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SmartRecruiters

July 2020 Release Notes

 

Our July 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.

Talent Acquisition and Engagement

  • Remote Jobs

  • SmartCRM Data in Reports

Collaboration and Selection

  • SmartMessage

  • Inbox

  • Candidate Experience Emails

Management and Operating Model

  • Tasks

  • Workflows

  • Consent Management

  • New Hire Data Masking

Remote Jobs

Requires:
  • SmartRecruit

As part of our April 2020 release, we’ve given our customers the ability to create additional job ads with different locations for the same job. This quarter we continue with our location-related improvements to accommodate global hiring needs by releasing our Remote Jobs functionality.

We are adding a new checkbox in the first step of the job posting wizard for our users to specify if the job can be performed remotely:

Note: Users will still be asked to select a physical location for their job ads as this is a mandatory requirement for most of the external job boards.

What happens when you enable the ‘Remote’ checkbox?

1. Jobs that were marked as ‘Remote’ will have a small globe icon right next to the physical location to imply the flexibility of the job location.

The icon will be visible in a variety of places in the internal application where the location information has been displayed, such as job page, jobs list, candidate application page, Internal Mobility page, and Make Referrals page. Some examples below:

‘Remote’ information will also be included in the candidate-facing pages such as Job Ad pages, Job Widget, Career Sites, and Candidate Portal. Candidates will also be able to filter your jobs by ‘Remote’ property via job widget and career websites. Some examples below:


2. We are also exposing the ‘Remote’ property in the Posting API. Accordingly, you can use the 'Remote' filter functionality in your custom-built career websites.

3. We are adding the 'Remote' filter to our Job Widget and Career Websites as well. Candidates visiting your job pages will be able to filter remote positions with a single click by using this new checkbox.

FAQ

If I select the 'Remote' checkbox in SmartRecruiters, will my jobs in external job boards also be marked as 'Remote'? We informed our job board partners that we will be exposing the 'Remote' flag in our Posting API and XML feed. We will keep you posted about the supported boards in the upcoming weeks. As most of the job boards still do not support 'Remote' location, for now, we advise you to mention your location preferences in the job description as well.

Why do I need to select a physical location as well? Most of the external job boards still require the users to select a physical location for their job postings, therefore it is still mandatory to add a main location for the job. If your job is fully remote, we advise you to select a central location for the job ad in order to reach to a wider pool of candidates. You can also create additional job ads with new locations and remote flags under the same job.

SmartCRM Data in Reports

Requires:
  • SmartRecruit
  • +
  • SmartCRM

Report Builder is expanded to include the following reporting areas and data fields from SmartCRM:

Community

Data field name

Description

Community ID

Unique identifier for the community

Community name

Name of the community

Community creation date

Date when community was created

Community status

Status of the community.

Community creator employee ID

Unique identifier of community creator.

Community creator first and last name

First and last name of the user who created the community

Community creator email

Email address of community creator.

Country org field value

Default Org Field - value selected for Country.

Brand org field value

Default Org Field - value selected for Brand.

Department org field value

Default Org Field - value selected for Department.

Community Status Last Change Date

Date when the community's status was last updated.

Community Status: OPEN Date

Date when the community was last moved to OPEN.

Community Status: CLOSED Date

Date when the community was last moved to CLOSED.

 Community applications

Data field name

Description

Community application ID

Unique identifier of community application.

Community Application Creation Date

Date when community application was created.

Number of community applications

Total number of community applications of a candidate

Earliest community application creation date

Date when candidate's first community application was created

Latest community application creation date

Date when candidate's latest community application was created

Community application reason for NOT_SELECTED

Reason why prospect was not selected (reasons take from rejection reasons)

Community application reason for NOT_INTERESTED

Reason why prospect was not interested (reasons take from withdrawal reasons)

