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SmartRecruiters

October 2020 Release Notes

 

 Our October 2020 release reflects our continued investment in helping our customers achieve Hiring Success throughout all stages of the hiring process - starting from Talent Attraction and Engagement, Collaboration, and Selection all the way to Management and Operating Model.

The theme of the release is Insights for Collaborative Hiring:

SmartAssistant Talent Discovery (BETA)

Requires:
  • SmartRecruit
  • +
  • SmartAssistant


SmartAssistant is a SmartRecruiters add-on that empowers Artificial Intelligence (AI) to build a layer of intelligence to super-charge candidate screening, shortlisting, and candidate recommendations, so that recruiters can effectively match the best people to the right job. 

In the new release, in addition to the existing Match Score that calculates how suitable a person is for a job, SmartAssistant will also automatically segment candidates in relevant groups based on job requirements and historical data of the company. Recruiters will be able to see these groups and proactively filter large candidate pools by characteristics, such as suitable skill sets, graduates in top education institutions, nearby locations, relevant career experience, and much more. The idea is to provide an overview of the candidate pool at a glance, which makes the tasks of sourcing and shortlisting candidates faster and insightful for recruiters.

In addition to grouping candidates into relevant stacks, SmartAssistant will also look into the company’s talent pool and recommend past applicants who might be a good fit for the job. Recruiters will also be able to combine further filters as needed. 

Clicking on applicants or recommendations opens a sliding panel with their summary and access to their profile pages, so that Recruiters can take further actions, such as moving them across application steps or inviting them to interview.

FAQ

How are stacks created? 
Our Data Science team is able to extract a wide range of information related to employment, education, skills and others by applying Machine Learning and Natural Language Processing techniques on both job descriptions and candidate profiles. This information, along with historical data about interviewing and hiring decisions, is used to identify characteristics that are relevant for the job at hand. For instance, these can be “having a master degree in marketing”, “being located in the same city”, or “being skilled in a specific subject”.

Can I select multiple stacks at the same time? 
Yes. Clicking on multiple stacks will provide an intersection, thus showing only candidates that are present in all selected stacks.

Can I specify any specific requirements regardless of the suggested stacks? 
Filters can be used for this purpose. For instance, if the candidate to be hired has to have a specific education degree, you can filter by such major and only candidates satisfying this constraint will be shown.

Where do the recommended candidates come from? 
We use the set of candidates who previously applied to jobs from your company as a source for recommendations. Among these, we only show candidates that are relevant enough for the job at hand.

Employee Portal

Requires:
  • SmartRecruit
  • +
  • SmartMobility

 

Employee Portal is the central destination for employees to discover internal jobs, apply to them, and track their applications. With Employee Portal, SmartRecruiters empowers companies to retain their prized talent.

Activation

In order to activate Employee Portal, please submit a request to our Customer Support team. Once the request is processed, we will turn-off Internal Mobility from your account and enable Employee Portal in its place. Please keep in mind that it isn’t possible to have both Internal Mobility and Employee Portal active.

Access

The Employee Portal will be available to all employees who have an active SmartRecruiters user account. If your employees don’t have user accounts yet, you will need to add them. You can learn more about user management here

Users whose system role is set to Employee will be directed to the Employee Portal by default when they log-in to SmartRecruiters. The rest will be able to navigate to Employee Portal from the option in the Avatar menu.

Inside the Employee Portal

The Jobs page is central to the Employee Portal and it acts as a career site where your employees can discover new internal jobs. To help their job search, employees can search for jobs by their title or filter them by location, department, brand, employment type, and experience level.

Job ads in Employee Portal are displayed in a slide-in panel instead of a new tab, so employees can easily read the description and requirements for a job they are interested in while they are browsing the list. Once they submit their application, employees can also keep track of them on the My Applications page.

profile.jpg

In order to make the application process faster, employees can add their professional experience and education in their profile in advance. This info will then be used to quickly pre-fill their applications, so they don't need to fill-out the application form from scratch.

Internal Job Ads & Security

When Employee Portal is activated, internal job ads become accessible only to users with a SmartRecruiters user account. This way hiring teams can be sure that any sensitive information of an internal job ad will only be available to the employees of their organization.

