Skip to main content
SmartRecruiters

July 2021 Release Notes

 

Our July 2021 release reflects our continued investment in helping our customers achieve Hiring Success throughout all stages of the hiring process - from Talent Attraction and Engagement, Collaboration, and Selection all the way to Management and Operating Model.

SmartPal Interview Self Scheduling

Requires:
  • SmartRecruit
  • +
  • SmartPal

For candidates who apply through a SmartPal chatbot, when recruiters send out a self-schedule interview request, they will receive a conversational response to schedule the interview (in addition to the regular email invite). 

Why is this useful?

There are two big advantages:

  1. Continuity of the channel where the candidate originally applied. This keeps the entire job discovery -> application -> Interview scheduling flow within a chat conversation.

  2. Higher conversion rate of interview self-scheduling. Chatbots are great at catching people on the move, and ensuring better conversion of this key step in the candidate flow.

How does it work?

  1. Recruiters don't need to take any additional action during the self-scheduling process. The system automatically detects the candidates who applied through chatbot and initiates a conversation.

  2. A self scheduling email invite is always sent. This is to ensure that there is always a fallback, in case messages are not seen by the candidate.

  3. For these candidates, there will be a label that indicates that this candidate will be reached on the chatbot as well.

  4. In case there are multiple chatbots deployed, the chatbot (and the channel - eg: sms, whatsapp) where the candidate made the application will be used.

  5. For web based chatbots, this feature will not be available, as we cannot always guarantee the messages reaching the user (candidate closes the browser).

Screen Shot 2021-07-15 at 8.27.20 AM.png

Initial chatbot message to the candidate:

clipboard_e0a7d9cf25dd5635452a0aa70858d6603.png

Candidate reviews the interview slot options: 

clipboard_eb738ec44c87f4cf832359d38d0593fe9.png

Candidate confirms the interview slot:

clipboard_ee6537bc6cbbe71ec51908d5ce8b51a23.png

SmartCRM: Screening, Filters, Segments

Requires:
  • SmartRecruit
  • +
  • SmartCRM

 Keeping track of prospects in SmartCRM needs to be easier. The three updates for our customers will help them tag, segment and filter prospects much easier than before.

Tagging and Segmenting Applicants Based on Form

Screen Shot 2021-07-01 at 4.30.07 PM.png

Segmenting prospects is easier than ever before. We’ve noticed that our customers need to segment prospects and apply tags not just when they are in the system, but also when they are created. When creating a form, you are able to select certain tags and apply them to all prospects who have completed that form. 

Screen Shot 2021-07-01 at 4.31.18 PM.png

Like segments? Well, you can do the same. Whenever a prospect applies through any form you’ve created, you are able to automatically add them to a segment as well.

Combining both will allow you to make combinations that keep your CRM organized.

Filtering

Now you will be able to filter based on job and org fields assigned to SmartCRM right on your community page. You’ll be able to use this feature to get to your specific applicants faster without having to go through the hassle to remember names or any other information. Look at the job or field org and go from there.

 
Need to show or hide them? If you want the field visible, it must be enabled on both the settings page, like so.

Screen Shot 2021-07-01 at 4.32.05 PM.png

And also on the field editing page, which you can get to by clicking on the pencil icon.

Screen Shot 2021-07-01 at 4.33.41 PM.png

If you would like to add a field, just click on the add field button on the settings page. You’ll find it at the top of the settings page:

Screen Shot 2021-07-01 at 4.39.52 PM.png

If you look at filters, you’ll notice we’ve already got you started by adding a date range filter.

Screen Shot 2021-07-01 at 4.37.45 PM.png

Scorecard Library

Requires:
  • SmartRecruit

Allowing Administrators to set up a scorecard criteria library so that they can centrally manage recurring scorecard criteria and ensure consistency in how candidates are being assessed by Interviewing teams.

