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SmartRecruiters

New Administrator Guide - SmartStart Edition

Welcome to SmartRecruiters!  This guide will provide you with everything you need to know about setting up the various features in your account as a new Administrator on our SmartStart edition.

Each section of this guide focuses on setting up, configuring, or using a major feature or process in SmartRecruiters. Some sections have a step-by-step learning path that introduces you to the parts of SmartRecruiters that you'll use to accomplish that task. Just click on the first step to begin. 

Getting Started

Here's a few things that we suggest you do to get started:

  1. Create your first job and post it to job boards. We recommend that you post it to the free job agreggators and to paid boards, such as LinkedIn and Indeed. Paid boards will get you more candidates with better quality.
  2. Invite your team so they can collaborate to manage, review, and hire candidates who apply to your jobs.
  3. Advertise your jobs - either by adding them to a page on your company's website, or by creating a Career Site that's hosted by SmartRecruiters - to help candidates find and apply to your jobs.

See the sections below to learn more. You can also take a quick tour of SmartRecruiters to get more familiar with its different parts.

Create your first job

Now that you've been introduced to SmartRecruiters, it's time to start posting your first job.

Review process

We have a review process for all companies who sign up for a SmartStart account:

  1. When you post your company's first job, your account automatically goes into a review queue. 
  2. We'll check your account for some basic requirements to make sure you're legitimate. 
  3. We'll also review your job ad to ensure it meets the standards of the job boards
  4. If everything looks good, we'll publish your job publicly within 24 - 48 hours, to the free aggregators and paid job boards you've chosen.

Passing this review means that your company is "whitelisted", and future jobs will be published as well.

Until you pass our review, your jobs will not be posted publicly. Neither you nor candidates will not be able to find your jobs on job boards.

Step-by-step 

Create a job
Pages: 4
  • Create the job ad
    The first step to creating a job is to create the job's ad and fill out its description, required skills, and other candidate-facing information.
  • Add Job Details and Hiring Team
    Now that you’ve created your new job's ad, you can fill in more details for categorizing the job and optimizing your job's performance on job boards.
  • Advertise job ads
    To attract more candidates on the SmartStart edition, purchase paid posts on the Advertise step of the Job Posting Wizard.
  • Ask for referrals
    In the last (and also optional) step of the job creation process, share the newly created job by email or social network to bring in referrals.

SmartStart limits your company to a maximum of 10 published jobs at any time. You can always create and save new jobs, but as long as you have 10 jobs published, you and your team won't be able to publish another job.

Invite your users

As an Admin, you are responsible for adding users to your account, and for assigning them the correct user type based on the rights and permissions they will need.

In this section:

  1. You'll learn about user roles.
  2. You'll learn how to manually add and manage your users.

User roles

Each user has a user role, which defines their system-level access to different features and functionality in the platform, such as configuring the company’s feature settings, posting jobs, or purchasing ads or services in the Marketplace. User roles are assigned when someone creates a new user, but can be changed later. 

User roles

There are five user roles in SmartRecruiters. Each role defines which candidates and jobs the user can see, which actions the user can take, and which parts of SmartRecruiters the user can access.

Type Access and Permissions
Admin Admin users have complete control and visibility of all things in the account. They can access all jobs and candidates in the company, and have privileges to administer the company account (set up auto-reply, email templates, configure hiring process etc). Common Admin users would be the head of HR, Head of Talent, or anyone who manages the SmartRecruiters Account.
Extended Extended users cannot configure the company account, but have full access to all jobs and all candidates within the system, regardless of whether they're on a job's hiring team. Extended users can also post jobs and make purchases in the Marketplace. Anyone who needs access to all jobs, but doesn't need to configure your account, should be an Extended user.
Standard Standard users can see a job only if they're on the job's hiring team, and can only access candidates for those specific jobs. They may also access candidates that have been directly shared with them. Standard users can post jobs and make purchases in the Marketplace.
Basic  Basic users have the same rights as Standard users, but cannot post jobs or make purchases in the Marketplace.
Employee Employee users can only view Internal Mobility postings. They can apply or make referrals but do not have access to job profiles or candidates. When an Employee user is added to a hiring team for a job, they automatically have the same rights to that job (and its candidates) as a Basic user.

