Taleo Enterprise. Taleo Scheduling Center Configuration Guide

Transcription

1 Taleo Enterprise Taleo Scheduling Center Configuration Guide Feature Pack 11A March 25, 2011

2 Confidential Information and Notices Confidential Information The recipient of this document (hereafter referred to as "the recipient") agrees that the Confidential Information disclosed herein by Taleo shall be retained in confidence by the recipient, and its respective employees, affiliates and/or subsidiaries. For the purpose herein, the term "Confidential Information" shall mean the following: 1. Any information, know-how, data, process, technique, design, drawing, program, formula or test data, work in process, business plan, sales, suppliers, customer, employee, investor or business information contained in a document, whether in written, graphic, or electronic form; or 2. Any document, diagram, or drawing which is either conspicuously marked as "Confidential", known or reasonably known by the other party to be confidential, or is of a proprietary nature, and is learned or disclosed in the course of discussions, demonstrations, or other collaboration undertaken between the parties. Limited Rights Notice (Dec 2007) 1. These data are submitted with limited rights under Subcontract No These data may be reproduced and used by the Government with the express limitation that they will not, without written permission of the Contractor, be used for purposes of manufacture nor disclosed outside the Government; except that the Government may disclose these data outside the Government for the following purposes, if any; provided that the Government makes such disclosure subject to prohibition against further use and disclosure: None. 2. This notice shall be marked on any reproduction of these data, in whole or in part Taleo Corporation. Do not reproduce without the written permission of Taleo Corporation. Configuration Guide Taleo Scheduling Center 11A ii

3 Table of Contents Confidential Information and Notices... ii Taleo Scheduling Center Configuration User Access... 2 Administrator User... 2 Scheduling Center User... 2 Screening Services...4 Screening Service...4 Input Field... 4 Field...5 Set Field... 6 Phases Phase Calendars...15 Adding a Calendar to the Calendar List...15 Removing a Calendar from the Calendar List...15 Invitations...16 Sending an Invitation Automatically during the Workflow Sending an Invitation Automatically during Candidate Application...16 Taleo Scheduling Center Administrator Functions Templates Templates Template Activation Location Templates Location Template Calendars...23 Calendar Import Time Zones...24 Time Zone Configuration Configuration Guide Taleo Scheduling Center 11A iii

4 Fields and Buttons for Administrators...25 Configuration Guide Taleo Scheduling Center 11A iv

5 User Access...2 Screening Services...4 Phases...12 Calendars...15 Invitations... 16

6 User Access User Access Administrator User The Administrator user has all permissions, for all calendars in the Taleo Scheduling Center. The Administrator can create, manage and edit all calendars. The Administrator can also assign ownership of a calendar to a user or access to calendars. The Administrator user has all the permissions: Read-Only Mark Arrived/No Show Manage Timeslots Administer Calendars The Administrator does not necessarily have administrator rights for the Taleo Recruiting Center. The Administrator must be granted the Manage Scheduling Center user type permission in SmartOrg Administration. Scheduling Center User The Scheduling Center user has access to the Taleo Scheduling Center. Users can be granted one of two user type permissions available in SmartOrg Administration: The Access Scheduling Center user type permission only gives users access to the Taleo Scheduling Center. The functions users will be allowed to perform in the Taleo Scheduling Center will depend on the Calendar Role they will be granted. Users can be granted the following Calendar Roles: Read-Only Mark Show/No Show Manage Timeslots Schedule Appointments Administer Calendars Calendar Owner The Create calendars and access Scheduling Center user type permission gives users the ability to create calendars via the Add New Calendar link in the Taleo Scheduling Center. Users granted this permission will automatically be assigned the Calendar Owner role (although the creator does not have to be the owner). Users with this user type permission will still need to be assigned calendar roles for other calendars they do not own or create. Users granted the Create calendars and access Scheduling Center user type permission can choose another Calendar Owner or remain the Calendar Owner. However, users granted the Create calendars and access Scheduling Center user type permission will always keep the Calendar Owner role allowing them to go back to the calendar after creation. The Create calendars and access Scheduling Center user type permission should be used to grant users the ability to create calendars without granting full Scheduling Center administration rights. Configuration Guide Taleo Scheduling Center 11A 2

