This section allows you to manage all job titles stored in your database. A central pool of job titles is used across the system and powers the suggestions list when adding a job title in the following areas:

1. Candidate Required Jobs

Job titles added on a candidate record’s Employment screen as Required Jobs indicate roles the candidate is seeking or roles you believe they are suitable for. These Required Jobs are searchable on the Candidates grid.

2. Vacancy Job Titles

Job titles are also created when adding vacancies to your database. The vacancy job title is what clients and candidates will see when sharing your vacancy to your website, social media or job board.

3. Candidate Employment History

Job titles are also added from the candidate’s employment history – whether added manually or extracted via CV parsing. This includes the candidate’s Current Job, which is searchable on the Candidates grid.

Editing, Deleting and Merging Job Titles

Over time, duplicate job titles, spelling mistakes, and variations can accumulate, making it harder to maintain consistency and search effectively. You can clean and standardise your job titles using the following tools:

[a] Search Job Titles

Type part of a job title (e.g. tech) to see all matching entries, such as:

• Tech
• Senior Technician
• Technical Advisor

[b] Edit a Job Title

Click to edit a job title directly. Once you’ve made your changes, click Save. All instances of that job title – across Required Jobs, Vacancy Titles, and Employment History – will be updated automatically.

[c] Merge Job Titles

To consolidate duplicates or variants:

1. Select the titles you want to merge (e.g. Nurse, Nursing, Nrusing).
2. Click the Merge button.
3. Enter the preferred job title. You can choose one of the selected titles (e.g. Nurse) or a new one (e.g. Healthcare Professional).

All instances across Required Jobs, Vacancy Titles, and Employment History will be updated to reflect the new title.

[d] Delete a Job Title

You can delete selected job titles only if they are:

• Not currently used in any vacancy, or
• Not listed in any candidate’s employment history

Deleting a job title will remove it from the Required Jobs list on all candidate records.

Flexible selecting and searching

You can select and edit job titles across multiple pages. Your selections are preserved when you clear the search box or perform a new search, allowing you to continue building your selection without losing any previously selected titles.

You can use this feature to ensure that certain fields are always filled out when records are added or edited in the system. For example, you may wish to ensure that the ’email’ and ‘mobile phone’ fields are filled out every time a consultant adds a new candidate record.

There are a some fields that are required by the system and are labelled as Mandatory, these cannot be de-selected as required fields.

Select the fields that you want to be required and then click the save button.

If a field is set as required, then any screen that contains that field will require a value. However, if a screen does not contain the field, then no value can be provided and it will not prevent the record from being added/edited. For example, the [Candidates > Web Import > Review] screen does not contain the ‘title’ field, so even if this field is required, a candidate can still be added from this screen without it.

This setting does not affect records added via MailDrop or Bulk Import.

Be aware of how this setting can affect the editing of existing records. For example, if you set the candidate’s ’email’ field to be required, then it won’t be possible to save edits to an existing candidate’s Details screen without entering this.

In Recruit So Simple, 2-Step Verification works in conjunction with a smartphone authentication app (we recommend Google Authenticator). The app will provide a randomly generated 6-digit number for you to enter – in addition to your regular password. This means that even if someone found out your password, they still won’t be able to access your account.

Setting up 2-Step Verification

1. Start by downloading an authentication app onto your smartphone, for example Google Authenticator (available for both IOS and Android).
2. In Recruit So Simple, switch 2-Step Verification on.
3. On your smart phone, use the authentication app to scan the QR code displayed on-screen and enter the 6-digit number provided by the app.
4. 2-Step Verification is now setup, and ready for when you login next time.

Logging in with 2-Step Verification

Each time you login to Recruit So Simple, enter your username and password as usual, you’ll then be asked for a 6-digit number, simply launch your authentication app and enter the number it provides.

Managing users

System administrators can see who has 2-Step Verification switched on in [Settings > System Settings > Users]. If required, 2-Step Verification can be switched off for each user.

