Welcome to our 2023 updates page! We'll include here regular updates on functionality enhancements from our Continuous Improvement team.
OCTOBER 2023 UPDATES
All of these updates will be live in your Jobtrain platform from 11th October 2023.
CANDIDATE PACKS, PRINT & EXPORT TO WORD
We’ve been busy making numerous changes to improve the look and feel of a number of areas relating to candidate packs, printing and exporting documents.
Onboarding and Compliance forms
When signatures have been captured in Onboarding and Compliance forms, they will now be visible when documents are previewed, printed, exported, or sent within Candidate Packs.
Improved look and feel of Onboarding and Compliance forms when they are printed, exported to Word or are part of a Candidate Pack
When Onboarding and Compliance forms are printed, exported as Word documents or added to a Candidate Pack, we’ve improved the look and feel of the formatting. We hope you find this change provides a more polished and user-friendly experience.
Improved look and feel of candidates’ application and assessment forms when included as part of candidate packs
We have changed the formatting of application forms and assessment forms when they’re included in candidate packs. They now display more neatly within tables for improved clarity and consistency.
MINIMUM REFERENCES REQUIRED
We’ve added a new feature that allows you to define the minimum number of references required and this can be defined on a per portal basis. For instance, you can define different minimum amounts for your external, your internal and your agency portals.
We’ve developed this so it allows greater flexibility to tailor reference requirements depending on specific needs and channels.
Please note - if the agency/internal portals minimum references required is left empty, it will default to the external reference requirement. If the external reference requirement is also left empty, then at least one reference will be required.
ENHANCED ONBOARDING - ADDITION OF A RESET COMPLIANCE BUTTON IN CANDIDATE RECORD
For our clients using the Enhanced Onboarding platform, we have introduced a 'Reset Compliance Template' button within candidates’ records.
This function will operate in the same way as the existing 'Reset Onboarding Template' button, providing consistency in functionality and streamlining the user experience by reducing unnecessary clicks.
With the Enhanced Onboarding feature, users can now issue conditional offer letters/contracts during compliance checks, enabling a more flexible conditional offer process.
It effectively allows a two-stage process: a conditional offer letter/contract issued with Compliance, followed by an unconditional/final offer letter and contract during Onboarding.
We have improved the functionality to preview the job advert from the list of candidates page.
Now, when you press the ‘View Job Advert’ button, it displays the job adverts in the following order: external by default, internal (if it is live internally but not externally) and agency (if it is live on the agency portal but not on the internal portal). This change streamlines the viewing experience and ensures you can access the relevant job adverts more efficiently.
From the list of jobs page, we’ve added a label to the green checkmark that signifies a live job. Just hover your cursor over the checkmark to quickly view which candidate portals it is active on (internal, external and/or agency).
This enhancement will be particularly useful for organisations who frequently advertise jobs across multiple portals, giving you fast and clear visibility where the job is live.
SIMPLIFIED USE OF CUSTOM FIELDS IN APPLICATION TEMPLATES
If you often use Custom Fields in application forms, we've made it easier for you. Now, when you add a Custom Field to a template, it's automatically taken off the list of available fields. This way, you won't accidentally use it again in the same template.
Previously, when a job was created, by default the job’s closing date was not mandatory. However, we’ve listened to your feedback and introduced the option for you to mandate jobs’ closing dates.
If you’d like to activate this feature at no extra cost, please contact our support team and they’ll be happy to help. Please note once this is activated, it will be mandatory for all jobs.
INDEED DIRECT APPLY - PRE-ASSESSMENT, EQUAL OPPS, ECNI QUESTIONS
This comprehensive update introduces a range of new features and improvements, including mandatory 'Form Type' fields in Assessment Forms, enhanced Pre-Assessment questions and additional configuration options for Direct Apply Application Forms.
These changes aim to provide you with more control and flexibility, ensuring that you can make the most out of our platform. Whether you're interested in customising your assessment forms or optimising your application templates, read our guide to all these new functionalities.
