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Change Management Guide: Moving from Internal Mobility Portal to Employee Portal

 

Change Management: Internal Mobility Portal to Employee Portal

Comparing Employee Portal and Internal Mobility Portal
Employee Portal Key Value Areas

Fully branded - Brand colors and logo will automatically be placed throughout the employee experience within Employee Portal, so your brand will stay front and center as your employees consider their career

Configurable & Customizable Filters - Add any filter and configure how your employees sort and order jobs, search and apply to opportunities, and refer their friends 

Secure - Only your authenticated employees can access Employee Portal, helping you stay secure about making secure job details transparency 

Employee Portal has the majority of our attention and our investment. It's simple, integrated and extendable into the core SmartRecruit system and makes managing the employee experience easy and data manageable and useful all within one secure compliant system. 

How do I turn on the Employee Portal? 

Make a request via Ticket to Customer Support. Support will turn it on for you. They can turn it on SANDBOX so that your company can test Employee Portal first before moving into Production. 

What does Employee Portal Cost? 

Switching to Employee Portal from Internal Mobility is covered in your current SmartRecruit license at no extra cost. 

Can I switch back to Internal Mobility? 

Yes– rolling back from Employee Portal is easy. Your data in Employee Portal  not be erased until requested so you can always revert with limited impact, unless your admin configuration has data deletion restrictions. All of your data from Internal Mobility and Employee Portal will be preserved according to your data retention policy. We encourage you to turn on Employee Portal in a Sandbox Environment for testing, then switch over your production version. 

Be mindful of switching costs back and forth. User Experience for Employee Portal is unique from Internal Mobility. 

Who is Employee Portal a good fit for? 

Customers who 

  • Want to create a branded Employee Experience 

  • Provide their employees access to SmartRecruiters  (access can be provisioned to corporate email, personal email or via SSO) 

  • Have an interest in improving retention, hiring velocity, net hiring score 

  • Prefer to have a simple, fully integrated software platform for Hiring Success 

  • Are looking for tools that follow best-practices in Employee Experience that supercharge People, Talent Operations & Talent Management teams

Are all customers a fit for Employee Portal? 

Yes, with the following exceptions: 

Not all employees that should have access to these systems have a SmartRecruiters Account. Generally these employees are locked out of other company software. 

Customers who do not want to add Authentication to the Internal Jobs Widget or use the Widget to remove authentication steps for employees 

Employee Portal does not support employees that cannot authenticate via SmartRecruiters Account.

We do not recommend switching on Employee Portal if you use Internal Mobility or the Internal Jobs Widget to  provide access to employees who don’t have a means to authenticate via corporate accounts, as the Internal Jobs Widget will automatically require employees to login to Employee Portal once the system is switched from Internal Mobility Portal → Employee Portal. 

If this is an issue you face, leave your input here. 

Can I use both IM and Employee Portal? 

No. You can either use Internal Mobility or Employee Portal. Not both. 

We understand that some of our customers have a % of their workforce that does not have access to an employer email address. We’ve seen customers make the decision to support a majority of their workforce with Branded Employee Experience tools and partner with us to further investigate populations that aren’t supported with a SmartRecruiters account. 

Help us understand why you might want to use both. Leave your input here. 

How can I ensure my employees land on Employee Portal and not the Back Office?

Always use the Employee Portal Direct URL to send Employees to Employee Portal. Employees without any other access level and not on a hiring team will automatically end up in Employee Portal if you use the general SmartRecruiters Application link, but anyone on a hiring team or with more access will land in the Back Office of SmartRecruiters. 

The direct URL for Employee Portal is: https://www.smartrecruiters.com/app/employee-portal/ 

Are Job Applications made in Internal Mobility Portal visible in Employee Portal?
  • No, active and Historical applications from Internal Mobility Portal will not be available within the Employee Portal for visibility or tracking. 