The table below lists the allowed actions for each (global) user role. All SmartRecruiters Editions have all five user roles.

    1. Admin
    2. Extended
    3. Standard
    4. Basic
    5. Employee
    1. Configure company settings
    2.  
    3.  
    4.  
    5.  
    6.  
    1. See all jobs
    2.  
    3.  
    4.  
    5.  
    6.  
    1. See all candidates
    2.  
    3.  
    4.  
    5.  
    6.  
    1. Post jobs
    2.  
    3.  
    4.  
    5.  
    6.  
    1. Spend in Marketplace
    2.  
    3.  
    4.  
    5.  
    6.  
    1. See job only if part of job's hiring team
    2.  
    3.  
    4.  
    5.  
    6.  
    1. See candidates only if part of job's hiring team
    2.  
    3.  
    4.  
    5.  
    6.  
    1. Apply internally
    2.  
    3.  
    4.  
    5.  
    6.  
    1. Refer candidates
    2.  
    3.  
    4.  
    5.  
    6.  
    1. Be assigned to hiring team
    2.  
    3.  
    4.  
    5.  
    6.  

Adding users

To add a new user:

  1. Navigate to Settings / Admin.
  2. Click User Management in the Administration list.
  3. Click Add New User.
  4. In the pop-up, enter the new user's name and email.

  5. Choose user role from the list.

  6. Click Send Invite.

SmartRecruiters will send an email like the one below and invite the new user to log in, set a password, and add an optional photo.

Advertise your jobs

As you start posting more and more jobs to job boards, you'll also want to display those jobs on your company's website. SmartRecruiters provides two options for marketing your jobs on your corporate site, and both will automatically update when you post or remove jobs in SmartRecruiters. 

  • Set up a Career Page with your company's branding, message, and media using SmartRecruiters' Career Page Builder. SmartRecruiters provides the hosting, and you won't need any engineering assistance or technical knowledge to build a career page.
  • Create a Job Widget that you can drop into your corporate site to automatically display an up-to-date list of jobs.  

Next Steps

After you've posted some jobs, you can move on to more advanced configuration:

  1. Add people to the hiring teams on jobs so that they can manage and review candidates. You can control what each team member can do, and the information they can see or change, by assigning hiring roles such as Recruiter or Interviewer.
  2. Configure a hiring process to help move candidates from application to interview, and ultimately to hire.
  3. Set up screening questions to collect information from candidates when they apply, and efficiently screen for the best candidates.
  4. Set up an Auto Reply to automatically respond to each candidate when they apply, and let them know next steps. This is a great way to engage and keep candidates excited - without it, you could lose candidates very quickly!
  5. Set up Email Templates to help your team correspond with candidates in a consistent way.

As a SmartStart Admin, you might also act as a Recruiter on a job. See this Recruiter guide (or share it with your actual Recruiters) to learn how to manage candidates and jobs, schedule interviews, collect feedback from the team, and hire or reject candidates.

Add hiring team

Hiring managers and recruiters will assign hiring team roles to users when they create a job. As a SmartStart Admin, you'll probably act as a Hiring Manager, and need to add interviewers, recruiters, and more to the job. 

In this section:

  1. You'll learn about hiring team roles.
  2. You'll learn how to add users to jobs, and assign them hiring team roles.

Hiring team roles

Hiring is a team effort! When you create a job, you can add people to the hiring team on the Hiring Team step of the Job Positing Wizard and assign them a hiring team role, which will determine their level of access to the job and its candidates, and the actions they can take.

Hiring team roles

SmartRecruiters has five default roles, which determine (and limit) the candidate information that each team member can see, and the actions that each member can take during the hiring process.

