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System Users This section is where you can add new and update existing user profiles To access it select User gt System Settings gt System Users

Adding amending users Click the New User button in the left-hand menu Or use the search option (image below) to search for an existing user then click on their name to open and edit the record

A new window will then appear Enter all required information then click Save

NB If a system users email address is updated and they are an authorisation user it will also need to be updating in their Authorisation User profile too

System Users continued

NB Not all fields in the details tab are essential when setting up a new user To grant a user quick access simply enter the users first and last name Then choose a user name and password security role email address and set the user to Active by choosing yes in the dropdown menu When all is complete click save If you do not assign a user a security role the user will not be able to see anything when they login

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Continue on to next page for descriptions of each field in this section

System Users continued

Field Name Instruction

First name Enter the first name

Last name Enter the last name

Username This must be unique There cannot be more than 1 user in the

system with the same username

Password Can only be entered here upon setting up a new user

passwords cannot be reset from this page

Is active If set to yes this means the user can access Jobtrain If set to

no the user will be unable to access Jobtrain

Approved Interviewer Can be used for reporting purposes (BI module users only) if

you like to record this data

Email address Enter email address

Department Faculty

Leave this field blank If a department is added here users will

only be able to see jobs in that department that they have

been granted access to

Company Enter company name

Job title Enter job title

Email signature

If an email signature is added here it can then pull into any

emails the user(s) sends if SYSTEMUSERSEMAILSIGNATURE

merge field is used Please note this excludes any automated

emails sent on the back of a status change

Assigned category Leave this field blank

Mandatory requisition

process

If set to yes this means any jobs this user adds must go

through approval

Approve requisition

process

If set to yes this user can override approval on behalf of the set

approver ndash typically only Superusers have this enabled

Approve offer process If set to yes the user can approve offers as part of the offer

approval process

Override approved

requisition

If set to no this user is unable to make changes to a job once it

has been approved (apart from update the status of a job)

Security role Select a security role - this defines the users access levels

Team Leave this field blank

Force password change

If set to yes this user will be forced to change their password

once its been changed for them eg new user or had

password reset

Allow to pass Yes

5

System Users continued

There are a number of other areastabs within a system users profile Below is an overview of what each tab does bull Application Status Historically this section was used to define which candidate application

statuses managers could see and change to (within the jobs they had been given access to) This tab became redundant once Security Roles were introduced allowing users much more flexibility when defining a users access levels If statuses are selected in here this will override the security role settings and only allow the user to see and change to the statuses listed in this section

bull Jobs Here you can see a list of jobs the user has been granted access to For

those users whose security role has list all jobs set to yes this will not display a true reflection of all the jobs they have access to It will simply show a list of jobs where the users name has been added in the job access tab

bull User Log View the users activities for the last three months

bull Update Password Reset a system users password by clicking here

6

System Users ndash copying a user

Within Jobtrain you can copy existing user profiles if required To copy a user bull Select the checkbox against the user profile you wish to copy bull Click Copy from the left-hand menu bull Amend the users first name last name email address username and

password then click Save

7

NB If you are copying a user it will also copy all jobs they have access to - so worth checking Its advisable to have a demo user set up for each security role This means you can copy that system user for ease when creating a new user

System Users ndash removing a user If you select to remove a user they will be archived from Jobtrain ndash the user will no longer be able to log in and when creatingediting a job will no longer appear in the search results of the Job Access tab To remove a user simply select Remove from the left-hand menu Users who have been removed can be viewed by selecting View Archived Users in the left-hand menu If a user is accidentally removed please select the checkbox against the user profile you wish to re-instate and select Unarchive This will re-instate the user as a system user and enable them to login be issued access to jobs via the Job Access tab once again

System Users ndash making a user inactive

If a user is absent for a long period of time or suspended you may prefer to make the user inactive rather than removing them from Jobtrain completely The user will then not be able to log into Jobtrain

8

bull To make the user inactive open their profile and select No from the Is Active drop down field on the Details tab

The Active Inactive setting of users can also be updated in bulk by selecting the checkbox of the users you wish to Activate Deactive and selecting either De-activate User Activate Users in the left-hand actions menu

Common query I am adding a user but an error message appears on screen saying the username already exists I cannot find anyone with this username in the system

This warning is to say there may be an archived user with the same username Check your Archived Users and either chose a different Username OR unarchive the user if they are to be re-instated

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

9

NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

User Settings

This area of Jobtrain contains your basic personal user details To access your user settings from the top menu select simply select User gt User Settings From here you can view and update the below information to make any changes simply amend the relevant entry and then select Save and Close

3

System Users This section is where you can add new and update existing user profiles To access it select User gt System Settings gt System Users

Adding amending users Click the New User button in the left-hand menu Or use the search option (image below) to search for an existing user then click on their name to open and edit the record

A new window will then appear Enter all required information then click Save

NB If a system users email address is updated and they are an authorisation user it will also need to be updating in their Authorisation User profile too

System Users continued

NB Not all fields in the details tab are essential when setting up a new user To grant a user quick access simply enter the users first and last name Then choose a user name and password security role email address and set the user to Active by choosing yes in the dropdown menu When all is complete click save If you do not assign a user a security role the user will not be able to see anything when they login

4

Continue on to next page for descriptions of each field in this section

System Users continued

Field Name Instruction

First name Enter the first name

Last name Enter the last name

Username This must be unique There cannot be more than 1 user in the

system with the same username

Password Can only be entered here upon setting up a new user

passwords cannot be reset from this page

Is active If set to yes this means the user can access Jobtrain If set to

no the user will be unable to access Jobtrain

Approved Interviewer Can be used for reporting purposes (BI module users only) if

you like to record this data

Email address Enter email address

Department Faculty

Leave this field blank If a department is added here users will

only be able to see jobs in that department that they have

been granted access to

Company Enter company name

Job title Enter job title

Email signature

If an email signature is added here it can then pull into any

emails the user(s) sends if SYSTEMUSERSEMAILSIGNATURE

merge field is used Please note this excludes any automated

emails sent on the back of a status change

Assigned category Leave this field blank

Mandatory requisition

process

If set to yes this means any jobs this user adds must go

through approval

Approve requisition

process

If set to yes this user can override approval on behalf of the set

approver ndash typically only Superusers have this enabled

Approve offer process If set to yes the user can approve offers as part of the offer

approval process

Override approved

requisition

If set to no this user is unable to make changes to a job once it

has been approved (apart from update the status of a job)

Security role Select a security role - this defines the users access levels

Team Leave this field blank

Force password change

If set to yes this user will be forced to change their password

once its been changed for them eg new user or had

password reset

Allow to pass Yes

5

System Users continued

There are a number of other areastabs within a system users profile Below is an overview of what each tab does bull Application Status Historically this section was used to define which candidate application

statuses managers could see and change to (within the jobs they had been given access to) This tab became redundant once Security Roles were introduced allowing users much more flexibility when defining a users access levels If statuses are selected in here this will override the security role settings and only allow the user to see and change to the statuses listed in this section

bull Jobs Here you can see a list of jobs the user has been granted access to For

those users whose security role has list all jobs set to yes this will not display a true reflection of all the jobs they have access to It will simply show a list of jobs where the users name has been added in the job access tab

bull User Log View the users activities for the last three months

bull Update Password Reset a system users password by clicking here

6

System Users ndash copying a user

Within Jobtrain you can copy existing user profiles if required To copy a user bull Select the checkbox against the user profile you wish to copy bull Click Copy from the left-hand menu bull Amend the users first name last name email address username and

password then click Save

7

NB If you are copying a user it will also copy all jobs they have access to - so worth checking Its advisable to have a demo user set up for each security role This means you can copy that system user for ease when creating a new user

System Users ndash removing a user If you select to remove a user they will be archived from Jobtrain ndash the user will no longer be able to log in and when creatingediting a job will no longer appear in the search results of the Job Access tab To remove a user simply select Remove from the left-hand menu Users who have been removed can be viewed by selecting View Archived Users in the left-hand menu If a user is accidentally removed please select the checkbox against the user profile you wish to re-instate and select Unarchive This will re-instate the user as a system user and enable them to login be issued access to jobs via the Job Access tab once again

System Users ndash making a user inactive

If a user is absent for a long period of time or suspended you may prefer to make the user inactive rather than removing them from Jobtrain completely The user will then not be able to log into Jobtrain

8

bull To make the user inactive open their profile and select No from the Is Active drop down field on the Details tab