7 User Access Granting Users Access to the Taleo Scheduling Center The Manage User Types and Access Administration user type permissions grant users access to this feature. The user being granted access to the Taleo Scheduling Center must be active. The administrator must know the user type assigned to the user. Users cannot grant themselves access to the Taleo Scheduling Center. Configuration > [SmartOrg] Administration > User Types 1. Select a user type. 2. Click Select next to Functional Domains. 3. Click Recruiting. 4. Click Edit next to Scheduling Center. 5. Select a user type permission. Next Step Users must try at least once, unsuccessfully, to sign in to the Taleo Scheduling Center. Only then will the Administrator be able to grant the user permissions for the Taleo Scheduling Center. Configuration Guide Taleo Scheduling Center 11A 3

8 Screening Services Screening Services Screening Service An organization can choose to have external partners provide specialized screening services. An organization can choose to have some services executed by a third party. A screening services partner can supply services such as: candidate assessment background check tax credit eligibility interview guides interview scheduling validated tests to identify and measure a candidate s qualifications, motivations, abilities and eligibility Screening services must be activated by the support service before they can be used in a requisition flow. Services are sourced to the application using an external tool, and enabled by default if the service does not require any additional configuration. Once a service is made available by the support service, the service can be activated or deactivated by the system administrator and made available or not to users when creating a requisition. All screening services have the same properties, however, the settings of these properties will vary according to the service. The system administrator can configure the screening service i.e. modify input fields, phases, etc. The languages in which an external service is available depend on the languages used by the service providers and vendors. Screening services are available to users provided they have been granted the user type permission. User type permissions are granted by an administrators through the SmartOrg product. Configuration User Type Permissions Name Location Access Screening Services configuration Configuration > [SmartOrg] Administration > User Types > Recruiting > Administration Services permissions are grouped under the Recruiting functional domain. Configuration > [SmartOrg] Administration > User Types > Recruiting > Other Input Field An input field is a specified area of the application where a user must enter or choose information to request a service. An input field is a specified area of the application where the user must enter or choose information that will be sent to request a partner service. Input fields used in the application are specific to the service, therefore depending on the service used, the fields displayed in the application will differ from one service to another. Configuration Guide Taleo Scheduling Center 11A 4

9 Screening Services The properties of an input field are: Code: The internal name of the input field. The code is a read-only property. Name: The label of the field used in the requisition file. Depending on the service definition, the name can be an editable property. Domain: The type of field. The domain is a read only property. The possible values are: Text Multilingual text Numerical Selection Date Date UTC sensitive Boolean Mandatory: If the service definition specifies the field as mandatory, then the input field will always be mandatory. If the service definition specifies the input field as optional, then the client will be able to configure the field as being either mandatory or not. Default Value: this is the value of the field used by default by the system. Depending on the service definition, this can be an editable property. Input fields are displayed in the requisition file under the Screening section. Field A result field is a field for which a partner service will send one result value per service request. A result field is a field for which a partner service will send one result value per service request. fields are specific to the service, therefore depending on the partner service used, the result fields displayed will differ from one service to another. When requesting an external partner service, the result fields will be displayed to the service partner to enter or select the results of the requested service. The properties of a result field are: Domain: The type of field. The domain is a read only property. The possible values are: Text Multilingual text Numerical Selection Date time sensitive Boolean Code: The internal name of the result field. The code is a read-only property. Name: The label of the field used to return results.depending on the service definition, this can be an editable property. Default Value: depending on the service definition, this can be an editable property. fields are never mandatory because the service partner can send the value of the results not all at once. Once the service partner sends back the results to the application, the application from which the service was requested will use a predetermined user-defined form to display the results supplied by the partner. Configuration Guide Taleo Scheduling Center 11A 5

