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What are some of the hiring essentials I need to know?

Updated

Question  

What are some of the hiring essentials I need to know?

Answer

There is a range of hiring essentials you need to know and we will endeavour to answer as many of them as possible in the below document. We have broken these down into a few different topics as well, for example, a General section, and sections tailored to certain job board integrations, for example, Seek or LinkedIn.

Glossary

General

LinkedIn Limited Listings

LinkedIn Premium Job Slots

Indeed

General

   I cannot view or download candidate PDF attachments?    

There was a recent Google Chrome browser update, which, if you have updated your browser recently, has affected opening PDF documents and attachments. You can open PDF attachments without issues, using a Firefox/Safari/Microsoft Edge web browser. Although you may not want to use these web browsers, you could use one of these browsers when using the Recruitment Module in the future.

We suggest using one of the below two options:

  • Right-click on the file name and select ‘Save Link As...’. This will allow you to save and view the document from your desktop rather than through the Employment Hero.
  • If you are using Google Chrome, you can download the Adobe extension and instal it in your browser.

As this is a Google Chrome issue, until there is a Google Chrome browser update which addresses this issue, we can only suggest that you download the suggested extension or use an alternative web browser as a workable option.

  How can I onboard a candidate to become an employee?    

Once you have progressed a candidate to the Hired stage, you will be able to onboard them via the Onboard button. You can read more information on this process under the Onboard a Candidate Premise in the following article.

  How can I transfer documents received and uploaded from candidates once I hire the candidate without having to upload them all again?   

Currently, it is not possible to pull automatically across uploaded documents from the recruitment tab to an employee's file. The same applies if you onboard an employee and it is also not possible to customise the notification settings for recruitment emails.

  How can I grant access to another staff member to manage the rota process?   

You can use the  Permissions feature to grant specific access to the Recruitment module. Make sure you enter a Group Name and Description for your Custom Security Group, and make sure that within the Set Permission field you search and select the name of the team member you would like provided access.

On the Other Permissions tab, you will find Recruitment permissions. Please select the Use checkbox and save your new custom security group. Also, once created, the user will then be able to access the Recruitment tab within Employment Hero and manage all rota processes.

  How can I provide managers and other employees access to view candidates in particular stages?   

You can add collaborators to a hiring stage to help review and comment on candidate applications. You can also add Hiring Managers who have permissions to edit the job description and hiring process as well as review applications. To read further information on this process, refer to the following article.

  Can Hiring Managers/Collaborators or myself receive notifications when a candidate has progressed to a hiring stage or when someone leaves a comment?   

Currently, there are no notifications that are triggered by candidate stage movements or activity comments being made. You will only receive an email notification when a new candidate has applied for your role.

  How do I close a job?   

You can use the Close Role feature to close a role that you no longer need open. To read further information on this process, refer to the Close a Role premise in the following article.

  How do I edit a job?  

You can use the Edit Role Details feature to update a role that has outdated or incorrect information. To read further information on this process, refer to the Edit Job Details premise in the following article.

Please note that editing a role will not automatically update your job ad on your chosen job board. After making updates to the role, you must manually repost these updates to your chosen job board provided via the Job Boards tab.

  Will I get charged if I update my job?  

Our Recruitment module does not incur any costs for posting or reposting any job ads. Each job board has their own Terms & Conditions which you agree to at the time you created your account. We recommend reaching out to the job board specifically for this information.

For Seek ad updates to a live posting, Seek has confirmed what changes cause a client to get a second charge when reposting an advert. These areas are:

  • Job Title.
  • Category.
  • Location.
  • Ad Type.

  How do I record internal notes for a candidate?   

You can add activity notes under each candidate's file, including uploading documents to your note. To read further information on this process, refer to the following article.

  Can a candidate view the activity?   

No, this is only for internal purposes and we not be visible to candidates.

  Are candidates notified when we move them to a different hiring stage?   

No, this is only for internal purposes and will not trigger an email notification to the candidate

  What emails do candidates receive?   

They will receive an auto-generated email once they have applied for your role. If you are disqualifying your candidate, you can choose to send a customised email we will send to their listed email address.

  What is the cost of using EH Recruitment?   

Whilst our Recruitment Module is 100% free to use, each job board has their own account types and payment terms and conditions that you agree to when signing up for their account types that EH has no control or say over.

  How do I move a candidate to another role?   