  • Employee Applications in the Internal Mobility Portal will not be visible in the Employee Portal

  • Our analysis shows that this is also not a worthwhile migration effort across all companies, but if you feel particularly concerned here please flag this to your CSM 

Referrals in Employee Portal 
  • Employees can refer and track referrals in Employee Portal 

  • Internal-Jobs-Ads that have a Public-Job-Ad can accept referrals (not possible in IM)

  • Historical and Active referrals from Internal Mobility and MyReferrals  are available in the Employee Portal right away 

  • Release notes include more specific information

Widgets
  • Employee Portal Widget Requires Authentication to apply, but anyone can see and explore jobs from the widget without authentication 

  • IM Widget Does Not require Authentication to apply or to view the job

Some Brands use Internal Mobility Widget to build their own internal jobs page for employees. When a brand switching on Employee Portal, the IM Widget support will also be switched over

If I have a IM Widget active, what changes when I switch? 

The only change is a User Experience Change: Employees will have to login to apply to jobs. The benefit of this is that you will have high confidence that everyone marked as an employee within your database is actually an employee. 

NOTE: if you have employees that do not have a login for the SmartRecruiters System or SSO enabled, they will not be able to apply to jobs. 

Do I have to do anything to switch from Internal Mobility Widget to Employee Portal Widget?

Once you switch over to the Employee Portal, SmartRecruiters will take care of the rest. We take care of everything on our end.  No action or code changes are required from you.

What should I do if I don’t have a User Integration or SSO? 

As of April, SmartRecruiters has a User Management Tool. This reduces the manual effort of managing users when you lack an SSO that automatically creates and sets up users. You’ll just have 

This is beneficial for clients without a User Integration, ActiveSync or SSO. 

Follow the directions here in these release notes here

https://help.smartrecruiters.com/What's_New/Latest_Quarterly_Releases#Bulk_User_Upload_(featuring_SmartProduct_Assignments)-4878 

How can I provide access to Employees without a Corporate Email?
 

We have seen two best practices here 

1

use an email alias with no mail client & have employees access internal systems with this. Generally your internal employees already have this setup, you'd just be extending that into SmartRecruiters. 

(Ex:EmployeeId@CompanyName.com

2

Provide employees SmartRecruiters accounts through personal email addresses 

 

Potentially automated with SSO OR use the bulk-upload tool

 

 

Migration of Data/Impact to Data in moving to Employee Portal 

Source

Impact 

Data Subject Access Report

None. All candidate data will continue to come from the candidate record so the move to Employee Portal will not impact any of these candidate reports moving forward. 

Integrations (HRIS / datalakes)

Will API endpoints change?

Native Reports

No impact

Data Model

No Impact

Access Considerations

Employees must authenticate to apply to jobs in Employee Portal with a SmartRecruiters Account

 

Employees without access to internal systems, generally through Email/SSO will not be able to access Employee Portal

Difference in configuration options in Internal Mobility vs Employee Portal

Configuring Filters

Job Alerts

Employee profile managed from Employee Portal

Display a list of my applications with configurable Screening Questions and Attachments 

Widget

Employee Portal Widget requires employees to authenticate to apply to jobs. 

 

This is a change from customers who use the Internal Mobility Widget, where no authentication is required. 

Access User Experience (from Back Office) 
  • Employee Portal is accessed via a dropdown Avatar Menu

  • Internal Mobility is accessed via CAREERS in the header 

Employee Portal: 


Internal Mobility:


Usability User Experience

The improved User Experience in Employee Portal will mean employees have to learn how to navigate Employee Portal. Employee Portal is easier to navigate than Internal Portal. 

Referrals UX

Refer buttons move from the main jobs page to the job details page. This is aligned with any actions an employee can take within Employee Portal. See below. Employee Portal has referral buttons on the job details- not on the main page

 .     

Whereas Internal Mobility has referral buttons on the main page 


Filters User Experience

Any custom field can be added to the filters, along five non-custom fields are shown by default in the filters within Employee Portal. This includes location, experience, employment type, function, jobID (WIP - by end of Q2)

Additionally, you can add custom filters and configure the order of your filters. 

  1. Back Office Settings > Configurations > Job Fields > Add Field (set to public field)

  2. You’ll have to turn this field on in Employee Portal. This can be done from Back Office Settings
    Back Office Settings > Career Page Setup > Employee Portal

Note: the filter will not show up in Employee Portal if it is not included in any jobs