Recruiter

Rejecting applicants

An individual applicant or multiple applicants can be rejected. To reject an applicant or applicants, first you need to locate the vacancy within your Jobs List, then follow these short steps –

• click through your applicants to access your candidates within the ATS
• select the candidates you wish to reject
• from the options menu (cog icon), select Reject

This will display an email template which you can send to your candidates.

Pending Rejection

Please note, after selecting your rejection template (as above), there is an additional stage for some brands, known as ‘Pending Rejection‘ –

This specific option means that when you’ve chosen to reject your candidates, you select (or tailor) your rejection email, click send then you must confirm the rejection –

Until you click Confirm Rejections, the ‘pending rejected’ candidates will not receive your rejection email.

Pending Period

Some brands have defined time periods (such as 24 or 48 hours) which is a delay for the candidate to receive their rejection email after that period of time.

A ‘send now’ option is also available to you.

Viewing email recipients

One Applicant

To view the recipient, 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, click on the <no.> button. Click on a 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.

Reason

Click on the most appropriate Reason from the options given from the dropdown list.

Please note, you can further tailor the template if you need to.

Attaching files

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

Reject or Cancel

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

Click the Reject only button to mark the applicant as rejected and return to the ATS without sending the email . The applicant will be moved to the Rejected stage in the ATS.

Click the Reject and send email button to send the email, mark the applicant as rejected 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 Rejected stage in the ATS.

Note: If marking multiple applicants as rejected, 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 marked as Rejected (or withdrawn)

To view applicants marked as rejected, click on the Rejected & Withdrawn button in the job details section of any stage in the ATS (see New Applicants for more details on accessing the ATS):

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

• Number of applicants rejected
• 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 rejected. 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 profile.  Please note, you can move your candidates back into the process from the rejected pool if you need to – just select the candidate you wish to move, and from the options (cog icon) menu, select where in the process you wish to move them.

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 Rejected.

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 RTW	A ‘Right to Work’ check is underway for the candidate it’s aligned with (hover your mouse over the icon for status information)

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:

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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
• 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 *
• 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
• Hire – applicant(s) status will be set to ‘Hired’, see Applicants Hired for more details
• Mark as withdrawn – applicant(s) will be withdrawn, see Withdrawn Applicants 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.

> Help & Support

The following functionality is available on all screens of the ATS.

Viewing the list of applicants

Click on Next, Last or page number buttons/selector at the bottom of the list of applicants to browse through the list of applicants:

Search applicants by name

Applicants can be searched and sorted by name.  To do this, type the applicant’s first name, last name or both into the Search by name textbox and click the Search button.  Any applicants matching the search criteria will be listed and the number of applicants returned will be displayed.  In this example, all applicants with a name matching ‘Cora’ were returned within New Applicants:

To list all applicants again, remove any text from the Search by name textbox and click the Search button.

Applicant sort

Applicants are displayed in order of last modified time/date as default.  You can choose to order applicants by Questionnaire Score or by Surname by hovering the mouse over the Sort By icon and clicking the required option:

Action history

Click on the Action History button to view the action history of applicants:

The following information is displayed:

• Date – Date and time of the action.
• Hiring Manager – Name of the hiring manager
• Applicant Name – First and last name of applicant.
• Actions – The action performed on the applicant.

Applicants are listed in order of action date and time.

Use the First, Previous, Next, Last or page number buttons to browse through the list of applicants.

Sorting applicants

You can sort applicants using the following criteria:

• Date of action – Use the date selectors to enter a Start Date and End Date.
• Hiring Manager – Use the dropdown to select a hiring manager.  To filter the hiring manager names, begin to type the first or last name into the search field to display matching names only.
• Applicant Name – Begin to type the first or last name into the text box to return matching names only.

In the example below, a filter has been applied so only applicants matching the following criteria are displayed:

• actions occurred between 01/04/2014 and 07/07/2014 and
• the hiring manager is ‘Super User’ and
• the applicant’s first name or last name begins with ‘B’

Two applicants have been returned, Jack Bennett and Dean Bell.  There are two actions recorded for Jack Bennett: ‘Add to In-Review’ and ‘Confirmation of interview’.

Click X to close the filter.