The Active Inactive setting of users can also be updated in bulk by selecting the checkbox of the users you wish to Activate Deactive and selecting either De-activate User Activate Users in the left-hand actions menu

Common query I am adding a user but an error message appears on screen saying the username already exists I cannot find anyone with this username in the system

This warning is to say there may be an archived user with the same username Check your Archived Users and either chose a different Username OR unarchive the user if they are to be re-instated

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

9

NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Users continued

NB Not all fields in the details tab are essential when setting up a new user To grant a user quick access simply enter the users first and last name Then choose a user name and password security role email address and set the user to Active by choosing yes in the dropdown menu When all is complete click save If you do not assign a user a security role the user will not be able to see anything when they login

4

Continue on to next page for descriptions of each field in this section

System Users continued

Field Name Instruction

First name Enter the first name

Last name Enter the last name

Username This must be unique There cannot be more than 1 user in the

system with the same username

Password Can only be entered here upon setting up a new user

passwords cannot be reset from this page

Is active If set to yes this means the user can access Jobtrain If set to

no the user will be unable to access Jobtrain

Approved Interviewer Can be used for reporting purposes (BI module users only) if

you like to record this data

Email address Enter email address

Department Faculty

Leave this field blank If a department is added here users will

only be able to see jobs in that department that they have

been granted access to

Company Enter company name

Job title Enter job title

Email signature

If an email signature is added here it can then pull into any

emails the user(s) sends if SYSTEMUSERSEMAILSIGNATURE

merge field is used Please note this excludes any automated

emails sent on the back of a status change

Assigned category Leave this field blank

Mandatory requisition

process

If set to yes this means any jobs this user adds must go

through approval

Approve requisition

process

If set to yes this user can override approval on behalf of the set

approver ndash typically only Superusers have this enabled

Approve offer process If set to yes the user can approve offers as part of the offer

approval process

Override approved

requisition

If set to no this user is unable to make changes to a job once it

has been approved (apart from update the status of a job)

Security role Select a security role - this defines the users access levels

Team Leave this field blank

Force password change

If set to yes this user will be forced to change their password

once its been changed for them eg new user or had

password reset

Allow to pass Yes

5

System Users continued

There are a number of other areastabs within a system users profile Below is an overview of what each tab does bull Application Status Historically this section was used to define which candidate application

statuses managers could see and change to (within the jobs they had been given access to) This tab became redundant once Security Roles were introduced allowing users much more flexibility when defining a users access levels If statuses are selected in here this will override the security role settings and only allow the user to see and change to the statuses listed in this section

bull Jobs Here you can see a list of jobs the user has been granted access to For

those users whose security role has list all jobs set to yes this will not display a true reflection of all the jobs they have access to It will simply show a list of jobs where the users name has been added in the job access tab

bull User Log View the users activities for the last three months

bull Update Password Reset a system users password by clicking here

6

System Users ndash copying a user

Within Jobtrain you can copy existing user profiles if required To copy a user bull Select the checkbox against the user profile you wish to copy bull Click Copy from the left-hand menu bull Amend the users first name last name email address username and

password then click Save

7

NB If you are copying a user it will also copy all jobs they have access to - so worth checking Its advisable to have a demo user set up for each security role This means you can copy that system user for ease when creating a new user

System Users ndash removing a user If you select to remove a user they will be archived from Jobtrain ndash the user will no longer be able to log in and when creatingediting a job will no longer appear in the search results of the Job Access tab To remove a user simply select Remove from the left-hand menu Users who have been removed can be viewed by selecting View Archived Users in the left-hand menu If a user is accidentally removed please select the checkbox against the user profile you wish to re-instate and select Unarchive This will re-instate the user as a system user and enable them to login be issued access to jobs via the Job Access tab once again

System Users ndash making a user inactive

If a user is absent for a long period of time or suspended you may prefer to make the user inactive rather than removing them from Jobtrain completely The user will then not be able to log into Jobtrain

8

bull To make the user inactive open their profile and select No from the Is Active drop down field on the Details tab

The Active Inactive setting of users can also be updated in bulk by selecting the checkbox of the users you wish to Activate Deactive and selecting either De-activate User Activate Users in the left-hand actions menu

Common query I am adding a user but an error message appears on screen saying the username already exists I cannot find anyone with this username in the system

This warning is to say there may be an archived user with the same username Check your Archived Users and either chose a different Username OR unarchive the user if they are to be re-instated

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

9

NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Users continued

Field Name Instruction

First name Enter the first name

Last name Enter the last name

Username This must be unique There cannot be more than 1 user in the

system with the same username

Password Can only be entered here upon setting up a new user

passwords cannot be reset from this page

Is active If set to yes this means the user can access Jobtrain If set to

no the user will be unable to access Jobtrain

Approved Interviewer Can be used for reporting purposes (BI module users only) if

you like to record this data

Email address Enter email address

Department Faculty

Leave this field blank If a department is added here users will

only be able to see jobs in that department that they have

been granted access to

Company Enter company name

Job title Enter job title

Email signature

If an email signature is added here it can then pull into any

emails the user(s) sends if SYSTEMUSERSEMAILSIGNATURE

merge field is used Please note this excludes any automated

emails sent on the back of a status change

Assigned category Leave this field blank

Mandatory requisition

process

If set to yes this means any jobs this user adds must go

through approval

Approve requisition

process

If set to yes this user can override approval on behalf of the set

approver ndash typically only Superusers have this enabled

Approve offer process If set to yes the user can approve offers as part of the offer

approval process

Override approved

requisition

If set to no this user is unable to make changes to a job once it

has been approved (apart from update the status of a job)

Security role Select a security role - this defines the users access levels

Team Leave this field blank

Force password change

If set to yes this user will be forced to change their password

once its been changed for them eg new user or had

password reset

Allow to pass Yes

5

System Users continued

There are a number of other areastabs within a system users profile Below is an overview of what each tab does bull Application Status Historically this section was used to define which candidate application

statuses managers could see and change to (within the jobs they had been given access to) This tab became redundant once Security Roles were introduced allowing users much more flexibility when defining a users access levels If statuses are selected in here this will override the security role settings and only allow the user to see and change to the statuses listed in this section

bull Jobs Here you can see a list of jobs the user has been granted access to For

those users whose security role has list all jobs set to yes this will not display a true reflection of all the jobs they have access to It will simply show a list of jobs where the users name has been added in the job access tab

bull User Log View the users activities for the last three months

bull Update Password Reset a system users password by clicking here

6

System Users ndash copying a user

Within Jobtrain you can copy existing user profiles if required To copy a user bull Select the checkbox against the user profile you wish to copy bull Click Copy from the left-hand menu bull Amend the users first name last name email address username and

password then click Save

7

NB If you are copying a user it will also copy all jobs they have access to - so worth checking Its advisable to have a demo user set up for each security role This means you can copy that system user for ease when creating a new user

System Users ndash removing a user If you select to remove a user they will be archived from Jobtrain ndash the user will no longer be able to log in and when creatingediting a job will no longer appear in the search results of the Job Access tab To remove a user simply select Remove from the left-hand menu Users who have been removed can be viewed by selecting View Archived Users in the left-hand menu If a user is accidentally removed please select the checkbox against the user profile you wish to re-instate and select Unarchive This will re-instate the user as a system user and enable them to login be issued access to jobs via the Job Access tab once again

System Users ndash making a user inactive

If a user is absent for a long period of time or suspended you may prefer to make the user inactive rather than removing them from Jobtrain completely The user will then not be able to log into Jobtrain

8

bull To make the user inactive open their profile and select No from the Is Active drop down field on the Details tab

The Active Inactive setting of users can also be updated in bulk by selecting the checkbox of the users you wish to Activate Deactive and selecting either De-activate User Activate Users in the left-hand actions menu

Common query I am adding a user but an error message appears on screen saying the username already exists I cannot find anyone with this username in the system

This warning is to say there may be an archived user with the same username Check your Archived Users and either chose a different Username OR unarchive the user if they are to be re-instated

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

9

NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Users continued

There are a number of other areastabs within a system users profile Below is an overview of what each tab does bull Application Status Historically this section was used to define which candidate application

statuses managers could see and change to (within the jobs they had been given access to) This tab became redundant once Security Roles were introduced allowing users much more flexibility when defining a users access levels If statuses are selected in here this will override the security role settings and only allow the user to see and change to the statuses listed in this section

bull Jobs Here you can see a list of jobs the user has been granted access to For

those users whose security role has list all jobs set to yes this will not display a true reflection of all the jobs they have access to It will simply show a list of jobs where the users name has been added in the job access tab

bull User Log View the users activities for the last three months

bull Update Password Reset a system users password by clicking here

6

System Users ndash copying a user

Within Jobtrain you can copy existing user profiles if required To copy a user bull Select the checkbox against the user profile you wish to copy bull Click Copy from the left-hand menu bull Amend the users first name last name email address username and

password then click Save

7

NB If you are copying a user it will also copy all jobs they have access to - so worth checking Its advisable to have a demo user set up for each security role This means you can copy that system user for ease when creating a new user

