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Send messages to a candidate

  1. Go to Recruitment in the main menu and click on the job in which the candidate you wish to message.

    Recruitment_ss.png

  2. Select the candidate/s you wish to send a message and click Message.

    (In case you wish to send to all candidates, you can mark all of them from the list view)

    Screenshot_2022-11-02_at_15.19.41.png

  3. Choose which message template you wish to send - or write a message yourself

    Screenshot_2022-11-02_at_15.21.58.png

  4. Click Send now or Send later

    The message is/will be sent to the chosen candidates.

Note

Expert tips: Watch our video tutorial to personalize your automates messages to candidates in the recruitment process and promote sub-departments within the company

Send rejection to candidates

  1. Go to Recruitment in the main menu and go to the relevant job.

    Recruitment_ss.png

  2. Click the tab Candidates in order to see all candidates for this job.

    candidates_ss.png

  3. Select one or more candidates you wish to send a rejection, and click Proceed

    Screenshot_2022-11-09_at_09.48.28.png

  4. Click Disqualify and chose the disqualification reason to the candidate(s).

    Note

    The candidate will not be informed of the reason of disqualification. This is used for reports, see the tab Reports. Disqualification reasons can be edited in Settings+Templates.

    Screenshot_2022-11-09_at_09.50.48.png

  5. Click Save to disqualify the candidate. They will be put under Archived under Disqualify on the candidate overview.

    mceclip5.png

Fill and send forms to a candidate or user

Sending a form to a candidate and users in the system or an external mail address. The form could be a reference form or a video invitation form.

Send forms

  1. Go to Recruitment in the main menu and go to the relevant job.

    Recruitment_ss.png

  2. Select the candidate(s) you wish to send a form to and click Form.

    Screenshot_2022-11-02_at_15.48.18.png

  3. Choose the form you want to forward to the candidate.

    Screenshot_2022-11-02_at_15.51.00.png

  4. Mark Forward to candidate and choose the template you wish to use.

    Screenshot_2022-11-02_at_15.52.42.png

  5. You can also chose to write a text yourself.

    Note

    The message must contain this keyword [form.link], to ensure an active link to the form in the message for the candidate to open and fill in.

  6. Click Forward to send the message and the form to the candidate.

    Screenshot_2022-11-02_at_15.55.44.png

    Warning

    To send a forms to users with an external email address, proceed with the following steps.

  7. Select Forward to User in the system, instead of Forward to candidate, and repeat the process as listed above.

    Screenshot_2022-11-02_at_15.57.19.png

Note

You can send forms to users in the system or an external mail addresses (persons, who are not using in the system). It could be a special form for a reference person, or for a manager, who needs to fill in a form in connection with employment.

Fill forms

  1. Go to Recruitment in the main menu and click on the job in which you wish to fill out a form on a candidate

    Recruitment_ss.png

  2. Go to the Candidates tab and select the relevant candidate

    candidates.png

  3. Click Form and select the form you want to fill in

    Screenshot_2022-11-07_at_14.48.12.png

  4. Fill in the form and click Save.

The form is saved and can be seen and edited in the tab Documents

Screenshot_2023-01-02_at_11.13.48.png

Invite candidates to an interview

Invite candidates for a job interview using the following.

  1. Go to Recruitment in the main menu and click on the job you wish to conduct interviews for.

    Recruitment_ss.png

  2. Click the Candidates tab to see all candidates applying for this job and select the candidate(s) you would like to interview. Click Schedule.

    Screenshot_2022-11-02_at_14.52.27.png

  3. Fill in the following details about the interview.

    Sk_rmbillede_2020-11-06_kl._10.48.12.png

    • Type: Is this an Onsite interview or a Phone interview?

    • Title: Once a title is given to the interview, the candidates will also be able to see it

    • Interviewers: Add interviewers to partake in the interview

    • Duration: Choose duration of the interview

    • Time Zone: Choose the time zone of the interview

    • Note: Add a note for the interviewers, if necessary. This will be visible for interviewers only

    • Evaluation: Choose a form for evaluation of the candidate. This will be visible for the interviewers only

  4. Add time slots for the interview by clicking Find time or Add time slot. After, click Continue.

    Screenshot_2022-11-02_at_15.02.14.png

  5. Now you can easily add time slots for an interview and when you have chosen the slots, click Schedule X time slots.

    Screenshot_2022-11-02_at_15.06.49.png

    Note

    You can also create more time slots so the candidate can choose the most suitable time for them.

  6. You can hover your mouse over the Schedule X time slots to see more options.

    Note

    Other colored boxes represent the interviewers calendar if it is integrated.

  7. When the time slots are added, you can edit each time slot by clicking the downwards arrow in the top right corner.

    Screenshot_2022-11-07_at_13.57.38.png

  8. To decide how many candidates can attend each time slot, click the persons icon. Alternatively, you can choose if the time slot should be open or chosen for a specific candidate.

    Screenshot_2022-11-07_at_13.54.40.png
    Screenshot_2022-11-09_at_09.14.19.png

  9. You can select a location/meeting room for the interview, as shown below, if you have Microsoft Entra ID integration (read about this here) and your meeting facilities are integrated:

    Screenshot_2022-11-09_at_09.17.43.png

    Note

    You can also delete unused time slots when all the candidates have accepted, if you have created more candidates than you have.

    Screenshot_2022-11-07_at_12.38.35.png

  10. You can choose to send a SMS reminder to the candidate before the interview.

    mceclip2.png

  11. When you are done editing the interview details and time slots, press Continue

    Screenshot_2022-11-09_at_09.20.53.png

  12. You can notify candidates and/or interviewers by E-mail and/or SMS.

    Screenshot_2022-11-09_at_09.22.23.png

  13. You must choose an existing template next to language.

    Screenshot_2022-11-09_at_09.28.29.png

  14. Click Schedule and now choose the candidates who will be invited to an interview.

    Screenshot_2022-11-09_at_09.30.21.png

Note

To see if the invitation is pending, accepted, or rejected, look at the tab overview under Events.

Note

You can also invite the candidate on the candidate profile itself and you will be able to do the same regarding interview details and time slots.

Edit / cancel an event

There are cases in which you might need to edit or cancel an event, such as a first interview with a candidate, and the following article will show you how you can achieve this.

  1. Go to Recruitment in the main menu and click on the job in which you wish to edit/cancel an event.

    Recruitment_ss.png

  2. As the event has already been created, it is visible on the Overview tab of the job.

    Screenshot_2022-11-02_at_14.12.38.png

  3. By clicking on the event title, you can Edit or Cancel event. This will edit or cancel the event for all participants.

    Screenshot_2022-11-02_at_14.15.21.png

  4. By hovering your mouse over the candidate's name, you can Accept the event on behalf of the candidate:

    mceclip1.png

  5. Click the Edit button to continue editing the event. You can Add candidate and Add time slot suitable for the amount of candidates, as shown in the image below:

    Screenshot_2022-11-02_at_14.23.53.png

  6. You can also delete one or more candidates in the edit screen, without deleting the entire event, by hovering over their name and hitting the x icon. Here you can also add or change interviewers.

    edit_candidate_en.png

  7. Likewise, you can also change the existing time slots, location by clicking on the clock.

    Screenshot_2022-11-02_at_14.30.30.png

    Caution

    Once you have made the changes, remember to click Save.

  8. You are now able to send a message about the changes to the candidates an/or the interviewers, if necessary by clicking Send invitations+Notify candidate.

    mceclip4.png

    Alternatively, you can make the changes from the main menu's Calendar.

    mceclip5.png

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