TalentFlow Reference Guide

TalentFlow

Reference

Guide

Head Office

2 Sheppard Ave. East Suite 700 Toronto, ON M2N 5Y7

1-877-223-1833

Contents

SECTION 1:

About this Document... 1

SECTION 2:

Your Employers Toolbox ... 2

2.01 Logging Into Your Employer’s Toolbox ... 2

2.02 A Quick Tour Of Your Employers Toolbox ... 3

2.03 Setting Your Personal Defaults... 6

SECTION 3:

Create Job Requisitions and Post Jobs ... 8

3.01 Using Requisition Builder ... 8

SECTION 4:

Manage Job Applicants... 19

4.01 View/Edit My Requisitions... 19

4.02 View Matched Candidates ... 19

4.03 View Attached Résumé... 21

4.04 Manage Candidates... 21

SECTION 5:

Managing Job Requisitions ... 24

5.01 Extending a Job... 24

5.02 Putting a Job on Hold ... 24

5.03 Closing a Job... 25

5.04 Searching Job Requisitions ... 26

SECTION 6:

Search Database for Candidates ... 27

6.01 Search Candidates ... 27

6.02 View Saved Searches... 28

6.03 View / Edit Candidate (Search by Candidate Name) ... 28

6.04 Add Candidate ... 28

SECTION 7:

Pre-Screening Questionnaires ... 29

7.01 Create a new Pre-Screening Questionnaire... 30

7.02 Pre-Screening Questionnaire Scores... 33

SECTION 8:

Email Questionnaires ... 34

8.01 View/Edit Questionnaire ... 35

SECTION 9:

GLOSSARY... 36

For assistance, please contact our support team at

1-877-223-1833 or [email protected]

NOTE: The screenshots provided in this document are taken from a demo account. Candidate and job data is fictitious; any similarities are unintentional. Your TalentFlow system may present features and/or customizations that differ from this document.

SECTION 1:

About this Document

This Reference Guide is designed to quickly teach you the most important functions you need to know when using your TalentFlow Applicant Tracking System (ATS) to manage your job seekers and

streamline the process of hiring the best-qualified staff. You will also discover some of our favorite tips to fully benefit from the product’s features.

WHAT IS TALENTFLOW?

TalentFlow is a cost-effective and complete end-to-end solution for managing your staffing process.

TalentFlow has all the major features that employers look for in an Applicant Tracking System, plus some unique features that offer distinct advantages over other systems.

As you read this document, you will learn how to use the powerful tools and functions that make up Brainhunter’s premier Applicant Tracking System.

Section 2 shows you how to log into your Employer’s Toolbox and set up your personal defaults. Section 3 you learn how to use the Requisition Builder to post jobs to your corporate career site. This section includes many tips on creating job requisitions that attract qualified candidates for your job.

Section 4 demonstrates how to Manage Applicants Online. You can view candidates’ profiles, book interviews, decline candidates or record hires – all from within your TalentFlow career site.

Section 5 demonstrates how to Manage Job Requisitions. You can extend job postings, put a job on hold or close a job.

Section 6 explains how to Search for Candidates without posting a job.

Section 7 you learn about creating Pre-Screening Questionnaires to improve the selection process.

Section 8 shows how to create email questionnaires.

TalentFlow’s Reference Guide provides all the information you need to start using your Applicant Tracking System (ATS) right away. If you ever have questions or need further assistance, we are just a mouse click or call away. Our contact information is available on our HELP pages and on the cover of this manual.

Lets get started !

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Note

TalentFlow provides online, real-time reports that measure and compare your key Human Resources metrics based on your activities within the system. You can use this to track cost-per-hire, time-to-hire and other critical data. There is a separate user guide just for reporting.

SECTION 2:

Your Employers Toolbox

2.01 LOGGING INTO YOUR EMPLOYER’S TOOLBOX

Type http://www.talentflow.com into the address box of your browser and press Enter. Log in to the system with your assigned Username and Password. Click Go.

Your Employers Toolbox will open.

2.02 AQUICK TOUR OF YOUR EMPLOYERS TOOLBOX

Your Employers Toolbox typically contains six menus with links to all of the tools and functions that are available to you. The menu will vary slightly depending on your user access level and the modules enabled in your TalentFlow system. Here is an overview of the functions you can perform with each tool.

Routed Candidates: Candidates that have been routed to you by other TalentFlow users. Interview Schedule: Details and times of booked and confirmed interviews.

Candidate Offer Requests: Details pending offers to candidates. (not a standard feature and not for all users) Approval Requests: Details pending job requisitions to be approved. (not a standard feature and not for all users)

Welcome YOUR NAME of YOUR COMPANY AME

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Tip

Clicking on the word “Toolbox” at the top of your screen will always bring you back to the Employers Toolbox (this) menu.

Requisition Builder: Creation of job requisitions. Jobs can be posted to multiple sites including your corporate career site and your internal career site (Intranet).

View/Edit My Job Requisitions: Manage your posted, in progress and pending requisitions, short listed candidates, and links to matched candidate profiles.

View Company Requisitions: See a company-wide table listing of all open requisitions. (standard feature, but not for all users)

View Group Jobs: See open requisitions for other TalentFlow system, within your organization, attached to your system. (not a standard TalentFlow feature)

Search Requisitions: Search for a specific requisition by author, status, location, job stream, job type, keywords, hiring manager or requisition type.

Add Requisition Template: Build a job requisition template for future use that can be accessed from the Requisition Builder as a Company or Personal Template.

View/Edit Requisition Templates: View and edit the details of your Company or Personal Templates.