Understanding the Scorecard Criteria Library:

Under Settings/Admin > Configuration, there is now a new page called “Scorecard Criteria Library” which allows administrators to:

  • Add new criteria, 

  • See list of all criteria that have been defined,

  • Search through the criteria based on Name and Description,

  • Filter list of criteria based on the org fields that have been set up (find more details under “Creating a new Scorecard Criteria” section below),

  • Sort the list of criteria based on Name (alphabetically), Created Date, Last Update Date,

Under each criteria, administrators will be able to see the criteria name and description by default.  In addition to that, they will also be able to:

  • Expand the criteria to see questions that have been added

  • Edit and Delete the criteria

  • Hover over the information icon to see additional information (last edited date users and number of active jobs this criteria is applied to)

Note: All edits and deletions will not affect existing jobs and reviews. Changes will only be applied on a going-forward basis (e.g. new jobs that are created after changes are made).

scorecard-library(1).png

Creating a new Scorecard Criteria:

After selecting the “+ add new” button on the top right, administrators will be brought to the criteria details page where they can define the:

  • Criteria Name

  • Description

  • Interview questions (optional)

  • Org field filters

  • Editable at job level (or not)

Typing in the Criteria Name will allow you to search through the existing default criteria library and existing custom criteria.  This will ensure administrators will not be creating duplicate criteria by accident.  To copy from an existing criteria, they will only need to select the desired criteria in the dropdown and the relevant information will automatically populate for them to make the necessary edits.

Org field filters will determine which jobs will automatically apply the scorecard criteria at the point of job creation.  For example, if the scorecard criteria “Programming Skills” has “Department = Engineering” selected, then all jobs created where Department = Engineering will have “Programming Skills” added to its scorecard when such jobs are created.  This will also apply to jobs that are created through public API.

Editable at job level toggle will control whether Hiring Teams can edit the scorecard criteria in the job regardless of their scorecard permissions in Admin/Settings > Hiring Team Roles.  If this toggle is “on” Hiring Teams with edit scorecard permissions will be able to edit and/or delete the criteria after it has been added to the job. If this toggle is set to “off”, then the criteria cannot be edited or deleted from the job. 

Any changes made to the criteria at the job level will not feed back to the library and will also not be visible in other jobs.

Apply to active jobs toggle if selected will apply the changes made to the criteria to all active jobs only.  This will be helpful if there are minor edits such as spelling mistakes, clarifying information etc to criteria.  The default is to only apply to newly created jobs to avoid having inconsistencies in criteria between candidates within the same job.

scorecard-library(2).png

Adding Scorecard Criteria to a Job:

There are multiple ways where scorecard criteria can now be added to a job.

  1. Scorecard Criteria Library (new)

  2. Applying a Job Template or Copying an existing job in the Job Posting wizard (existing)

  3. Adding scorecard criteria directly in the job (in the Job’s “Hiring Process” tab) (existing)

How each of them works:

  1. If a scorecard criteria has been defined in the library and the org fields configured matches the org fields of the job created, then the scorecard criteria will automatically be populated into the job and be visible in the job’s “Hiring Process” tab upon creation. This will also apply to jobs which are created through public API.

  2. If the job template or the job that is being copied already has criteria included, all criteria will also be added to the job automatically (as per current behaviour).  Meaning if users are creating a job from a job template and the org fields also match the scorecard criteria configured through the library, the job will include both sets of criteria (everything that was in the job template, plus the criteria that were added based on the scorecard criteria library configuration).

  3. If a hiring team member with edit access to the scorecard would like to add criteria directly to the job, they can continue to do so in the job’s “Hiring Process” tab.  The criteria search available in the “criteria name” field will no longer return criteria across all jobs.  Instead, it will only return default system criteria and criteria from the scorecard criteria library.  This will allow administrators to drive consistency and standardization across jobs, and also avoid hiring teams from being distracted by position-specific criteria created by other users.

Similar to the existing behaviour, administrators and hiring teams will not be able to create criteria with duplicate names (in both the scorecard criteria library and within the job).

The only scenario where this may happen would be if:

  • “Criteria A” was added to “Job A” from the scorecard criteria library, then edits were made in the description to better meet the job’s needs (let’s call this “Criteria A (edited)”).

  • When creating “Job B”, the user decided to clone “Job A” (which contains “Criteria A (edited)”).  And because the org fields also matched the scorecard criteria library setup, “Criteria A” is also added.  

