Jobtrain Basics Client Guide · Jobtrain basics - client guide This guide is designed to help users with the most basic processes within Jobtrain including adding jobs, basic candidate

Jobtrain Basics Client Guide

April 2018

Jobtrain basics - client guide

This guide is designed to help users with the most basic processes within Jobtrain including adding jobs, basic candidate management and communications. As Jobtrain is designed to be flexible around all clients' internal recruitment processes, this guide may not cover your end-to-end recruitment process. If you require support on an area that this guide does not cover, please contact either the support team or your Client Success Manager.

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Contents

Getting started 4

Accessing Jobtrain 5

Your homepage 6

Notifications 6

Top menu links 6

Homepage tiles 7

Adding a new job 8

Approval form 9

Job approvals 10

Adding from the 11 document library

Uploading a document 11 from your PC

Search fields 13

Advert copy 14

Supporting documents 15

Adding from the 15 document library

Uploading document 15 from your PC

Job access 16

Adding system 16 users to a job

Adding agency 16 users to a job

Adding interviewers 17 to a job

Application forms 18 and assessment forms

Application forms 18

Assessment forms 19

Advanced settings 20

Adding notes to a job 21

Posting a job 22

Posting on social media 23

Posting to other job boards 23

Advanced options 23

Jobs & Talent – 24 understanding the columns

Candidate actions 25

Candidate list - understanding the 25 columns

Viewing a candidate's application 26

Changing a candidate's status 28

Viewing a candidate's 30 application history

Forwarding candidate applications 31

Adding notes to a candidate record 33

Uploading documents to a 34 candidate's record

Adding a new candidate from 35 the client side

Assigning a candidate: 37 from the search page

Assigning a candidate: 39 from the candidate listing page

Interviews

Booking interviews – standard 40

Inviting candidates to interview 40

Communications 41

Sending emails 41

Using email templates 42

Free-typing emails 42

Sending letters 43

Sending a manual reference 44 – by email

Sending a manual reference 45 – by letter

Sending text messages 46

Symbols & Icons 47

Getting started

Before you start Some of the pages within Jobtrain require pop-ups to be used. If your PC blocks pop-ups from Jobtrain then you may not be able to view the correct pages. To allow pop-ups, right click your mouse on the message that is displayed on the top left of the page. Then, left click your mouse on 'Always Allow Pop-ups from this site'. This will ensure that in future you will be able to view pop-ups from Jobtrain. When you save information within Jobtrain, the system may need to refresh the page to either update the display or to move a job to another area of Jobtrain. When this occurs a message will be displayed, please click 'Retry' and this will refresh the page and update the screen accordingly. Internet Browsers Please be aware that in some versions of Internet Explorer, pop-ups can also be automatically minimised into the Start toolbar, giving the impression they were either blocked or that they didn't open. Look for the blue 'e' symbol on your toolbar (usually at the foot of your screen) and you will find the pop-up window(s) stacked behind it. If a pop up appears to be missing, look behind your browser icon in the toolbar as it may have dropped to the bottom of the page. Caching Internet browsers will save web pages that you have visited in a file on your hard drive in order to increase the speed at which your browser opens that same site again - a process called caching. Some IT departments set their systems to encourage caching, more so if IT departments route people via a proxy server or via products like Citrix. This can sometimes cause problems when using a live database such as Jobtrain, as a user may not see information that has been uploaded/changed because their browser is not refreshing to the live page. We would recommend checking your browser settings and setting them in the most appropriate way to avoid caching or regularly clearing the cache. At any point in time the cache can be cleared manually by pressing CTRL + F5 on your keyboard when using Internet Explorer or Google Chrome on a laptop or PC. For guidance on cache settings and clearing the cache on differing browsers and devices please check with the relevant supplier's website or online blogs.

4 Jump back to menu Jobtrain – the basics

Accessing Jobtrain

Using any internet browser, go to your designated Jobtrain link (you may want to save this in your favourites). On the login page, type in your Username and Password in the fields provided and click login. Note: if you are unsure of the link/URL, username or password, please contact your HR/Recruitment team and they will provide you with these details.

5 Jump back to menu Jobtrain – the basics

Your homepage

Logging into Jobtrain will take you directly to your homepage. Your homepage provides bespoke information on vacancies and applicants and is dependent on your security access.

