onlyfy Application Manager is an innovative talent acquisition platform that impresses with its wide range of functions and particularly simple usability. Training or complex integration phases are therefore no longer necessary. Instead, we provide you with a quick guide designed to get you started, which leads you step-by-step through the system.
1. Start
onlyfy is a cloud application and therefore only works online. It can be used on a PC, tablet or smartphone via https://onlyfy.io/accounts.
Registration
After your user account has been activated by an admin, you will receive an e-mail with the access data.
- Click on the link in this e-mail to activate the account.
- Enter your personal data and set a password.
You are now ready to log in.
Login
Open your browser and go to https://onlyfy.io/accounts.
Enter your login details and click ´Login´.
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Forgot your password?
You can reset it yourself at any time using the ´Forgot your password?´ button.
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2. Dashboard
After logging in, you will be redirected to the dashboard. Here you get an overview of your current tasks.
- Tasks (1): You can create tasks for yourself. For example, for pending feedback. To do this, select a notification or create a task manually.
- Notifications (2): In this section you will see in-app notifications. For example, about new applications or comments where you have been tagged.
- Selected reports (3)
- Jobs (4): The colourful buttons next to the respective job show you the hiring process and how many candidates are currently in which step. The status sequence is of course a matter of definition and will be adapted to your workflow during setup. By clicking on a job or on one of the coloured buttons below it, you will get to a correspondingly filtered list of candidates.
3. Candidate list
All candidates at a glance
Click on ´Candidates´ in the main menu to display a list of all your applicants across all jobs. By default, you will also find speculative applications here, as these people have not applied for a specific job.
The list is extremely handy for searching your entire database for interesting profiles. As each person might have applied for several jobs, information such as application status is not shown here.
Applications for a specific job
In the candidate list of the individual jobs, you always have an overview of the most important data. In addition, you can assign user-defined tags and an initial rating (1-5 stars). To access the list, go to ´Jobs´ and click on the desired job.
The list of candidates can be sorted in ascending or descending order according to the following criteria:
You can further narrow down the candidate list by using a filter. The filter is located to the right of the list.
4. Applicant management
Candidate profile
Clicking on a person opens the corresponding candidate profile. Here you can call up all application-relevant data and enter additional information.
The candidate profile is always structured in the same way. On the left side you see the applicant's basic data, tags, additional data fields (these can be filled in either by the applicant or the recruiter), as well as the CV.
On the right-hand side, you will find further information on the application(s) and upcoming deadlines. Below this, you will find a list of documents and an application history, including the option to make comments.
In the activity log of the candidate profile, you can use comments to exchange information directly with your colleagues or request feedback.
To do this, enter a comment in the comment field of an activity and click on ´Save´. With the help of an "@" followed by a name, you can address your comment specifically to one person.
Status change
There are two ways to change the status of an applicant:
In the candidate profile: Open the candidate profile by clicking once on the desired person. The application status is displayed in a colored tile under ´Active applications´ (1).
First select the desired application from the drop-down list (2) and click on the status (3). In the next window you can select the new status (4) and optionally enter a reason for your choice (5). Finally, save your entries (6).
- In the relevant job under ´Your Candidates´: Change the status of your talents directly in the overview by clicking on the status and selecting the desired status from the list.
Messages
Of course, you can send a message directly to the candidate by clicking on ´New message´ (1) under ´Activities / Messages´.
If a job is selected for the candidate (2), you can also update the status directly in the message window via the drop-down menu (3).
You can choose from custom message templates here and customize the text before sending, if required. Your signature is inserted automatically. In addition, you can attach file attachments and an appointment (e. g. for a personal interview) to the e-mail.
For meeting invitations, select the appropriate menu item and specify key details such as date, type (e. g. on-site, Microsoft Teams, Zoom, Jitsi) and participants.
If you have activated the calendar integration*, you can directly access your and your colleagues' calendars and view availability.
The ´Preview´ tab allows you to see how the final message will be received by the candidates.
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* Services depending on your chosen price plan.
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Available in the packages onlyfy Prescreen, onlyfy Pro and onlyfy Ultimate: If you do not want to send the message immediately, you can set the sending time using the ´Send this message later´ function. Until then, the message can be cancelled at any time via the candidate profile.
Bulk Actions
Would you like to change a candidate's status or send a message to several people simultaneously? You can easily do this for a large number of candidates via the job-specific candidate list. To do this, select the desired persons by clicking on the checkbox to the left of the profile picture (1). You will then find the available actions behind the three dots (2).
Would you like to send a rejection or information on the current status of the application directly to several candidates? Simply click on ´Message´ (3) and select the desired message template. Thanks to the placeholders used for addressing candidates, each person will receive an individual message.