Changes in the Candidate Portal

Starting from October 30th, 2020, new internal applications will stop showing up to candidates through the candidate portal. This change will affect all customers, regardless if they are using Employee Portal or not. For customers who are using Employee Portal, their employees will still be able to track their internal applications through the My Applications page.

 

FAQ

Can I customize the looks of the Employee Portal?
Employee Portal will use the corporate color of your default brand as its primary color. You can learn more about brands here. The Employee Portal will also leverage the logo from the company profile.

Can I share a link to internal job ads with someone else?
Yes, you can still share links to an internal job ad. However, anyone who tries to access it will be asked to log-in with their SmartRecruiters user account before they can see the information of the job ad.

My organization uses a job widget to share internal jobs with our employees. Will it be affected?
The job widget will still work as expected. However, when someone clicks on an internal job, they will be redirected to the Employee Portal. If the person isn't logged in, s/he will be asked to do so before accessing the portal and viewing the job ad.

What if I am using the SmartRecruiters API to create my custom internal mobility platform?
If you have built a custom experience, then it won't be affected by Employee Portal. However, if you are still using the SmartRecruiters job ads or application process, then your employees will need to have a SmartRecruiters user account to complete their application in the portal.

If I am a recruiter, how can I identify internal applicants?
Applications coming from your employees will carry the EMPLOYEE flag, similar to how it looks now.

What if I want to keep using Internal Mobility instead of Employee Portal?

You can keep using Internal Mobility if you like. All changes described here will only affect the Employee Portal.

Source-to-Hire Dashboards

Requires:
  • SmartRecruit


The Source-to-Hire Analytics is a suite of on-demand dashboards equipped with complete metrics, intuitive charts, robust filters and drill-downs to help customers understand and improve their recruiting efficiency and hires’ qualities.

The set of Source-to-Hire Analytics consists of 6 dashboards. We will be releasing these dashboards in groups, with the first group coming in this October release and the rest to follow in the upcoming quarters’ delight releases. In this release, we are introducing 2 Source-to-Hire dashboards: Hiring Plan and Hires.

Hiring Plan

Improved from the current Hiring Plan Analytics, the new Hiring Plan dashboard provides more overview metrics, such as hiring velocity, for customers to better evaluate their current hiring plans. This new dashboard also comes equipped with position drill down detail for the hiring team to dig deeper and uncover the vitals that makes their hiring plans successful.

Customers can find the following metrics on the Hiring Plan dashboard:

  • Total positions by status: Open, Filled, Hired
  • Velocity (% position filled on time)
  • Projected time to start
  • Actual vs. projected time to start
  • Avg. time to start
  • Avg. time to hire

Metrics and data in the Hiring Plan dashboard are based on positions where the position Target Start Date falls within the time period defined by the users. Positions, where its Target Start Date falls outside of the defined period, will not be included in the data table and metric calculation.

Read more: about Hiring Plan Dashboard (here)

Hires

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The new Hires dashboard provides hired focused metrics that help customers understand the trend of hires that are made by their hiring team. The dashboard also comes with applicant drill-down detail which allows customers to analyze similarities and differences by comparing hired applicants.

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Customers can find the following metrics on the Hires dashboard:

  • Total hires by type: External, Internal
  • Total hires by application source
  • Total jobs with a new hire
  • Avg. time to hire
  • Avg. time start

Metrics and data in the Hires dashboard are based on positions where the position Hire Date falls within the time period defined by the users. Positions, where its Hire Date falls outside of the defined period, will not be included in the data table and metric calculation.

Read more: about Hires Dashboard (here)

SmartMessage: Interview Scheduling

Requires:
  • SmartRecruit
  • +
  • SmartMessage


SmartMessage Interview Invitations allow users to send text message invitations during the interview workflow. This works for both Schedule New Interview and Invite to Self Schedule.

Who can use it?

Users with a SmartMessage seat AND who have ‘Write’ permissions for Interviews can send SmartMessage invitations for interviews. Users who have at least ‘Read’ permissions for Emails can view the Interview invitations sent by email and text message.

Hiring Team User Send Text Messages / Interview Invitations
User with SmartMessage Seat and Interview ‘Write’ permissions
User without SmartMessage Seat X
User without Interview 'Write' Permissions X

Note: This feature works when

  1. Candidate profile has a properly formatted phone number, including + COUNTRY CODE

  2. Candidate has opted in to receive text messages 

When sending WhatsApp invitations outside of the 24-hour conversation window, these will be non-editable template messages.

