Don’t just wait for your candidates to apply to your vacancies….invite them to apply!

Got your eyes on some strong looking candidates within Tribepad?  Follow the invite method below –

 

In CV Search select the candidate(s) you wish to invite or apply to a job post and click Invite or apply (see Search CVs for candidates for more details on searching and selecting candidates).

This will display the Invite or apply panel listing all active job posts.  Note: if multiple candidates are selected and these include external candidates, only external jobs will be displayed.

If required, you can search jobs by entering a search term into the Job title / Job ref no text box and the clicking the Search Jobs panel.  In this example, a search was performed using the text ‘admin’ and 2 ‘administrator’ jobs are returned:

Click the checkbox for the job(s) you wish to invite or apply to the selected candidates(s) so a tick is displayed:

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

Invite or Apply

When the job(s) you wish to invite or apply the candidate(s) to are selected, you can click either the Invite Candidate button or Apply Candidate button:

Click the Invite Candidate button to invite the job seeker to apply for the job post.  An email will be sent to the address the job seeker used to register their account. The Invite or Apply panel will close and a confirmation message will be displayed on CV Search.

Click the Apply Candidate button to apply the job seeker to the job post.  The Invite or Apply panel will close and a confirmation message will be displayed on CV Search.  The candidate will be added to the New Applicants stage in the ATS and they will see details of the job application when they log into their dashboard.

Click X to exit the Invite or Apply panel and return to CV Search without making any changes.

 

Invited Candidates

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

 

This will display the Invited Candidates panel.  The following information will be present:

• Job post – click to view the job profile
• Names of candidates – click to view the Candidate Overview
• Date Invited
• Application Status – current application status of the candidate

 

Tip!  Using ‘apply’ will put your candidate into the process without them having to go through the process – be careful to use ‘invite’ and not ‘apply’ if you want your candidate to go through the whole application process.

 

Your latest referrals can also be found on your Dashboard –

 

> Help & Support

Sending a Referral

Share a vacancy with someone who isn’t registered on the Tribepad platform.

On a job advert, any user (both job seeker and recruiter) can click Refer a friend for this job to send an email invitation.

Notice (bottom right) ‘Refer a friend for this job’ – click here –

Enter a first name, last name and valid email address:

 Click the Send button to send the email.  A confirmation will be displayed:

Click the Close button to return to the job profile or click the Go to referral section to view Referrals (see section below).

 

View Referrals

The user can keep track of the referrals they have sent by clicking Go to referral section after sending a referral email or by clicking Jobs in the top navigation and selecting the Referrals option:

This will display the Referrals sent panel.  The following information will be present:

• Number of referrals sent
• Names of candidates
• Email addresses of candidates – click to send an email
• Date of referral
• Job post – click to view the job profile

Click Invited Candidates tab to view the list of invited candidates.

See Invite candidates to apply via CV Search for more information on inviting candidates.

 

> Help & Support

Create your own email templates from the system, for example to send to candidates at different stages of the application process –

Invite to interview, confirm interview, ‘please get in touch’, referrals…and whatever else you’d like to be able to send.

The benefit of using templates, is that your emails will be consistent and will save you time each time you email your candidates.

 

To create an email template, click Social on the top navigation menu and select the Email Templates option.

This will display the Email Templates screen.  Click on the Create Email Template button to display the Create Email Template screen:

To create the template, enter the following content:

• Email Template Title – Type to add a title (required).
• Email subject – Type to add a subject (required).
• Email banner – Click the Upload banner link to upload an image (optional).
• Email content – Type to add content (required).  Use the text formatting tools to format the text.

Re-usable tags

You can use re-usable tags within your email content if desired.  The following tags are available and must be entered within the text exactly as stated:

• {$recipient_firstname}
• {$recipient_surname}
• {$recipient_salutation}

When these tags are used they will be replaced in the email with each recipient’s salutation, first name or surname. The tags can be used as many times as required.

 

Save

When you have finished creating the template, click the Create button to save:

The template will then be added to the list of existing templates:

The template name and date of creation will be displayed.  From here, you can edit or delete the template.  For more details, see Managing email templates.

 

> Help & Support

Who doesn’t want a pipeline of future potential candidates?  You’re making the most of your talent pools, but do you give candidates the opportunity to join a community or group to engage with other applicants as well as the recruiter?

Not all candidates are successful – you may want to keep in touch for future roles.  Just because they aren’t the right fit for this role doesn’t mean that they won’t be for a future vacancy.

Communities can be created for job seekers with similar skills, interests or backgrounds.  For example, a community might be created for job seekers who want to work in a specific industry sector.  Each community will have a landing page that can be customised and will allow job seekers to login or register to your recruitment site.  You can also control who can join the community and automatically assign them tags and membership to discussion groups when they join.

A community can be created for any chosen purpose;

• new starters
• redeployment pool
• alumni
• graduates
• different divisions, branches, areas you recruit for
• internal engagement hub

Once a community has been created, you can view it by selecting Social from the top navigation menu and Manage Communities.

 

This will display the Manage Communities screen, from here you will be able to see Communities that have already been created by you or your colleagues;

 

By selecting the name of the Community, you will be able to review the landing page in full.

If you would like the link for the community landing page, click the ‘link’ icon located to the right of the community name:

Copy the link by right clicking the mouse.   Click the Close button to close the pop-up.

You can also search, edit, invite people to join, view invited people, delete or create a new community, by selecting the icons available.

For more details on creating communities, see Create a Community.

 

Search communities

To search for a community, enter a search term in the text box and click the Search button.

 

To re-display all communities, delete all text from the text box and click the Search button.

 

Edit a community

To edit a community landing page, click the ‘edit’ (pencil) icon located to the right of the community name:

 

This will open the Create Community Landing Page prefilled with the details of the community you wish to edit.  It is possible to edit all the details displayed.

 

Logo

Click on the ‘Edit’ icon or ‘Upload logo’ to upload an image (max 150px x 90px).  If you want to remove the logo, click on the x button:

Community Title

Select the title field and add/remove any text to create the name of your Community Landing Page.

Landscape Images

Click on the ‘Edit’ icon or ‘Upload landscape image’ to upload an image (max 205px x 110px).  If you want to remove the image, click on the x button:

Body text

Type into the text box to amend the body text.  Use the formatting options if you wish to format the text

Assign Questionnaire

Why not invite everyone who joins your community, to answer a questionnaire that you’ve built –

This could be anything you need it to be, from –

• Creating a hub for redeployment employees
• Recruitment satisfaction surveys
• A community for each branch, site or division you run
• New starters
• Alumni

Simply build your questionnaire then upload it as per the image below.

Assign (or create) groups within your community

To automatically subscribe users to groups when they join the community, firstly select the user-types then select groups by ticking the checkboxes.  You can remove groups and users by deselecting the checkboxes.

 

Create a new Group (see image below)

You can create a new group by clicking the + Create new group button and entering the following information:

• Group Name: Type to enter text (required)
• Group Visibility: Select the appropriate radio button (required)
• Description: Type to enter text (up to 500 characters) (required)
• Groups available to the following users: Select the appropriate check boxes (required)
• Allow Comments? Select the appropriate radio button
• Allow Jobseekers to create threads: Select the appropriate check boxes (required)
• Allow File uploads: Select the appropriate radio button
• Group Photo: Click the Browse… button to upload an image(up to 2mb)

 

After you’ve clicked Create new group – you’ll be asked to complete the details as in the image below –

 

*Tip!  Please consider who you want to be able to see and join your Group – the visibility settings are;

Public – any candidate will be able to see and join your Group

Private – the Group will be visible, however the candidate will need to ask for permission to join, which the Group manager grants

Invite only – the Group is only visible to those who you invite to join

 

Click the Create group button to save your changes:

For more information about groups, see About Groups.

 

 

Assign Tags

To automatically assign tags to users when they join the community, select the relevant tags by ticking the checkboxes.  You can remove tags by deselecting the checkboxes.

 

To filter tags, type the search term in the Filter text box.  In this example, tags have been filtered to those containing the term ‘tr’:

To create a new tag, type the tag into the Create tag textbox and click the + Add button:

The tag will be added to the list of existing tags and automatically selected to anyone joining your community.

Having the members of your community tagged, means that you will be able to easily identify them within your candidate database.

 

Community Access

You can add or amend a PIN by typing in the box:

Delete a PIN by clicking the x.

To only allow invited people to join the community tick the checkbox:

Remove the tick to allow any user to join the community.

 

Buttons

Click the < Back button to return to the Manage Communities screen without saving your changes.

Click the Preview button to view a preview of the community landing page (click X to close the preview).

Click the Save Only button to save the changes and return to the Manage Communities screen.

Click the Save and go to invite people > button to save the changes and proceed to inviting people to join the community (see section below for more details).

 

Invite people to join a community

To invite users to join a community, click the ‘invite’ icon located to the right of the community name:

This will open the Email content screen.  From here, you can create an email to send to the users you wish to invite to join the community.

 

Email content

You can choose to edit the email content that is displayed by selecting the text in the email subject and or content box, you can choose to delete text or enter additional text.

 

 

You can also insert the following variables by clicking on the Add Variable drop-down and selecting any of the options from the list.

