January 2021 Release Notes

Custom Forms

Enabling administrators to set up custom forms which recruiters can distribute to candidates to complete. The feature works for both internal and external candidate.

Setting Up Custom Forms

Under Settings/Admin > Configuration, there is now a new page called “Forms” which allows administrators to see basic information such as:

• a list of all forms,

• which email templates a form has been added to,

• when the form was last modified (and by whom),

• whether the form is active or not (more details in the “sending custom forms” section below).

In the top right corner of the page, administrators can create new custom forms.

In the form builder page when clicking on “create new” form, the user will see the page divided into a few main sections:

1. Top bar: to input the form name, save and publish the form.  

• “Save” will make the form visible in the forms library above but not move it to an active state in case it needs to be reviewed by others first.

• “Publish” will make the form both visible in the forms library AND make it active.

2. Left panel: users will be able to choose from the 2 tabs listed below what elements they would like to add to the form for customisation.

• "Form Fields" will present the list of all candidates fields currently setup in the system so users can search for the respective candidate fields that need to be added to the custom form.

• "Design" will have 2 different design elements that users can add in addition to just candidate fields - free text box and divider line.

2. Right panel: provides a preview of the form and allows administrators to make adjustments to the layout.

Forms Fields (as shown in the left panel) are the input fields which are sent to candidates to fill in.  This list sources from the list of candidate fields setup in Settings > Candidate fields.  This allows administrators to control permissions and field type all in one place.  Once the user has identified the field to be added to the form, it can simply be dragged and dropped into the right panel.

Once a field is added to the form, hovering on the field on the right panel will allow the user to reorder fields or remove fields from the form.  Click on the field, users will be able to make edits to the form specific configurations (field title, hint text and required flag) on the left panel.  Candidate field specific configurations will still need to be done in Settings > Candidate fields.

All edits will only apply to forms that are sent on a going-forward basis. All forms that have been sent to candidates regardless of whether they have returned the form will not be updated. Recruiters will need to be notified of the change and determine whether the updated version of the form needs to be sent to the candidate.

If the user is not able to find the desired candidate field with the search bar on the top of the left panel, new candidate fields can be created directly in the form builder by clicking on the “+” sign on the right of the search bar. This will bring up a “Create New Field” section on the left panel where administrators can configure the below:

• Field name (internal) = this is equivalent to the field name that will be used under the candidate field list

• Field title, Hint text and Required Question toggle = these are form specific configurations that are stored only on this form and are not visible nor editable in the candidate field list level.  For ease of use, Field title and Hint text will automatically populate the last value entered so it is easier for Administrators to reuse candidate fields in multiple forms and customise further if needed.

• Question Type and User Permissions = follow the same setup as candidate fields (see Configure candidate fields article for more details)

This is just another entry point for users to be able to create candidate fields directly in forms so they do not need to exit the form, create the candidate field and come back to the form.  Everything created here will automatically be saved as a candidate field with the same permissions and settings (and hence the question types found here will also be consistent with what is already available when setting up custom candidate fields).  Note: this only allows creating new candidate fields.  All edits to candidate fields will need to be done in Settings/Admin > Candidate Fields.

Design components will only include 2 items at the moment - free text box and divider line.  To customize, once the free text box icon is dragged into the form (or whenever the free text box is selected), users will see the "edit field" box in the left panel where they can enter their desired text, do basic formatting such as setting the format type, bold, italicise, underline etc.  Users will need to select save on the bottom before the text will show up in the preview on the right panel.

Whilst there is no limit to the number of forms that one account can setup, each form can only include a maximum of 200 candidate fields.  For optimal candidate experience, it is recommended for each form to stay below this maximum count (and split the candidate fields into different forms if needed) so candidates do not need to get overwhelmed by an overloading amount of questions in one go.

Sending Custom Forms

Custom forms can be shared with candidates in 2 ways:

1. By Administrators adding the form to an email template for Recruiters to select or

2. By Recruiters directly attaching forms to an email to the candidate (this includes through bulk email messaging from the jobs page, 1-1 email messaging through the candidate's email tab, composing an interview invite to the candidate or corresponding with the candidate through inbox).