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Notifications The notifications panel provides you with automatic notifications when candidates have been changed to your key statuses or (if used) there is an offer or job awaiting your approval. To move up and down the list of notifications, click on the More and Top buttons.

Top menu links In addition to these sections are options along the top of the screen which are available from the majority of pages within Jobtrain:

• Home: takes you back to the homepage wherever you are in the system

• Jobs & Talent: shows a list of all vacancies assigned to you (or all live jobs in the case of superusers)

• Search: allows you to search areas such as jobs, candidates and talent pools by various filters.

• Reports: gives access to all standard reporting (note - this will not direct you to the BI feature. For access details to this, please contact your main system superuser or Client Success Manager)

• User: gives access to the 'back office' features of Jobtrain and includes 'Help & Support' pages

• Help and Support: displays our contact details for technical support and also provides a link to the full Jobtrain user guide

Jobtrain – the basics Jump back to menu

Homepage tiles There are also quick links to direct you to commonly used areas of Jobtrain and notifications of new activity on your jobs.

• New Job: provides a quick link to create a new job vacancy

• New Applications: provides a notification as and when new candidate applications are received for your vacancies. The orange counter on the top of the tile displays the number of candidates at the status of 'New Application'. This will provide a list of new applications received and links to preview the job (click on the job title) or the list of candidates received for that job (select the List icon)

• Calendar tile: displays detail of interviews which have been scheduled

• My Jobs: provides a quick link to any jobs assigned for you to work on

• New Starters: displays candidates for your jobs who have been made a conditional offer and are currently being managed through the onboarding process by HR

• Talent Pools: provides access to all talent pools that are available to you. Note - if talent pools have been created as private, they will only be visible for the person who created it

• Job Authorisation: shows a list of jobs awaiting your approval

• Offer Approvals: shows a list of candidate offers awaiting your approval

7 Jobtrain – the basics Jump back to menu

Adding a new job

From the Jobs & Talent page follow the steps below in order to create a new role:

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Click on the Jobs & Talent tab at the top of the page.

Click Create New Job in the left hand menu.

NB: Some clients have a Create New Job tile on their homepage which will go to the same place as the above two steps.

Create a new job by copying from a template, copying an existing job or by creating a new job:

• Copy from a job template: choose the relevant template and click Use template

• Copy from an existing job: choose the relevant existing job and click Copy job

• Create a new job: click Create

When creating a new job, you will see a blank Job Details page. If the job is created using a template or copying from an existing role, several fields within the Job Details page will have already been completed. Check any existing information, complete all required information and click Save and Continue.


Approval form

If you have the additional Vacancy Approval feature, this section allows the job creator to complete the required additional details for the recruitment authorisation process. Once the job authorisation process is started, a copy of the approval form is sent to the designated vacancy approvers as an email attachment. The approval form will already have some details completed - this information has been brought across from the Job Details page. Enter in all other required information (fields in red are mandatory), then click Save and Continue.

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NB : As this form is built in line with each client's requirements, the information on this screen will differ for each client.


Job approvals

If you have the additional Vacancy Approval module, this section allows the job creator to decide which approval route to send the job to. Select the relevant approval template from the Job approval template section by using the search as you type functionality or clicking on the magnifying glass icon and choosing from the look-up.

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Once selected, the screen will refresh and a list of approvers will appear at the bottom of the screen under Mandatory sign off. If you choose the wrong template, click Reset approval and select a different template using the steps above.


Job approvals continued...

Add any supporting documents that you would like to send to approvers under the Approval Attachment section. There are two options for adding documents: Adding from the document library 1. Documents can be uploaded (that are already in the document library) in

the "Please select a document" section. Simply search for it using the search as you type functionality or clicking on the magnifying glass icon and choosing from the look-up

2. Click Add to List and the document will appear in the Attached documents section

3. Multiple documents can be uploaded by repeating the above steps Uploading a document from your PC 1. Click the upload a document button

2. Provide a brief description of the document you are uploading in the

Description field

3. In the For Candidates/Approvers field, enter a candidate friendly name i.e. job description, person specification


Job approvals continued...

You can upload multiple documents by repeating the above steps.

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Tip: Uploading a new document to this section will automatically add it to the document library. Therefore, we recommend that clients check their document library before uploading a new document from your PC using the ‘Upload a document’ button to reduce the risk of storing duplicate records in your document library.

Once all required documents are listed (with ticks next to them), click Save & Continue at the bottom of the page to proceed to the next tab. NB - Should you incorrectly add a document, simply un-tick the document, and then click Save & Continue at the bottom of the page.

NB : Should a document be added incorrectly, simply un-tick the document then click Save & Continue at the bottom of the page.


Search fields

The search section is where search criteria for this role can be set. This is used when candidates search for jobs as well as defining which job alerts are sent out to candidates. Setting up search fields: 1. For each available category, highlight the required option in the left-hand

box and click the Add button in the middle of the page

2. To remove an option from the search fields, highlight it and click the Remove button

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NB: Multiple options can be selected at once by holding down the control key (Ctrl) and clicking on all the options you wish to select. Then simply click the Add/Remove button as required.

3. Complete each search category section and press the Save & Continue button at the bottom of the page.

NB: As this section is defined in line with each client’s requirements, the information on this screen may differ on your system.


Advert copy

This section allows you to customise the advert text that you display to candidates. To add content to this section, either type in the required wording or copy the wording in from Notepad and make any changes using the formatting tools at the top of the box to make any format changes

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• Attention Grabber: this should be a few lines of text to capture the candidate's interest in the position and will be displayed on any adverts posted to Indeed, Adzuna and your social media feeds

• Main Advert Copy: this section includes more information on the vacancy when the candidate clicks on the job title. This is also where they can view any attachments that have been added under the Supporting Documents section (if applicable)

NB : As with any wording entered into the system, we recommend copying the wording into Notepad before copying into the system to ensure all hidden formatting is removed.

• It is possible to include different versions of the advert on your external, internal and agency sites, as required – simply click on the relevant tab and enter the wording as above

Tip: If only minor changes are needed to the external advert wording, click the Copy from External Tab button . This will copy the text in and be amended accordingly. If these tabs are left blank, Jobtrain will automatically use the external advert copy on all sites you are advertising on.


Supporting documents

In this section, supporting documents can be added to include with the job advert for candidates to view (i.e. job descriptions, person specifications, interview formats, etc). There are two options for adding documents: Adding from the Document Library:

1. Documents can be uploaded (that are already in the document library) in the "Please select a document" section. Simply search for it using the search as you type functionality or clicking on the magnifying glass icon and choosing from the look-up

2. Click Add to List and the document will appear in the Attached documents section

3. Multiple documents can be uploaded by repeating the above steps

Uploading a document from your PC

1. Click the Upload a Document button. Provide a brief description of the document you are uploading in the Description field.

2. In the For Candidates/Approvers field, enter a candidate friendly name i.e. Job Description, Person Specification.

3. Multiple documents can be uploaded by repeating the above steps

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Tip: As uploading a new document to this section will automatically add it to the document library, we recommend that clients check their document library before uploading a new document from your PC using the ‘Upload a document’ button to reduce the risk of storing duplicate records in your document library.

Once all information is uploaded, click Save & Continue at the bottom of the page.

NB: Should a document be added incorrectly, simply un-tick the document then click Save & Continue at the bottom of the page.


Job access

This section is where users are defined that will have access to this job. Adding system users to a job • Search for a user using the search as you type functionality or clicking on

the magnifying glass icon and choosing from the look-up then clicking OK

• Click on the User name and press Add.

• Repeat these steps until all required users are listed on the right.

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To remove a user, click on their name in the right-hand box and press Remove. Adding agency users to a job Agency users are added in exactly the same way as above. Simply select from the search as you type box and click Add.

Please note: You may also have a sub-tab to include shortlisters under this section . This is only used for the panel shortlisting additional functionality; please follow the user guide for this feature if you require further information.


Adding interviewers to a job

This information is used when inviting candidates to interview .

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Please note: This section is only used for the standard interview functionality; if you have the self-service interviewing feature, please follow the user guide for this additional feature.

Enter in the interviewer’s name, telephone number and location in the free-text boxes. When an invite to interview is sent to a candidate, the interview template email will automatically populate using this information.

Complete each section in the Job Access tab then press the Save & Continue button at the bottom of the page.


