System Alerts can notify users of key activities within Jobtrain, outstanding actions, remind approvers to complete the requisition process and notify candidates of incomplete applications. System Alerts Templates allow users to create and maintain their own alert templates. Each alert template includes a series of alert options relating to job users, candidates with incomplete applications, job approvals and offer approvals. To access System Alerts Templates, go to Settings (top right of the screen) > System Alerts Setup (left-hand menu).   Once an alert template is created, it can be attached to a job. The alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date.

What's included in this guide:

• Creating / Amending System Alerts Templates
  • Setting up a System Alerts Template - For Job Users
  • Setting up a System Alerts Template - For Candidates
  • Setting up a System Alerts Template - Requisition Reminder
  • Setting up a System Alerts Template - Offer Reminder
  • Setting up a System Alerts Template - Job References
• Which merge fields can be used in System Alert Emails?
• System Alerts – attaching Alerts to jobs
• System Alerts - general reminders

To access System Alerts Templates, go to Settings (top right of the screen) > System Alerts Setup (left-hand menu).

Once an alert template is created, it can be attached to a job. The alerts will be triggered against the appropriate job for a maximum of 90 days from the job creation date.

Creating / Amending System Alerts Templates

Select Settings > System Alerts Setup from the left-hand menu Choose System Alerts Templates Select New Template Add a template name and press Save. Then choose Add New Alert You will then be presented with the following screen

Setting up a System Alerts Template - For Job Users

Select For Job Users tab

• Add the No of days after the job closing date that you would like the alert to be sent

If the closing date is left blank then Jobtrain will send the alert, regardless of closing date.

• When job is at the following status: Include the appropriate job status that Jobtrain should check for

If you do not select a job status, Jobtrain will send the alert regardless of the job status (excluding Rejected, Approved, Not Approved & Template).

• Toggle on Is job live for candidates? Or leave as red/X if it is not

If you don’t select an option here, then Jobtrain will send the alert whether the job is live for candidates or not.

• Look for applications at the following status: Choose an appropriate status that candidates should be at to generate an alert

A status must be selected here.

• Send duplicate emails, if application(s) found with selected statuses: Toggle on if you wish emails to be generated on a daily basis until candidate(s) status is changed
• Next, select the relevant email notification to be sent
  • Select the appropriate email template to be sent to each Security Profile type. 

Be sure to scroll down here for additional options.

NOTE: Email templates are managed within Communication Settings.

The following options are available:

• Send the email to anyone included in Job Access with a specific security profile type i.e. Hiring Manager
• Send the email to everyone who is included in Job Access, regardless of security profile type
• Send the email to the job creator

Finally, documents can be attached to the email notification if you wish:

• Select the appropriate document to attach; documents are attached from the Document Library within Jobtrain
• Press Save once complete

Ensure you press Save at the bottom of each alert section i.e. For Job Users, For Candidates etc.

An example of where this template scenario could be used is:

• 3 days after the job closing date
• When the job has the status ‘Live’
• But no longer ‘Live for candidates’ (as the job has passed the closing date)
• Look for applications with the status ‘New Application’, then send a ‘reminder to review candidates’ email to anyone in Job Access who has the security profile ‘Hiring Manager’. A ‘Shortlisting Guide’ can be attached for reference

Setting up a System Alerts Template - For Candidates

Set up an alert to send to candidates whose application is incomplete (i.e. not agreed to terms).

• Select the number of days after starting the application that the alert should be sent
• Choose the appropriate email to send - again, this is managed within Communication templates

For an alert to generate to a candidate, the job must be live for candidates.  After the closing date has passed, the alert will not be generated.

Setting up a System Alerts Template - Requisition Reminder

This section will generate a copy of the original approval email to the approver.  The email will automatically contain the subject “Request Reminder”.

• Choose the number of days after sending the original job approval email that the reminder should be sent
• Select the appropriate job status that Jobtrain should check. In most cases (if not all), this should be Waiting for Approval.

Setting up a System Alerts Template - Offer Reminder

This section generates a copy of the original offer approval email to the approver. The email will automatically contain the subject "Request Reminder".

• Choose the number of days after sending the original offer approval email that the reminder should be sent.
• Select the appropriate offer status that Jobtrain should check.  This is the status that is defined within the offer approval setup template. (Settings > Authorisation Templates)

When all alerts have been created, ensure you press 'Save' at the bottom of the page to complete the alert.

Setting up a System Alerts Template - Job References

This section generates a reminder email to candidates’ referees if the online referencing feature is in use (whereby referees login to the referencing portal to complete an online referencing form).

• Choose the number of days after sending the original reference email that the reminder should be sent.
• Select the Reference Request email template
• Save 

The email template should have the following merge fields for Username and Password
<<USERNAME>>
<<PASSWORD>>

Which merge fields can be used in System Alert Emails?

Notable points 

Candidate merge fields cannot be used in system alert emails for Job Users. This includes merge fields from starter / offer forms. The only exception to this is the {LISTCANDIDATES} merge field.  

<<ClientName>> merge field is not available in system alert emails.

System Alerts – attaching Alerts to jobs

• Within the job go to the Search and Alerts page
• At the bottom of the page, you will see the heading System Alerts
• Select the relevant template then Save & Continue or Save & Close