Link to the community application

Include a URL link to the candidate's community application

Total community applications in ADDED state

Total count of community applications in ADDED state

Total community applications in CONTACTED state

Total count of community applications in CONTACTED state

Total community applications in RESPONDED state

Total count of community applications in RESPONDED state

Total community applications in INTERESTED state

Total count of community applications in INTERESTED state

Total community applications in NOT_SELECTED state

Total count of community applications in REJECTED state

Total community applications in NOT_INTERESTED state

Total count of community applications in NOT_SELECTED state

Total community applications in TRANSFERRED state

Total count of community applications in NOT_INTERESTED state

Campaign subscription status

Campaign subscription status: SUBSCRIBED, UNSUBSCRIBED

Campaigns

Data field name

Description

Campaign ID

Unique identifier for the campaign

Campaign creation date

Date when the community was created

Campaign name

Name of the campaign

Campaign status

Campaign status: Draft, Scheduled, Launched, Ended, Cancelled

Campaign language

Campaign language, as selected in the campaign wizard

Campaign last status change date

Date when campain's status last updated

Campaign status: DRAFT

Date when campaign status was last changed to DRAFT

Campaign status: SCHEDULED

Date when campaign status was last changed to SCHEDULED

Campaign status: LAUNCHED

Date when campaign status was last changed to LAUNCHED

Campaign status: ENDED

Date when campaign status was last changed to ENDED

Campaign status: CANCELLED

Date when campaign status was last changed to CANCELLED

Campaign messages

Data field name

Description

Campaign messages

Number of Campaign messages

Message ID

Unique identifier of the message

Message name

Name of the message

Message creation date

The date when the message was created

Message style

Message style: Branded vs Simple

Campaign emails

Data field name

Description

Emails sent

Number of emails sent

Emails delivered

Number of emails delivered

Emails opened

Number of emails opened

Emails clicked

Number of emails clicked

Emails replied

Number of emails that have received a reply

Emails bounced

Number of emails that have bounced

Emails marked as spam

Number of emails that have been marked as spam

Emails sent

Number of emails sent

Emails delivered

Number of emails delivered

Emails opened

Number of emails opened

Emails clicked

Number of emails clicked

SmartMessage

Requires:
  • SmartRecruit
  • +
  • SmartMessage

SmartMessage empowers Hiring Teams to reach candidates wherever they are, instantly. It introduces real-time text messaging capabilities directly into the SmartRecruiter Talent Acquisition Suite. 

What does SmartMessage do?

SmartMessage allows assigned users to

  • Text candidates (both applicants & prospects) for 1:1 two-way conversations

  • Use SMS and/or WhatsApp channels

  • Centralize communications in an Inbox

  • Receive incoming message notifications

For whom?

SmartMessage is especially useful for Admins and Recruiters in the retail, seasonal labor, manufacturing, agriculture, finance, and technology spaces. 

For what part of my hiring journey? 

SmartMessage can enhance the entire hiring process, but will really shine in the review, candidate screening and interview stages.

What problem does it solve?

SmartMessage enables real-time 1:1 texting between Hiring Teams and candidates leveraging SMS technology, with higher read and response rates than SmartRecruiters’ existing email channel. 

Viewing and Sending Access

Text messages become a part of the Candidate-Application / Prospect-Community record. They are readable by all members of a Hiring Team. They are sendable only by members of a Hiring Team with a paid SmartMessage user seat. Please view the summary below. 

Hiring Team User

Read Text Messages

Send Text Messages

User with SmartMessage Seat

User without SmartMessage Seat

 Admins can assign users within their company to use SmartMessage. Admins can re-assign the seats to users at any time, in case some users are not using the feature.

  1. From Avatar, go to the "Settings / Admin" Page

  2. Click "User Management" under "Permission"

  3. Open "Edit User" and check the "SmartMessage" box

  4. Save

clipboard_e8b91970477c4df3b29bf09524ac09476.png

How to Find It?

The SmartMessage texting capabilities are available to Hiring Teams from two different locations.

  1. Within each Candidate-Application page or Prospect-Community page (for SmartCRM subscribers). Clicking the Messages tab next to Emails opens the conversation window.

  2. Within the all-new Inbox page. Please read the Release Notes for Inbox for more details. Inbox allows Hiring Team users to easily manage their communications from one place. 

For the first location, navigate to the Candidate-Application page and click Messages to view. Depending on the channel, opt-in may be required to message a candidate. Send an invitation and await the candidate to reply to proceed. Please read more below about opt-in. 

Channels

Once Messages are open, users are able to send and receive messages from any of the channels configured during the Customer Implementation process. The two possible channels are listed and shown below. 

  • SMS

  • WhatsApp

A green checkmark next to the channel means opt-in is in place and the candidate is reachable with the channel. 

Opt-In

Regardless of the messaging channel used, the conversation window will be locked until the candidate has opted-in to converse with text messaging. 

 

How to Gain?

SMS

  • Application process with single or separated consent checkboxes

  • SMS opt-in invitation message 

WhatsApp

  • Application process with separated consent checkboxes

For SMS candidates who have not opted-in during the application process, a user can send an invitation via SMS with the Send Invite button or re-send with the linked “Your invite has been sent but the candidate has not yet opted-in. You can send another invite by clicking here”. The candidate responds with “Yes” to opt-in. 

Once the candidate has opted in, an alert will appear in the Inbox Tray Icon if the user has left the Candidate-Application page.

Clicking the ribbon item for the opt-in notice will take the user back to the Candidate-Application page where they will see both:
1) the invitation to opt-in message and, 
2) the candidate’s explicit “Yes”. Now, the user can proceed to send and receive texts normally with the candidate about their application. 

clipboard_ed1833db63a0b47e1fdd2f52b104848f7.png

Note that a candidate can opt-out of receiving SMS messages at any time, with the keyword “Stop”. Any changes to candidate opt-in will be reflected in the conversation for the candidate. In an opt-out state, the window will be locked to the user. Email is always a fallback option for communication in case of candidate opt-out of SMS. Candidates can opt back in at any time with the keyword "Start".