There are two ways this can be done, either via the Candidates Tab on the main Recruitment page or via the Role itself. Refer to the Use the recruitment module to manage your organisations' open roles and Use the recruitment module to manage your candidate pool for more information on how to copy a candidate to a new role.

  Can I email candidates in other hiring stages besides when I disqualify them?  

You can now communicate directly with candidates within Employment Hero, throughout all stages of the hiring process. Previously, we limited this to the disqualification stage. 

By linking your email to the recruitment module, you can send and record candidate conversations in one easy-to-access location. Click here to learn how to link your Google account to Employment Hero, or here to link your Microsoft Outlook account.

  What email address is used to send emails to candidates?  

The email address used will be the recruiter email listed under each role.

  I want to post a role on a job board that is not listed?   

You can ask for Job Boards via our Job Boards tab. Refer to the following article for further details. Whilst we cannot guarantee or confirm when/if this job board will become available to connect to, we will record your organisation’s details along with your request and included as a tally towards your requested job board.

  I posted a Role but cannot see my ad on the job board?   

Please allow 24 hours for your role to post to your selected Job Board before reaching out to our support team.

  How can I check I have posted my role successfully?  

You can see the status of your role posting via the Job Board status page, which you can access from the Role page. To read further information on how to access this page, refer to the View Job Board Status premise in the following article.

  Can I link the recruitment module to our company careers page or website?  

Whilst our recruitment module currently does not connect or integrate with your own external company, careers page or your website, our product and development team has only recently developed a careers page enhancement.

You can create and then share your EH Careers page with your team and others. Below are some helpful articles for you which explain how you can do this:

  What's the difference between the post and repost to the job board button?  

You can use the Post to Job Board button when you are posting your role to a job board for the first time, or you would like to post your role to an additional Job Board. Whereas you would use the Repost to Job Board when you are updating an existing, live posting.

  The formatting of my posting does not look nice and like it does in my job details   

Did you use our formatting tools used when you posted your role? Or did you copy and paste the data from a work document or a previous posting? If you edit your job details using our formatting tools and then click on Save and Continue, you can then re-post your role through to Seek's Job Board and this cleaner formatting will pull through. Including any bold or italic text you wish to format.

We also suggest that if you would like additional blank lines in your posting, to always use double spacing as when your role gets published to your job boards, your Job Post board may re-format and remove additional unnecessary lines.

  Can I share my job posting on social media?   

You can share your job postings on Facebook, LinkedIn and Twitter. Alternatively, you can copy the link to your clipboard so you can paste this where you want. To do this, open the job listing and click the Share button and then select the desired social media platform.

 

LinkedIn Limited Listings

  How do I connect the ATS to LinkedIn Limited Listings?  

To connect EH with the LinkedIn Limited Listings job board, you will need to navigate to your LinkedIn company page as an administrator of your company page and copy and paste your company page's ID Number located in the URL bar. If you are not an Administrator on Linkedin, you will not see your ID number in the URL. 

You will then need to copy and paste your Contract ID found by navigating to your recruiter portal on Linkedin and selecting your user information in the top right corner of the page. Finally, you will then need to navigate back to Employment Hero and you will need to connect your recruitment module with LinkedIn Limited Listings and add both the Company and Contract IDs. You can read further information on how to connect in the following article.

  What happens if I claim the job in LinkedIn?  

If you have posted a Limited Listings Role from our Recruitment Module and you log into LinkedIn on a Premium Account to view your jobs with a paid subscription account, LinkedIn may ask if you would like to claim your free posting into one of your three job slots, i.e., promote your job ad.

Once you have claimed this ad, this will break the connection to EH and will become 1 of 3 paid jobs under your Recruiter subscription, meaning you can no longer manage your Role or Candidates via the Employment Hero HR Recruitment module. You would need to post this via the Recruitment Module using the Premium connection rather than Limited Listing.

  What is the difference between LinkedIn Limited Listings and LinkedIn Premium?  

LinkedIn Limited Listings is 100% free to use and will appear under your LinkedIn company page’s Jobs tab. Whereas LinkedIn Premium requires a paid subscription, where you can post multiple jobs at a cost from LinkedIn directly.

As Limited Listings and Premium are two separate job boards, please see a short LinkedIn help article for reference. LinkedIn can also only guarantee that one free posting (Limited Listings) will go live at once. Whilst you can certainly choose to post multiple roles from Employment Hero to LinkedIn Limited Listings, and from time to time you may find LinkedIn

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