Working in a team and with different teams can certainly be challenging. Thte Application Manager gives you the opportunity to find an easy way for your team to work together.
Set up access
To make it easier to work as a team, we recommend that you first clarify responsibilities. In order to do this, please answer the following questions:
- Which colleagues should have access to Application Manager?
- What is the role of these colleagues? To which access group should they be assigned?
- What rights should each access group have?
- What notifications should each access group receive?
To help you get started, four access groups are available as standard in Application Manager: admin, recruiter, interviewer, hiring manager (Fachabteilung). We have also set up the rights and notifications for these access groups. Of course, you can change all the settings to suit your needs and add your own groups.
[hint]
Please note that these changes can only be made by users with admin rights.
Not an administrator? In this case, contact your company admin to set up or customize the appropriate access in Application Manager.
[/hint]
The following articles will help you with the various settings and adjustments:
- Create Application Manager user
- Access groups
- Standardized access groups
- Notification settings for access groups
Create recruiter teams
In addition to access groups, you can also create recruiter teams (also known as job teams) in Application Manager. Recruiter teams allow you to group together colleagues from different teams with different permissions.
For example, do you often look for new sales talents? Create a recruiter team with all colleagues who work together to recruit new salespeople. This will ensure that everyone is involved in the process.
Recruiter teams can be created by users with admin rights. Read our article "Manager recruiter teams with onlyfy one Application Manager" to find out more.
[hint]
Please note that the visibility of jobs and candidates does not only depend on the general settings of each access group!
Visibility is also affected by the settings in the hiring process. Ensure that visibility is enabled for the required access groups in each hiring status step.
[/hint]
Team communication
Tag colleagues
You can view all e-mails (messages) and system notifications (activities) for the candidate directly in the candidate profile under ´Activities / Messages´. You can leave a comment under each entry, which will be visible to everyone with access to the profile.
[hint]
Please note that for reasons of traceability, comments posted here cannot be changed or deleted.
[/hint]
Would you like to share the information directly with one or more of your colleagues? Tag your colleagues in the comment by using the @ sign ― followed by the name of the person you want to tag.
Have you tagged someone? If so, he·she will automatically receive an e-mail and/or in-app notification, depending on the notification settings.
Notification settings
Notification settings are set centrally by your admin in the first step (´Settings´ > ´Access management´ > ´Access groups´ > click on the three dots next to the desired group > ´Notification settings´).
The admin can specify which notifications the group should receive and whether these notification settings can be customized by individual users. Each user can then customize their own notification settings under ´My Profile´ > ´Notifications´.
[hint]
If the admin has not restricted individual customization, users can also disable notifications. In this case, they will not be notified, even if they have been tagged.
[/hint]
Internal attachments
Do you use an evaluation sheet for interviews? You can upload this document directly to the candidate's profile. This means that all colleagues with access to the profile will be able to view the document.
To do this, open the required candidate profile and click ´Add´ on the right hand side under ´Attachments´ or drag and drop the file from your computer into the ´Drop file here´ box.
For files that you upload yourself, you can choose whether you want them to be visible only internally or also externally to candidates. For internal documents, such as the assessment form, make sure you do not share them externally!
Use the eye icon to control visibility:
- Crossed out eye: Document visible internally only.
- Open eye: The document is also externally visible to the candidate.
Custom data fields & -questions
You can also include important information about the candidate, such as salary expectations or earliest start date, as an additional question in the candidate profile.
How it works:
Step 1: Someone from your team with admin rights creates the questions as a custom question in ´Settings´ (1) > ´Applications´ (2) > ´Custom questions´ (3).
We have summarized the exact procedure for you in the article "Create custom questions and questionnaires".
Step 2: Now open the required candidate profile and under ´Custom data fields´ you will find the custom questions. Click ´Add´ (1) and select the required question from the list. Enter the answer to the question in the next field and save your entries.
Would you like to edit the answer? To do so, click on ´Edit´ (2).
[tip]
Create a note field as a custom question. This will allow you and your colleagues to comment on the person in question.
[/tip]
Automate processes
Automated workflows not only help you with routine tasks such as sending rejections, but also with collaborating with your colleagues. For example, you can automate tasks or reminders to your colleagues in just a few steps.
[hint]
Please note that these changes can only be made by users with admin rights. If you do not have admin rights, please contact the responsible person in your company.
[/hint]
In the following, you will find two examples of the use of automated workflows.
Notification to recruiter
Create an automated message with us now to arrange a meeting.
Description of the workflow
If the application status was changed to ´Interview erwünscht´ (interview requested) 2 minutes ago, a notification should be sent to the recruiter asking he·she to schedule an interview.
Workflow settings
Go to ´Settings´ (1) > ´Automated workflows´ (2) and click on ´New workflow´ (3). Change the parameters as follows:
- Let your workflow start after a certain time period: „Last application status change“
- IF this event occurs (4): Last application status change was longer than 2 minutes ago
- Add another condition by clicking on ´And condition´.
- Define the condition (5): „Application status“ „IS“ „INTERVIEW ERWÜNSCHT“
- THEN this will happen (6):
Action: Notification to recruiter
Add message:
Subject: Terminkoordination (Appointment coordination)
Recipient: According to status notification settings
Message: Enter your message here. For example: Please arrange an interview with the candidate. - In the final step, give your workflow a title (e. g. "Message to Recruiter - Appointment coordination") and save your workflow.
Reminder to recruiter
Set up an automatic reminder with us to arrange for your documents to be checked.
Description of the workflow
If the application status is ´DOKUMENTE ANGEFORDERT´ (DOCUMENTS REQUESTED) and was last updated 5 days ago, a notification should be sent to the recruiter asking them to check if the requested documents have been received.
Workflow settings
Go to ´Settings´ (1) > ´Automated workflows´ (2) and click on ´New workflow´ (3). Change the parameters as follows:
- Let your workflow start after a certain time period: „Last application status change“
- IF this event occurs (4): Last application status change was longer than 5 days ago
- Add another condition by clicking on ´And condition´.
- Define the condition (5): „Application status“ „IS“ „DOKUMENTE ANGEFORDERT“
- THEN this will happen (6):
Action: Notification to recruiter
Add message:
Subject: Check documents
Recipient: According to status notification settings
Message: Enter your message here. For example: Documents have been requested, please check if they have arrived. - In the final step, give your workflow a title (e. g. "Message to Recruiter - Check documents") and save your workflow.
Would you like to learn more about automated workflows? We recommend the following articles: