Recruiter

 

> Help & Support

Candidate’s CVs can be shared with your colleagues and emailed to any valid email address.  To email CVs, job seekers need to be selected in CV Search and the Email CV button clicked (see Search CVs for candidates for more details on searching and selecting candidates).

You may send a ‘page’ of CVs (& Questionnaires) at any one time, simply select each candidate using the tick box to the left of the image above, or from the Select button (see image below) you can select all on page –

You may send further batches of candidates if you need to using the same method, page by page.

Please note, where no ‘original CV’ has been uploaded, this type of CV will not be available to send, though a Tribepad generated CV will be created using the candidate’s profile.

The benefit of using Tribepad generated CVs is that their format will be identical, and (though reliant on the information given by the candidate) they will be consistent and fair for the recruiter or hiring manager to make a decision from.

 

How to send the CVs –

A CV will be generated using the information stored on the job seeker(s).

Where a candidate has completed a Questionnaire, you will also be able to share this, if you want to.

To create the email, type the email address into the To: box.  Add a Subject and a message.

If you’d like to format the message text, use the options located above the main text box:

The number of CVs attached will correspond to the number of job seekers.  You may choose whether to attach a Tribepad generated CV (this will ensure all CVs are formatted in the same way), or the job seeker’s original CVs –

Click the Send button to send the email and return to CV Search.  A confirmation message will be shown on CV Search.

Click X to cancel the email and return to CV Search.

 

> Help & Support

 

> Help & Support

For a candidate to be suggested for a job position, their profile must match the job in the following ways:

• A salary that matches the range specified by the job (+/-10%)
• The same country and region as the job (unless the candidate has specified they are willing to relocate)
• The tags in the job or some of the job description match the career history and / or profile of the candidate (a career history match is more likely to lead to a suggested candidate)
• Industry sector and career level specified by the candidate will also be considered relevant

 

Viewing Suggested candidates

To view suggested candidates for a job post, go to the Jobs List (under the Jobs tab) and click the number displayed in the Suitable Candidates column for the job you wish to view:

 

 

The Suggested stage of the ATS will display the following information for the selected job post:

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

See More functionality for further details of general functionality available on this screen.

 

Candidate List

The list of candidates will display all candidates that have been suggested.  Candidates are ordered by time/date of the action.

Candidate Details

The following candidate details will be displayed:

• Name
• Location
• Previous experience

Hover the mouse over the candidate’s previous experience to display more details:

Click on the candidate’s name to display their Candidate Overview.

 

Candidate Profile

Click on the Profile button to display the candidate’s profile:

Depending on the details submitted by the candidate, the profile may include the following information:

• Name and contact details
• Profile details
• Personal summary
• Education
• Pre-screening questionnaire answers
• CV

If you’re interested in the candidate – invite them to apply for your role.  From the Options menu, hover the mouse over the icon and select ‘invite to apply‘

Alternatively, you can then select other options to process the candidate:

• Email – see Send an email to a job seeker for more details
• Add note – see Add a note to job seeker for more details

The buttons at the bottom of the profile can be used to download a copy of the candidate’s CV.  The candidate’s original CV can be downloaded or a CV can be generated using the information stored on the candidate:

Note:  If a candidate has not uploaded their CV the Download original CV button will not be present.

Click on the arrow buttons located on the top left/right of the profile to view the next candidate’s profile:

Click X to close the profile.

 

> Help & Support

Making an offer

Offers can be made to an individual applicant or multiple applicants.  To make an offer, the applicant(s) needs to be selected in the ATS and the Offer Job option selected:

This will display an email template that can be updated if required.

 

Viewing email recipients

One Applicant

To view the recipient of the offer email, click on the 1 button.  Click on the applicant name to view their Candidate Overview.

Click X to close.

Multiple Applicants

To view the recipients of the offer email, click on the <no.> button.  Click on an applicant name to view their Candidate Overview.

Applicants can be removed from the recipients list by clicking the X alongside their name.

Click X to close.

 

Formatting text

Email text can be formatted using the options located above the main text box:

 

Attaching files

Use the Upload files button to attach files to the email.  If you want to remove the attachment, click the red x:

 

Offer or Cancel

Click Cancel to cancel the action and return to the ATS.

If you don’t want to send an email at this stage, or are doing it through another method, click the Offer job only button to confirm the offer and return to the ATS .  The applicant will be moved to the Offer stage in the ATS.

Click the Offer job and send email button to send the email, confirm the offer and return to the ATS.  The email will be sent to the address the applicant used to register their account.  The applicant will be moved to the Offer stage in the ATS.

Note: If offering positions to multiple applicants, a review pane will be displayed.  You can click on an applicant name to view their Candidate Overview.

Click Close to close the review pane and exit.

 

Viewing applicants at Offer stage

To view applicants offered a position, click on the Offered tab in the ATS:

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

• Number of applicants offered the position
• List of applicants
• Details of the job post
• Job description

See More functionality for further details of general functionality available on this screen.

 

Applicant List

The list of applicants will display all applicants that have been offered a position.  Applicants are ordered by time/date of the offer.

