Candidate Presentations

 

Candidate presentations allow users to present a candidate or candidates to hiring authorities or position contacts, also known as a candidate submittal. In your presentation you have the option to include Attachments, Resumes, Profiles, and Field Data in a customized format.

Enabling Candidate Presentations

The Candidate Presentations Security options can be accessed by a system administrator via the following:

  1. Select System from the main toolbar
  2. Select Users
  3. Select Manage Users
  4. Choose the user you would like to modify presentation security for
  5. Choose the Security charm on the left
  6. Open the Other tab
  7. Locate the two Presentations Securities
    1. Presentations
      1. Read Only: Allows users to see what presentations have been sent and view any feedback that has been submitted when viewing the corresponding records.
      2. Send, Edit: Users with this permission are able to view presentations and feedback as listed above. This setting also allows a user to send a presentation and edit the presentation settings such as expiration date.
      3. Templates, Send, Edit: Also considered ‘Full Permission’ for Presentations. Users with this setting will have the above permissions but can also create/modify presentation templates.
    2. Presentation Overall List
      1. Full Permission: Allows users to access the list of all presentations and feedback; this is accessed via the system menu.
      2. No Permission: Blocks users from accessing the list of all presentations and feedback in. Note: This only disables accessing the information from the system menu, the user will still be able to view the filtered details on the corresponding records.

Presenting Candidates

Presentation Letters

Presentation Letters are optional form letters that can be setup allowing for easy presentation of candidates. If you choose not to create a presentation letter, you can create your presentation email on the fly.

  1. Select System from the main toolbar
  2. Choose Form Letters
  3. Choose Presentation Letters
  4. Select Add Letter
  5. Enter a Name for your letter (This will autopopulate as the subject of your emailwhen sending)
  6. Leave as your username or change to a global letter if desired
  7. Choose the Letter Type:
    1. Name: Can be sent from a name record, rollup list, or name search results
    2. Position: Can be sent from a pipeline and allows you to insert fields in relation to the Position record and Company Record
  8. Enter the email body into the text box (this can be edited prior to sending)
  9. Use Insert Fields option to enter the following: Recipient First or Last Name, System fields (Username, Date, Signature, etc), and any profile link.
    1. As stated above, if you are creating a position letter you can include position details in your form letter.
  10. Use Presentation Link to include the link to the presentation – this is mandatory as it is how the recipient will access the actual presentation.
  11. Save when finished

Presenting a Single Candidate

This functionality will allow you to send one candidate to one or multiple hiring authorities/contacts.

  1. Open the name record you wish to present
  2. Choose Presentations from the navigation toolbar; this screen will later be used to view your presentation lists (Feedback, Views, Rating, etc.)
  3. Choose New from the action toolbar, this will open a new tab where you can modify your presentation prior to sending.

Presentation Settings

  1. Select the Template you wish to use, once the template is selected; all settings will populate according to how they are set up in the System menu.
  2. Name your presentation. This is to differentiate your presentations and allow you to search based on presentation name when viewing results.
  3. Modify presentations settings as necessary, any changes made here will be specific to the current candidate presentation. (See Creating/Modifying Presentation Templates for more details on these settings)

Design Window

There are two areas in the design window; the field data column and the attachments section. It is important to note that you can select “Edit Name Record” to make modifications to the field data prior to sending. Once the presentation is sent, this button appears as the “Feedback” button to the recipient.

  1. Fields that are included in the template are all selected to be included in the presentation; you may uncheck any fields that you do not want included in this particular presentation. Note: If a value is ‘Not Defined’ that section will not be displayed in the presentation
  2. Select the attachments you would like to include. Keep in mind, any resumes, global attachments or profiles that were selected during setup will automatically be included.
  3. Select Preview Presentation to ensure everything is correct (if desired)
  4. Choose Send Presentation
  5. If you have created a Presentation Form Letter, select the letter – it will populate in the box below and can be edited if desired prior to sending.
  6. In the To field, enter desired recipients. Note; each recipient will receive a blinded copy of the email.
  7. Enter desired Subject
  8. If you did not create a Presentation form letter; enter your email body into the text box:
    1. Use Insert Fields to enter the following: Recipient First or Last Name, System fields (Username, Date, Signature, etc), and any profile link.
    2. Use Presentation Link to include the link to the presentation. You must enter the text you would like displayed in this box before choosing insert.
  9. Choose Send to send your presentation

Presenting Multiple Candidates

You can present multiple candidates from a Pipeline, Rollup List or a list of Search Results. This process is similar to individual presentations but allows you to send a presentation ‘packet’ or individual links. When selecting multiple candidate names they can be sent to one or multiple hiring authorities/contacts.