Note that a candidate can opt-out of receiving WhatsApp messages at any time, with the “Block Business” option in their phone app settings. If candidates does use the in-app "Block" feature, Hiring Team users will not be alerted of the change, and the conversation window will not be locked. The WhatsApp "Block" software feature does not currently provide an update as WhatsApp Business service prioritizes consumer privacy. In the case a candidate is unresponsive with WhatsApp, email is always a fallback option. Candidates can opt back in at any time with the "Unblock Business" option.

Messaging with Whatsapp

WhatsApp has an additional layer of invitation in place before Hiring Teams and candidates can freely text. This is a policy defined by Facebook for WhatsApp Business applications. If a candidate has not messaged the Hiring Team within 24 hours (whether a brand new conversation, or an existing conversation without recent messages), the user must re-engage them with a predefined invitation. After the candidate responds to this invitation, users can continue to message normally.

For the first version of SmartMessage, SmartRecruiters will relay messages on behalf of the Hiring Team to and from the candidate. The predefined invitation text is listed below.

SmartRecruiters would like to reach you on behalf of {COMPANY NAME} about {JOB TITLE}. Since the team can only reach you within a day of your last message, please reply to continue receiving updates. Ignore to no longer receive updates. 

 

Notifications

Notifications will appear for Hiring Team users who have participated in a conversation with the candidate. 

Phone Number Formatting

Phone numbers for the candidates may require some formatting to work successfully with SmartMessage. The proper international code must be included in the front of the local number.

Country

Code

Example

United States (US)

+1

+1 415 123 4567

Canada (CA)

+1

+1 613 555 0160

Great Britain (GB)

+44

+44 1632 960947

France (FR)

+33

+33 93 376 1346

Germany (DE)

+49

+49 30 123487007

 Light validation is provided with spaces, dashes, and parenthesis permitted. However, characters like alpha, special / symbol, or extraneous numbers may cause a delivery failure and the user will be prompted. Changes can be made to the candidate phone number in the Edit Contact Info section of the Candidate header.

Advisory Notices

⭕ Please note the time of day, day of the week, holidays, other privacy factors when sending messages to candidates. Some countries may have specific regulations about sending messages to recipients after business hours and on weekends. 

FAQ

Can a user use either SMS or Whatsapp? Must they use both? Users must select the channel (SMS or WhatsApp) when sending messages to candidates and prospects. Messages will not be sent through both SMS and WhatsApp simultaneously.

Inbox

Requires:
  • SmartRecruit

Introduced alongside SmartMessage, Inbox enables Hiring Teams to manage all their communications in one place. Email, SMS, and WhatsApp are combined into one conversation so users can easily visualize the candidate record/hiring journey as a single narrative. 

Access

Inbox is available to users and customers with or without SmartMessage. For those without SmartMessage, the Inbox will only include emails. Users with System Role privileges that grant access to all jobs (like Admins) can view conversations. For other users, inclusion on a Hiring Team with a Hiring Team Role that includes 'Email' visibility allows them to view conversations within Inbox. In other words, Inbox displays Email and messages consistently with what a user typically sees across candidate pages. Only SmartMessage enabled users can send SMS and WhatsApp.

Subscription Type

Inbox Channels

ATS

  • Email

ATS + SmartMessage

  • Email

  • SMS

  • WhatsApp (if implemented)

 How to Find It?

Inbox is accessible through the new Inbox Tray Icon in the upper right corner, next to the Notification Bell. A red dot on the icon indicates new messages for participants. Clicking the Inbox Tray Icon takes the user to the new Inbox page.

clipboard_e71132db1cb52e89797ade6d56c18d286.png

How to Use It?

The Inbox page is divided into two primary sections. 

The left panel contains 1) Compose New, 2) Conversation Search, 3) Conversation List. The larger Conversation Window to the right displays the messages for the conversation selected from the list.

clipboard_e1009663ed175c0de324a87c77f3c7656.png

Conversations have an unread or read status.

  • An unread conversation has a blue dot to the right side of the conversation card in the list.
  • A read conversation does not have a dot to the right side of the conversation card in the list.

In the example below, Bruce Lee / REF22M is an unread conversation, and Jessica Vosk II / REF22M is a read conversation. 

A conversation that is read can be marked as unread. An envelope icon appears when hovering in the upper right corner of the conversation card. Clicking this icon marks the conversation as unread and the blue dot appears. It is recommended to mark a conversation as unread when the conversation is not open in the main window (an active conversation will be marked as read since the user is already viewing it). 

Conversations in the Conversation List are sorted by most recent (with the newest messages at the top, oldest at the bottom). This is similar to viewing a list of conversations in messaging applications for mobile or desktop (iMessage, Android Messages, WhatsApp, Facebook Messenger).