Applicant Details

The following applicant details will be displayed:

• Name
• Location, if stated
• Previous experience, if stated

Hover the mouse over the applicant’s name and previous experience to display more details:

Click on the applicant’s name to display their Candidate Overview.

 

Process Questionnaires

An icon for the Offers questionnaire will be displayed in the Offers stage.  To the right of this icon, a black questionnaire icon featuring a dropdown list of other available process questionnaires may also be present.  Hover the mouse over the questionnaire icons to view the process questionnaires assigned to the job post.  A red questionnaire icon is displayed for questionnaires that have not been completed.  The status will be displayed as Pending when the mouse is hovered over the icon.  If the questionnaire has been saved in a partially completed state, the mouse-over text will also include ‘answered by’ details:

Green questionnaire icons are displayed for questionnaires that have been completed.  The status will be displayed as Complete when the mouse is hovered over the icon.  Details of the user and date/time of completion will also be displayed:

If a tick appears next to Shortlist or CV Feedback questionnaire icon it has been submitted to a recruiter for review.  Details of the user and date/time of submission will be displayed in the mouse-over details:

Black questionnaire text with a tick is displayed for questionnaires that have been submitted to a recruiter for review in an incomplete state.  The status will be displayed as Pending when the mouse is hovered over the text.  Details of the user and date/time of submission will also be displayed.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

To view or complete a questionnaire simply click on the icon or text.  See Complete Questionnaires for more details.

 

Status

Each applicant will be assigned the status of Offered.

 

Markers

The following markers may be displayed:

		Internal Candidate
		Agency user	– click on the icon to view the agency user
		Passive Candidate
		Referred Candidate	– click on the icon to view the referrer’s profile
		Notes	– click on the icon to view the Candidate Overview
		CV sent
		Selection Method

Labels, and in some cases further information, will be displayed by hovering the mouse over the marker icons.

 

Pre-screening Questionnaire

If a pre-screening questionnaire is assigned to the job post, one of the following icons will be present for each applicant:

		Questionnaire complete: passed	– the number denotes the applicant’s score
		Questionnaire complete: failed	– the number denotes the applicant’s score
		Questionnaire incomplete

If the CV is complete, click on the icon to view the questionnaire.  The following information will be displayed:

• the applicant’s answers
• the total score
• the score for each question
• if any killer questions were failed

Click the PDF button if you want to download the completed questionnaire as a .pdf:

Click X or Close to close.

 

Applicant Profile

Click on the Profile button to display the applicant’s profile:

Depending on the details submitted by the applicant, the profile may include the following information:

• Name and contact details
• Profile details
• Personal summary
• Education
• Pre-screening questionnaire answers
• CV

It is possible to process the applicant from within the profile using the Option menu.  To open the menu, hover the mouse over the icon.  To view additional options, hover the mouse over Other Options:

You can then select the appropriate option to process the applicant.  For more details, see Processing Applicants below.

The buttons at the bottom of the profile can be used to download a copy of the applicant’s CV.  The applicant’s original CV can be downloaded or a CV can be generated using the information stored on the applicant:

Note:  If an applicant has not uploaded their CV the Download original CV button will not be present.

Click on the arrow buttons located on the top left/right of the profile to view the next applicant’s profile:

Click X to close the profile.

 

Processing Applicants

Select the applicant(s) you wish to process (see More functionality for further details on selecting applicants).

This will enable the Options menu.  Hover the mouse over the Options menu icon to view the menu.  For additional options, hover the mouse over Other Options:

You can then select one of the following options:

• Email – see Send an email to a jobseeker for more details
• Add to shortlist – applicant(s) will be shortlisted, see Shortlisted Applicants for more details *
• Add note – see Add a note to job seeker for more details
• Reject – applicant(s) will be rejected, see Rejected Applicants for more details
• Confirmation of interview – see Confirmation of interview for more details
• Invitation to book interview – see Invitation to Book an interview for more details
• Mark as withdrawn – applicant(s) will be withdrawn, see Withdrawn Applicants for more details
• Add to In-Review – applicant(s) status will be set to ‘In-Review’, see Applicants In-Review for more details *
• Invite to Tribepad Video Interview (if your company has this integration)
• Mark as accepted – applicant(s) status will be set to ‘Accepted’, see Accepted Offers for more details
• Hire – applicant(s) status will be set to ‘Hired’, see Applicants Hired for more details
• Offer job – applicant(s) status will be set to ‘Offered’, see Job Offers for more details
• Email CV/Questionnaire – see Email a CV for more details
• Grant Secure Profile Access – allow a colleague secure access to the candidate’s profile, without them having a Tribepad user account
• Request offer approval – see Request approval for a job offer for more details
• View/Set Selection Method – see View and set a selection method for more details

* Note:  If multiple applicants are selected, you will be asked to confirm the selection before proceeding with the action:

Click on an applicant name to view their Candidate Overview.

To remove an applicant, click on the X alongside their name.

Click Yes, continue to confirm or click Cancel or X to cancel and exit.

When confirming the action, a review pane will be displayed:

Click on an applicant name to view their Candidate Overview.