How to find it?

The SmartMessage Interview Invitation feature is available to Hiring Teams from within the Candidate-Application page. Click the Interviews tab to view or schedule an interview. Find out more about scheduling an interview.

Select the type of interview to schedule.

Schedule new interview

Click +Add Invite to Candidate to display email composition and SMS / WhatsApp options below.

The selection of the text message channel allows users to edit the invitation message, and automated replies for yes and no RSVPs.

Invite to self-schedule

The process for 'Invite to Self Schedule' is similar. The invite to the candidate component is default, so email composition and SMS / WhatsApp options are automatically displayed. The Self Schedule link is automatically included at the end of the invite text message.

Candidate RSVP

Candidates are able to respond directly to an interview invitation sent via SmartMessage SMS or WhatsApp. This will mark their status accordingly in the ATS.

For Schedule New Interview, these responses are captured by numeric keywords. 

The following table shows the default numeric keywords used. Sometimes, two-digit keywords are used if a candidate has multiple interviews. These keywords cannot be changed.

Response Candidate Interview Status
(NO RESPONSE) Pending
1 Accepted
2 No

After a candidate receives an invitation, sending one of the keywords in reply will register an RSVP back to the ATS for the user and the hiring team to view. Outside of the keyword, a candidate and user can continue to converse normally, even after an invitation is sent.

For Invite to Self Schedule, these responses are captured by the candidate selecting a day/time from the options in the self-schedule link. 

A confirmation will be sent to the candidate after they select a day/time with the provided link.

How does it work alongside 1:1 conversations?

Users and candidates can continue to carry on 1:1 conversations, before, during, and after an interview invitation is sent. The first instance of an inbound keyword after an interview invitation is sent will register the candidate’s RSVP. 

The following is an example of User (Sharon) and Candidate (Bruce Lee):

User (Sharon): 
Hi Bruce, this is Sharon with the Traveling Theater Company. We saw your application for Broadway Dancer I and would like to schedule an informal interview to learn more about your background. Are there any days that work well for you this week?

Candidate (Bruce): 
Hi Sharon, that would be great. Thursday between noon and 5 pm is available.

User (Sharon): 
Great. I’ll send over an invitation shortly. 

User (Sharon) via SmartMessage Interview Invite: 
Your interview with Traveling Theater Company is scheduled for Thursday, October 1.
Location: Zoom.
Are you able to attend? Please reply:
1 for Yes
2 for No

Candidate (Bruce): 
Do I need to have anything prepared?

User (Sharon): 
Your performance demo reel if you have one to share.

Candidate (Bruce): 
1

User (Sharon) via SmartMessage Interview Invite: 
Thank you for confirming your interview for Thursday, October 1.

Tasks Tracking

Requires:
  • SmartRecruit


Building on top of the Tasks feature introduced last quarter which allowed users to create tasks for each other and see tasks that were assigned to them, users will now also be able to see tasks that they have created for others in the home page.

Tasks that you have created for others will be easily identified by the new avatar on the right column next to the high priority flag so you do not get confused between what tasks are pending your action and what tasks you are waiting for others to do. Alternatively, you can also choose to filter between “Your Tasks” (tasks where you are the assignee) and “Assigned Tasks” (tasks which you have assigned to others) by clicking on the dropdown on the top left corner.

“Priority Flag” as well as the “Due Date” will be editable by both the task creator and the assignee so teams can keep each other posted with any change in priorities and deadlines.  When you hover on top of the avatar, the name of the assignee will appear to remind you of who to be in touch with in case of any follow up or update needed on the task. You will notice that the assignee avatar has replaced the “archive” icon, so the task creator will not be able to archive tasks. They will need to make sure that the assignee knows that the task is no longer valid and archive the task on their side.

Once a task is completed, the date on the right will change from due date to completed date (after applying Status filter = Completed) allowing users to keep track of when tasks were completed by others.