The Conversation Window displays most recent messages at the bottom, closer to where a user types the reply. This too, is similar to viewing an ongoing conversation in a messaging application, or an email thread. 

Having Conversations

To continue an ongoing conversation, type into the reply area below the messages. 

clipboard_e712f6c2d98540a01f6d09f53311645f8.png

The reply channel will default to whatever was used most recently. For Non-SmartMessage users, the only channel will be Email. Clicking the “Send via ____” will allow SmartMessage users to select another available channel. The opt-in status for SMS and WhatsApp will be displayed next to the channel name. 

To compose a new message directly from Inbox, use the Compose ​​​​​​ button (looks like a pencil). The cursor moves to the Search bar where the user can find the recipient (attached to an application or a community). The Conversation List is temporarily replaced with People and Conversations from Search. People lists those who do not currently have an active conversation for the job or community. Conversations lists those for whom there is an active conversation. 

clipboard_e736d454dae40a7947ae9e5a617affb95.png

Selecting someone from People will initiate a new conversation with them. Message composition is the same as an ongoing conversation. Once sent, the conversation appears in the list. 

clipboard_ec2940f3cd415ea6169d7bdca3ded9305.png

Searching for an existing conversation is similar to composing a new one. Click the Conversation Search bar and begin to type the name or email of the recipient (applicant or prospect). Results will temporarily replace the Conversation List with People and Conversations for any results found. Searching beyond people is not possible at this time. Search enhancements will come with later releases of Inbox. 

Advisory Notices

⭕ Please note the time of day, day of the week, holidays, other privacy factors when sending messages to candidates. Some countries may have specific regulations about sending messages to recipients after business hours and on weekends.

Candidate Experience Emails

Requires:
  • SmartRecruit

SmartRecruiters always strives to provide the best candidate experience and we want to make it easier for companies to provide it to all of their job seekers. This release features a new setting that encourages candidates to track their application, update their profile and more, either via:

  • New email notification when candidates are moved to IN-REVIEW status, providing them with more visibility and less anxiety on the hiring process 

  • A new email footer that can be included in the rejection email you send to candidates, providing them with added tools to manage their job search.
 

What is it?

What’s New?

Email sent when candidate moved to In Review

An email sent to candidates who are moved to In Review notifying them that their application has been viewed.

The entire email is new. Both body and footer include an invitation to sign up for SmartRecruiters Candidate Profile.

Email sent when candidate Rejected

The standard rejection email sent to candidates by user.

Footer now includes invitation to sign up for SmartRecruiters Candidate Profile.

Note that this release does NOT affect internal candidates or candidates with existing SmartRecruiters Profiles.

How to Find It?

By default the feature is enabled, meaning external candidates who do not have Candidate Profile accounts will receive the new emails and email footers until they are turned off. 

Settings for the new Candidate Experience emails can be found in Admin / Settings. An admin can turn these off / on individually. 

How It Works? 

The email changes only apply to the following:

  • Candidates external to the company

AND

  • Candidates without SmartRecruiters Candidate Profile

Candidates who are internal to a company or have a SmartRecruiters Candidate Profile will not receive the new email or the updated rejection email. 

Candidate moved to In Review

Candidate Rejected

Tasks

Requires:
  • SmartRecruit

SmartRecruiters Task Management is designed to help recruiters and hiring managers prioritize and complete their most important tasks. Users will see a new task dashboard available on the homepage where they can review and action tasks that need to be completed.

Task Dashboard 

There is no additional setup required to start using the new task dashboard. Users will see a new task dashboard available on the SmartRecruiters homepage. 

Permissions

Users assigned the Basic, Standard, Extended, Administrator, or a Custom system role will have access to the new task dashboard and the ability to create manual tasks. Task Dashboards are not available to users with Employee system roles. There is no system role configuration setting for task management in the Early Access release. 

Approvals Widget

Approvals have been centralized on the homepage in a new widget in the right handrail. Both job and offer approvals will be pulled from the system for a specific user into this central place. Users will be able to click on an approval and they will be redirected to the specific job or offer approval page to view details. 

After user take an action on the approval, the approval will automatically be removed from their homepage widget. 

TM-approvals1.png 

Task Actions

From the task dashboard, users can directly action tasks by hovering over the task and clicking on the “Go” button. This will open up the specific page where the user can complete the task. 

Clicking on the task itself will expand the task within the dashboard so users can see additional task details.  

Users can also set or update a task’s due date when they are in the expanded task detail view.

Users can click the flag icon on the task to flag a task as High Priority

Users can click the archive icon to effectively remove the task from their main task dashboard, signaling it is not a task they will be working on. 

Users can manually mark a task as complete. System tasks (see below) are automatically marked as completed when the user completes those tasks. Any user created manual task will have to be manually marked as completed by the user. 

