Simployer One - Recruitment - Setting up a job

Add a new job in Simployer Recruitment

The Jobs tab in Recruitment will show you all of your vacancies - live roles, archived roles, and drafts.

Head to Add New Job to start building out a new vacancy. Recruitment will guide you through a six-step process, as follows:

• Job Details: job description, salary, location
• Job Options: screening questions, blind hiring, candidate match score, job access and notifications
• Interview Stages: outline your interview process – how many stages and what types of interview
• Interview Details: specifics of each stage, enabling you to add the relevant team members and set up any desired automation (such as interview scheduling)
• Scorecards: determine the skills, values and competencies you're looking for in this hire. These will form the basis of the scorecard that interviewers will be asked to evaluate against
• Share: advertise your job through socials media platforms and job boards

Job Owner/Hiring Manager/Approver - what's the difference?

Note: It’s important to know that this section will help you understand job level access to jobs and the corresponding notifications. If you want to consider and potentially alter the overall permission levels of users, please see the “Manage User Permissions” section

Under the Job Options stage of set up, you'll see these options, which determine job access and notifications:

Hiring Manager - this person will get notifications when significant changes happen, such as when a candidate is moved to the Offered or Hired stages. It’s not mandatory to have a Hiring Manager on the job, and many clients choose to not add one, as they want to minimise notifications going to the Hiring Manager unless they are very involved in the process.

Job Owner – it is mandatory to have a Job Owner and it will default to whoever is creating the job. The intention is that the Job Owner would be the main user of Recruitment for the job, meaning they would want full access and to be kept up to date with alerts relating to the position. 

Approvers – you are able to add an approval to the job, should that be required. You can add one or more approvers, and then select whether you want one, multiple or all approvers to approve the position. Until the job has been approved, it will not go live, so please be mindful of that before adding an approval process! 

What is Blind Hiring?

Note: Blind hiring can only be enabled during the creation of a new job listing and only applies to new applicants. 

Blind Hiring is a feature in Recruitment which redacts key candidate information from their CV such as name, gender and ethnicit with a view to reducing the unconscious bias that these attributes could contribute towards the hiring process.

In redacting this information, it helps hiring managers to assess candidates based on their abilities alone, reducing the impact of bias and promoting a more diverse workforce.

Blind Hiring is not a default setting when creating a new role listing, but you can enable this in the second step of your role creation, Job Options, by pressing the Turn on Blind Hiring button:

Blind Hiring ends when a candidate is moved beyond the screening interview stage as personal information about the candidate is now known to the interviewer.

After the screening interview stage, their information will be permanently revealed, even if the candidate moves back to the initial stage. 

Note: It's not possible to switch blind hiring on/off once you have candidates in the pipeline

Creating and using Scorecards

Scorecards can help you ensure fairness and clarity in your hiring process, as you work to determine who is the best fit for the job. As part of the job set up process, you can decide on key skills, values and competencies that you would want your successful candidate to have. Setting this out for a role helps to avoid bias, by ensuring that all candidates are assessed against the same competencies, and potentially even add guidance notes or questions to help the interviewers and to make sure each candidate is asked the same questions during the interview.

You can create your Scorecard for a role at the Scorecard stage of the job set up process. Scorecards can have multiple competencies, and each can also be broken down further with sub-competencies. You can either use one of our in-built competencies or free text your own.

You also have a notes section, where you can leave any guidance for your interviewers on what to look out for or to specify which questions you wish the interviewers to ask.

Creating a Scorecard template

You may find you are frequently looking for the same competencies, especially across similar seniority levels or departments. In this circumstance, it might be more effective to create a template that can then be imported as part of the job creation process.

To set up a scorecard, or to edit or delete and existing one, go to Settings - Recruitment - Scorecard Templates:

You can then use your Scorecard template when setting up a job at the Scorecard stage of the process. Click Import Scorecard to select which template you would like to use.

Note: you cannot update the Scorecard used for a job once a candidate in the process has had it filled out.