Updates relevant to both Standard and Enhanced Onboarding
We have made some changes to our Onboarding and Referencing in both our Standard and Enhanced Onboarding products. The changes provide a better experience across referencing for both Standard and Enhanced Onboarding features – and the Onboarding Overview, Onboarding and Compliance tabs in our Enhanced Onboarding feature.
All of these updates will be live in your Jobtrain platform from 20th July 2023.
Copy your internal advert copy to an external ad copy
We know some of our clients like to first advertise internally before deciding whether to advertise externally. If you then choose to advertise externally, we’ve added a new button that allows you to copy the internal advert copy into the external advert, saving you time and effort.
Within our Enhanced Onboarding feature, we’ve made some changes to the information shown in Issued Date.
It will now reflect the actual date that Onboarding or Compliance was issued as these can differ:
In the Onboarding Hub > Onboarding section, the Issued Date will display the date that the Onboarding pack was issued to the candidate
In the Onboarding Hub > Compliance section, the Issued Date will display the date that the Compliance pack was issued to the candidate
The Issued Dates shown in the Onboarding and Compliance sections now pulls through the most recent date, even if one was started earlier than the other.
Previously, information in the Issue Date column didn’t take into consideration if Onboarding and Compliance was started separately for a candidate.
When candidates apply using the ‘copy from a previous application’ feature, their previous answer to ‘where did you hear about this vacancy’ will no longer copy across. We've made this change to help you maintain accuracy and understand which advert sources perform better.
Candidates will need to answer this question each time they use the “copy from previous application” feature.
Where is the ‘where did you hear about this vacancy’ field? This is in the application form and can be found on candidates’ records in Personal Details / About You > Advert Details.
All of these June updates will be live in your Jobtrain platform from 14th June 2023.
Self Service Calendar / Event Manager attachments
When any documents are added to the Notes and Attachments section, they will now automatically be attached to candidates' confirmation emails so you’ll always know candidates have everything they need for a successful interview.
Within your Jobtrain platform, we've made it easier to search for candidates by type. In the search candidates area, you can now choose to search by three different types - Agency, Internal and External.
Job reference number automatically included in emails
When you're using the compose email feature to communicate to candidates, we've made a change to the email subject – it will now automatically include the Job Reference number. If you'd prefer not to include it, you can simply remove it on a per email basis. We have added this to future proof your platform ahead of a new feature being released soon (look out for updates!).
If you have a large volume of questions in the Question Bank, finding a particular one can be a challenge.
That's why we've added a search feature for the Questions Bank which searches the content added in the Question text field. Allowing you to easily identify any existing questions and prevent duplicate questions being added.
For most of our clients, your candidate sites will now be using our new design - and it's on this design we have made some changes to the application forms.
Candidates can now copy employment and education entries, particularly helpful for those candidates who want to add multiple roles at the same company.
MAY 2023 UPDATES
Choose not to send an email when changing a status
This new functionality gives you the flexibility of choosing whether to send emails to candidates or not when you're changing their status.
When a talent pool is added, the user who created it is automatically included as a user on the sharing page. This is particularly useful for talent pools that are set to private, saving you time when adding the talent pool and improves visibility.
We've made some labelling changes in our Onboarding Hubs (both standard and enhanced Onboarding). What was once labelled "Start Date", this column has now been renamed to Issued Date.You'll find the new label on the following pages: My New Starters. In Enhanced Onboarding, the label is found here: Onboarding Hub > Onboarding tab; and Onboarding Hub > Compliance tab.
We hope this relabel will make it much clearer that this is the date the onboarding / compliance process was issued to candidates from the system.
Read our guides for further details on these features.
We’ve made it simpler to add jobs that are remote working only. In location settings, you can now just add a location that is simply 'Remote Working'.
By checking the Remote Working box in a location, it will set the city as remote, grey out the address and postcode fields and disable the map on the job on the candidate side.
We’ve grouped together all the fields that are relevant to the shortlisting process at the bottom of the assessment form page to make it simpler to complete – the new area is named For Shortlisting use only.