Pre-Screening Questionnaire: If enabled, this menu will take you to the Pre-Screening

Questionnaire Library. You can search for, build, copy and edit pre-screening questionnaires to be attached to specific job requisitions. (not a standard TalentFlow feature)

Email Questionnaires – Create Questionnaire: If enabled, this function allows you to create custom-made questionnaires and send them to candidates. A questionnaire can be attached to a job requisition or to a specific candidate. (not a standard TalentFlow feature)

Email Questionnaires – View/Edit Questionnaires: Edit existing questionnaires. (not a standard TalentFlow feature)

Search Candidates: Perform simple or advanced searches in your résumé database to find matching candidate profiles.

View Saved Searches: View results of saved candidate searches.

View/Edit Candidates: Search individual candidate files by name or email and add comments. Add Candidates: Manually add candidates into the database. (standard feature, but not for all users) Job Seeker Action History: View a summary of candidate actions over a selected time period. Actions tracked include new registrations and résumé updates.

Edit Username and Password: Change your username, password or change your email address. Add/Edit Personal Defaults: Fill in or edit your contact information. Also, fill in the information that will be used as a default for online interview booking.

Edit Company Defaults: Defaulted contact information for company. (Admin user feature)

Add/Edit User: Add a new username and password for someone in your company. (Admin user feature) Add/Edit Auto-Acknowledgement Emails: Customize automated email notifications which go out to candidates. (Admin user feature)

Edit Candidate Update Reminder: Customize automated email notification which goes out to candidates who haven’t logged in to their account for a specified period of inactivityin the last 180 days. (Admin user feature)

User/Company Metrics: Select variables to generate real-time reports. Reports statistics such as number of jobs posted, number of hires, dollars spent, cost per hire, average number of candidates interviewed per hire, average time to hire and average salary. This tool is called Report Generator.

Pipeline Reports: Select variables to generate real-time reports. Reports statistics such as number of candidates in you’re a-List, number of routed candidates, number of interview by requisitions. Drill-down one more level to report on candidate statistics in relation to a requisition such as routed date, interview date, status of application.

Applicant Status Report: Select variables to generate real-time reports. A simple report providing the status of candidate applications grouped by requisition. (not a standard TalentFlow feature)

Job Seeker Statistic Report: Review statistics such as number of job seeker by source, job type, job streams and by location. This report is available on a monthly basis.

Job Statistic Report: Review statistics such as number of jobs by Job Type, job stream and by location. This report is available in a monthly basis.

User Company/Tracking: Generate a log of recruiter activities on your TalentFlow system grouped by recruiter. View additional details of activities for a specified recruiter by clicking the button Show Details.

Recruiter-Candidate Interaction Report: Monitor the interaction of recruiters assigned to specified candidates. Candidates assigned to a recruiter are grouped on a timeline by most recent recruiter interraction. This is an excellent way to follow-up with potential candidates after 30, 60 or 90 days since the last interraction. (not a standard TalentFlow feature)

EEO Report: Generate Equal Employment Opportunity reports to comply with U.S. government requirements. (not a standard TalentFlow feature)

Career Site Setup: Add or edit your career site defaults. (Admin user feature)

2.03 SETTING YOUR PERSONAL DEFAULTS

Most of the contact information for your account is entered during the setup process. Check the accuracy of your contact information by clicking Add/Edit Personal Defaults. It is also important to add the default contact information that will be used for online interview booking, since this information is not

automatically added during the setup procedure.

In your employer’s toolbox, Under the Customize menu, click Add/Edit Personal Defaults.

STEP 1: ENTER OR EDIT YOUR CONTACT INFORMATION

Once at the Add/Edit Personal Defaults page, you will find a series of four dialog boxes: Your Contact Information

Your Location Address Your Billing Contact Your Billing Address

STEP 2: SET UP DEFAULTS FOR ONLINE INTERVIEW BOOKING

This is where you set up the information that TalentFlow will use for automated email response messages.

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Tip

Entering Your Interview Defaults is crucial to your ability to book interviews electronically. For example, if you have not entered your interview defaults and a suitable candidate responds affirmatively to an automated interview request, he or she will not receive a return email from you containing your detailed contact information.

If you prefer to contact candidates by phone to schedule an interview, this function can still be a very helpful email tool for confirming your telephone conversation. In addition, it ensures those calls remain brief, as specific directions to your location can be emailed for the candidate to print out versus to fully explained over the phone.

SECTION 3:

Create Job Requisitions and Post Jobs

3.01 USING REQUISITION BUILDER

Open your Employers Toolbox (see page 2).

Scroll down to the Requisitions Management menu.

Click on Requisition Builder

STEP 1: GETTING STARTED

There are two ways you can build a job posting. 1. Using Templates

2. Using an old requisition that was created and posted in the past

Using Templates:

You can create a new template or search for one that already exists. To create a new job requisition using an existing template select Requisition Builder and follow the instructions below.

Select a Job Stream from the list box.

Select a Template. Blank Template is the default. Each job streamhas a pre-built blank template you

can use. You can also select from Company Templates or Personal Templates from the drop-down list.

Click Use Template.

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Tip

Consult with your TalentFlow Account Manager at Brainhunter for more timesaving tips on using & building a robust list of templates.

Using an old requisition

You also have the option of using a requisition that was created in the past. If you scroll to the bottom of the first page; it gives you the option of Searching For and using an Old Requisition. Here you can search by keywords in the job, recruiter, hiring manager, job stream, location or candidates hired for a specific job.

STEP 2: JOB POSTING & TRACKING DETAILS

This step is the lengthiest, but most important part of the job requisition. Here you are asked to enter ALL of the details for the requisition, including Internal Tracking numbers, Job Posting Details, Contract Details, Job Location/Pay Details, minimum Experience and Education requirements, the Job Description, Company Description and any job notes. This information will be used by Report Generator to track and report your Human Resources Metrics.

