Vacancy Templates and Drop Down Lists
This task has two elements:
Adding the Vacancy Templates you'd like available to your Recruiters and Hiring Managers for go-live
Reviewing the content of all drop down lists used within the Vacancy to ensure that the options you need are present, and to give you the chance to remove any options you don't need
Vacancy Templates
When it comes to Vacancy Templates, you can approach this in one of three ways. Which approach is right for you is, ultimately, your decision:
Focus on just the templates you'd like in your system for go-live - those templates which are most likely to be needed in the first couple of weeks (this could be a good option if you have a recruitment strategy and have a good idea of which roles are likely to come up soon)
Focus on your most popular/frequently requested roles and create templates just to cover them
Create a single "standard" vacancy template, then add additional templates at a later date
During phase 2 of your implementation we'd strongly recommend not only figuring out which templates you want to add in the system, but taking the time to ensure that you have all the required information to go in to each template e.g. Job Title, Salary, etc. The more of this you can do as part of Phase 2, the quicker and easier it'll be to get your templates in to the system during Phase 3. This is also a great opportunity to review and update/standardise any Job Description files you have, especially if you'll be allowing Candidates to download them.
During Phase 3 you'll be able to add your vacancy templates in to your system (you won't be able to do this during Phase 2 as your Implementation Manager will be building your system during this time).
📌 We'd recommend allowing up to 10 minutes to create each individual Vacancy Template. If you multiply this by the number of templates you need to create, that should give you a rough idea of how much time and resource you need to allow for this task.
Vacancy Drop Down Lists
For your drop down lists, Phase 2 of your Implementation is the time to gather together the content of each list. If you're not sure which lists you need to gather data for, please have a look at the Vacancy Templates in your Demo system and have a chat with your Implementation Manager - they'll be able to give you a suitable steer.
During Phase 3, once you have access to your Live System, you'll be able to review your lists again, adding any options that are missing and removing any default options you don't need.
📌 We'd recommend allowing approximately 10 minutes to review and update each drop down list.
Pay Salaries
If you have a strict pay structure or utilise Salary Banding/Grading within your organisation, you'll likely want to use our Pay Salaries feature. This will have been discussed with you at the Scoping stage of the sales process, and during initial conversations with your Implementation Manager.
This feature allows you to add the details of your various salary ranges into Eploy as discrete Pay Salaries, which are then applied to your Vacancy Templates and Vacancies. Each Pay Salary contains the salary range, hours per week and Advertising Salary details. You'll also find a series of controls and filters which allow you to specify when each Pay Salary should apply and whether your Hiring Managers are permitted to edit the range when raising a Vacancy.
Attached to each Pay Salary is a series of Salary Bands. These are utilised at the Offer stage and allow you to specify the precise salary and hours per week options that will be available to both your Recruiters and Hiring Managers when making an offer.
The amount of time it will take to configure your Pay Salaries will depend on the number of different grads/bands used within your organisation.
📌 Once you have identified the details of each Pay Salary you'd like to add, it will take approximately 5 minutes to configure each Pay Salary within Eploy.
Authorisation Workflows and Email Templates
This section relates to both Vacancy and Hire Authorisation workflows.
Unless agreed otherwise, we will build all Authorisation workflows identified within your system specification.
During Phase 2 and 3 of your Implementation we ask that you review the Notification settings within your Authorisation Workflows.
During Phase 2 of your Implementation you should gather together the content for all the Authorisation email notifications you've asked us to build into your system. You can also use the time to practice making changes to email templates within your demo system.
When you move into Phase 3 of Implementation, you'll be able to access your Live System and double check the settings added by your Implementation Manager:
Check to make sure that the correct Stage User notifications are being sent and that the reminder frequency is correct
If you have asked us to send notifications to other users or email addresses at a given stage, check that these settings are correct, paying attention to any email addresses entered and reminder frequencies
For each notification checked, take a look at the email template used and update as required. Most, if not all, notifications will use our default email templates. You'll need to read each one to ensure that the language used is appropriate for your company and that the correct merge fields are in use. You're free to amend these email templates or replace them completely using your own internal templates. There are a minimum of 8 email templates you'll need to check - if you have asked us to include additional notifications, this number will be higher.
If it has been agreed that we will build some, but not all, of your Authorisation Workflows, during Phase 2 of your Implementation you should spend time gathering together the details of these additional workflows, ready for you to add them in to your system in Phase 3.
📌 We'd recommend allowing approximately 2 hours per Authorisation Workflow to check your notification settings and email templates. We'd recommend an additional 2 hours for each Authorisation Workflow that you need to add in to your system, over and above those we've already built for you.
🤓 Tip if you'll be using the same email templates across several workflows, you don't need to check the content of the email every time you check a workflow, only that the correct template is being used.
Application Form Flow and Application Discover Forms
The Application Discover Forms and Form Flow define the Application process that your Candidates will be taken through when they submit their applications.
Unless agreed otherwise, we will build your complete Application Form Flow and associated Discover Forms.