Jobs On Hold

Requires:
  • SmartRecruit


Moving Jobs to 'On Hold' Status

A new job status called “On hold” is now available to differentiate jobs that are actively being recruited for and jobs which need to be paused.  All users with a hiring team role setup with edit permissions to job status or has a system role setup with full access to all jobs will be able to update jobs to this status.  Those without edit permissions will still see this status.

The status can be changed in two different places:

1. Jobs List: When a job is put on hold, selecting "Reactivate job” will move the job to “sourcing” status (right screenshot).

In the “Show jobs” filters, jobs in “On hold” status are excluded from “Active, My Active, Filled and Cancelled” lists. In the job filter on the top left corner of the page, users will also be able to see “On hold” under the Job Status filter if there is at least one job in this status.

2. Job Details Page

By putting a job on hold, you are only changing the job status.  There will be no other changes applied to the job or the job ad.

If recruiters also need to have job ads unpublished or candidates dispositioned, this will need to be done separately (can be done before or after the job has been put on hold).

Building Reports on jobs in 'On Hold' status

Users with access to Report Builder will also be able to build new reports that can accurately reflect a recruiter’s productivity with the below updates made to incorporate the new 'On hold' status.

Reporting Area What's new / changed? Details
Job New Datapoint

“Time in Job Status: ON HOLD”, total number of days a job has been ON HOLD status.

"Job Status: ON HOLD date", date when the job was last moved to ON HOLD.

Position Update Datapoint

“Time to Hire” and “Time to Start” will exclude the number of days that a job has been “On hold” from the day count.  This will also apply when calculating the maximum, minimum and average values of these metrics (found in the Job reporting area).

Hired Position Update Datapoint “Hired Position Time to Hire” and “Hired Position Time to Start” will exclude the number of days that a job has been “On hold” from the day count.
Job Status Change (No change from current behavior) ​​​​​​

Job status changes will continue to be available in this reporting area and users can create reports to see the different times at which a job was moved in and out of “On hold” status and for how long each time.

Required Hiring Step

Requires:
  • SmartRecruit


Setting up Required Steps

In the Settings > Hiring Process page, administrators will be able to indicate which hiring steps are required by a new “Required step” toggle that appears after selecting the desired step.

After refreshing the page users will be able to see an asterisk (*) at the front of the step name.

What users will see?

Moving Candidates through Hiring Steps

There are multiple places in the system where users can move candidates to specific stages.  In all these drop-downs, you will now see:

  • All required steps also having an asterisk (*) next to the step name
  • Disabled steps in grey

Disabled steps are defined as steps that are after the upcoming required step starting from the current status of the candidate. For example, if hiring steps 3 and 7 are marked as required and the candidate currently is in step 4, users will be able to move the candidate between steps 1 and 7.  Steps 8 and beyond will be disabled.

In the case of moving multiple candidates, it takes the more conservative approach of the earliest step across all selected candidates. Using the same example above, if the candidates you are moving together are in steps 2 and 4, the dropdown will only show steps 1 to 3 as active because of the candidate in step 2.

Note: If users move candidates backward past a required step in a hiring process, they will still need to ensure they hit the required step again before they can proceed further. Meaning required steps are always required based on which step the candidate is, it will not be “unlocked” after it has been reached once.

These places include (screenshots below):

Moving Candidates in both the candidate and job pages

Workflow setup in the “Move Forward” card

Scheduling interviews

Since sending an offer and hiring candidates automatically move them forward to Offer and Hired step, there are also blockers implemented to warn users if there are required steps between the step that the candidate currently is in and the Offer and Hired stage.

These warnings will also show up in both the Offer and Hiring tab on the candidate page, and also if you try to hire candidates from the People tab on the job page.

​​Things to Note

1. Required steps will only be checked if candidate changes take place on the desktop.  

Mobile and integrations related candidate moves will not be checked (including the Docusign integration).  Admin users will need to make sure that these integrations do not skip any required steps at the point of implementation.

2. If a hiring step is deleted from the hiring process, the “current state” of the candidate will be calculated as the first step of the existing stage of the new hiring process applied.

3. Marking a required step after a workflow is set up

If you have a “Move Forward” card in a workflow setup before indicating all required steps in the hiring process, there will be no checks to ensure that existing “Move Forward” cards are not skipping the newly marked required step.