Fill In Internal Tracking Details

The Job Author is you. You are the person posting this requisition. If you are posting on behalf of someone else, use the pull down menu to select the appropriate person.

If you are working on this requisition with another recruiter or a hiring manager, you can Share Job With that person. This person will have access to both the requisition and the candidates for that requisition.

Note: The tracking questions will vary from client to client. The questions in your TalentFlow system may not be the same as shown in this image.

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Tip

The option to Search For and Use an Old Requisition is useful when you want to use a similar requisition. For example, you may have hired for an Administrative Assistant position within the sales department and now require an Administrative Assistant in the marketing department. The roles are similar in terms of overall function, but slightly different in their specific departmental duties. This is an excellent opportunity to use an old requisition and edit sections of the posting such as department information, etc.

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Tip

It’s important to fill in all of these fields. Incomplete fields may impact your reports and make them less complete / accurate.

Fill In Job Posting Details

You will need to fill in crucial details about the job, such as start date, job title and job stream. All of the fields and options in the Job Posting Details dialog box are required in order to post your requisition. These details are used by TalentFlow’s engine to generate appropriate selections in the skills, experience and eduction dialog boxes which appear in Step 3 of the Requisition Builder.

The Start Date of Employment is the date that the new hire is to begin work. The default is set to ASAP (As Soon As Possible).

The Posting Date is the date that the requisition will begin to be advertised on your career site.

The Expiry Date is the date that this requisition will stop being advertised. The default is set for 30 days. The system will send an email reminder to the job author in advance of the expiry date.

Enter a Descriptive Position Title for your posting. If your career site is bilingual, you will be requested to enter the position title the ‘other’ language (in this case French). NOTE: You must complete at least one position title field in order to post your ad. You still have the choice to post a unilingual ad.

Fill In Contract Details (if applicable)

Contract details are required only if you are posting a contract position.

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Tip

A descriptive, easy to understand job title will attract more qualified job seekers.

You will get better matches if you make the Descriptive Position Title very specific. For example, “Programmer Analyst” is too general. “C++ Programmer Analyst” would be more likely to result in finding candidates that meet your needs. Likewise, “Compensation & Benefits Analyst” is preferable to “Human Resources Specialist”.

Fill In Job Location Details

Select the Job Location for the position.

Provide Additional Location Details as necessary.

The “Where do A-List Candidates Live?” field is driven by the candidate’s home location. If you choose “Same Town/City”, the system will move any out of city/town candidates to your B-List.

Indicate if your organization will Sponsor Work Permits for the position.

Fill In Pay Details

Indicate the Miniumum and Maximum Salary/Rate for the position.

Salary and other numeric fields must contain numbers in 'calculator' format – no commas or spaces. Do not use the letter 'K' as and abbreviation for thousands. The Salary/Rate Requirement can be completed with either an hourly rate or an annual yearly salary amount. Only the Max field is required. The Min field is optional.

Select whether to Display Salary/Rate to Job Seekers. This option defaults to “No”.

Select whether to Display Salary/Rate to Vendors. This option defaults to “Yes”.

Select whether to post the requisition confidentially - so that job seekers cannot see your company’s contact information in the job posting. This should be used only if the requisition is NOT posted to your corporate career site or intranet.

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Tip

If it’s a commissioned job, set the maximum at the target income for that position.

Generally, employers choose not to display salary to job seekers unless it’s above average. However, keep in mind that displaying something that is considered to be a competitive advantage such as an above average salary, will also be viewable by your competitors. Potentially exposing key salary figures and retention info for your firm.

Having said that, you must enter at least the maximum salary for the position – even it is not displayed to candidates. This is because the TalentFlow system uses this as one of the criteria when it matches candidates to your job posting. The system compares your maximum salary to the candidate’s minimum salary requirement and sorts candidates into you’re A-list or B-list accordingly.

Set Up Experience/Education Details

NOTE: The Specific Degree Required section also contains certifications and professional designations.

Fill In Job Description

Cut and paste the job description from a word processor (e.g. MS Word) into the text box in the Job Description dialog box. For bilingual career site, you may post a bilingual posting by filling in the English and the French job description field. You may also post unilingual requisitions at your convenience.

If you are running Internet Explorer v4.0 or greater on your computer, you will be able to click on the “Format Job Description Text” button to format your job description and make it more appealing. Once complete, the TalentFlow system will automatically convert all of your formatting into the appropriate HTML code. For those of you who are used to entering HTML code in your job postings – this function makes posting a job much easier and is a huge timesaver!

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These items narrow the search so you attract the job seekers that most closely match your ideal candidate profile. The availability of a specific skill set in the job market should guide your choices here. Be careful not to narrow your search too much thereby passing over job seekers with equal but alternative types of education or experience. For example, if you are looking for a Java programmer and select that you require a Bachelors degree, you may miss a job seeker with a diploma and 6 years of Java experience. It’s often best not to require a specific degree, unless it is an absolute “MUST HAVE” for the position.

Internal Job Posting Details

If this job is being posted to you internal job board (intranet), you can include additional information for internal applicants only. This may include pay grade or reporting information for the position.

Add Job Notes

In this section, you can type confidential notes that will not be visible to job seekers. Only individuals within your company who have access to the TalentFlow system & job posting can see these notes. Job seekers see only the job description and your company description.

Save and Continue

By clicking on Save and Continue, you have not posted your requisition yet. At this point Brainhunter scans your requisition to identify job positions, core skills and non-core skills that match the job stream, keywords and job description information you indicated.