When these variables are used they will be replaced in the email with each recipient’s salutation, first name, surname or the link to the community landing page. The variables can be used as many times as required.

Invite people to join this community

Recipients for the email can be added either manually or by uploading a CSV file.

Manually select users

To select users, firstly click the user group you wish to add, Candidates or Hiring Managers:

This will open a pop-up enabling you to search and select users from the user group.

When choosing to search for candidates, this will open the CV\Talent Search functionality.  For more details on how to search and select candidates, see Search CVs for candidates. 

When choosing to search for hiring managers, a similar screen will be displayed, but without candidate specific options.

When you are happy with the selected users, click the Add selected candidates button or Add selected hiring managers :

Alternatively, you can exit without saving your selections by clicking x Cancel or the X located at the top right of the pop-up.

When users are selected the pop-up will be closed and the users will be listed under the Added people: heading.  If any users cannot be added to the list, a notification will be displayed.

If you want to remove users, simply click the rubbish an icon located on each user name.

 

Upload file of candidates

You can upload a CSV file containing a list of recipients for the email.  Click on the Download file of candidates example button to open an example file that can be amended with the list of your recipients.  Save the file, then upload by clicking on the + Upload file of candidates (.csv) button.

 

Send community invite

When you are happy with the list of email recipients, simply click the Send community invite > button.

Click the <back button if you wish to return to the Manage Communities screen without sending the invite.

 

Summary of invited people

When the invite is sent, the Summary of invited people screen will be displayed with a confirmation message.  Click on a username if you wish to view their Candidate Overview. Hover the mouse over the icons at the top right of each user name to display more details:

Click the Go to communities dashboard > button to return to the Manage Communities screen.

If you wish to invite more users, click the <back button.

 

View invited people

To view invited people, click the ‘view’ icon located to the right of the community name:

This will display the Summary of invited people screen.  Click on a username if you wish to view their Candidate Overview.  Hover the mouse over the icons at the top right of each user name to display more details:

 

 

Click the Go to communities dashboard > button to return to the Manage Communities screen.

If you wish to invite more users, click the <back button.

 

Delete a community

To delete a community, click the ‘delete’ icon located to the right of the community name:

Then click the Yes button, or click No to cancel.

 

 > Help & Support

CV feedback questionnaires can be used to provide additional review information and suggestions as to whether the candidate should be rejected or considered for progressing further.  This could be useful for any future auditing, but also useful for informing other managers why the candidate was progressed or otherwise rejected.

For more details on creating a CV feedback questionnaire, see CV feedback questionnaires.

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

 

Completing a CV Feedback Questionnaire

To complete a CV 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 CV Feedback Questionnaires

Completed CV 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 to download the completed questionnaire as a .pdf:

Click Close or X to exit.

 

> Help & Support

So, you’ve interviewed, and want to gather feedback.  Hiring managers can complete an Interview feedback questionnaire to provide additional review information, and suggestions as to the candidate’s suitability for the role, and whether the applicant should be rejected or considered for progressing further.

The Interview feedback questionnaire can be used to record for example, how the candidate met your requirements and values. This information could be useful for future auditing, and to inform other managers and recruiters how the applicant performed at the interview.  You can decide what questions are in your Interview feedback questionnaires.

 

Adding an Interview feedback questionnaire to a job

To add an Interview 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 an Interview feedback questionnaire

To create a Interview 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 Interview Feedback

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

For more information on adding questions to an Interview feedback questionnaire, see Add questions to a questionnaire.

 

> Help & Support

You’ve interviewed and are ready to make an offer to the applicant – you may also have a back-up candidate.  Complete an offer questionnaire to provide details of your first & second choice offers.  The Offer questionnaire can be used to record any details about the offer, such as start date, salary, location, terms, package etc.  This could be useful for any future auditing, but also useful for informing other managers and recruiters who have permission to review the questionnaire.   You can decide what questions are in your Offer questionnaires.

 

Adding an Offer questionnaire to a job

To add an Offer 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 Adding questionnaires to an existing job post.

 

Creating an Offer questionnaire

To create an Offer 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 Offer

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

For more information on adding questions to an Offer questionnaire, see Add questions to a questionnaire.

 

> Help & Support

This video demonstrates how recruiters will post jobs onto Tribepad.  The video includes the job authorisation process, which may or not be enabled for your organisation and users.  If it is not enabled for you, then your users will not see the authorisation pages.

For specific information about job posting, please refer to the Set Up Jobs & Interviews section of our manual. For the best experience, please view the video in full screen mode.

 

 

Alternatively – please check here, to be walked through the process of creating a new vacancy on the system –

https://support.tribepad.com/manual/document/create-job-details/

 

 

> Help & Support