System Users ndash removing a user If you select to remove a user they will be archived from Jobtrain ndash the user will no longer be able to log in and when creatingediting a job will no longer appear in the search results of the Job Access tab To remove a user simply select Remove from the left-hand menu Users who have been removed can be viewed by selecting View Archived Users in the left-hand menu If a user is accidentally removed please select the checkbox against the user profile you wish to re-instate and select Unarchive This will re-instate the user as a system user and enable them to login be issued access to jobs via the Job Access tab once again

System Users ndash making a user inactive

If a user is absent for a long period of time or suspended you may prefer to make the user inactive rather than removing them from Jobtrain completely The user will then not be able to log into Jobtrain

8

bull To make the user inactive open their profile and select No from the Is Active drop down field on the Details tab

The Active Inactive setting of users can also be updated in bulk by selecting the checkbox of the users you wish to Activate Deactive and selecting either De-activate User Activate Users in the left-hand actions menu

Common query I am adding a user but an error message appears on screen saying the username already exists I cannot find anyone with this username in the system

This warning is to say there may be an archived user with the same username Check your Archived Users and either chose a different Username OR unarchive the user if they are to be re-instated

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

9

NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Users ndash copying a user

Within Jobtrain you can copy existing user profiles if required To copy a user bull Select the checkbox against the user profile you wish to copy bull Click Copy from the left-hand menu bull Amend the users first name last name email address username and

password then click Save

7

NB If you are copying a user it will also copy all jobs they have access to - so worth checking Its advisable to have a demo user set up for each security role This means you can copy that system user for ease when creating a new user

System Users ndash removing a user If you select to remove a user they will be archived from Jobtrain ndash the user will no longer be able to log in and when creatingediting a job will no longer appear in the search results of the Job Access tab To remove a user simply select Remove from the left-hand menu Users who have been removed can be viewed by selecting View Archived Users in the left-hand menu If a user is accidentally removed please select the checkbox against the user profile you wish to re-instate and select Unarchive This will re-instate the user as a system user and enable them to login be issued access to jobs via the Job Access tab once again

System Users ndash making a user inactive

If a user is absent for a long period of time or suspended you may prefer to make the user inactive rather than removing them from Jobtrain completely The user will then not be able to log into Jobtrain

8

bull To make the user inactive open their profile and select No from the Is Active drop down field on the Details tab

The Active Inactive setting of users can also be updated in bulk by selecting the checkbox of the users you wish to Activate Deactive and selecting either De-activate User Activate Users in the left-hand actions menu

Common query I am adding a user but an error message appears on screen saying the username already exists I cannot find anyone with this username in the system

This warning is to say there may be an archived user with the same username Check your Archived Users and either chose a different Username OR unarchive the user if they are to be re-instated

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

9

NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Users ndash making a user inactive

If a user is absent for a long period of time or suspended you may prefer to make the user inactive rather than removing them from Jobtrain completely The user will then not be able to log into Jobtrain

8

bull To make the user inactive open their profile and select No from the Is Active drop down field on the Details tab

The Active Inactive setting of users can also be updated in bulk by selecting the checkbox of the users you wish to Activate Deactive and selecting either De-activate User Activate Users in the left-hand actions menu

Common query I am adding a user but an error message appears on screen saying the username already exists I cannot find anyone with this username in the system

This warning is to say there may be an archived user with the same username Check your Archived Users and either chose a different Username OR unarchive the user if they are to be re-instated

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

9

NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Security Roles

This section lets you manage what all users can see and do within Jobtrain Set up as many security roles as you require to help ensure Jobtrain is as flexible as possible If you have recently started to use Jobtrain your security roles will have been set up by Jobtrain in line with your requirements outlined as part of system scoping To access it select User gt System Settings gt Security Roles

9

NB As the security roles control several areas within Jobtrain if you would like to make any changes to anything your Client Success Manager will be happy to discuss any changes you would like to make before amendments are made

Adding amending Security Roles

Click the New Security Role button in the left-hand menu or click on the name of an existing Security Role to edit it Continues on to the next page

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Adding amending Security Roles continued

10

User level

At the top of the screen next to the field titled User level give

the security role a title (eg Hiring Manager Recruiter

Superuser etc)

List all jobs

Decide the number of jobs within Jobtrain a user can see by selecting either Yes or No from the dropdown bullSelecting Yes allows the user to view all jobs added to your site bullSelecting No lets you manage visibility on a job by job basis

There are a number of additional tabs to help define what functionality users assigned

to this security role can access Details below

My workspace

This is used in conjunction with back office settings to determine the homepage display of users assigned to this security role To make amendments please speak to your Client Success Manager who will work with you to update the homepage for this security role

Jobs amp Talent Pools Jobs amp Talent Pools mainly controls what actions users assigned to this security role can carry out against a candidates record and which forms they can view

Search

This tab give users assigned to this security role the ability to search Candidates Keyword search (searches candidates CVs that have been

parsed upon uploading) Postcode Saved searches (allows the user to save searches and access

previously saved searches) Talent Pools Job Alerts Smart Search (displayed only if the Search and Match

feature has been purchased)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Calendar This grants users access to the calendar The calendar tile will also need to be added to their homepage Contact your Client Success Manager if this has not already been set up

Communications

Give users assigned to this security role access to email letter and SMS templates Also grant access for this user type to update these templates if required although this level of access is typically only given to Superusers

Reports Grants access to reports typically only set up for Superuser

Settings Grants access to System Settings to make their own amendments to the system This would typically only be set up for Superusers

Candidate Details

Limit which sections of the candidates application form users assigned to this security role can view For example You may not want this user type to view candidates equal

opportunities data Support anonymous shortlisting by removing access to the

personal details tab Note this alone will not activate anonymous shortlisting This is in conjunction with removing access to the print export history sent emails amp CV Please contact your Client Success Manager if you would like to find out more about anonymous shortlisting

CreateUpdate

Job(s)

Restrict which tabs users can see when creating new jobs For example some users may not need access to the application form or advert copy tab so you would select No in these dropdowns You can also determine which sub tabs within a job that a user can see here too including advert copy job access application forms amp post the job Allow to view all application statuses determine whether

users can view all application statuses

Create job options define whether a user can create new jobs create jobs using templates create a job by copying an existing job or a combination of all three

Job notifications determine which notifications users assigned to this security role receive

Adding amending Security Roles continued

11

NB This only controls the statuses a user can see not the statuses a user can update a candidate to

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Application

Status(s)

Application Status(s) allows you to set which candidate application statuses users can access and update candidates to Access if there is a tick next to a status this means that

users will be able to view candidates who are at this status

Update If there is a tick next to a status in this column this means users can update candidates to this status

Job Status(s)

Job Status(s) allows you to give users access to all jobs at a certain status and control the default statuses displayed on the users Jobs amp Talent page Access if there is a tick next to a job status in this column

this means users assigned to this security role will have access to all jobs at this status

Default if ticked will result in all jobs this user has access to at this status being visible on the users Jobs amp Talent page (their default list of jobs)

Access by Location

Division

Restrict a users access by location andor division This allows different users to have access to all roles in a specific location and or division without the need to be added to the role in the Job Access tab Contact your Client Success Manager to activate this if it is not already enabled If it is enabled there will be additional tabs after Job Status(s) titled Locations(s) and Division(s) To add a location or division click the Add Location or Add

Division button and select the locationsdivisions that users with this security role should be able to see

Adding amending Security Roles continued

12

NB If on the previous page Allow to view all application statuses is set to yes you do not need to add any ticks in this section Simply add ticks in the Update column

NB When a new security role is created most boxes are already ticked to save time Its always worth checking through every page to ensure users havent been granted access to an area of the system they shouldnt be able to see

NB If users with this security role need access to more than one locationdivision they can only be added one at a time

Tip Make sure the security role is clearly named to ensure

only users who require access to these locationsdivisions are assigned to this security role

Make all changes then click Save then Close

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Copying Security Roles

When creating a new security role that is going to be very similar to an existing security role we recommended copying the existing security role then amend as necessary

