September and October 2024 Updates

oCTOBER 2024
 Candidate sites updates 

We are pleased to share enhancements we’ve made to our candidate sites, designed to streamline the application process and provide a better experience for your candidates. These updates focus on improving navigation, offering clearer guidance and making the application process more intuitive.

Enhancements to the list of vacancies page

For candidates who are logged into the site, we’ve made it easier for them to stay on top of their applications from the list vacancies page:

• Incomplete Applications: When logged in, candidates can see their application status directly on the job card. This status is now a clickable link, directing them to the specific page where they can complete any unfinished applications.
• Action Required: When a candidate has submitted their application, sometimes they need to proceed with next steps, such as scheduling an interview or starting the onboarding process. The status on the Vacancies page is now a direct link to the appropriate action, helping to streamline the process.

Improvements to the 'My Applications' page

We’ve reorganised ‘My Applications’ so candidates can quickly identify applications that need their attention. Candidate applications will now display in the following order:

1. Applications that require further action from the candidate, such as scheduling an interview or starting the onboarding process, will now appear at the top of the page.
2. Incomplete applications will follow next
3. All other applications are then displayed based on the submission date, with the most recent appearing first.

Enhancements to the 'Copy from a Previous Application' feature

We’ve enhanced this feature to give candidates more control:

• Candidates can now preview their previous applications before selecting one to copy from, enabling them to make more informed decisions.
• If candidates initially choose not to copy from a previous application, they can now revisit this decision. From the ‘About You’ section, candidates can return to the ‘Copy from a Previous Application’ page and select an application to copy from, offering greater flexibility during the process.

Clearer navigation

To improve navigation for candidates, we have renamed ‘My Homepage’ to ‘My Applications’. This adjustment makes it clearer to candidates where they can find their applications and ensures consistency throughout the interface.

We’ve also added a new ‘Supporting Documents’ header to the job advert page. Any supporting documents that have been uploaded will now be listed in this section, making it easier for candidates to access and view any additional documentation.

Improved password reset process

We’ve also improved the password reset process with clearer instructions and guidance to create a smoother experience for candidates.

SEPTEMBER 2024

Job Notes Access

We’ve made a change to how Job Notes are accessed. Access through the List of Jobs > More Menu and the Candidate Listing page is now controlled by existing Security Role access to Job Notes.  

For more information, read the full release notes here.

These updates will be going live On your platform in october 2024

System Customisation and Application Status updates

What’s changed?

We’ve enhanced the labelling and layout of the System Customisation options within System Settings > System Customisation.  Notably, the Application Statuses section has been reorganised into distinct categories, with updated labels to improve clarity and usability. Some associated settings, such as Application Statuses have also been updated to support these changes.

Why have we made these changes?

These improvements are designed to help users better understand and configure core system statuses, leading to more efficient tracking and reporting of application progress. Some automated system actions and reports rely on these core statuses, so clear and accurate configuration is essential.

What do I need to do?

Nothing! This will simply update in the background – you do not need to make any changes. 

System Customisation: Statuses

Core Application Statuses

These statuses are essential for managing the entire lifecycle of an application. They help track each application’s progress (e.g. incomplete, submitted), facilitate invitations to second-stage forms, and ensures hired candidates are correctly marked as internal applicants for future job applications.

Integration Statuses

These statuses relate to any integrations your organisation has enabled, such as DBS (Disclosure and Barring Service) checks, identity checks, video interviews or psychometric testing. The system only displays the integration statuses relevant to your configured integrations.

Interview Statuses

These statuses support your interview scheduling and management processes, whether managed manually or via calendar invitations. They include key actions like sending, accepting or declining interview invitations.

Job Statuses

Job statuses are crucial for managing actions related to job postings, including their creation, approval, and tracking. These statuses ensure that each phase of the job lifecycle is clearly defined.

Security Role permissions

Naturally, we want to ensure that only system users with the highest level of authority can make changes to the Core Application Statuses area of System Customisation.

Three Security Role controls in the Settings tab of Security Roles allow you to manage who can make changes to Core Application Statuses, Job Statuses and Mobile Statuses within Settings > System Customisation.

As an organisation, you should decide who has the level of authority to decide global changes to your system (which can affect reporting and other automated system actions) and enable access for those Security Roles.

For further information, see How to link statuses in System Customisation.

Restrictions on editing or deleting statuses

General Settings > Application Statuses 

Any application statuses currently configured as a Core Application Status in System Customisation will now display with a red background. This highlights their importance in reporting and system actions. 

Before users can delete these statuses, they must first re-configure System Customisation to use an alternative status - see How to link statuses in System Customisation.

Deleting Application Statuses restrictions

The option to delete Application Statuses has been re-located to appear only when editing an Application Status. The number of candidates currently assigned to the status in question is clearly displayed, giving users a clear view of how many candidates will be affected by any changes.

See How to delete an Application Status.

Visibility

• A new ‘Visible’ option allows you to easily show or hide Application Statuses for all Security Roles. This feature is useful for managing the introduction of new statuses or phasing out outdated ones without disrupting reporting data. However, any statuses marked as 'Core Application Status' in System Customisation cannot be hidden (if you need to hide a status that is restricted, System Customisation – Core Application Statuses must be re-configured first)
• Impact of hiding statuses:
  When an Application Status is set to 'not visible', it doesn’t affect candidates currently assigned to that status. Instead, it prevents users from assigning that status to candidates in the future
• Security Role adjustments
  If a Security Role has automatic access to all candidate statuses, making a status visible in Settings > Application Statuses will automatically grant access to that status. For any Security Roles where the ability to change candidate status is restricted to specific statuses only, you will need to update Security Role > Application Statuses to allow users to access the newly visible status.

            See How to Add an Application Status.

Recruitment phase

• A new mandatory field called Recruitment Phase has been introduced, which allocates each application status to a specific phase in the recruitment process. This helps identify where each candidate status fits within the overall recruitment process, particularly when custom or unusually labelled statuses are added
• This field is mandatory for any new statuses created, but there is no immediate action to re-visit existing application statuses and update the recruitment phase (unless you wish to do so)
• For ease of use, the list of Candidate Application Statuses in Settings can be filtered by Recruitment Phase

Re-ordering Application Statuses

• A new ‘Reorder Statuses’ option in the General Settings > Application Statuses actions menu, allows users to click and drag application statuses to change the display order of the application status list.
• The re-ordered list of Application Statuses is reflected on the candidate listing page or when reviewing a candidate’s application record, however other areas such as search functionality remains in A-Z order (with a search as you type lookup).

Here’s a video of how to re-order your Application Status list.

Settings > Advert Source

A new mandatory field called Universal Advert Source has been created. This is linked to a list held in our system to allow Adverts to be grouped together into broader categories for better reporting/analysis.

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