The Candidate Portal provides candidates with a secure login where they can update their personal details, upload CVs and documents, manage their privacy and consent preferences, complete questionnaires, provide Right to Work information and, coming soon, electronically sign documents.

You can create custom questionnaires, request specific documents from candidates, and create document packs for groups of documents that you frequently request together.

Important: Before you can use the Candidate Portal, you must first add your branding and links to your website, Privacy Policy and Terms & Conditions. You can do this from [Settings > Branding].

Candidate Portal at a Glance

The Candidate Portal has three main areas:

• Candidate Portal Settings – Choose which portal features are available, customise your messages, and create questionnaires and Document Sets.
• Portal tab on a candidate record – Invite a candidate to their portal, assign questionnaires and document requests, and review their uploaded documents and answers.
• [Dashboard > Portal] – Review Candidate Portal activity across your database, including outstanding requests and candidate responses.

Contents

• Candidate Portal Settings
• Candidate record’s Portal page
• Dashboard Portal
• Candidate Portal (candidate view)
• Automation
• Managing Email, SMS and GDPR consent

Candidate Portal Settings

Settings > Candidate Portal

Status

Enable or disable Candidate Portal access globally for all candidates.

Portal Features

Personal Details

Allow candidates to review and update their own contact details. Their name remains read-only. If a candidate needs to change their name, this can be updated by a consultant directly on the candidate’s record.

CV Upload

Allow candidates to upload a new or replacement CV. You can choose whether previous CVs are kept or automatically deleted using the Delete Replaced CVs option below.

Delete Replaced CVs

Choose what happens to an existing CV when a candidate uploads a replacement. When enabled, the previous CV is deleted. When disabled, previous CVs are retained and marked as Other.

Document Uploads

Allow candidates to upload documents through their portal. This includes documents you have specifically requested, as well as other documents the candidate chooses to provide.

Privacy & Consent

Show the Privacy tab in the Candidate Portal.

Candidates can manage their marketing preferences for email and SMS, provide consent for you to store their information, and request deletion of their data.

Document Signing

Feature coming soon

Show documents that you have sent to the candidate for electronic signature. This option only appears in the candidate’s portal when they have a document waiting to be signed.

Questionnaires

Allow candidates to complete questionnaires that you have created and sent to them.

Consultant Details

Show the candidate’s managing consultant’s name, email address and phone number on the Candidate Portal home page.

Right to Work

Show the Right to Work tab in the Candidate Portal.

Candidates can review their Right to Work status and submit a Home Office share code for you to verify.

Welcome Message

The greeting candidates see at the top of their portal when they sign in. This is intended to be kept short and friendly.

Merge fields can be used to personalise the message with the candidate’s name and your company name.

Invite Email

The email sent to a candidate when you invite them to access their portal.

Invitations can be sent from the Portal tab on an individual candidate’s record, or from an Actions menu, for example after selecting one or more candidates from the Candidates grid.

A fresh, personalised portal link is generated for each candidate at the time the invitation is sent.

Questionnaires

Create reusable sets of questions for candidates to complete in their portal.

Creating a questionnaire set does not automatically make it visible to candidates. A set only appears in a candidate’s portal once it has been assigned to them from the Portal tab on their candidate record. This is also where you can view their submitted answers.

Questionnaire sets that have already been assigned can be made inactive, but cannot be deleted, as their answers form part of the candidate’s record.

Individual questions can be made required, and you can choose whether candidates are allowed to change their answers after submission or whether they are locked.

The following question types are available:

• Short Answer
• Long Answer
• Yes/No
• Multiple Choice
• Date
• File Upload
• Acknowledgement – a checkbox for the candidate to confirm or agree to something

Documents

Create reusable document requests for candidates and group frequently requested documents together into Document Sets.

Document Sets can be assigned to a candidate from the Portal tab on their candidate record. The requested documents will then appear in their portal, ready for them to upload.

