General Settings User Guide

Modified on Mon, 26 Feb at 10:59 AM

General Settings is where you can make amendments to areas of Jobtrain such as Locations and Departments; new candidates' application statuses; or upload documents to the platform. These tend to feed into other areas of Jobtrain e.g. Job details.


What's included in this guide:


To access General Settings, go to Settings > General Settings (in the left-hand menu).


Some sections of General Settings may vary depending on how your platform has been tailored. For instance, Job Levels may have been repurposed and named Team or Recruiters.

If you are unsure, please contact your Continuous Improvement Consultant who will be happy to check the setup of your platform for you.


Creating or amending in General Settings

Most sections have similar options to make changes. To access information, please select the relevant tile.


There are several options available in the left-hand menu. In this example we are looking at Departments:

  • List: displays all existing entries in this section
  • New: create a new entry
  • Remove: remove entries that are no longer required
  • Print: print a list of entries in this section
  • Export: export to Excel

If you remove a Department from the list in General Settings, this won't affect historical data where this Department has been used previously.

Below is a guide on how to create a new field. We are using Departments as an example here:

  • Select New Department (or select a location you would like to edit)
  • Complete all required information in the new window that opens, (or update the existing information for those locations you are editing), then press Save and Close


Add and amend locations

  • Select New Locations (or select a location you would like to edit)
  • Complete all required information in the new window that opens, (or update the existing information for those locations you are editing), then click Save and Close


Ensure the city field, postcode and Country fields are populated for the Indeed feed to pick up the location and for the correct map to display on your candidate site, if required.


Remote working

You can create a ‘Remote Working’ location by entering a Location Name and enabling the Remote Working toggle.

 

Enabling this will set the city as Remote, grey out the address and postcode fields so they are unable to be edited and disable the map on this page and on the candidate site.



Exceptions

There are some areas that don't quite work the same as above. We've provided some guidance on these below.


Adverts and advert categories

If you add an advert source in Adverts, the new entry will be available in the “Where did you hear about this vacancy” drop-down question in the application form.


Associated Cost of the advert can also be included which can be reported on using the Advert Cost Analysis report (in the standard reporting suite).


You can link any adverts to the categories created in Advert Categories.

Salary bands

For this section, create a salary band ‘from’ and ‘to’ field to create the salary range.


These typically pull through as the search fields section when creating a job and the search jobs/vacancies page on the candidate site. However, this is dependent on how your platform was set up during implementation after scoping.  


Candidate application statuses

Candidate application statuses have a client-side Status name and a more ‘candidate friendly’ title (for candidates) that is displayed to candidates on their homepage. Both fields should be completed when creating a new application status. 


  • Display order: specify which order the statuses appear in on the client side
  • Candidate Status Icon: Here you can define which icon displays on the candidate site when candidates are at this status
  • Status Group: This allows you to define the status groups within your Jobtrain Mobile site. Statuses can be grouped into 5 categories. More information can be found in our JT Mobile User Guide.

Email Details

  • Email: an email can be assigned to a candidate status that will be automatically sent when a candidate’s status is changed to this. To set this up, select the required email template from the email look-up
  • Delay: use this section if you wish to set a delay on when the email should be sent. This is useful when using the killer questions automatic rejection feature

Status Change Reason

  • Reason Dropdown: If you have activated the status change reasons feature you can specify here whether users should be prompted to capture a status change reason when changing candidate to this status. More information can be found in our Status Change Reasons User Guide.

Removing candidate statuses: 

  • If you wish to delete a candidate status we would highly recommend checking if any candidates are currently at this status. If there are candidates at the status that is deleted, then you may lose visibility of those candidates.

 

If a new status is added, you will need to go to the necessary security roles and grant users the ability to access and update to this status.


Forward Details

If you activate the Forward details function on a candidate application status, then upon moving a candidate to this status their details will automatically be forwarded to the specified email address.

 

Graphical user interface

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Toggle Forward Details on to activate this feature and then select which items from the candidate's application you would like to forward.

  • Send to: Add in the email address you would like the selected candidate details to be forwarded to and use the BCC field to add in an additional email address
  • Email: Select an email template
  • Save


Document Library

Documents can be added to this section and attached to job adverts, emails, or used in the job approval process (if this feature is used).

  • To upload a document, select New document
  • Add a Description and add a 'candidate friendly' description in for candidates
  • Browse and save the required document using the Upload button


If a document is added as part of creating a job or starting a job approval process, it will automatically be added to the Document Library. 

We therefore recommend users check the Document Library before uploading a new document to avoid multiple versions of the same document being saved in the library.

New documents added to Jobtrain must be given a unique name. The platform will not accept multiple documents with the same name and therefore we recommend clearly labelling any documents you upload.


For example, instead of 'Job Description' use 'Support Worker Job Description April 2018'. This will also make it easier for other users to recognise the latest version of the document.


Address Book

This section allows you to add users to the address book.

When sending emails, simply search for a user rather than manually adding in their email address. This section also populates the list of available 'interviewers' within the calendar feature (if purchased).


You can set Jobtrain to automatically add newly created system users to the address book in system customisation (on the calendar page).


External agencies

Add new agencies to Jobtrain to give them access to the agency portal to submit candidates for roles when invited to do so. You can also amend existing agencies records here too.


This section should only be completed if your organisation uses the additional agency portal feature. If you do not currently have access to this functionality, your Continuous Improvement Manager is happy to discuss this with you further.


  • To create a new agency in Jobtrain, select New Agency from the left-hand menu
  • Add the agency name, contact person, their email address and other contact details
  • Is active: toggle this on
  • Select the agreed candidate exclusivity period under Candidate Exclusivity
  • Press Save
  • Once saved more sections will appear across the top


To create individual log in details for consultants, go to Users in Agency Details.

  • Select New Consultant to open a new window.
  • Add the consultant's name, email address, telephone number and choose whether they are active using the Is active toggle
  • Add a username and password under Login Details and press Save.

NB: passwords must contain at least 8 characters, including a combination of 2 digits (0 – 9), 1 upper case character and 1 allowed special character (!@#|$%()_+^&}{:;?.)

 

Documents can be attached against each agency in Attachments. Or type in the agreed terms in the Terms section (these will be visible to the agency on the agency portal)

 

If you would like a more detailed overview of how to add agencies, read the agency user guide which covers this module in more detail.



Where does the information added in General Settings link to?

  • Ethnic origins: populates the list of available ethnic origins within the Equal Opps section of the application form
  • Advert source: populates the drop down responses to the question "Where did you hear about this vacancy" on the application form
  • Job Location / Job Categories / Salary Bands / Regions / Division / Job / Department: these pull into the search fields section (visible on the client site, when creating a job) and determines the search criteria on the candidate site, however this can vary


To check which of these apply to your site, go to the search fields tab within a job.


  • Job titles / Departments / Divisions / Locations / Cost Centres / Job Level / Work Levels / School Subjects / School Locations / Job Categories / Campaigns: can pull into Job Details depending on how your platform has been setup


Some of these fields may have been relabelled on the Job Details page to suit your business’ needs. 

If you are looking to make changes to your job details setup, please contact our Support Team.


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