First Teamio setup

It doesn't matter if you are a new user in Teamio or if you want to fine-tune some things before posting a job ad. This Checklist will help you prepare Teamio for recruitment campaign and candidate management, so you don't waste time setting up details during the process. You can adjust everything in Teamio in Settings.

Checklist:

1. Login and contact details

2. Ad headers

3. Ad footers

4. Message templates

5. Message signature

6. Teamio notifications

7. User roles and permissions

8. Tags

9. Rejection reasons

10. Custom candidate sources

11. Recruitment agencies

We recommend checking contact details, where your e-mail address is important, as all information from Teamio about responses to your position will be sent to this address.

Login details, as the name suggests, are used to log into Teamio. You can log in using the username that Teamio automatically generated for you and cannot be changed, or using your e-mail address. If your work e-mail address changes for any reason and you want to log in with this new e-mail address, you can change it right here. First, you remove your old e-mail address and then you have the option to add a new one. You can also change your Teamio login password in this section.

You prepare an ad header or company information in the Job ads/vacancies category. This information serves as a description of the company in the advert text and is displayed at the beginning of the job ad. In addition to the standard company description, you can add additional characteristics that will draw your company closer to the target group of candidates you are looking for the vacancy. You can prepare multiple headers for different types of job ads.

You can edit the header in the settings, and you can also delete it. Please note, if you have a header being used in an active advert, you will not be able to delete it. First, you need to replace the header for the vacancy, then you can delete it.

The footer serves as a signature in the job ad, where you can choose which data you wish to include and display. You can set whether your full name, company name, address, and/or phone number will be displayed. What you want to display in the advert must not only be filled in, but also checked.

It is not possible to provide an e-mail address here because the candidate automatically responds directly to Teamio using the relevant button. You can create multiple footers for yourself and choose which one you want to use when posting a job ad.

Additionally, you can create Message templates in the settings that will help you communicate faster and more efficiently with candidates. You can create templates for any type of activity in Teamio. You can also choose whether the template will be personal or company.

In Teamio, you can see all the templates that have been created by anyone as company and also those that you have created yourself as personal (for personal templates, you see your name). You can edit (by clicking on the template name) or delete all of these. For easier navigation, you can filter the list of templates by Activity type.

You can learn about the differences between a company and a personal template or why it is necessary to always choose the correct type of activity when creating a new template in this separate article on Message templates.

If you are using company message templates, it is good to leave them without a signature. Each colleague can then create their signature here and insert this set signature into the message before sending it from Teamio.

When you have everything fine-tuned for the job ad, you need to set how and how often you want to be notified about new responses, comments on candidates, or that the manager has rated a candidate. These notifications can be sent to your e-mail address 1× or 2× a day, or after each response, or you can completely turn off these e-mail notifications and only receive notifications in Teamio via the bell icon in the top bar. You can also set whether you wish to be informed by e-mail about changes in the status of your vacancies.

Don't forget to involve your colleagues in Teamio when you need to collaborate on recruitment, so you can manage and share everything in one place. In Teamio, you can assign users the roles of HR manager, Line manager, or Recruiter. Only the main user or the HR manager with extended user management permissions has access to this section. So if you do not have access to this section and want to add colleagues, you need to ask the main user or the HR manager with extended permissions.

In the user list, you can filter by various criteria, add new users, delete, suspend, or modify access and update contact details. There is also important information about how many users you can still involve within your Teamio package.

Create a list of tags that you can then use to mark, for example, the skills of a candidate such as language proficiency, certification, or even position or location where they might be useful to you in the future. Thanks to these tags, you can easily filter in the candidate search and create a talent pool using them. In the tag settings, you can add a new tag or rename or delete an existing one. Here you can see the complete list of tags that have been created in your Teamio.

Another list that you can create in Teamio is rejection reasons. Since this list is also taken into account in the statistics, you can easily get an overview of which reasons for rejection are most common for you. Therefore, set the reasons for rejection, but also the reasons why candidates rejected your offer. We recommend not creating too many of these items, but to list, for example, the 7 most common ones. You can set it so that you do not want to select reasons for rejection when rejecting or, conversely, that it is a mandatory item that must be filled in when rejecting each candidate. Not every user sets this for themselves, but it is a bulk setting for everyone.

If you have candidates from other sources outside of Teamio, such as referrals, other job portals, social networks, or e-mail, and you want to process all candidates in one place, namely Teamio, it is good to create a list of custom sources.

Do you cooperate with recruitment agencies and involve them in recruitment campaigns? You can also do this directly through Teamio. You can create a list of consultants you work with. You can involve them in the recruitment campaign immediately after posting or even later during the recruitment process. You don’t have to worry, the consultant will not gain access to your Teamio, they will only be able to send you candidates directly to the vacancy in Teamio.