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RECRUITER SERVICES USER GUIDE

SERVICES - Milkround Recruiter News Building, 1 London Bridge Street, London, SE1 9GF Phone: 020 3003 4000 Page 3 Registered office: 1 London Bridge Street, London, SE1 9GF Registered

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RECRUITER

SERVICES USER GUIDE

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

Page 1

Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

RECRUITER SERVICES USER GUIDE

CONTENTS:

02 Introduction

02 Homepage

02 Create an account

03 Signing in

03 Key information

04 Recruitment packages

04 Job posting

06 Buying a job posting

08 Your jobs

10 Company management

11 Filter questions

11 Auto-reject messages

12 Your account

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

Page 2

Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

INTRODUCTION ‘Recruiter Services’ is a secure self-service area for recruiters enabling on-going job posting, application and candidate management as well as reporting on payments and jobs. This document will take you through all of the functionality within the Recruiter Services site.

HOME PAGE The home page will provide access to all the key services available from the recruiter services site.

Main menu The main menu items will allow you to visit the following:

• ‘Advertise a job’. This will take you through to start posting your job. If you are not signed in, then you will be prompted to do so.

• ‘Recruitment packages’ page. This details all the products available for purchase along with the pricing and will also include any bulk deals on offer. This is further described in the pricing section.

• ‘Your jobs’ page. This is the job management section of the site. You can add, edit and view job activity in this section. This is further described in the ‘Your jobs’ section.

The home page will also allow you to ‘Create an account’ or ‘Sign in’ if you already have an account. Both of this will be offered to you on your journey to post a job. There is also a link to the jobseeker site which is available at all times in the top right hand corner of the site.

CREATE AN ACCOUNT If you don’t already have an account then you can create one quickly and easily by navigating to the ‘Create an account’ link. Here you will need to fill in information about yourself as a recruiter user, and about your company. The page also refers you to the site’s Terms and Conditions and Privacy Policy which you should read before registering. All fields are mandatory unless specified as ‘optional’. The company information that you provide here will be displayed on the jobseeker website on the ‘Recruiter A-Z’ recruiter detail (company profile) page, alongside all your live jobs. You can amend this information at any time via the Recruiter Services site, provided you are the admin user.

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

Page 3

Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

Recruiter users If you register your company for the first time then you will be the main ‘Recruiter company admin user’. You will need to verify your email address after registering, and once you have done this you will be logged in. Once registered, you will be able to create further recruiter users for your company, and control their access via the subscriptions (see the ‘Manage user accounts’ section below for more information).

SIGNING IN Once you have a recruiter user account you can sign in to the site at any time by navigating to the ‘Sign in’ link at the top of the site. You will also be asked to sign in if you click on the ‘Advertise now’ or ‘Advertise a job’ link from either the home page or the pricing page. The sign in requires you to enter your username and password. If you forget your password you can click on the ‘Forgotten password?’ link on the login page. Enter your email address the system will send you an email with a link to follow so that you can reset your password.

KEY INFORMATION Once you have signed in, the home page will give you some extra information and some further options. At the top of the homepage, there will be some key information about your jobs and applications This shows you how many live jobs you currently have, how many applications have been made today and how many jobs will expire within the next 3 days. Each link will take you through to the relevant management screen. If you have any credits for specific products, the screen will also change from showing the currency value against the job posting to showing the credits available for job posting You can begin posting jobs by clicking on the ‘Advertise now’ link.

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

Page 4

Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

RECRUITMENT PACKAGES The recruitment packages link will take you through to a page which details all the products available for purchase. Again, where you have credits available for any product, you will be shown how many credits you have remaining. If you do not have any credits, then you will be shown the relevant price of that product. You can select any of the products by clicking on the ‘Advertise now’ link against that product (or ‘View now’ if it is candidate related) which will start you on your job posting journey. Any bulk promotions will be surfaced below the product range. These will all be available for purchase by clicking on the ‘Buy now’ link.

