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SmartRecruiters

Employee Portal

Requires:
  • SmartRecruit

 

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.

Want to activate the Employee Portal in your account? Submit a request to our Customer Support team or talk with your Customer Success Manager.

Employee Portal Configuration

Users with Admin rights can select which job filters are available to the end-users in Employee Portal, both when they are searching for a job on the jobs page or when they create a job alert.

Employee Portal settings

Admin users can access the Employee Portal settings in the Settings page, under the Company Settings section.

Employee Portal Settings

Adding a new filter

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To add more filters, an admin user needs to access the Employee Portal settings page and then click on the "Add Filters" button. Then, in the modal that appears, they can select the filters they want to add and save their selection. 

Which filters are available for selection?

The employee portal filters are powered by the job and org fields that are saved in your company's settings. Every job and org field can be added as a filter, as long as all the following criteria are true:

  • The field is active

  • Its visibility is configured as "Public"

  • Its type is configured as "Single select".

You can learn more about job and org fields here: https://help.smartrecruiters.com/Configuration/Job_and_Org_Fields 

Removing filters

Admin users are also able to remove filters from Employee Portal, including the ones that appear by default (Location, Experience, Employment Type, Brand and Department). To do so, simply go to the Employee Portal settings, click on the x button next to the filters you want to remove.

Ordering filters

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It's also possible to select the order in which the filters appear in the Employee Portal. To do so, simply click on the icon with the horizontal lines next to the filter and drag it to the position you want it to appear.

Accessing the Employee Portal

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

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Once Employee Portal is activated, the link to access it will appear in the Avatar menu. Users whose system role is set to Employee will be directed to the Employee Portal by default when they log-in to SmartRecruiters. 

In Employee Portal, users whose system role isn't Employee can find a link in the Avatar menu, so they can navigate back to SmartRecruiters.

Jobs and Employee Portal

Posting internal jobs

The Jobs page in Employee Portal lists all Public and Internal job ads posted at a company. When someone publishes a Public or Internal job ad, it will automatically show up on the Jobs page and will be available until it is filled, canceled, or gets unpublished. There are no extra steps required to post jobs in the portal. Private ads will not be published to Employee Portal. You can learn more about jobs' visibility here.

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Accessing internal job ads

When Employee Portal is activated, internal job ads will be accessible only to employees 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.

Apart from the Jobs page in Employee Portal, internal job ads can be shared directly with employees using the ad's link, and can also be found through the Internal Job Widget. In both cases, when an employee tries to open the job ad, they will be redirected to Employee Portal, where they will be able to access it and apply.

All employees who apply to an internal job ad will receive the EMPLOYEE label, so hiring teams can easily distinguish them from external candidates.

Employee Profile

Users of the Employee Portal are also able to set up their profile with their contact information, professional experience, and education. SmartRecruiters will use the information saved in an employee's profile to pre-fill the application form for them, when they are applying to a job, making the application process faster.

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Internal job alerts

Creating a job alert in Employee Portal

Employee Portal users are able to create job alerts from the portal's jobs page in a few quick steps. To create a new job alert, a user needs to navigate to the portal's jobs page and click on the JOB ALERT button that appears above the list of jobs. This action will prompt a modal to appear, where the user can refine their search criteria of the job alert. 

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Receiving job alert email notifications

Job alert notifications are triggered daily, at the same time that the alert was initially created, and include all new published jobs that match the alert's criteria. Where no new jobs match the criteria, a job alert email will not be sent. 

By clicking on a job appearing in the email, the user will be redirected to the Employee Portal to complete their application. Alternatively, a user can click on VIEW MATCHING JOBS, which will redirect them to the jobs page and display all jobs which match the alert's criteria.

The notification email also includes two links in the footer so users can unsubscribe from the specific alert or access the My Job Alerts page.

Managing job alerts

Users can find and manage their job alerts in their Employee Portal account. To navigate there, a user clicks on the avatar menu on the main navigation bar and clicks My Job Alerts. On this page, all existing job alerts are listed, and for each job alert the user can see its criteria, when it was last updated, and if it's active or inactive. A user can perform the following actions to a job alert:

  • Activate / Deactivate: By clicking on the toggle a user can deactivate or reactivate a job alert. If a job alert isn't active, SmartRecruiters will not trigger new email notifications. When a user has unsubscribed from a job alert using its footer link, the alert's status will automatically change to inactive.

  • Edit: By clicking Edit, the user can modify the alert's criteria.

  • Delete: The Delete action will deactivate the job alert and remove it from the saved job alerts. This action can't be undone.

  • See matching jobs: Finally, by clicking See matching jobs, the user will be redirected to the jobs page and see all published jobs which meet the alert's criteria.

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.

 

To which email address are job alert notifications sent?

Job alert notifications will be sent to the email address that the user's SmartRecruiters account is registered with. 

 

What if a user's email address is changed in SmartRecruiters?

In case a user's email address is changed, all new notifications will be sent to the new email address automatically.

 

What if a user's SmartRecruiters account is deactivated?

In case a user's SmartRecruiters account is deactivated, all job alerts will become inactive automatically, and no new email notifications will be triggered.