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Tip

Job description and Job Title are key factors in attracting job seekers. Make this as descriptive as possible. A clear and detailed summary of the position, along with a list of the responsibilities that go along with it, will help a job seeker decide if this position is suitable for them. If possible, it is ideal if you can provide

candidates with a specific department overview as many candidates are able to research information on your company, but may have difficulty finding out more about the specific department.

Try to appeal to job seekers’ desire for growth. Tell them what they must have in order to be qualified to apply, but also what they will learn and be responsible for once in the role / company. Avoid acronyms or internal terminology and lingo that candidates outside of your firm would not understand.

Your Brainhunter Account Manager can help you with the wording or may be able to provide a similar job description that you can use as a guide.

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Tip

This is a good place to put details that you can’t put in the job description, but that are important for Recruiters / Hiring Managers to remember when reviewing candidates for this position.

You can type notes like, “Replacement for Lisa’s maternity leave” or “Due to budget constraints, max salary is $ ##,### per year – no room for negotiation with candidate” or “Department morale is low, candidate must have very positive personality” or “Department is scheduled to go through re-structuring in Q4” for example.

STEP 3: SET UP A SKILLS AND EXPERIENCE PROFILE

In this step,you can create a profile with basic requirements needed for the position. The criteria you select here are compared to job seekers’ files to generate matches for your requisition.

Select Position Functions, Core Skills and Additional Keywords

Brainhunter’s engine scans the information you entered in Step 2 and identifies Position Functions and

Core Skills that match the Job Stream and Job Description in your requisition.

Select one or more Position Functions and Core Skills from the lists. Specify the Minimum # of Years Experience required for each Position Function or define it as Nice to Have or Academic Only.

Under the Additional Keywords or Phrases section, type any keywords or phrases that will further clarify your requirements for the position. Use this section to locate specific words or phrases in a job seeker’s résumé. This may be useful if you require a specific skill or experience with a specific tool.

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Tip

Brainhunter’s search engine produces better results if you enter your BASIC requirements for the position. If your requirements reflect your vision of an IDEAL candidate, you may miss out on many qualified job seekers that do not meet all of your criteria for the ideal candidate. Remember, the more restrictive you make the skills, the fewer A-list candidates you will receive.

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Tip

Selecting more than one Position Function can increase the number of good matches if the position functions are similar, like Project Leader and Project Manager for example.

The Minimum # of Years Experience that you choose will determine the level of filtration of your search. As you select more years of experience, you will get fewer potential A-list candidates.

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Tip

Keywords work by screening candidate résumés and profiles for the EXACT words you have entered. Keywords MUST be separated by "AND" or "OR". You can use brackets to group terms. Please don't use spaces, commas, or any other separators. This is a powerful screening tool, but if used incorrectly, you may screen out ALL candidates from you’re A-list.

Good Keyword Syntax

“Software Sales” and “Cold Calling” (Java and (Oracle or SQL Server)) Bad Keyword Syntax

Nice to have Sales Experience (This is not technically invalid, but it will screen out ALL candidates since NO candidate will have this phrase in their résumé.)

Oracle, Java, SQL Server

Attach Pre-Screening Questionnaire Set Up

If this option isenabled, you may select a questionnaire by clicking on the Attach Pre-Screening

Questionnaire button. The Pre-Screening Questionnaire will be asked of all candidates as they apply for the job.

Create A-List by

Select how you would like the TalentFlow system to sort your A-list.

Skills Match Threshold of ___ % or higher: the A-List will be determined by the Brainhunter skills and experience matching system. The recruiter can set the minimum % score that the candidates must meet. The Pre-Screening Questionnaire will not determine whether candidates are selected for the A-List.

Pre-Screening Questionnaire Score of ___ % or higher: Only the Pre-Screening

Questionnaire will be used to determine A-List candidates. The recruiter can set the minimum % score that the candidates must meet.

Both Skills Match and Pre-Screening Questionnaire Score of ___ % or higher: The candidates must meet both the Skills Match criteria and the set Pre-Screening Questionnaire score as described above.

Attach Emailed Questionnaire

If this option is enabled, you may select a questionnaire from the Select Questionnaire drop down menu. If you choose to attach an email questionnaire to this requisition, this questionnaire will be emailed out to A-List Candidates only.

Preview Job

STEP 4: SELECT A POSTING PLAN

The Posting Plan dialog box allows you to select where your job requisition will be posted. You can post to your Intranet, your Corporate Career Site, and your Vendor Management System (VMS) -- all from your

TalentFlow career site. The selections available will depend the customized set up of your TalentFlow implementation.

Select the Corporate Career Site to post your job to your website.

Select Run Live Candidate search. If you check this box off,Brainhunter’s search engine will do a

preliminary search of your database for job seekers that match your requirements. After you click

Save and Run Live Search, the Match Preview table will appear with the results of this preliminary search. After viewing the Match Preview table, you again have the option to post the requisition, or you may select to edit the requisition in order to increase the number of matches.

Select Launch Vendor Selector to send this requisition to staffing agencies. (not a standard TalentFlow

feature)

STEP 5: SET MATCH THRESHOLD- Run Live Candidate Search

If you selected the Run Live Candidate Search option, the system will do a preliminary search of your database and compile a list of matches. These results are shown in the Match Preview table. The matched candidates are sorted according to how well they match the criteria in your requisition.

The Match Threshold is the minimum ranking percentage that you require. The threshold value can be set on Step 3 of the Requisition Builder (see Create A-List by). You may also modify the threshold

percentage value on the Run Live Candidate Search page by updating the value in the Match Threshold box and clicking the button Update Threshold and Reload. Only candidates that meet or exceed the threshold you assign will be matched to your requisition.