JOB POSTING You can start posting jobs quickly and easily by navigating to the ‘Advertise a job’ link or by linking through from the relevant product on the recruitment packages page. Here you will be presented with the job posting form. The job posting process is quick and simple. If you have already added some jobs, you can use any of those jobs as a template for your new job. By selecting the ‘Use a template’ button at the top of the form, you will be presented with the template selection screen. TEMPLATES By default, the system will show you all jobs on the ‘All’ tab. You can use the search facility to find any specific jobs that you want to use as a template. You can also favourite any jobs by clicking on the star icon next to the job title. This will allow you to see the job on the ‘favourites’ tab. Once you have at least 1 job to use as a template on the favourites tab, the system will present you with this list the next time you use the template functionality.

JOB POSTING FORM This form requires you to enter all of the job data. Optional fields are denoted with the word (optional). If they do not have this label, then they must be filled in. At the very top of the form when posting a new job or editing a job in a draft status, you have the option to select a product. You can choose to switch the product up until the job has been placed in the basket or it has been paid for.

• The job title is a free text field, and limited to 100 characters. You can choose to add your own job reference if you wish which is shown in the job details page on the jobseeker site.

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

Page 5

Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

• The publication date and duration for your job will be from today by default, and for the products posting period (this is usually one month). You can change the posting dates but you cannot post a job for more than the product period.

• The categories (location, sector, salary, hours, contract type, etc.) are dependent upon the site’s configuration.

• Although you can assign a salary category band to your job, only the salary description will be displayed against the job in listings or on the job detail page.

• The job description allows some minimal formatting for your job information. This appears on the job detail page on the jobseeker site.

• The first 250 characters of the job description above will be used as the job summary. This is used on the job listing pages and is not shown on the job details page on the jobseeker site. You can choose to write your own summary if you un-tick the box underneath the job description.

• If you want a specific logo against your job, you can choose to upload one which will replace your main company logo.

The applications can be received in one of four ways:

• Received by email • Via the company website (you’ll need to enter the website address) • Only show contact information (there is no online application form, the jobseeker will see the

contact information only) • Stored in ‘Your jobs’ only (no emails) (there is no email sent to you as the recruiter in this

instance) Once you save the job posting form, you will be presented with a preview of how the job will appear on the jobseeker site. The preview will show you exactly what the job will look like on the live jobseeker site. You can choose to ‘edit the job’ or add supporting documents, filter questions and upgrades. None of these are mandatory; you can go straight through to pay for the job without adding these items.

• Supporting documents once you have saved your job, you will be able to add supporting documents using the tabs at the top of the form. You can add as many supporting documents as you want, although if you wish one of them to be an additional application form, you must add that as your first document.

• Filter questions if your system allows you to add filter questions, you will see a filter question tab which will allow you to enter up to 5 filter questions. This section is optional.

• Upgrades Where there are upgrades that you can add to your job, you can select and manage

them from the upgrades tab.

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

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Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

BUYING A JOB POSTING Basket You can click on the basket link at any time, or you will be taken there whilst on the job posting journey. Here you will see which items you need to pay for and which items you have relevant credits for. For each item in your basket, the system will show you where there is a credit available, or where you need to pay for an item. At this stage, you can remove items from your basket by clicking the ‘remove’ link in the basket. Any jobs in this instance will be put back to a draft status, where you can manage them as you wish. Discount codes At this stage you can also apply any relevant discount codes to your basket if you have them. Discounts can be of two different types; they can either apply to an individual product or upgrade (e.g. a job posting, premium job or candidate view) as a flat rate, e.g. £10 off a job posting or they can apply as a percentage discount on your basket, e.g. 10% off whatever you buy. Confirm credits If you do have sufficient credits to post the jobs in your basket (you may have credits if you have bought a promotion, or if you have an unlimited deal) you will see a ‘Confirm credits’ button at the bottom of the basket instead of a ‘Checkout’ button. In this instance, all the items in your basket can be satisfied using a credit. The confirm credits will take the relevant number of credits from your balance, and immediately post the jobs live on the jobseeker site. You will be shown a printable receipt page for the credit usage. Checkout Where you need to pay for any items in your basket, the ‘Checkout’ button will be available. Once this has been clicked, then the system will create the order – if there are any items in your basket that could use a credit, they will be taken at this point and those items will go live. Note: your basket may contain both items that can use a credit and items that require payment. The rest of your order will then be available for review and ready for payment. You can choose to ‘Cancel’ the order at this point should you not want to go any further with it. Cancelling an order will put any jobs on that order into a draft status.