As a result, “Job B” will then see 2 versions of the Criteria A - “Criteria A” from the library, and “Criteria A (edited)” cloned from “Job A”.  In this case, users will need to choose which criteria they would like to remove from the job to avoid duplicates which may confuse interviewers.

FAQ:

  1. What will happen to existing criteria that are added onto jobs?
    All criteria that have been added by users in the past will not be visible in the scorecard criteria library by default so administrators are able to create the scorecard criteria with a clean slate.

    However the criteria that have been added to jobs up until the release will be searchable under the Criteria Name search in case administrators would like to have them added to the scorecard criteria library.  Similar to adding a new criteria, administrators can type in the criteria name and select the one they are looking for and save it accordingly.

    If there are criteria that administrators no longer want in their default list, they can also choose to clean up the default list by adding them to the scorecard criteria library with the same method above and then deleting it.

    Any changes made to the criteria will only apply to jobs created on a going-forward basis.  Existing jobs will not be affected.

  2. Will the Scorecard Criteria Library be manageable by Delegated Administrators?
    Yes, Delegated Administrators (if permissioned) will be able to access the Scorecard Criteria Library as well.  This will include limiting their permissions based on access groups.  Please find more details on the Configuration > Delegated_Administrator page.

Custom Email Domain

Requires:
  • SmartRecruit

Conversation emails from hiring teams and system generated notification emails to candidates have always been sent from the SmartRecruiters’ @smartrecruiters.com domain. To help increase your brand’s visibility and to potentially reduce the response time from candidates, admins can now configure custom email send domains in SmartRecruiters.

To configure a custom email send domain, admins need to have access to the domain’s DNS records in order to authenticate the email domain in SmartRecruiters. 

Once an email domain is authenticated, admins can choose the domain; both conversation and notification emails will be sent from that domain. 

When candidates receive these emails, both system notification emails and conversation emails from notification@smartrecruiters.com will be sent from notification@yourcustomizeddomain.com.

Candidate Deletion Notification Emails

Requires:
  • SmartRecruit

Recruiters receive a lot of system-generated email notifications for profile deletions, when there are: 1) candidate self-deletion via candidate portal; 2) data retention deletion; 3) consent related deletion. In most cases these emails are for reference and not actionable. Going forward, customer Admins will be able to configure these emails to instead go to the SmartRecruiters Support team where they will be retained for 60 days before being permanently deleted.

The configuration will default to Recruiter receives automated deletion notification emails, but when the Admin changes the setting, the emails will start being routed to SR Support immediately. If the customer has a question about a profile deletion, the Admin can raise a support ticket (using Contact Support from SmartRecruit)  with the first and last name of the candidate and receive information about whether the profile was deleted due to global compliance.

Developer Site Refresh

Requires:
  • SmartRecruit

The SmartRecruiters Developer Documentation site https://dev.smartrecruiters.com/ will be refreshed with new design and new content. Apart from existing endpoint documentation, additional guides are available covering different use cases. More examples are provided on building and interacting with SmartRecruiters APIs.

You can visit the new Developer Document Site here

Mobile Tasks

Requires:
  • SmartRecruit

Tasks will now be available in Hiring App!  Allowing recruiters and hiring managers to stay updated with all the tasks they have at hand, even if they are not at their desks.

Tasks Tab

A new tab will now be available under the home screen called “Tasks” where the page will be divided into 2 sections:

  • Tasks:  Will display the number of tasks users have outstanding under 3 groups - high priority, due today & overdue, all tasks.  By default, this list will show “My Tasks” but if selected, users can also switch between “My Tasks”, “Assigned Tasks” and “All”.

  • Approvals:  This will be equivalent to the Approvals Widget which you see in the homepage on desktop, where users can see all Job and Offer approvals which are pending their action.

