Exploring the Candidate Experience

The candidate experience in SmartRecruiters is designed with simplicity and efficiency in mind. The primary goal is to make the application process as quick and convenient as possible, ultimately leading to more completed applications while still collecting the information users need to make great decisions.

The application process in SmartRecruiters is designed to be simple and fast, and mobile-friendly, with a focus on maximizing candidate conversion and delivering a transparent experience. This is one of the platform's core benefits.

Once initiated, the application focuses on collecting only the necessary information, leveraging conditional logic to keep the form concise.

• Smart Application Forms: The system uses conditional logic based on the job type, location, or department. Candidates are only asked questions relevant to the specific role they are applying for. This avoids lengthy, generic forms that frustrate candidates.
  • For example, configure a screening question set for jobs in customer service to collect specific information from candidates such as which languages they speak. This might not be relevant for jobs in engineering.
  • This is where diversity and inclusion questions are asked that will translate to metrics for companies. Be sure to know what you are allowed to ask in each geography before asking them.
  • Best practice is to be very cautious when using knock-out questions and seeking legal/compliance advice. Carefully consider how to deliver great candidate experience while maintaining the efficiency of automated rejections.
• Structured Data Collection: The platform ensures that all data collected (such as desired salary, availability, and legal information) is standardized and easy for the ATS to process and filter later.
  • Filtering candidates by their answers to screening questions can be a great way for recruiters to save time and bulk process candidates. For example, a candidate may live in a particular location that requires virtual meetings rather than face-to-face meetings.

Candidates can then choose to upload their resume/CV, which triggers resume parsing. This feature automatically populates the application form with the information extracted from the resume, saving the candidate time and effort. Candidates can then review the pre-filled information, make any necessary adjustments, and add additional attachments as needed.

After completing their initial contact information and uploading their resume, candidates must provide consent for the organization to collect, store, and process their personal data. This consent is crucial for compliance with privacy regulations like GDPR.

SmartRecruiters offers two models for capturing this consent and this is configured in Global Compliance:

• Single Consent: This is a straightforward approach where the candidate grants permission for all data processing activities with a single action, typically a single checkbox.
• Separated Consent: This method offers a more granular approach. Candidates are presented with multiple, distinct checkboxes, allowing them to grant permission for specific data processing purposes individually.

Once the application is submitted, the candidate receives a confirmation message and an email. The email contains a link that grants access to their application details through the candidate portal, without requiring a profile to be created. Instead, a one-time passcode is used for secure login.

Through this portal, candidates can:

• Review the details of the job they applied for.
• View the high-level status of their application in the hiring process.
• Access their application responses.
• Update their information if needed.
• Manage their account.
• View all submitted applications.
• Withdraw applications if desired.
• Manage attachments and documents provided with their application.

Watch the video below for more information about applying as a candidate.

This video is for demonstration purposes. Any references made in this video to previous or later videos in this course (including titles, numbers, links, or sequence) may differ from the current course structure. Additionally, some functionalities shown may have evolved over time due to ongoing enhancements or business decisions.

The Employee Career Portal in SmartRecruiters is a dedicated, internal career site designed to facilitate internal mobility. It serves as a single, centralized gateway for existing employees to view and apply for open positions within the company, offering a distinct, streamlined experience compared to the external career site.

The Employee Career Portal displays both public and internal job postings. Employees can use the filtering options to narrow their search, or the search bar to search by keyword.

• Searching by Job ID: To search using the job reference ID, employees can click the Use a REF Code link next to the search bar and enter the ID.
• Viewing Internal Jobs Only: Employees can toggle the Internal Jobs Only switch at the top of the page to view only internal job postings.
• Sorting Jobs: Jobs can be sorted by the job posted date or alphabetically.
• Referral Availability: Jobs that allow external referrals will have a Referral Available badge.

Recruiters can easily identify internal applications and referrals within SmartRecruiters. Internal applications will have an Employee badge on the applicant list and on the applicant's profile. The applicant source will indicate Employee Portal. Referrals will have a Referral badge next to their name on the applicant list and profile. The applicant source will display the referrer's name, and the recruiter can view the recommendation provided on the referral form.

• The SmartRecruiters candidate experience is designed to be simple, mobile-friendly, and transparent, maximizing application conversion.
• Candidates can apply by uploading a resume/CV, which initiates resume parsing to populate the application.
• SmartRecruiters offers Single and Separated Consent models for capturing data processing authorization, ensuring GDPR compliance.
• After submitting their application, candidates can access and manage their application details, track its status, and update information through a secure portal.
• Employees can apply for internal jobs, track their applications, and make referrals through the portal.