Completing a Scorecard as an interviewer

Interviewers will receive an email reminding them to complete a Scorecard shortly before the interview. The Scorecard asks them to rate the candidate from 1 to 5 on each competency and gives the opportunity to leave any notes on the candidate.

When the interviewer saves their Scorecard, their rankings will combine with any other Scorecards provided over the course of the interviews the candidate has had for that job, and will be averaged giving an overall Scorecard score. You can view their Scorecards in the Scorecards tab on the right-hand side of their profile. 

It is also visible from the job kanban, next to the candidate's name:

Note: only one Scorecard can be completed per interviewer for a candidate. Interviewers can update their existing Scorecards by going into the candidate's Profile - Scorecards - Edit.

Scorecard comparison

Once you have scorecards against numerous candidates in one kanban column, you can choose to compare their scorecards against eachother. To do this, select the candidates you want to compare using the select buttons on the left of their candidate card, then select Other – Compare scorecards from the bar at the bottom.

This will give you a view of all of the Scorecards left for those candidates, allowing you to get a view of where their strengths are, and see where there are notes that have been added by interviewers.

Should you wish to see more detail, you can select a specific candidate to see all of their scorecards side-by-side. Simply select either their name or the link to the notes and you will see a view similar to this:

Generate your job description with AI

Writing a job advert can be time consuming. To support businesses who don’t have a job advert prepared for their job, Recruitment has an in-built advert generator using ChatGPT to help create a basic advert that can then be customised by the client. 

You can find the Description field under the Job Details part of your set up process.

When you click Generate with AI, you can select the tone of voice you like to use - friendly, fun or professional. Recruitment will then use ChatGPT to create a simple template for your required job.

Candidate Match Scoring

Understanding how Recruitment  helps you see the best candidate matches for your role

Note: Recruitment Match Scoring is currently only available in English

How is a ‘candidate match score’ calculated?

When a candidate applies for a role, we use AI to evaluate their CV against the job description, to help you make a better decision of who to focus on.

This score is based on an algorithm that considers multiple factors, such as job title and skills as taken from the CV, which is then scored against the requirements in the job advert. You can hover over the score to see whether the candidate is a good match for job title and/or key skills in their job advert.

What does the ‘candidate match score threshold’ mean when I’m creating a new job?

When setting up a job, you can determine the % match you deem a good threshold to be a match with your job. This will enable you to pull candidates from your candidate database who are above that threshold into the ‘sourced’ column, giving you a way to regenerate your database and have warmer candidates to reach out to.

The sourced candidates from the database will only be added to your pipeline for a job on your request, so you don’t need to worry about this feature if you only want to invite new applicants to apply for the job, rather than to see if there are any matching candidates in your database already. You can set that % on job setup, but nothing further will happen unless action is taken from the job kanban.

Why does a candidate have a score out of 5 on the kanban rather than candidate match score?

Scorecards, which are filled in by interviewers once they have interviewed a candidate, will take precedence over the candidate match score, although the candidates match score will still appear on the candidate profile underneath the candidate name, should you wish to review it at a later date.

Customising your hiring process

We understand that each business will have their preferred process to running their interviews – perhaps even a different process for each job or department. That’s why our Interview Stages stage is so customisable to your needs. 

When you come to the Interview Stage section of job creation, you will set up your screening and interview stages, and decide how many stages you'd like for each. You'll start off with the default of one stage for screening and one for interviewing and can simply tap 'Add new stage' to add more in either section.

You'll also see the option to specify the type of interview you wish to carry out. We offer 5 main types if interview through Recruitment :

• A phone call
• A video Q&A - ask the candidate a series of questions in text format, and they will then record their answers to on a video which will then be returned to their candidate profile on Recruitment 
• Video – live 2-way video interview. Choose between Zoom, Google Meets and Microsoft Teams. You'll be able to set this up under My Integrations in the Settings menu.
• In-person interview
• Technical test - Choose a test from a list we provide via IKM – our technical testing partner or add your own. We will share the candidates score and breakdown with you once the test is complete.