  1. Open the Pipeline, Rollup List or Search Result list you wish to create a presentation from.
  2. Choose the records you wish to present via the checkbox in the left hand column.
  3. Choose Create Presentation from the action toolbar on the right; this will open a new tab where you can modify your presentation prior to sending.

Presentation Settings

  1. Select the Template you wish to use, once the template is selected; all settings will populate according to how they are set up in the System menu.
  2. Name your presentation. This is to differentiate your presentations and allow you to search based on presentation name when viewing results.
  3. Modify presentation settings as necessary, any changes made here will be specific to the current candidate presentation. (See Creating/Modifying Presentation Templates for more details on these settings)

Design Window

There are three areas in the design window; the candidate names column, field data column and the attachments section. It is important to note that you can select “Edit Name Record” to make modifications to the field data prior to sending for each candidate. Once the presentation is sent, this button appears as the “Feedback” button to the recipient.

  1. Rearrange the order name records will appear in if sending as a packet. This can be done by dragging and dropping each button to its desired order. Once the presentation is sent, the candidate name will be hidden from this column.
  2. Fields that are included in the template are all selected to be included in the template, you may uncheck any fields that you do not want included in this particular presentation. Unchecking a field will uncheck it from all name records in that presentation. Note: If a value is ‘Not Defined’ that section will not be displayed in the presentation
  3. Select the attachments you would like to include. Keep in mind, any resumes, global attachments or profiles that were selected during setup will automatically be included.
  4. Select Preview Presentation to ensure everything is correct (if desired)
  5. Choose Send Presentation
  6. If you have created a Presentation Form Letter, select the letter – it will populate in the box below and can be edited if desired prior to sending.
  7. In the To field, enter desired recipients. Note; each recipient will receive a blinded copy of the email.
  8. Enter desired Subject
  9. If you did not create a Presentation form letter; enter your email body into the text box:
    1. Use Insert Fields to enter the following: Recipient First or Last Name, System fields (Username, Date, Signature, etc), and any profile link.
    2. Use Presentation Link to include the link to the presentation. You can choose “Presentation Packet” to have one link in the email which will display all of the candidates. Or you can insert each name into the email individually (you must include all selected names in order to send).
  10. Choose Send to send your presentation

Receiving Presentations

Viewing Presentations

When a recipient receives a presentation email they will be able to select the presentation link to open the Candidate Presentation. Once here they can toggle between the presented candidate and view their various attachment sections with ease. If multiple attachments were selected within the same attachments tab, they will automatically be combined into one PDF.

Submitting Feedback for a Candidate

When a Hiring Authority is viewing a candidate presentation they will see a Feedback option at the top of the details column, they can select to enter Feedback for each candidate included in the presentation. The feedback entered will include their name, email address, feedback text and star rating.

Note: We require a Name and Email Address be entered each time feedback is submitted – this allows for easy tracking and viewing of feedback lists (Including if the presentation has been forwarded to another person).

Viewing Presentation Lists (Results)

You can access your presentation lists from Name, Company and Position records; (via the Presentations navigation icon on the left) these lists will display the following:

  • Presentation Name
  • Name of the Person or People being presented
  • Person or People the candidates have been sent to
  • Option to edit the presentation
  • Username of the presentation sender
  • Date the presentation was originally sent
  • Date of presentation expiration – the link will not be accessible after this date/time
  • First View: This is the date of the first time the presentation was accessed by any recipient
  • Total Views: How many times total the presentation has been opened (this includes any recipients whom have been forwarded the presentation)
  • Rating: This is an average rating of all feedback submitted for the presentation (If viewing a name record, it is the average for that specific name)
  • Feedback: Choose this option to view all feedback for the presentation
    • Company Record: Shows all presentations and feedback that were initiated from a Position Pipeline within that Company
    • Position Record: Shows all presentations with feedback sent from that specific Position Pipeline
    • Name Record: Shows all presentations that specific name has been part of, but only shows feedback for the specific record

You may also access your main Presentation List (Master List) from System – Presentations – Overall List (You must have the correct level of security to do so).

