Candidate Registration Validation requires candidates to validate their email address as part of the registration process, preventing them being able to submit applications or log into their account until they have verified the email address.
This will help to ensure that only legitimate candidates, with legitimate email addresses and interests are able to apply for roles, sign up for job alerts and manage their profiles.
Validation Requirements
In order to set up Registration Validation, there are a couple of admin tasks to configure first, prior to activating the feature:
Create the appropriate Portal Notification - This is the email that is received by the candidate when they need to verify their email address. Upon completing the registration process, this email will include a link for the candidate to click, after which they will then be able to log in and continue with any applications.
Set up Non-Verified Candidate Status - In order to help you track which candidates have validated their email addresses, you can create a specific candidate status. Whilst at this status, candidates will not be able to log into the portal, so should be a designated status for this use case only.
🤓 Tip You can also set up a validated candidate status, but it is likely that you already have an 'Active / Actively Looking' status for candidates to indicate that they are active within your talent pool, so it is recommended to use this function.
Validation Portal Notification
To set up the notification, go to Admin > Contact Templates > Portal Notifications.
Here you will find all the notifications sent when candidates access the portal, including the registration confirmation, the forgotten password and email job to a friend templates.
From the toolbar click New > Candidate Registration Validation. This will create a new, blank email template, that will send when the registration validation process is triggered.
When creating the body of the email template, please ensure that you add the Candidate Email Verification URL merge field, which is available as part of the Website section of the merge field list.
More information on creating Email and SMS Templates can be found in this article.
Verified and Non-Verified Statuses
As noted above, you'll need to add a Verified and Non-Verified Candidate status into the system - this will allow Eploy to track which Candidates have and haven't had their email address verified. To do this, from the main menu, navigate to Admin > Drop Down Lists > Employment Status.
You'll now see all Candidate Statuses available within the system.
To create a new Status, click New within the toolbar, add a suitable status description and click Save.
Configuring Registration Validation
Once you have your template and statuses set up, you can begin to configure your Registration Validation settings.
To do this, go to Admin > System/Security Settings > Candidates, then scroll down to the Registration section.
To activate the tool:
Set Validate Emails after Registration to Yes
Select the Non-Verified Candidate Status
Select the Verified Candidate Status
Scroll to the bottom of the page and click Save
⚠️ Remember - make sure you've created the Candidate Registration Validation email template. If you've forgotten to do this, Candidates will never be able to log-in.
Email Already Exists Process
The Email Already Exists process adds an additional layer of security to your Candidate data.
When active, should someone attempt to register a Candidate profile using an email address that's already in use, rather than returning an error message indicating that the email address is already in use, Eploy can trigger an email to that email address instead, informing the owner of that email address of the registration attempt and providing instructions on how to reset their password.
To configure this process:
Create a Candidate Portal Notification email template, following the process described above. Ensure you select the Candidate Registration - Email Already Exists option when creating the Template
Return to Admin > System/Security Settings > Candidates and scroll to the Registration section. Tick Enable "Email Already Exists" Process
Scroll to the bottom of the page and click Save
⚠️ Remember the email already exists process works alongside the Candidate Registration Validation process - this process must be enabled to allow you to use the email already exists process.
The Candidate Experience
Having completed the Registration form, candidates are shown a message asking them to look out for an email which will confirm next steps.
The same message is shown to all Candidates, whether they are being sent down the email validation route or the email already exists process.