System Tasks

Tasks are created by system-defined rules or by users manually. A task is considered active when it is added to users’ dashboard. A task is considered inactive when it is completed or archived. Archived and completed tasks do not appear on the dashboard unless a user chooses to filter by those tasks.

The system will automatically surface 2 types of tasks: 

  1. Candidates to be reviewed - Tasks are surfaced for users based on candidates who make it to a configured hiring process step where the user is a Hiring Manager on that job. 

  2. Pending interview feedback - Tasks are surfaced when the user has not provided a rating for candidates who need a rating/review where current user was scheduled for an interview and application is in the Interview hiring process stage.

When users action these tasks, the tasks are auto-completed. Users can action a task by clicking on the Go button. This will take users directly to the specific page where the user can perform the task. 

For the Candidates to be reviewed task, users will be taken to the candidate profile page to review the candidate’s profile. For the Pending interview feedback task, users will be taken to the review tab on the candidate’s profile to complete the review and rating. 

Creating a New Task

Besides automatically created system tasks, users can also create tasks manually, and assign to themselves or to others. Tasks can be created from any place in the system so users won’t have to leave the page they're working in to create a new task. 

Based on the type of task that the user chooses to create, assignees of the task can click on the “Go” button to be automatically redirected to the specific page where the task can be completed. 

To create a task: 

  1. Click on the [+] icon in top navigation bar.  

  2. Select “Add task.” By default,, the task will be pre-populated with the current user’s own name so the Assignee of the task is the current user. 

  3. Start typing to choose a different user as the task Assignee. 

  4. Choose a task from the dropdown list. Type to filter the list of available tasks. 

    The available task types include:

    • Schedule new interview

    • Create invite to self-schedule

    • Send a message

    • Submit interview feedback

    • Reject candidate

    • Send assessment

    • Create offer

    • Publish job

    • Unpublish job

    • Edit job ad

    • Review candidate

  5. Based on the task selected, users will be prompted to select a candidate or a job. 

  6. Add any additional details about the task in the free text field. 

  7. Select the task due date. Users can choose from some preset options or choose a custom date. 

    Preset due date options include:

    • Today 

    • Tomorrow 

    • 3 days 

    • 1 week 

    • 1 month

  8. If the task is urgent, users can also choose to flag the task as high priority. 

  9. Click “Create” to create the task. Users will receive an alert banner when their task has been successfully created. 

Once a task is created, it will automatically appear on the assignee’s Task Dashboard. Assignees will also receive a notification in their bell notification informing them that a new task has been assigned to them. See below for additional details about Task notifications. 

Users will also, optionally, have the ability to create a task and add a new one at the same time by clicking on "Create & Add Another." This makes it easy for users to create a set of tasks one after another. 

Task Notifications

Users will receive 2 bell notifications related to tasks. 

  • Users will be notified when a new task created by another user has been assigned to them. 

  • Users will be notified when a task is overdue. 

Email notifications are not included in the first iteration of Task Management in the Early Access release. 

Managing Tasks

The Task Dashboard is designed with a high level of flexibility to help users manage and organize their tasks. 

By default, tasks flagged as High Priority are always grouped at the top of the task dashboard. Tasks are then further sorted by Due date, and finally by the task Creation Date from newest to oldest. Users have an option to change the sort of their tasks by: 

  • New to Old (Task creation date) 

  • Old to New (Task creation date)

  • Due date (Sooner to later) 

Users can filter their Task Dashboard based on Task Type, Priority and Status. Any filter that is applied will be saved for that user until the filters are reset or user updates their filter selections. 

Filtering by Task Type helps users to understand the amount of tasks they have to take care of in different areas from managing candidates, scheduling interviews, to publishing jobs. Users can filter on all available Task Types. 

The Priority filter helps users understand what are the most important tasks to tackle. Users can filter based on: 

  • High Priority 

  • Due today 

  • Due in 7 days 

  • Overdue

Filtering by Status allows users to see Archived and Completed tasks. Archived and Completed tasks can not be returned to active status. Users will have to create new tasks instead. 

Tasks are presented in sets of 10 on the task dashboard. Use the next and previous buttons to navigate to the previous or next sets of tasks. 

Use the double arrow to return to the very first page of the task dashboard with the first set of 10 tasks per the user’s filter and sort selections. 

Workflows

Requires:
  • SmartRecruit

Workflows introduce the ability for Administrators to configure and enable workflow automation as a part of the hiring process. These workflows can be used to automatically create follow-up tasks, auto-advance candidates, assign task ownership, and set SLAs. 

Workflow Permissions

Only Administrators can set up new workflows against specific steps in the hiring process. Workflow actions can apply to any user who is identified as an owner in the workflow step. 

Workflow Structure 

Hiring process workflows are configured against a hiring process status such as “In Review / Phone Screen.” They are applied to all jobs or applications that are associated with that hiring process step. Admins will be able to define both multi-step workflows, as well as single-step workflows. Workflows are applied to all jobs or applications that are associated with the hiring process. 

