Recruiter

On the main home page, log in using your email address and the password as provided to you by your Administrator.

If you forget your password, or would like to change it, click the Forgot Password link and enter your email address to receive a Reset Password email.

The email will contain a link for you to click through, and enter your new password.  Please then return to the main home page where you will be able to login with your new password.

The password reset link will expire after 10 minutes, thereafter you will need to repeat the above steps.  If you do need to repeat the above steps, please ensure that you access the most recent password reset email once it is received.

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

When viewing your candidates at Interview stage, you can now see exactly which sub stage they’re at in the process –

See the below image, just below the main Interview tab –

Click which sub status you require to view your candidates who are at that stage.

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

Recruit faster and using less resources using Video Interviewing –

• Interview more candidates, consistently and faster
• Record, save & share the interviews with hiring managers
• Use NLP – see the candidate’s true reactions to your questions
• Not the right candidate for you?  Minimal time & resources wasted
• Less scheduling issues for meeting rooms – major recruiter bugbear!
• Branded & integrated with your own careers site/ATS
• Make smarter decisions faster
• Minimise the need for candidates to travel, take time off work and interview completely at their own convenience!

When you go to create a job within Tribepad, you’ll see – Tribepad Video Interviewing located  just under Questionnaires –

If at any time you cannot see the menu options, click on this symbol to open it up – 

Tribepad’s fresh new dashboard allows you to see exactly what’s important to you –

We understand the importance of viewing key pieces of information and have given you the capability to move components of the dashboard around, so that you can view the reports and data that you want to see first.

• Who’s coming for interview today?
• What tasks do I have today?
• My latest referrals
• Current active job adverts
• Expired job adverts
• My groups

Whatever you choose to be at the top will be the full width of your screen.

Hover your mouse over the title of the components, for example over Tasks –

Next, click on the crossed-over double edged arrows on the section you want to move and drag the box to where you’d like it to be placed.

The blue bar will highlight to you where the box will be placed.

Once moved, this will automatically be saved.

Also, you may deselect items on the dashboard to minimise them – this might be useful when using Tribepad mobile.

Click the minus to minimise any area that is less useful to you.

Let’s show you what information the dashboard provides the recruiter –

Interview

1. Provides the recruiter with the date, time and location and stage of the interview
2. Identifies which recruiter is conducting the interview
3. Identifies which candidate is being interviewed
4. Identifies the position that the candidate is being interviewed for
5. Provides contact information of the candidate
6. Allows the recruiter to re-arrange the interview if required

Jobs

1. The Job Title column provides the title of the vacancy plus the location
2. The Job Owner allows the recruiter to see who has created the vacancy
3. The Applications column allows the recruiter to see how many new applicants have applied
4. The Application submitted allows the recruiter to see how many candidates have submitted their application
5. The ‘Stage’ column shows the furthest stage that a job is it i.e.

• ‘Incomplete’
• ‘New Applicants’
• ‘Interview’
• ‘Offered’
• ‘Hired’

If there have been 100 candidates apply for a vacancy, and 1 of the candidates is in the process of being interviewed, the stage will show as ‘Interview’. It does not however show the stage at which candidates have been withdrawn or rejected.

Also on the Dashboard – 

• The number of applications you have received, presented to you in a clear graph
• A preview of Jobs which a recruiter can filter by ‘Active Job Posts’, ‘Expired Job Posts’, ‘Unfinished Jobs’ and ‘Closed Jobs’. A link is also available to view the entire list
• A preview of uncompleted tasks, with a link to view the entire list
• A preview of referrals, with a link to view the entire list

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.

Below is a summary of the main areas that have been added to set up and managed the Anonymised Applications process and the views the users see.

Creating a job

When you now create a new job on the ATS you will see the following box as part of the process.

When both of these options are selected the full ATS will be anonymised for candidate applications.

• If only the “Enable anonymous CV sending” option is selected then the candidate data is NOT anonymised and only the CV generated by Tribepad is when sent from the platform.

• When “Enable anonymous candidates throughout the ATS” is selected then the full ATS is anonymised.