For example, if there is a move forward workflow setup to move candidates from step 3 to 5. Then later, a user then flags step 4 as required, the workflow setup will not change and will still move candidates from step 3 to 5. Users will need to remember to check and update the move forward steps setup accordingly.

Job Advertising Console

Requires:
  • SmartStart
  • SmartRecruit


As part of our quarterly release, we redesigned the entire job advertising experience in order to accommodate the current demands of our customers. In addition to a simplified user interface, we are introducing a user-level bookmarking functionality to improve the advertising process.

Users will be able to access the new job advertising console through the following paths:

  1. Fourth step of the job creation wizard (Create > Details > Hiring Team > Advertise > Share)
  2. Second step of the new job ad creation wizard (Create > Advertise)
  3. Advertise button on ‘My Jobs’ page or dedicated job page

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There are two main sections on the new job advertising page:

  1. Bookmarked Offers
  2. All Offers

Bookmarked Offers

Our Job Board Marketplace consists of hundreds of offers from various providers and the connected job board contracts of SmartDistribute customers. The variety of the channels sometimes makes it difficult for the users to find the exact job board offer or contract they are looking for. We are introducing our bookmarking functionality to make it easier for recruiters to access their favorite advertising channels.

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You will now find a bookmarking icon right next to the ‘Add’ button on the job board offers. Clicking on this icon will add the offer under the Bookmarked Offers section of the job advertising console. Next time you visit the page you will be able to easily access this offer and add it to your cart.

In case you have multiple offers configured under the same job board, you will be able to bookmark any of the desired offers into your Bookmarked Offers section.

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Clicking on the bookmarking icon again will remove the offer from your Bookmarked Offers section.

Note: Bookmarking functionality works on user-level. Accordingly, each user has the option to manage their bookmarks themselves. The bookmarks will be sorted by their relevance to the job in question.

All Offers

All your existing job posting contracts and other offers from our Marketplace will now be grouped under the All Boards category. The order of the boards on the page will vary depending on their relevance to the job.

For your existing contract offers, the pricing information will not be included in the card, as you will not be paying for the posting via SmartRecruiters.

You will be able to use the search functionality on top of the page in order to easily find the job board offer you are looking for.

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Job Ad Tracking Pixel

Requires:
  • SmartRecruit


You can now integrate your Google Tag Manager (GTM) account with SmartRecruiters in order to track conversions on the job application pages through third-party tracking pixels.

Administrators can access the relevant page under Settings / Admin > Company Settings > Administration > Apps & Integrations > Google Tag Manager (GTM) Integration.

After enabling the toggle, administrators will be asked to add their GTM Container ID into the relevant field. This container ID can be obtained from the Google Tag Manager account page and should be in the following format: GTM-XXXX (Note: XXXX part consists of numbers and letters, and can have varying digit length).

Once saved, the Google Tag Manager (GTM) container snippet will be automatically installed onto the job ad and job application pages of the customer account. The exact location of the snippets and the events they represent are as follows:

Event

Event ID

When Fired?

Snippet Location

Job Ad Page View

jobAdPageView

Candidate opens the job ad page

Job ad page

Job Application Started

applicationStarted

Candidate opens the application page after clicking ‘I’m Interested!’

First page of the job application form

Job Application Continued

applicationContinued

Candidate continues the job application process by clicking ‘Next’

Second page of the job application form

Job Application Completed

applicationCompleted

Candidate clicks on ‘Submit’ and application has been completed

Application Submitted button

As soon as your GTM Container ID is saved to our system, you can go to your Google Tag Manager account page (with the relevant container ID) and configure your tracking tags and connected triggers.

Which tags are allowed / Which tags are blocked?

Due to security and performance concerns, you are only allowed to install certain types of tags onto the job ad and job application pages via Google Tag Manager:

1. Google Analytics: Universal Analytics: If you are using Google Analytics, you will be able to use Google Tag Manager to configure and deploy your GA tag configurations.

2. IMG tags: You will be able to install third-party IMG pixels onto your job ad and job application pages via Google Tag Manager.

It is not possible to install other third-party JavaScript tags and scripts onto your job ad and job application pages using this integration.