MORE DETAILS FOR CANDIDATES BOOKED VIA A SELF-SERVICE INTERVIEW BOOKING
After a candidate has booked their interview using the self-service calendar, the postcode of the interview location is now also included alongside the address and is displayed on the candidate’s Interview booked confirmation page & It's a date page.
VISIBILITY CONTROLS FOR TALENT POOLS
Private Talent Pools (where the toggle ‘is public?’ is switched off) have proven useful to our clients. However, some organisations would prefer some users to have visibility of all Talent Pools whether they’re private or not. That’s why we’ve added a new setting within Security Roles where global access can be given to your chosen Security Roles.
In our enhanced version of onboarding, based on your feedback, we’ve reordered the sections within the start onboarding process. As Compliance is often the first section most organisations will start when they’re onboarding, we’ve moved this section to the top of the page for ease of access.
The new Job Card gives users access to view and edit the job from the list of candidates page using a range of action buttons shown below*. You can also update the job's status from here too without needing to open the job*.
*if the users access permissions allow them to do so.
COPY AN EXISTING JOB - UPDATE TO FUNCTIONALITY
If you're adding a new job using the Copy from an existing job button*, you'll now see the job's location amongst the information displayed to help you choose the best one to copy from. You'll still be able see the other information too - the job reference number and job title.
*if the users access permissions allow them to do so.
HOMEPAGE UPDATES
The Calendar on your homepage now has some handy new features such as clickable links to Job Details and to Candidates' records.
When changing the display to List View, the 'Interview Booked' table now remains open. The List View also includes a hyperlink on both the Job Title (to open the Job Details) and a hyperlink on the candidate’s name (to open the candidate’s record).
To provide you with more flexibility, we've changed the interview duration element when you're using the manual interview booking facility. We've changed the duration dropdown to HH/MM rather than a defined list of options.
We’ve also added preview buttons to view the interview email templates for both emails to candidates and to interviewers.
If you use the Email to Candidates feature when setting up an interview, the content of this email is now included in the candidate's Sent Email history.
For each candidate onboarded, you'll now see in their candidate history details of which onboarding template was used. These changes were implemented on 8th February 2023, so this information will be captured for any candidates onboarded after this date.
Welcome to our 2023 updates page! We'll include here regular updates on functionality enhancements from our Continuous Improvement team.
OCTOBER 2023 UPDATES
All of these updates will be live in your Jobtrain platform from 11th October 2023.
CANDIDATE PACKS, PRINT & EXPORT TO WORD
We’ve been busy making numerous changes to improve the look and feel of a number of areas relating to candidate packs, printing and exporting documents.
Onboarding and Compliance forms
When signatures have been captured in Onboarding and Compliance forms, they will now be visible when documents are previewed, printed, exported, or sent within Candidate Packs.
Improved look and feel of Onboarding and Compliance forms when they are printed, exported to Word or are part of a Candidate Pack
When Onboarding and Compliance forms are printed, exported as Word documents or added to a Candidate Pack, we’ve improved the look and feel of the formatting. We hope you find this change provides a more polished and user-friendly experience.
Improved look and feel of candidates’ application and assessment forms when included as part of candidate packs
We have changed the formatting of application forms and assessment forms when they’re included in candidate packs. They now display more neatly within tables for improved clarity and consistency.
MINIMUM REFERENCES REQUIRED
We’ve added a new feature that allows you to define the minimum number of references required and this can be defined on a per portal basis. For instance, you can define different minimum amounts for your external, your internal and your agency portals.
We’ve developed this so it allows greater flexibility to tailor reference requirements depending on specific needs and channels.
Please note - if the agency/internal portals minimum references required is left empty, it will default to the external reference requirement. If the external reference requirement is also left empty, then at least one reference will be required.
More information available here in our application forms guide.
ENHANCED ONBOARDING - ADDITION OF A RESET COMPLIANCE BUTTON IN CANDIDATE RECORD
For our clients using the Enhanced Onboarding platform, we have introduced a 'Reset Compliance Template' button within candidates’ records.
This function will operate in the same way as the existing 'Reset Onboarding Template' button, providing consistency in functionality and streamlining the user experience by reducing unnecessary clicks.