Click Close to close the review pane.

 

Applicant Filter

You can choose to filter applicants using the following criteria:

• Completed and passed killer questions
• Incomplete Applications
• Failed Killer Question
• Score
• Pre-screening questionnaire question
• Pre-screening questionnaire answer
• Skills
• Location
• Interview stage
• Right to work status
• Tribepad video interview status
• Candidate type

To set the filters, click on the ‘Filter’ button:

This will open the filter options panel.

When you have selected the options you wish to filter by, click the Apply Filters button.

All applicants that match the filter(s) will be listed below the filter options panel.

To reset the filters, click the x button:

Note: once the filters have been set they will be applied to all stages in the ATS until they are reset.

> Help & Support

Marking applicants as Accepted

It’s critical to keep Tribepad up to date with all of your offers, hires, and closing vacancies down when you’ve filled them – doing this will ensure that you get accurate data out of the system and from the reporting within it.

After you’ve offered a candidate a position, they can be marked as accepted – you can mark multiple candidates as accepted, if you need to using the same method.

To mark applicants as accepted, they need to be selected in the ATS and the Mark as accepted option selected:

This will display an email template.

 

Viewing email recipients

One Job seeker

To view the recipient, click on the 1 button.  Click on the job seeker name to view their Candidate Overview.

Click X to close.

Multiple Job seekers

To view the recipients, click on the <no.> button.  Click on a job seeker name to view their Candidate Overview.

Job seekers can be removed from the recipients list by clicking the X alongside their name.

Click X to close.

 

Formatting text

Email text can be formatted using the options located above the main text box:

 

Attaching files

Use the Upload files button to attach files to the email.  If you want to remove the attachment, click the red x:

 

Mark as accepted or Cancel

Click Cancel to cancel the action and return to the ATS.

Click the Mark as accepted only button to mark the applicant as accepted and return to the ATS without sending the email .  The job seeker will be moved to the Accepted stage in the ATS.

Click the Mark as accepted and send email button to send the email, mark the applicant as accepted and return to the ATS.  The email will be sent to the address the job seeker used to register their account.  The job seeker will be moved to the Accepted stage in the ATS.

Note: If marking multiple job seekers as accepted, a review pane will be displayed.  You can click on a job seeker name to view their Candidate Overview.

Click Close to close the review pane and exit.

 

Viewing applicants marked as Accepted

To view applicants marked as accepted, click on the Accepted tab in the ATS:

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

• Number of applicants marked as Accepted
• List of applicants
• Details of the job post
• Job description

See More functionality for further details of general functionality available on this screen.

 

Applicant List

The list of applicants will display all applicants that have been marked as accepted.  Applicants are ordered by time/date of the action.

Applicant Details

The following applicant details will be displayed:

• Name
• Location, if stated
• Previous experience, if stated

Hover the mouse over the applicant’s name and previous experience to display more details:

Click on the applicant’s name to display their Candidate Overview.

 

Process Questionnaires

Hover the mouse over the questionnaire icons to view the process questionnaires assigned to the job post.  Questionnaires listed in red text have not been completed.  The status will be displayed as Pending when the mouse is hovered over the text.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

Questionnaires listed in green text are complete.  The status will be displayed as Complete when the mouse is hovered over the text.  Details of the user and date/time of completion will also be displayed:

If a tick appears next to the questionnaire it has been submitted to a recruiter for review.  Details of the user and date/time of submission will be displayed in the mouse-over details:

 

Questionnaires listed in black text with a tick have been submitted to a recruiter for review in an incomplete state.  The status will be displayed as Pending when the mouse is hovered over the text.  Details of the user and date/time of submission will also be displayed.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

To view or complete a questionnaire simply click on the text.  See Complete Questionnaires for more details.

 

Status

Each applicant will be assigned the status of Accepted.

 

Markers

The following markers may be displayed:

		Internal Candidate
		Agency user	– click on the icon to view the agency user
		Passive Candidate
		Referred Candidate	– click on the icon to view the referrer’s profile
		Notes	– click on the icon to view the Candidate Overview
		CV sent
		Selection Method

Labels, and in some cases further information, will be displayed by hovering the mouse over the marker icons.

 

Pre-screening Questionnaire

If a pre-screening questionnaire is assigned to the job post, one of the following icons will be present for each applicant:

		Questionnaire complete: passed	– the number denotes the applicant’s score
		Questionnaire complete: failed	– the number denotes the applicant’s score
		Questionnaire incomplete

If the CV is complete, click on the icon to view the questionnaire.  The following information will be displayed:

• the applicant’s answers
• the total score
• the score for each question
• if any killer questions were failed

Click the PDF button if you want to download the completed questionnaire as a .pdf:

Click X or Close to close.

 

Applicant Profile

Click on the Profile button to display the applicant’s profile:

Depending on the details submitted by the applicant, the profile may include the following information:

• Name and contact details
• Profile details
• Personal summary
• Education
• Pre-screening questionnaire answers
• CV

It is possible to process the applicant from within the profile using the Option menu.  To open the menu, hover the mouse over the icon.  To view additional options, hover the mouse over Other Options:

You can then select the appropriate option to process the applicant.  For more details, see Processing Applicants below.