When the Enable anonymous CV Sending is selected then job is automatically set up to not allow the candidate to upload their own CV against this application.  This is done by auto blocking the option in the User journey section.

Viewing a job

When the job has been selected to be anonymised then when viewed by the ATS user they will see the following candidate view, where the name is replaced by a code.

If you then click through on the candidates code you will see the anonymised candidate profile.

The Download CV option will only download the anonymised Tribepad generated version.

Candidate Mini Profile.

The Candidate mini profile which is available from the jobs list page has also been anonymised.

Emails

When the candidate applies for a job which is part of the anonymised process, they will be told their candidate reference with the top of the email, which they should use if they wish to contact the recruitment team.

All emails sent to the candidate who have applied to an anonymised jobs will be titled: Dear Candidate and will have the following sentence within the top of the email:

Your reference for this application is: “candidate 1234”.  Please use this when contacting the internal recruitment team for support.

CV Search

CV Search has been updated to allow a user to search against the candidate reference, and this will return the anonymised version of the candidate.

You can also search within CV search on a job reference and if this job reference is part of the anonymised process then all candidates returned as anonymised.

Job Log

The job log has been updated to only shown anonymised candidate data, so movement of candidates can still be seen and tracked.

CV Searching using Tribepad
The below features have been released to complement our CV search upgrade and create further efficiencies in your recruitment process.

Please see the comprehensive list below for your information –

(Please note – these features are not compatible if you are OFCCP restricted)

Telephone Number Search

Quickly find the candidate you’re speaking with on the phone by searching their number – this useful new feature allows you to search by all mobile and telephone numbers which have been added by the candidate. Simply enter the number into the search box to return any candidate with that correct number.

Filter By Job Reference

Add as many job references as you need in order to filter your candidates down. Here you can use advanced Boolean search methods to identify the very candidate from those who applied for that vacancy.

Filter By Registration Date

Use the registration date to filter your candidates to a manageable number.  Using the ‘from’ and ‘to’ filters will allow you to limit your results to candidates who registered between those dates.

Additional Sorting

Two options are available when sorting your candidates returned by the search. Firstly, the default method  is ‘relevance’ which is the standard way of returning your search results best match first.

The second option is the candidate’s `last login date` which will sort your results, newest to oldest, allowing you to see the most recent active users which will appear at the top.

Downloadable CSV

You can now download your search results as a CSV (spreadsheet) upto a limit of 10,000 and will still utilise your current filters, searches and sorting.

Email Attachments

When using the contact button from within CV Search, you can now attach files to be sent to your candidates.

Suitable Jobs on User Dashboard

The ‘suitable jobs’ function will display jobs to the candidate which match the first saved job alert they made in the system.

TAXONOMIES

Allows you to specify a word or phrase, the scope of which is expanded to include multiple words or phrases,  e.g.

Looking at the table above, the word “manager” (not case sensitive) is linked the the words, “managing” “managers” “manage” and “managed”. So, if a candidate searches for a job using the word “manager”, jobs within this expanded list (taxonomies) will also be returned.

NOTE – a job will be returned if the taxonomies appear anywhere in the job post ie, the description may say – “working closely with senior ‘managers’ “ yet the job title may be “General Assistant”

You can provide these lists to us and your instance of Tribepad will recognise the relationships between these words. Any provided taxonomies will then be active in CV search for hiring managers and in job search for candidates.

For example, again based on the above table – searching for ‘MD’ will also return ‘Managing Director’ and ‘CEO’. You can see that CEO also has its own taxonomy and is linked to ‘Chief Executive Officer’ thus searching for ‘MD’ in the CV or job search will show ‘Managing Director’  ‘CEO’ and ‘Chief Executive Officer’

NOTE – there is no limit to the amount of taxonomies you provide. e.g. one word could be linked to a thousand other words.

The picture below shows a candidate’s job search returning jobs that are linked to the keywords entered via a taxonomy list. In this case ‘Retail Advisor’ (keyword entered for this job search) is linked via taxonomies to ‘Senior Sales Adviser’ ‘Retail Sales Consultant’ and ‘Brand Ambassador’

You, the client, can now increase the visibility of jobs and candidates by creating a comprehensive list of taxonomies.  You could base this on your reporting statistics, ie. popular search terms.

