Creating Candidate Application

Objectives

After completing this lesson, you will be able to:

Identify the data stored within the Candidate Application.
Explain how to display different information to specific groups of applicants.
Explain how to use pre-screening questions.
Describe the Reimagined Candidate Experience
Describe Candidate Application field permissions.

Candidate Application

The Candidate Application includes data submitted by the candidate at the point of application. It is a snapshot of the candidate’s information taken at the moment a recruiting user first views a new application.

Quick Facts

It is possible to add data to the record by the recruiting user and additional data by the candidate at a later date.
Permissions in the application control what the candidate sees during and after applying for a job, and what a recruiting user sees when viewing candidates who have applied for a job.
The application record associates a candidate to a job and includes data relevant to that particular requisition.
The application is associated to an applicant status pipeline and is always in one status at any given time.
The Candidate Application is used to grant button permissions for use after the job requisition has been opened to each recruiting role. Standard buttons can be relabeled and are as follows: Forward, Save, and Cancel.
It is possible to configure the system to allow the applicant to save an in-progress application and return to complete it at a later date. When enabled, a Save button displays on the application and a Saved Applications tab is available to logged-in candidates.
It is possible to customize the message that appear once candidate apply for the position in Admin Center→Manage Recruiting Settings.

Each Candidate Application is tied to the job requisition template in the back end of the system. It is possible to have multiple applications per instance. If your company requires multiple candidate applications, you will also require multiple job requisition templates.

Note

Collect all candidate-specific information in the Candidate Profile. Collect job-specific information in the Candidate Application.

Display Different Fields to Different Applications

The Candidate Application can be configured to control which fields display for internal versus external candidates, as well as the fields that display to the candidate based on the country where the job is located. This functionality can be used to collect specific information about a candidate that may be required by local law. It is also useful to ask specific questions to internal or external candidates. An example of this type of question is "May we contact your current employer?" posed to external candidates only. This functionality has to be configured in the back end of the system and uses the eQuest country field information provided on the job requisition (if showing different fields to users applying for jobs in a specific country). The eQuest country field label can be changed to anything that suits your company needs (for example, Country of Job). The country of the job is stored in this field. It is recommended that only experienced users are given permissions to edit this field as the incorrect selection of the country could potentially lead to the incorrect fields displaying on the Candidate Application.

To set up the values for the eQuest country field, follow the following steps:

Using the Action Search, navigate to Set up Job Board Options and choose Country and State/Province Values Set up.
Click Custom and select all countries needed.

Pre-Screening Questions

When the requisition includes pre-screening questions, candidates applying to the job will be presented with these questions at the bottom of the application during their initial application. If some of the questions are set up as cascading questions, more questions may appear as the candidate completes the visible questions.

Recruiting users with appropriate permissions will see a Screening Details section on the application page, listing all the applicant’s responses to the pre-screening questions as well as an Average Rating field that contains the sum of all points assigned to weighted questions. The Average Rating field is also available in the candidate summary display options and can be used to sort applicants to find the highest rated applicants.

Pre-screening questions cannot be configured to be displayed only to specific sets of applicants. Once the question is configured on the job requisition, it will be visible to all applicants that apply for the job. Learn more about pre-screening questions in the associated lesson of this guide.

Using Pre-Screening Questions Feature Permissions

When using the multi-stage application environment, the candQuestions feature permission is required in the configuration of the job requisition. This feature permission controls when (in which status of the applicant status set) the pre-screening questions will appear to the candidates. Traditionally, the candQuestions feature is permissioned in the Default status, allowing candidates to answer any pre-screening questions when they are completing their application to a job.

When this feature is permissioned to any other status in the applicant status set, it will prevent the candidate from changing their answers to the pre-screening questions assigned to the job requisition after they have submitted their application.

Ensure that the feature permission candQuestions is configured for each status where you want applicants to be able to read, but not edit, their answers to screening questions

Multistage Candidate Application

A customer instance can be set up in one of the following two ways:

Single-stage application environment: Candidate completes the application data at the initial application point and cannot change or modify the data later. Recruiting users can see all fields in all application statuses.
Multistage application environment: The fields available to a candidate or recruiting user vary, depending on the status of the application. That is, the candidate completes a set of application data at the initial application and can be granted permissions to edit that data, or access other fields depending on the status of the application. Recruiting users can view and write to different fields depending on the status of the application.

A single client instance cannot include both single-stage and multistage applications.