The buttons at the bottom of the profile can be used to download a copy of the applicant’s CV.  The applicant’s original CV can be downloaded or a CV can be generated using the information stored on the applicant:

Note:  If a applicant has not uploaded their CV the Download original CV button will not be present.

Click on the arrow buttons located on the top left/right of the profile to view the next applicant’s profile:

Click X to close the profile.

 

Processing Applicants

Select the applicant(s) you wish to process (see More functionality for more details on selecting applicants).

This will enable the Options menu.  Hover the mouse over the Options menu icon to view the menu.  For additional options, hover the mouse over Other Options:

You can then select one of the following options:

• Email – see Send an email to a jobseeker for more details
• Add note – see Add a note to job seeker for more details
• Reject – applicant(s) will be rejected, see Rejected Applicants for more details
• Mark as withdrawn – applicant(s) will be withdrawn, see Withdrawn Applicants for more details
• Invite to Tribepad Video Interview (if you have this integration)
• Mark as accepted – applicant(s) status will be set to ‘Accepted’, see Accepted Offers for more details
• Add to shortlist – move your applicants into your shortlist area
• Confirmation of interview – see Confirmation of interview for more details
• Invitation to book interview – see Invitation to Book an interview for more details
• Hire – applicant(s) status will be set to ‘Hired’, see Applicants Hired for more details
• Offer job – applicant(s) status will be set to ‘Offered’, see Job Offers for more details
• Email CV/Questionnaire – see Email a CV for more details
• Grant secure profile access – securely share the candidate’s profile with a colleague who isn’t a user of Tribepad
• Request offer approval – see Request approval for a job offer for more details
• View/Set Selection Method – see View and set a selection method for more details
• Add to In-Review – applicant(s) status will be set to ‘In-Review’, see Applicants In-Review for more details *
• Send SMS – if your company has this facility

* Note:  If multiple applicants are selected, you will be asked to confirm the selection before proceeding with the action:

Click on an applicant name to view their Candidate Overview.

To remove an applicant, click on the X alongside their name.

Click Yes, continue to confirm or click Cancel or X to cancel and exit.

When confirming the action, a review pane will be displayed:

Click on an applicant name to view their Candidate Overview.

Click Close to close the review pane.

 

Applicant Filter

You can choose to filter applicants using the following criteria:

• Completed and passed killer questions
• Incomplete Applications
• Failed Killer Question
• Score
• Pre-screening questionnaire question
• Pre-screening questionnaire answer
• Skills
• Location
• Interview Stage

To set the filters, click on the ‘Filter’ button:

This will open the filter options panel.

When you have selected the options you wish to filter by, click the Apply Filters button.

All applicants that match the filter(s) will be listed below the filter options panel.

To reset the filters, click the x button:

Note: once the filters have been set they will be applied to all stages in the ATS until they are reset.

> Help & Support

To view In-Review applicants for a job post, click on the In-Review tab in the ATS:

The In-Review stage will display the following information for the selected job post:

• Number of applicants in-review
• List of applicants
• Details of the job post
• Job description

See More functionality for further details of general functionality available on this screen.

 

Applicant List

The list of applicants will display all applicants that have been set to In-Review.  Applicants are ordered by time/date of setting to In-Review.

Applicant Details

The following applicant details will be displayed:

• Name
• Location, if stated
• Previous experience, if stated

Hover the mouse over the applicant’s name and previous experience to display more details:

Click on the applicant’s name to display their Candidate Overview.

 

Process Questionnaires

Hover the mouse over the questionnaire icons to view the process questionnaires assigned to the job post.  Questionnaires listed in red text have not been completed.  The status will be displayed as Pending when the mouse is hovered over the text.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

Questionnaires listed in green text are complete.  The status will be displayed as Complete when the mouse is hovered over the text.  Details of the user and date/time of completion will also be displayed:

If a tick appears next to the questionnaire it has been submitted to a recruiter for review.  Details of the user and date/time of submission will be displayed in the mouse-over details:

 

Questionnaires listed in black text with a tick have been submitted to a recruiter for review in an incomplete state.  The status will be displayed as Pending when the mouse is hovered over the text.  Details of the user and date/time of submission will also be displayed.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

To view or complete a questionnaire simply click on the text.  See Complete Questionnaires for more details.

 

Status

Each applicant will be assigned the status of In-Review.

 

Markers

The following markers may be displayed:

		Internal Candidate
		Agency user	– click on the icon to view the agency user
		Passive Candidate
		Referred Candidate	– click on the icon to view the referrer’s profile
		Notes	– click on the icon to view the Candidate Overview
		CV sent
		Selection Method

Labels, and in some cases further information, will be displayed by hovering the mouse over the marker icons.

 

Pre-screening Questionnaire

If a pre-screening questionnaire is assigned to the job post, one of the following icons will be present for each applicant:

		Questionnaire complete: passed	– the number denotes the applicant’s score
		Questionnaire complete: failed	– the number denotes the applicant’s score
		Questionnaire incomplete

If the CV is complete, click on the icon to view the questionnaire.  The following information will be displayed:

• the applicant’s answers
• the total score
• the score for each question
• if any killer questions were failed

Click the PDF button if you want to download the completed questionnaire as a .pdf:

Click X or Close to close.