In both cases, when composing an email there will be a new icon for forms that appears next to merge fields (as shown in the screenshot below). This allows administrators or recruiters to search for active forms* and add them to the email in the form of a merge field.

*Active forms are determined by whether the status of the toggle in the Forms library. See the “Setting up custom forms” section.

Forms sent to candidates will apply a fixed default branding based on the brand of job application the form is sent for.  i.e. if the candidate applied to a job for Acme Inc., the candidate will see a banner on the top of the form with the brand color and logo applied.  This will change based on the job that the form is sent for and is not customizable for the current release.

Tracking Candidate Submissions

Once a form is sent to a candidate, the form name, status and last updated date will be available in the candidate’s profile in a new tab called “Forms”.

All behaviors of a candidate field will stay the same (i.e. public API integrations and report builder functions using candidate fields will continue to work as-is).

When a user clicks on a form, they will be able to see the list of fields that were sent to the candidate underneath the summary to make it easier to review candidate submissions.  This list will be limited to what has been configured in the Candidate field - if this is selected to appear on the Candidate Profile and if the user needs full access to see it. 

Edits to candidates fields can now be completed through the Application fields widget as well as on the Forms tab - users will just need to select the form they would like to make edits to (or select "view all fields" to see all candidate fields), and click on the "edit" button on the top right corner in the summary box that appears to make changes.  A "save" and "cancel" button will appear at the bottom once the user is in edit mode to save all edits done.

What each users see in this tab is controlled by the permissions set in Settings/Admin > Candidate Fields and Settings/Admin > Hiring team roles under "Application Fields" and "Restricted Application fields" (see Configure candidate fields article for more details).

Form submissions are tied to a candidate's application and will not be transferred if they are moved to another job.  Recruiters will need to send the form based on that application to ensure the data is up-to-date and relevant to the new job they are added to.

Reporting and public API

Candidate Field reporting and public API will not change for forms.  Users will be able to report and build integrations the same way as they currently do with candidate fields.  There is no form level reporting or public APIs at this point.

Offer Clause Management

SmartRecruiters is committed to helping our customers create offers that are accurate and built using efficient and intuitive processes. In order to continue improving and better achieve these aims, we have introduced clause management, which will allow the insertion of clause paragraphs to offer letters using the existing offer form. This is beneficial in a number of ways - it allows for much more flexible offer letters, which more accurately align to variations in compensation and benefits.  

This feature is optional for all customers who use SmartRecruiters Offer and existing offer templates will still work without requiring changes.

Build a Clause (Admin)

The user will build a clause in MS Word or OpenDocument Text Document (ODT) and format it according to existing offer template styles. Clauses can include merge fields.

Creating Clauses in SmartRecruiters (Admin)

1. User navigates to Admin / Settings page under Offer Templates and opens the Offer Clauses tab.

2. User creates a new clause and adds a title, description and clause ID label.

3. User then has to decide how the inclusion of a clause is ‘triggered’ on the offer form. This is done by adding a trigger question and then the values which will show up in a single-select pull-down.

4. The user then adds value labels and attaches MS Word documents for each. These are referred to as ‘nested clauses’.

5. User then saves the clause and copies the code snippet from the clause.

6. The saved clause is displayed on the Clause list.

Associating clauses with offer templates (Administrator)

1. The user inserts the code snippet into the correct offer template.

2. The offer template is uploaded to SmartRecruiters.

Inserting clauses into offers (End-user)

1. Per the existing process, the user will select the offer template. If the offer template has clauses associated to it, the user will need to answer the questions in the Make clause selections section.

2. Once answered, the system will load the Offer details fields which includes merge fields and offer approval fields. The user will fill these out and proceed to completing the offer.

FAQ

What are the maximum file sizes for MS Word nested clauses and offer letters? 

Where a customer does not use clauses, the maximum file size remains unchanged at 10mb. If clauses are used, we recommend that offer letters are kept to 500kb (kilo-byte). In upcoming releases, this maximum will be increased. Each nested clause cannot exceed a file size of 20kb.

Are there a maximum number of clauses which can be associated to each offer letter? 