Edit job

The job post can be edited by clicking the Edit button.  This will display the Job Editor enabling the job to be edited (see Create Job Details for more information).

Job campaign questionnaires

A red ? icon will be displayed for pending Job campaign questionnaires.  Hover the mouse over the icon to display the name of the questionnaire:

If the Job campaign questionnaire is complete, the icon will be displayed as green:

To view or complete the Job campaign questionnaire simply click on the icon.  See Job campaign questionnaires for more details.

Select applicants

You can select applicants for processing in two ways:

1.Tick the checkboxes located to the left of the applicant’s names

To deselect, click the checkbox again to remove the tick.

2. Use the Select option

Hover the mouse over the Select icon and click one of the options:

To deselect applicants either use the Select option or click the checkboxes to the left of the applicant’s names to remove the ticks.

Create a Passive Candidate

If you wish to create a passive applicant for the job post click the Passive Candidate button:

The Create a Candidate form will be displayed enabling the candidate’s details to be entered and saved.  For more details see Create passive candidates.

To exit the form without saving click X or Close.

Passive candidates created for the job post will be added as a New Applicant and marked with a Passive Candidate icon:

Download list

Click the Download List button to download the list of applicants in .csv format.

NOTE: if filters have currently been applied to the list, these will also be applied to the .csv file.

The following columns will be included in the downloaded file:

• forename
• middle name
• surname
• email
• application time
• jobseeker type
• questionnaire
• overall score
• questionnaire questions

Share job with Recruiters, Agencies or Connections

The job post can be shared with other users by clicking on the Shared button located to the right of the job details:

The number to the left of the button corresponds to the number of times the job has been shared.

Use the radio buttons to filter users you wish to share with:

Click the Load More button to load the full list of users.

If you wish to search for a user by name, type the first name or surname into the search box and press return:

To add a user to the Shared with: list click the arrow to the right of the username:

To remove a user from the Shared with: list click on the cross to the right of the username:

Click the Save button to save your changes.

Click X or Cancel to cancel.

Rejected & Withdrawn

Click on the Rejected & Withdrawn button to view all applicants for the post that have been rejected or withdrawn:

The number to the left of the button corresponds to the number of applicants rejected and withdrawn.

See Rejected Applicants or Withdrawn Applicants for more details.

Exiting

Click the ‘back’ arrow button to return to the View Jobs List screen.

> Help & Support

A ‘Passive Candidate’ is generally created when a recruiter would like to store some information about a potential candidate who has not yet signed up to your careers site.

Since the rollout of GDPR, there are some things that you should consider prior to storing candidate details, particularly if the details you enter, identify the candidate, for example, an email address.

If you do enter an email address, Tribepad will automatically notify the candidate via email and provide access to their profile (See our full GDPR Handbook for further information).

How to create a Passive Candidate 

Prior to creating a passive candidate, you will need to consider what type of ATS account you are going to create, there are two options;

1 – Create a Passive Record

A passive record can be created if you are not using an email address, for example, you may have found the candidates profile on Linkedin and you wish to store their details with a link to their the Linkedin profile.

If you create a passive record, the candidate will not receive the generated email from Tribepad (as no email has been entered) and their record will remain exactly as you enter it, the candidate will not be logging in to their profile.

2 – Create a Passive Candidate

A passive candidate can be created if you are entering an email address for the candidate.

As mentioned earlier, if you enter the candidate’s email address, an email will be generated automatically to advise the candidate that an account has been created and the candidate will be able to login to their profile and make changes.

It is also worth noting if an email address is not supplied any system generated emails intended for the candidate will be sent to the email address of the user who created the passive account.

If you select option 2, you will need to ensure that you select the checkbox next to the text ‘Create user account with these details (email must be provided).

Passive Candidate creation steps

1. Log in to the ATS and select ‘Profile’ from the top navigation bar
2. Select ‘Passive Candidate’

The ‘Create a candidate’ page will be displayed:

Useful Hints!

The small red asterisk helps to guide you and let you know which fields are mandatory for this process.

Please enter the candidate source (ie, where you met the candidate/how you know about them) in the Source field.

The following checkbox is also available:

• Lock candidate (only you will see contact details)

This checkbox should be ticked if you do not want anyone else to view the candidate details.

