Preparing for an SAP SuccessFactors Career Site Builder Implementation

Designing the Career Site

Completing the Initial Setup of the Recruiting System

Building the Career Site

Moving the Career Site to Production

Engaging Potential Candidates

Implementing Source Reporting

Succeeding as a Consultant

Creating Talent Pools Status Sets and Talent Pools

Objective

After completing this lesson, you will be able to create a talent pool status sets and talent pools.

Talent Pools

A talent pool is a group of contacts who may be suited to a particular type of job opportunity. Anyone who has an account (candidate profile) can be added to a talent pool (or email campaign). Some examples are as follows:

Current employees
Candidates who completed an application
Candidates who completed the Create an Account page Join the Talent Community
Candidates who completed a data capture form

Candidates can be added to more than one talent pool.

The basic functionality for talent pools is available without Candidate Relationship Management, but customers who do not enable Candidate Relationship Management cannot take advantage of the advanced features, such as the ability to send email campaigns to talent pool members.

Note that SAP SuccessFactors Recruiting talent pools are not the same as the talent pools used in SAP SuccessFactors Succession Management.

Talent pools can be used as follows:

Customers use talent pools to organize their talent.
Recruiters, sourcers, and hiring managers search talent pools as a targeted method of candidate sourcing.
Recruiters forward qualified members of a talent pool to new job requisitions.

Email campaigns are sent to talent pool members for a variety of purposes, primarily to keep candidates engaged with the company.
Recruiters create talent pools for prospective candidates from a career fair or online marketing or other recruiting campaigns.
Recruiters add "silver medalists" (candidates who advanced in the selection process but ultimately were not hired for that position) to the appropriate talent pools.

Add “Silver Medalists” to appropriate Talent Pools. The example shows two screened and one warm candidate.

Talent Pool Status Sets

Before creating a talent pool, you must create a status set for the pool.

Staffing organizations can create multiple status sets to support different types of talent pools. For example, statuses for an event talent pool will likely differ from statuses for a skill-based talent pool.

Talent pool status sets are created from Admin Center→Manage Data.

Create Talent pool status sets. The following are highlighted sets: No Contact, Contacted, Screened, Warm, and Not Actively Seeking.

Note the following:

Talent pool status sets are a different entity from the candidate status set.
When mapping statuses to status sets, it is best to assign each status a two-digit decade number,such as 20, 30, or 40. This makes it easier to later add new statuses between the statuses in the original set.
Once candidates have been added to a talent pool, you cannot change the status set of the talent pool, including deleting any status.

Create a Talent Pool Status

To create a talent pool status set, complete the following steps:

Steps

Create a Status Set from Admin Center→Manage Data.
Create Statuses.
Map statuses to the Status Set.

Create a Status Set for Talent Pools

This video demonstrates how to create a status set for talent pools.

Business Example

The initial setup for talent pools involves creating statuses for the candidates within the pool, and grouping those statuses into a status set.

Steps

Navigate to Admin Center→Manage Data.
To see if there are any existing statuses or status sets, from the Search box, search for Candidate Relationship Management Status. (In a new instance, there will not be any.)
To create a new status set, from the Create New box, enter Candidate Relationship Management Status Set and select it.
- For statusSetId, enter default.
- For statusSetName, enter Default Status Set.
- For description, enter Basic Status Set.
- Save.
To create the statuses, from the Create New box, enter Candidate Relationship Management Status and select it from the list.
Enter the first value in the list for the statusCode, and the second value for statusName. Save. Continue until all statuses have been created. (You need to search Create New before each.)
- noContact / No Contact
- screened / Screened
- warm / Warm
- notFit / Not a fit
- notActive / Not Actively Seeking
To map the first status to the status set, in the Create New search box, enter Candidate Relationship Management Status Map and select it.
- (statusSetItemId, is auto-assigned)
- For statusSet, select Default Status Set (default).
- For status, select No Contact (noContact).
- For order, enter 10.
- Save.
Continue mapping each status in the order shown in the previous step, assigning a two-digit "decade number" to each. In other words, for Screened use 20 for the order, for Screened use 30, and so on, in case additional statuses are added later.