When you move to the Interview Details section, this is where you can review the email that will be sent to candidates who make it to this stage, set up the duration of your screening or interview, add in any team members who will serve as the panel for the interviews, and you can also switch on automation to allow the system to send an email link for this interview stage as soon as they are moved to this stage, so that you don't have to manually do this for every candidate who is moving through the process.

Note: This feature is unavailable if you are using blind hiring.

Manually adding a candidate

Whilst the majority of your candidates will probably come through to Recruitment as applications, where candidates use their CV to parse and pre-fill their details into the application form which is then submitted directly into Recruitment , you may have the odd few candidates that you with to manually added to your database. Candidates can either be added to a job but selecting the “+” in the top right corner and selecting Add candidate:

Or by using the Candidates section from the navigation bar and selecting the Import Candidates button

You can either add candidates individually, or in bulk using a .zip file. 

If you wish to add a CV to a candidate profile, If you head to your candidate database on Recruitment, and tap on any candidate that does not currently have a CV on their profile,  select on 'CV Actions' and 'Add CV' when viewing their profile and you will be able to add the CV.

Collecting a portfolio from candidates

You may require candidates to provide a portfolio as part of your application process. Candidates will be able to provide a link to their portfolio on your job's Apply page:

Note: This field is optional, so we recommend stating that this is a requirement in the job description.

You are also able to add files to an existing candidate's profile by heading to their profile and selecting Edit then adding the link in at Portfolio Url

Adding notes and giving feedback on candidate profiles

The easiest way to give a quick indication of your thoughts on a candidate profile is the use the “thumbs up” or “thumbs down” towards the middle top of the candidate profile. This is tracked in the notes section below against whoever carries out the action. 

The notes section on a candidate's profile can be used to store any thoughts, updates or information about the candidate. You can add notes to a candidate by using the text box on the right hand side of their profile. Once a note is saved, this will be stored under the candidate's Notes tab. If a note is made Private, only the person who created it, all Admins and the Job Owner will be able to view it. If the candidate's profile had been opened from within a job kanban, then the title of that job will also appear alongside the note, like this:

Hiring in multiple locations

As more and more businesses transition to remote working, with some doing this on a global level, you may find you are recruiting for a role that does not require a specific location or you might be recruiting for a role that you need to locate in multiple offices/locations.

We would recommend creating your job description for this role, and then duplicating it, so you have a job created for each individual location (of course you can then go in and edit each job to ensure its accurate for the location). We'd also recommend including the location in the job title - this way, as applicants are moving through the process, you'll know which location they are applying for. 

To duplicate a job, simply head to your Jobs tab, and tap on the three dots at the end of the row for the relevant job and select 'Duplicate'. You can then tap into the duplicate job and make any necessary changes with ease.

Using email templates

Recruitment has built in a series of email templates for you to use throughout your recruitment process without you having to start from scratch. Of course, you may prefer to make them feel more on-brand or adapt to your tone of voice – that’s absolutely possible! You are also able to create custom templates to use alongside the system templates which you might want to use for additional purposes.

Available email templates

You can find email templates by heading to Settings - Recruitment - Email Templates. You'll find a list of system templates which we have created for you to use. The intention of these templates is to serve a purpose in your recruitment process – for example, enabling a candidate to schedule an interview or answer some screening questions. As such, please ensure that you leave all of the tags in place so that the original purpose of the email can be maintained, but feel free to edit the wording around that to feel more fitting to your company.

Create custom email templates 

If you'd like to create your own templates, simply tap on 'Custom' and 'Add Template' and you'll then have the opportunity to fill in the purpose of the template, the subject, and then the email body. 

