A recruitment module helps companies organise candidates for hiring and recruitment purposes. These systems allow businesses to collect information, organise prospects based on experience and skill set, and filter applicants. There are many benefits of using such a module, and you can expect to see metrics like time, cost, and candidate quality improve.
The Recruitment Management feature allows you to post job openings and manage the applicants that applied to a job posting. The feature also allows you to add collaborators to a specific hiring stage; choose a hiring manager who can manage the entire hiring process. You can also comment on an applicant's progress, meaning you can keep your hiring notes in one place.
Availability
HR Plan: | Free | Standard | Premium | Platinum |
User Access: | Employee | Managers | Admin |
This is the default access level per user and whether they have view, edit and delete access, excluding any changes made via our Custom Security feature.
Getting started
- Click the Recruitment menu.
- Click the Recruitment submenu.
- Click the Jobs tab.
- Click the Add a new job button.
- Complete the following fields:
- Job title.
- Industry standard job title.
Helpful Hint
Industry standard job title is the role name that your industry most commonly uses to refer to your employee's job title.
- Industry.
- Team.
- Country.
- City.
- Job type:
- Permanent.
- Contract.
- Casual/Temporary.
- Employee Working Hours:
- Full-time.
- Part-time.
- Experience:
- Entry-level.
- Internship.
- Associate.
- Mid-level senior.
- Director.
- Executive.
- Available positions.
Helpful Hint
You can use this field to specify how many positions you are hiring for when you create a role. We will not display this info on any job boards besides your own Careers page.
- Workplace type:
- Remote:
- Optimise job title.
- Where can candidates be based?
- Hybrid.
- On-site.
- Remote:
- Job description.
Helpful Hint
Not sure what to write? If you are on our Platnium HR Plan you can type a few points in, then click to have our AI help you generate a draft message. You will be able to refine the draft as you need before submitting. You can also click the Import a Job Descritpion button to import a job description that suits your organisational needs.
- Pay rate.
- Recruitment email.
- Hide salary.
- Click the Save and continue button.
- Click the Update location to change the location of the role.
- Click the search bar to choose the location.
- Click the Submit button.
- Click the button for the SmartMatch candidates you want to add to the job.
Helpful Hint
You can also:
- Click the button to save the candidate.
- Click the button to view the candidate's profile.
- Click the Connect with SmartMatch candidates button.
- You will be taken to the job details screen where you can:
- Schedule an event
- Send an email to the candidate
- Message the candidate
- Conduct a reference check
- Update the candidate's recruitment progress
- Click the Recruitment menu.
- Click the Recruitment submenu.
- Click the Jobs tab.
- Click the Add a new job button.
- Complete the following fields:
- Job title.
- Industry standard job title.
Helpful Hint
Industry standard job title is the role name that your industry most commonly uses to refer to your employee's job title.
- Industry.
- Team.
- Country.
- City.
- Job type:
- Permanent.
- Contract.
- Casual/Temporary.
- Employee Working Hours:
- Full-time.
- Part-time.
- Experience:
- Entry level.
- Internship.
- Associate.
- Mid-level senior.
- Director.
- Executive.
- Available positions.
Helpful Hint
You can use this field to specify how many positions you are hiring for when you create a role. We will not display this info on any job boards besides your own Careers page.
- Workplace type:
- Remote:
- Optimise job title.
- Where can candidates be based?
- Hybrid.
- On-site.
- Remote:
- Job description.
Helpful Hint
Not sure what to write? If you are on our Platnium HR Plan you can type a few points in, then click to have our AI help you generate a draft message. You will be able to refine the draft as you need before submitting. You can also click the Import a Job Descritpion button to import a job description that suits your organisational needs.
- Pay rate.
- Recruitment email.
- Hide salary.
- Click the Save & continue button.
- Click the Continue with job post button.
- Click the Add a question button to add screening questions. If you do not wish to add any, simply click the Skip button.
Important
If you wish to create screening questions, you must be on our premium or platinum subscription plans. If you want to set a preferred answer option for your questions, you will need to be on our Platinum plan.
You can also set parameters for these questions and select if candidates who answer outside these parameters are auto-disqualified or not. If you do not have auto-disqualification activated, you can add preferred answers, and those who answer less favourably will be seen by the recruiter as a lower priority.