Type Access and Permissions
Executive Executive users have full access to the job and candidates who apply to the job, and can perform all job and candidate actions without restriction. However, Basic or Employee users who are assigned Executive roles can't edit the job, purchase assessments, or spend in the store.
Hiring Manager Hiring Managers also have full access to the job and candidates who apply to the job, and can perform all job and candidate actions without restriction. Basic or Employee users who are assigned Hiring Manager roles can't edit the job, purchase assessments, or spend in the store.
Recruiter Recruiters also have full access to the job and candidates who apply to the job, and can perform all job and candidate actions without restriction. Basic or Employee users who are assigned Recruiter roles can't edit the job, purchase assessments, or spend in the store.
Coordinator Coordinators have full access to the jobs they've been assigned to, but have limited access to candidates who apply to that job. They can't advance candidates through the hiring process, extend offers, or reject.
Interviewer An Interviewer has the most limited level of access. They're just able to view candidates' profiles and resumes, and rate and compare candidates.

The table below lists the allowed actions for Standard and Basic users (on all SmartRecruiters Editions) according to their assigned hiring role on a job. Admins and Extended users have unlimited access to all jobs and can take any of these actions on any job.

    1.  
    2. Standard and Basic
    1.  
    2. Standard only
    1.  
    2. neither Standard nor Basic
    1. Exec
    2. Recr
    3. HM
    4. Custom
    5. Coord
    6. Int
    1. Edit job ad
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Unpublish job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Cancel job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Delete job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Advertise job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Share job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Make referral to job
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit job status
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. View Sourcing info
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. View candidate list
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Add candidate
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Compare candidates
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. View job activity
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Vew job ad
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See Internal Notes
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See Public job fields
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit hiring team
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. View hiring team
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit scorecard
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  

The table below lists the allowed actions for Standard and Basic users on all SmartRecuiters Editions according to their assigned hiring role on a job. Admins and Extended users have unlimited access to all candidates and can take any of these actions on any candidate.

    1.  
    2. Standard and Basic
    1.  
    2. Standard only
    1.  
    2. neither Standard nor Basic
    1. Exec
    2. Recr
    3. HM
    4. Custom
    5. Coord
    6. Int
    1. Edit contact info
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit experience/education
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See screening question answers
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See messages
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Send messages
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See ratings and reviews
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Reject candidates
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Schedule interview
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See notes
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See offer details
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Send offer
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Hire candidate
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Reassign candidate
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Mark as Withdrawn
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Delete
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See Hiring Process sub-steps
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Edit source
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Add/remove attachments
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See multiple applications
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Send assessments
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. See assessment results
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Access custom fields
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  
    1. Add/edit tags
    2.  
    3.  
    4.  
    5.  
    6.  
    7.  

 

Adding hiring team

By default, when someone creates a job, SmartRecruiters will add them to the hiring team with a Hiring Manager role.

  • Add other members by searching for them by name or email, then select a hiring role.
  • You can add more members and change roles after you create the job.

If you have full access to the job, or are a Standard/Basic user with a Coordinator role, you can add and remove people from the hiring team and change their hiring team role on that job from the Hiring Process tab on the job's profile.

When you add a new person to the hiring team, that person will be able to see all past and future reviews - even reviews submitted before that person was added to the team.

To add or remove people from a job's hiring team:

  1.  Find the job in the Jobs list and click on its title (or somewhere else within the container).
  2. On the job's profile, click the Hiring Process tab.
  3. In the Hiring Team section, search for a new member by name.
  4. Click their name and assign them a hiring role from the list.
  5. Click Add to hiring team to finish. 

To remove a team member, just click the x in the upper right corner of their tile.

To change the hiring role for a team member, choose at new one from the dropdown list.

 

Configure hiring process

 As an Admin for a SmartStart account, you can customize a hiring process in SmartRecruiters to match the steps and sequence that your team follows in their hiring process.

All SmartRecruiters accounts have a default hiring process. Admins can customize the default hiring process by adding or removing steps from the library of standard steps, adding your own custom steps, and reordering the sequence of steps. When you add, remove or reorder steps, the changes will apply across your SmartRecruiters account, including Analytics. 

To customize a hiring process:

  1. On the Settings / Admin page, click Hiring Process in the Configuration list.
  2. Click Edit above the hiring process. 
  3. Add a step by clicking Add Step above a stage to open a list of available steps for that stage. Choose one, or click Add Step in the list to create a custom step. 
  4. Remove a step by clicking x in the upper corner of a step.
  5. Reorder the step by clicking on the bottom of a step and dragging it forward or backward in the current sequence. 

