How to...

• Create job details
• Create job description
• Authorise job
• Managing your Interviews
• Create interview slots
• View job templates
• Create a job template
• Calendar – Viewing scheduled events
• Invite an applicant to book an interview
• Book an applicant for an interview
• Change an applicant’s interview slot
• Edit or close a job post
• Job Expiry Date & Grace Periods
• Publishing Roles – Using Vacancy Poster
• Vacancy Poster – Problem Solving
• Vacancy Poster – Posting Tips

Tribepad has many candidate testing and checking integrations – they’re set up to use in the same way within the ATS –

The image below which shows where, for example SHL and RTW fit into Tribepad – these integrations fit into the ‘job editor’ (creating a new vacancy) –

On the above example, you can see Tribepad’s integration with SHL, however the integrations with other partners can be found in the same place within Job Editor.

 

 

(The SHL check is pulled together using pre-written tests/questions – similar to building a standard questionnaire, where you can factor in a score threshold also)

Please see https://support.tribepad.com/manual/document/questionnaires/ to see how a standard questionnaire is built.

 

 

Right to Work Check is also shown on the image above –

By selecting this check, you’re given several options to choose from, to suit the nature of your vacancy.

Find out more about RTW checks – https://support.tribepad.com/manual/document/right-to-work-rtw-checks-a-tribepad-integration/

 

 

After you’ve selected the options you need for these integrations, you can continue advertising your new vacancy https://support.tribepad.com/manual/document/create-job-details/

 

How to view your candidate’s scores from the ATS –

• Locate your vacancy, and click through your candidate number to access the ATS
• Click through the icons, to see what your candidates have scored –

 

The Insights reporting platform is where you can access all the stats and data. Please remember, your recruiters must keep their jobs, hires, rejections…everything, up-to-date in order for you to get accurate data.

• Accessing Insights

 

Here’s what you’ll see on the Dashboard –

High level stats including (total number in timescale – notice how you can filter the date range to suit)

• New candidates
• New applications
• New jobs
• New positions (this is where you’ve advertised for more than 1 of the same job)
• Live jobs
• Live positions

Also –

• Live traffic volumes on your career site
• Job status (how many jobs you have at each status, ie open, filled etc.)

• Top Applications by job category
• Candidate application status (ie, hired, accepted, offer, etc.)

• Job application – top referrers
• Recruiter activity
• Top candidate searches

 

Notice the menu, on the top left of the Dashboard –

From here, you can navigate between the different areas on the menu –

Tip!  Wherever you see this symbol – you can download the image –

Wherever you see the Export button, you can download a CSV file (spreadsheet), and create further filters to use your information and create your own graphs.

Here are the reports that are available to you – 

Performance – 

Source

• Overview
• Tracking: Referrers & Job boards
• Tracking: Campaigns
• Device Types
• Countries
• Duration

ROI

• Agency Performance Analysis
• Agency Performance Analysis/Summary

Recruiters

• Overview
• League Table
• Overall Status

Referrals

Jobs

• Overview
• Status Overview
• Live Jobs Report
• Expired Jobs
• Urgency Report
• Authorisation Report
• Job Efficiency
• Time in Each Status

Process

• Interviews
• Offers
• Hires
• Selection Method
• Withdrawal Reasons
• Rejection Reasons

Candidates

• Overview
• Registration Report
• Applications Data Capture Full
• Applications Data Capture Short
• Application Pre Screen Pass/Fail
• Applications Summary By Source
• Redeployment Report

Talent Pooling

• Tags List
• Candidate Tagged
• Community
• Community Activity

Questionnaires

• Questionnaires List

Auditing

• Consolidated Logs
• Activity
• Searches
• Job Edit Log

 

Besides the obvious reports –

Live Jobs Report

Hires

Candidates overview

Referrals

 

Here are some of the reports we think will give you great insights – 

Jobs Efficiency – all of your vacancies with all the detail you could need

Source Overview – see when, how and for how long your candidates are applying, and by which job board –

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Recruiters League Table –

How effectively are your recruiters using the platform?

See when they’re logging in, how many CV searches they’re doing, and for what – are they utilising the advanced search techniques the system is capable of?

Are they talent pooling effectively, or just searching for candidate names and email addresses?

Are they sending vacancies to the talent pools and proactively asking their networks who else they know, for those hard to fill positions?

Stats heaven!