If you select the checkbox a pop up will appear prompting you to enter a Lock expiry date and a Reason for Locking the candidate, these are mandatory fields.

A CV can be uploaded by clicking the Browse button.

Once you have completed the required information, clicking the Continue button will register the candidate.

The candidate’s details will then be displayed in the Candidate Overview:

From here, the recruiter can add further candidate details and invite or apply the candidate to a job.

Passive Candidate – The Candidate Experience

If you created a passive candidate using the candidate email address, the candidate will have received an email which would have been automatically generated by the ATS.

• The email will look much like the example below but can be configured as with most of the emails that are generated by the ATS.

“Dear Sally
You are receiving this email as notification that Michelle, of Tribepad, has added you to the candidate database at tribepad.com

If you do not wish to remain on this database then please click here to remove your details. If you are happy to remain on this database to allow recruiters to inform you of any jobs that you may be interested in then you do not need to take any further action.

If you do not delete your details then we may keep them for a further 12 months so you can log in any time to update your details and apply for suitable opportunities. If you choose to log in, you will need to collect your password by using the Forgot Password link on the login page at https://demo.tribepad.com/members – the username for your account will be the address you received this email to. We do not send passwords in emails for security reasons.

Best regards,
The Demo Resourcing Team”

• The purpose of this communication is to notify the candidate that their details have been used and allow them to delete their details or proceed and complete their profile and apply for roles..

If the candidate decides to delete their account, they will select the link within the email and a page will appear much like the example below, the candidate will select the option ‘I agree, please remove my details’.

• At this point, the candidate’s record would be removed from the ATS.

.

• If the candidate would like to proceed with an application, they will select the ATS link within the email and select the ‘forgotten password’ option.
• The pop up much like the example on the left will appear allowing the user to set a password.

Once the password is set, the first page that the candidate will see will look much like the example below ‘Changes to your account’.

This page allows the candidate to select their own options in terms of how they wish to be communicated with by you as a business.

The candidate is not obligated to select all of the checkboxes with the exception of the Terms and Conditions and Privacy Policy.

If the candidate decided not to select the checkbox ‘I want recruiters to contact me about other suitable opportunities’ it will mean that you may only converse with them about the current role.  If you try to invite them to apply for another role via the ATS, you would be prevented from doing so.    You cannot change or select candidate opt-in selections for the candidate.

Once the candidate has made their selections, they will be free to navigate and complete their profile and search for jobs.

To save time filtering your candidates, you can add Questions to your job advertisement.  First, you must create the Questions you require, then when you’ve done that you can pull them into a Questionnaire.  Here’s how to create Questions –

To create or edit questions to use in questionnaires, click Jobs in the top navigation menu and select Questions.  This will display the Question screen, listing any existing questions in date descending order.

You can search existing questions by entering a word or phrase in the Search questions box provided.  As you type, a filter will be applied to the pre-defined questions to display only questions that match your word or phrase.

Please note, you can now ask sensitive information and have it securely encrypted – do this for ID numbers!

Scoring each answer – 

Notice on the image above, next to the Choices (answers) of the Question – there’s a small box for you to enter a Score.  Scoring your answers allows you to determine what a satisfactory level would be for each answer, then when you come to build your Questions into the Questionnaire, you can enter an overall score by which you’d be happy to auto-shortlist or auto-reject candidates who meet/exceed or fall below your score.  You can read more about how to do this here – https://support.tribepad.com/manual/document/creating-a-pre-screening-questionnaire/

Question Type

Questions are created using one of six available Question Types.  The Type icon, located to the left of each question, will indicate the question type used:

		Radio Buttons		one answer is selected by radio button from a list of answers
		SJT		Situational Judgement Test. The candidate must judge a number of possible actions suggested for a scenario and order these actions in terms of effectiveness.
		Drop-Down List		one answer is selected from a dropdown of options
		Checkboxes		one or multiple answers are selected by checkbox from a list of answers
		Single Field		A typed answer is entered into a single field, suitable for short answers (a few words)
		Textarea box		A typed answer is entered into a text box, suitable for long answers (multiple sentences)

Creating questions

To create a question, click on the Question Type dropdown arrow and selecting the question type option you wish to use:

• *Checkboxes
• *Drop-Down List
• *Radio button
• *SJT
• Single Field
• Textarea Box

*You may apply a score to each of these question types, so that when you pull your questions into your questionnaire, you may choose to auto reject or auto shortlist candidates below/above your score threshold.