10 Screening Services Set Field A result set field is a field for which the partner will send more than one result value per service request. A result set field is a field for which the partner will send more than one result value per service request. set fields are specific to the service, therefore depending on the partner service used, the fields displayed will differ from one service to another. When requesting an external partner service, the result set fields will be displayed to the service partner to enter or select the results of the selected service: The properties of a result set field are: Domain: The type of field. The domain is a read only property. The possible values are: Text Multilingual text Numerical Selection Date Date time sensitive Boolean Code: The internal name of the result set field. The code is a read-only property t Name: The label of the field used to return results.depending on the service definition, this can be an editable property. Default Value: this is the value of the field used by default by the system. Depending on the service definition, this can be an editable property. fields are never mandatory because the service partner can send the value of the results not all at once. Creating a Screening Service A system administrator cannot create a screening service. Screening services are provided with the system. Next Step Activating a screening service. Activating a Screening Service The Access Screening Services configuration and the Access Administration user type permissions are required. The screening service must be inactive. Configuration > [Recruiting] Administration > Screening Services 1. Click the name of a service. 2. Click Activate located next to the name of the service. The service is available in the Recruiting Center when users request an external service. Configuration Guide Taleo Scheduling Center 11A 6

11 Screening Services Adding a Screening Service to a Candidate Selection Workflow The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Create next to CSW Action. 3. Select values in the fields as required. 4. Click Save. When the candidate selection workflow will be used in the Recruiting Center, the execution of the screening service will be carried out automatically. Creating a Screening Service Field A system administrator cannot create an input, result or result set field for a screening service. Next Step Editing a screening service field. Creating a Phase The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Selections > Large Selections tab > Custom tab 1. In the Custom tab, click the elements link located on the same row as the service for which you are creating a phase. 2. Select New. 3. Complete the fields. 4. Click Done. A new phase is now available in the drop down list under phase in the CSW Action section of the service. Next Step Adding an invitation phase to a requisition. Deactivating a Screening Service The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services Configuration Guide Taleo Scheduling Center 11A 7

12 Screening Services 1. Click the name of a service. 2. Click Deactivate located next to the name of the service. The service is no longer available in the Recruiting Center when requesting a service. Deleting a Message Template from a Screening Service The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Edit next to Correspondence. 3. Click Delete next to a message template 4. Click Save. The template can no longer be used when requesting a screening service. Deleting a Screening Service Field A system administrator cannot delete an input, result or result set field of a screening service. Next Step Editing a screening service field. Editing a Screening Service The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services 1. Click the name of a service. 2. Click Edit next to Properties. 3. Modify the settings and properties as required. 4. Click Save. The modifications applied to the properties and settings of the service are displayed in the service page and in Recruiting Center under the Screening section of a requisition. Editing a Screening Service Field The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration Guide Taleo Scheduling Center 11A 8

13 Screening Services Configuration > [Recruiting] Administration > Screening Services 1. Click the name of a service. 2. Click the name of a field. 3. Click Edit next to properties. 4. Edit the information. 5. Click Save. The input, result or result set fields of the screening service re customized to a specific need. Previewing a Screening Service User-defined Form The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services 1. Click on a screening service. 2. Click Preview this form located beside the form you want to preview. The final layout of a user-defined form used in a screening service is displayed to the system administrator. Editing a Service Label The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Edit next to Labels. 3. Complete the fields as required. 4. Click Save. When a screening request is sent to a candidate, labels will reflect changes in the sent to the candidate. Next Step Previewing a service label. Previewing a Screening Service User-defined Form The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services Configuration Guide Taleo Scheduling Center 11A 9

14 Screening Services 1. Click on a screening service. 2. Click Preview this form located beside the form you want to preview. The final layout of a user-defined form used in a screening service is displayed to the system administrator. Previewing a Service Label The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Preview next to Labels. The labels will be displayed as the candidate will see them. Removing a Screening Service from a Candidate Selection Workflow The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a screening service. 2. In the CSW Actions section of the service page, click Remove located beside the CSW you want to remove. This action will no longer be executed during the candidate selection workflow. Requesting a Screening Service A screening service must be available in the application. A user type permissions grants users access to this feature. Candidate must be in a selection process. 1. In the Candidate list, click on the name of a candidate. 2. In the More Actions list, select Request Screening Service. 3. Select a service from the Available Service drop-down list. 4. Comment is necessary. 5. Click Done. Configuration Guide Taleo Scheduling Center 11A 10

15 Screening Services Candidate will receive a request from a screening service. Selecting a Message Template for a Screening Service The Access Screening Services configuration and the Access Administration user type permissions are required. Configuration > [Recruiting] Administration > Screening Services 1. Click on the name of a service. 2. Click Edit next to Correspondence. 3. Click select 4. Select a Message template. 5. Click Select. 6. Click Save. The new templates will be used when requesting a screening service. Configuration Guide Taleo Scheduling Center 11A 11

16 Phases Phases Phase A phase is an Administrator configured point in the hiring process where an invitation to book an appointment is sent to a Candidate. The Phase allows the Recruiting Center Administrator to associate the Workflow, Step and Status that will Trigger a follow-up appointment and further configure which appointment invitation will be distributed. A requisition can include up to 10 phases. However, to avoid confusion it is recommended to use only 2 or 3 phases per requisition.the appropriate invitation will be automatically distributed based on the Calendar ID association selected by the Recruiter in the Screening tab. Creating a Phase The Access Administration user type permission grants users access to this feature. Phases must be created Configuration > [Recruiting] Administration > Selections > Large Selections 1. In the Custom tab, click the elements link located on the same row as TSC_Follow-Up-appointments. 2. In the Selection Element Link page, select New. 3. In the Selection Element Editor dialog box, complete the fields. 4. Click Done. A new phase is now available in the CSW Actions section of the screening service. Next Step Adding an invitation phase to a requisition. Editing a Phase An administrator user can edit the name of an existing phase. The Access Administration user type permissions grants users access to this feautre. A phase must be created in the Recruiting Administration. Configuration > [Recruiting] Administration > Selections > Large Selections 1. In the Custom tab, click the Elements link located on the same line as TSC_Follow-Up-appointments. 2. In the Selection Element List, select an existing appointment phase. 3. In the Selection Element Editor dialog box, complete the fields. 4. Click Done. The selected phase is now edited and remains available in the CSW Actions section of the screening service. Configuration Guide Taleo Scheduling Center 11A 12

17 Phases Activating a Phase To add a phase to a workflow, the phase must first be activated in the recruiting. The Access Administration user type permissions grants users access to this feature. Configuration > [Recruiting] Administration > Selections > Large Selections 1. In the Custom tab, click the Elements link located on the same row as TSC_Follow-Up-appointments. 2. In the Selection Element List, click on a phase. 3. In the Selection Element Editor window, choose the radio button to activate the phase. 4. Click Done. The phase is now activated in the drop down list under phases, in the CSW Action section of the screening service. Inactivating a Phase A phase cannot be added to a workflow if it is inactivated in the Recruiting Center. The Access Administration user type permission grants users access to this feature. Configuration > [Recruiting] Administration > Selections > Large Selections 1. In the Custom tab, click the Elements link located on the same row as TSC_Follow-Up-appointments. 2. In the Selection Element List, click on a phase. 3. In the Selection Element Editor window, choose the radio button to inactivate the phase. 4. Click Done. The phase is now inactivated in the drop down list under phases, in the CSW Action section of the screening services. Adding an Invitation Phase to the CSW During the requisition process, invitations can be sent to candidates at different points of the hiring process. The Access Administration user type permission grants users access to this feature. To be able to send multiple invitations to a candidate for the same requisition, the requisition must be created and phases must be created and activated. Configuration > [Recruiting] Administration > Screening Services 1. In the Screening Services list, select Taleo Scheduling Center. 2. Click Create next to CSW Actions. 3. In the Action drop-down list, select Trigger a follow-up Appointment. 4. From the Phase drop-down list, select the phase previously configured for which you wish to send an invitation. Configuration Guide Taleo Scheduling Center 11A 13

