How do I manage my organisation's open recruitment roles via the HR Platform

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.

  Interactive learning

Watch a video

Getting started

Add a new role: via SmartMatch
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the Add a new job button.
  5. 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.
    • 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.
  6. Click the Save and continue button.
  7. Click the Update location to change the location of the role.
    screenshot of the smartmatch section, with a highlight on the update location button
  8. Click the search bar to choose the location.
  9. Click the Submit button.
    screenshot of the screen where you can adjust the role's location, with a highlight on the search bar and submit button
  10. 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.
  11. Click the Connect with SmartMatch candidates button.
  12. 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
    screenshot of the smartmatch screen, with a highlight on the add and connect with candidate buttons
Add a new role: via job posting
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   Add a new job button.
  5. 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.
    • 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.
  6. Click the Save & continue button.
  7. Click the Continue with job post button.
  8. 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.

  9. 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.

  10. Click the Add a question to add another question.
  11. Click the Save button.
  12. Select the required hiring process.
  13. Click on the hiring stage that needs an evaluation added.
  14. Click the   Add a New Section  button.
     

    Helpful Hint

    Click the   Import from Template button to use a pre-existing template you made.

  15. Choose whether to turn on the Overall Rating option.
  16. Complete the following fields:
    • Section name.
    • Questions.
  17. Click the Save button.
  18. Click the next Save button.
  19. Click the Continue button.
  20. 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.

  21. Click the Save & continue button.
  22. Complete any requested job board posting details.
  23. Click the Publish button.
  24. Click the Got It button.
  25. Add any required hiring managers.
  26. Click the Save & continue button.
Add a new candidate individually 
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs an individual candidate manually added.
    Role_6.jpg
  4. Click the   Add New Candidate button.
  5. Click the   Manually Add a Candidate button.
    Upload
  6. You can either:
    1. Upload a file to autofill the required fields.
    2. 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.
  7. Click the Create button.
    Upload_2.jpg
Add new candidates in bulk
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs multiple candidates manually added.
    Role_6.jpg
  4. Click the   Add New Candidate button.
  5. Click the   Bulk Upload CVs button.
    Upload
  6. Upload the required files and click the Create button.
    Upload
Add a comment
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidate manually added.
    Role_6.jpg
  4. 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.

    Role_9.jpg
Add a hiring manager
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Job Details button.
    Role_10.jpg
  5. Click the Hiring Managers tab.
  6. Enter the name of the hiring manager into the Hiring Manager field.
  7. Click the Save button.
    Role_11.jpg
Add a collaborator
  1. Click the   Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Job Details button.
    Role_10.jpg
  5. Click the Collaborators tab.
  6. Enter the name of the collaborator into the Collaborator fields.
  7. Click the Save button.
    Role_12.jpg
Add evaluation questions
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Job Details button.
    Role_10.jpg
  5. Click the Hiring Process tab.
  6. Click on the hiring stage that needs an evaluation added.
  7. Choose whether to turn on the Overall Rating option.
  8. Complete the following fields:
    • Section name.
    • Questions.
  9. Click the Save button.
    Evaluation_4.jpg
Add an evaluation scorecard
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs an evaluation added.
    Role_6.jpg
  4. Click the   button.
    Evaluation_7.jpg
  5. Complete the required fields and click the Submit button.
    Evaluation_8.jpg

Daily activities

Copy a role

Helpful Hint

This feature will copy both the job details and the hiring process.

  1. Click the  Recruitment menu.
  2. Click the Job tab.
  3. Click the   button.
  4. Click the Copy this Job button.
    Role_27.jpg
  5. Click the Copy button.
    Role_30.jpg
Close a role
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Close Job button.
    Role_17.jpg
  5. Click the Confirm button.
    Role_18.jpg
Disqualify a candidate

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.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidate disqualified.
    Role_6.jpg
  4. Click the Move To   button.
  5. Click on the Disqualify Stage button. 
    Disqualify_1.jpg
  6. 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?
  7. Click the Confirm button.
    Disqualify_2.jpg
Filter the roles shown
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. 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:

filtertype.jpg

Message a candidate

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.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click on the required job role.
    Screenshot_2023-04-05_124722.jpg
  4. Click the   button.
    directmessaging02.jpg
  5. 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. 

  6. 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.

    directmessaging04.jpg

    Helpful Hint

    Further messages between you and the job applicant will now appear in this section.

    directmessaging05.jpg
Move a candidate to the next stage

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.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidate moved to the next stage.
    Role_6.jpg
  4. Click the Move To   button.
  5. Click on the stage where you need to move your candidate.
    Role_14.jpg
  6. Click the Continue button.
    Role_15.jpg
Onboard a candidate

Important

You can only onboard a candidate once you have moved them to the hired stage.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidate onboarded.
    Role_6.jpg
  4. 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.