Variables

It is also possible to configure certain variables on your Google Tag Manager (GTM) account if you want to track candidate conversions on job ad and job application pages based on specific conditions:

Variable Name

Variable ID

Description

Sample Value

Source ID

sourceId

You can track candidate conversions per specific source IDs using this variable 

5aecfa16-2c44-447b-a8a6-d09316873859

Source Name

sourceName

You can track candidate conversions per specific source names using this variable 

Facebook Jobs

Brand ID

brandId

You can track candidate conversions per specific brand IDs using this variable

fec93ea5-faa7-4088-9cac-9f023618b678

Brand Name

brandName

You can track candidate conversions per specific brand names using this variable

Acme

Posting ID

postingId

You can track candidate conversions per specific posting IDs using this variable

743999719023249

Posting UUID

postingUuid

You can track candidate conversions per specific posting UUIDs using this variable

cb874794-6189-481c-bf53-691ea246151e

Job REF Code

jobRefCode

You can track candidate conversions per specific job REF codes using this variable

REF6888K

Job ID

jobId

You can track candidate conversions per specific job IDs using this variable

037b850f-f7d8-473c-9f0f-57edac016330

FAQ

What is Google Tag Manager and how can I use it?

Google Tag Manager is a centralized tag/pixel management tool offered by Google. In case you don’t have a company account yet, you can create one on https://tagmanager.google.com/ for free. Enterprise customers that are willing to use Tag Manager on multiple workspaces and get support and SLAs provided by Google can use Tag Manager 360 (Paid Version).

In order to create a new account to use on your SmartRecruiters-hosted job ad and job application pages, please go through the steps explained here, and select Web as your target platform. Once you create your account, all you need to do is to find your container ID, formatted as GTM-XXXXXX near the top of the Workspace window, and follow the steps explained above to connect your account to SmartRecruiters.

For more detailed information, please visit the Google Tag Manager Help Center.

Do I have to manually add the above-mentioned triggers and variables onto my Google Tag Manager account?

No - you can take the following steps to automatically add the relevant triggers and variables onto your GTM account:

1. Download the sample-gtm-container.json file here.

2. Go to your Tag Manager account page and open the Admin tab on the top right hand corner.

3. Select Import Container, and choose the downloaded JSON file.

4. Either select your default Workspace or create a new one.

5. Select Overwrite as the import option (selected by default).

6. You will see that the above-mentioned triggers and variables will be ready to preview.

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7. Once you click Confirm, these triggers and variables will be added to your Tag Manager account, and you will be able to configure your tags using them.

Can we connect multiple GTM accounts to the system?

You can connect only one GTM account to SmartRecruiters. However, you can create multiple workspaces under the same GTM account and run separate processes under these workspaces.

Enterprise version of Google Tag Manager (Tag Manager 360) allows customers to create an unlimited number of workspaces under the same account. In case you are using the free version, you can create 3 workspaces under one account.

Access Management

Requires:
  • SmartRecruit


Among users of SmartRecruiters, customers can now choose which users will access the system via Single sign-on (SSO) vs. email/password using a simple toggle within User Management. These actions can also be completed via our Public API. This will address a number of customer use cases. Where a customer has enabled Web SSO, the default setting for all existing and newly created users will be Single sign-on (SSO).  

  1. Administrator goes to User Management in Settings / Admin.
  2. Administrator clicks Add new user.
  3. Administrator fills out the details and changes sign-in to Email/Password.


     
  4. When Amy logs into SmartRecruiters, she sees a two-phase authentication. Amy enters her email address (phase 1) and is then requested to enter her password (phase 2). 

FAQ

Can these access management changes happen via integrations with other systems, such as a HRIS?
Yes. The feature is available through the public API, so that customers can trigger changes from other systems rather than everything happening via SmartRecruiters UI. 

Where sign-in is changed to Email/Password, can the administrator request a reset password?
Yes. This can be done from both the user interface and via APIs. On the UI, there is a Reset Password button on the Edit user modal. The administrator should first change the sign-in option to Email/Password and Save. This will close the modal so the administrator needs to reopen the modal and Reset Password.

Are there any configuration impacts to using SSO sign-in?
Yes. Where the administrator sets a user to "Single sign-on (SSO)" then the "Login and Password" page in Settings / Admin is automatically hidden. Thus, "SSO only" users will not be able to reset passwords.