 

Applicant Mini Profile

Click on the Profile button to display the applicant’s mini profile:

Depending on the details submitted by the applicant, the profile may include the following information:

• Name and contact details
• Profile details
• Personal summary
• Education
• Pre-screening questionnaire answers
• CV

It is possible to process the applicant from within the profile using the Option menu.  To open the menu, hover the mouse over the icon.  To view additional options, hover the mouse over Other Options:

You can then select the appropriate option to process the applicant.  For more details, see Processing Applicants below.

The buttons at the bottom of the profile can be used to download a copy of the applicant’s CV.  The applicant’s original CV can be downloaded or a CV can be generated using the information stored on the applicant:

Note:  If a applicant has not uploaded their CV the Download original CV button will not be present.

Click on the arrow buttons located on the top left/right of the profile to view the next applicant’s profile:

Click X to close the profile.

 

Processing Applicants

Select the applicant(s) you wish to process (see More functionality for further details on selecting applicants).

This will enable the Options menu.  Hover the mouse over the Options menu icon to view the menu.  For additional options, hover the mouse over Other Options:

You can then select one of the following options:

• Email – see Send an email to a jobseeker for more details
• Add to shortlist – applicant(s) will be shortlisted, see Shortlisted Applicants for more details *
• Add note – see Add a note to job seeker for more details
• Reject – applicant(s) will be rejected, see Rejected Applicants for more details
• Confirmation of interview – see Confirmation of interview for more details
• Invitation to book interview – see Invitation to Book an interview for more details
• Mark as withdrawn – applicant(s) will be withdrawn, see Withdrawn Applicants for more details
• Add to In-Review –  applicant(s) status will be set to ‘In-Review’, see Applicants In-Review for more details *
• Invite to Tribepad Video Interview – (if your company has this integration)
• Mark as accepted – applicant(s) status will be set to ‘Accepted’, see Accepted Offers for more details
• Hire – applicant(s) status will be set to ‘Hired’, see Applicants Hired for more details
• Offer job – applicant(s) status will be set to ‘Offered’, see Job Offers for more details
• Email CV/Questionnaire – see Email a CV for more details
• Grant Secure Profile Access – securely share the candidate’s profile with a colleague who doesn’t have Tribepad access
• Request offer approval – see Request approval for a job offer for more details
• View/Set Selection Method – see View and set a selection method for more details
• Send SMS – send an SMS message from the ATS to your applicant(s)

* Note:  If multiple applicants are selected, you will be asked to confirm the selection before proceeding with the action:

Click on a applicant name to view their Candidate Overview.

To remove an applicant, click on the X alongside their name.

Click Yes, continue to confirm or click Cancel or X to cancel and exit.

When confirming the action, a review pane will be displayed:

Click on an applicant name to view their Candidate Overview.

Click Close to close the review pane.

 

Applicant Filter

You can choose to filter applicants using the following criteria:

• Completed and passed killer questions
• Incomplete applications
• Failed killer question
• Score (of questionnaire)
• Pre-screening questionnaire question
• Pre-screening questionnaire answer
• Skills
• Location
• Interview stage
• RTW (Right To Work) status (if you have this integration)
• Video Interview status (if you have this integration)
• Candidate type – external, internal etc. 

To set the filters, click on the ‘Filter’ button:

This will open the filter options panel.

When you have selected the options you wish to filter by, click the Apply Filters button.

All applicants that match the filter(s) will be listed below the filter options panel.

To reset the filters, click the x button:

Note: once the filters have been set they will be applied to all stages in the ATS until they are reset.

 

 

> Help & Support

Applicants invited or booked to attend an interview will be listed in the Interview stage for the relevant job post (see Invite an applicant to book an interview and Book an applicant for an interview for more details).

To view applicants invited or booked for interview for a particular job post, click on the Interview tab in the ATS:

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

• Number of applicants invited or booked for interview
• List of applicants
• Details of the job post
• Job description

See More functionality for further details of general functionality available on this screen.

 

Applicant List

The list of applicants will display all applicants that have been invited or booked for interviews.  Applicants are ordered by time/date of the invitation.

Applicant Details

The following applicant details will be displayed:

• Name
• Location, if stated
• Previous experience, if stated

Hover the mouse over the applicant’s name and previous experience to display more details:

Click on the applicant’s name to display their Candidate Overview.