Checkboxes, Drop-Down List and Radio button questions

When creating Checkboxes, Drop-Down List or Radio button type questions the following options are available:

• Question – enter the question
• Guidelines for user – enter any additional guidelines you want to appear with the question
• Required question – tick to ensure the questionnaire cannot be submitted without an answer to this question
• Killer question – tick to ensure the question is enabled as a ‘killer’ question
• Answer visible to privileged managers only – tick to ensure the answer is visible to privileged managers only (this privilege must be assigned to users, see Set up users or Edit a user account for details on how to do this)
• Choices and Score – type into the fields to add an answer and score.  The ‘thumbs-up’ and ‘thumbs-down’ icons indicate a ‘correct answer’ and a ‘incorrect answer’ respectively.  Clicking on the icon will swap the icon between ‘thumbs-up’ or ‘thumbs-down’.  Additional choices can be added by clicking the + button below the list of choices.  Choices can be removed by clicking the – button next to the question to be removed.

Example of a Radio Button question:

Click the Add button to create the question.  It will then be displayed in the list of existing questions.

Single Field and Textarea Box questions

When creating a Single Field or Textarea Box question the following options are available:

• Question – enter the question
• Guidelines for user – enter any additional guidelines you want to appear with the question
• Required question – tick to ensure the questionnaire cannot be submitted without an answer to this question
• Answer visible to privileged managers only – tick to ensure the answer is only visible to privileged managers (this privilege must be assigned to users, see Set up users or Edit a user account for details on how to do this)

Example of a Single Field question:

Click the Add button to create the question.  It will then be displayed in the list of existing questions.

Situational Judgement Test questions

To watch a video demonstration for creating SJT questions, please click here.

When creating a SJT question the following options are available:

• Question – enter the question
• Guidelines for user – enter any additional guidelines you want to appear with the question
• Required question – tick to ensure the questionnaire cannot be submitted without an answer to this question
• Answer visible to privileged managers only – tick to ensure the answer is only visible to privileged managers (this privilege must be assigned to users, see Set up users or Edit a user account for details on how to do this)
• Select SJT grid size: – Use the mouse to select how many rows and columns you require for answers and associated scores

The specified number of rows and scoring columns will then be displayed, allowing you to enter the answers and scores.

To change a scoring column heading click on the pencil icon on the heading you wish to change.  Click on X to remove the original header and enter the new header, then press return to close.

Adding and deleting rows and columns

To add a row click on the + button located below the last row.

To delete a row click on the trashcan icon located to the right of the row and click Yes.

To add a column click on the + button located to the right of the column headings.

To delete a column hover the mouse over the column heading to display a trashcan icon.  Click on the trashcan and click Yes.

Start over

To create a new grid for the question (and lose any answers and scores already entered), click the Start over button and click Yes:

Saving your SJT question

To save your question, click the Save button:

It will then be displayed in the list of existing questions.

*Editing questions

*IMPORTANT!  PLEASE NOTE – If you edit a Question/Questionnaire that is already in use within a template or vacancy – it’s critical that you upload the new question to the Questionnaire > the questionnaire to the vacancy.  

If you don’t do this, your candidates will still be completing the original question – ie, the questionnaire will NOT be automatically updated with your newly edited question.

Questions can be editing by hovering the mouse over the question you wish to edit and clicking the pencil icon:

The question will then be displayed in the Edit Question screen.

A question will have all or some of the following options available for editing:

• Question – type into the field to amend the question
• Guidelines for user – type into the field to amend or enter the question guidelines
• Required question – tick to ensure the questionnaire cannot be submitted without an answer to this question
• Killer question – tick to ensure the question is enabled as a ‘killer’ question
• Answer visible to privileged managers only – tick to ensure the answer is only visible to privileged managers (this privilege must be assigned to users, see Set up users or Edit a user account for details on how to do this)
• Choices and Score – type into the fields to amend the question choices and scores.  The ‘thumbs-up’ and ‘thumbs-down’ icons indicate a ‘correct answer’ and a ‘incorrect answer’ respectively.  Clicking on the icon will swap the icon between ‘thumbs-up’ or ‘thumbs-down’.  Choices can be removed by clicking the – button next to the question to be removed.  Additional choices can be added by clicking the + button below the list of choices.
• Answer rows and Scoring columns – Situational Judgement Test questions only, see section below.