More information available in our Enhanced Onboarding guide – resetting items
COMPLIANCE LETTER
With the Enhanced Onboarding feature, users can now issue conditional offer letters/contracts during compliance checks, enabling a more flexible conditional offer process.
It effectively allows a two-stage process: a conditional offer letter/contract issued with Compliance, followed by an unconditional/final offer letter and contract during Onboarding.
More information available in our Enhanced Onboarding guide – compliance templates
PREVIEW ADVERT BUTTON
We have improved the functionality to preview the job advert from the list of candidates page.
Now, when you press the ‘View Job Advert’ button, it displays the job adverts in the following order: external by default, internal (if it is live internally but not externally) and agency (if it is live on the agency portal but not on the internal portal). This change streamlines the viewing experience and ensures you can access the relevant job adverts more efficiently.
See our managing candidates guide for more information
BOOK CANDIDATES IN FOR INTERVIEW AFTER THE BOOKING CUT-OFF
Using our Calendar Event Manager, you can now book candidates in for interview even after the booking cut-off restriction date has passed.
We’ve added some flexibility to this feature so you can customise it to suit your processes. Take a look at our guide below.
Calendar Event Manager guide – booking cut-off restrictions
CLEARER LABELLING ON THE LIST OF JOBS PAGE
From the list of jobs page, we’ve added a label to the green checkmark that signifies a live job. Just hover your cursor over the checkmark to quickly view which candidate portals it is active on (internal, external and/or agency).
This enhancement will be particularly useful for organisations who frequently advertise jobs across multiple portals, giving you fast and clear visibility where the job is live.
SIMPLIFIED USE OF CUSTOM FIELDS IN APPLICATION TEMPLATES
If you often use Custom Fields in application forms, we've made it easier for you. Now, when you add a Custom Field to a template, it's automatically taken off the list of available fields. This way, you won't accidentally use it again in the same template.
More information on Custom Fields can be found in our Application Forms guide here.
CHOOSE TO MANDATE A CLOSING DATE ON YOUR JOBS
Previously, when a job was created, by default the job’s closing date was not mandatory. However, we’ve listened to your feedback and introduced the option for you to mandate jobs’ closing dates.
If you’d like to activate this feature at no extra cost, please contact our support team and they’ll be happy to help. Please note once this is activated, it will be mandatory for all jobs.
Contact our support team.
INDEED DIRECT APPLY - PRE-ASSESSMENT, EQUAL OPPS, ECNI QUESTIONS
This comprehensive update introduces a range of new features and improvements, including mandatory 'Form Type' fields in Assessment Forms, enhanced Pre-Assessment questions and additional configuration options for Direct Apply Application Forms.
These changes aim to provide you with more control and flexibility, ensuring that you can make the most out of our platform. Whether you're interested in customising your assessment forms or optimising your application templates, read our guide to all these new functionalities.
Release notes: Indeed Direct Apply - pre-assessment, Equal Opps, ECNI questions
AUGUST 2023 UPDATES
Updates relevant to both Standard and Enhanced Onboarding
We have made some changes to our Onboarding and Referencing in both our Standard and Enhanced Onboarding products. The changes provide a better experience across referencing for both Standard and Enhanced Onboarding features – and the Onboarding Overview, Onboarding and Compliance tabs in our Enhanced Onboarding feature.
Release notes: Onboarding and Referencing - August 2023
JULY 2023 UPDATES
All of these updates will be live in your Jobtrain platform from 20th July 2023.
Copy your internal advert copy to an external ad copy
We know some of our clients like to first advertise internally before deciding whether to advertise externally. If you then choose to advertise externally, we’ve added a new button that allows you to copy the internal advert copy into the external advert, saving you time and effort.
If you’d like to switch this button on, please contact our support team who’ll be happy to set it up for you.
Onboarding - updated References Progress
We’ve added a new section in a candidate’s References Progress table in both of our Onboarding products (standard and enhanced).
Information that populates in the field - Reminder Reference Last Sent on – is based on the following triggers:
When a System Alert Reminder is sent to the referee or
When a reminder is sent via the References Progress tab in the candidate's record.