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

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Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

Pay online If you have to pay for any items in your basket, once you have submitted a credit card payment via the third party payment portal, any items will be live on the jobseeker site (or candidates available for download), and you will be shown a printable receipt page for your payment. Any orders that have been made through the system are listed in the ‘Your orders’ section of the site. Your orders Any items that have been either purchased through the recruiter services site, or where you have used credits to buy items will be on an order. You can review your orders at any time. The orders are listed here with the most recent ones at the top. You can filter the orders using the ‘Order reference’, the ‘Status’ or a ‘date range’ of when the order was made. An order can be in one of the following statuses:

• Unpaid order – this is an order that has not currently been paid for. If you have not made any attempted payments against this order, then you can still cancel it if you want.

• Complete – this is an order that has been paid successfully using a credit card Where an order is unpaid, you can choose to ‘Pay now’ from the listing page. You will be presented with the screen where you can review your order and pay as explained in the ‘Checkout’ section above Order details All orders will allow you to click into them to view the items on that order and the relevant payment details. Where you have paid for an order using a credit card or the order was satisfied with credits, the order details will show you a receipt for the payment. You can view all the items on the order as well as download a copy of the receipt as a PDF file, or print the receipt.

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

Page 8

Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

YOUR JOBS In this section you can manage and search for all your jobs. The keywords and status boxes at the top allow you filter the jobs as you require. You can also use the sort by options to sort the jobs by:

• Most recent applications – jobs that have the most recent applications are shown at the top of the listing

• Created – newly added jobs are shown at the top of the listing • Expiring – jobs that are about to expire are shown at the top of the listing

Jobs can be in one of the following statuses:

• Live – The job is live on the jobseeker site • Expiring soon – This lists any jobs which are due to expire in the next 3 days. • Archived – This lists any jobs that have been archived. This will mean they have been

permanently removed from the jobseeker site. • Awaiting payment – This lists any jobs that may either be in your basket (or in another users

basket if you have a number of recruiter services users assigned to your recruiter) or it may be on an order that has not yet been paid. You will be able to see the order it is currently on by clicking into the detail of the job.

• Awaiting content approval – Your job may be in this status if there is a content filter applied to the job board. In this case, the job must be reviewed by the job board administrator before the job can go live.

• Awaiting release – a job will be in this status where it has a start date in the future • Draft – this is a job that has not been paid for and is not currently awaiting payment • Expired – this is a job that has been manually expired where the end date has passed and it is no

longer live on the site Against each job in the list is an action. This will allow you to either:

• Upgrade – shown if the job is live and has upgrades available • Repost – shown if the job has expired or is about to expire

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

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Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

• Add to basket – shown if the job is in draft and has not yet been made live

JOB DETAILS (EDIT YOUR JOB) You can edit any job by clicking on the job title from the ‘Your jobs’ section. This will take you to the job details page, where you can edit the job. If the job is live, then you will see some information about the job and some selectable actions.

• Status – This is the current job status (described above) • Views – this is the no. of unique views that the job has had • Applications – this is the no. of unique applications the job has had. If there are any applications

against the job, there will be a small icon next to the number and this will be hyperlinked through to the application list for that job.

• Product – this will detail the product that was selected (e.g. premium, gold etc) • Start – end - this details the dates that the job was live • Repost chain – this will only exist if the job has been reposted and will show you the breakdown

of the repost (including view/applications against each period) • Applied upgrade – this will detail any upgrades that have been added to the job

There are also a number of actions that you can perform against a job:

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

Page 10

Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

• Copy – this will make a complete copy of the job, including all upgrades, supporting documents and filter questions

• Repost – this will allow you to repost the job for another posting period. This is only available if the job is expired or live and the job is at least 1 day old. You will need to pay for the job or use a credit for the repost option.