Click the Finish button to save your changes.

*Editing SJT answers and scores

SJT answers and scores can be changed by amending the text.

To change a scoring column heading click on the pencil icon on the heading you wish to change.  Click on X to remove the original header and enter the new header, then press return to close.

Adding and deleting rows and columns

To add a row click on the + button located below the last row.

To delete a row click on the trashcan icon located to the right of the row and click Yes.

To add a column click on the + button located to the right of the column headings.

To delete a column hover the mouse over the column heading to display a trashcan icon.  Click on the trashcan and click Yes.

Saving

Click the Finish button to save your changes:

*Deleting questions

Questions can be deleted by hovering the mouse over the question you wish to delete and clicking the X button.  Click OK on the pop up message to confirm deletion:

*IMPORTANT!  PLEASE NOTE – If you edit a Question/Questionnaire that is already in use within a template or vacancy – it’s critical that you upload the new question to the Questionnaire > the questionnaire to the vacancy.  

If you don’t do this, your candidates will still be completing the original question – ie, the questionnaire will NOT be automatically updated with your newly edited question.

 > Help & Support

When a candidate has been interviewed and a decision made to offer the vacancy, recruiters can complete an Offers questionnaire to record any information relating to the job offer.  This could be useful for future auditing, and for informing other managers and recruiters who have permission to review the questionnaire, ie if they are making the offer on your behalf.

For more details on creating an Offer questionnaire, see Offer questionnaires.

Offer questionnaires can be viewed or completed by clicking on the Offers questionnaire icons or options in the application stages of the ATS:

Completing an Offer Questionnaire

To complete an Offer questionnaire, enter answers for all the required questions and click the Finish button.  If you miss any required questions you will be prompted to answer them before the completed questionnaire can be submitted successfully:

If wish to save the questionnaire as partially complete or simply wish to exit, click the Save and continue later button.

Reviewing completed Offer Questionnaires

Completed Offer questionnaires can be reviewed if required.  Scores for some questions can be updated by entering a score and clicking Update questionnaire score.  This will update the Total Score:

Click the PDF button if you’d like to download the completed questionnaire as a .pdf:

Click Close or X to exit.

 > Help & Support

When a candidate has been interviewed, recruiters can complete an Interview feedback questionnaire to provide additional review information, and to make suggestions as to whether the candidate should be rejected or considered for progressing further. This could be useful for future auditing, and for informing other managers and recruiters how the candidate performed at the interview.

For more details on creating an Interview feedback questionnaire, see Interview feedback questionnaires.

Interview feedback questionnaires can be viewed or completed by clicking on the Interview feedback icons or options in the application stages of the ATS:

Completing an Interview Feedback Questionnaire

To complete an Interview feedback questionnaire, enter answers for all the required questions and click the Finish button.  If you miss any required questions you will be prompted to answer them before the completed questionnaire can be submitted successfully:

If wish to save the questionnaire as partially complete or simply wish to exit, click the Save and continue later button.

Reviewing completed Interview Feedback Questionnaires

Completed Interview feedback questionnaires can be reviewed if required.  Scores for some questions can be updated by entering a score and clicking Update questionnaire score.  This will update the Total Score:

Click the PDF button if you’d like to download the completed questionnaire as a .pdf:

Click Close or X to exit.

> Help & Support

As soon as you’ve made your shortlist of applicants, managers can complete a CV feedback questionnaire to provide additional review information, and suggestions as to whether the applicant should be rejected or considered for progressing further.  The CV feedback questionnaire can be used to record why you are shortlisting a given applicant for your job.  This could be useful for your future auditing, and for informing other managers why the applicant was progressed or otherwise rejected.  You can decide what questions are in your CV feedback questionnaires.