Quick Apply

Recruiting organizations around the world are looking for ways to reduce the amount of time it takes for candidates to complete their application process. In some cases, they would like their applicants to only complete necessary fields the organization needs in order to review their candidacy.

The goal of the Quick Apply application is to provide customers with an option to have their candidates complete the job application without having to create a Candidate Profile, simplifying their candidate experience.

When enabling the Quick Apply feature, the organization’s application process will change by simply bypassing the Candidate Profile.

Benefits of Using Quick Apply

One-page view for the Account Creation and Job Application fields.
Creating a candidate profile can be done after applying to the job for a new candidate.
Returning candidates may Sign-In to access their existing profile and apply.
Candidates can create apply to the Job Application with minimum clicks.

A candidate applying for the first time, will be asked to enter an e-mail address and password to create an account. Below the account creation fields, all application fields will be displayed for the candidate to complete, along with Country/Region specific fields (as configured with the country field overrides) and any DPCS/GDPR/Data Privacy fields.

A returning candidate can still sign-in to their account (using the Sign-In link) and will not have to complete the account creation fields. They will only see the application fields. Any details available from the candidate’s existing account will be populated against the application fields (ex: first name, contact information, etc.).

The Duplicate Candidate check feature is supported with Quick Apply to help prevent candidates creating duplicate accounts. If a candidate uses the same e-mail address that was used to create a previous account, the candidate will be prompted to sign-in to their account before applying through Quick Apply.

A candidate with an existing account, applying for a job requisition or job posting that has been defined as Quick Apply, has the option to accept or reject the updated Data Privacy Consent Statement (DPCS). A dialog is displayed if any recent changes were made to the DPCS statement.

If candidate accept the DPCS statement, the candidate can proceed with the application flow to apply for a quick apply enabled job.

If candidate decline the DPCS statement, the candidate profile is deleted and all the immediate application steps that occur after the deletion are performed.

Note

At this time, Resume Parsing is NOT supported for the Quick Apply application. Candidates will still need to complete all application fields on the Quick Apply screen even if a Resume is uploaded.

Configuring the Quick Apply Application

In order to enable the Quick Apply feature for any job requisition, a new standard field will need to be added to the respective Job Requisition XML. This field will create a switch on the Job Requisition template for permissioned Recruiting users to enable or disable the Quick Apply feature when creating the Job Requisition.

To configure the Quick Apply feature:

Add the quickapply standard field to the respective JRDM.

Code Snippet

1234
＜field-definition id="quickapply" type="bool" required="true" custom="false"＞
＜field-label＞＜![CDATA[Quick Apply]]＞＜/field-label＞
 ＜field-description＞＜![CDATA[Quick Apply]]＞＜/field-description＞
 ＜/field-definition＞

Permission the quickapply field to any recruiting operators who should be able to access the Quick Apply switch to enable or disable the Quick Apply feature when creating or reviewing the Job Requisition.
Import the updated JRDM into Provisioning.

The Quick Apply field can now be automatically switched on for Job Requisitions using Business Rules. Applying business rules to the Quick Apply field on the Job Requisition can now streamline which positions (for example: for certain position types, positions in a specific country, etc.) use the Quick Apply feature.

The Reimagined Candidate Experience

When Career Site Builder is enabled, the Reimagined Candidate Experience can be enabled, creating a guided application experience for candidates using a smoother and more intuitive application process. With its adaptive design, the application interface automatically adjusts based on the information required to be collected from the candidate, providing only the most relevant information in the quickest possible time.

The Reimagined Candidate Experience also provides increased flexibility in the way that Candidate Profile and Application fields can be controlled by introducing new Recruiting business rules scenarios that can be used to create branching questions. Branching questions allow for application fields to become dynamic, only appearing to the candidate if additional information is required from them, based on their previous responses to application questions. This allows greater flexibility in creating a more dynamic application experience for candidates, only displaying application questions that are relevant to them.

Candidate Application Field Permissions

Permissions for the application (both for candidates and recruiting users) are defined in back end of the system or through Manage Template option in Admin Center. Fields can be read or write for candidates as well as for recruiting users. In some cases, it may make sense to specify that only a candidate can write to specific fields. In others, it may make sense to allow defined recruiting users to also be assigned write permissions to candidate application fields. This may prove useful if a recruiting user needs to update information on the candidate profile during the interview process for candidates who did not provide enough detail when completing the profile. Application fields can also be defined in field attribute overrides based on the type of candidate (internal vs external) and on the country of the candidate. You will need the assistance of a consultant to modify your system for use of overrides.

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