- To write the question, put the text in the question field and select the question type. You can add one of seven kinds of questions:
- Short answer
- Long answer
- Date
- Number
- Yes/No
- Dropdown
- Multiple Choice
Helpful Hint
You can also select a screening template.
- Click the Add a question to add another question.
- Click the Save button.
- Select the required hiring process.
- Click on the hiring stage that needs an evaluation added.
- Click the Add a New Section button.
Helpful Hint
Click the Import from Template button to use a pre-existing template you made.
- Choose whether to turn on the Overall Rating option.
- Complete the following fields:
- Section name.
- Questions.
- Click the Save button.
- Click the next Save button.
- Click the Continue button.
- Select the job boards you want to post the role on.
Helpful Hint
If you do not want to post on job boards, click the Don't post to Job Boards button.
- Click the Save & continue button.
- Complete any requested job board posting details.
- Click the Publish button.
- Click the Got It button.
- Add any required hiring managers.
- Click the Save & continue button.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the role that needs an individual candidate manually added.
- Click the Add New Candidate button.
- Click the Manually Add a Candidate button.
- You can either:
- Upload a file to autofill the required fields.
- Fill out the following fields, manually:
- First name.
- Last name.
- Email.
- Phone number.
- Address.
- Country.
- City.
- Education.
- Experience.
- Summary.
- Sources:
- Manual entry.
- Referral:
- Referrer first name.
- Referrer last name.
- Referrer work email.
- Attachments.
- Click the Create button.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the role that needs a candidate manually added.
- Write the required comment and click the button.
Helpful Hint
Typing @ into the text field, followed by an employee's name, will tag that employee in the message. Messages do not have a limit on the number of employee tags, so there is no limit to how many employees it can include.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the button.
- Click the Edit Job Details button.
- Click the Hiring Process tab.
- Click on the hiring stage that needs an evaluation added.
- Choose whether to turn on the Overall Rating option.
- Complete the following fields:
- Section name.
- Questions.
- Click the Save button.
Daily activities
Helpful Hint
You can also search for a candidate via the Candidate page. To read further details on this feature, refer to the following article.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the role that needs a candidate disqualified.
- Click the Move To button.
- Click on the Disqualify Stage button.
- Complete the following fields:
- Select a disqualification reason:
- Duplicate.
- Location.
- Work rights.
- Salary expectations.
- Lacking skills/qualifications.
- Cultural fit.
- Preferred another candidate.
- Spam.
- Offer rejected.
- Unavailable.
- Uninterested.
- Screening answers.
- Unknown.
- Send an email to the candidate?
- Add this candidate to your organisations talent pool?
- Select a disqualification reason:
- Click the Confirm button.
- Click the Recruitment menu.
- Click the Recruitment submenu.
- Click the Jobs tab.
- You can refine the displayed roles by either:
-
- Using the following filters to change the displayed roles:
- Status.
- Teams.
- Country.
- Type
- Using the Seach field to find a specific role. You can refine the displayed roles by either:
- Using the following filters to change the displayed roles:
Important
The applicant will receive the message via their Swag app, rather than via a text message i.e we will send a push notification to the applicant to inform them that they have received a message within the Swag app.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click on the required job role.
- Click the button.
- Enter your message into the Message field.
Helpful Hint
Not sure what to write? If you are on our Platnium HR Plan you can type a few points in, then click to have our AI help you generate a draft message. You will be able to refine the draft as you need before submitting.
- Click the Send Message button.
Warning
If you receive a message saying Your Message Thread has been Archived. You may only send messages via email after clicking the Send Message button; it indicates that the candidate was manually added to the job listing, and therefore we do support direct messaging for such candidates. Additionally, this same message will appear if you have blocked, blocked, deleted, disqualified, or hired the candidate.
Helpful Hint
Further messages between you and the job applicant will now appear in this section.
Helpful Hint
You can also search for a candidate via the Candidate page. To read further details on this feature, refer to the following article.
Important
You can only onboard a candidate once you have moved them to the hired stage.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the role that needs a candidate onboarded.
- Click the Onboard button.
Helpful Hint
Once you click the Onboard button, the platform will re-direct you to the Employee Onboarding feature. To read further information on this feature, refer to the following article.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the button.
- Click the Edit Job Details button.
- Click the Job Boards tab.
Helpful Hint
You will now see the job boards you have posted the job on, the status of the posting, and how many candidates have applied for the opening. You can also hover over the to see if any error messages have triggered.