Adding a CV feedback questionnaire to a job

To add a CV feedback questionnaire to a job, you simply select the questionnaire in the ATS Process Questionnaires section when you are creating your job:

To add a questionnaire to an existing job post, see Add questionnaires to an existing job post.

Creating a CV feedback questionnaire

To create a CV feedback questionnaire, click Jobs on the top navigation menu and select Questionnaires. On the Questionnaires screen, click either the Standard Questionnaire button or Branching Questionnaire button, depending on the type of questionnaire you wish to create:

The Questionnaire Builder will be displayed.  Enter the following details:

• Questionnaire Name – Enter a name for the questionnaire
• Questionnaire Description – Enter a description
• Questionnaire Group – Click on the dropdown arrow and select CV feedback

To add questions to the questionnaire, click the Add Question button.

For more information on adding questions to a CV Feedback questionnaire, see Add questions to a questionnaire.

> Help & Support

Using Tribepad’s prescreen questionnaires effectively will save you much time, when it comes to filtering your candidate applications.  Imagine how many candidates you might have apply to your vacancy, then imaging how many you filter out, as they don’t meet your minimum requirements.  Adding a prescreen questionnaire allows you to only have to see those who have passed your questionnaire.

Tribepad integrates with many skills testing partners, such as Chemistry, SHL and TalentQ – for more information please see integrations

The pre-screening questionnaire can be used to ask specific questions for each job to help screen your applicants – you decide what questions are in your pre-screening questionnaires from what’s important to you in your search for your new employee.  There are also different parameters that can be set for each question, for example if they are mandatory:

Adding a pre-screening questionnaire to a job

To add a pre-screening questionnaire to a job, you simply select the questionnaire when you are creating your job.  You can add a pre-screening questionnaire for external candidates, internal candidates or all.  On the Job Details screen, click the dropdown list arrow on the Questionnaire or Internal Candidates Questionnaire field and select the questionnaire you wish to add from the options displayed.

To add a questionnaire to an existing job post, see Add questionnaires to an existing job post.

Creating a pre-screening questionnaire

To create a pre-screening questionnaire, click Jobs on the top navigation menu and select Questionnaires.

On the Questionnaires screen, click either the Standard Questionnaire button or Branching Questionnaire button, depending on the type of questionnaire you wish to create:

The Questionnaire Builder will be displayed. Enter the following details:

• Questionnaire Name – Enter a name for the questionnaire
• Questionnaire Description – Enter a description
• Questionnaire Group – Click on the dropdown arrow and select Pre-screening
• Applicant score threshold – Enter a number to define the score threshold
• Auto reject below threshold – Only displayed if the applicant score threshold is defined. Tick the checkbox to automatically reject candidates who score below the threshold
• Auto shortlist above threshold – Tick the checkbox to automatically shortlist candidates who score above the threshold
• Auto reject failed killer questions – Tick the checkbox to automatically reject candidates who fail killer questions

To add questions to the questionnaire, click the Add Question button.

For more information on adding questions to a pre screening questionnaire, see Add questions to a questionnaire.

Creating a Branching Questionnaire – 

A Branching Questionnaire is different to a Standard Questionnaire – the answers you require potentially change the direction of the next questions you ask, for example –

“Where in the UK would you like to work?”, then being able to give the candidate further country, then regional options depending on which location they specify.

For help creating a Branching Questionnaire, please see – https://support.tribepad.com/manual/document/setting-up-a-branching-questionnaire/

> Help & Support

When you’ve created or selected the questions you’d like to use to filter your candidate applications, you’ll need to put them into a Questionnaire.  It’s easy to do – here’s how –

In the Questionnaire Builder, use the Add Question button to insert questions into your questionnaire:

This will display the Add Question pop-up.

You can select pre-defined questions by browsing through the list displayed (use the arrows at the bottom right of the screen to scroll through the list) or type your question in the Search questions box provided.  As you type the question, a filter will be applied to display only questions that match your word or phrase.