Each step in the workflow includes the following properties: 

  • Filter rules - Filtering rules can be applied to each workflow step to customize the particular set of candidates that the workflow step should be executed against. 

  • Actions - Each step results in an action for the system. That action can be the system creating a task, sending notification or changing the state of an object. 

  • Owner(s) - This is the person responsible for any actions that result from the configured workflow step. For workflow steps where a task is created, the owner will be set as the Task assignee. 

  • SLA - Commonly known as “Service Level Agreement,” this is a timer property that can be set to determine when a particular action will need to be completed. For workflow steps where a task is created, the task Due Date is set based on the SLA. 

To help users get started with configuring a workflow, a gallery of preset workflow steps will be made available. Administrators will be able to configure their workflow by selecting one of the preset workflow steps from the gallery and tuning the workflow step properties. 

The first step in the workflow is immediately initiated when a candidate enters a hiring process step. The action of the candidate entering the hiring process step is the trigger for the workflow. 

Workflow Owners 

Users can set step owners to be a hiring team role, a specific named user, or system user. 

If the action for a workflow step is configured automatically to create a task, the owner added to the workflow step becomes the task assignee. 

When choosing a hiring team role as a step owner, users will have an option ANY or ALL. 

When the step owner is set to ANY  it means that only one of the owners will need to complete the task created from the workflow action. If the option is set to ALL then all of the owners will be assigned and need to complete the task.  

For preset workflow steps, a “System user” will be assigned to any automatic action such as advancing an applicant to the next hiring step. 

In cases where no users are assigned to a selected hiring team role, the workflow step will not be executed. An event will be logged in the job activity feed. 

Workflow Steps Gallery

The following preset workflow steps will be available to use at launch: 

Workflow Step Name

Description

Send self-schedule

Create a task for a workflow step owner, in this case the recruiter, to send a self-schedule invite to a candidate. 

Coordinate interview

Create a task for a workflow step owner, in this case the coordinator, to set up an interview for a candidate. 

Create offer

Create a task for a recruiter or other hiring team member to prepare an offer for a candidate

Move forward 

Automatically advance a candidate to the next hiring process step based on average star rating within the current hiring process step* 

Reject candidate

Create a task for a member of the hiring team to reject a candidate based on average star rating within the current hiring process step.*

Pipeline cleanup

Create a task for a recruiter to review candidates who have been in the same hiring process step for too long, in this case it is preset to more than 14 days. 

Collect interview feedback

Create tasks for the interviewers to write review and provide feedback after the interview has been completed. 

Offer Approval Reminder Create tasks for the offer approver based on the number of days that approval request has been pending.
Candidate Interview Reminder Create tasks for a member of the hiring team to send a message to a candidate if they have not confirmed an interview based on the number of days after the interview invite has been sent.

 

* for Move forward and Reject candidate steps, in order to ensure that candidates are moved only after all relevant interviewers have submitted their reviews, an interview needs to first be scheduled. The system will wait for all interviewers who have been scheduled in the interview to submit their reviews before calculating the average rating and determining if the candidate needs to be moved forward or rejected. 

Setting Up a New Workflow 

To get started with setting up a new workflow, users can do the following: 

  1. Go to the profile dropdown in the top right corner. Select Settings/Admin 

  2. Find the section titled “Configurations” and click on the “Hiring Process” link 

  3. In the Hiring Process page, find a hiring process where you would like to add the workflow. Click on the step. 

  4. Choose “Workflow” from the dropdown list. 

  1. In the setup page, you will see the preset workflow step gallery on the left and the workflow you want to configure for this hiring process on the right side. 

  1. Drag and drop selected workflow steps from the left panel into the workflow builder screen on the right. 

  1. Adjust the workflow properties as needed. 

  2. Administrators can also add additional steps to the workflow by pulling in the preset workflow steps on the right. 

Consent Management

Requires:
  • SmartRecruit

Capturing candidate/prospect consent is being expanded beyond SmartRecruit job applications to include separated consent for SmartCRM communities and SmartMessage. Each of these are considered separate data scopes. The new feature relates to both candidates applying directly or manually being added to SmartRecruiters. Customers who want a simpler, single consent model - similar to the existing capability - will also be accommodated. 

Per the existing functionality, consent is stored on the candidate profile, not on their applications. 

Customers will select the consent approach which best meets their business needs - these are categorized as “single consent” and “separated consent”.

Single Consent

Candidates will see a single checkbox, privacy statement and a link to the customers’ privacy policy regardless of how many data scopes (SmartRecruit, SmartCRM, SmartMessage) the customer has. When a candidate ticks the checkbox, s/he is consenting to all data scopes. It is not possible for the candidate to consent to some but not others. 