If additional forms need to be added to your flow, you'll be able to do this during Phase 3. You should spend the time during Phase 2 to gather the questions that need to go into these additional forms, and practice creating them and adding them to your flow, within your demo system. When you move in to Phase 3, you'll be able to add them into your live system.
Additionally, during Phase 3, you should spend some time reviewing the Application Form Flow we have built, along with the content of the Discover Forms used within the flow. You'll need to check that the questions we've added are correct, and that all answer options (e.g. drop down lists) are correct, amending them as required.
📌 We'd recommend allowing approximately 30 minutes to review your Form Flow automation, and an additional 30 minutes to review each Discover Form used within your flow. If you need to add extra forms into your flow, we'd recommend allowing 1 hour per form (to both construct the form and add it to your flow.
Whilst looking at your forms, this is a good time to double check the content of the How did you hear about this Vacancy and How did you hear about us - details drop down lists. These are the Source Tracking questions your Candidates will be asked and will come with a set of default options.
📌 We'd recommend spending about 1 hour to review the options and remove any that aren't required. You can also have a look at the Equal Opportunities questions asked. Again, these will come with a set of default options and might not necessarily match with the wording used within your organisation. Again, about 1 hour should be enough to review these options.
Application Discover Forms are not only used within a Flow, they can be filled in by your Recruiters and Hiring Managers too. If you have any standard interview questionnaires or feedback templates that are used regularly, these can be replicated as Discover Forms in Eploy and completed directly within the system. If this is something you'd like to do, use Phase 2 to gather these questionnaires together and update them as necessary, then you'll be able to add them into your system once you're in Phase 3, again, allowing about 1 hour per form.
Candidate Notification Email Templates
Whenever a Candidate Registers, submits an application, sends a job to a friend or changes their password, an automated email is sent to the Candidate. These are known as Candidate Notification emails, and there are 5 that need to be reviewed.
During Phase 2 of your Implementation, review the Candidate Notification email templates found within your demo system and gather together the content you'd like to use for these notification templates in your Live System.
When you move into Phase 3 you'll be able to edit the content of these 5 Candidate Notification templates.
📌 We'd recommend allowing 2.5hrs to review your templates (30 minutes per template) and the same amount of time again to edit the templates in your Live System.
Recruitment Workflows - Settings, drop down lists and email templates
The Recruitment Workflow is the tool used to define your recruitment process - the steps taken between the application being submitted and a Candidate completing their Onboarding.
There are several elements that make up a recruitment workflow, and as part of Phases 2 and 3, you'll need to check that they've been configured correctly, making adjustments where necessary. Some of these are quick and easy (like checking Stage Names and Action Types), whereas others can be a bit more involved (such as adding Rejection statuses and associated email templates).
Unless agreed otherwise, we will configure all the Recruitment Workflows identified within your system specification. If additional Recruitment Workflows are needed, you'll be able to add them into your system as part of Phase 3.
During Phase 2, please double check the workflows we have agreed to build for you and ascertain if there are any more you'll need to add. For each workflow:
Confirm the Stage and Interview Names you want to use and make note of any changes to the specifications
Confirm or collate a list of any additional Application Statuses or Action Outcomes you'd like to use e.g. rejection reasons or talent pool outcomes. Unless specified otherwise, your system will come with our default set of Application Statuses and Action Outcomes - this is a great time to think about any specific things you'd like to be able to report on, such as reasons for rejection or withdrawal.
Think about the wording for all the email notifications that will be sent to Candidates e.g. application reminders, rejection/withdrawal, interview confirmation, offer confirmation, etc. Take the time during this phase to ensure that you have the content of your email templates ready to copy into your live system, when you move into Phase 3.
In addition to the above, you can practice making changes to your workflows, statuses/outcomes and email templates within your demo system.
When you move into Phase 3 you'll be able to fully review the workflows we've built for you, making any amendments necessary, and adding extra workflows in (if you need them):
Check the names we've called each workflow and the name we've given to each stage in the workflow, amending if necessary
Check the Statuses and Action Outcomes assigned to each stage within your workflow, making amendments or adding additional options as required
Check (and amend, if needed) the Notification settings for each stage, paying attention to the trigger status, the email template assigned, automation and delay settings, and the sender information
If you have added extra statuses/action outcomes and you'd like an email to be sent to the Candidate, add an additional notification for each status/action outcome
Check the Hiring Manager settings:
Stage and Status visibility and capability (e.g. can they change the status, move the application to another stage, add notes, send emails, etc.)
For Action (interview) stages, check whether your Hiring Managers can create actions and slots (if you want them to)
For Placement (offer) stages, check whether your Hiring Managers can create offers (if you want them to)
Check and amend the wording of all the email templates used in your Recruitment Workflows, there are a minimum of 10 email templates you'll need to check and update
Finally, if you want your Hiring Managers to receive a calendar invite when an interview is booked, you'll need to check that an appropriate set of iCal templates have been configured and aligned to the relevant Action Types
🤓 Tip if you'll be using the same email template across multiple workflows or statuses (e.g. a standard rejection email), you don't need to check the content of the email template every time you check a workflow, only that the correct template is being used.