Yes - a maximum of 5 clauses per offer letter. In upcoming releases, this maximum will be increased.  

How many 'nested clause' (attachments) can be added to each clause?

A total of 10 ‘nested clause’ attachments can be added to each clause, plus 1 no clause value.

When a clause is inserted, will the system respect the formatting of the nested clause attachments, or the formatting of the offer template?

The nested clause attachments. Thus, for the sake of consistency, it's important that the nested clauses attachments are formatted the same as offer templates - same fonts, same font sizes, bolding, underline, paragraph spacing etc. 

What document formats are acceptable?

Acceptable file types are .DOC and .DOCX (Microsoft Word), and.ODT files used by LibreOffice and other open document standards. Note that Google Docs documents can be converted into .DOCX and .ODT. As a best practice, administrators should not mix file types when creating offer templates and nested clauses - e.g. where a customer uses Microsoft Word, all offer templates and clauses should be in .DOCX. 

What additional features will be available after this release? 

A number of enhancements are planned. These include: increasing the maximum file size per nested clause beyond 20kb and increasing the maximum number of clauses to 20 per offer letter and adding the ability to turn off "no option" nested clauses.

Can a clause be a continuation of a sentence, or does it have to start on a new line?

Yes, this is possible by formatting the clause snippet to not have any line-breaks. Here is an example of how the offer template needs to be formatted:

This ensures that all of this text will be on the same line. <<cs_{Clause_SigningBonus!=null}>> <<refLookup:Clause_SigningBonus>> <<es_>> It includes the text from the offer letter template and the clause.

Where a particular clause is not needed for a given offer, will the offer letter have a gap where the clause would have been? 

No. The code snippet will ensure that the offer is formatted correctly. Administrators are encouraged to not leave blank line spaces in their offer templates and nested clauses. Using spacing After (see image below) will lead to desired outcomes.  

How are fields be displayed on the offer form? 

The non-clause related merge fields will be displayed first on step 3 (Offer details) and where the offer template has clauses, the clause related merge fields will be displayed.

How does the offer preview functionality work? 

It will still work the same way. Users can preview offer templates in Settings/Admin, and also during offer creation. Where Preview is clicked before the offer is saved, it will preview with placeholders for merge fields and clause IDs (code snippets). Where Preview is clicked after the offer is saved, all of the values for merge fields and clauses will be populated. 

How can users differentiate clauses from merge fields? 

When displaying clause IDs, all clauses will have a prefix which follows this example: <<Clause_SigningBonus>>. This mimics how it works for job fields used as merge fields. 

Will clauses work for multi-column offers? Can a clause be inserted into a table row? 

A clause can be added to a multi-column offer, however the clause will show up as separate from the table and cannot be inserted into a row for this release. This feature will be added in a future release, and additional documentation will be provided in the Help Center. 

SmartMessage: Usage Reports

SmartMessage Usage Reports give Admin users insights into how their company has used text messaging features. 

How to find it?

The feature is available in the Admin / Settings page under Administration > SmartMessage.

How to use it?

There are two views, showing use for an entire calendar, grouped by month. Other years are accessible via the dropdown menu to the right. While these reports cannot be filtered or downloaded from the interface, the table can be copy and pasted into Microsoft Excel and Google Sheets. 

Reports by country displays two rows for each phone number country, one for messages sent and the other for received.

Reports by user displays a row for any user who has initiated at least one message to candidates. 

Basic sorting functionality can be applied to each column with ascend, descend, and default. The default view shows the left-most column in ascending order.

SmartMessage: Interview Reminders

SmartMessage Interview Reminders allow users to configure text message reminders to be sent to candidates at a predefined time before interviews. This helps increase candidate interview attendance while enabling Hiring Teams to plan ahead around interview changes or cancellation needs. Reminders can be added to interview events created with "Schedule New Interview (Manual)" and "Invite to Self Schedule" (after the candidate has selected a time). 

Who can use it?

Users with a SmartMessage seat AND ‘Write’ permissions for Interviews can send SmartMessage invitation reminders to candidates. Users who have at least ‘Read’ permissions for Emails can view the interview reminders sent by text message. 