13

To copy a security role bull Select the security role to copy from bull Click Copy from the left-hand menu bull The new security role will then appear in

the list Click on it to make any amendments

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Customisation

This section holds several tabs to customise your Jobtrain system To access it select User gt System Settings gt System Customisation

14

NB As each of these sections controls a key function of the system if you would like to make any changes to anything please discuss them with your Client Success Manager before making any amendments

Below is a guide to the most useful sections in each section

Customise section

Name Order

Order in which Jobtrain shows names (candidates users consultants)

Currency symbol Which currency you would like salary fields to show in

Default country Which country should show at the top of the list on the candidate site when asked to select a country from a drop down Eg Address

NB as standard this is set to Fname Lname

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Customisation ndash Customise section

15

Customise section continued

Date Format Not in use

Date Separator Not in use

Application Statuses

Select what each candidate application statuses (bespoke to you) matches the statuses given Its very important to set these here as some candidates are automatically updated to these statuses when certain actions take place in the system Incomplete application this is the first status a candidate

is assigned to when starting an application (they have not yet submitted an application)

Withdrawn application candidates are automatically updated to this when they select the withdraw option on the candidate site

Acknowledge status candidates are automatically updated to this upon submitting their application

Psychometric status this can be left blank Candidate placed candidates updated to the

corresponding status will be changed to an internal candidate This status is also used to calculate time to hire in the standard reporting suite and BI feature

Offer accepted status is used to calculate time to hire in the standard reporting suite and BI feature

2nd stage application status triggers the 2nd stage application form for candidates There is normally an email attached to this status advising the candidate to log in and complete stage 2

2nd stage acknowledge status is the status which candidates are updated to once they have submitted the 2nd stage of their application form

NB These statuses may only display if the 2 stage application functionality has been enabled If you do not have the 2 stage application functionality activated your Client Success Manager will be happy to discuss this further with you

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Customisation ndash Customise section continued

16

Customise section continued

Job Statuses Similar to application statuses this section determines which job status is used for the key job statuses within Jobtrain (several job statuses trigger actions within the system) Live On hold this is the status a job sits at whilst being created Awaiting approval this is the status the job is updated to

whilst waiting for approval Rejected Approved status this is the status the job is updated to when

its approved by all approvers Template jobs at this status are presented to a user when

selecting to create a new job from a template Not Approved status this is the status jobs are updated to if

an approver chooses not to approve a job Mandatory requisition process this enables the vacancy

approval module if purchased

NB There are further steps that need to be taken to switch on vacancy approval Please speak to your Client Success Manager before activating If you do not have the vacancy approval feature and would like to find out more please contact your CSM

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Forward Apps

Customise which sections of a candidates application are sent and which are removed when forwarding candidate details to allow sensitive application information to be kept secure where required

Job Reference

Automate Allows you to either use an automated job reference number or enter one each time a job is created

Job reference segment definition

Decide what format the job reference number takes It can be a number alone or it can include the first three letters of the region location andor department

Next auto reference number

Set the next automated reference number

NB Each job must have a unique reference number

NB If copying from an existing job or template only the reference number would update Any region location and or department information used would stay the same

System Customisation

17

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Customisation - Emails

18

Emails

This section is where the required default emails within Jobtrain are defined These

emails define the wording sent for several automated processes within Jobtrain

Print on separate pages

If set to yes the different application sections in a candidates record will be printed on separate pages

Acknowledgement email

The email sent to candidates acknowledging their application once they have submitted it

2nd Stage Acknowledgement email

The email sent to candidates once they submit the 2nd stage of their application form

Feedback email

Specify the feedback email to be used An email to gain feedback from candidates on their experience of applying for a role with said company Set up a feedback survey and create an email with a link to the survey in it

Feedback status Specify which status should trigger the feedback email

Registration email Which email should be sent to candidates when they first register

Forgot password email

Which email should be sent to candidates when they have their password reset (either by clicking on the link on the candidate side or having it reset by a system user)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Customisation ndash Emails continued

19

Emails continued

Opportunity alert email

Which email should be sent to candidates advising of a job that matches their criteria (when the candidate has registered for job alerts)

Agency candidate registration email

Which email should be sent to an agency agencies candidate(s) when they register

Agency acknowledgement email

Which email should be sent to the agency agencies candidate(s) when their application is submitted

Invitation to submit candidate

Which email should be sent to agency(s) inviting them to submit candidates

Closing date passed email to agencies

Which email should be sent to agencies advising them the closing date of a job has passed

Closing date passed email to line managers

Which email should be sent to users who have this notification enabled (within security roles)

Live notification to line manager

Which email should be sent to users who have this notification enabled (within security roles)

Line manager notification for internal candidates

If you have the line manager notification of internal applicant functionality switched on this is where you would determine which email is generated when the line managers email address is inputted

Welcome email for users

Which email should be sent as the welcome email to issue new users with access to Jobtrain

Other

Determine how often users have to reset their passwords Speak to your Client Success Manager to enable this functionality Please disregard agency application settings

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Customisation - Archiving

20

Archiving

This section controls the automated archiving processes within the system including

archiving frequency and any candidate statuses that should be excluded from this

process

Start archiving process

This switches archiving on as per the below settings

Archiving frequency Choose from 3 months 6 months 12 months 18 months amp 2 years Jobtrain will then look for any candidate that has been inactive for that time period set What does inactive mean Inactive is when neither the candidate or you (the client) has touched this candidates record for the set period of time For example a candidate registered for job alerts 12 months ago but hasnt done anything since ndash this candidate would qualify to be archived as they have been inactive Jobtrain sends the candidate an email explaining and that they have 30 days to log back in to prevent being archived If the candidate still wants to receive job alerts and does not want to be archived they simply choose to log back in and the clock starts again

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Customisation - Archiving continued

21

Archiving continued

Archiving email Which email should be sent to candidates advising they will shortly be archived

Wait for candidate activity

The number of days Jobtrain should wait for activity on the candidates record before archiving them

Permanently remove candidate details ndash Number of days after archiving candidate details

How many days after archiving the candidate should they then be permanently removed from Jobtrain

Exclude statuses You can exclude candidates sat at certain candidate statuses from being archived you would select these here For instance you may exclude candidate at the status of started from being archived so they can still use their profile to apply for internal roles within the company

Agency archiving Coming soon

NB When a candidate is archived their profile can be reinstated however once a candidate has been permanently removed their profile cannot be reinstated

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

System Customisation - Calendar

22

Calendar

This section is where the settings for the self service calendar feature are determined There are default options so when you add a new calendar entry it pulls through the trigger status and emails from here although these can still be changed when creating a new calendar entry

Address book

If marked as yes any system user that is added is automatically added to the address book The address book is where the list of Interviewers pulls from when a calendar entry is created and also the list of contacts when sending an email

Which status should prompt the invite email

If a status is added here it will automatically populate this field when creating a calendar entry

Which invite email should be sent

This will pre-set the corresponding field when creating a calendar entry

Appointment cancellation email

This will pre-set the corresponding field when creating a calendar entry

Appointment confirmation email

This will pre-set the corresponding field when creating a calendar entry

NB If you are copying a system user they will not automatically be added to the address book you must click save within the new users profile

NB If you make any amendments on a tab in System Customisation make sure you click Save before moving on

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Authorisation Users

Similar to the System Users section these sections are where you would create and update profiles for those needed to approve jobs or offers and then assign them to templates To access it go to User gt System Settings gt Authorisation Users

23

NB This section only applies to those clients who use the vacancy approval andor offer approval features If you would like to find out more about these features your Client Success Manager will happily discuss this with you

Adding amending Authorisation Users

Click the New User button on the left-hand menu or click on an existing users name to open and edit their record A new window will then display Enter all required information and click Save

First amp Last name These fields are required for ease when finding corresponding records Try to use the same details that were used when creating the system user (if the authorisation user is a system user)

System user Approval user profiles can be linked to the corresponding system user by selecting the system user from this look-up field

Job title amp Email These fields are always required Is mandatory This should always be set to Yes if you wish the user to approve

vacancies and offers Department This is not a required field but can help when creating approval

templates

NB If a system users email address is updated and they are an authorisation user it will also need to be updated in here too

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Deleting a user

To delete a user they will be removed from the system entirely To remove a user simply select Remove from the left-hand menu

24

Authorisation Templates

Authorisation templates define who is required to approve vacanciesoffers and the order in which the approval should go To access this section go to User gt System Settings gt Authorisation Templates