Separated Consent

Candidates will see multiple checkboxes alongside multiple privacy statements and a link to the customers’ privacy policy. The visibility of checkboxes and privacy statements will depend on which modules the customer has enabled - if a customer has SmartRecruit and SmartCRM then only those checkboxes and privacy statements will be visible.

Changing the consent model

Single consent is the default setting. 

  1. Administrator selects the Company Policy tab within the Global Compliance setting.

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  2. Administrator decides whether to change the consent model. If SWITCH TO SEPARATED CONSENT is clicked, then a warning appears along with the privacy policy sentences which need to be reviewed.

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  3. Administrator saves the changes. 

Candidate Experience (Using separated consent model)

  1. On the application page, the candidate sees the separate consent choices. What is displayed here is dependent on which modules the customer has enabled. The 4 listed below are the maximum which can be displayed. 

    clipboard_ecbe5501a0850698f94daed3966fc6f42.png

  2. Similarly, these consent statements are visible on SmartCRMs Lead Capture Forms and on the public consent page if a manual consent request has been sent to the candidate. 

Recruiter Experience (Using separated consent model)

  1. Recruiter/Sourcer can view consent status from next to the candidates’ name. 

    clipboard_ebae7f548fa0bf9ac635e69bfa324aabd.png

  2. Clicking on the icon displays a modal which shows off the separated consent statuses and pending consent requested date (if a consent request has been sent recently). The modal also allows the user to request a new consent if required. Doing so sends the candidate an email - which is no different than the existing feature.

FAQ

General

What are the benefits of this feature? For Recruiters/Sourcers 1) the Consent visual/status is more visible than the widget it is replacing; 2) profiles, job applications or community applications will no longer be deleted when the individual declines/ignores some consent requests but not others - see below table for examples; 3) as a future delight, users will get reminders to request consent - for instance, at the point of creating profiles manually. For candidates: consent extends to CRM and Messaging and thus allows for greater control of how their data is used.

Examples of consent outcomes when a recruiter manually requests consent after a candidate has applied or been manually added. The assumption is that the customer has enabled the following modules: SmartRecruit, SmartCRM and SmartMessage. 

Scenario

Model

Consent status by module

Recruiter action

Possible candidate driven choices

Outcomes in SmartRecruiters

1

Separated

Required for all

Recruiter requests consent

Leave all unchecked

Candidate profile is deleted. Recruiter and candidate receive emails.

Check some

Profile shows a mixed status of acquired and declined with the new consent date. Where declined, profile is removed from that data scope - e.g. if consent was removed for SmartCRM then candidate is removed from all community applications

Check all

All consent statuses shows acquired with the new consent date

2

Separated

Acquired for all

Recruiter requests a new consent

Uncheck all

Candidate profile is deleted. Recruiter and candidate receive emails.

Leave all checked

All consent statuses shows acquired with the new consent date

Uncheck some

Profile shows a mixed status of acquired and declined with the new consent date. Where declined, profile is removed from that data scope - e.g. if consent was removed for SmartRecruit the candidate is removed from all job applications

3

Single

Required

Recruiter requests consent

Accepts consent

Status is shown as acquired with the new consent date

Declines consent

Candidate profile is deleted. Recruiter and candidate receive emails.

4

Single

Acquired

Recruiter requests a new consent

Accepts consent

Status is shown as acquired with the new consent date

Declines consent

Candidate profile is deleted. Recruiter and candidate receive emails.

Does consent related reporting reflect this feature? Not entirely. There will be additional work in Q3 on separated consent.

Does consent work with the Field Recruiting Application? Yes. While on the Field Recruiting App, the candidate needs to consent to the customers’ privacy policy as part of expressing interest. Once that is done, the candidate will receive an automated email with a link to the job ad to complete their application. At this point, the candidate will make consent choices.

What happens if the customer does not set a privacy policy? A message to that effect is displayed along with a checkbox to ensure the candidate understands the situation. The candidates’ consent status will be Required. This is because the candidate has not provided consent as the privacy policy is not visible. Where GDPR = On, the candidates' profile will not be deleted as there is no privacy policy.

Will consent status be updated in the Audit API and the activity stream? Not at the launch of this feature. We plan future delights to address this.  

Administrator

Why can’t an administrator change from separated consent back to single consent? Switching from single consent to separated is a 1-way activity. It is not possible to switch back from separated to single. This is because once candidates start choosing separate consents - for instance SmartRecruit-Acquired; SmartCRM-Declined; SmartMessage-Declined; then the system cannot know how to convert those three values back into a single consent model.  

Can customers choose their own privacy statements? No. Customers will have a choice between “read and understand” and “read and agree” statements. 

Will the new consent feature work for customers who have built custom careers sites and use Candidate APIs? Yes. A customer moving to separated consent will need to update their career site UI to account for the additional checkboxes and privacy statements. It will work as it does today.   