This page shows a sample of the number of individuals in your database that match your requisition. The ranking percentage indicates how closely these potential candidates match your requirements.

Beside each candidate’s name there is a checkbox in the Select column. Select the checkbox and click the Invite to Apply button to send an email invitation to apply to the requisition. Click the button Send Email to send an email to the selected candidates. Click the Submit to Job to send a copy of the

candidate profile to sected requisition(s). Clicking the button Send Email to Recruiter will submit an email to the selected recruiters containing a list of the canidates from the Run Live Search to be considered.

Once a requisition has been posted, you will receive a confirmation screen that your position has been posted. You will also have the option to Click here to continue to "view/edit my reqs" and a list of your job requisitions will appear.

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Tip

You can adjust the Match Threshold percentage higher or lower to control the number of potential matches.

If you have too few strong matches, you may want to make your requisition less specific or set the threshold lower.

If you have too many strong matches, you may want to make your requisition more specific or set the threshold higher.

At this point your requisition is posted to your career sites and other sources of job seekers you selected in the Posting Plan dialog box in Step 4. When qualified candidates respond to your job posting, you will be notified via email that there is a match for your requisition.

NOTE: Notification frequency depends on how you set your personal defaults

If you need to edit your requisition later, go to the Requisitions Management section of your Employers Toolbox and click View/Edit My Requisitions. To select your requisition from the list, click on the requisition number link.

You will have the opportunity to edit one section of the posting at a time by clicking on the appropriate link in the left navigation menu.

Use the Posting Version menu to view the different versions of the job posting:

¾ External Posting: this is how the posting would look to a job seeker on your external corporate web site.

¾ Internal Site Posting: this is how the posting would look to a job seeker on your internal (intranet) web site.

¾ Vendor Posting: this feature is available only to clients who have the Vendor Management System (VMS). This is how the posting would look to employment agencies.

Use the Posting Language menu to view the requisition in another language. This feature is available if your TalentFlow system is set as a bilingual (English/French) version.

SECTION 4:

Manage Job Applicants

4.01 VIEW/EDIT MY REQUISITIONS

Locate the Requisition Management area of your Employers Toolbox.

Click the View/Edit My Job Requisitions link.

You will seea list of all the current positions that you have posted. Click on a requisition number to review the requisition you posted.

Click a number in one of the Matches columns to view the profiles of candidates that applied to your

requisition. The total number of applicants is equal to the number of A-List matches plus the number of B-List matches.

A-List candidates meet or exceed the Match Threshold that you set. B-List candidates do not meet your

Match Threshold. You can click on the B-List number link and select a candidate to find out why specific candidates don’t meet your criteria (for example, “Missing one must-have skill.”)

4.02 VIEW MATCHED CANDIDATES

You can perform the following functions from the page that lists candidates who match your requisition: View profiles of matched candidates

Decline candidates

Request and schedule interviews Route candidates to other users

Track candidate history

Track the status in the hiring cycle for this position

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Tip

Not only does performing these routine tasks online save time but it also enables Report Generator to produce accurate reports that measure and compare performance.

In the Open Requisitions table, locate the requisition you wish to work with and click the number link in the A-List column.

You will see a list of names of candidates who match your requisition.

If you select an individual candidate by clicking the box in the Select column, you can perform various actions by clicking on the buttons at the top of the table. As you can see in the illustration below, you can

Route, Move, Add a Comment, Interview, Send Questionnaire, and Submit to Other Jobs or Decline a candidate just by clicking a button.

You can also perform these functions while viewing an individual candidate’s profile. Click on the name of any candidate in this list to open their profile.

The image above shows the top portion of a candidate’s profile. You can scroll down to see more details such as comments, skills and positions associated to # of years, cover letter, and references. If you are viewing a B-List candidate and want to know why they were not included on the A-List, scroll down and read the comments in the section called Candidate Comments to Employer.

4.03 VIEW ATTACHED RÉSUMÉ (NOT A STANDARD TALENTFLOW FEATURE)

Candidate’s can add their résumés in Word, HTML, RTF or PDF format. To view the original format of the résumé, click on the link at the top of the résumé section.

4.04 MANAGE CANDIDATES

Route a candidate to another user I. Click Route

II. Fill in the email address of the person to whom you wish to forward the candidate’s profile, or select that person from the drop-down list.

III. Type a message (if required). IV. Click Route.

Submit candidate to a Job I. Click Submit to Job

II. Select the requisition(s) where a copy of the candidate will be submitted. III. Select to submit the candidate to either the A-List or B-List.

IV. Click Submit.

Send an email to the candidate I. Click Send Email

II. Type in your email message in the box “Email to Candidates”.

III. You can send yourself a copy by selecting the checkbox “Send a copy to me”. IV. Click Send Email.

Invite candidate to apply I. Click Invite to Apply

II. Select the requisition(s) you wish to include in the invitation. By default you will see only your own requisitions. Click on the button “Show Company Jobs” to view more requisitions. III. Type in your email message in the box “Comments to Candidate(s)”.

IV. You can send yourself a copy by selecting the checkbox “Send a copy to me”. V. Click Send Invitation.

Decline by Candidate (Candidate has turned down the position) I. Click Decline by Candidate

II. Select an appropriate reason from the drop-down list. You may add additional comments in the text box below this field.

III. Click Submit.

Move candidate profile to B-List I. Click Move to B-List

II. A confirmation message will appear on the screen.

Request and schedule interviews I. Click Interview.