For more information, please see our guides:
Standard Onboarding – Reminder Reference Last Sent on
Enhanced Onboarding and Compliance - Reminder Reference Last Sent on
Enhanced Onboarding product – ‘Issued Date’ updates
Within our Enhanced Onboarding feature, we’ve made some changes to the information shown in Issued Date.
It will now reflect the actual date that Onboarding or Compliance was issued as these can differ:
In the Onboarding Hub > Onboarding section, the Issued Date will display the date that the Onboarding pack was issued to the candidate
In the Onboarding Hub > Compliance section, the Issued Date will display the date that the Compliance pack was issued to the candidate
The Issued Dates shown in the Onboarding and Compliance sections now pulls through the most recent date, even if one was started earlier than the other.
Previously, information in the Issue Date column didn’t take into consideration if Onboarding and Compliance was started separately for a candidate.
For more information about Enhanced Onboarding, read our guide here.
Reset star rankings
Sometimes, you might allocate a star ranking to a candidate by mistake and previously the ranking couldn’t be removed.
We’ve now changed that, so it's possible to remove a star ranking! Simply click on the last selected star and it will deselect the ranking.
For example, to reset a candidate’s ranking of 4 stars, you simply click on the 4th star to clear the rating.
Read our Managing Candidates guide for more information.
'Where did you hear about this vacancy' field
When candidates apply using the ‘copy from a previous application’ feature, their previous answer to ‘where did you hear about this vacancy’ will no longer copy across. We've made this change to help you maintain accuracy and understand which advert sources perform better.
Candidates will need to answer this question each time they use the “copy from previous application” feature.
Where is the ‘where did you hear about this vacancy’ field? This is in the application form and can be found on candidates’ records in Personal Details / About You > Advert Details.
Read our Managing Candidates guide for more information.
JUNE 2023 UPDATES
All of these June updates will be live in your Jobtrain platform from 14th June 2023.
Self Service Calendar / Event Manager attachments
When any documents are added to the Notes and Attachments section, they will now automatically be attached to candidates' confirmation emails so you’ll always know candidates have everything they need for a successful interview.
Read our Event Manager guide for more details.
Searching for candidates
Within your Jobtrain platform, we've made it easier to search for candidates by type. In the search candidates area, you can now choose to search by three different types - Agency, Internal and External.
Job reference number automatically included in emails
When you're using the compose email feature to communicate to candidates, we've made a change to the email subject – it will now automatically include the Job Reference number. If you'd prefer not to include it, you can simply remove it on a per email basis. We have added this to future proof your platform ahead of a new feature being released soon (look out for updates!).
Read our Managing Candidates guide and Communications guide for more details.
Searching the Question Bank
If you have a large volume of questions in the Question Bank, finding a particular one can be a challenge.
That's why we've added a search feature for the Questions Bank which searches the content added in the Question text field. Allowing you to easily identify any existing questions and prevent duplicate questions being added.
Read our Assessment Form guide for more details.
Choose how many references a candidate should provide
We've now added functionality that allows you to control the number of references a candidate must provide.
See our Onboarding guide and Application forms guide for more details.
Application Forms
For most of our clients, your candidate sites will now be using our new design - and it's on this design we have made some changes to the application forms.
Candidates can now copy employment and education entries, particularly helpful for those candidates who want to add multiple roles at the same company.
MAY 2023 UPDATES
Choose not to send an email when changing a status
This new functionality gives you the flexibility of choosing whether to send emails to candidates or not when you're changing their status.
More information available here.
Ranking Stars
You can now choose the number of ranking stars (between 1-10) to be displayed on your list of candidates page.
Contact our support team for more information and to activate
Settings Cog
If the Settings cog is irrelevant for some of your users, our new functionality gives you the control to hide it from those groups.
More information available here.
Talent Pools / Security Roles:
When a talent pool is added, the user who created it is automatically included as a user on the sharing page. This is particularly useful for talent pools that are set to private, saving you time when adding the talent pool and improves visibility.
More information available here.