    Role_16.jpg
Reopen a role
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Reopen Job button.
    Role_31.jpg
  5. Click the Confirm button.
    Role_32.jpg
Resend screening questions: In bulk
  1. Click the  Recruitment menu.
  2. Click the Job tab.
  3. Click the role that needs screening questions sent again.
    Role_6.jpg
  4. Select the desired candidates. 
  5. Click the Bulk Actions button
  6. Click the Resend Screening Questions button.   Screenshot of recruitment section of employment hero hr portal, highlighting where to click on bulk actions to resend candidate screening questions
Resend screening questions: Individually
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs screening questions sent again.
    Role_6.jpg
  4. Click on your desired candidate.
  5. Click the   button.
    Screenshot of recruitment section of employment hero hr portal, highlighting where to click on 3 dots in the candidate profile to resend candidate screening questions
  6. Click on Remind on Screening Questions button. Screenshot of recruitment section of employment hero hr portal, highlighting where to click on remind on screening questions in the candidate profile to resend candidate screening questions
  7. Click the Send button.
    screenshot of recruitment section of employment hero hr portal, highlighting where to click on sendon the popup in the candidate profile to resend candidate screening questions
View the job board integration status
  1. Click the Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Job Details button.
    Role_10.jpg
  5. 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.

    Role_13.jpg

Editing and changing data

Edit candidate information
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs candidate information edited.
    Role_6.jpg
  4. Click the   button.
    Role_23.jpg
  5. Make the required changes and click the Save button.
    Role_24.jpg
Edit a comment
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a comment edited.
    Role_6.jpg
  4. Click the   button.
  5. Click the   Edit button.
    Role_20.jpg
  6. 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.

    Role_21.jpg
Edit disqualification reason
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidate disqualification reason edited.
    Role_6.jpg
  4. Click the   button.
    Role_23.jpg
  5. Make the required changes and click the Save button.
    Edit_Disqualification_1.jpg
Edit job details

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.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Role Details tab.
  6. Make the required changes and click the Update button.
    Role_22.jpg
Edit an evaluation scorecard
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs an evaluation added.
    Role_6.jpg
  4. Click the   button.
    Evaluation_7.jpg
  5. Click the   button.
    Evaluation_9.jpg
  6.  Click the Submit button.   
    Evaluation_10.jpg
Edit evaluation questions
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Hiring Process tab.
  6. Click on the hiring stage that needs an evulation editied.
  7. 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.

    Evaluation_4.jpg
Edit screening questions

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.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Role Details button. 
    Role_10.jpg
  5. Click on the Screening Questions tab.
  6. Choose whether to select a pre-existing template.
  7. Edit the text of any question in the question field.
  8. Choose whether to save changes to the template
  9. Click the Save button. 
    Screen_1.jpg
Update the hiring process

Important

You can only update the hiring process if all your candidates are on the new stage.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Hiring Process tab.
  6. Select the required hiring process from the Select Hiring Process drop-down.
  7. Click the Save button.
    Role_19.jpg

Data management

Unblock a candidate individually
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidate blocked.
    Role_6.jpg
  4. Click the   button.
  5. Click the Unblock button.
    Block_4.jpg
  6. Click the Confirm button.
    Block_5.jpg
Unblock multiple candidates at once
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs candidates unblocked.
    Role_6.jpg
  4. Select the users that need unblocking.
  5. Click the Bulk Actions button.
  6. Click the Unblock button.
    Block_8.jpg
  7. Click the Confirm button.
    Block_9.jpg

Removing data

Block a candidate individually
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a candidate blocked.
    Role_6.jpg
  4. Click the   button.
  5. Click the Block button.
    Block_2.jpg
  6. Click the Confirm button.
    Block_3.jpg
Block multiple candidates at once
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs candidates blocked.
    Role_6.jpg
  4. Select the users that need blocking.
  5. Click the Bulk Actions button.
  6. Click the Block button.
    Block_6.jpg
  7. Click the Confirm button.
    Block_7.jpg
Delete a comment
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs a comment deleted.
    Role_6.jpg
  4. Click the   button.
  5. Click the   Delete button. 
    Role_25.jpg
  6. Click the Delete button.
    Role_26.jpg
Delete a collaborator
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Collaborators tab.
  6. Click the   button.
  7. Click the Save button.
    Role_12.jpg
Delete evaluation questions
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Hiring Process tab.
  6. Click on the hiring stage that needs an evaluation deleted.
  7. Click the Delete button.
    Evaluation_5.jpg
  8. Click the Delete button.
    Evaluation_6.jpg
Delete an evaluation scorecard
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the role that needs an evaluation added.
    Role_6.jpg
  4. Click the   button.
    Evaluation_7.jpg
  5. Click the   button.
    Evaluation_11.jpg
  6. Click the Delete button.
    Evaluation_12.jpg
Delete a hiring manager
  1. Click the   Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Hiring Managers tab.
  6. Click the   button.
  7. Click the Save button.
    Role_11.jpg
Delete a job
  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the Delete this Job button.
    Role_29.jpg
  4. Click the Delete button.
    Role_28.jpg
Delete screening questions 

Important

If you wish to delete screening questions, you must be on our premium or platinum subscription plans.

  1. Click the  Recruitment menu.
  2. Click the Jobs tab.
  3. Click the   button.
  4. Click the Edit Role Details button. 
    Role_10.jpg
  5. Click on the Screening Questions tab 
  6. Click the   button.
  7. Click the Save button.screenshot of screening questions tab. the screen shows the questions already created and what type of question they are. there is the option to add a question, reset and save the page

Further information

Information imported from a job application
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.
How do I get the most out of this feature?
  • 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.
What happens when I block a candidate?
  • 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.
What tags will we show against a candidate?
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,
What data do we copy over when you onboard an employee?

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.

How is the candidate score calculated?

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.

What will take precedence on a candidates profile?

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 %.
What are the process timings for recalculating a matching score?

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.

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