II. Fill in your contact information.

III. Choose Interview Type, either Face-to-Face or Telephone. IV. Enter your available interview Time Slots.

V. Fill in Location and Instruction information.

VI. Click Submit to email your interview request to the candidate.

The candidate will then select one of the interview times. An interview confirmation will be returned to the

Interview Confirmation link in the Inbox of your Toolbox. On the Interview Confirmation page all confirmed interviews are displayed, including time and date of the interview, the job requisition and the candidate’s profile.

Decline a candidate

I. Select an appropriate reason from the drop-down list. The candidate will receive an email advising them that they are no longer being considered for the position they applied for. The candidate will not however see the decline reason.

II. The decline acknowledgement is customized by your company under Add/Edit Auto-Acknowledgement Emails on the main Toolbox page

III. Click Decline.

Record reference check for a candidate I. Click Record Reference Check.

II. Select the appropriate Result. You may add additional comments in the text box below this field.

III. Click Submit.

Track a Candidate’s Application History

I. Go to the Candidate History section of the candidate profile.

II. The Candidate History section shows all open jobs that the candidate has applied to or been submitted to.

III. Click the button History. The history page shows you all of the jobs (including the closed jobs) the candidate has applied for within your company, including the date.

Record an Offer

In order to record an offer the candidate must be on the A-List for the appropriate Job Order. The offer and later the hire will be recorded against this job order.

This feature records the offer made to the candidate. This does not send an offer to the candidate.

Click on Make Offer

Pay rate is entered in the Salary/Rate Offered

Fill in the Desired Start Date

Fill in any additional fields personalized for your organization

Insert Comments if needed.

Click on Submit Offer

NOTE: All fields between Desired Start Date and Comments are personalized for your organization via the Company Defaults section of your TalentFlow system. It is also possible that you may not have any personalized fields in your system.

Record Hire

Once the offer is recorded, the Make Offer button is replaced by a Record Hire button. This feature records the hire in the system and is used to produce time to hire and cost to hire reports.

SECTION 5:

Managing Job Requisitions

The following features are all accessed through the View/Edit My Job Requisitions page.

5.01 EXTENDING A JOB

Three days before a job is set to expire, the job author will receive an email notification warning of the expiry date. If you wish to continue advertising the position, the expiry date can be extended. There are two ways to extend a posting:

1. Select the posting and click on the Extend Req(s) button. This will extend the posting for an additional 30 days.

2. Click on the Req # and edit the posting expiry date manually. Be sure to save your changes.

5.02 PUTTING A JOB ON HOLD

Sometimes it is necessary to put a job on hold for a while. Follow these steps to put a job on hold. Select the job

Select the reason for putting the job on hold Click the Delete/Hold Req(s) button

The job will no longer be advertised on any sites administered through TalentFlow. The job will be moved to the Expired/On Hold Requisitions section of the page.

To reactivate the on hold job:

Select the job from the Expired/On Hold list Click on Re-Activate Selected

5.03 CLOSING A JOB

Once the hire has been made, be sure to close your job req. Also, close the job req if the position is no longer required. This information will be used for reporting purposes.

Select the job from either the Open or Expired/On Hold

Select the reason for closing the job including how the job was filled Click on the Delete/Hold Req(s) button

Note: In TalentFlow a deleted job is a closed job. Deleted jobs can be searched and retrieved through the Search Job Requisitions page.

In TalentFlow an expired job is a job that is no longer advertised. This is not a closed job as the hiring process may not yet be complete.

5.04 SEARCHING JOB REQUISITIONS

From the toolbox, select the Search Requisitions link. From this page, you will be able to search and retrieve current and past job requisitions.

If searching for closed jobs, be sure to check the Deleted Req Status box.

If searching for a job req posted by someone else be sure to select Company Reqs.

NOTE: the “Cost Centre or Project Code”, “Division” and “Existing or New” fields above are examples of Internal Tracking questions. These questions may be different for your organization.

SECTION 6:

Search Database for Candidates

You can search your company’s existing database of job seekers without posting a requisition. This function is available to you from the Candidate Management section of your Employers Toolbox.

6.01 SEARCH CANDIDATES

To search for a candidate without posting a job, click Search Candidates under the Candidate Management heading in your Employer Toolbox.

You can perform either simple or advanced searches for candidates. You can narrow your search further by selecting criteria from the Advanced Search Criteria. Use the tab at the top of the page to switch to the Advanced Search Criteria page.

The following illustration shows the top section of the Advanced Search page. The following criteria have been entered:

Job Stream = Human Resources

This will limit the search to candidates who have expressed an interest in HR positions. Combine job stream with core skills, job functions or keywords for best results.

Job Location = Toronto, Ontario

This will limit the search to candidates who are interested in working in Toronto, Ontario. Candidates are asked both where they live and where they want to work. The job location field stores the information about where they want to work. For this field, candidates are presented with a list of all the locations where your company has offices or facilitates (same as the job location list for posting a job req).

You can also search candidates by:

Specific degrees,

Languages,

Keywords in the comments field,

Custom Tag questions,

Pre-Screening Questionnaire Scores, And many more fields.

6.02 VIEW SAVED SEARCHES

You are also given the option to save your search results, and view them at a later date and time. This is recommended when using the AdvancedSearch. After filling out a detailed profile and being presented with a specific candidate list that match specific criteria, saving your search will save you time when you want to quickly recall this candidate list in the future.

6.03 VIEW /EDIT CANDIDATE (SEARCH BY CANDIDATE NAME)

This option is used when performing a specific search with a known variable. You can search here by:

Candidate ID Number Last Name First Name Email Address Phone Number Job Stream Candidate Source 6.04 ADD CANDIDATE

This option is useful for a user if they receive a copy of a candidates résumé in hardcopy or via email and have to enter the candidates résumé into the system on the candidates behalf. Only the general candidate information fields are required to be filled out.