You can switch off 2-Step Verification at any time from [Settings > My Account > 2-Step Verification].

]]> https://docs.recruitsosimple.com/knowledge-base/system-alerts/ Tue, 08 Sep 2015 16:33:26 +0000 https://docs.recruitsosimple.com/?post_type=ht_kb&p=585 [Settings > My Account > General]

Email Notifications

Disable or enable email notifications.

Registration notifications

Receive an email notification when a candidate application arrives in [Candidates > Web Import]. This occurs when sharing vacancies via the Website Integration module, or sharing jobs on social media using the micro Job Board feature.

Interview Reminders

Receive an email summary of all interviews that are happening on that day:

• 1 reminder at 06:00
• 2 reminders at 06:00 and 12:00
• 3 reminders at 06:00, 12:00 and 18:00

Choose all interviews, or just interviews where you are the managing consultant of the vacancy.

 In-App Notifications

You can now choose how in-app notifications behave. These appear in the top-right of the screen for task reminders, ticket updates, and other system alerts. Choose between:

• Disable
• Stay until dismissed
• Auto-fade after 10 seconds

Auto-Tag Candidates

When adding candidates by parsing CVs, the system looks at your existing tags. If a match is found in the CV text, the tag is automatically applied.

Preview Automated Messages

If automated emails or SMS messages are enabled, see a preview of the message before it is sent. This allows you to edit the message further, dismiss or send.

Features

• Recently Viewed: display a list of recently viewed records, allowing you to quickly switch from one record to another
• Currently Viewing: See who is currently viewing the same record as you. This can help avoid edits being overwritten, when multiple users want to make changes at the same time. Currently Viewing can be switched off globally in [Settings > System Settings > Company Details].
• Calendar Feed: Allows tasks and interviews displayed in the system calendar [Dashboard > Calendar] to be synced with an external calendar (e.g. Outlook, Google, Mac…)
• Getting Started Guide: Show or hide the Getting Started Guide shown on the Dashboard
• Phone Number Links: Turn phone numbers into clickable links.

You can set a range of goals that can be used for measuring the performance of the consultants in the system. You can have a maximum of 30 goals at any one time. You can set the following goals:

• Candidates Added To Vacancies
• Candidates Progressed
• CVs Sent
• Interviews Added
• Journals Added
• New Candidates
• New Clients
• New Contacts
• New Vacancies
• Placements
• Revenue

Goals API Key

You can display goals in full screen mode, ideal for TV screens in an office. Each full-screen goal has a unique URL containing your Goals API Key. Use the URL in any web browser on any device. To revoke access to previously generated full-screen goals, you can reset your Goals API Key.

How goals work

Individual or Shared

Each goal can either be individual or shared. With an individual goal, each consultant has their own separate target. With a shared goal, each consultant contributes to a shared target.

Example 1 – Monitoring CVs Sent

You could create an individual goal that is assigned to all consultants, with a target of 50 CVs to be sent in the current month. Each consultant will be able to view their progress on their own dashboard (if you enable this option), but managers can view the progress of all consultants by looking at the Goals Report.

Example 2 – Monitoring Interviews Added (For a team)

In this example, you would create a shared goal. Each consultant in the team would then be contributing towards the shared target for the team. Managers can view the progress of the entire team by looking at the Goals Report.

Adding a goal

1. Goal Choose a goal from the available list.
2. Add a Target.
3. Select either Individual or Shared.
4. Date Range Choose from the date options.
5. Show on dashboard will display the goal on the dashboard of the consultants/teams
   which it has been assigned to.
6. Assign to all consultants will apply a goal to all of your consultants.
7. Assign to consultant or team can be used to assign the goal to only specific consultants/teams.

Permissions are used to manage what users can see and do on your database. By default the system provides an Administrators group (full access) and a Standard Users group (limited access).

1. Change the permissions for Standard Users by selecting or deselecting the required options.
2. Restrict access based on a user’s IP address (See Access Control Lists below).
3. New Group: Create custom user groups each with their own permissions.

Users can be assigned to groups from [Settings > System Settings > Users]

 Access Control Lists

You can use Access Control Lists to restrict access to the system based on a user’s public IP address. This ensures that users can only access the system from specific locations. For example, you may only want employees to be able to access Recruit So Simple from your main office and not from home.

Important: Note that you can only restrict access if the users have what’s called a “static” IP address. This means that their IP address does not ever change. The home broadband packages that most ISPs provide come with a “dynamic” IP address, this means the IP address can and will change regularly. If you restrict access to a dynamic IP address and then it changes, that user won’t be able to access the system. For this reason, you must only use this feature with static IP addresses.

For additional security, we strongly recommend that you enable 2-step verification for all users.

You can find out what your public IP address is by using a tool such as whatsmyip.org

If no rules have been set (the default) then users will be able to login from any location. Adding a rule means only users originating from the specified IP addresses will be permitted to login. You can not apply rules to the Administrators group.

You can add a maximum of 50 IP addresses per group.

Important Note: This is an advanced feature and should only be used by Administrators who fully understand the basics of networking. If it’s not configured appropriately, you risk blocking your users from accessing the system. This feature requires the use of static IP addresses to work correctly.

The following permissions are available

You can organise your consultants into teams to help manage them more easily.

Some parts of the system allow you to view data based on teams as well as individual consultants, these include:

• Dashboard > Pipeline
• Dashboard > Tasks
• Dashboard > Calendar
• Dashboard > Reporting
• Goals setup under [System Settings > Goals] can be assigned to entire teams

1. Name and create a New Team.
2. Open an existing team to view, add and delete team members.
3. Choose team members from the list to add them to a team.
4. Click Edit to change the team name and Delete to remove the team altogether.

[1] Company Name

This was created when you first opened your account, and appears on your invoice. A support ticket is required if you need to change this. A maximum of 28 characters is allowed.
Display Name: This is displayed on the system interface.

[2] Disk Space

This shows how much of your storage space you have used for your CVs and other documents. You can purchase additional disk space by opening a support ticket.

[3] Company Signature

The company signature is appended to the personal signature for every user. This is useful for standardising your company’s disclaimers. You can add your personal email signature in [Settings > My Account > Email Settings].

[4] Company website URL and Privacy Policy URL

These are required if using the Info Request tool, the micro Job Board or other parts of the system that collect information on your behalf.

[5] Custom candidate reference numbers

Choose how candidate reference numbers are generated. The 2 letter prefix can be based on the candidate’s initials, the consultant’s initials, random letters, or 2 letters of your choice.

[6] Custom vacancy reference numbers

Choose how vacancy reference numbers are generated. The 2 letter prefix can be based on the consultant’s initials, random letters, or 2 letters of your choice.

[7] Available Currencies

When creating vacancies you can show the salary in any of the currencies that you enable here. Select ‘Main’ to nominate the default currency and the currency that your fees will be displayed in.

[8] System Features

• Currently Viewing: Display a list of users who are currently viewing the same record as you. Globally disable the feature here. Individual users can turn the feature off in [Settings > My Account > General].
• AI Tools: Enables a range of AI features, including candidate matching and writing tools. You can read further details here.

[9] Auto-Journal Block List

Prevent journals from being automatically added to records with these specified email addresses. Emails received through MailDrop, Microsoft 365, and IMAP/POP3 will still be downloaded, but no journals will be created for blocked addresses. This setting does not affect emails sent through the system or those added manually.

Manage, add and archive your users.

1. Group Choose which group a user should belong to. Administrators have full access to the system, while Standard Users will have limited access. You can change the permissions of the Standard User group from [Settings > System Settings > Groups].
2. Options:
   • Status Archived users will no longer have access to the system, but their profile will be saved for reactivation at a later date if required.
   • Email Alerts The system will email you in the following circumstances:
     • Task reminders
     • A task has been assigned to you
     • A support ticket has been updated
     • You are running low on SMS credits
     • A candidate has registered via your website
   • Calendar Feed Sync your RSS calendar with your usual calendar software (setup required).
   • Web Registration Alerts Choose if you want to be alerted each time a new candidate registers via your website.
   • Preview Automated Messages The system allows you to setup automated tasks, emails and SMS messages. For example you can automate an email to be sent each time you add a candidate. Here, you can choose to review the message before it is sent. Automation can be configured from [Settings > Automation].
   • Getting Started Guide Display the ‘Getting Started’ guide on the dashboard (recommended for new users).
   • Phone Number Links Change how the phone numbers are displayed in the system to work with different VOIP programs.
3. The user’s 2-step verification setting is displayed here. You can disable it if necessary, but it can only be enabled by the user themselves.
4. Email Signature Create your personal signature here. If your company has disclaimers that need to be appended to all emails sent by all users, these can be added in the company email signature from [Settings > System Settings > Company Details].

If the user’s password is changed, they will be sent an automated email informing them of this.

You can use MailDrop to automatically store copies of emails sent from your regular email client (such as Microsoft Outlook or Gmail). When composing or replying to an email, simply enter your unique MailDrop address in the Bcc field. Recruit So Simple will then receive a copy of the email, and add it to any matching records found in your database.

If you use Microsoft 365 you can our Email Sync for Microsoft 365 feature to automatically journal your incoming and outgoing email.

1. Bcc the system when sending an email from your regular email client.
2. The email will then appear as a Journal on the appropriate record automatically.

Setup

Each email address that you send email from, must be given permission to communicate with MailDrop. Recruit So Simple will only accept emails which have been added to the “Allowed Email Addresses” list. You can do this under System Settings > MailDrop

• Email – Emails received from this address will be accepted by the MailDrop system.
• Consultant – When an email has been received from the email address above, the created journal will be owned by this consultant.
• CV Forwarding – Forwarding CVs to the system will automatically create a new candidate record from the attached document.
• Automated Actions – When enabled, automated actions will be triggered.
• Result Notification – Receive an automated reply from the system letting you know when an email has been successfully/unsuccessfully journaled on a record.

Your Unique Bcc MailDrop Address

Your company’s unique MailDrop address can be found under System Settings > MailDrop
It will be in the following format:

<uniqueid>@maildrop.recruitsosimple.com

The maximum number of email addresses that MailDrop can match is 50. If the combined number of addresses in the To and Cc fields exceeds this limit, MailDrop processes only the first 50 unique addresses in the email.

Your Unique CV Forwarding MailDrop Address

You can also forward CVs to your unique MailDrop CV forwarding address. Recruit So Simple will automatically parse the attachments and create the relevant candidate records.  The total size limit for each attachment is 10MB, and the total size of the email can be no more than 25MB.

Your company’s unique CV Forwarding MailDrop address can be found under System Settings > MailDrop
It will be in the following format:

<uniqueid>+cv@maildrop.recruitsosimple.com

Notes

The system supports parsing for the following file formats:

• Microsoft Word (.doc, .docx)
• Adobe PDF .pdf
• Plain text (.txt)
• Rich text (.rtf)
• Web based (.htm, .html)
• Open Office 2.0 (.odt)

Other considerations:

• You can use MailDrop with any standard email client such as Microsoft® Outlook®. You can also use it with webmail services such as Gmail® and Yahoo! Mail®.
• An email address can only be used once across the entire MailDrop system. You will receive an error when trying to add a duplicate email address.
• MailDrop attempts to match the email address found in the To or Cc fields only, with the email address stored against a candidate or contact record.
• Emails are automatically converted into plain text and attachments are not stored (unless you are using the CV forwarding feature).
• Duplicates are detected based on email address and forenames/surname.
• The total size limit for any email is 25MB.