• Upgrade – this will display any upgrades that are available to you. Any upgrade will require you to checkout and pay for the upgrade.

• Expire – this will set the end date of the job to now, and still allow jobseekers (and importantly search engines) to navigate to the job. Jobseekers will not be able to perform any actions against the job (e.g. apply or email a friend) as the job will contain a message to let the jobseeker know that the job has expired.

MANAGE APPLICATIONS You can manage the applications against each job, either through the ‘Your jobs’ list or through the job itself. This is done by clicking on the applications icon (will display if there is more than 0 applications) which will take you through to the applications page. The applications are listed with the most recent ones at the top of the list. You can search jobs based on the keyword which will search the applicant’s name, CV and cover letter or you can use the status to filter the application. Any applications where they have answered the filter questions incorrectly will be in an auto rejected status. From here, you can:

• Email the candidate, by clicking on their email address • View their CV (which will download the CV to your device) • Open the covering letter (which show up in a separate light box) • View the filter questions (assuming there were some)

COMPANY MANAGEMENT You can access the company management section by clicking on your company name at the top of the screen. If this is not enabled, then you do not have the subscriptions to manage your company data.

COMPANY USERS This area allows you to set up and manage user accounts for you and your colleagues. If you are working in a team then we would recommend using this feature for security reasons.

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

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Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

If you are the Recruiter Services administrator you can add new users to your company, and the new user form requires first name, last name, email address (for logging in) and password. You can grant the user privileges to each user:

• Job posting - This subscription will allow the recruiter user to post jobs on the Recruiter Services site.

• Company administrator - This subscription will allow the recruiter user to manage all the users and the company details for their recruiter company in the Recruiter Services site.

When a new recruiter user is added, the first time they log in to the Recruiter Services site they will be asked to confirm their email address by clicking on the link in an email the system sends them. Clicking on ‘Edit’ next to a recruiter user in the listing on the ‘Manage user accounts’ page allows you to edit a user. You can also ‘Expire’ an account at any time. This will remove all of the user’s subscriptions. Where a user is attached to multiple recruiters, you cannot edit or expire that users account.

COMPANY PROFILE Within this area you can maintain your company details including your recruiter type (either ‘Direct Employer’ or ‘Recruitment Consultant’), short description, long description, visibility (whether your company will be on the jobseeker ‘Recruiter A-Z’ page), contact information, company logo and any accreditations. You cannot amend your recruiter name.

FILTER QUESTIONS If you would like to use filter questions in your job application process, please email [email protected].

AUTO-REJECT MESSAGES If you are configured to manage your own filter questions, then you can use this screen to set up your own auto reject message. Where a job has filter questions, any jobseekers that fail to answer the filter questions correctly are automatically rejected by the system. They are then sent an email the following day. This allows you to configure the text on the email that is sent to the jobseeker.

The News Building, 1 London Bridge Street, London, SE1 9GF

Phone: 020 3003 4000

Page 12

Registered office: 1 London Bridge Street, London, SE1 9GF Registered number: 3245079 England & Wales

YOUR ACCOUNT You can edit your account by clicking on your name in the top right hand corner. This allows you to review and edit your personal details including your name, preferences, email address and password.

PERSONAL DETAILS This allows you to update your first name, last name and title.

EMAIL ADDRESS This page allows you to change the email address you use to log into the Recruiter Services site. You will need your password to make this change. An email will be sent to the new email address, and you will need to click on the link to verify.

PASSWORD Here you can change the password you use to log in to Recruiter Services. You will need to enter your existing password to confirm this change.

THANK YOU Thank you for booking your job posting through Milkround’s online recruiter portal. If you have any queries or require further information on anything in this document, please contact [email protected], or call 020 3003 4000.