RolePoint Apply. Product Overview.

Transcription

1 RolePoint Apply Product Overview

2 Contents Introduction High Level Architecture Building an Apply Process - Creating an Account - Building Process - Preview Jobs Managing Your RolePoint Apply - Dashboard - Applications - Jobs - Pre-Screening Questions - Transient Question Settings Source Optimized Registration Quick Apply, Sessions & Remembering Users Custom Questions, Fields and Logic Customizations - Styling - Copy - Agreements - Domain Names - Thank You - Password Reset s for the ATS Internationalization Queuing and Backlogs Resume Integrations - Google Drive - Dropbox - LinkedIn - Indeed Capacity/Load Management Support

3 Introduction RolePoint Apply is a SaaS platform providing an optimized mobile and desktop Candidate Application layer compatible across major ATS systems. The solution offers a self-serve feature, providing clients with the ability to procure their own fully optimized RolePoint Apply product and ATS integration. RolePoint Apply leverages our Connect middleware layer to normalize ATSs connections and provide consistency across ATS access. High Level Architecture This diagram illustrates the high level architecture of RolePoint Apply.

4 Building an Optimized Apply Process Creating an Account 1. To begin, go to: app.rolepoint-apply.com/register 2. Select the ATS you wish to integrate your apply process with. 3. Enter an address to register with. This will be the address of the admin of the apply process. 4. Add the necessary API details. See the appendix of this document for further information on how to obtain these from each ATS. 5. Press Get Started. 6. RolePoint will you instructions on how to set your password for this account. When you want to log back in, go to: app.rolepoint-apply.com/login. Building Process 1. Once the account creation details have been entered, RolePoint will build your apply process by pulling the information from your ATS. 2. RolePoint extracts the jobs from your ATS and their details including description, styling, IDs and much more.

5 3. Next, it extracts all prescreening questions and relevant fields for your apply process 4. Finally, it saves this information into RolePoint Apply so that we can provide you with your new optimized candidate apply system.

6 5. Once the flow completes, which is usually ~1-2 minutes, you can preview your jobs and view your Apply Dashboard. Previewing Jobs 1. Before displaying the dashboard, RolePoint provides a preview of some of a selection of your jobs. This is to give you an immediate insight into the candidate flow whilst also allowing you to test the flow as if you were to apply..

7 2. Click Apply to preview a job application. This will load the candidate experience as if you were applying. Once the application is completion, this will then be inserted into the ATS. 3. Resumes can be parsed via Google Drive, Dropbox or locally from files on a mobile or desktop device. If the user is on a mobile, they can also the job to themselves if they prefer to use the desktop experience. Lastly, an application form is an additional option should the user wish to enter their basic details manually. 4. Once the resume is parsed, a summary screens shows basic details, with RolePoint mapping additional fields behind the scenes to the ATS, including work and education history.

8 5. After the applicant has completed the information they can continue to the next screen and review any company terms of use or policies before the submitting their details. 6. The next set of screens illustrate pre-screening questions pulled directly from an ATS, along with any answers submissions aligned to those questions. These are dynamic, so if your jobs require certain questions because of their type or location, these will come through correctly on RolePoint Apply. For more information, see our list of ATSs and their respective capabilities.

9 7. To finish the flow, RolePoint displays a completion message with relevant follow up information or links. Managing Your RolePoint Apply Platform You can access your RolePoint Apply Dashboard by logging in at app.rolepointapply.com/login. Here, you can view statistics, completed applications, live jobs, applicant prescreening questions, customize application flows and settings. Dashboard The dashboard provides an overview of your current activity. It also displays the ATS you re connected to and it s status. A menu on the left hand side allows you to navigate to other areas

10 of the management tool. Applications This page displays all the applications that have been submitted through RolePoint Apply alongside their details, including timestamp, jobs applied to, candidates details and prescreening process.

11 A deep-dive into the stats can be made by clicking on the magnifying glass icon. If on the Pre-Screening page a question is set to Transient, then the answer will not be shown in this dialog and will instead be hidden. To learn more about Transient questions, please see the Pre-Screening Questions sections.xw Jobs The jobs screen lists all the positions open at the company and available on the apply flow. This is a live view of roles, as per the connected ATS.

12 For each job there is a deeper view, accessible by clicking the magnifying glass icon. This will additionally display the pre-screening flow associated with a specific job. The blue link on the job forwards you to the application page so you can preview this as if you were the candidate. Pre-Screening Questions This page displays the pre-screening questions which appear in the job application flows. These are broken down into department-specific categories. For example, you may have a set of prescreening questions called License which appear on jobs that require the user to describe which Licenses they have in order to qualify for the position. These parts of the application structure can be turned on or off through this section of the platform. This removes the need for the applicant to complete parts of the application if the role is hard-to-fill or being targeted at relatively passive candidates. This doesn t affect the data flow into your ATS as RolePoint can override any mandatory ATS application completion

13 requirements, meaning you can optimize your flow outside of the complicated ATS setup. Transient Question Settings When your RolePoint Apply process is first built, every pre-screening question is set to Transient. This means each question will only be stored for a maximum of 15 mins until it is placed into the ATS. After this time, it is permanently removed from RolePoint. If the ATS is down, RolePoint will hold this data until it succesfully syncs. It is recommended that these Transient questions settings be revised the moment RolePoint Apply is set up as it s likely not all question answers need to be removed after 15 mins. Why have this feature? For data such as disability information and veteran status, it is important to withhold this information. The answers must be hidden from all users but the candidate themselves. Lastly, we endeavor to never store them. Source When source is passed onto RolePoint via a URL, this will be captured automatically in the application and passed to the ATS. An example form of this is: Even if a source is not provided, RolePoint can set a default for every application that goes into the ATS.

14 Optimized Registration RolePoint does not require candidates to register. Instead RolePoint will take the address of the candidate and uses this to verify in the ATS whether the user already exists or alternatively needs to be created. If they do exist, RolePoint will append their new application to their current profile. If they don t exist, RolePoint will create a new profile for them and place the application on this new record. Note: Your ATS may have extra logic for each employee placed in the ATS. For example, your ATS may automatically de-duplicate users based on their first and last name being the same as another candidate in the ATS database. This logic is controlled and set in the ATS only. Quick Apply, Sessions & Remembering Users When a candidate applies, RolePoint does not request them to register or log in. Instead, we open a session for the user which stores their application information on their browser. If they apply to another job, RolePoint will remember them and ask if they d like to quick apply. This will submit the same information from their previous application, but should there be a question on this new job which must be answered, they ll be prompted to do so.

15 Custom Questions, Fields & Logic This allows you to set up custom behaviour in your RolePoint Apply solution. This could include application questions which you d like to ask that your ATS isn t currently offering or logic that you d like to apply to candidates entering your ATS. Custom Questions or Fields You may have custom fields set up in your ATS on your candidate profiles which your recruiters are currently filling manually, but you d like this data to be captured by RolePoint. This can be accomplished by adding custom questions to RolePoint Apply which your ATS doesn t/can t currently ask from your candidates. We can map these questions to the right fields within your ATS. There may be circumstances where you want to pick up data from the application process that is not via a question the candidate sees, for example, parsing a value from their resume automatically and mapping this value to a field of your choice. Custom Logic Logic can be provided for use cases important to your recruitment team. An example: only change the source of a candidate that exists in the ATS if their Last Modified date is over 365 days old. Customizations RolePoint Apply is customizable and white-labelled for branding on a client by client, or single 3rd party basis. Styling An overlaying style sheet can be placed over the apply flow to customize each element. Examples include buttons, font types, sizes and colors. Further changes can be made including spacing and display formats when rendering on different screens. Copy Language File Any copy or language on the site is fully customizable. This is achieved via language files which also render different global languages. If the browser is set to a different language, RolePoint Apply can leverage this to use a relevant language file. Titles Each page title is pulled from the ATS automatically. This can be overridden to be more relevant on an instance by instance basis.

16 Page Descriptions Beneath the title on each screen of the flow is a page description. This can be set per page. Thank You Screen When the candidate finishes the process, a thank you message can be customized on the site. Alongside the button link and text, a company logo or image can be rendered on the page. Agreements On each screen of the flow, the bottom of the page can contain a company policy or agreement which is a legal document that ensures consent from the candidate after submitting their details. This copy is customizable and a link can point to an external document. Domains Names To ensure the look and feel of your apply flow fits into your company s branding, RolePoint can switch the Apply Flow domain address from [companyname].rolepoint-apply.com to something of your choice. By appending the Job ID to the end of the URL, you ll be able to view the job application flow. For example, you could opt for apply.globalinc.com. Your job application would appear as apply.globalinc.com/123, where 123 is the Job ID. In addition to this domain name, RolePoint can configure s to be sent via a custom address. Thank You After a candidate has applied, RolePoint will send out a confirmation thank you . The copy in this can be changed to match your company s requirements. Password Reset s for the ATS RolePoint does not require any users to register when they apply. Therefore, should you require your user to log into the ATS at a later stage for different screening process or interview, RolePoint is able to send a password set link in a follow up/thank you . This will allow the user to set their password for the given ATS. To learn more about the registration flow and logic, see the Optimized Registration section. This is available for selected ATSs, please contact support@rolepoint.com to learn more. Internationalization RolePoint makes use of language files. Language files can be created for each type of language that is important for your company. If Spanish is required, you can create a Spanish specific file which will replace all website copy with Spanish when a user is in Spain (so long as their browsers tells us they prefer Spanish) and uses RolePoint Apply.

17 If a user is in a location which you do not have a language file for, then a default will be used. This default again can be in any language you prefer, most companies opt for English. Queuing and Backlogs In the event the ATS goes down due to updates or an outage, RolePoint backlogs and queues your applications. Resume Integrations Integrations make uploading resumes and profiles more accessible and easy for mobile users. RolePoint by default has the below integrations, but can develop more should they be required or become popular. On some devices, integrations will not work as the vendor may not have a mobile ready experience. In these cases, the option will be hidden to avoid confusion. Google Drive Enabling users from Google to log into their drive account to download a resume document. Dropbox Enabling users from Dropbox to log into their drive account to download a resume document. LinkedIn RolePoint allows companies to enter in their own LinkedIn Apply API details. This lets users connect to their LinkedIn account to pull in their profile. Indeed Apply with Indeed Resume allows candidates to pull in their details from their Indeed account. Capacity/Load Management RolePoint is built on cloud infrastructure technology, enabling it to scale quickly when there are high volumes of traffic. Client up-time is not affected and disruptions to service will not occur. There is no added costs to higher volumes of traffic. Support To raise a support request, send an to support@rolepoint.com with questions. A ticket will automatically be raised and a representative will be in touch.