You can also set the visibility of the template:

• Tick 'Make this Private' when you want to be the only one to use the template
• Untick 'Make this Private' when you need everyone in the hiring team to be able to view and use the custom template 

Once you're happy with how it looks, just tap 'Save' and the template will be stored under your custom templates, and available for your colleagues if you have set to being publicly available. You can then select templates to email candidates throughout the hiring process at your leisure.

Organising interviews

Recruitment has the complexity to handle 1-1 interviews, where the candidate and interviewer are the only attendees, panel style where multiple interviewers take part at the same time, and sequential interviews where there are multiple parts to the same interview stage. To set this up at job creation, navigate to the Interview Details section and select the “+” button with Edit details next to it on the section of the Interview process that you wish to amend. This will open a box with additional information so that you can add the required details for your preferred interview type, for example the preferred video interview type (Zoom, Teams or Meet) or the address for an in-person interview. You can then also add the name of the person/people you wish to attend on the client side and determine the duration of the interview. 

Should you wish to add multiple attendees, simple type in the Members box and select which team members you wish to attend. If a team member isn’t offered, they probably haven’t been given access to Recruitment, so you might need to speak to your administrator to ensure they are available to add moving forwards.

From here, you can also review the email template that Recruitment will automatically send to candidates for this interview stage and can choose whether you want automation off or on. Our default setting is that automation is OFF, so don’t worry if that’s not for you! If you toggle automation on, the green robot will be highlighted, and any candidates dragged and dropped into this stage will automatically be sent the invite to self-schedule. 

Note: using automation does require the relevant interviewers to have synced Cronofy in My Integrations in settings and to have entered their days and hours of work in My Preferences. If we don’t have those details, you automation will fail and you will be informed, for example, that a certain user hasn’t synced their calendar.

Using sequential interviewing is also extremely easy and saves considerable time by removing the back and forth looking to calendars and syncing with both interviewers and candidates. When you are setting up the interview details on job creation, select the Add Interview button to add a second (or more!) part to the stage of the interview process you wish to add the additional interview to.

When selecting the time slot, the candidate will see that it is multi-part and will be able to select a time that works for them. 

Note: Interviews with multiple parts must use the same type of interview for each part within a stage.

Syncing a Hired Candidate in Recruitment (through HRIS integrations)

Once you've hired your candidate through Recruitment, you can sync their details to create your newest team member in your HRIS. Here's how.

When you move your candidate to the 'Hired' stage, you have the option to sync this candidate's information to create your newest team member in Recruitment. You can either do this immediately or wait and complete this later.

Note: Most HRIS determine that you have created a new employee once you have synced the new candidate across, meaning you will start paying for their access. It’s important that this is clear to users and that this only happens once to avoid having duplicate employees in the HRIS.

Syncing a candidate when moving them to 'hired'

When you move the candidate across to the Hired column in   your kanban board, you will get a pop up asking if you would like to ‘Sync now’ or sync later. If you are ready to sync the candidate and turn them into an employee, click 'Sync now' on the pop-up. The exact details of the sync with depend on the specific integration with the HRIS.

Note: You can only sync a candidate once to Recruitment to make sure you're ready!

Syncing a hired candidate at a later date

When you've collected all the information you need as part of your recruitment process within Recruitment it's time to move the candidate to ‘Hired’. If you're not ready to create your employee in your HRIS, click 'Sync later' on the pop-up.

When you are ready to sync, find the job in the job kanban and click on the candidate you wish to sync with the HRIS. On the candidate's profile, click 'Sync now' which will create the team member in your HRIS for you, ready to invite them to onboard!

Note: You can only sync a candidate once to Recruitment to make sure you're ready!

You'll then be given the option to close job which archives this job, or continue hiring if you are planning on hiring more than one candidate for the role.

Information included in the team member sync

When you sync your team member, the candidate’s information will sync into your HRIS. The exact details sent across may vary, but the standard tends to include:

Adding a recruitment agency

Note: before you invite your recruitment agency partner to be a part of your Recruitment  PSL of suppliers, first add the job that you would like to add them to. Once they have been created as a user, you will be able to add them as you create a job, if you prefer. 

