Correctly configuring a Project is vital to ensure candidates receive the right information, raters have the correct access and permissions as well as ensuring the interview process adheres to the defined timeline and structure.

System Restrictions & Rules

Locked Data: Once a Project is activated or receives an application, certain fields cannot be changed, such as the Department, specific form fields, or video questions that have already been answered.

Stages that are currently assigned to candidates in the project cannot be removed.

When Projects are activated, candidates have applied, or raters have rated:

• The department cannot be changed once a project has been activated once.
• Raters cannot be removed from a project where they have rated at least one candidate.
• You cannot delete a field or an option in a choice field (e.g. drop-down / multiple-select) on a project that has received an application.
• Video interview questions cannot be rearranged or deleted if they have been answered by a candidate.
• You cannot add more video interview questions when a candidate has completed an application.

Changes that can be made, but will influence the project or candidate:

• If background checks are deactivated, none of the future candidates will be asked for consent to run any checks.
• If you try to delete a form field or option in a choice field, a modal will ask whether you want to hide the question/options from future candidates. Those candidates will then not have the same questions or options as previous candidates when they complete the form.
• You can edit a question that has already been answered by a candidate. This may result in existing answers no longer making sense and may give new candidates an unfair advantage.

Projects in Draft can be deleted by selecting the options button (⋮) and clicking on ‘Delete project’. This brings up a modal asking if the user is sure they want to delete the project, where they can click the white “Cancel” button or the red “Delete” button. If a project was activated once, it can never be deleted. However, projects can be Archived, which hides them from the normal project list view. The project list view is filtered to only show Active, Inactive, and Draft Projects by default, but Archived projects can be included.

Rater Notifications: Raters are not automatically notified when a candidate moves between stages; they must be notified manually via the “Remind Raters” button after the initial application completion.

Candidate Filtering: Users with the relevant permissions can filter project candidates based on application form answers (dropdowns/multi-select) or system data like skills test scores.

An Inactive project can always be reactivated, but you need to keep in mind the following:

• The automatic reminder emails will “pick up where they left off” in terms of how many reminders should still be sent, unless they are turned off.
• Unless these are turned off, the roles will be published to Wamly Jobs, the organisation’s Careers Page and External Job boards again.

Project Creation and Management

Creation Rights: Creating and managing projects requires a Project Admin Seat. Users with a Project Admin Seat and the relevant project permissions can create or edit project details.

Visibility: A user’s view is limited to the projects, templates, and users within the departments their roles are scoped to (a Department role level).

Sorting: The project list is sorted by creation date in descending order.

Drafts: To save a project as a Draft, it must have at least a project name, a department, and the project settings configured.

Deletion & Archiving: Draft projects can be deleted.

Once a project has been activated even once, it can never be deleted. Activated projects can be Archived to hide them from the standard list view.

Accessing the Projects Menu and creating a Project

• Click on “Projects” in the left hand side menu.
• Click “Add New” to create a new project.

Settings Tab

In this menu you will be able to:

• You must have at least a Project Name and Department detailed to be able to save a Project as a Draft Project.
• Give your Project a name, allocate which Single Department has access to it as well as stipulate the start and end dates of the Project. If the Project does not have an end date you can select “Open Project”. You are also able to select a Cost Centre, although Default is chosen on the creation of a project.

• Additional Info (Optional), can be added such as the Role Title, Role Overview, Location of the Vacancy, Compensation for the Role and Classification of the role. (Providing more detail here will populate the Attract Tab that is present later in the setup of the Project).
• Emails will be sent from noreply@wamly.io; if a candidate does reply it will be sent to the Contact Person email address specified here.
• Landing Page Layout is where you can customise the look and feel of what the candidates see, or you can leave the Wamly Default Landing Page in place.

For more information on Landing pages refer to this article.

• An Intro Video can be added to be shown to the applying candidates before they start their One Way Video Interview. (Intro Videos are uploaded via the Templates > Intro Videos menu).
• Click on the All Changes Saved button at the bottom right to continue to the next section.

For more information regarding Intro Videos refer to this article.

Attract Tab

Information in the Attract Tab will be populated from the Additional Info supplied in the Project setup; while any detail specified in here will update both ways between the Additional Info and Attract Tab sections respectively. (To edit any detail you can click on the edit pencil icon next to each field and click on “Save Changes”.)

• Click on the All Changes Saved button at the bottom right to continue to the next section.

For more information on the Attract Tab and Wamly Jobs see this article.

Emails Tab

Here you will choose:

• Set an Invitation Email Template as well as stipulate an email address that will receive any replies from Candidates to the Invitation email. (Email Templates can be created and managed in the Templates > Email Templates menu).
• Automatic Email Reminders can be sent out at given day/week intervals as well as how many in total will be sent. There is also an option to select the Email Template that will be used.
• Team Emails are also available to help manage the email notifications sent to your project team. These include notifying the project team when a candidate completes an application as well as notifying the project admin when the project team has rated a candidate.
  

• Click on the All Changes Saved button to continue to the next section.

To find out more about Email Templates refer to this article.