Create a Talent Pool

The user who creates the talent pool is the "owner," which enables them to make edits later. Be sure to log in or proxy as the user who should have these permissions, usually an admin.

To create a talent pool, follow these steps:

Steps

From Recruiting→Candidates→Talent Pools, click Create Talent Pool.
Enter the Talent Pool Name and a Description, if desired.
Select the Status Set (Pipeline Status Structure) and the Default status that candidates will be added to. The status can be overridden as candidates are added.
Select whether the talent pool should be Private or Public. (See the Shared Talent Pools section for details.)
Save.

Result

You have created a talent pool.

Shared Talent Pools

Talent pools can be one of the following:

Private: Visible only to the user who created it.
Public: Visible to all users who have the talent pool role-based permission.

Talent pools are often set as Private and Shared.

To share a talent pool, proceed as follows:

Edit the pool.
Select the Shared with option.
Search for the person’s name or Recruiting group and select +Add.

Some considerations include the following:

Only the owner of the pool can edit attributes of the pool or share it with other users.
Users who have been shared the talent pool can view the pool and add members (candidates), but cannot edit.
Note that all recruiters may not be able to view all candidates in a pool, depending upon the response the candidate provided regarding data privacy.
If the owner of a talent pool leaves, the pool is assigned to an admin.
To stop sharing the pool with a person, use the icon to the right of the name.

Tips for Shared Talent Pools

If multiple people are working on filling specific positions, they should share talent pools, rather than maintain multiple talent pools that contain the same candidates.

To organize the internal recruiting users who should have access to particular talent pools, create a recruiting group from Admin Center→Manage Recruiting Groups. For example, create groups of recruiters by location, and associate those groups to talent pools in the corresponding locations.

The leading practice for shared talent pools is not to remove members who are deemed not suited for the work, or who indicate that they are not interested in that type of position. Instead, create statuses such as "Not a Fit" and "Not Actively Seeking" and move the candidates there.

Otherwise, another recruiter may inadvertently move a candidate back into a pool from which they were removed. It is annoying for candidates to continue to receive email campaigns or be added to requisitions for a job that they already said they are not interested in.

Do Not Remove Members from Shared Talent Pools. In the example, the following pools are highlighted: Not a fit and Not actively seeking.

Create and Share a Talent Pool

Watch this video to see a demonstration of how to create and share a talent pool.

Business Example

Create a talent pool for Web Developer positions in New York, Chicago, or Denver, with the possibility of working remotely. Typically, talent pools are created by administrators, but at Best Run, they are created by recruiters.

Steps

Proxy as a recruiter, such as Paula Price.
Navigate to Recruiting→Candidates and select Talent Pools.
Select Create Talent Pool.
For Talent Pool Name, enter Web Developers.
For Description, enter City=New York, Chicago, or Denver preferred. Remote locations considered.
For Pipeline Status Structure, select Default Status Set.
For Default Candidate Status, select No Contact.
For Privacy, select Private.
Save.
To share this talent pool with Paula’s manager, choose Shared with 0 People.
In the Add More People box, enter Grace and select Grace Griffin.
Choose +Add.
Choose Close.
To share this talent pool with the Recruiting group that has been defined, Choose Shared with 0 Groups.
In the Find Groups to Share Talent Pool With box, enter Recruiters and select Recruiters.
Choose +Add.
Choose Close.
Save.
ChooseClose.
Choose Web Developers to view the status set for this talent pool.

Summary

Talent pools are groups of candidate contacts (including employees, applicants, talent community sign-ups, and data capture leads) used to organize and source talent; candidates can belong to multiple pools.
Recruiters/hiring managers search pools to source candidates, forward qualified members to requisitions, add "silver medalists," and (with Candidate Relationship Management) run email campaigns to keep candidates engaged.
Before creating a pool, create a talent pool status set (separate from candidate status sets) in Admin Center → Manage Data; use decade numbering (20/30/40) for flexibility, and note you can’t change the pool’s status set after candidates are added.
Pools can be Private (owner only) or Public (anyone with permission); owners can share with individuals or recruiting groups, and shared users can view/add members but not edit. Best practice is to use statuses (e.g., "Not a Fit," "Not Actively Seeking") rather than removing candidates to avoid re-adding and unwanted outreach.

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