Editing and changing data
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the role that needs a comment edited.
- Click the button.
- Click the Edit button.
- Make the required changes and click the Save button.
Helpful Hint
Typing @ into the text field, followed by an employee's name, will tag that employee in the message. Messages do not have a limit on the number of employee tags, so there is no limit to how many employees it can include.
Warning
The platform will not automatically repost any details you make to your job ad within the HR platform to your chosen job board. So, after making any updates within the HR platform to a job ad, you must manually repost these updates out to your chosen job board provider. To see the details on whether reposting your job ad will incur a fee from your job board provider, refer to the following article.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the button.
- Click the Edit Role Details button.
- Click the Hiring Process tab.
- Click on the hiring stage that needs an evulation editied.
- Make the required changes and click the Save button.
Helpful Hint
Click the Import from Template button to use a pre-existing template you made.
Important
To create screening questions, you must be on our premium or platinum subscription plans and to set a preferred answer option for your questions, you will need to be on our platinum plan. You can also set parameters for these questions and select if candidates who answer outside these parameters are auto-disqualified or not. If you do not have auto-disqualification activated, you can add preferred answers, and those who answer less favourably will be seen by the recruiter as a lower priority.
- Click the Recruitment menu.
- Click the Jobs tab.
- Click the button.
- Click the Edit Role Details button.
- Click on the Screening Questions tab.
- Choose whether to select a pre-existing template.
- Edit the text of any question in the question field.
- Choose whether to save changes to the template
- Click the Save button.
Important
You can only update the hiring process if all your candidates are on the new stage.
Data management
Removing data
Further information
Information. | Notes. |
---|---|
Name. | |
Email. | |
Phone number. | |
Attachment. | If we are pulling the attachment from a job board application, then there is no limit. However, for a manually added candidate, there is a limit of three files. |
- Filters are pre-set to show active roles in all teams and countries. Simply click a filter to change your results.
- Once you use a role or country within a role, it will appear within the relevant filter.
- You can search for a role using the Search field.
- You can sort roles by role title or creation date using the on-the table header.
- You can see all the candidates within a role by clicking the Role title.
- To view more options, select the button next to the roll of your choice.
- The Role Overview page shows the latest status changes made to a role, such as the creator, close date, and who reopened the role and when.
- The Edit Role feature allows you to update the job details, change the hiring process, add hiring managers and/or collaborators, edit and/or repost a role or post a role to a job board.
- The Close Role feature allows you to end a role and updates the Role Overview page.
- The Copy Role feature allows you to copy the job details and hiring process of a current role.
- The Delete Role removes a role completely from the Recruitment Module.
- They can apply for other roles, but the platform will not show these applications.
- We will automatically move these candidates to disqualified.
- We will disable the ability to edit their email address, and to move them to a different stage.
- We will stop users from receiving notifications from blocked candidates.
Blocked. | Shows that you have blocked this user. |
Duplicate. |
Shows someone that applied for the same role more than once from the same source and shares the same email address. We will only show this tag from the 30th of November 2022. |
Onboarded. | Shows that you have onboarded this user onto your HR platform. |
Previous application. |
Shows someone that applied for more than one role in the same organisations from the same or different sources and shares the same email address. We will only show this tag from the 30th of November 2022. |
Referral. | Shows that someone referred the candidate, |
We will copy over the following information:
- Personal email auto-fills from candidate profile.
- Team auto-fills from the team listed in the role details.
-
Candidate documents sync to the new employee's uploaded documents; for example, their resume, and cover letter.
We base the match score we display on the Candidate page on the corresponding job description and the details provided by the candidates CV. Existing candidates that have a CV with a size over 5MB will not be able to get a matching score.
The hierarchy of the Match score vs Screening questions % vs Candidate tags is that we will only show two max based on the following hierarchy:
- Match score.
- Candidate tags.
- Screening questions %.
When you create a candidate or edit a resume, the score re-calculation can take up to 1 hour or more. When you edit a job, we wil add that action into the queue immediately, and it will take between 5 to 20 minutes.
Explore related topics
- Managing your organisation's hiring processes via the HR platform This feature allows you to create a new hiring process you can customise to your organisation's needs.
- Managing your organisation's job board integrations via Hiring Essentials This feature allows you to connect to a Job Board platform, where you can then post the job openings you created within the platform.
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