Recruiter

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!

 

Within your business, you may have divisions or groups of people who may benefit from a different tone and/or branding in your communications, ie you may want to speak with graduates or those who work in your stores in a different tone than when you speak about head office roles.

Also, candidates who apply for specialist roles could receive further detailed communications about their application compared to a candidate who perhaps applied for a cashier role.  Tailoring your email communications will improve your brand recognition as well as the candidate’s experience.

 

Within Job Editor, this feature (where available) can be found underneath ‘select language’

Select Email Pack to choose from the options available to you.

The templates you use, ie ‘invitation to book interview’ will be on tone for the type of candidate you have selected.

If you’d like to see what communications a candidate has been sent, this can be found within their profile, under the Tools tab.

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.

Your system emails can be updated as necessary.  Here’s where you’ll find them –

From the Social tab, select Email Templates

Here, you can see the template emails that exist within your ATS –

Use the Search box if necessary to locate the email.  Click the pencil icon to edit your email.

Clicking create will save your changes.

If the email you’d like to edit doesn’t appear in this list, please contact Tribepad support or your account manager.

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

Candidate symbols

Internal candidate – 

External candidate – 

Passive candidate – 

Agency candidate – 

 

 

What is a Passive Candidate?

A passive candidate is essentially a candidate profile that has been created not by the candidate themselves, instead by a recruiting user.  You can see which candidates are ‘passive’ as they have this symbol by their name

From within the candidate’s profile, you can invite your candidate to ‘create an account’ so they can log in and add their own details and preferences to the basic details you created for them.

Here’s how you can create passive-candidates

 

 

 

Suggested Candidate

Suggested candidates have been recommended to you by the system for the vacancies you have, based on a few factors –

• location the candidate has said they’d like to work in
• salary +/- 10%
• job title (& previous job titles)
• keywords

It may seem that the system can come up with some random candidates that aren’t suitable – this may be because the candidate has previously worked in a similar role, but they don’t do that role now, and that they’ve said they’d like to work in the location of the role, but they may not live there yet.

Please check through your suggested candidates – the system can come up with some real gems, that you may not have found from your database searches.

 

Tag

A tag is essentially a label attached to a candidate, and each tag is it’s own talent pool.  You may tag each candidate with as many tags as you like, and each one can be anything you need it to be, ie –

• a skill
• a job title
• a qualification
• a location
• where you met the candidate, ie a networking event, open day/graduate fair or an employee referral

 

Talent Pool

A talent pool is a group of candidates that have individually been tagged with the same tag.  Tribepad allows you to refine your talent pool, by using Boolean and advanced search and then easily contact everyone within it – searching-your-tags-talent-pools

The most important thing to us is that you get the most out of using Tribepad – here are a few tips we hope you’ll find helpful.

If there’s something you feel should be here & isn’t, please get in touch – hello@tribepad.com

 

Your ATS is as good as the data within it

Please ensure that your ATS is up to date…that means your vacancies…

• move your candidates to hired when applicable
• update your candidate’s profiles each time you speak with them, or learn something new about them (they’re updateable your side & theirs!)
• close your vacancies when you’ve filled them
• reject your candidates when you’ve ruled them out

etc…

Your reporting will be inaccurate if your data isn’t correct.

If you think you ‘should’ be doing something, you probably should 😉

 

Data In = Data Out

 

 

Using your ATS effectively will you greater results

Every feature within Tribepad has been thoughtfully designed in order to create efficiencies for you, the recruiter –

• Advertise similar roles repeatedly?  Using job-templates will shave minutes off your admin time every time you recruit
• Customise your application user journey create-job-details to suit each vacancy – enhance candidate experience…ask for supporting documents…minimise drop-off rates
• Talent Pool your candidates!  Tag everyone you need to, so that you can identify them quickly when you need them – here’s where we’ll show you how – tag-candidates

 

Help!  I’ve forgotten my password…

Don’t worry – we’ll have you in there in no time… this page logging-in-to-tribepad will show you exactly what to do.

 

 

How can I make sure I’m getting the most out of using Tribepad?

All recruiting users of Tribepad are most welcome to join as many of our Bitesize training sessions as you need –

They’re free, they’re easy to follow and they run every week.

Here’s what you need to do to book on –

• Check what’s available through our eventbrite page
• Register your details against the course at the time & date you choose
• We receive your notification & book you onto the live Webex session
• You receive an invitation to join the session – please note, this comes from Webex directly & contains a link to join the session plus dial-in number
• Please ensure you’re logged into the session BEFORE it starts – latecomers will be asked to rebook

 

 

How can I change the access/permissions of my colleagues?

Superusers of Tribepad have access to the new-admin-tool-for-managing-users which is where your permissions are managed.

Help!  I need some support…

We’re here to help you… we’re going to need a few things first… 🙂

You’ll need to log your issue https://tribepad.kayako.com/  or you can email support@tribepad.com

Providing detail will allow us to get to the root of the issue faster – the more specific you are, the faster we can help…

• Please outline your issue in the subject header, for example – ‘Candidate unable to complete application/Project Manager role’

We’ll use the same title when we reply, so there’s an identifiable email trail

• We love screenshots!  Please send us a screenshot of the issue, plus –
• Provide any relevant usernames & job references
• When did the issue occur?
• Tell us which operating system you use (ie, Windows)…and which web browser? (ie, Chrome, Internet Explorer)

 

 

A few commonly asked questions – 

How do I change the job owner on one of my vacancies?

Locate your vacancy from the Dashboard or the Jobs List, then click the pencil icon to edit the job. Next, go to Assign roles for this job to share your job with your colleagues.  You might find this post useful create-job-details

 

The job ID and the job reference are different – which one should I use?

When a draft or another job has been created within Tribepad, and another role has been started and published within that time, that role can basically steal your job ID in the system, however referring to your job by the reference number will always link back to your original role.

 

The map on my job advertisement is not pointing to the right location – what should I do?

Issues can occur within mapping if for example ‘head office’ is written as the job location.  Please check your advert to ensure the location & country fields are correct, so that the mapping can be accurate.  Putting a valid postcode in wherever possible will help toward your accuracy.

 

What’s the difference between ‘invite’ and ‘apply’ when sending my vacancies to candidates?

Invite means that you are sending an invitation to the candidate to apply to your vacancy, if they want to.

If they’re interested, they can click to see the job details and go through the application process to be considered.

Apply means that you’re essentially bypassing the entire application process for this/these candidates.

This means that they will not have completed the questionnaire or any skills-testing you’ve requested for standard applications.

Learn how to use this method here – invite-candidates-to-apply-for-job-via-cv-resume-search

 

How can I further promote my vacancies?

Here are a few ways to help you proactively push your vacancies –

https://support.tribepad.com/manual/document/how-can-i-promote-my-vacancies/

 

How can I apply to an internal role, being a recruiter on the ATS?

The account you have as a recruiter is different to that of a jobseeker.  If you would like to apply for an internal position, you’ll need to create yourself a jobseeker account.  Please register your details using your personal email address on the main login page.  Here’s how – job-seeker-creating-a-profile

 

If you have any questions that you would like to see here, please let us know – hello@tribepad.com

Can’t find what you need in the support manual?  Open up live chat and speak with our support team directly.

When you’re logged into Tribepad, you’ll see us in the bottom right hand corner of your screen*

Simply type your message into the box and a member of our support team will respond, and help you.

*Feature visible to those with superuser access.

 

You can rate our service after we’ve helped you 🙂

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/