If you’re posting jobs called ‘CEO’ but you find that a popular search from candidates is ‘Executive Officer’ it would be a good idea to add this to a taxonomy for the acronym CEO. Without the taxonomy in place if a candidate searched for ‘Executive Officer’ all the jobs you have created called ‘CEO’ will not be returned in their job search.  Adding the taxonomy can ensure candidates do not miss any possible opportunities.

This also goes hand in hand with CV search.  Without the taxonomy if you searched for ‘CEO’ in CV search, ONLY candidates with the exact acronym ‘CEO’ would be returned; so all candidates that have ‘executive officer’ as a previous job will NOT be returned. This is not comprehensive and you may be omitting eligible candidates when using CV search.  With your bespoke taxonomies in place you can tailor which results will be returned to ensure that you find the most relevant candidates for the role.

Advanced CV Searching Methods

Want to find the very best CVs?  Tribepad allows you to get right down to the detail of your CV searches, using advanced Boolean techniques:

Boolean Search:

AND or OR or NOT will determine whether all or some of the words should exist

Also, by putting words within ‘()’ you’ll find candidates with ‘manager’ in their profile as well as any of ‘recruitment’, ‘resourcing’ or ‘talent acquisition’

(Recruitment OR Resourcing OR “Talent Acquisition”) AND manager

Wildcard Search:

Any word followed by * will act as a wildcard match, taking into consideration similar words:

Recruit* – will also find recruiter, recruitment, recruiting…

Phrase Search:

Anything within “” (double quotes) will be treated as a phrase and return only results with that exact phrase.

“Talent Acquisition” – will find anyone with talent acquisition together

Super-Phrase Search:

Put ^ then a number after a word to search for that term and prioritise those with more of the word – this is good when searching for more than one word, ie:

Recruitment^5 OR Manager – will find the words recruitment OR manager in profiles and rate those with Recruitment 5 times higher, pushing them to the top of your search.

OR:

A phrase followed by ~ then a number will allow your words to be that distance apart.

For example, “Talent Acquisition”~5 – will find anyone with the words talent acquisition within 5 words of each other, therefore matching “acquisition of the talent”

Field Search:

From the list of fields below, search that specific field only, for example:

job_titles:(Recruiter OR Resourcer OR Talent) AND employers:BBC – will find anyone with recruiter, resourcer or talent in their job title list and one of their employers was the BBC.

–          last_job_title:

–          job_titles:

–          job_descriptions:

–          skills:

–          summary:

–          fullname:

–          job_interests:

–          cv:

–          objectives:

–          username:

–          employers:

–          education_institutes

–          education_subjects

–          education_descriptions

–          qualifications

And finally!…you can search other factors from the filters on the left side of your screen –

These filters include –

• Filter by Tags; Locate talent quickly by searching on tags or key phrases added to a candidates application. Or locate talent before tagging and adding to talent pools.

• Filter by Job Reference; Know the reference number of the job but forgotten a candidate’s name? No problem, search for the reference number to return the vacancy and applications for those candidates that have applied to that specific role.
• Filter by Salary; You’ve found a hive of top talent, but do their salary expectations match that of the vacancy?
• Filter by Location; Instantly see results appear in front of you! Choose the country, location and the distance from the current location to find talent situated close to the vacancy advertised
• Filter by Job Level; Choose what level of talent you require i.e. Students, Experienced Candidates, Managers or Executives
• Filter by Status and Availability; Without manually sifting through thousands of CVs, identify candidates based on whether they’re actively looking for work, open to new opportunities, employed, unemployed, or the type of work they are looking for i.e. contract, full-time or part-time
• Filter by Industry Sector; Find candidates with industry experience!
• Filter by Type of candidate; Instantly locate internal or external applicants
• Filter by Questionnaire answers; Find the perfect candidate based on their responses to your questions in the application stage – in return, your time to hire is reduced, advertising costs minimised and recruiter’s time saved.