 

Process Questionnaires

Icons for Interview Feedback and Offers questionnaires will be displayed in the Interview stage.  To the right of these icons, a black questionnaire icon featuring a dropdown list of other available process questionnaires may also be present.  Hover the mouse over the questionnaire icons to view the process questionnaires assigned to the job post.  Red questionnaire icons are displayed for questionnaires that have not been completed.  The status will be displayed as Pending when the mouse is hovered over the icon.  If the questionnaire has been saved in a partially completed state, the mouse-over text will also include ‘answered by’ details:

Green questionnaire icons are displayed for questionnaires that have been completed.  The status will be displayed as Complete when the mouse is hovered over the icon.  Details of the user and date/time of completion will also be displayed:

If a tick appears next to Shortlist or CV Feedback questionnaire icon it has been submitted to a recruiter for review.  Details of the user and date/time of submission will be displayed in the mouse-over details:

Black questionnaire text with a tick is displayed for questionnaires that have been submitted to a recruiter for review in an incomplete state.  The status will be displayed as Pending when the mouse is hovered over the text.  Details of the user and date/time of submission will also be displayed.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

To view or complete a questionnaire simply click on the icon or text.  See Complete Questionnaires for more details.

 

Status

Each applicant will be assigned a status.  The following statuses may be displayed:

		– interview slot booked
		– invited for an interview
		– interview slot for a second (or third etc) interview booked
		– invited for a second (or third etc) interview

Hover the mouse over the statuses to display further details on the booking or invitation:

 

Markers

The following markers may be displayed:

		Internal Candidate
		Agency user	– click on the icon to view the agency user
		Passive Candidate
		Referred Candidate	– click on the icon to view the referrer’s profile
		Notes	– click on the icon to view the Candidate Overview
		CV sent
		Selection Method

Labels, and in some cases further information, will be displayed by hovering the mouse over the marker icons.

 

Pre-screening Questionnaire

If a pre-screening questionnaire is assigned to the job post, one of the following icons will be present for each applicant:

		Questionnaire complete: passed	– the number denotes the applicant’s score
		Questionnaire complete: failed	– the number denotes the applicant’s score
		Questionnaire incomplete

If the CV is complete, click on the icon to view the questionnaire.  The following information will be displayed:

• the applicant’s answers
• the total score
• the score for each question
• if any killer questions were failed

Click the PDF button if you want to download the completed questionnaire as a .pdf:

Click X or Close to close.

 

Applicant Profile

Click on the Profile button to display the applicant’s profile:

Depending on the details submitted by the applicant, the profile may include the following information:

• Name and contact details
• Profile details
• Personal summary
• Education
• Pre-screening questionnaire answers
• CV

It is possible to process the applicant from within the profile using the Option menu.  To open the menu, hover the mouse over the icon.  To view additional options, hover the mouse over Other Options:

You can then select the appropriate option to process the applicant.  For more details, see Processing Applicants below.

The buttons at the bottom of the profile can be used to download a copy of the applicant’s CV.  The applicant’s original CV can be downloaded or a CV can be generated using the information stored on the applicant:

Note:  If a applicant has not uploaded their CV the Download original CV button will not be present.

Click on the arrow buttons located on the top left/right of the profile to view the next applicant’s profile:

Click X to close the profile.

 

Processing Applicants

Select the applicant(s) you wish to process (see More functionality for further details on selecting applicants).

This will enable the Options menu.  Hover the mouse over the Options menu icon to view the menu.  For additional options, hover the mouse over Other Options:

You can then select one of the following options:

• Email – see Send an email to a jobseeker for more details
• Add to shortlist – applicant(s) will be shortlisted, see Shortlisted Applicants for more details *
• Add note – see Add a note to job seeker for more details
• Reject – applicant(s) will be rejected, see Rejected Applicants for more details
• Confirmation of interview – see Confirmation of interview for more details
• Invitation to book interview – see Invitation to Book an interview for more details
• Mark as withdrawn – applicant(s) will be withdrawn, see Withdrawn Applicants for more details
• Add to In-Review – applicant(s) status will be set to ‘In-Review’, see Applicants In-Review for more details *
• Invite to Tribepad Video Interview (if your company has this integration)
• Offer job – applicant(s) status will be set to ‘Offered’, see Job Offers for more details
• Mark as accepted – applicant(s) status will be set to ‘Accepted’, see Accepted Offers for more details
• Add to shortlist – applicant(s) will be shortlisted, see Shortlisted Applicants for more details *
• Hire – applicant(s) status will be set to ‘Hired’, see Applicants Hired for more details
• Email CV/Questionnaire – see Email a CV for more details
• Grant Secure Profile Access – allow a colleague secure access to the candidate’s profile, without them having a Tribepad user account
• Request offer approval – see Request approval for a job offer for more details
• View/Set Selection Method – see View and set a selection method for more details
• Send SMS – contact your candidate by SMS from the system

* Note:  If multiple applicants are selected, you will be asked to confirm the selection before proceeding with the action:

Click on an applicant name to view their Candidate Overview.

To remove an applicant, click on the X alongside their name.

Click Yes, continue to confirm or click Cancel or X to cancel and exit.

When confirming the action, a review pane will be displayed:

Click on an applicant name to view their Candidate Overview.

Click Close to close the review pane.

 

Applicant Filter

You can choose to filter applicants using the following criteria:

• Completed and passed killer questions
• Incomplete Applications
• Failed Killer Question
• Score
• Pre-screening questionnaire question
• Pre-screening questionnaire answer
• Skills
• Location
• Interview Stage

To set the filters, click on the ‘Filter’ button:

This will open the filter options panel.