Application forms and assessment forms

This section is where you assign internal, external and agency application forms as well as attach any required assessment forms.

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Application forms • Use each drop-down box to select the relevant form to use. You can then

control which sites it appears on by ticking the internal, external and agency boxes

• Select the required application form in each of the external, internal and agency drop-down boxes

• Make sure all relevant boxes are ticked under the Visible To section to make sure this job is visible on the correct candidate sites

NB : If a box is ticked against a candidate site that an application form has not been attached for, a warning message will be displayed when you click Save & Continue on this page.

NB: We recommend that clients add an internal and external application form to all roles – this ensures the capture of candidates’ details that accidentally apply as the incorrect status (i.e. external candidates applying as internal candidates).


Assessment forms

There are a number of assessment forms that can be attached to a role: 1. Pre-assessment forms (killer questions). Designed to quickly highlight

candidates who do not meet the essential criteria for the role. They appear at the beginning of the application form after the candidate has registered their details. They can be set up to auto reject any candidate that doesn’t meet the minimum pass mark

2. Assessment forms. These forms can be used to gather information on how well the candidate matches the desirable criteria for the role. This form will appear towards the end of the application form

3. Competency/telephone screening forms. These are online forms for Hiring Managers to capture telephone screening information or complete manual shortlisting

4. Shortlisting. This section is where a panel shortlisting form would be attached. Please note, depending on your Jobtrain system setup, this functionality may not be visible on your system. Please discuss this with your Client Success Manager if it is something you would like to explore further

To attach an assessment form, search for the role by using the search as you type functionality or clicking on the magnifying glass icon and choosing from the look-up then clicking OK.


Advanced settings

Jobtrain has a number of default email templates set up that will automatically send to candidates at key stages within the recruitment process. For example, when a suitable job is available for a candidate to apply to (see Job alerts); or to acknowledge to a candidate their application has been successfully submitted to a role. Advanced settings allows these default emails to be amended for a specific role. This is helpful when the job requires a different kind of communication (for example apprenticeship roles).

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NB : The auto-forward function will only send the information out to one email address, so if the details are required for more than one user, please add a generic email address that all can access or enter an email that can forward the details to all required users.

1. To select a different, job-specific acknowledgment email, click on the looking glass icon against the Acknowledgement Email section and select the correct email template

2. A feedback email can also be attached here if you would like to collect feedback on your recruitment process . This will automatically email to candidates after they have submitted their application. Simply select the relevant email template under Feedback Email

3. It is also possible to auto-forward application information onto other people. Simply click the Forward Application tab, enter in the person’s email address and select a status that the candidate needs to be at in order for the email to be sent . Once a candidate applies for the role and is at the specified status, their application will be auto forwarded onto the recipient.

Complete each section in the Application Form tab and press the Save & Continue button at the bottom of the page.


Adding notes to a job

This section allows you to add any notes that are relevant to the job.

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To add a note, click on the Add Job Note icon, enter the note details then click Save & Continue at the bottom of the page.

NB : This section is also where you can see which user created the job and the time and date it was created.


Posting a job

This is the final step of creating a job - you can start the approval process, decide which job boards you would like to post to (if you use this functionality) and advertise your role using Social Media feeds (if used).

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To make your job live (if you do not use job approval functionality) 1. Select Live from the Status drop-down; choose Yes from the Live for

Candidates? drop-down and decide whether you would like job alerts to be sent to eligible candidates (if so, choose yes in the send job alerts drop-down)

2. Click Save & Close. The following screen will display a message to say the job has been saved successfully

To make your job live (if you use job approval functionality) 1. The job status cannot be changed - this will be set to Waiting for Approval

until the job has been approved

2. Press Save & Close on this page. This will trigger the email to the first approver. Once the approval process is complete, the job status will automatically change to Approved

Sending job alerts: Go back into the job, then change the status to live.

Choose Yes against Live for Candidates? and Send Job Alerts drop-downs, then click Save & Close. You will then be shown a message to say the job is saved successfully.

NB : Please see the Vacancy approval guidance document for further information on this module


Posting on social media

To use this functionality, an external RSS feed account will need to be set up. This will connect the feed of jobs to your organisation's LinkedIn, Twitter and Facebook accounts. It will then post any selected role to your organisation's page as a status update when the appropriate box(es) are ticked.