º

Tip

The Job Location menu contains the list locations where your organization has offices (place of employment). On the Search Candidates page, it represents where candidates whish to work. On the other hand, the Candidate Location search option represents where candidate live.

SECTION 7:

Pre-Screening Questionnaires

Pre-Screening Questionnaires can be very useful for identifying top talent fast. Use this feature to ask candidates questions as they apply to specific positions.

To view the Pre-Screening Questionnaire Library Go to the toolbox

Click on Pre-Screening Questionnaire from the Requisition Management section

This will open the Pre-Screening Questionnaire Library. It will show you all the questionnaires that you have available to use.

Before we get started we will define a few terms used in this module.

Author: the person who created the Pre-Screening Questionnaire is it’s author.

There are four status types for Pre-Screening Questionnaires:

Draft: a draft Pre-Screening Questionnaire is incomplete. Only the author of this questionnaire can edit or complete it. Draft questionnaires can not be attached to a job requisition.

Private: only the author of a private Pre-Screening Questionnaire can use that questionnaire. It can not be shared with other users.

Published: a published Pre-Screening Questionnaire can be viewed and used by others. It can be attached to any job requisition. However, only the author can edit it. Not all users can create published questionnaires. The Admin user for your

organization will determine who has this ability.

NOTE: once a Pre-Screening Questionnaire has been attached to a job requisition and candidates have answered the questionnaire, editing options will be limited. The questionnaire will become “locked” to ensure that all candidates answering questionnaire “A” will answer the same questions and be evaluated on the same criteria.

7.01 CREATE A NEW PRE-SCREENING QUESTIONNAIRE

Click on the Create New Questionnaire button

STEP 1: Language Selection

Select the language(s) for the questionnaire and a default language.

NOTE: If you choose more than one language, you will be entering the questions in all the languages you have selected. The candidates will be able to answer the questions in the language of their preference.

The default will be used if the language preference can not be determined.

Click Next.

STEP 2: Select Question Type

Select a question type by clicking on the link.

NOTE: to view an example of question using a specific Question Type, click on the link (view example).

STEP 3: Create a Question – Example: Yes / No Question

Click on Yes / No Question from the Question Type selection list. Enter the Question Text.

Select the correct answer for both the Min and Max.

If this is a required question that all candidates must answer, select Mandatory Question. If candidates who answer this question incorrectly would not be considered for this position,

select Knock-out Question.

Set a Question Value. The default value is 10. If you don’t change the question value, then all questions will be weighted equally. If one question has a greater importance, increase the question value.

If this is a bilingual questionnaire, click on Apply to save the English text. Then change the language pull down at the top to French to enter the French text.

Click on Save.

STEP 4: Review Questionnaire and Add More Questions

After adding each question, you will be returned to the Review Questionnaire page. Click on Add more Questions.

Example Question Type: Multiple Choice Question

Enter the Question Text.

Enter each choice or possible answer.

Select the Pass / Fail for each answer. More than one answer can have the same Pass / Fail result. For example, both Yes or In Progress could be the Best Answer.

If this is a required question that all candidates must answer, select Mandatory Question. If this is selected as a Knock-out Question, only candidates who have selected the Best Answer

will be considered. All others will be “Knocked Out”, that is, moved to your B-list.

Set a Question Value. The default value is 10. If you don’t change the question value, then all questions will be weighted equally. If one question has a greater importance, increase the question value.

If this is a bilingual questionnaire, click on Apply to save the English text. Then change the language pull down at the top to French to enter the French text.

Click on Save.

Example Question Type: Free Form Answer

Enter the Question Text.

If this is a required question that all candidates must answer, select Mandatory Question. Since there is no automated way to rate the answer to this question type, there is no Question

Value.

If this is a bilingual questionnaire, click on Apply to save the English text. Then change the language pull down at the top to French to enter the French text.

STEP 5: Review and Save Questionnaire

Once you have entered your questions, give your questionnaire a name.

If this questionnaire is complete, change the status to either Private or Published.

On this page you can also:

Select the order for the questions to be asked. Change the question value.

Edit a question. Delete a question. Click on Save Questionnaire

7.02 PRE-SCREENING QUESTIONNAIRE SCORES

The results of Pre-Screening Questionnaires are displayed as a percentage.

For example, if the questionnaire total value is 20 and a candidate got one question correct worth 10. The candidate would have score of 10 out of 20. The score would be displayed as 50%.

SECTION 8:

Email Questionnaires

This function allows you to create a custom-made questionnaire and send it to candidates.

A questionnaire can be attached to a job requisition. After you create a new questionnaire, you can save it, and then use it when you post a new job requisition. You can also send it to specific job seekers after you view their profile.

On the left side of the main Toolbox under Requisitions Management, you will see the Create

Questionnaire link.

Click Create Questionnaire. You will be taken to EMPLOYERS > toolbox > create questionnaire.

Enter a name for the questionnaire.

Select a Questionnaire Type. You can create questionnaires to be shared by your whole company, or

you can create "personal" questionnaires.

Enter questions into the text boxes. If more than three questions are needed, click Add More

Questions.

Click Save Questionnaire. You will be taken to EMPLOYERS > toolbox > view/edit questionnaire.

When you view the A-List matches after a questionnaire has been sent, a red "question mark" icon appears in the action column for the candidate. Hovering over it will display the name of the

questionnaire that was sent. Once the questionnaire is completed, the icon turns to a green "question mark". You can see the results of your questionnaire when you view the candidate's profile.

8.01 VIEW/EDIT QUESTIONNAIRE

Use this link to edit an existing questionnaire.

On the left side of the main Toolbox under Requisitions Management, you will see the View/Edit

Questionnaire link.