Click Save when finished.

SmartRecruiters also provides SmartStart accounts with default values for tracking interview types and withdrawal or rejection reasons for marking candidates.

Screening Questions

SmartRecruiters makes it easy to manage and assign screening questions to applications to help you select the right candidates and report on candidate demographics for diversity and compliance reporting.

When a candidate applies to a job that's assigned a screening question set, the last step in the application is providing answers.

Each SmartRecruiters company has access to:

  • a screening questions library, which contains a list of default standard and diversity questions. 
  • a default screening question set. When activated, SmartRecruiters adds it to all applications.

All Admins can:

  • add custom questions to the library,
  • configure who can see each question on a candidate's profile, and
  • make the question required on the application.
  • configure specific questions as knockout questions to automatically disqualify and reject candidates based on their answers.

Admins on Corporate and Global editions can create additional question sets, and configure them to apply to specific jobs, e.g., by using Org fields like Country, Brand, and Department.

Screening question library - New Administrator
Pages: 3

To assign your question set to jobs, just click the toggle and activate it. All candidates who apply to your jobs will see the questions on their application.

Auto Replies

One of the top complaints from job seekers is the feeling of disconnection and frustration when they apply to a job and receive no acknowledgement. Recruiters are busy, and often don't have time to respond to every application.  

Auto Replies provide an automated means to immediately engage the candidate, set expectations on follow-up steps like phone screens, and introduce your company's culture. When a candidate applies to a job, SmartRecruiters will automatically respond with an Auto Reply to the email they provide on their application.

Each job can have one Auto Reply, which is branded with your company’s name. The Auto Reply also contains a link to the Candidate Portal so that the candidate can access their application(s).

To edit your auto reply:

  1. Navigate to Settings / Admin.
  2. Click Auto Reply in the Templates list.

Email Templates 

SmartRecruiters' Email Templates can be used by your hiring teams to quickly respond to candidates, extend offers, and send rejections, and invite them for interviews.

Admins can create email templates for the hiring team to use when messaging candidates. The templates are branded with your company's name (or brand name, if you have multiple brands). 

There a four types of templates, and  each is accessible from a specific tab on the candidate's profile, according to the template's purpose:

  • Generic templates are available on the Messages tab.
  • Offer templates are available on the Offer tab.
  • Interview templates are available on the Interview tab.
  • Rejection templates are available on the Interview tab.

Templates inherit the permissions of their tabs, so only the users who can access a specific tab can use the templates for that tab, and see candidate responses to the template. For example, only users who can extend an offer from the Offer tab can send Offer templates, and see the candidates' responses (and attachments in responses.) 

Email templates - New Administrator
Pages: 3

Reporting

SmartRecruiters knows that reporting is an integral part of recruiting and hiring, and provides Admins with the tools they need to report on their hiring practices and demonstrate compliance.

As a SmartStart Admin, you'll have access to the Applicant Flow report. 

The report can be generated to include all candidates on all jobs, or all candidates on a single job. For each candidate, the report contains:

  • Job name 
  • Candidate first name
  • Candidate last name
  • Date their application was received
  • Source
  • Status in the hiring process (interview, new, rejected)
  • Gender (if provided by the candidate)
  • Ethnicity (if provided by the candidate)
  • Rejection or withdrawal reasons, if applicable 
  • Job location

Download examples of:

To download the Applicant Flow report:

  1. Navigate to Settings / Admin.
  2. Click Applicant Flow in the Reporting list.
  3. Choose the date range for the report:
  4. Start typing the name of a job to limit the report to only that job, or leave the field blank to run the report for all jobs:
  5. Click to download the report as PDF or .xls.

 

Sourcing Analytics

As an SmartStart Admin, you have access to SmartRecruiters' Sourcing Analytics. 

SmartRecruiters' Sourcing Analytics is a powerful tool that helps you make data-driven decisions to focus your hiring efforts and spend on the sources that provide you with the highest quality hires, and maximize ROI on your investment in sourcing tools.  

Sourcing Analytics is available to Admins, Extended, and Standard users only.

To access Sourcing Analytics, click Analytics in the navigation bar. See this guide for an in-depth look at the tool.