Individual document requests can be marked as required where necessary.

Privacy

Configure the consent and marketing preferences available from the Privacy tab in the Candidate Portal.

You can request candidates to provide or update:

• GDPR consent
• Marketing by email consent
• Marketing by SMS consent

Candidate record’s Portal page

The Portal page on a candidate’s record is where you manage their individual Candidate Portal activity.

From here, you can send the candidate an invitation to access their portal, request individual documents or assign Document Sets. Document Sets are groups of commonly requested documents that you can create in [Settings > Candidate Portal].

You can also assign questionnaires that you have created in [Settings > Candidate Portal].

The candidate record’s Portal page lets you review:

• Uploaded documents
• Questionnaire answers
• Marketing preferences and GDPR consent
• Portal activity

Portal Activity shows a history of activity between the candidate and their portal, including what happened, when it happened, and whether the action was performed by the candidate or a consultant.

Activity can be filtered by event type, making it easy to find specific actions, such as Signed a document.*

*Document signing is coming soon.

Dashboard Portal

The [Dashboard > Portal] page gives you an overview of Candidate Portal activity across your database.

At a glance, you can see information including:

• Outstanding document requests
• Open questionnaires
• Candidates with portal access
• Uploaded documents waiting to be reviewed

Similar to the main Dashboard, the Portal Dashboard can be customised. You can choose which widgets to display and arrange them on the page to suit the way you work.

Candidate Portal (candidate view)

When a candidate receives an invitation, they can use their personal portal link to log in to a secure area.

You can revoke a candidate’s access or issue a new portal link at any time from the Portal page on their candidate record.

A portal link is valid for 30 days.

The Candidate Portal consists of several pages, depending on the features you have enabled in [Settings > Candidate Portal].

Home

The Home page gives the candidate an overview of their information and any actions that require their attention.

This includes alerts for missing information, such as their address or contact details, as well as outstanding document and questionnaire requests.

If a managing consultant has been assigned on the candidate’s Details page, their name and contact details can also be displayed here. You can choose whether to show the managing consultant card from [Settings > Candidate Portal].

My Details

Allows the candidate to review and update their address, phone numbers and email address.

The candidate’s name cannot be changed through the portal. If a name change is required, a consultant can update it directly on the candidate’s record.

My CV

Allows the candidate to upload a new or replacement CV.

In [Settings > Candidate Portal], you can choose whether previous CVs are deleted when a replacement is uploaded or retained and marked as Other.

Documents

This is where candidates can view document requests and upload documents.

You can request individual documents from the Portal page on a candidate’s record, or create reusable Document Sets in [Settings > Candidate Portal] for groups of documents you commonly request together.

Candidates can also upload additional documents that have not been specifically requested.

Privacy

Allows candidates to manage their marketing preferences and GDPR consent for storing and using their personal information.

Candidates can also request deletion of their data from this page.

Automation

In [Settings > Automation], you can create automated tasks, alerts, notifications and other actions triggered by Candidate Portal activity.

For example, you could automatically create a task whenever a candidate updates their marketing preferences or GDPR consent. The task can be assigned to the appropriate consultant or user, allowing them to review the change and take any necessary action.

Automations can help you keep track of important portal activity without having to manually monitor individual candidate records.

Managing Candidate Email, SMS and GDPR Consent

You can use the Candidates Grid to find and manage candidates based on their Email or SMS marketing consent, or GDPR consent. There are two ways to filter candidates by their consent status:

Using Column Filters

On the Candidates Grid, use Show/Hide Columns (from the toolbar above the grid) to add the Email Consent and/or SMS Consent and GDPR Consent columns.

These columns can be filtered by:

• Granted – the candidate has given consent
• Not Recorded – no consent preference has been recorded
• Withdrawn – the candidate has withdrawn their consent

For example, filtering Email Consent to Granted [a] will show only candidates who have given email consent.