Adding amending a Vacancy Authorisation Template

Click the New Templates button on the left-hand menu or click on an existing template to open and edit their record Tip search by template type

A new window will display Enter all required information and click Save

bull Template name give the template a name and ensure its clear so users know which template to select

bull Template type Vacancy Approval bull Email subject amp Email body add the email subject and wording

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created vacancy approval template within Jobtrain where possible Please contact your Client Success Manager if youre unsure who will be able to provide you with the right links and merge fields

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Adding amending a Vacancy Authorisation Template continued

bull Click Save bull Two new tabs will then display bull To add all required approvers to the template go to the Setup tab select

Add mandatory users and select the required approvers from the list Once complete with the users you have added select Save

25

NB If the list needs any amendments simply select Remove to remove the users or click and drag users to amend the order the approval will go in

Tip Add HRrecruitment team as the final approver so Jobtrain alerts them and they can

change the job status from approved to live

Adding amending an offer Authorisation Template Follow the previous steps above to create or amend an authorisation template select Offer Approval as the template type Once you have done this the below boxes will appear

bull Offer Status the status candidates will be updating whilst going through the approval process

bull Offer Approved Status the status the candidate will be updated to if the offer is approved

bull Offer Declined Status this is the status the candidate will be updated to if the offer is declined

Tip You could then set up system alerts to enable a notification when candidates are updated to the above statuses You may also want to have this added to the notifications panel on your homepage - speak to your Client Success Manager to enable this

bull Add the Email Subject and Email Body

Tip To ensure the correct merge fields and links are used copy the email wording from a previously created offer approval template within the system where possible If you are unsure please contact your Client Success Manager who will be able to provide you with the right links and merge fields

bull To add approvers follow the same steps covered in the vacancy authorisation template instructions

bull Save

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

General Setup

General Setup is where you can make any amendments to areas of Jobtrain like locations and departments add new candidate application statuses and upload documents to the system These tend to feed into other areas of Jobtrain eg Job Details To access this section go to User gt System Settings gt General Setup

26

NB Some sections of general setup may vary dependent on how your system has been tailored For instance Job level may have been repurposed to Team or Recruiters name If you are unsure please do contact your Client Success Manager who will be more than happy to check the setup of your system for you

Creating or amending in General Setup Most sections have similar options to make changes To access the information click on the relevant tile

There are several options available in the left hand menu

1 List will display all existing entries in this section

2 New create a new entry

3 Remove remove entries that are no longer required

4 Print print a list of entries in this section

5 Export export to an Excel file

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

Creating or amending in General Setup continued

Below is a guide on how to create a new field In this example we have used locations 1 Click New Location (or select the location you would like to

edit) 2 Complete all required information in the new window that

opens (or update existing information for those locations you are editing) then click Save and Close

27

NB Ensure the city postcode and Country fields are populated in order for your Indeed feed to pick up the correct location and for the correct map to display on your candidate site if required

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

General Setup exceptions

There are some areas that dont quite work the same way as above Below is some guidance on this

Adverts and Advert Categories If you add an advert to the adverts tile the new entries will be available in the Where did you hear about this vacancy drop down question on the application form Its possible to link adverts to the categories created in Advert Categories The Associated Cost of the advert can be added which can be reported on using the Advert Cost Analysis report (in the standard reporting suite)

28

Salary Bands For this section a salary band will need to be created Band from and Band to field to create a salary range

NB These typically pull through as the search fields section when creating a job and the search jobsvacancies page on the candidate site however this is dependent on how your system was set up after scoping

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

General Setup exceptions continued

Candidate Application Statuses Candidate application statuses have a client side title and can have a potentially more candidate friendly title that will appear on the candidates homepage Both of these should be completed when creating a new application status

29

bull Email it is possible to attach an email to a candidate status that will automatically send when a candidates status is changed to it To do this select the required email template from the email look-up

bull Setting a delay on the email if required a time delay can be set on the email being sent by using the Delay drop-down field This is useful when using the killer question automatic rejection functionality

bull Display order specify which order the statuses appear in on the client side

bull Removing candidate statuses When deleting a candidate status we would highly recommend checking you do not have any candidates at this status first If there are candidates at this status you may then lose visibility of the candidates

NB If a new status is added you will then need to go into the necessary security roles and grant users the ability to access and update to this status

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

General Setup exceptions continued

Document Library

Documents can be added to this section to be attached to job adverts or approval emails (if this feature is used)

bull To upload a document add a title under Description enter a candidate friendly title under For candidates approvers then browse and save the required document using the Choose file option in the document to upload section

30

NB If a document is added as part of creating a job or starting a job approval process it will automatically be added to the document library We therefore recommend users check the document library first before uploading a new document to avoid multiple versions of the same document being saved in the library

Naming of documents documents must have a unique name ndash Jobtrain does not

allow documents to be uploaded with a name description that already exists We recommend clearly labelling any documents you upload

For example instead of Job Description use Support Worker Job Description April 2018 this will also make it easier for other users to recognise the latest version of the document

Address Book In this section users can be added to the address book So when emails are sent you can quickly search for the user rather than manually typing in their email address This section also populates the list of available interviewers within the self-service calendar feature (if purchased)

NB You can set Jobtrain to automatically add newly created system users to the address book in System Customisation (on the calendar page)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

General Setup exceptions continued

External Agencies In this section new agencies can be added to Jobtrain so they can use the agency portal to submit candidates for roles when invited to do so Existing agency records can also be amended here too

31

NB This section should only be completed for those clients who use the additional agency portal feature

If you do not currently have access to this functionality your Client Success

Manager would be happy to discuss this further with you Or to find out more join our HOW session focussing on the Agency Portal or request the full agency user guide from your Client Success Manager

1 To create a new agency in Jobtrain click New Agency from the left hand menu and add the agency name contact person their email address and other contact details Mark the agency as active by selecting Yes under the Is active drop down and select the agreed candidate exclusivity period using the Candidate Exclusivity drop down

2 Click Save Once saved more tabs will appear across the top

3 Create individual log in details for consultants go to the Users tab and click New Consultant button to open a new window Enter the consultants name email address telephone number and decide whether they are active using the Is active drop down

4 Enter a username and password under login details and click Save Note passwords must contain at least 8 characters including a combination of 2 digits (0 ndash 9) 1 upper case character and 1 allowed special character (|$()_+^amp)

5 Documents can also be uploaded against each agency on the Attachments tab Type in the agreed terms under the Terms tab (these will be visible to the agency on the agency portal)

General Setup exceptions continued

Where does the information inputted in General Setup feed into bull Ethnic origins populates the list of available ethnic origins within the equal

opportunity section of the application form

bull Advert source populates the drop down responses to the question Where did you hear about this vacancy drop down on the application form

bull Job Location Job Categories Salary Bands Regions Division Job Department can pull into the search fields section (visible on the client site when creating a job) and determines the search criteria on the candidate site however this can vary

32

NB To check which of these apply to your site go to the search fields tab within a job

bull Job titles Departments Divisions Locations Cost Centres Job Level Work Levels School Subjects School Locations Job Categories Campaigns can pull into job details dependent on how your system has been setup

NB Some these fields may have been relabelled on the job details page to suit your business needs

If you would like to make changes to your job details setup please contact your Client Success Manager

Communications

The communications section is where all system communication templates are created and held To access this go to User gt Communications

33

There are three available options in this section which can be found in the left hand menu

bull Email Options

bull Letter Options

bull SMS Options

NB Dependent on the set up of your Jobtrain system some of the options mentioned in this section may not be available on your system

Email Options There are three available tiles under Email options bull Email Templates create or update email templates to be used within the

system bull Inbox will display all emails received from candidates via the system

NB Emails that show in the inbox have been sent from candidates who once logged into the candidate site and selected my profile my emails create new email

bull Outbox shows a list of all emails that have been sent out from the system

Communications ndash creating email templates

Under the email options section select the Email Templates tile Select Create Email Template from the left-hand menu This will open up a pop up window

34

Enter the Email name and Email subject that will be sent to the recipients Whilst not essential you can also add a location if required to help when users are searching for the correct template to use Enter the main body of the email wording using the available formatting tools to make any format changes

NB As with any wording entered into Jobtrain we recommend copying the wording into Notepad first before copying into the system to ensure any hidden formatting is removed

To add merge fields position the cursor in the place you want to add the merge field to Then click InsertUpdate Data Field select the required merge field from the list and click OK Note merge fields can only be added one at a time