Users & Access

This tab shows everyone who can access this project, split into two groups:

• Project Team: the active contributors you’ve hand-picked to work on the project.
• Others with Access: users who can see the project through inherited access from their higher-level organisation roles, without being added directly.

To add someone, click Add to team+ and select the user or group you want to include — Project Managers can grant project access here directly, without the user needing an organisation-level role. Keep in mind that a user’s seat type remains the final boundary on what they can actually do, regardless of what’s granted here.

Fine-grained control over what a team member can see and do at each hiring stage — viewing, rating, or managing candidates — is now set with stage roles (Stage Viewer, Stage Rater, Stage Admin) on the Stages tab, not here. See Exploring Stage Permissions for detail.

• Click on the All Changes Saved button at the bottom right to continue to the next section.

Stages Tab

Here you control the hiring stages for this project and who can access candidates at each one.

• Next to Application Stages, click Manage to add new stages, remove ones you don’t need, and drag them into the right order.
• The first stage in the list is your Initial Stage, where all incoming applications are allocated. If no members are assigned to a stage, its candidates won’t be visible to anyone at that stage.
• The Application Stages section is where you set Automatic Assignment and Stage Permissions:
  • Automatic Assignment works as it did before, assigning raters automatically; its permissions give you limited control through access modifiers.
  • Stage roles grant access on a per-stage basis. Click Select Members to bring a team member in, then choose their role at that stage — Stage Viewer (read-only), Stage Rater (rate and evaluate), or Stage Admin (manage the stage and its visibility). As a candidate moves to the next stage, their access adjusts automatically based on their stage role.
  • Use the Bulk assign dropdown at the top of any stage to apply the same role across everyone at once.

Assigning access on a per-stage basis (stage-level access rules) is an Enterprise-only feature. For full detail, see Exploring Stage Permissions.

• Click on the All Changes Saved button at the bottom right to continue to the next section.

Psychometrics Tab

In this menu you will be able to enable Psychometric assessments as well as choose a type of report to include. (Please note that only one can be selected).

The reports available are:

• Job Fit - Talent Role Fit Report.
• Potential Profile - Personality traits and Motivations only.
• Cognitive Abilities - Processing new information, solving complex problems and identifying connections.
• Click on the All Changes Saved button at the bottom right to continue to the next section.

Background Checks Tab

In this menu you will be able to enable different types of Background checks, do note that Candidates will be asked to provide consent as part of their application if any are enabled.

The types of Background Checks are:

• ID Verifications - Verify candidate ID’s and whether they are who they say they are.
• Financial Checks - Verify the candidate’s credit history to assess financial reliability and any outstanding debt. (Consumer Credit Reports / Fraud Checks).
• Criminal Checks - Verify whether the candidate has a criminal record or any prior legal issues.
• Professional Checks - Professional checks determine a candidate’s suitability for a position to mitigate potential hiring risks.
• Driver’s License Checks - Verify whether candidates have valid driver licences.
• Qualification Checks - Verify candidate qualifications such as matric or tertiary.
• Click on the All Changes Saved button at the bottom right to continue to the next section.

For more information about Background checks refer to this article.

Forms Tab

In this menu you will be able to create a new application form or select a pre-existing form from the list for your project.

Mandatory fields are: Name, Surname, Email Address, Mobile Number, Gender, Candidate ID Number, Date of Birth and Qualification.

• When you select “Create New Form” you will be presented with a form layout where you can drag and drop fields from the right hand side “Toolbox” list to populate the Application Form detail.
• By clicking on the pencil icon you are able to set Labels, Required Fields, Required Document Upload fields. (By selecting “Required” this makes that field a Mandatory field and the candidate will not be able to proceed unless completed or the required document has been uploaded).
• Click on the All Changes Saved button at the bottom right to continue to the next section.

For more information about Forms refer to this article.

Skills Test Tab

In this menu you are able to turn on a skills test for your project as well as select a skills test from your list of created skills tests. (These Skills tests are created and managed in the Templates > Skills Test Menu).

• Click on the All Changes Saved button at the bottom right to continue to the next section.

For more information about setting up Skills Tests refer to this article.

Video Interview

In this menu you will be able to create your own set of questions or choose from a comprehensive example list of typical questions for a role type.

When setting out your questions you are able to select to “Allow a breather between questions”, how long that “Prep Time” is and “Answer Time” is in Seconds. (The total time for Prep and Answer time is accumulated to give a guideline to the candidate on how much time would be required to complete the video interview).

You can also add new questions by clicking on the “Add Question…” option at the bottom of the question listing.

• To complete the setup of your project click on the Create action button at the bottom left.

For more information regarding preset Interview Guides refer to this article.

Project Listing View

• In the Project “Listing” view you are able to see all of the projects (based on permissions) that are visible to you.
• Here you will be able to search for projects by name, filter by Department, Start date, End date or status of the project.
• The table is broken down into columns detailing the Project Name, the Department it is allocated to, when it was created, when is/was the start date, when is/was the end date as well as the total number of applications and how many completed the video interview.
• There is a project link that can be copied and shared, which will only be available on active projects.
• The status of the projects are also visible and are broken down into “Active, Inactive, Draft and Archived” statuses.