You can combine this with other filters on the Candidates Grid, such as tags, location/postcode radius, consultant or other candidate information, to create a more targeted list.

Using Advanced Search

Alternatively, you can use the Advanced Search on the Candidates Grid to include email, SMS or GDPR consent as part of your search criteria.

For example, you could create a search for candidates who:

• Have granted email consent [a]
• Include a Boolean CV Search
• …and any other criteria

This allows you to build more detailed searches while ensuring that the results only include candidates with the required consent status.

Using the Advanced Search means you don’t need to use one the maximum 12 columns allowed on the grid.

Saving Your Search

Once you’ve configured the Candidates Grid with the filters you need, you can save the search for future use.

Saved searches retain your selected columns, filters and other grid settings, and you can also set a saved search as your default view.

This can be particularly useful if you regularly need to find candidates who have granted email or SMS consent.

Follow records to receive portal activity alerts

To keep notification alerts and emails manageable for portal activity, you can follow just the client, contact, candidate and vacancy records that you’re interested in.

Follow a candidate record to be alerted when a candidate does something in their or portal. You can choose any or all of the following actions:

• Details updated
• CV Uploaded
• Document uploaded
• Document signed
• Questionnaire completed
• Consent updated
• Deletion requested

Follow a client record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Shortlist feedback
• Document uploaded
• Document signed

Follow a contact record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Document uploaded
• Document signed

Follow a vacancy record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Shortlist feedback

Keeping track of who you are following

You can review and manage the records you are following from [Settings > Account > Following].

From here, you can choose which events [a] you want to receive alert notifications for, and unfollow any records you no longer need.

Settings > Branding

You can add your branding to the Recruit So Simple interface, Candidate Portal and Client Portal.

Display Name
The name displayed at the top of the Recruit So Simple interface.

Logo
Your long-form logo, typically including your logo and company name. This is used in the Candidate and Client Portal headers.

Brand Icon
A compact version of your logo, typically square. This is used where a smaller version of your branding is required.

Brand & Accent Colours
The brand colour is used for the portal sidebar, while the accent colour is used for buttons, links and other highlighted elements.

Contact, Website & Legal Links
Add your contact details and links to your website, Privacy Policy and Terms & Conditions. These are used by various features, including the built-in micro Job Board and the Candidate and Client Portals.

You can add any number of rebate tiers by entering the number of weeks and the rebate percentage. The candidate’s start date is used as the reference point for calculating where the placement sits within the rebate period.

In this example, a candidate who leaves within the first week would fall into the 90% rebate tier. After that, the applicable rebate percentage reduces as the placement moves through each tier.

Where rebate periods can be set

Rebate periods can be set at different levels:

• Globally, from [Settings > Fees & Rebates]
• Against a client, from the client record’s Details screen
• Against a vacancy, from the vacancy record’s Details screen

This allows you to set standard rebate terms for your database, while still allowing different terms for specific clients or vacancies where needed.

How rebate settings are inherited

New records inherit the rebate settings that apply at the time they are created.

For example, if you add rebate tiers in [Settings > Fees & Rebates], new clients created after that point can inherit those global rebate settings.

If rebate settings are changed later, the changes only apply to new records, vacancies and placements going forward. Existing records are not automatically updated, keeping historical data accurate.

Vacancy rebate information

The rebate period end date and current rebate amount can be shown on the Vacancies grid, making it easier to keep track of active rebate periods at a glance.

Vacancies with multiple placements

If two or more candidates are placed on the same vacancy, the rebate expiry date is based on the candidate with the latest start date.

The rebate amount shown is the combined total for all placed candidates. Each candidate is calculated against the rebate tier they are currently in, using their own start date.

Updating Revenue

If a rebate has been paid to a client, update the placement amount so your revenue figures remain accurate.

To do this, edit the placement from the vacancy record’s Pipeline screen and adjust the amount accordingly.

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.