To add a link to an email address

1 Select the paperclip icon

2 Select email from the link type dropdown

3 Enter the email address in the email address field and select OK

Communications ndash creating email templates continued

Inserting a link to a website

1 Select the paperclip icon

2 A pop-up box will then open

3 Link type = URL

4 Type in the URL

5 Select OK

35

Once the formatting is completed and all required merge fields are added to the email template click Save and then Close

NB You can also set the email subject so that when the recipient of the email clicks on the email link the email subject is already completed for them

If you would like to add a stylised signature speak to your Client Success Manager who will be more than happy to talk you through how to do this

Communications ndash amending email templates

To amend any existing email templates simply locate the template in the list (or use the Search emails function at the top of the list of email templates) and click on the email name to reopen the editing window Make any required changes then click Save and Close Unused email templates can also be archived Simply tick the box next to the template and click the Archive Email Template button in the left-hand menu

36

NB Before archiving an email template we would recommend checking the email template is not attached to any candidate statuses

Communications ndash Letter Options Similar to the email options there are three available menu options in Letter Options

bull Letter Templates create or update any letter templates to use within Jobtrain

bull Contracts create and build contracts from the contract sections These can be printed or used in the onboarding module

bull Contract Sections build each clause or section of the contract or a whole contract in one section to be built within the contracts tile

Communications ndash creatingamending Letter Templates

Within the Communications section select Letter Options then select the Letter Templates tile Select Create New Letter from the left-hand menu which will open a pop-up window (or click on the letter name to reopen and edit and existing template) Enter the Letter name and main body of the email wording using the formatting tools at the top of the box to make any format changes

37

To enter merge fields place the cursor in the area of the content to add the merge field to Then click Insert Update Data Field Select the required merge field from the list then click OK

NB As with any wording entered into Jobtrain we recommend copying the content into Notepad before copying into Jobtrain to ensure all hidden formatting is removed

NB Merge fields can only be added one at a time

Once all formatting is completed and all required merge fields are added to the letter template click Save then Close For information on how to build Contracts and Contract Sections please refer to the Onboarding user guide

Communications ndash SMS Options

Text messagingSMS is an optional feature If you do not currently have access to this functionality your Client Success Manager will be happy to discuss this further with you Similar to the email options there are three available tiles under SMS options

bull SMS Templates where SMS templates are created and updated to be used within Jobtrain

bull Inbox will display all text messages that have been received from candidates via the system

bull Outbox will display a list of all text messages that have been sent from Jobtrain

38

Creating amending SMS Templates

bull Under the SMS Options section select the SMS Templates tile

bull Select New Text Message from the left-hand menu This will open a pop-up window (or click on the text message name to open and edit an existing text message template)

bull Enter the message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message wording in the main text box

NB SMS Templates have a 150 character limit The character counter at the bottom right-hand corner of the text box will display how many characters you have left

bull Once the wording is completed in the SMS Template click Save then Close

System Alerts Templates

System Alerts allows users to create and maintain their own alert templates Each alert template includes a series of alert options relating to job users candidates with Incomplete applications job approvals and offer approvals To access system alerts templates go to User gt System Settings gt System Alerts Templates The alerts notify users of key activities within Jobtrain outstanding actions remind approvers to complete the requisition process and notify candidates of incomplete applications When an alert template is created it can then be attached to a job and the alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date

39

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

Communications

The communications section is where all system communication templates are created and held To access this go to User gt Communications

33

There are three available options in this section which can be found in the left hand menu

bull Email Options

bull Letter Options

bull SMS Options

NB Dependent on the set up of your Jobtrain system some of the options mentioned in this section may not be available on your system

Email Options There are three available tiles under Email options bull Email Templates create or update email templates to be used within the

system bull Inbox will display all emails received from candidates via the system

NB Emails that show in the inbox have been sent from candidates who once logged into the candidate site and selected my profile my emails create new email

bull Outbox shows a list of all emails that have been sent out from the system

Communications ndash creating email templates

Under the email options section select the Email Templates tile Select Create Email Template from the left-hand menu This will open up a pop up window

34

Enter the Email name and Email subject that will be sent to the recipients Whilst not essential you can also add a location if required to help when users are searching for the correct template to use Enter the main body of the email wording using the available formatting tools to make any format changes

NB As with any wording entered into Jobtrain we recommend copying the wording into Notepad first before copying into the system to ensure any hidden formatting is removed

To add merge fields position the cursor in the place you want to add the merge field to Then click InsertUpdate Data Field select the required merge field from the list and click OK Note merge fields can only be added one at a time

To add a link to an email address

1 Select the paperclip icon

2 Select email from the link type dropdown

3 Enter the email address in the email address field and select OK

Communications ndash creating email templates continued

Inserting a link to a website

1 Select the paperclip icon

2 A pop-up box will then open

3 Link type = URL

4 Type in the URL

5 Select OK

35

Once the formatting is completed and all required merge fields are added to the email template click Save and then Close

NB You can also set the email subject so that when the recipient of the email clicks on the email link the email subject is already completed for them

If you would like to add a stylised signature speak to your Client Success Manager who will be more than happy to talk you through how to do this

Communications ndash amending email templates

To amend any existing email templates simply locate the template in the list (or use the Search emails function at the top of the list of email templates) and click on the email name to reopen the editing window Make any required changes then click Save and Close Unused email templates can also be archived Simply tick the box next to the template and click the Archive Email Template button in the left-hand menu

36

NB Before archiving an email template we would recommend checking the email template is not attached to any candidate statuses

Communications ndash Letter Options Similar to the email options there are three available menu options in Letter Options

bull Letter Templates create or update any letter templates to use within Jobtrain

bull Contracts create and build contracts from the contract sections These can be printed or used in the onboarding module

bull Contract Sections build each clause or section of the contract or a whole contract in one section to be built within the contracts tile

Communications ndash creatingamending Letter Templates

Within the Communications section select Letter Options then select the Letter Templates tile Select Create New Letter from the left-hand menu which will open a pop-up window (or click on the letter name to reopen and edit and existing template) Enter the Letter name and main body of the email wording using the formatting tools at the top of the box to make any format changes

37

To enter merge fields place the cursor in the area of the content to add the merge field to Then click Insert Update Data Field Select the required merge field from the list then click OK

NB As with any wording entered into Jobtrain we recommend copying the content into Notepad before copying into Jobtrain to ensure all hidden formatting is removed

NB Merge fields can only be added one at a time

Once all formatting is completed and all required merge fields are added to the letter template click Save then Close For information on how to build Contracts and Contract Sections please refer to the Onboarding user guide

Communications ndash SMS Options

Text messagingSMS is an optional feature If you do not currently have access to this functionality your Client Success Manager will be happy to discuss this further with you Similar to the email options there are three available tiles under SMS options

bull SMS Templates where SMS templates are created and updated to be used within Jobtrain

bull Inbox will display all text messages that have been received from candidates via the system

bull Outbox will display a list of all text messages that have been sent from Jobtrain

38

Creating amending SMS Templates

bull Under the SMS Options section select the SMS Templates tile

bull Select New Text Message from the left-hand menu This will open a pop-up window (or click on the text message name to open and edit an existing text message template)

bull Enter the message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message wording in the main text box

NB SMS Templates have a 150 character limit The character counter at the bottom right-hand corner of the text box will display how many characters you have left

bull Once the wording is completed in the SMS Template click Save then Close

System Alerts Templates

System Alerts allows users to create and maintain their own alert templates Each alert template includes a series of alert options relating to job users candidates with Incomplete applications job approvals and offer approvals To access system alerts templates go to User gt System Settings gt System Alerts Templates The alerts notify users of key activities within Jobtrain outstanding actions remind approvers to complete the requisition process and notify candidates of incomplete applications When an alert template is created it can then be attached to a job and the alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date

39

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

Communications ndash creating email templates

Under the email options section select the Email Templates tile Select Create Email Template from the left-hand menu This will open up a pop up window

34

Enter the Email name and Email subject that will be sent to the recipients Whilst not essential you can also add a location if required to help when users are searching for the correct template to use Enter the main body of the email wording using the available formatting tools to make any format changes

NB As with any wording entered into Jobtrain we recommend copying the wording into Notepad first before copying into the system to ensure any hidden formatting is removed

To add merge fields position the cursor in the place you want to add the merge field to Then click InsertUpdate Data Field select the required merge field from the list and click OK Note merge fields can only be added one at a time