Onboarding & Enhanced Onboarding
We've made some labelling changes in our Onboarding Hubs (both standard and enhanced Onboarding). What was once labelled "Start Date", this column has now been renamed to Issued Date.You'll find the new label on the following pages: My New Starters. In Enhanced Onboarding, the label is found here: Onboarding Hub > Onboarding tab; and Onboarding Hub > Compliance tab.
We hope this relabel will make it much clearer that this is the date the onboarding / compliance process was issued to candidates from the system.
Read our guides for further details on these features.
Standard Onboarding Hub guide
Enhanced Onboarding Hub guide
APRIL 2023 UPDATES
REMOTE WORKING JOBS
We’ve made it simpler to add jobs that are remote working only. In location settings, you can now just add a location that is simply 'Remote Working'.
By checking the Remote Working box in a location, it will set the city as remote, grey out the address and postcode fields and disable the map on the job on the candidate side.
More information available here.
CLEARER LABELLING IN ASSESSMENT FORMS
We’ve grouped together all the fields that are relevant to the shortlisting process at the bottom of the assessment form page to make it simpler to complete – the new area is named For Shortlisting use only.
MORE DETAILS FOR CANDIDATES BOOKED VIA A SELF-SERVICE INTERVIEW BOOKING
After a candidate has booked their interview using the self-service calendar, the postcode of the interview location is now also included alongside the address and is displayed on the candidate’s Interview booked confirmation page & It's a date page.
VISIBILITY CONTROLS FOR TALENT POOLS
Private Talent Pools (where the toggle ‘is public?’ is switched off) have proven useful to our clients. However, some organisations would prefer some users to have visibility of all Talent Pools whether they’re private or not. That’s why we’ve added a new setting within Security Roles where global access can be given to your chosen Security Roles.
More information available here.
ENHANCED ONBOARDING ORDER CHANGE
In our enhanced version of onboarding, based on your feedback, we’ve reordered the sections within the start onboarding process. As Compliance is often the first section most organisations will start when they’re onboarding, we’ve moved this section to the top of the page for ease of access.
More information available here.
MANDATORY FIELD IN AUTHORISATION TEMPLATES
When new authorisation templates are added, to ensure as much information is captured as possible, we’ve now made the Email Body field mandatory.
More information available here.
FEBRUARY 2023 UPDATES
LIST OF CANDIDATES PAGE - JOB CARD
The new Job Card gives users access to view and edit the job from the list of candidates page using a range of action buttons shown below*. You can also update the job's status from here too without needing to open the job*.
Read more about the job card here.
*if the users access permissions allow them to do so.
COPY AN EXISTING JOB - UPDATE TO FUNCTIONALITY
If you're adding a new job using the Copy from an existing job button*, you'll now see the job's location amongst the information displayed to help you choose the best one to copy from. You'll still be able see the other information too - the job reference number and job title.
Read more about adding a job here.
*if the users access permissions allow them to do so.
HOMEPAGE UPDATES
The Calendar on your homepage now has some handy new features such as clickable links to Job Details and to Candidates' records.
When changing the display to List View, the 'Interview Booked' table now remains open. The List View also includes a hyperlink on both the Job Title (to open the Job Details) and a hyperlink on the candidate’s name (to open the candidate’s record).
Read more about the Homepage here.
MANUAL INTERVIEW BOOKING
To provide you with more flexibility, we've changed the interview duration element when you're using the manual interview booking facility. We've changed the duration dropdown to HH/MM rather than a defined list of options.
We’ve also added preview buttons to view the interview email templates for both emails to candidates and to interviewers.
If you use the Email to Candidates feature when setting up an interview, the content of this email is now included in the candidate's Sent Email history.
Read more about manual interview booking here.
ONBOARDING
For each candidate onboarded, you'll now see in their candidate history details of which onboarding template was used. These changes were implemented on 8th February 2023, so this information will be captured for any candidates onboarded after this date.
More information available here.
EMPLOYMENT CHECKS BUTTON
We've also introduced a new Employment Checks feature within a candidate’s application. It's here you will now find the Start DBS Check button.
Read more about DBS Checks here.
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