(on Android)

(on iOS)

Mobile Tasks (Android Main).png

Mobile Tasks (iOS Main).png

Tasks List

After clicking into the selected category, users will be able to see the list of tasks related to the selection.  Here, you will be able to:

  • See a quick preview of the task information,

  • Complete the task by tapping the check icon on the left, 

  • Filter and sort tasks with the filter icon on the top right icon, and

  • If the task is assigned to someone else, users can see the name of the assignee by tapping on their avatar

In addition to the above,

(on Android) users can:

  • Update the due date by tapping on the due date

  • Archive tasks by swiping left on the task

(on iOS) users can: 

  • Update the priority flag, due date and archive the task by swiping left on the task

Mobile Tasks (Android Swipe).png

 

Mobile Tasks (iOS Swipe).png

After selecting the filter icon, mobile users will have the option to:

  • Select a toggle which would automatically filter out tasks which cannot be completed on mobile

  • Select individual tasks which the users are interested in, and

  • Sort tasks based on Due date or Created date (new to old & old to new)

(on Android)

(on iOS)

Mobile Tasks (Android Filter).png

Mobile Tasks (iOS Filter).png

Task Details

To see all information related to the task, users will just need to tap on the task itself and they will be brought to the screen below where they can see:

  • Name of the task (task type and its associated application or job)

  • Due date

  • Who it’s assigned to

  • Details added

  • Last activity on the task

On the top right corner, users will be able to find action buttons to:

  • Mark task as complete

  • Add or remove the priority flag

  • Update due date, and 

  • Archive Task

Last but not least, at the bottom of the page, there will also be a “go to task” button which will take users to the related application profile so they can complete the task. Kindly note though that for tasks that cannot be completed on mobile (such as scheduling an interview), this button will be inactive and there will be a note letting users know that the task can only be done on desktop.

(on Android)

(on iOS)

Mobile Tasks (Android Details).png

Mobile Tasks (iOS Details).png

Report and Dashboard Navigation Refresh

Requires:
  • SmartRecruit

SmartRecruiters is pleased to make finding reports and dashboards easier in the system. You’ll notice that your navigation has changed.

Screen Shot 2021-07-07 at 3.45.09 PM.png

Both the navigation for reports and dashboards have changed to make the other reports and dashboards easier to access. We’ve added the ability to access different versions of report and dashboard types by clicking on the name at the top of the page.

SmartConnect - Experian Right to Work

Requires:
  • SmartRecruit
  • +
  • SmartConnect

This is a paid offering.  Please contact your CSM or Account Manager for additional information

Overview

SmartRecruiters is pleased to offer a connector that will allow customers to trigger a right to work check and validate documentation provided by candidates through Experian. Customers will be able to trigger this either through the inline assessment portion of SmartRecruiters workflow or by associating the assessment at a stage of their Hiring Process workflow in SmartRecruiters.

Workflow Steps:

  1. The user on the candidate application requests an assessment from Experian on the interview step or through the assessment box on the candidate application page 

    1. If the assessment has been created in Experian then the user will be able to send the candidate for a work check 

  2. The candidate will receive the order from Experian to complete the assessment process by providing the required documentation

  3. Upon completion of the process, the assessment details will be sent to SmartRecruiters and display on the “Assessments” box on the candidate’s application

    1. If the candidate passed the work check and documentation validation process, in SmartRecruiters the assessment will have a status of Approved

    2. If the candidate fails the work check and documentation validation process, in SmartRecruiters the assessment will have a status of Rejected

    3. While the candidate is taking the assessment the status in SmartRecruiters will be Pending

  4. A link to the Experian check will be presented to the user within the connector in SmartConnect

Connector Enablement

  1. User to provide with the Username and Password from Experian to the CSM

  2. User to create assessment in Experian Right to Work platform

  3. The Experian RTW assessments should be visible in SmartRecruiters 

SmartRecruiters Integration Configuration

*Required Step: Navigate to Settings / Admin → Apps & Integrations, look for “Experian Right to Work” and make sure to activate it (the green circle will indicate a status of active).

Ex:

Option 1. Navigate to Settings / Admin → Hiring Process and configure the “ASSESSMENT” to the Hiring Process on the “Interview” step

Option 2. Navigate to application page on a candidate and browse for new assessments

Screen Shot 2021-07-06 at 11.47.43 AM.png