 

If you have a Right to Work Check integration – here’s where you’ll find it, within Tribepad –

 

To check your candidates ‘right to work’ status within the application process, first select Apply to this job.

Then choose from the drop-down list, which actions you would like to align the check with –

 

 

Continue with the job posting, as usual (see my-job-today-is-to-post-a-job for help you with this if you need it).

You can see the status of each check within the ATS (either under each vacancy in the Jobs List, or through Applications Dashboard)

 

Please note the colour coding of the symbol –

Grey    = has been invited, but not yet started a RTW check

Amber = in process/pending confirmation from 3rd party

Red      = failed RTW check

Black    = candidate failed to provide requested RTW document in the timeframe

Green   = candidate has passed their RTW check

 

Please note the rules around this integration –

If a candidate has already passed a RTW check it is valid for 3 months from Tribepad receiving the Pass from NSL. The 3 months timeframe is configurable.

The RTW is assigned to the candidate as well as the application. This means if the candidate fails a RTW for one job but passes on another, we can see this against each application. If the candidate has passed in a previous application, this pass will be copied to any new application within the 3 month time period.

An application that has not got an RTW tag has not passed RTW so should not be manually processed.

If a candidate has multiple incomplete applications due to no RTW check being completed when this is done for 1 job, the candidate will still need to access each job to submit it. This will not be done automatically.

If a job has expired, only candidates manually invited to complete an RTW will be able to complete the questions after the expiry date. They will not be able to amend any other part of their application.

If a job is closed, no candidate will be able to complete an incomplete RTW check.

RTW checks on average may take up to 2 weeks to return, however this could be longer. Tribepad do not control or influence this time in anyway.

An individual candidate or candidates can be withdrawn by an agency at any stage within the ATS (see My Jobs Dashboard for more details on accessing the ATS).

First things first – from Jobs List, click through your applicant numbers against the vacancy you wish to withdraw the candidate from –

 

This will take you into the ATS, where you can see all candidates in process for your vacancy –

To withdraw candidates, select the candidate(s).  They can then click the Options Menu and select Mark as withdrawn:

 

 

When the Mark as withdrawn option is selected an email template will be displayed:

The recruiting user should then click on the Reason: dropdown to select a reason for withdrawal.

 

Clicking Cancel will cancel the action and return to the ATS.

Clicking the Mark as withdrawn only button will mark the candidate as withdrawn and return to the ATS.  The job seeker will be moved to the Withdrawn stage in the ATS.

 

Viewing candidates marked as Withdrawn

To view withdrawn candidates the agency user should click on the Rejected & Withdrawn button in the job details section on any stage in the ATS (see My Jobs Dashboard for more details on accessing the ATS):

Click on Withdrawn:

The Withdrawn stage will display the following information for the selected job post:

• Number of candidates withdrawn
• List of candidates withdrawn
• Details of the job post
• Job description

 

For full details on all stages and functionality found in the ATS, see Process Applicants.

Click the ‘back’ arrow to return to the Jobs Dashboard:

> Help & Support

Need to promote your vacancies?  There are a few different ways how you can share your vacancies to push them to your networks –

If you wish to send your own engaging message – perhaps you’d like to ask your network for referrals for that hard to fill role –

Locate your vacancy within the Jobs List and click through your applicant numbers to enter the ATS –

 

Copy the job page link, which you can paste into your community messages, messages to your talent pools and social media posts –

 

Then, from CV search you can select who you’d like to engage with & send your vacancies to –

Select your candidates then click Contact which will open up an email where you can write your engaging message, and paste your vacancy link.

 

 

Alternatively, if you’re happy to send out your standard Invite or Apply message – this is the most efficient way to proactively invite individual candidates or talent pools to apply for your vacancies – here’s how – https://support.tribepad.com/manual/document/inviting-your-ca…ly-to-a-position/

 

 

 

 

Investing a few minutes in creating a job template for each of your most frequently advertised roles will save you time every time you advertise.

Job templates are found under the Jobs tab –

A job template resembles the first 2 stages of the ‘Add new job’ process, ie uploading your job template will pre-populate many of the fields you’d have to complete manually.  Working with job templates will also ensure that your adverts remain consistent, which is good both for brand and candidate experience.

Select a pre-screening questionnaire to save you time filtering your candidates later – questionnaires

You might choose to leave certain fields of your job template empty, for example salary, location, contract details and anything else which is subject to change per role – you can complete those areas on the Job Editor stage after you’ve pulled through your template, on the actual job editor part.

 

Click the padlock icons to protect particular areas of the template – by doing this, you’re disabling anyone else (apart from a superuser) from being able to edit your job template.

Don’t forget to utilise the custom application user journey, which will save the process you set to the template too –

 

 

 

At the bottom of the 1st template page, to continue creating your template, please click Continue.  (Clicking ‘save template’ will save your unfinished template, like a draft)

Next, work through page 2 of the template – this is the part that will save you the most time next time!

 

When you’ve completed your template, click Save template at the bottom of the page, and it will appear in your job templates bank.

If you need to view or edit your job template, simply locate it then click the pencil icon, make any changes, then save it.

 

Now,  to finish creating your new vacancy, click add new job from the Jobs menu.  For more info, please see create-job-details

Recruiters!  Instead of applying your search criteria across each job board you use, you can now save time by entering your search criteria just once!

This feature is available to those who have set up a 3rd party contract with Broadbean.

Simply conduct your candidate search through the usual ‘CV search’ tab –

Click to select which job boards you wish to search.

You can then easily import your selected candidates back into the ATS, as a passive candidate.

 

How to use this feature – 

Enter your CV search criteria

Notice next to the Search box, there’s a small arrow – click here to select Search Broadbean 

 

You’ll then be transferred into your Broadbean account, and the relevant CV search will resemble the image below –

Notice the tabs for each job board searched.

Click Save for your selected CVs to be imported into Tribepad

 

Be proactive with your talent!  Invite them to apply to your vacancies – here’s how –

 

In CV Search select the candidate/s you wish to invite /apply to a job post and click Invite or apply 

 

Note: if multiple candidates are selected and these include external candidates, only external jobs will be displayed.

If required, you can search your vacancies using the Job title / Job ref no search box. 

Click the checkbox for the job/s you wish to invite or apply to the selected candidate/s – 

 

Note: if a candidate has already been invited or applied to a job, the job will be highlighted in green on the list and a tick icon will be displayed.

Now, if you choose Invite Candidate an email will be sent to the candidate. 

 

Important!  Understand the difference between ‘Invite’ and ‘Apply’ – 

• Invite – you will be inviting the candidate to apply to the vacancy, therefore they have to complete the application if they want to be considered
• Apply – you should use this button carefully, as your applied candidates will be applied directly to the role without them having to apply, therefore they will not have completed your questionnaire or any skills testing as part of the process

 

The Invite or Apply panel will then close and a confirmation message will be displayed on CV Search.

If you choose Apply Candidate the Invite or Apply panel will close and a confirmation message will be displayed on CV Search.  The candidate will be added to the New Applicants stage and they will see details of the job application when they log into their Home.

Click X to exit the Invite or Apply panel and return to CV Search.

 

Invited Candidates

A list of invited candidates can be viewed by clicking Jobs in the top navigation, selecting the Referrals option and clicking the Invited Candidates tab on the Referrals sent panel.

 

You can contact your talent pools of candidates very quickly and easily – here’s how –

Within CV Search, go to the Filter by Candidate Tags feature on the left hand side – 

Select which of your talent pools you wish to contact (you can select more than one if you wish), then click Done

 

You can continue to filter your candidates by adding Boolean or other search criteria, including all the filter options to the left of the screen

(by requesting to filter by more than 1 candidate tag will search for X tag OR X tag)

 

 

Yo can contact this talent pool, individuals from it (click the box to the left of each profile and use Select button to choose who, from the list you’d like to contact, then Contact Selected

Other options include –

• Send them a message (this saves you from blind copying everyone into an email and saves the action to each candidate’s notes)
• Invite (or apply) them to a vacancy (this sends the vacancy to each candidate, asking if they’d like to apply)
• Apply them to a vacancy (please use this only when you know the candidate, and consider the fact the candidate will not have completed their questionnaire as part of the application for that role)
• Tag them
• Send their CVs or Questionnaires to yourself or a colleague
• Save this search

 

Tips!   If you want another recruiter to see that you have tagged someone, you should use a public (grey) tag

Orange tags are visible only to yourself

Add tags to candidates who are for example ‘At Risk’ to keep in touch with them,  sending them vacancies & company updates – see ‘Inviting Candidates to Apply’ for more information.