Add a new recruitment agency

To set up a new recruitment agency, navigate to Settings – Company – Agencies – Add new agency. There you can fill in information such as agency name, rate you work with them at and upload any terms that have been agreed. You also have a box to write any notes, for example the roles that you might use them for.

Once you ‘save’ you’ll have the option to add them to an existing role. Simply select the job your wish to share with the recruiter from the drop down.

Then you can add the individual recruiter from the agency that you want to add to Recruitment. To do this, type the email address of the user and press enter or select the ‘Add’ button. 

Note: If you try to proceed without actually adding the user on the popup first, it will tell you that you need to first select a user.

Managing your recruitment agencies

Note: Only Account Owners and Account Admins can add and manage agencies 

Manage users in an existing agency 

Head to Settings - Company – Agencies. If you click on the name of the agency, you will be able to see which users have been added. It will show you which have successfully completed onboarding, which which have been invited but not yet accepted. Should you wish to resend the invite, that is possible. Please ensure the user checks their junk if they don’t receive the invite.

Clicking on the number of candidates they have submitted will bring up the profiles of these candidates, so you are able to track their effectiveness. This also tracks through to your source reporting, ensuring you get a good view as to which agencies are performing for your company.

Deactivate a recruitment agency

If you are no longer working with an agency, you can deactivate them by heading to Settings - Company - Agencies – Deactivate. Deactivating an agency will not delete it from your account, and will only "pause" the ability to send through more candidates. You can simply reactivate the agency when needed through the same page. 

Upload your agreed terms

Head to Settings - Company - Agencies - Terms - Upload.

Update your existing terms

Head to Settings - Company – Agencies. Click on the three dots to the far right hand side of the row with the correct agency name and select Change Terms.

Inviting recruiters to a job

Note: Only Account Owners and Admins are able to invite recruiters to any role. Users can only invite recruiters to roles they have created.

To invite a recruiter through the job listing, once already created, head to Jobs section, click the three dots to the far right of the row with the correct agency name in it, then click Edit. You will get a popup asking you to confirm you wish to edit the job, click Edit again. Once back in the job creation journey, select Sharing from the left sub navigation and scroll to the bottom of the page where you will see an option to Invite Agency Users. You can then type out the email address or name of the recruiter, which will start to refine down your options as you type. Select from the drop down or press enter when you have finished writing the name or typing the email, then press the ‘save’ button.

When invited into a job, recruiters will receive an email to notify them, and in-app notifications on their Recruitment dashboard (for users who have already been activated on the platform).

Invite a recruiter through the Agencies page

Head to Settings - Company – Agencies. Navigate to the three dots by the agency you wish to work your job and select invite users. From the Invite Agency Users popup, select the job you wish to add them to, and select the correct user, then Save.

What does an agency user see?

Once set up in Recruitment, your recruiters will be able to log in to their own agency portal which will show them all the jobs that have been shared with them, along with the candidates they have submitted and the stage of the process that that candidate is currently in. 

Recruiters cannot see:

• Any additional settings of your account
• Other users or recruiters on the account (except hiring managers for roles they are invited to)
• Any other live or archived jobs that haven’t been shared with them
• The client’s candidate database
• Any applicants to a job that were not submitted by them 

Viewing jobs

When invited into a job, recruiters will receive an email to notify them, and in-app notifications on their Recruitment dashboard (dashboard notifications only apply once the user has accepted their login).

Recruiters can see the jobs they are invited to submit candidates to by navigating to the Jobs tab on the left-hand side.

Submitting a candidate for a job

Recruiters can submit candidates for a role by clicking onto the job in question and selectiong Submit candidate.

They can then provide the candidate's details, CV, and a text or video introduction.

Viewing candidate progress

Recruiters can view the progress of candidates they have submitted by selecting the job and scrolling down to the bottom where they will be able to see their candidates. The stage each candidate is at will be displayed in the Stage column.