When the feature is live, will the Administrator have to update the Sign-in options value for all users? No. If the company has configured web SSO in SmartRecruiters settings, then all users will default to SSO even if both values are blank. If SSO is not configured, then all users will default to email/password even if both values are blank.

Can administrators filter by sign-in options on the user list?
Yes.

How will this feature impact authentication on mobile Hiring app or Field Recruiting app?
The apps will respect whatever value each user has associated to their account - either SSO or email/password.

Enhanced Office365 Integration

Requires:
  • SmartRecruit


Administrators will now be able to choose between setting up their integration between Application Permissions and Delegated Permissions in the Microsoft Office 365 Calendar integration page with the toggle at the top.

To set up Office 365 integrations using delegated permissions:

  1. The administrator will need to have the SmartRecruiters application added in Azure portal. 

  2. In the Azure portal (under Authentication), administrator will need to add the following link under "Redirect URIs".​​​​​

    https://www.smartrecruiters.com/settings/administration/app-management/calendar-msft-office-integration/settings

    Screen Shot 2020-10-21 at 10.02.59 AM.png

  3. In the Azure portal (under API Permissions), permission to read all users (to be able to get all rooms and resources) needs to be granted by administrator in Azure portal and see that both permissions “calendar.readwrite” and “directory.readall” would be setup with Type = delegated.

  4. In SmartRecruiters (Microsoft Office 365 Calendar integration page), the administrator will:

    > Click on the radio button next to “Delegated Permissions” to select this option.
    > Input the Client ID, Client Secret and Tenant ID required for setting up the integration.
    > Select “Sign in with Microsoft” below Tenant ID where they will be redirected to the Microsoft login page.
    > Select the account that they would like to authenticate and setup the calendar integration with (it can be a dedicated account or any regular user account).
    > Once authenticated, they will automatically be directed back to SmartRecruiters with a confirmation of which account the calendar integration is setup with.

SmartRecruiters will store the access token (to access the O365 data) and refresh token (to obtain new access tokens). All calls to O365 will be done as the previously authenticated account with Microsoft Authentication Library (MSAL).

Differences between Application and Delegated Permissions:

 

Application Permissions

Delegated Permissions

Scheduling interviews

Interviews scheduled will be created as the user logged in (Recruiter/Coordinator).

Email confirmations to the interview invites will be sent to the creator directly AND they will see the updates reflected in SmartRecruiters.

Interview calendar invites will be created for the creator (recruiter or co-ordinator scheduling the interview) and interviewers.

Interviews scheduled will be created as the authenticated account that has been setup.

Email confirmations to the interview invites will be sent to the authenticated account, so users will need to check for replies in SmartRecruiters.

Interview calendar invites will be created for the creator (authenticated account) and interviewes.  If the recruiter or co-ordinator scheduling the interview would like to see the scheduling status in their own O365 calendar, they will need to add themselves as an interviewer to the interview.

Calendar Preferences

Will show the list of calendars that the logged in user owns (so they can control which calendar they want interviews to be added to).

Will show the list of calendars that the authenticated account owns.

Seeing interviewer’s calendar 

Instead of having all calendar slots showing as “busy”, when a recruiter or co-ordinator tries to schedule an interview with the hiring team in SmartRecruiters, they will now see the same meeting details they have access to in their O365 calendars.  

Meaning an interviewer’s meeting details will still show as “busy” unless (1) the company and the interviewer’s personal calendar default is set to have open calendars, or (2) the interviewer has shared their calendars with the recruiter or co-ordinator scheduling the interview.

The person scheduling the interview will see what is made available to the authenticated account.

To limit the visibility of the authenticated account on each user’s meeting details, there are 2 options: 

  • At an account level, the customer can set the default calendar sharing permissions in O365 to only see free/busy in all user’s calendar.
  • At a user level, they can also set who they want to share their calendar with and to what permission level individually.

Customers currently connected to the Microsoft O365 cloud server through Microsoft Exchange’s basic authentication method will need to migrate to this Microsoft O365 setup because Microsoft will be disabling Basic Authentication in Exchange Online in the second half of 2021. Administrators can check the integration setup by seeing if the Server URL field in your Microsoft Exchange Calendar Integration page is “https://outlook.office365.com/EWS/Exchange.asmx” (see screenshot below).

