TABLE OF CONTENTS

 

Video Guide

 

 

Projects Overview

Projects are what we refer to as the name for any positions or job postings that you are looking to fill. You will therefore have to set up a project per unique job posting i.e. You may have two positions available, one in marketing and the other in finance, for this you will require the setup of two independent projects. The Projects module is comprised of two main tasks, the first being the creation/editing of the project and all its relevant settings and the second being the review of submissions made by candidates to this project.

 

For the purpose of this training, we have split these functions across the next two modules. In this training guide, we will cover the creation and editing (management) of these projects, in the next lesson we will cover the review of candidates' submissions.


Add New Project

To add a new project simply navigate to the Projects module in the Side Menu and click the "Add New" button. You will be prompted to complete the fields across all tabs as defined below:


Settings Tab

In this tab, we configure the fields responsible for the parameters of this project.

  • Name - Give this project a name that is logical and easily identifies this among other projects
  • Open Project - An open project means there is no end date for this project. When this is enabled candidates will be able to submit interviews for this project for as long as the project is active
  • Start Date - This needs to be set for every project, candidates will not be able to submit interviews for this project, prior to this date
  • End Date - An alternative to the open project, this allows you to specify an end date for the project. Candidates will no longer be allowed to submit interviews to this project once this date has passed
  • Email Notifications -  Specify whether you would like all invited raters to receive a notification via email when a candidate has completed their interview
  • Department - Specify a department to which this project is associated. Only raters who belong to the same department will be available for selection. You can also set this to default which would make all users available for selection as a rater.
  • Email address for candidate correspondence - Specify what email address should be used when sending out invites to candidates. This will allow candidates to respond directly to you. By default, this is populated from the My Organization module


Raters Tab

In this tab, we manage the raters who have access to this project.

  • Available Raters - On the left-hand portion of the screen, a list of "Available Raters" will be displayed. Simply select the grab icon and drag the rater to the right-hand portion of the screen known as the "Raters active on this project". The available agents that are displayed here are dependant on the department selected on the settings tab
  • Raters active on this project - On the right-hand portion of the screen you will see a list of the current raters who have been added to this project. As you added raters you can also remove rater via the same grab and drag method


Candidates Tab

In this tab, we can add candidates to the project if we know who we would like to invite before making the project active. If you do not know the candidates beforehand you can always come back to add more or alternatively you can make use of the project link.

  • First Name - The candidates first name
  • Last Name - The candidates last name
  • Email - The candidate's email address
  • Mobile Number - The candidate's mobile contact number


Questions Tab

In this tab, we specify the questions that we would like to ask the candidates. You can select questions from an existing template, create new questions on the fly, or both.

  • Create own - Here you are able to specify questions on the fly. Complete the fields as defined below:

Question - Enter the question to be displayed to the candidate

Prep Time - Specify the amount of time the candidate has to prepare before providing an answer, after having seen the question

Answer Time - Specify the amount of time the candidate has to answer the question

  • Select an interview guide - If you have already set up your Interview Guides, you can select them from here and it will populate the project with all the questions set in the Interview Guide. You can add additional questions or edit, remove questions as per your requirement for this particular project.  If you make changes here it will not affect the original interview guide template.


Additional Actions

This refers to additional actions that can be performed when creating or editing a project. Once in a project, you will see these options just below the Top Menu.

  • Save as Draft - If you are not yet ready to make this project live, you can save it as a draft. This will not invite any candidates. This status is no longer available once the project has been activated
  • Activate - Once you are happy for the project to go live, you can select the "activate" button. This will send out emails to the candidates you have added


Manage Project's

To manage a project simply navigate to the Projects module in the Side Menu. Here you will see a listing of all existing projects with the following visible and/or actionable fields:

  • Project Name - The user-defined name given during project creation
  • Start Date -  Start date of the project
  • End Date - End date of the project or "Open Project" if no end date specified
  • Candidates - Number of candidates invited to the project. NB if a user completes their details via the project link, only then will they appear as an invited candidate 
  • Interviews - Number of completed interviews
  • Project Link- A link where candidates can complete their details and self-register for the project. Ideal for when you don't have any predefined candidates to invite to the project upon creation. Clicking the "COPY-PROJECT-LINK" button in the table will copy the URL to your clipboard. Simply right-click and paste where the link is required i.e. sending an email from your own email account. You can also use this link when you have bulk candidates and you do not want to add each one to the project manually i.e. sending one bulk email to multiple candidates with this link on the email
  • Status  - Defined as per below:

Draft - The project is not yet live and no invites have been sent out. The project link will be accessible but the interview will not be available

Active - This project is live and invites have been sent out to added candidates. Candidates can also access the interview via the project link

Inactive - This project is no longer live, no further submissions can be received and this no longer counts towards your package limits

  • Burger Icon () - Perform additional actions such as editing, activating, deactivating, or viewing candidate submissions


Edit a Project

To deactivate a project simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) in the table and select "Edit". You can edit any of the fields provided certain exceptions have not been met as defined below:

  • You cannot edit any questions once a candidate has submitted an interview
  • You cannot remove a rater once they have rated a candidates interview
  • You cannot edit the department once a candidate has submitted an interview
  Pro Tip! If you add another candidate while the project is active, they will receive an email invitation


Activate a Project

To activate a project simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) in the table and select "Activate". This is available to inactive projects, for drafts, edit the draft and activate it from below the top menu.


Deactivate a Project

To deactivate a project simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) in the table and select "Deactivate". This will block all further candidate submissions and will no longer count towards your package limits.


View Interviews

To view candidate interviews on a project, simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) in the table, and select "View Interviews". We will go through this section in the next lesson.

 

 

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