Hiring Team User	Set Interview Reminder Text Messages
User with SmartMessage Seat and Interview ‘Write’ permissions	✔
User with SmartMessage Seat and Interview ‘Read’ permissions	✔
User with SmartMessage Seat and Interview ‘None’ permissions	✕
User without SmartMessage Seat	✕

How to Find It?

The SmartMessage Interview Reminders feature is available to Hiring Teams from within the Candidate-Application page. Reminders can be added to and removed from existing interviews. Click the Interviews tab to view existing interviews and add Reminders. Find out more about scheduling an interview. 

Note: Reminders can only be added if the candidate is reachable by text. This means a valid phone number and an opt-in status.

How to Use It?

Reminders are informative messages sent to candidates at user-defined times ahead of scheduled interviews. They do not include the capability to receive automated confirmation feedback from the candidate. Any replies from a candidate about changes or cancellation about an interview will appear as a normal incoming message. 

Users can add up to 5 reminders to each interview. Users define how many hours in advance of the interview day and time they would like a reminder to be sent to the candidate.

Reminders can be removed at any time prior to the designated send day and time. This can be done by returning to the Remind button in the menu or by hovering on the reminder and clicking on the trash can. Reminders that have been sent cannot be removed. 

Note: 

• SMS reminder texts can be customized by users. 

• WhatsApp reminder texts cannot be customized and must use the provided template. This is due to WhatsApp policy.

Visual icons indicate the state of a reminder:

• Pending: Reminder has been set but not yet sent

• Sent: Reminder successfully sent

• Failed: Reminder attempted to send but could not (e.g., due to change in candidate opt in)

Sent reminders will appear for reading within Messages and Inbox. 

How does sending work?

Reminders are evaluated for send, depending on the candidate’s response to an interview. 

Candidate Interview Response Status	Will a reminder be sent?
Interview invitation sent to candidate, no reply	✔
Candidate interview response: “Yes”	✔
Candidate interview response: “Maybe”	✔
Candidate interview response: “No”	✕

Note: Reminders will only be sent to the candidate if they are reachable by text. This means a valid phone number and an opt-in status.

Employee Portal: Internal Job Alerts

Employee Portal is the central destination for employees to discover internal jobs, apply to them, and track their applications. With internal job alerts, employees can receive timely notifications in their email inbox when new jobs matching their search criteria are published.

Create a Job Alert

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. By default, any filters or search keywords that the user had applied in the jobs page will be used to populate the modal. 

Once ready, the user can save the job alert and start receiving notifications when new jobs are published.

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 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.

Manage 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 meets the alert's criteria.

FAQ

Q: To which email address are job alert notifications sent?

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

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

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

Q: What if a user's SmartRecruiters account is deactivated?

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

SmartAssistant: Talent Discovery

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 (which calculates a person's suitability for a job), SmartAssistant will also automatically segment candidates and prospects into 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 outstanding 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 Recruiters can take further actions, such as moving them across application steps or inviting them to interview.

 

FAQ

Q: How are stacks created? 

A: 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”.

Q: Can I select multiple stacks at the same time? 

A: Yes. Clicking on multiple stacks will provide an intersection, thus showing only candidates that are present in all selected stacks.

Q: Can I specify additional requirements regardless of the suggested stacks? 

A: 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.

Q: Where do recommended candidates come from? 

A: 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.

Expanded Source-to-Hire Analytics

SmartRecruiters continues to build and expand the platform’s analytics and reporting capabilities to help users understand the hiring process and candidate trends. We are introducing 2 more dashboards to Source-to-Hire Analytics this quarter:

1. Candidate Pipeline

2. Interviews

Candidate Pipeline

 

Combining historical and current candidate pipeline analysis into one, the new Candidate Pipeline dashboard not only provides more overview metrics, such as average application processing time, but also comes equipped with more intuitive chart designs to help users identify their overall pipeline health quickly.