📌 We'd recommend allowing approximately 1.5 hours to review a single workflow, 1.5 hours to create a new workflow (assuming you've gathered together all the information required already and 2 hours to review and update your email and iCal templates.
GDPR/Consent Settings
Within Eploy, the Consent Module is the tool we use to put your Data Protection policy into action. Using this tool you'll be able to:
Let Candidates know how their data will be used and gather their consent
Configure how long this consent will last
Control when reminder emails are sent
Define situations where you have a legitimate reason to keep hold of candidate data, even if the consent period has expired.
During Phase 2 of your implementation, please engage with your Data Protection team to ensure your Data Privacy Statement is up to date and to agree the settings you wish to use within the consent module, along with the content of the consent renewal email templates.
If your Data Protection team would like to see how the Consent module is configured, please direct them to the Consent pages in our Knowledgebase.
When you move in to Phase 3, you'll be able to add these settings into your live system and update the email templates as required.
📌 We'd recommend allowing approximately 45 minutes to configure the Consent module and associated email templates.
Onboarding Form Flow and Onboarding Discover Forms
As with the Application Discover Form and Form Flow, the Onboarding Forms and Flow defines the Onboarding process that successful Candidates will be taken through when they have accepted their offer.
Unless agreed otherwise, we will build your complete Onboarding Form Flow and associated Discover Forms.
If additional forms need to be added to your flow, you'll be able to do this during Phase 3. You should spend the time during Phase 2 to gather the questions that need to go into these additional forms, and practice creating them and adding them to your flow, within your demo system. When you move into Phase 3, you'll be able to add them to your live system.
During Phase 3, you should spend some time reviewing the Onboarding Form Flow we have built, along with the content of the Discover Forms used within the flow. You'll need to check that the information being gathered is correct, and that all answer options (e.g. drop down lists) are correct, amending them as required.
📌 We'd recommend allowing approximately 30 minutes to review your Form Flow automation, and an additional 30 minutes to review and amend each Discover Form used within your flow. If you need to add extra forms into your flow, we'd recommend allowing 1 hour per form, to both construct the form and add it to your flow.
🤓 Tip if you'll be asking Candidates to read and agree to any Policy documents or an Employee Handbook, Phase 2 is the perfect time to gather these documents together and ensure they're up to date, assuming this hasn't been done already. You'll also want to ensure that any media being created for your onboarding is on-track e.g. a welcome video from your CEO.
🤓 Tip If you didn't review them when looking at Application Forms, this is a good time to review your Equal Opportunities questions and drop down lists. These will typically come with a set of default options and might not necessarily match with the wording used within your organisation. Additionally, sometimes there are extra Equal Opportunities questions asked during Onboarding which aren't asked at Application, so you'll want to pay close attention to these additional questions. About 30 minutes should be enough to review these options.
Document Templates
There are two types of Document Template available within Eploy - Merge Documents and e-Signature Documents. Any document you need to create which doesn't require a signature from the Candidate (e.g. basic Offer Letters) should be created as a merge document, and any document that does require a signature from the Candidate (such as Contracts or Reference Consent) should be an e-signature document.
Unless agreed otherwise, we'll create one Merge and e-Signature document template (typically an offer letter and contract) for you as part of the initial build of your system, and you'll be able to add any additional document templates you need during Phase 3.
During Phase 2, please gather together all the different document templates you'll need (e.g. variations of offer letters and contracts) and ensure the content is up-to-date. You'll be able to practice creating them within your Demo system.
When you move into Phase 3, you'll be able to create these additional document templates in your live system.
📌 We'd recommend allowing approximately 45 minutes per document template, both to review and amend, and to create new ones.
🤓 Tip if you're not using our API or Integrations capabilities to transfer new joiner information into your HR and Payroll systems, you'll likely need a mechanism to export this information from Eploy, so you can send it on to the relevant team. Any forms completed by a Candidate can be downloaded out of the system, but if you need the information displayed in a specific order or format, you can also use Merge Documents to export candidate and offer information from the system. If this is something you'd like to explore, please have a chat with your Implementation Manager.
Reference Collection and Job Alerts
The Reference Collection and Job Alerts modules will be configured in-line with your system specification.
From a Reference Collection perspective, during Phase 2, please spend time reviewing the content of the Forms you've asked us to build to double-check that they're what you need. You'll also need to ensure you have suitable wording to go in to any of the email templates used as part of this process.
When you move in to Phase 3 you'll be able to double check the settings we've added into the Reference Collection module, review and amend the forms we've created, and update the content of the email templates used in this module - there are at least 3 email templates to review and update.
As far as Job Alerts are concerned, during Phase 2, confirm the wording of the 2 Job Alert Email templates used in the system. When you move into Phase 3, please review the settings used and amend the email templates as required.
📌 We'd recommend allowing approximately 1.5 hours to review your Reference Collection settings, Forms and email templates, and a further 45 minutes to review your Job Alert settings.