In order to avoid new customers setting up calendar integrations through the basic authentication method above, administrators will also see a new error message to redirect users to the appropriate page for Microsoft O365 calendar integration setup.

Remove Approver Access for Jobs and Offers

Requires:
  • SmartRecruit

 

Unless an approver is part of the hiring team (or has access via System Role/Access Group), individuals will not have continuing access to the job or offer after they have completed their approval actions. With this feature, SmartRecruiters allows customers to configure this (at the company-level) for both job and offer approvals. Note that approvers who have additional privileges (e.g. access to the job/offer via the Hiring Team, System Role or Access Group), will still retain access regardless of this setting.

  1. Administrator goes to Job Approvals in Settings / Admin. 

  2. The default setting for "Remove approvers’ access to the job after the job has been approved" will be OFF. The administrator will switch to ON. 

  3. A recruiter creates a new job with an approval chain.

  4. The system sends out an approval request to Joe Bloggs. Joe is an approver and does not have additional privileges.

  5. After Joe and all the others complete their approval/rejection, the system will remove their access to the job (or offer) within 24 hours.


FAQ

What happens if a removed user tries to access the job via the UI, approval email or API?
After logging in, the user will see a warning alert: "Apologies, you cannot access this job. Either you no longer have access to it, or it has been deleted."

Where does the configuration happen?
There is an on/off toggle in both Job Approval and Offer Approval settings. 

If I am an approver and am also on the Hiring Team, might I lose access if this configuration is set to ON?
No. You will retain access to the job and applicants as hiring team privileges are at a higher level.  

Can customers monitor events via APIs?
At the point of approval/rejection the audit API is updated with the status (approved/rejected), approver name, approver comment, and time/date.

Can this setting be configured to apply to some jobs but not others?
No. It is a company-wide setting.

Does the release of this feature change other permissions for approvers?   
No. In the case of an offer, an approver will still have access to the job and be able to see all candidates in various workflow steps.

Refreshed Assessments Module

Requires:
  • SmartRecruit


The refreshed assessment module provides a cleaner interface with more detailed information on assessment orders on both candidate application and hiring process configuration.

The refreshed assessment module is only available for customers who enabled SmartRecruiters Selected Partner integration. Selected Partner integration will be available in 'Setting / Admin' page, under 'Apps & Integration'.

We have a list of selected partners adding their integrations to our 'Apps & Integration' page soon. If you are not sure if your assessment vendor are on the list OR if you would like your vendor to be SmartRecruiters Selected Partners, please contact alliance@smartrecruiters.com

Order and Results in Candidate Application

When placing orders for assessments, users no longer need to pre-select the assessment categories. Clicking ‘Browse’ immediately directs users to the list of assessment packages available for order.

Small box 3_browse.png

After assessment packages are ordered, if any of the packages contains more than one assessments, the assessment-level order status and results are displayed to users to give users more transparency on the order progress of each package.

Small box 3_result.png

Package-level results summary and scores (and assessment-level result summary and score), if provided by the assessment partner, can also be displayed to users on the module. To view the full report hosted by the assessment partner, users can click the ‘Paper Clip’ icon.

Configuration in Hiring Process

To configure (to add or to remove) assessment packages in a hiring step, users now follow 3 simple steps:

  1. Clicks ‘Configure’

  2. Select assessment packages for the hiring step by checking/un-checking the box of each packages

  3. Clicks ‘Save’

Customizable Application Process

Requires:
  • SmartStart
  • SmartRecruit


In Settings > Career Page & Job Ad page, administrators will now be able to define which fields in One Click (candidate applications) they would want to indicate as required.

  • First Name, Last name and Email: is required by default

  • Location (City): if selected, will require candidates to select a city in the dropdown list.

  • Phone number: if selected, will require candidates to enter a phone number.

  • Experience and Education: if selected, will require candidates to add at least one entry.

  • Resume: if selected, will require candidates to have an attachment added in the resume section.

There are no changes to the file types that can be uploaded in this field (see full list of Supported File Types for Attachments)


During application, these fields will be marked with an asterisk and if the candidate forgets to add them, an error message will show up letting them know what is missing.

Delightful Enhancements

Please find below all the delightful enhancements that were delivered throughout the course of this quarter: