Admin Guide (Superamin Users Only) 3//06 05 Broadbean
Content 3 Job board 4 Job board subscription details 6 Job board job board information 7 Job board Posting Limits 8 Job board Posting Limits / Slots 9 Job board Posting Limits / Quota (non-resetting) 0Job board Posting Limits / Quota (resetting) Cost per Post Settings account details 3 Settings manage users 7 Account setup 8 Account setup company permissions 0 Account setup job board subscription Account setup accounts Account setup template 4 Reports 5 Reports examples 7 Support
Job Boards Active All the jobboards & social media you are already using Inactive All the jobboards & social media which you can add Contact Information Here you can see the contact information (email & support number) of each job board or social media. Search Tool Using this search tool you can look at profiles for any of the thousands of job boards or social media channels that are integrated with AdCourier. Both active and inactive job board profiles are displayed in search results. To search for free boards tick the box and click Icons Click the icons to access either Account Details - you can activate jobboard or social media here Live Adverts - shows you the live adverts you have posted on this board Posting Limits -you can manage quota/slots if you click to this symbol 3
Job Boards Subscription Details Step : Subscription Details Activating Accounts You can activate or deactivate channels at company, office or user level simply by using the check box here. If the subscribtion is activated at company level no other boxes need to be completed. 3 4 Subscription Details You can enter your subscription details here at company, office, team or user level. These are provided by the job board 3 4 Auto account expiry Here you can enter an amount of days before a subscribtion is turned off automatically in the account. Ideal for trial periods. Restricted use You can restrict users and teams from having access to subscription by ticking the relevant box In our example here everyone in the company can use this board except the Brazil office and a user called Biene Maya, because they have the tick on the right hand side (restricted). 4
Job Boards - Board Information (top section) Step : Board Information Board Information and contact details are displayed on this section. You can find out about the features about the job board or social media chanel such as if deletion via AdCourier is supported 3 Recommendations and important instructions can be entered into the Board Summary section. These details appear under the job board logo in Step of posting an advert. This allows you to actively inform your users which job boards you want them to use and why. 3 5
Job Boards - Board Information (bottom section) Step : Board Information 4 5 You can store all your job board or account managers contact details here along with any notes (optional) You can attach any documents you want to store for this job board such as your job board contract 4 6 If you fill in any of the fields don t forget to save with the Save button 5 6 6
Job Boards Posting Limits This is the main page used to manage your Slots or Quota with a job board. The following pages will cover each type of structure. It is important you (the Superadmin) understand what system you have agreed with them Step 3: Posting Limits 7
Job Boards Posting Limits/Slots System Slots What are they? Slots are reusable credits. It is a structure used by certain job boards only and requires a delete / replace process. Advert life This drop down allows you to set a minimum time limit for an advert to be live on a job board before it can be replaced with another. If the option of Not Set is selected, users have the ability to replace adverts at any time. Slots Slots can be set at company, office, team or user level. The example shown indicates that slots have been allocated at user level. As adverts are being posted, the amount counts down. If Catherine uses all 3 slots she can delete an advert to free up space for her new advert. Always rememeber to delete/replace! 8
Job Boards Posting Limits/Quota (non-resetting) Quota (non resetting) What are they? Non-resetting quota is when you buy a set amount of quota once its used up you would simply purchase more. Quota is one use only, it is NOT resuable Quota Example In the example shown there is 500 quota set at company level. There is a 0 against Catherine at user level. This means that the whole company can use the 500 until it runs out (they will not be able to post once it hits 0) Catherine will not be able to post anything at all. This column is flexible and can be changed. Ideal for re-distrubuting to those that urgently need to post compared to those that may not need to post so much Quota System Management You can leave this area blank without completing the droplists for bulk purchases. Quota Structure You can set your quota at company, office, team or user level. As the adverts are being posted the amount will count down automatically. 9
Job Boards Posting Limits/Quota (resetting) Quota (resetting) What are they? This structure is ideal for setting a regular quota system as agreed with the job board Quota Example In the example shown there is 74 quota set at company level. There is 50 in the Reset Quota To column. This means that the whole company can use the 74 quotas until it resets on st of the month. It will reset to 50 and the countdown will begin again from the quota column. Catherine will not be able to post anything at all. Quota System Management You now have the option to set the frequency of the reset to Daily, Weekly or Monthly. You can also opt to roll over unused quota on the reset day. Live Jobs The total number of live jobs is displayed here, broken down by company, office team and user (this is also visable for Slots and Quota non-resetting structures) The Quota column is still flexible and can be changed. Ideal for re-distrubuting to those that urgently need to post compared to those that may not need to post so much. Do not change the Reset Quota To column 0 Not all job boards allow this rollover so please check
Job Boards Cost Per Post Step 4: Cost Per Post 3 If you set any costs in this area it will also be used as part of the Aplitrak and Flagging Reports great for ROI data and working out budget spends Your users will also see the cost per post on Step of posting underneath the job board logo. This can be hidden if you prefer simply contact our Support team to action 3 Cost Per Post can be set up at any level and different values can be assigned at office, team and user level if appropriate Spend Last Week: Last weeks advertising spend with this job board is displayed alongside the individual spends at office, team and user level Spend This Week: total spend of this week is displayed here at office and team level. This is generated on the cost per post multiplied by the number of adverts posted
Settings Account Details Office contact details This area is really important for both Broadbean and also the job boards (as some info may be sent) Please ensure this area is accurate and well maintained You can set your Language and Office Time Zone here too. You can change the password of the Superadmin login in this area. If you change your password, you will need to login again because of security reasons.
Settings Manage Users Action Buttons: 3 4 This will allow you to create a New User, enter account details & contact details This will allow you to create a New Team, assign a Team ID and a Team name 3 Select users via the tick box located on the right hand side and send them their Broadbean Password handy if you have users that frequently forget! 4 This will allow you to Export all user details into an Excel spreadsheet handy to store on your own computer 3
Settings Manage Users How to Add Users Click on the Add New User button (located top or bottom of page) Fill in all the blank fields with information of the user you want to add. Some or all of this information will be visible on the boards, therefore please ensure it is accurate. Responses Email Address: fill in the email address of where applications recieved by email should be sent for this user (CVs) Feedback Email Address: recieve expiry reports or failure messages. If you have our Search product, you will also recieve watchdog results to this email address. If you leave it blank the response email address will be used instead. Authorisation Required: Great option if you have new starters in your company. Before the advert goes live, another user or an admin can approve the advert. (tick indicates that you have activated it) Email Login Details to User: click if you want to send an automatic email to the user with the login details. 4 Don t forget to save before you leave this page!
Settings - Manage Users How to Add Teams Click on the Add New Team button (located top or bottom of page) Office Assignment: Choose the right office on the dropdown menu where you want to add your team. Please note if you dont have other offices created this will not appear as a droplist. Team ID: Enter your Team ID be careful it should contain only letters and underscores. For example: Sales or IT Team Name: The team name should be a descriptive name for the team. For example: Sales Specialists or IT Recruitment Experts Once you have entered all the information click on the Add New Team button. It will then appear on your main Manage Users page (see image) 5
Settings - Manage Users Extra Functions Delete To delete a User or Team simply click on the beside them (user or team level). Before you delete a User or Team please ensure that any job board subscriptions, slots or quota at user or team level are re-distrubuted otherwise they will be deleted too. Remember to Save Changes when completed Email Passwords Select a user via the check box on the right hand side and then click this button 6 You will see this confirmation notice once completed
Account Setup Manage the following options via the Account Setup tab: Company Information, Company Permissions, Job Board Subscriptions, Accounts and Templates Company Information: As a Superadmin user you will have access to your account details, product information and any recent changes made by you. 7
Account Setup Company Permissions Change permissions click on the link and choose from the dropdown menu Give permissions for following features: Account Permissions - Posting - Manage Adverts - Responses - Team Leader - Other Banned Words/Phrases Warning Words/Phrases IP Restrictions In our example here All users can use the action button Resend but cannot use the option Resend without Changes. Please note that any changes made here can change your whole account / workflow. If you need any assistance please contact our Support team directly. 8
Account Setup Company Permissions Continued Buttom section of the page Banned Words/ Phrases (always enter each banned word or phrase on a new line) in our example here Users are not allowed to put in bad words, swear words or descriminative words Warning Words/Phrases (enter each warning word or phrase on a new line) IP Restrictions You do not automatically have any IP Restrictions in place. This can be used for security purposes to prevent people using their Broadbean account elsewhere e.g home, out of office etc. If you would like IP Restrictions added please contact Broadbean Support. Phone: 007 536 66 or Mail: support@broadbean.com 9
Account Setup Job Board Subscriptions You can see all subscriptions that are currently active in your account. Click on any job board or social media channel to be directed to the account details page for the channel. You can manage the subscription details, activate or deactivate for different users from there. Guide your mouse to any job board or social media channel to get details about whether the site supports the delete function and HTML formatting 0
Account Setup - Accounts 3 Administrator Accounts: Usernames and Passwords are visible in this area. These are created automatically once to add an office. You can change admin passwords by clicking on the office name Add Office: Click on the Give your office a name and click the Add Office button to complete Locked Users: This area allows you to see all of your locked users and the details. Users are locked if they enter their login details incorrectly 5 times If you need an office deleted or a user unlocked please contact our Support team Phone: 007 536 66 or Mail: support@broadbean.com 3
Account Setup Templates The Templates tab will give you the ability to customise templates for your account. You can create Straplines, Auto Responses and Candidate Responses. You can create EAA Regs or Strapline and it will be shown on every advert the users post through broadbean. It can be a legal disclaimer or company expectation for example: Broadbean Technology Limited is acting as an Employment Agency in relation to this vacancy. To get started click on the option from the left hand side you will then see click New Provide a Template Name make it logical and easy to identify Load Template Yes / No if you have previous templates created. Existing templates may be useful to adapt for newer ones Job Type All, Contract, Permanent or Temporary (perhaps if you want different straplines for different types of adverts) Position Do you want the text to appear at the Top or Bottom of the job description Text keep text short as it will eat into character limits for consultants when writing adverts. Do not put contact details, website links in here as some job boards will not allow it Once you have saved you can Assign Template at company, office, team or user level. If you place at company level then the strapline will appear in all company adverts Remember to SAVE. To Delete a template click on the Red Cross To Edit a template click on the Pencil icon
Account Setup Templates Auto Responses and Candidate Responses can be created, edited or deleted here (very similar in set up process). If you create an auto response, candidates will automatically recieve an email after they apply to one of your adverts posted through Broadbean. If you create candidate responses, your consultants can select a template to send to applications (via the Email Centre) This can be to reject unsuitable candidates or request suitable candidates get in touch. To get started click on the option from the left hand side you will then see click New Make sure you give the templates clear names e.g. Red Flagged Rejection or Yellow Flagged keep on hold You can insert your own merge fields, contact information, web and social media links even your company logo via the 3 Importantly test the email before you Save and Assign (the same process as previous slide)
Reports Here you have access to a lot of different reports. Reports help you to plan your budget and check if the users are using the right job boards. Also you can see which job boards are good for your company and where you get the most responses. You can also find out when is a good time for posting an advert in general. Another benefit is that you can export some of the data to Excel or printable formats. Activity Report: allows you to download information regarding your AdCourier account in CVS format. Downloadable data reports include expiry dates, failure reports, candidate reports, deletion dates and much more. Live Jobs: Get access to the current live jobs you will get a pie chart view. Responses tracking: view advert responses rates from each job board and use other criteria if you want. It shows you the number of adverts your company has posted. Also get all the info regarding candidate flagging system. By viewing the number of unsuitable candidates, you can see which job board are highly targeted and those may be wasting your user s time with low quality applications. Apply Online: Get the overview of apply online clicks to your adverts here. Sector profile: You can see information of adverts in each sector, which will make you understand where further invest your budget. Weekly responses: Find out when is the best time for posting a job and when you get the most responses. Manage candidates: see all the candidates who applied to the jobs posted through broadbean. Flagging Report: Get the full overview of all flagged candidates, how many applied to your adverts and the best for ROI breakdown (provided Cost Per Post was completed) Search: Get the Search reports if you have our search product. See where you can search for the best candidates. 4 Posting Credits: Excel will open automaticly get more details about your posting credits.
Reports - examples Please note this graph is created with fake data it is purely for our example. In our example here you can see that Monday, Tuesday and Wednesdays are the best (with Wednesday being the most dominant with applications tracked back into Broadbean) There also appears to be a big dip in applications over the weekend with 0 applications Sunday lunchtime! This report can be useful to target a popular day / time of day when advertising check it out on your live account! When running this report always select a Sunday date as this will give you a full 7 days worth of data 5 05 Broadbean
Reports Examples Continued Please note this report is created with fake data it is purely for our example. The Response Tracking report allows you to view the amount of advert responses from each job board on your account. It can also be filtered using a broad range of criteria. Primarily the report shows the number of adverts posted to each job board against the number of candidate responses received whilst providing an average ratio based on these figures. More importantly the report shows the relevancy of candidate applications using information from the candidate flagging system. By viewing the number of unsuitable candidates produced by each job board, you can see which are highly targeted and those that may be wasting your consultant s time with low quality applications. In our example here: you get the most responses from Jobsite with a total of 899 but only 9 were marked as good candidates by the consultants (shortlisted = green flagged) 6 This information could help you understand if the board is providing quantity over quality or it s simply a sign of the times!
Support For any support queries please contact our team support@broadbean.com or 007 536 668 For any training queries please contact training@broadbean.com Alternatively you can take part in any of our FREE online training sessions simply register here: http://www.broadbean.co 7 m/uk/resources/training/ 05 Broadbean