When you have selected the options you wish to filter by, click the Apply Filters button.

All applicants that match the filter(s) will be listed below the filter options panel.

To reset the filters, click the x button:

Note: once the filters have been set they will be applied to all stages in the ATS until they are reset.

> Help & Suport

You can book your candidates straight onto an interview slot within the ATS –

First, select your candidates within the ATS and from the options menu, select Confirmation of Interview:

For more information on selecting and processing candidates, see Process Applicants.

 

Viewing selected applicants

To view the applicant(s) selected for interview, click on the <no.> button.  Click on an applicant name to view their Candidate Overview.

Click X to close.

 

Choosing an interview slot

Click on the appropriate radio button to choose an interview stage.  If there are interview slots available these will be displayed:

To assign the applicant to the interview slot, click the radio button.

If you have multiple applicants, click the Please Select dropdown for the slot you wish to book and select one of your applicant’s from the list:

If you want to remove the applicant from the slot, click the red x.

 

Creating a new interview slot

If no job interview slots have been created for the job post, then you will be alerted to create an interview slot:

Click Create More interview slots to create a new slot.

You may also want to create a new slot if the slots displayed are not suitable for any reason.  To do this, click the + button located below the slots:

When you choose to create a new interview slot you will need to enter the following details:

• Interview Address – Enter the interview address.  Use the dropdown to select the country
• Interviewer – Enter the name of the person conducting the interview.
• Interview – Use the date selector to choose the interview date and use the dropdowns to select a start time and end time.  Enter the number of slots.   

 

Confirm or Cancel

Click Cancel to cancel the booking and return to the ATS.

When an interview slot has been selected, the Just Book and Confirm booking by email buttons will be enabled.

Click the Confirm booking by email button to create an email to send to the jobseeker (see section below).

Click the Just Book button to confirm the booking and return to the ATS.  The applicant will be moved to the Interview stage in the ATS.

Note: If booking interviews for multiple applicants, a review pane will be displayed.  You can click on a applicant name to view their Candidate Overview.

Click Close to close the review pane and return to the ATS.

 

Confirm booking by email

If you choose to Confirm booking by email a pre-filled email will be displayed.  This can be amended if required.

 

Viewing recipients

To view the email recipients, click on the <no.> button.  Click on an applicant name to view their Candidate Overview.

Click X to close.

 

Formatting text

Message text can be formatted using the options located above the main text box:

 

Attaching files

Use the Upload files button to attach files to the email.  If you want to remove the attachment, click the red x:

Confirm or Cancel

Click Cancel to cancel the booking and return to the ATS.

Click the Book interview only button to confirm the booking and return to the ATS without sending the email.  The applicant will be moved to the Interview stage in the ATS.

Click the Book interview and send email button to send the email, confirm the booking and return to the ATS.  The email will be sent to the address the applicant used to register their account.  The applicant will be moved to the Interview stage in the ATS.

Note: If confirming interviews for multiple applicants, a review pane will be displayed.  You can click on a applicant name to view their Candidate Overview.

Click Close to close the review pane and return to the ATS.

 

 

> Help & Support

To view Shortlisted applicants for a job post, click on the Shortlisted tab in the ATS:

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

• Number of applicants shortlisted
• List of applicants
• Details of the job post
• Job description

 

 

See More functionality for further details of general functionality available on this screen.

 

Auto-shortlisted Candidates

Depending on the original set-up of the Questionnaire, as part of the advertising process, shortlisted candidates may have been automatically processed into your Shortlisted tab.  This is because the recruiter determined what their minimum standards are, in terms of applicants question answers, and based on a specific score they requested candidates above that specific threshold to be shortlisted.  For more information please see – https://support.tribepad.com/manual/document/creating-a-pre-screening-questionnaire/

Likewise, the recruiter can determine that candidates are automatically rejected if they score below the specified threshold, and will therefore be found in your Rejected Candidates pool.

 

Applicant List

The list of applicants will display all applicants that have been shortlisted.  Applicants are ordered by time/date of shortlisting.

Applicant Details

The following applicant details will be displayed:

• Name
• Location, if stated
• Previous experience, if stated

Hover the mouse over the applicant’s name and previous experience to display more details:

Click on the applicant’s name to display their Candidate Overview.

 

Process Questionnaires

Icons for Shortlisting and CV Feedback questionnaires will be displayed in the Shortlisted stage.  Hover the mouse over the questionnaire icons to view the process questionnaires assigned to the job post.  Red questionnaire icons are displayed for questionnaires that have not been completed.  The status will be displayed as Pending when the mouse is hovered over the icon.  If the questionnaire has been saved in a partially completed state, the mouse-over text will also include ‘answered by’ details:

Green questionnaire icons are displayed for questionnaires that have been completed.  The status will be displayed as Complete when the mouse is hovered over the icon.  Details of the user and date/time of completion will also be displayed:

If a tick appears next to the questionnaire icon it has been submitted to a recruiter for review.  Details of the user and date/time of submission will be displayed in the mouse-over details:

Black questionnaire icons with a tick are displayed for questionnaires that have been submitted to a recruiter for review in an incomplete state.  The status will be displayed as Pending when the mouse is hovered over the text.  Details of the user and date/time of submission will also be displayed.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

To view or complete a questionnaire simply click on the icon.  See Complete Questionnaires for more details.

