Whilst the Consent Module is predominantly used to control the data that you store, Preferences can be used to give Candidates additional control over how that data is used. For example, giving Candidates the ability to consent to their data being used, but opting in or out of Recruitment Marketing communications.
📌 Note Preferences should not be used to out in or out of Job Alerts - there is a different tool within Eploy which manages that.
Preferences
You can manage any existing preferences within the Consent Module, by selecting Admin > Consent > Candidates from the main Menu.
To view or edit an existing preference, click the Preference Name.
To create a new preference, click New from within the Toolbar.
Whether editing or creating a new preference, you can configure the following options with preferences:
Preference Name - This is the core system name of the preference and will be visible when reviewing candidates.
Description - This is used for the candidate friendly version of the preference name, so needs to be descriptive enough for the candidate to opt into.
Help Text - Additional text which can be used to support the preference.
Active - Once ticked, this preference will become available within the consent module and can be opted in/out too.
Websites - If you have multiple candidate portals, you can allocate the preference to specific websites.
Show on Registration Page - If ticked, this box will appear on the candidate portal registration page.
🤓 Tip - If you are working to an opt in process, you need to use Show on Registration Page to give candidates the ability to opt in. If it is not included on registration, all candidates coming into the system will not have had the chance to opt in.
Only include people who have specifically opted in - ticking this box makes this an Opt In preference. If using an Opt in process, you need to ensure that all candidates have the option to opt in when they are added to the system. If they can register via the portal, you can use Show on Registration Page to display this option. However, if you get candidates from other sources, such as job boards or CVs directly, the candidate will not have the ability to opt in until they log into the portal and activate their profile.
Order - this allows you to specify where in your list of preferences this one appears. If this is left blank on all preferences, they will be displayed in Alphabetical order.
Once you are happy with your settings, click Save to confirm the Preference.
System Checks
System Checks play an important role in ensuring that candidates who chose to unsubscribe from certain emails or chose not to receive SMS are not accidentally sent a newsletter or receive any reminder texts.
Once set, any time Eploy attempts to send an email or SMS to a Candidate it will perform the system check and only issue the communication if the Candidate has consented accordingly.
System Checks are accessed from the System Checks tab within the consent module:
Default Check for email tool - This allows you to pick one of your preferences, and for any candidates who have opted out of the preference, you will not be able to email whilst using the mail merge tool.
Check for sending SMS - Similarly, this option will prevent any candidates from receiving any SMS messages triggered, if they have opted out of the chosen preference.
🤓 Tip - System Checks configured using this tool will be applied to all Candidate facing email and SMS communications within the system. If you're only asking Candidates whether they want to receive specific communications, such as Marketing emails, rather than using this default system check, each email template also includes its own system check. When creating your email templates, look for the Check Recipient Has This Preference When Sending option and use that, rather than this default system check.