18 Phases 5. Click Add. 6. Click Done. An invitation will be sent to the candidate at the selected phase of requisitions using this workflow. Removing an Invitation Phase from the CSW Invitations phases can be removed from the requisition process. The Access Administration user type permission grants users access to this feature. To be able to remove an invitation from a requisition, the requisition must be created and phases must be activated. Configuration > [Recruiting] Administration > Screening Services 1. In the Screening Services list, select a screening service. 2. In the CSW Actions section, click Remove next to the appropriate Candidate selection workflow. The invitation phase is removed from the workflow. Configuration Guide Taleo Scheduling Center 11A 14

19 Calendars Calendars Adding a Calendar to the Calendar List The user must have administrator rights to the Taleo Recruiting Center. The user must know the calendar ID number given when the calendar is created in the Taleo Scheduling Center. Configuration > [Recruiting] Selection List 1. Click the Large Selections tab. 2. In the Custom tab, locate the entry Scheduling-Center-Calendar-Id and click on the number located in the Number of Elements column for this row. 3. In the Selection Element List page, click New. 4. In the Selection Element Editor page, complete the fields. 5. Select another language in the language drop-down list and translate the name in the selected language. 6. Repeat the translation process for each language of the list. 7. Click Done. The selected calendar appears in the calendar list of the Taleo Recruiting Center and can be assigned to a requisition. Removing a Calendar from the Calendar List The user must have administrator rights for the Taleo Recruiting Center to perform this task. Configuration > [Recruiting] Selection List 1. Click the Large Selections tab. 2. In the Custom tab, find the entry for Scheduling-Center-Calendar-Id and click on the number of Number of Elements for this row In the Calendar List, click the check box of the calendar name you wish to delete. 4. Click the trash can icon. The calendar no longer appears in the calendar list of Taleo Recruiting Center and it is not possible to assign the calendar to a requisition. Configuration Guide Taleo Scheduling Center 11A 15

20 Invitations Invitations Sending an Invitation Automatically during the Workflow System administrators can automatically trigger Passport screening services such as Scheduling Center when a candidate reaches a certain step or status within a candidate selection workflow. Triggering automatically an invitation during the workflow process can be used to send an invitation to several candidates at a time, by changing the status of the candidate to a determined step or status triggering the invitation. The Taleo Scheduling Center screening service must be configured. The Access Administration and Access Screening Services configuration user type permissions grant users access to this feature. Configuration > [Recruiting] Administration > Screening Services 1. In the Screening Services List, select the required integration type of Taleo Scheduling Center. 2. Click Create next to CSW Action. 3. In the New Candidate Selection Workflow Action page, select the workflow, step and status combination that will automatically trigger the screening service. The workflows, steps and statuses available are the ones configured in the Taleo zone. 4. In the Action drop-down list, select Send Scheduling Center Invitation. 5. Click Save. 6. Click Done. An invitation will be automatically sent to the candidate at the selected step of the requisition. Sending an Invitation Automatically during Candidate Application A Taleo Recruiting system administrator can automatically invite candidates to schedule an appointment by adding a Screening block in the application selection process. The Access Administration user type permission grants users access to this feature. Configuration > [Recruiting] Administration > Candidate Selection Workflow 1. Select the tab. 2. Click an existing step or click New to create a new step. 3. In the Statuses Usage page, click Add... to add new statuses. 4. In the Add Status page, select the status you have just added. 5. Click Add. 6. Select a Step Progression Level. 7. Click Add. 8. In the Automatic Progression of Applications page, click Allow candidates to reach this status automatically when the (optional) conditions specified below are met. 9. In the Conditions section, select an existing condition, or click Create Condition. Configuration Guide Taleo Scheduling Center 11A 16

21 Invitations 10. Complete the fields as required. 11. In the Workflows list, select an existing workflow, or click New to create a new one. 12. Complete the fields as required. 13. In Usage, click Add to add a screening step, or click New to create a new one. An invitation is automatically sent to the candidate applying on a Career Section. Configuration Guide Taleo Scheduling Center 11A 17

22 Taleo Scheduling Center Administrator Functions Templates Location Templates Calendars...23 Time Zones...24 Fields and Buttons for Administrators... 25

23 Taleo Scheduling Center Administrator Functions Templates Templates Templates s sent via Taleo Scheduling Center can be configured to reflect an organization communication style, standards and requirements. Administrators have the ability to configure system s with their organization branding rather that having only one model used by all users. If templates are not configured, then the system default templates are used. The following default types of templates are supplied with the system: Appointment Cancelled Appointment Cancelled -Candidate Appointment Confirmed Appointment confirmed - Calendar Owner Appointment confirmed - Full Candidate Permissions Appointment confirmed - No Permissions Appointment confirmed - Cancel Only Permissions Phone Confirmed - Full Candidate Permissions Phone Confirmed - No Permissions Phone Confirmed - Cancel Only Permissions Appointment Request Appointment Request - Full candidate Permissions Phone appointment - Full Candidate Permissions Appointment Rescheduled Appointment Reschedule Notification - Cancel Only Permissions Appointment Reschedule Notification - Full Candidate Permissions Appointment Reschedule Notification - No Permissions Phone Reschedule Notification - Cancel Only Permissions Phone Reschedule Notification - Full Candidate Permissions Phone Reschedule Notification - No Permissions Appointment Soon Appointment Reminder - Full Candidate Permissions Appointment Reminder - Cancel Only Permissions Appointment Reminder - No Permissions Phone Reminder - Full Candidate Permissions Phone Reminder - Cancel Only Permissions Phone Reminder - No Permissions The first part of the name represents in which instance the will be used and the second part represents the candidate permission to whom the will be sent. For example, "Appointment Cancelled - Candidate": this template will be used to cancel an appointment and the candidate will receive the message. Templates cannot be manually created, however default templates can be modified to the specific needs of your organization. Only one default template can exist for each type of . Configuration Guide Taleo Scheduling Center 11A 19

24 Taleo Scheduling Center Administrator Functions Templates A template is edited either by typing text or by adding variables. These variables will automatically call information from the application and display it in the template. For example, if the variable {Candidate.LastName}is used in the template then the last name of the candidate will be automatically included in the template by the system. A user can choose to attach an icalendar data file (ICS file) to the Appointment Confirmed templates. If the ICS file is attached to the template, then the candidates and the Calendar Owner receiveing the confirmation notification will be able to add the confirmation to their calendar. By default, notifications are not sent automatically by the system, are sent only if the user has set the Send field to Yes. templates can be configured for multiple languages. Template Activation Allows an Administrator to choose if an will be sent or not by the system. The Administrator can choose to inactivate an template meaning that s using this template will not be sent to the candidate. All templates are by default set to Active, that is s based on the template are sent to the candidates by the system. Activation or inactivation is automatically applied to every locale version of the calendar. Editing an Template The Manage Scheduling Center user type permission grants users access to this feature. 1. In Taleo Scheduling Center, click on the Administration link. 2. In the Administration page, click on the Templates link. 3. In the Templates page, click on the desired template. 4. In the Edit page, modify fields and add variables as required. 5. Click Update. Activating an Template The Manage Scheduling Center user type permission grants users access to this feature. template must be inactive. 1. In Taleo Scheduling Center, click on the Administration link. 2. In the Administration page, click on the Templates link. 3. In the Templates list, click on the desired template. 4. In the Edit page, click Yes. 5. Click Update. s using this template will be sent by the system. Inactivating an Template The Manage Scheduling Center user type permission grants users access to this feature. Configuration Guide Taleo Scheduling Center 11A 20

25 Taleo Scheduling Center Administrator Functions Templates template must be active. 1. In Taleo Scheduling Center, click on the Administration link. 2. In the Administration page, click on the Templates link. 3. In the Templates page, click on the desired template. 4. In the Edit page, select No. 5. Click Update. s using this template will no longer be sent by the system. Adding an icalendar Data File to an Template The Manage Scheduling Center user type permission grants users access to this feature. A Calendar role grants users access to this feature. Taleo Scheduling Center > Administration > Templates. 1. Select an Appointment Confirmed template. 2. Select Yes for the Send.ics field. 3. Click Save. When the is sent, the.ics file will be added to the allowing the recipients to add the appointment to their calendar. Configuration Guide Taleo Scheduling Center 11A 21

26 Taleo Scheduling Center Administrator Functions Location Templates Location Templates Location Template Information on how and where an interview will take place can be saved as a template for reuse purposes. In Taleo Scheduling Center, it is possible to create a template for location information. When creating a calendar, information on where or how an interview will be carried out must be completed. The Administrator must choose the location where the appointment will take place. If templates are created for a specific location, information will be automatically populated into the fields when the calendar is created for a chosen location. The Administrator can choose to use the location information as is, or to modify it. In this case, the changes will not be saved in the template and will apply only for that specific calendar. To save the changes into the template, the location must be modified and saved in the Location configuration pages. Creating a Location Template The Manage Scheduling Center user type permission grants users access to this feature. 1. In Taleo Scheduling Center, click on the Administration link. 2. In the Administration page, click on the Locations link. 3. In the Locations page: a) Select the type of location in the Location Type drop-down list, that is In person or By phone. b) Click Add New Location. c) Complete fields regarding the location of the appointment. d) Select one or several language for the location. e) Enter details regarding the appointment in the language selected. f) 4. Click Save. If this location is selected when creating a calendar, the information will be automatically populated in the fields of the new calendar. Editing a Location Template The Manage Scheduling Center user type permission grants users access to this feature. 1. In Taleo Scheduling Center, click on the Administration link. 2. In the Administration page, click on the Locations link. 3. In the Locations page, click on the name of a template. 4. In the Locations page, modify fields as required. 5. Click Save. Changes will reflect in the location template used to create a calendar. Configuration Guide Taleo Scheduling Center 11A 22

27 Taleo Scheduling Center Administrator Functions Calendars Calendars Calendar Import The Administrator can import a large number of calendars to have them automatically created by the system. In cases where a large number of calendars need to be created, the Administrator can have the system automatically create several calendars at a time. The Administrator adds in a spreadsheet the information for each calendar needing to be created (name, scheduling cushion etc.). This information is uploaded in the system then calendars are automatically created with the information included in each row of the spreadsheet. Calendars are then downloaded into the Taleo Scheduling Center. Once these calendars are imported in the Taleo Scheduling Center, they are available to the Administrator and Calendar Owner, but permissions will need to be granted for any other type of users for them to have access to these calendars. These calendars can be used as is in the Taleo Scheduling Center or edited. Importing Calendars The Manage Scheduling Center user type permission grants users access to this feature. All spreadsheet fields must be completed. Only one upload can be performed at a time. Secondary locale information is optional. Administration > Import Calendars 1. In the Import Calendar page, click the link of a template. 2. Click Open. 3. In the displayed spreadsheet, complete all fields for each calendar to be created. 4. Save the EXCEL file in a CSV format. 5. Log back in to the Taleo Scheduling Center. 6. In the Import Calendars page, click Browse to select the CSV file previously saved. 7. Select a type of calendar from the Select Calendar Type field (same type as for the CSV file). 8. Select if the first row of the spreadsheet contains headers or not. 9. Click Save. The spreadsheet is validated by the system, uploaded and then calendars are created in the Taleo Scheduling Center. Download can take several minutes for large imports. Configuration Guide Taleo Scheduling Center 11A 23

28 Taleo Scheduling Center Administrator Functions Time Zones Time Zones Time Zone Configuration Taleo Scheduling Center administrators have the ability to identify which time zones are visible to users in the Scheduling Center. A setting is available: Display Time Zones. This setting allows system administrators to select the time zones displayed to users. When implementing a new zone, all time zones available in the Display Time Zones setting are selected by default. Setting Location Display Time Zones Scheduling Center > Administration Then, when users are creating calendars, they will only see and be able to select the time zones selected by the administrator. Configuration Guide Taleo Scheduling Center 11A 24

29 Taleo Scheduling Center Administrator Functions Fields and Buttons for Administrators Fields and Buttons for Administrators Each entry in the table includes a field or button, a description, possible values (when they are predefined), the part of the application to which the field applies. Field Description Header Action Active Calendar Always Active Calendar Display Name Candidate Self-Service Level City Code Country Description Selects an action to perform in the requisition process. Allows the calendar to be used in a requisition for candidates to book appointments. Allows setting the phase to Always active in Taleo Recruiting Center. The name of the calendar as the user wants it to display to the candidates. The calendar name that displays internally to users is often different than what is shown to candidates. This is to set the permission level for candidates to control their appointments. A candidate may be granted full scheduling capabilities (that is, scheduling, rescheduling, canceling - this is the highest level of permissions), or may be restricted to only canceling an appointment or have no permissions at all. The city the appointment will be held in and the municipal laws that apply. The number of the phase used to edit a selection element in Taleo Recruiting Administration. The country the appointments will be held in and the laws that apply. Describes the phase used to edit a selection element in the Taleo Recruiting Administration. Screening Services Calendars Selection Lists Calendars Calendars Calendars Selection Lists Calendars Selection Lists Configuration Guide Taleo Scheduling Center 11A 25

30 Taleo Scheduling Center Administrator Functions Fields and Buttons for Administrators Field Description Header Interview Directions Interview Instructions Language check boxes Phase Pre-schedule Instructions Roster Report Schedule up to a maximum Scheduling Cushion (in minutes) Scheduling Horizon (in days) Select As Primary Locale The user creating a calendar can input directions to the appointment location. The user creating a calendar can input instructions for the appointment, for example to tell the candidates to check in at the front desk. The languages in which the calendar can be displayed to candidates. Adds an invitation phase to the requisition. Instructions such as asking the candidate to bring two types of ID, to dress business casual, etc. A roster report is a listing of scheduled appointments for the calendar and date time frame selected. It will list who has been scheduled and if they arrived at their appointed time. This is the maximum number of timeslots available for the time selected. A maximum of 50 timeslots can be set. Applies to same day scheduling. Represents the amount of time prior to an appointment that a candidate can self-schedule. For example, if set to 60 minutes and the candidate is self-scheduling 30 minutes prior to the appointment, that appointment will be unavailable. How long in advance a candidate may book an appointment on this calendar. The default value is 14 days. Note: This attribute can be edited once appointments have been made. Displays the language in which the calendar will be displayed to the Locations Locations Calendars Screening Services Calendars Reports Timeslots Timeslots Timeslots Calendars Configuration Guide Taleo Scheduling Center 11A 26

31 Taleo Scheduling Center Administrator Functions Fields and Buttons for Administrators Field Description Header administrator and recruiters. Note: If only one language is offered, it will default to the current language and the button will automatically be checked. State/Province Timezone Zone User The state or province in which the appointments will be held. This will determine the state/provincial laws that applies to the appointments. Ttimezones worldwide from which the appointments on the calendar will be booked. This attribute cannot be edited once appointments have been made. Users to whom you can assign permissions. Calendars Calendars Permissions Configuration Guide Taleo Scheduling Center 11A 27