 

Status

Each shortlisted applicant will be assigned the status of In Process.

 

Markers

The following markers may be displayed:

		Internal Candidate
		Agency user	– click on the icon to view the agency user
		Passive Candidate
		Referred Candidate	– click on the icon to view the referrer’s profile
		Notes	– click on the icon to view the Candidate Overview
		CV sent
		Selection Method

Labels, and in some cases further information, will be displayed by hovering the mouse over the marker icons.

 

Pre-screening Questionnaire

If a pre-screening questionnaire is assigned to the job post, one of the following icons will be present for each applicant:

		Questionnaire complete: passed	– the number denotes the applicant’s score
		Questionnaire complete: failed	– the number denotes the applicant’s score
		Questionnaire incomplete

If the CV is complete, click on the icon to view the questionnaire.  The following information will be displayed:

• the applicant’s answers
• the total score
• the score for each question
• if any killer questions were failed

Click the PDF button if you want to download the completed questionnaire as a .pdf:

Click X or Close to close.

 

Applicant Profile

Click on the Profile button to display the applicant’s profile:

Depending on the details submitted by the applicant, the profile may include the following information:

• Name and contact details
• Profile details
• Personal summary
• Education
• Pre-screening questionnaire answers
• CV

It is possible to process the applicant from within the profile using the Option menu.  To open the menu, hover the mouse over the icon.  To view additional options, hover the mouse over Other Options:

You can then select the appropriate option to process the applicant.  For more details, see Processing Applicants below.

The buttons at the bottom of the profile can be used to download a copy of the applicant’s CV.  The applicant’s original CV can be downloaded or a CV can be generated using the information stored on the applicant:

Note:  If a applicant has not uploaded their CV the Download original CV button will not be present.

Click on the arrow buttons located on the top left/right of the profile to view the next applicant’s profile:

Click X to close the profile.

 

Processing Applicants

Select the applicant(s) you wish to process (see More functionality for further details on selecting applicants).

This will enable the Options menu.  Hover the mouse over the Options menu icon to view the menu.  For additional options, hover the mouse over Other Options:

You can then select one of the following options:

• Email – see Send an email to a jobseeker for more details
• Add to shortlist – move your applicants into your shortlist area
• Add note – see Add a note to job seeker for more details
• Reject – applicant(s) will be rejected, see Rejected Applicants for more details
• Confirmation of interview – see Confirmation of interview for more details
• Invitation to book interview – see Invitation to Book an interview for more details
• Mark as withdrawn – applicant(s) will be withdrawn, see Withdrawn Applicants for more details
• Invite to Tribepad Video Interview (if you have this integration)
• Mark as accepted – applicant(s) status will be set to ‘Accepted’, see Accepted Offers for more details
• Add to shortlist – applicant(s) will be shortlisted, see Shortlisted Applicants for more details *
• Hire – applicant(s) status will be set to ‘Hired’, see Applicants Hired for more details
• Offer job – applicant(s) status will be set to ‘Offered’, see Job Offers for more details
• Email CV – see Email a CV for more details
• Request offer approval – see Request approval for a job offer for more details
• View/Set Selection Method – see View and set a selection method for more details
• Add to In-Review – applicant(s) status will be set to ‘In-Review’, see Applicants In-Review for more details *

* Note:  If multiple applicants are selected, you will be asked to confirm the selection before proceeding with the action:

Click on an applicant name to view their Candidate Overview.

To remove an applicant, click on the X alongside their name.

Click Yes, continue to confirm or click Cancel or X to cancel and exit.

When confirming the action, a review pane will be displayed:

Click on an applicant name to view their Candidate Overview.

Click Close to close the review pane.

 

Submitting Questionnaires for Review

CV Feedback and Shortlisted questionnaires can be submitted to recruiters for review.  To do this, click on the Submit CV Feedback or Submit Shortlist button.

The recruiter will then receive an email informing them that questionnaires are ready for review.  Note that the recruiter will be able to see the questionnaire before officially being submitted, the submission is for auditing and alerting purposes only.  Once the review request has been submitted for a questionnaire type, all questionnaire icons of that type will be marked with a tick.

See CV feedback questionnaires or Shortlisting questionnaires for more details on reviewing questionnaires.

 

Applicant Filter

You can choose to filter applicants using the following criteria:

• Completed and passed killer questions
• Incomplete Applications
• Failed Killer Question
• Score
• Pre-screening questionnaire question
• Pre-screening questionnaire answer
• Skills
• Location
• Interview Stage

To set the filters, click on the ‘Filter’ button:

This will open the filter options panel.

When you have selected the options you wish to filter by, click the Apply Filters button.

All applicants that match the filter(s) will be listed below the filter options panel.

To reset the filters, click the x button:

Note: once the filters have been set they will be applied to all stages in the ATS until they are reset.

> Help & Support