To select questions from the list, tick the checkbox for the question(s) you would like to use:

The Type icon located to the left of each question indicates the Question Type:

		Radio Buttons	– Answer is selected by radio button
		SJT	– Situational Judgement Test
		Drop-Down List	– Answer is selected from a dropdown
		Checkboxes	– Answers are selected by checkbox
		Single Field	– Answer is entered into a single field
		Textarea box	– Answer is entered into a text box

Click the Insert button to insert the question(s) into your questionnaire.  The questions will then be listed in the Questionnaire Builder.

Each question has all or some of the following options:

• Question – this can be amended if required
• Guidelines for user – enter any additional guidelines you want to appear with the question
• Required question – tick to ensure the questionnaire cannot be submitted without an answer to this question
• Killer question – tick to ensure the question is enabled as a ‘killer question’
• Answer visible to privileged managers only – tick to ensure the answer is only visible to privileged managers
• Choices and Score – list of answers and associated scores that can be amended if required, see section below
• Answer rows and Scoring columns – Situational Judgement Test questions only, see section below

Example of a Radio Buttons question in the Questionnaire Builder:

Editing choices and scores

The Choices and Score fields can be amended by editing the text.

The ‘thumbs-up’ and ‘thumbs-down’ icons indicate a ‘correct answer’ and a ‘incorrect answer’ respectively.  Clicking on the icon will swap the icon between ‘thumbs-up’ or ‘thumbs-down’.

Choices can be removed by clicking the – button next to the question to be removed

Choices can be added by clicking the + button below the list of choices.

Editing SJT answers and scores

SJT answers and scores can be changed by amending the text.

To change a scoring column heading click on the pencil icon on the heading you wish to change.  Click on X to remove the original header and enter the new header, then press return to close.

To add a row click on the + button located below the last row.

To delete a row click on the trashcan icon located to the right of the row and click Yes.

To add a column click on the + button located to the right of the column headings.

To delete a column hover the mouse over the column heading to display a trashcan icon.  Click on the trashcan and click Yes.

Linking questions or choices to another question

A branching questionnaire accommodates different answers you may be given, and can change the direction of your questioning.  By giving the candidate a variety of options, you can link further questions to each answer type –

Click on the Link to question button for the question or choice you want to link a question to.  This will open the Add Question pop-up and you can then select the question you want to link to.  Click the Insert button to insert the question into your questionnaire.  The question will then be listed in the Questionnaire Builder:

A linked question can be edited or deleted in exactly the same way as un-linked question.

If you want to remove the link to a question’s parent, but keep the question listed in the questionnaire, click the x on the linked question:

Questionnaire layout

To re-locate questions in the list, click on the question and drag and drop to the desired location.  It’s probably better to put a killer question, for example ‘do you have the right to work in the UK’ first, so that if there’s a risk of your candidate being rejected from giving the incorrect answer, they haven’t invested time in the rest of your questions only to be rejected.

You can also insert a page break between different types of questions if you wish – this will stop the candidate seeing the upcoming questions ahead.

To insert a page break, click the Insert Page Break button.  This will place a page break at the bottom of your list of questions:

To re-locate the page break, click on the Page Break box and drag and drop to the desired location.

To add further questions, click the Add Question button.

Deleting questions

To delete questions or page breaks, click the x button located on the top right of the question or page break box.  Click Yes to confirm:

Saving your questionnaire

To save your questionnaire, click Finish.  You will be returned to Questionnaires and your newly created questionnaire will appear at the top of the list.

> Help & Support

Job campaign questionnaires can be used to record job post information, like budget, reason for advertising etc.

For more details on creating a Job campaign questionnaire, see Job campaign questionnaires.

Job campaign questionnaires can be viewed or completed by clicking on the Job Campaign questionnaire icon in the any of application stages of the ATS.

This can be found within View Jobs List – locate the vacancy, then click through your applicant number to enter the ATS –

Completing a Job Campaign Questionnaire

To complete a Job campaign questionnaire, enter answers for all the required questions and click the Finish button.  If you miss any required questions you will be prompted to answer them before the completed questionnaire can be submitted successfully:

If wish to save the questionnaire as partially complete or simply wish to exit, click the Save and continue later button.

Viewing completed Job Campaign Questionnaires

Completed Job campaign questionnaires can be viewed at any time:

Click the PDF button to download the completed questionnaire as a .pdf.

Click Close or X to exit.

> Help & Support