Click View/Edit Questionnaires. You will be taken to EMPLOYERS > toolbox > view/edit

questionnaires.

To open a questionnaire for editing, click on its title. The questionnaire will open. Now you can add new questions or edit the existing questions.

Click one of the buttons that are located below the create questionnaire dialog boxes:

If you want to create a new questionnaire using an old one, then click Save as New Question. You must type a different name into the Questionnaire Name text box.

If you click Save Questionnaire, and this questionnaire is already attached to an open Job Requisition, then the edited questionnaire will be sent out to all NEW candidates only. We will not resend the edited questionnaire to candidates that have already responded.

SECTION 9:

GLOSSARY

A-List

After you post your job requisition, Brainhunter's search engine immediately begins compiling a list of candidates (the A-List) that meet your requirements. Every time a new candidate is added to the A-List, you are sent a new candidate email alert (if you have set up your personal settings to perform this function). A-List candidates meet the Match Threshold that you set. If desired, you can click the B-List number link to find out why specific candidates did not make the A-List.

B-List

B-List candidates do not meet the Match Threshold that you set. Often B-List candidates are still worth looking at. See Working With B-List Candidates for more information.

Browser

A browser is an application program that provides a way to look at and interact with

all the information on the World Wide Web. To use Brainhunter you need a web browser such as MS Internet Explorer v4.x or greater or Netscape Communicator v4.x.

Consultant

An independent contractor who gives professional advice or services.

Control-Click

This keyboard action is used with the mouse to select more than one item from a list.

1. Point to the first item on the list that you wish to select and click the left mouse button to select it. 2. Hold down the Control Key on the keyboard, point to the next item on the list that you wish to

select and click the item while the Control Key is still pressed. 3. Repeat step 2 to select more items from the list, if desired.

Cookie

The information that a Web site puts on your hard disk so that it can track your preferences is called a cookie. The location of the cookies on your hard disk depends on the browser. Internet Explorer stores each cookie as a separate file under a Windows subdirectory. Netscape stores all cookies in a single cookies.txt file.

Core Skill

Refers to a basic skill that is needed to perform a job in specific job streams. In the Requisition Builder, core skills are deliberately generic and are used for screening candidates. They will not be seen by the job seeker. When adding core skills as additional keywords they are joined by "and" as in "Java and Oracle". The more core skills you select, the fewer candidates you will get matched to your requisition. In general, select a few of the top skills you require and select a reasonable number of years of experience for each skill.

HTML (Hypertext Markup Language)

This is the set of markup symbols or codes inserted in a text file that will be shown on a World Wide Web browser page. The markup codes tell the Web browser how to display a the words and images. Many people refer to individual markup codes as HTML tags. Some HTML tags come in pairs that indicate when a display effect is to begin and end.

For example, to make a section of text bold: 1. Type <B>

2. Type the text that you want to make bold. 3. Type </B>

You can create an HTML document in any word processor. After you are finished typing in your text with the HTML tags, save the document as plain text with a .htm file extension.

Job Requisition

A formal, structured request to hire someone with particular skills and experience to fill an open job. See also, Posting a Job with Requisition Builder.

Job Stream

A particular line of business or professional category of expertise.

Match Threshold Percentage

When Brainhunter's search engine locates job seekers who match your job requisition, the Match Threshold Percentage indicates how closely these individuals match your requirements. You set the Match Threshold Percentage in Step 5 of Requisition Builder, Set Match Threshold. If you have too few strong matches, make your requisition less specific or set the Match Threshold Percentage lower. If you have too many strong matches, make your requisition more specific or set the Match Threshold

Personal Defaults

These are the basic settings of an Employers' Brainhunter account. They include your mailing and billing information and your basic preferences for such things as interview booking and automatic email alerts. Most Personal Defaults are set up during the sign-up process. Employers can edit their Personal Defaults by selecting Add/Edit Personal Defaults from the Customize menu.

Position Function

Refers to job titles or professional roles that you select while building a job requisition in Requisition Builder. These titles are used for screening and are deliberately generic. When Brainhunter's job-match engine matches candidates to your requisition, position titles are joined by "or's" as in "Project Manager or Project Leader," so you should select up to three titles that may describe the job.

Questionnaire

A questionnaire is a written, question-based interview. Questionnaires can be attached to job requisitions or to specific candidates.

Requisition

A formal, structured request to hire someone with particular skills and experiences to fill an open job.

Route

Email a candidate’s file to another Brainhunter User.

TalentFlow

Our premier Applicant Tracking System. We will create, manage and host your career site and your growing private database of job applicants. Your career site is built around your specifications and lists your jobs to internal or external users. Job seekers can log into your site to update their résumé and availability and check the status of their application (saving you the burden of doing it).

Template

Refers to a job requisition form that has preset selections that are suitable for a particular job in a particular job stream.

Vendor Management

An on-line recruiting system designed to streamline the process of managing multiple staffing firms. With Vendor Management you can send job requisitions to a selected list of preferred staffing firms (vendors), all at one time, with the click of a button. Your preferred vendors can log into your Vendor Management system and submit candidates. Then, you can log in and review their submissions, book interviews, hire candidates and give feedback to the staffing firms. Vendor Management saves you time and money by decreasing the amount of time you spend interacting with individual staffing firms and increasing the quality and efficiency of your hiring process.

WYSIWYG HTML Editor

An HTML editor that enables you to author your HTML document in a format that allows you to preview what it will look like when it is viewed in a browser. Microsoft FrontPage, Macromedia Dreamweaver, Adobe GoLive CyberStudio and HotMetal Pro are examples of WYSIWYG (What You See Is What You Get) HTML editors.