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Posting to other job boards Jobtrain offers a posting to job boards module, which allows you to post your roles on various other job boards including Reed, CV library etc. Advanced options You are able to advertise a role without the Apply Key, to direct candidates to a different source to apply by using the Hide Apply Key option. Once switched to Yes, candidates will be able to see the advert details, but will not be able to apply via the system. This is useful when advertising an open day for information or an apprenticeship campaign that's application process may be managed externally.

NB: If you are unsure if you have this functionality set up, please contact your key user(s) in the first instance, or contact our Support team or your designated Client Success Manager.

NB: If you are unsure if you have this functionality set up, please contact your key user(s) in the first instance, or contact our Support team or your designated Client Success Manager.


Jobs & Talent - understanding the columns

The Jobs & Talent page displays all live current vacancies that you have been granted access to. There are several columns on this page: • Total: this shows the total number of candidates that have applied for the

role • New: this shows the number of applications that have been submitted with

the current status of "New Application"

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From this page you can also:

View all Live jobs available to you Create a new job

List candidates against each job Add to My Jobs

List jobs by status and location Print and Export

Search for jobs View Talent Pools

NB: Dependent on your system setup and access level, you may be able to see all or some of these options.


Candidate actions

Viewing the list of candidates can be accessed by clicking on the List option in the right-hand column:

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Candidate list - understanding the columns There are several columns on this page, all of which are explained below:

• Ticks & crosses: this identifies whether the candidate has passed any pre-assessment questions attached to the job (sometimes known as killer questions). Clicking on the icon will show you the questions and how the candidate has answered them

• App Date: this is the date the candidate started to apply for the role

• Candidate: the name of the candidate or, for those clients who anonymise applications, this section will show the candidate number. There may also be one or more icons in the section - for more information, please see the Symbols & Icons section at the end of this guide

• Status: this is the application status that the candidate is currently sitting at

• Ranking: the star ranking can be used to support shortlisting candidates by selecting a number of stars. The list can then be sorted in descending / ascending order by clicking on the title of the column to see the most suitable candidates

This functionality has no automation and will not carry through to another role, it's merely there to act as a memory aid whilst reviewing the candidate list.

• Edit: allows users with the relevant security permissions to edit the candidate's application information on their behalf

• Interview: a link to quickly book an interview for the candidate (clients with the additional self service calendar feature can also add interviews here on behalf of the candidate)

• Score: if used, this shows the total score the candidate achieved on the scored assessment

• Shortlisting: if used, this shows the total score given to the candidate on the shortlisting form


Viewing a candidate's application

On the Jobs & Talent page, click the List icon and click on the candidate's name to display their application information.

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Depending on your security access and the application form sections used, you will be able to see a number of tabs against the candidate. It's also possible to change the star rating and the candidate's status from this page.

Icons on the right hand side of your screen allow you to email new passwords, set a candidate as internal or external, unlock accounts or add notes and documents where required.

Directly to the left of the candidates information shows a list of all applicants to this role. Clicking on the names will allow you to see that candidate's application details without the need to return to the List of Candidates page.


Viewing a candidate's application continued...

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Directly to the left of the candidate's information shows a list of all applicants to this role. Clicking on a name will display that candidate's application details without the need to return to the List of Candidates page.

The left hand menu are actions such as print the application, send emails, texts and letters, assign the candidate to a talent pool or start the onboarding process.


Changing a candidate's status

From the candidate listing page: Tick the box next to the candidate(s) you would like to change the status for and click Change Status To at the top of the page.

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Select the required status from the list and a confirmation pop-up window will appear. Check the candidates entered and include any notes you may wish to add. Click Confirm to complete the action.

NB: Notes added in this section will appear in the candidate history section.


Changing a candidate's status continued...

From the candidate record: Select the appropriate status from the Change Status To dropdown menu at the top of the page.

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Select the required status from the list and a confirmation pop-up window will appear. Check the candidates entered and include any notes you may wish to add. Click Confirm to complete the action.


Viewing a candidate's application history

Jobtrain can display all roles that a candidate has applied for from the candidate listing page. Either search for the candidate using the search functionality or click on their name on the candidate list against a job they have applied for.

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Click the Applied Jobs tab to see a list of jobs the candidate has applied for.


Forwarding candidate applications

1. Tick the box next to all relevant candidate(s), click Send Email and select Forward Details from the available sub-menu

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2. Select an email template using either the search as you type functionality or spyglass icon on Select an Email or free-type an email in the Email text box

Please note: When using the forwarding functionality, email templates that include merge fields should not be used – the merge fields will not populate with data.

3. Select what kind of information you would like to send using the Forward Options drop-down


Forwarding candidate applications continued...

4. Clicking Add Attachments will open a pop-up box to include any document stored within your document library, e.g. shortlisting guidance.

Search for your chosen document(s) using the search as you type functionality or by clicking on the spyglass icon and choosing from the look-up. Click Add to List then Confirm.

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Adding notes to a candidate record

Jobtrain includes the functionality to add a note to a candidate's record where required. For example, to record that a candidate did not attend interview or to record the details of a telephone call with a candidate.

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Within the candidate's record, click on the Notes icon in the top right-hand corner. A new window will display showing any notes that have already been added and who added the notes.

Click Add Note, and a pop-up window will appear. Enter a subject and the content of the note.

There is also an option to show this note to all users as a pop-up warning when the candidate's record is viewed in Jobtrain. If you would like to use this functionality, select Yes against Set as Warning. When all information is entered, click Save Note and close the window.


Uploading documents to a candidate's record

Sometimes it can be useful to upload documents such as paper interview notes against a candidate's record. This is possible from the candidate's application page.

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Within the candidate's record, click on the Documents icon in the top right-hand corner. A new window will then appear with an Upload a New Document button.

Clicking this opens another window where you can add a new document.

Select Choose file to search your computer for the document you wish to add. Enter a document title under Description, then click Save.

Please note : Uploaded documents must be 1MB or less.


Adding a new candidate from the client side

Depending on your security access to Jobtrain, if required you can add an external or internal candidate from the candidate listing page of a vacancy. 1. From the candidate list within the relevant job, click Add Candidate and

select either Add Internal or Add External from the available sub-menu

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2. A new window will open with a non-branded version of the application form for that role. Complete all information on the first page, then click Save and Continue

Note: If there is a blue asterix against a field, this is mandatory and will need to be completed before moving onto the next section.


Adding a new candidate from the client side continued...

3. Complete each section. On final Declaration page, indicate agreement to the terms and conditions on behalf of the candidate and click Submit application

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Assigning a candidate: from the search page

There are two ways to assign candidates, both explained below. To assign from the search page: 1. Click on the Search option in the top menu. Enter required search criteria

and click View Result

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2. Click on the name of the candidate to be re-assigned (if preferred you can click on the Applied Jobs link), then click on the job title of the role that they are currently against

3. Select the candidate and click Assign to a job from the left hand menu


Assigning a candidate: from the search page continued...

4. In the Select a job box, search as you type for the job or use the looking glass icon. Select the target status and add in any notes. When all information has been added, click Assign

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Note: This process will not save the candidate's CV against the re-assigned record. To do this, please follow the steps on the next page, "Assigning a candidate: from the candidate listing page".


Assigning a candidate: from the candidate listing page

1. From the candidate listing page, select the candidate to be re-assigned and click Assign to a Job

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2. In the Select a job box, search as you type for the job or use the looking glass icon. Select the target status and add in any notes. When all information has been added, click Assign

Multiple candidates can be assigned from this page by following the steps above and selecting all required candidates.

Note: This process will save the candidate's CV against the re-assigned record.


Booking interviews - standard

Inviting candidates to interview 1. On the candidate listing page against a job, click the Interview icon.

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2. After clicking on Create New Appointment in the pop up window, Jobtrain will display the candidate's name, the job title and the job reference, as well as the interviewer details (if included when creating the job - please see the Job Access section above)

3. Add the interview date and time and click Save then Close

NB: The date and time must be entered in the correct format or the interview will not save correctly.

The date must be in DD/MM/YYYY format (i.e. 01/01/2017) . Click on the interview date box to display the calendar as a quick way to select the date in the correct format. The interview time must show as HH:MM format with the colon separator (i.e. 10:00). Both of these fields have guidance text next to them as a reminder.