How does SmartRecruiters treat statuses where consent has switched from single to separated? Where candidate consent has been acquired, and the customer has multiple modules enabled (SmartRecruit, SmartCRM) switching to separated consent will be displayed as SmartRecruit-Acquired, SmartCRM-Acquired.

Where candidate consent has been acquired, and the customer has a single module (SmartRecruit) and the customer then adds additional modules before switching to separated consent, then the system will assume consent has been acquired for the additional modules also. If the customer subscribes to a new data scope after switching to separated consent (e.g. by adding SmartMessage), then the consent status for all existing candidates (for that new data scope) will be displayed as Required.

What needs to happen if the customer wants to switch to separated consent, but uses the apply API to integrate with a custom careers site? Whoever is handling the integration between the custom careers site and SmartRecruiters will need to make updates to the application page in order to properly list the consent choices. There is more information HERE. For reference, these are the rules which will are enforced in this scenario:

  • company is on SINGLE and apply api sends SINGLE - SINGLE is saved on in SmartRecruiters. 

  • company is on SINGLE and apply api sends SEPARATED - error is thrown (internally), we cannot transform SEPARATED into SINGLE, nothing is saved in SmartRecruiters. 

  • company is on SEPARATED and apply api sends SINGLE - SINGLE gets transformed into RECRUIT part of SEPARATED and only this consent is saved in SmartRecruiters. 

  • company is on SEPARATED and apply api sends SEPARATED - all SEPARATED parts (validated against company’s subscriptions) are saved.

Candidate

How can a candidate control consent after granting it? The candidate can reach out to the recruiter and the recruiter can send another consent request so that the candidate can make updates. This approach is a good one as the recruiter can advise on the implications of removing consent if that is what the candidate wants to do.

Where a consent request is manually sent to a candidate, are email reminders sent? Yes. The system reminds the individual twice to provide consent: 7 days prior to the deadline, and 48 hours prior.

New Hire Data Masking

Requires:
  • SmartStart
  • +
  • SmartRecruit

Candidates who are onboarding have a lot of sensitive data captured on their profile - this includes reviews, ratings, offers, and information on the hiring tab. Once the employment start date is reached as captured on the Hiring tab, sensitive data is hidden from the hiring team and other users with access to the profile. This protects the new hires’ privacy. It is a feature that can initially be requested via the SmartRecruiters Support team, but will be a configurable feature (in Settings/Admin) which can be toggled on/off in the future. Administrators will retain access to the full profile at all times. 

  1. Administrator tests this feature in customers’ sandbox and decides to enable it. 

  2. Administrator sends a request to turn the feature on via a support ticket, which is completed. 

  3. An offer is made and the start date is established. The Hiring Manager and Recruiter can see full profile details.

  1. By the start date, sensitive data will be hidden for all users except Administrators. The timing of the calculation will be GMT+14 (thus the action happens 14 hours before midnight GMT), so for the western time zones, like the United States, sensitive data can be hidden a day before the start date. Note that only two tabs are visible after the start date, instead of seven.

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FAQ

What triggers this feature to hide sensitive data? The application is in HIRED status and the start date based on GMT+14 will be the trigger. 

Will this feature be configurable via Settings / Admin? Yes. Turning this feature on via support tickets is a temporary solution.  

Is there any visual indicator to a user that a profile has hidden data? No. If this feature is “on” then users will need to learn the system behavior.    

Which users will sensitive data be hidden from? All users except Administrators. So, members of hiring teams, extended users, people with access group privileges, and individuals with whom candidates were shared will not see the sensitive information. 

What sensitive data is hidden with this feature? 

  • Reviews tab

  • Notes tab 

  • Activity tab

  • Screening tab

  • Compare candidates feature is disabled

  • Offer tab

  • Hiring tab

  • Application Fields widget

  • Assessments widget

Can this feature be configured on a per-job basis? No. Either it is on/off for all jobs.

Does the feature also hide data when running searches and in the analytics dashboards? Yes. It's not possible to uncover masked data by running searches. Also, all counts of hires are still recorded correctly.

Does the feature also hide data in Android and iOS mobile applications? Yes, the reviews and the star ratings are hidden.

Does this feature prevent new hires from seeing reviews, ratings about themselves? Yes. Customers sometimes hire multiple candidates onto one job which is left open for many months (evergreen job). When a new hire is onboarded to such a job, that person might be added to the hiring team in order to help as an interviewer. If this feature is “on”, then s/he will be prevented from seeing sensitive data.

Does the feature apply retroactively? Yes. Once enabled, the feature will work for all profiles which have a start date in the past.

Are there limitations if the start date entered in the Hiring tab is in the past? Yes. In this scenario, there is a modal which usually pops up (to unpost the job and reject the remaining candidates) when CONFIRM HIRING is clicked. This modal will not be visible if the start date is in the past. The user will need to do these steps manually.