To add a link to an email address

1 Select the paperclip icon

2 Select email from the link type dropdown

3 Enter the email address in the email address field and select OK

Communications ndash creating email templates continued

Inserting a link to a website

1 Select the paperclip icon

2 A pop-up box will then open

3 Link type = URL

4 Type in the URL

5 Select OK

35

Once the formatting is completed and all required merge fields are added to the email template click Save and then Close

NB You can also set the email subject so that when the recipient of the email clicks on the email link the email subject is already completed for them

If you would like to add a stylised signature speak to your Client Success Manager who will be more than happy to talk you through how to do this

Communications ndash amending email templates

To amend any existing email templates simply locate the template in the list (or use the Search emails function at the top of the list of email templates) and click on the email name to reopen the editing window Make any required changes then click Save and Close Unused email templates can also be archived Simply tick the box next to the template and click the Archive Email Template button in the left-hand menu

36

NB Before archiving an email template we would recommend checking the email template is not attached to any candidate statuses

Communications ndash Letter Options Similar to the email options there are three available menu options in Letter Options

bull Letter Templates create or update any letter templates to use within Jobtrain

bull Contracts create and build contracts from the contract sections These can be printed or used in the onboarding module

bull Contract Sections build each clause or section of the contract or a whole contract in one section to be built within the contracts tile

Communications ndash creatingamending Letter Templates

Within the Communications section select Letter Options then select the Letter Templates tile Select Create New Letter from the left-hand menu which will open a pop-up window (or click on the letter name to reopen and edit and existing template) Enter the Letter name and main body of the email wording using the formatting tools at the top of the box to make any format changes

37

To enter merge fields place the cursor in the area of the content to add the merge field to Then click Insert Update Data Field Select the required merge field from the list then click OK

NB As with any wording entered into Jobtrain we recommend copying the content into Notepad before copying into Jobtrain to ensure all hidden formatting is removed

NB Merge fields can only be added one at a time

Once all formatting is completed and all required merge fields are added to the letter template click Save then Close For information on how to build Contracts and Contract Sections please refer to the Onboarding user guide

Communications ndash SMS Options

Text messagingSMS is an optional feature If you do not currently have access to this functionality your Client Success Manager will be happy to discuss this further with you Similar to the email options there are three available tiles under SMS options

bull SMS Templates where SMS templates are created and updated to be used within Jobtrain

bull Inbox will display all text messages that have been received from candidates via the system

bull Outbox will display a list of all text messages that have been sent from Jobtrain

38

Creating amending SMS Templates

bull Under the SMS Options section select the SMS Templates tile

bull Select New Text Message from the left-hand menu This will open a pop-up window (or click on the text message name to open and edit an existing text message template)

bull Enter the message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message wording in the main text box

NB SMS Templates have a 150 character limit The character counter at the bottom right-hand corner of the text box will display how many characters you have left

bull Once the wording is completed in the SMS Template click Save then Close

System Alerts Templates

System Alerts allows users to create and maintain their own alert templates Each alert template includes a series of alert options relating to job users candidates with Incomplete applications job approvals and offer approvals To access system alerts templates go to User gt System Settings gt System Alerts Templates The alerts notify users of key activities within Jobtrain outstanding actions remind approvers to complete the requisition process and notify candidates of incomplete applications When an alert template is created it can then be attached to a job and the alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date

39

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

To add a link to an email address

1 Select the paperclip icon

2 Select email from the link type dropdown

3 Enter the email address in the email address field and select OK

Communications ndash creating email templates continued

Inserting a link to a website

1 Select the paperclip icon

2 A pop-up box will then open

3 Link type = URL

4 Type in the URL

5 Select OK

35

Once the formatting is completed and all required merge fields are added to the email template click Save and then Close

NB You can also set the email subject so that when the recipient of the email clicks on the email link the email subject is already completed for them

If you would like to add a stylised signature speak to your Client Success Manager who will be more than happy to talk you through how to do this

Communications ndash amending email templates

To amend any existing email templates simply locate the template in the list (or use the Search emails function at the top of the list of email templates) and click on the email name to reopen the editing window Make any required changes then click Save and Close Unused email templates can also be archived Simply tick the box next to the template and click the Archive Email Template button in the left-hand menu

36

NB Before archiving an email template we would recommend checking the email template is not attached to any candidate statuses

Communications ndash Letter Options Similar to the email options there are three available menu options in Letter Options

bull Letter Templates create or update any letter templates to use within Jobtrain

bull Contracts create and build contracts from the contract sections These can be printed or used in the onboarding module

bull Contract Sections build each clause or section of the contract or a whole contract in one section to be built within the contracts tile

Communications ndash creatingamending Letter Templates

Within the Communications section select Letter Options then select the Letter Templates tile Select Create New Letter from the left-hand menu which will open a pop-up window (or click on the letter name to reopen and edit and existing template) Enter the Letter name and main body of the email wording using the formatting tools at the top of the box to make any format changes

37

To enter merge fields place the cursor in the area of the content to add the merge field to Then click Insert Update Data Field Select the required merge field from the list then click OK

NB As with any wording entered into Jobtrain we recommend copying the content into Notepad before copying into Jobtrain to ensure all hidden formatting is removed

NB Merge fields can only be added one at a time

Once all formatting is completed and all required merge fields are added to the letter template click Save then Close For information on how to build Contracts and Contract Sections please refer to the Onboarding user guide

Communications ndash SMS Options

Text messagingSMS is an optional feature If you do not currently have access to this functionality your Client Success Manager will be happy to discuss this further with you Similar to the email options there are three available tiles under SMS options

bull SMS Templates where SMS templates are created and updated to be used within Jobtrain

bull Inbox will display all text messages that have been received from candidates via the system

bull Outbox will display a list of all text messages that have been sent from Jobtrain

38

Creating amending SMS Templates

bull Under the SMS Options section select the SMS Templates tile

bull Select New Text Message from the left-hand menu This will open a pop-up window (or click on the text message name to open and edit an existing text message template)

bull Enter the message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message wording in the main text box

NB SMS Templates have a 150 character limit The character counter at the bottom right-hand corner of the text box will display how many characters you have left

bull Once the wording is completed in the SMS Template click Save then Close

System Alerts Templates

System Alerts allows users to create and maintain their own alert templates Each alert template includes a series of alert options relating to job users candidates with Incomplete applications job approvals and offer approvals To access system alerts templates go to User gt System Settings gt System Alerts Templates The alerts notify users of key activities within Jobtrain outstanding actions remind approvers to complete the requisition process and notify candidates of incomplete applications When an alert template is created it can then be attached to a job and the alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date

39

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

Communications ndash amending email templates

To amend any existing email templates simply locate the template in the list (or use the Search emails function at the top of the list of email templates) and click on the email name to reopen the editing window Make any required changes then click Save and Close Unused email templates can also be archived Simply tick the box next to the template and click the Archive Email Template button in the left-hand menu

36

NB Before archiving an email template we would recommend checking the email template is not attached to any candidate statuses

Communications ndash Letter Options Similar to the email options there are three available menu options in Letter Options

bull Letter Templates create or update any letter templates to use within Jobtrain

bull Contracts create and build contracts from the contract sections These can be printed or used in the onboarding module

bull Contract Sections build each clause or section of the contract or a whole contract in one section to be built within the contracts tile

Communications ndash creatingamending Letter Templates

Within the Communications section select Letter Options then select the Letter Templates tile Select Create New Letter from the left-hand menu which will open a pop-up window (or click on the letter name to reopen and edit and existing template) Enter the Letter name and main body of the email wording using the formatting tools at the top of the box to make any format changes

37

To enter merge fields place the cursor in the area of the content to add the merge field to Then click Insert Update Data Field Select the required merge field from the list then click OK

NB As with any wording entered into Jobtrain we recommend copying the content into Notepad before copying into Jobtrain to ensure all hidden formatting is removed

NB Merge fields can only be added one at a time

Once all formatting is completed and all required merge fields are added to the letter template click Save then Close For information on how to build Contracts and Contract Sections please refer to the Onboarding user guide

Communications ndash SMS Options

Text messagingSMS is an optional feature If you do not currently have access to this functionality your Client Success Manager will be happy to discuss this further with you Similar to the email options there are three available tiles under SMS options

bull SMS Templates where SMS templates are created and updated to be used within Jobtrain

bull Inbox will display all text messages that have been received from candidates via the system

bull Outbox will display a list of all text messages that have been sent from Jobtrain

38

Creating amending SMS Templates

bull Under the SMS Options section select the SMS Templates tile

bull Select New Text Message from the left-hand menu This will open a pop-up window (or click on the text message name to open and edit an existing text message template)

bull Enter the message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message wording in the main text box

NB SMS Templates have a 150 character limit The character counter at the bottom right-hand corner of the text box will display how many characters you have left

bull Once the wording is completed in the SMS Template click Save then Close

System Alerts Templates

System Alerts allows users to create and maintain their own alert templates Each alert template includes a series of alert options relating to job users candidates with Incomplete applications job approvals and offer approvals To access system alerts templates go to User gt System Settings gt System Alerts Templates The alerts notify users of key activities within Jobtrain outstanding actions remind approvers to complete the requisition process and notify candidates of incomplete applications When an alert template is created it can then be attached to a job and the alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date

39

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

Communications ndash creatingamending Letter Templates

Within the Communications section select Letter Options then select the Letter Templates tile Select Create New Letter from the left-hand menu which will open a pop-up window (or click on the letter name to reopen and edit and existing template) Enter the Letter name and main body of the email wording using the formatting tools at the top of the box to make any format changes

37

To enter merge fields place the cursor in the area of the content to add the merge field to Then click Insert Update Data Field Select the required merge field from the list then click OK

NB As with any wording entered into Jobtrain we recommend copying the content into Notepad before copying into Jobtrain to ensure all hidden formatting is removed

NB Merge fields can only be added one at a time

Once all formatting is completed and all required merge fields are added to the letter template click Save then Close For information on how to build Contracts and Contract Sections please refer to the Onboarding user guide

Communications ndash SMS Options

Text messagingSMS is an optional feature If you do not currently have access to this functionality your Client Success Manager will be happy to discuss this further with you Similar to the email options there are three available tiles under SMS options

bull SMS Templates where SMS templates are created and updated to be used within Jobtrain

bull Inbox will display all text messages that have been received from candidates via the system

bull Outbox will display a list of all text messages that have been sent from Jobtrain

38

Creating amending SMS Templates

bull Under the SMS Options section select the SMS Templates tile

bull Select New Text Message from the left-hand menu This will open a pop-up window (or click on the text message name to open and edit an existing text message template)

bull Enter the message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message wording in the main text box

NB SMS Templates have a 150 character limit The character counter at the bottom right-hand corner of the text box will display how many characters you have left

bull Once the wording is completed in the SMS Template click Save then Close

System Alerts Templates

System Alerts allows users to create and maintain their own alert templates Each alert template includes a series of alert options relating to job users candidates with Incomplete applications job approvals and offer approvals To access system alerts templates go to User gt System Settings gt System Alerts Templates The alerts notify users of key activities within Jobtrain outstanding actions remind approvers to complete the requisition process and notify candidates of incomplete applications When an alert template is created it can then be attached to a job and the alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date

39

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

Communications ndash SMS Options

Text messagingSMS is an optional feature If you do not currently have access to this functionality your Client Success Manager will be happy to discuss this further with you Similar to the email options there are three available tiles under SMS options

bull SMS Templates where SMS templates are created and updated to be used within Jobtrain

bull Inbox will display all text messages that have been received from candidates via the system

bull Outbox will display a list of all text messages that have been sent from Jobtrain

38

Creating amending SMS Templates

bull Under the SMS Options section select the SMS Templates tile

bull Select New Text Message from the left-hand menu This will open a pop-up window (or click on the text message name to open and edit an existing text message template)

bull Enter the message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message name and if required add a location to help when users are searching for the correct template to use

bull Enter the text message wording in the main text box

NB SMS Templates have a 150 character limit The character counter at the bottom right-hand corner of the text box will display how many characters you have left

bull Once the wording is completed in the SMS Template click Save then Close

System Alerts Templates

System Alerts allows users to create and maintain their own alert templates Each alert template includes a series of alert options relating to job users candidates with Incomplete applications job approvals and offer approvals To access system alerts templates go to User gt System Settings gt System Alerts Templates The alerts notify users of key activities within Jobtrain outstanding actions remind approvers to complete the requisition process and notify candidates of incomplete applications When an alert template is created it can then be attached to a job and the alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date

39

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

System Alerts Templates

System Alerts allows users to create and maintain their own alert templates Each alert template includes a series of alert options relating to job users candidates with Incomplete applications job approvals and offer approvals To access system alerts templates go to User gt System Settings gt System Alerts Templates The alerts notify users of key activities within Jobtrain outstanding actions remind approvers to complete the requisition process and notify candidates of incomplete applications When an alert template is created it can then be attached to a job and the alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date

39

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

Creating amending System Alerts Templates

1 Select System Alerts Setup within System Settings

2 Click New Template

3 Give the template a name and click Add New Alert

4 The below screen below will then display to start creating your template

40

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

System Alerts Template ndash For Job Users

Go to the tab entitled For Job Users

41

For Job Users

No of days after the job closing date

Enter the number of days after the job closing date that the alert should be sent Note If the closing date is left blank Jobtrain will send the alert regardless of closing date

When job is at the following status

In this field include the appropriate job status that the system should check for Note If a job status is not selected Jobtrain will send the alert regardless of the job status (excluding Rejected Approved Not Approved amp Template)

Is job live for candidates

Select Yes or No from Is job live for candidates dropdown Note If an option is not selected the system will send the alert whether the job is live for candidates or not

Look for application at the following status

Select the appropriate status that the candidate should be at to generate an alert Note This option must be selected to continue

Send duplicate emails if application(s) found with selected statuses

Set this option to Yes for emails to be generated on a daily basis until the candidates status is changed

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

System Alerts Template ndash For Job Users continued

Next is to select the relevant email to be sent

Select the appropriate email template to be sent to each Security Profile type

42

NB Make sure you scroll down for additional options Email templates are managed within Communication Settings

The following options are available

bull Send the email to anyone included in Job Access with a specific security profile type ie Hiring Manager or HR Superuser

bull Send the email to everyone who is included in Job Access regardless of security profile type

bull Send the email to the job creator

Finally select any documents to be attached to the email notification

bull Select the appropriate document to attach Documents are attached from the document library within Jobtrain

bull Click Save once complete

NB Ensure you click Save at the end of each alert section ie For Job Users For Candidates etc

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

System Alerts Template ndash For Job Users continued

An example of where this template scenario may be used is

bull 3 days after the closing date

bull When the job has the status of Live

bull But no longer Live for candidates (as the job has passed the closing date)

bull Look for applications with the status New Application

bull Then send a reminder to review candidates to anyone in job access who has the security profile Hiring Manager

bull Also attach a Shortlisting Guide for reference

43

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

System Alerts Template ndash For Candidates

In this section create an alert to be sent to candidates whose application is incomplete (ie not agreed to terms) Select the number of days after starting the application that the alert should be sent The choose the appropriate email to be sent to the candidate Again this is managed within communication templates

44

NB For an alert to be generated to a candidate the job must be live for candidates Once the closing date has passed the alert will not be generated

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

System Alerts Template ndash Requisition Reminder

This section will generate a copy of the original approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first approval email that the reminder should be sent Select the appropriate job status that the system should check In most cases (if not all) this should be Waiting for Approval

45

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

System Alerts Template ndash Offer Reminder

This section will generate a copy of the original offer approval email to the approver The email will contain Request Reminder automatically in the subject of the email Choose the number of days after sending the first offer approval email that the reminder should be sent Select the appropriate offer status that the system should check This is the status that is defined within the offer approval setup template

46

NB Once all alerts have been created ensure you click Save (in the top right corner) to save the complete alert

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

Template section Merge fields available

For Job Users Normal job merge fields can be used Ensure they are the curly

bracket tags

To display a list of affected candidates use LISTCANDIDATES

Note due to system resource this will only display the first 10

affected candidates If there are more than 10 affected

candidates there will be an automatic note included to advise

the recipient to login to Jobtrain to view all candidates

Please note that you cannot personalise the email to the hiring

managerJobtrain user due to the way the system pulls in the

data ndash job and candidate based only

For Candidates Normal candidate merge fields can be used Ensure they are

the curly bracket tags

Requisition

Reminder NA as this simply generates a copy of the original request

Offer Reminder NA as this simply generates a copy of the original request

System Alerts ndash merge fields

Which merge fields can be used in system alert emails

47

System Alerts - General Reminders

Alerts will not be generated where the job is at any of the following statuses

bull Rejected

bull Approved

bull Not Approved

bull Template

Alerts are generated overnight

Alerts are generated for 90 days from job creation date

Jobtraincouk

Still have questions

Our support team or your Client Success Manager will be happy to help answer any further queries

Tel +44 (0) 161 850 2004

Jobtraincouk

Still have questions

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