Once this page is completed and saved and closed, the date and time will appear in the Interview column on the candidate listing page. You can then manually invite the candidate to interview using the send email option. Alternatively, if your Jobtrain system is set up with an auto-email attached to the invite to interview status, simply change the candidate’s status and the email will automatically send including the date and time of the interview.


Communications

Dependent on your security access in Jobtrain, you may have additional options under each of these sections. If you would like some more information on any of these options, please contact the support team or your Client Success Manager. Sending emails

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From the list of candidates page

Click on the appropriate candidate list and tick next to the candidate(s) you want to email. Click Send email and select Send email from the sub-menu and a pop-up window will appear.

From the candidate's record

From the candidate's record page, click Send Email and select Send Email from the sub-menu. A pop-up window will then appear.

Note: You can send an email to one or more candidates at once using this method.


Using email templates

In Jobtrain, you can create a number of email templates to speed up the process of emailing candidates as well as improving communication consistency. Email templates can also include merge fields. Merge fields can personalise candidate communications. For more information on creating email templates, please see the Settings guidance document. 1. In the box Select an email, click the spyglass icon to select the relevant

template from the full list. Alternatively, if you know the email title, begin typing in the search as you type box and click the appropriate template title when it appears.

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2. The email subject and wording will auto-populate. You can preview what the email will look like for your candidate(s) using the Preview button at the top of the page.

3. Once happy with the content, click Send.

Free-typing emails

If you would prefer to manually type an email, this is also possible. Simply enter the email subject and complete the email wording in the main wording box, then click Send.

Please note: Emails are sent in 15 minute cycles.


Sending letters

As with emails, Jobtrain also includes the facility for letters to be printed from either the candidate details page or the list of candidates. The benefit of printing letters from Jobtrain is that templates can be created to include merge fields, so information is automatically populated for a number of candidates where required. 1. From the list of candidates, select the candidate(s),click Print Letter and

choose Select Letter from the sub-menu. This will open the letter pop-up window

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2. The name of the candidate will be auto-populated. Then, either select a letter template or free type a letter in the main wording box

3. You can preview what the email will look like for your candidate(s) using the Preview button at the top of the page. Once you are happy with the content, click Print


Sending a manual reference – by email

1. To send a reference request by email, click on Reference Request under the Send Email from the sub-menu to open the email pop-up window.

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2. Select the correct referee from the To drop down, and select the appropriate reference email template (as above guidance).

3. Click Send

Note: The referee drop down is populated from the reference information provided on the candidate's application.


Sending a manual reference – by letter

To send a reference request by letter, click Print Letter and choose Reference Request from the sub-menu to open the letter pop-up window.

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Select the correct referee from the To drop down, and select the appropriate reference email template (as above guidance). Click Print

Note: The referee drop down is populated from the reference information provided on the candidate's application.


As with emails, Jobtrain also has functionality to send text messages from the candidate details page or the list of candidates. 1. Select the candidate(s) and click Send Text Message to open the text

message pop-up window

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Sending text messages

Note: This is an additional paid feature. For more information on any of these options, please contact the support team or your Client Success Manager.

2. The name of the candidate will be auto-populated. Either select a text message template or free type a text message. Text messages have a 150 character limit; you can see how many characters you have remaining in the bottom right hand corner of the pop-up

3. When the content is ready, simply click Send


Symbols and icons

Throughout Jobtrain you will see various symbols and icons. A summary of these icons and their meanings is below:

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This appears where there is a need to search or look-up information held within Jobtrain.

This is a link through to all applications made to a job vacancy.

If you see a candidate with either a tick or cross against their record, this indicates whether they have passed or failed the pre-assessment/killer questions set against the job.

A candidate with two asterisks against their record indicates that the candidate has made multiple applications.

A candidate with an 'i' icon against their record indicates that it is an internal application.

A candidate with a red dot against their record indicates that it is an agency candidate.

A candidate with a yellow dot against their record means that it has been more than 6 months since the agency submitted their application.

A candidate with a plus icon against their record indicates they were added manually by a client user.

A candidate with the two-ticks symbol indicates that the candidate has identified they have a disability.

A paperclip symbol indicates that the candidate has additional documents added against their record.


Jobtrain.co.uk

+44 (0)161 850 2004

https://jobtrain.co.uk/

https://jobtrain.co.uk/