Creating/Modifying Presentation Templates

To begin using Candidate Presentations an admin user must configure at least one presentation template (We have added a few to get you started allowing you to skip this step and revisit it if needed). This template will then become available to all users who can then utilize the template to present candidates (Note that most selections can be modified upon sending the Candidate Presentation). To access your Presentation setup do the following:

  1. Select System from the main toolbar
  2. Choose Candidate Presentation Templates

Presentation Settings

The Presentation Settings control the basics of your presentation; including design, automations and expiration.

    1. Select a Template to modify or choose New to create a new template
    2. If you have chosen to create a new template, enter a Template Name
    3. Choose one of the 3 available layout options:
      1. Side by side with field data on the left
      2. Side by side with field data on the right
      3. Up and down
    1. Use the theme selector to select the theme you would like to use for your template; this will automatically apply a color scheme to your presentation.
    2. Mahli
    3. Tucker
    4. Fergus
    5. Aero
    6. Lola
    7. Benny
    8. Kona
    9. Leila
    10. Zoey
    11. Tito
    12. Sadie
    13. Elsa
    14. Mango
    15. Russell
  1. In Link Details; set the number of days until the link expires. When a presentation is sent, the number of days will commence, once the length of time expires, the presentation will no longer be accessible. If desired, an email will be triggered on X days prior to expiration, just be sure to enter the email address you would like the notification triggered to.
  2. The Notifications and Pipeline Automations area is used to trigger email notifications and automatically conduct pipeline movement upon a recipient opening and providing feedback for a presented candidate.
    1. Input Email: There are two input email fields; these fields are used to trigger an email notification when a presentation is viewed or feedback is provided on a particular candidate. Upon these actions happening the email is triggered accordingly
    2. Pipeline Automation: These are also triggered by a presentation being opened or feedback being submitted. If you decide to utilize this feature you will need to make one of two selections:
      1. Select a ‘To’ interview status: When a presentation is opened or feedback is submitted for a candidate the candidates is then moved ‘to’ the selected interview status. (Note: If the candidate has already been moved to the selected interview status they will not be moved to the status a second time).
      2. Select a ‘From’ and ‘To’ interview status: When both a ‘From’ and ‘To’ are selected the candidate will be moved to the ‘To’ interview status only if they currently reside in the ‘From’ interview status (Ex. When sending a candidate presentation you move all of the presented candidates to “Candidate Submitted” once a hiring authority provides feedback the candidate is automatically moved to “Feedback”, but if they had been moved to “Phone Screen” in the meantime, they would remain there”.
        1. Click here to learn more about customizing your interview stages and moving candidates through your pipeline.

Design Window

The design window (Viewing pane to the right) is used to control the candidate data displayed when being presented. This includes field data, resumes, profiles and attachments.

  1. Select your header: You may either drag and drop an image into your header, or click to select an image.
  2. Selected Fields: In the fields column drag and drop Available Fields to Selected Fields; the selected fields will be displayed when the candidate presentation is sent.
  3. Documents: There are numerous document types that can be included in your presentation. To add them, select ‘Add Section’, name the section and then choose your document type:
  • Resume: Choose the Current Resume or Blinded Resume (Learn how to create a Blinded Resume here)
  • Global Attachments: Choose Attachment, then select the attachments you wish to include
  • Profiles: Choose Attachment, then select the profile you would like to include. Once you select the profile a dropdown will appear to the right; this dropdown has two options; Only if Completed and Attempt to Generate. If you choose Only if Completed the profile will only be included for candidate who have the specified profile completed for their record. If you select Attempt to Generate the profile will be generated using the linked fields on the profile (Learn more about Linked fields here).
  • Candidate Specific Attachments: Unique attachments can be added to an attachment section during the sending process.
  1. Select Save Template when finished