Customers can find the following metrics on Candidate Pipeline dashboard:

• Total applications

• Total internal applicants

• Total referrals

• Average application processing time

• Total application per state (and per status via chart drill down)

• Average time in application per state (and per status via chart drill down)

• Application to interview rate

• Application to offer rate

• Application to hire rate

• Application pass through rate per state

Metrics and data in the Candidate Pipeline dashboard are based on applications where the Application Active State Enter Date falls within the time period defined by the users. Applications where it’s State Enter Date falls outside of the defined period OR if the application was not in the one Active State (New, In-Review, Interview, Offer) in the defined period will not be included in the data table and metric calculation.

Read more: about Candidate Pipeline Dashboard (here)

Interviews

Interviews dashboard is new, and focuses on interview related metrics to help users understand the candidate interview processes. Using this dashboard, users can identify and compare trends of applications in the interview processes and find ways to drive improvement.

Customers can find the following metrics on Interviews dashboard:

• Total interviews

• Avg. interviewers per application

• Avg. interviews per application

• Interview scheduled over time

• Total interview scheduled by interview type

• Total interview scheduled by interview location

Metrics and data in the Interviews dashboard are based on interviews where the Interview Start Date OR the Interview Creation Date falls within the time period defined by the users will be included in the results.

Read more: about Interviews Dashboard (here)

Drill Down Detail

Apart from adding new dashboards, a new feature - Drill Down detail has been added to all the new Source-to-Hire dashboards. 

When interacting with the data table, users can now select an individual row of data to see more detailed information of the position, candidate or application. Fields presented on drill down detail of each dashboard will be different.

Custom Integration Management

Custom Integrations Management is a suite of tools for customers, who use SmartRecruiters APIs, to build and manage their applications (integration), credentials and webhooks. The first tool of the suite releasing this quarter will be Credentials Manager.

Admin and tech users can find a 'Credential' tab that leads to the Credentials Manager in Settings/Admin > Apps & Integration page.

In Credential Manager, users can see a list of credentials that are used for custom-built integration and applications. The list provides useful information such as:

• Requestor of the credential

• Generation date of the credential

• Data access scope of the credential

Users can also revoke credentials used in existing integration or generate new credentials (API keys and OAuth credential) for new integration and applications.

Read more: about Credential Manager (here)

Job Ad Footers

There are different statements or disclaimers required by regulators which need to be visible to candidates at the bottom of job ads. This is currently done on a job-by-job basis when it is created.  This feature will allow administrators to set up footers which are automatically applied to the bottom of the job ad (within the “additional information” section) before being sent to job boards.

Under Settings/Admin > Career Page Setup, there’s a new page called Job Ad Footer which allows administrators to see basic information such as:

• all footers which have been created,

• when it was last modified (and by whom),

• the org fields that each footer applies to,

• the order in which they will be presented if applied*, and

• whether the footer is active or not.

*The order in which the footers are listed on this page will be the same order in which they appear at the bottom of the job ad.  Using the below screenshot as an example, if a recruiter creates a job for Acme Inc in the United States, then all three footers will appear in the bottom of the job ad in the following order - “Equal Opportunity Statement”, “Federal Contractor Statement” and “Agencies”.  If it is a job for a different brand in the United States, then the footer added will be - “Equal Opportunity Statement” and “Agencies” (in the same order).

In addition to the above, administrators will also be able to create new footers and edit existing footers from this page.

When creating a new footer, you will need to:

1. Enter a name for the footer.

2. Add the footer language for English by clicking on the icon in the EDIT column.

3. (optional) Additional languages can be added by selecting the “add language” button.  And after all languages are added, administrators will also be able to change the default language which is used.

4. (optional) If the footer only applies to a selected list of jobs, administrators will be able to apply filters using the org field dropdowns at the bottom, similar to other setting pages.

5. Click on Save at the bottom right corner of the page to save all changes.

The language for the footer will be based on the job ad language selected by the recruiter (i.e. if the job ad language is Dutch, the Dutch version of the footer will be applied to the job ad accordingly).  If the job ad language selected is not available in the footer list, the default language of the footer will be used.

When making edits to the footers, the same steps will be applied.

Note: All updates on job ad footer will only apply to subsequent job ads published. Job ads that are already published will not automatically pick up these changes.  If the changes need to be applied to existing jobs, Administrators will need to notify the respective recruiters to repost the job ad this may incur additional charges from job boards.

When saving job ads, the footers will automatically append to the bottom of the job ad within the “Additional Information” section (after any inputs the recruiter has composed manually in the job ad wizard).  Hence, when creating new jobs with the Jobs API, be mindful not to include any duplicate footers into the POST or PUT if this is already configured with the new feature. The footers applied to the job will also be visible by using the GET function.

The final job ad after compiling the job specific content and the footers will look like the below:

Candidate Fields 'Required'

This feature allows candidate fields to be ‘required’, so that a candidate field on a form will need to have a value before the form can be saved. This is useful in a number of situations - for example, some integrations rely on a candidate field value in order to work properly - so having the option to make the field required will guarantee better performance. Before the launch of this feature, candidate fields were optional except when used as a merge field in the offer form. 

This toggle will be visible in three locations within Settings/Admin > Candidate Fields: 

• when adding a new field using Add Field.

• when editing an existing candidate field.

• when creating a custom candidate field.

Once Required is toggled on, the candidate field will have the blue asterisk and display is an error when left blank.

FAQ

Q: Can any candidate field be toggled ‘required’? 

A: Yes, and per the first image the user can select form(s) will be toggled on.

Q: What is the default state of the ‘required’ toggles? 

A: Off.

Internal auto-reply templates

Customers using Internal Mobility or Employee Portal can now create separate auto-reply templates for external and internal candidates.

Admin configuration

Internal auto-reply templates can be found in the auto-reply settings, in the new tab called Internal Auto Reply (link). Like the existing auto-reply templates, their content and configuration can be customized by Admin users. 

The existing auto-reply template library will also remain in the auto-reply settings under the tab named External Auto Reply.

 

Internal vs External templates

An internal auto-reply will be used when at least one of the following is true:

• An internal candidate applies to an internal job ad (e.g. Employee Portal, Internal Mobility careers page, internal job widget, etc.).

• A candidate applies to a public or internal job ad using an email address matching the authenticated company domain.

• A candidate, whose profile already exists in the ATS and is flagged as "Employee", applies to a public or internal job ad.

In any other scenario an external auto-reply template will be sent.

Video Interview Integration

Video Interview Integration allows organizations and users with a Microsoft or Google calendar integration to request video links for interviews directly from the Interview Schedule interface. 

Microsoft Office 365 users will be able to request and include Microsoft Teams meeting links.

Google Calendar users will be able to request and include Google Meet meeting links. 

Who can use it?

The feature is available to users at organizations who have an active Microsoft or Google calendar integration. Read more about Calendar Integrations. Users who do not have an active calendar integration will not be able to use this feature.

How to use it?

Users can request video links in either the Schedule New Interview (manual) flows. Video links are not currently supported for the Self-Schedule Interview flow.

With an calendar integration, users will see the corresponding video service under Video Interview in the Where field. 

Selecting the video service for the integration will disable manual edits for the Enter a location field, as this is where the video link will be stored after the event is created. 

Selecting “Other Video” allows users to use manually generated links from other services.

 

Meeting details can be sent to candidates using the usual +Add invite to candidate message composition. 

• For emails, the video link URL is passed with the [m_meeting_location] merge field, so be sure to include this in the email when sending.

• For text messages, video link URL is sent to the candidate in the text confirmation as “Location” when the candidate responds to the invitation. 

Users (and other interviewers), can always view the video link URL in the Interviews tab, under the date and time of an interview instance. From here, it can be copied and sent in follow-up communications as needed. 

FAQ

Q: Why are the calendar links not clickable in the calendar event?

A: Calendar links are not clickable in the calendar event due to Microsoft and Google link generation and link placement in their respective calendar systems. Overall, Google (G Suite, Google Meet) lends itself to better overall user experience because of the tidiness of their link generation and service.

ReportBuilder Report Files Expiration Date Update

Data privacy is important to SmartRecruiters and our customers. In an effort to make continual improvements and to meet guidelines for data standards, report files (saved reports) will be automatically deleted 30 days after their creation, per the details in the report date column.