Job Summary

• In case of Link Out (Candidates applying via Apply with SEEK option): 

  • Case 1: When a new candidate applies for a job, the Master Source is recorded as the originating platform (e.g., SEEK).

  • Upon clicking the candidate’s name, the Job Action screen will open, and under Candidate Applications, the Source will be reflected.

New/Existing Candidate applying via SEEK Link Out - Source - SEEK

Split Screen Page – Application – Seek (Link Out) for New/Existing Candidate - Source – SEEK

• • Case 2: When an existing candidate in the XR application applies for another job, the existing Master Source remains unchanged, while the Child Source is recorded as Application Form.

  • Upon clicking the candidate’s name, the Job Action screen will open, and under Candidate Applications, the Source will be reflected.

Existing Candidate Applying via Share Job Apply Page link (Application form) - Source - Application Form

Existing Candidate Applying via Share Job Apply Page link (Application form) - Source - Application Form

• • Case 3: Existing Candidate Accessing Application Form Directly using Apply with SEEK
    • When an existing candidate, originally created through SEEK Link-Out, directly accesses the XR application form URL (shared job apply page link) (e.g., via a bookmarked or copied link) and applies to another job using Apply with SEEK, the application source will be recorded as Application Form.
    • However, the Candidate Summary will continue to display the original master source based on how the candidate profile was first created. For example, candidates initially created through SEEK Link-Out will retain the master source as SEEK.

• • • Upon clicking the candidate’s name, the Job Action screen will open, and under Candidate Applications, the Source will be reflected.

Candidate Summary - Master Source - SEEK

Optional Reading: How Link Out works in details, click here: Job Posting – Link Out.

• • Application Form – Shared – Share Job Apply Page Link: The Source is recorded as Application Form, as the candidate directly accesses the shared job apply page link. 

Applied Source – Application Form

Optional Reading: For more information on how candidates are sourced and mapped to jobs in the application, click here: Assign Candidate Manually, Job Board - Native Apply, Xeople Career Page - Link out, Xeople SmartEmail, Xeople Search - Proprietary Pool, Xeople Search - Entire OnHire Pool.

You can update the Contacts, Job Owners and Status from here. Additionally, you can assign/unassign Tags. 

Actions to perform on the Job summary page:

Optional Reading: How the Job Workflow is configured via masters, click here: Master - Job Workflow.

• Applications: Review and manage all candidate applications, whether they are manually created and mapped to a job or received via job boards such as SEEK and Broadbean. All candidates, regardless of the source, will appear in the first stage of the job workflow (Applied), which is mapped to the Applied stage type. For example: 

  • Seek (Native apply with/without Application Form): The Source is recorded based on the platform from which the candidate initiates the application (e.g., SEEK), while the application is completed within the system.

Candidate – Applied Stage - Seek

• •   In case of Link Out: The Source is recorded as the originating platform (e.g., SEEK).

Candidate – Applied Stage – Source (Seek) 

• •  Application Form – Shared – Share Job Apply Page Link: The Source is recorded as Application Form, as the candidate directly accesses the shared job apply page link. 

Candidate – Applied - Source - Application Form

Optional Reading: How to manage job application, click here: Manage Job Applications.

Recommend Reading: When candidates apply and answer the screening questions, the End application if the candidate is knocked out toggle functionality is applied accordingly. For more details, click here: Knockout Questions.

• Assign Candidate: Allocate candidates to this job.

  •  In case of manually assigning a candidate to a job, the Source will be recorded as Internal, since the candidate is manually mapped to the job after creation.

  • In the case of Xeople SmartEmail, the candidate source will be recorded as Xeople SmartEmail.

Candidate – Manually Assigned – Source – Internal

Source - Xeople SmartEmail

• Meeting/Task: Schedule and track meetings related to the job.

• Notes: Add and view notes about the job. Once a note is created you will get options to Edit or Delete it.

Use the filtering options based on Date, Owner, Category, and Filters to easily and swiftly search through notes.

On the left-hand side, notes are organised by month. Click on the notes section. If the notes do not appear, click on the left panel and select the desired month to display the corresponding notes created during that month.

The Notes section allows you to mention employees using the "@" symbol followed by an initial letter, like "@n". This displays a list of employees or invited users. When mentioned, employees receive a web notification, indicated by a red number next to the bell icon. Clicking the bell shows the notification with the employee's name, message path, date, time, and options to mark as read/unread or delete.

Additionally, a speech-to-text editor lets you add notes by speaking, making it easier to quickly update and share information.

• Job Log: Record of all actions and updates related to the job.

• Documents: Add files and folders associated with the job. Read the articles below to deepen your understanding: 

  • How each user role is linked with a certain access level and from where the file-level permissions are driven initially: Application Roles and Authorisations, Master Data – Access Permissions.

  •  Upload a file and the options under the three-dot: Upload a File.

  • How document category & access right works: Document Category, Document Access Rights.

  •  How share and edit a file works: Share a File, Edit a File.

• Manage Job Posting: Edit and control the job posting details.

Optional Reading: How to manage job postings, click here: Manage Job Posting.

Recommend Reading: How the Apply with Seek feature works in details, click here: Job Posting - Link Out.

• • Published Job on Seek (Link Out): If the Seek Job Posting Integration is enabled, candidates will see three application options: Autofill with resume, Apply manually, and Apply with Seek. Based on the option selected, the candidate’s details will be extracted and populated in the candidate summary.

  • Published Job on Seek (Native Apply)

    • Native Apply (without Application Form – Screening Questions): If the Seek Job Posting Integration is enabled, candidates will see the Quick Apply option on Seek and complete the application there. The candidate details are then received from Seek and populated in the candidate summary.

    • Native Apply (with Application Form- Screening Questions): If the Seek Job Posting Integration is enabled, candidates will see the Quick Apply option on SEEK, along with an additional screening questions page. Once completed, the candidate details are received from SEEK and populated in the candidate summary.

    • The Apply with Seek option will not apply to the Native Apply case.

• Call: Easy access to call logs. It displays the total number of calls related to a specific job, with the option to log manual calls for accurate tracking.

Optional Reading: How a call tab works, click here: Call Page - Job Summary.

Tabs - Job Summary

Actions to perform under the three-dot button:

This works for single/multiple candidate selection.

• Action tabs allow you to perform actions with candidates across various workflow stages, including adding notes, scheduling interviews, sharing personnel details with EOH and the client, and managing candidate or job relationships.

Optional Reading: How the Job Action tab works, click here: Job Action.

• Accept: Mark candidates as accepted for further consideration.

• Reject: Decline candidates for the job role.

• Remove: Remove candidates from consideration.

Optional Reading: How to bulk accept, reject, remove candidates, click here: Bulk Accept Candidate, Bulk Reject Candidates, Bulk Remove Candidates.

• Send Mail: Send emails to candidates.

• • When inserting a candidate/Job email template created under My Profile - Email Templates, all candidate/job-related placeholders will be automatically replaced with their corresponding values. Placeholders from other modules or contexts  will remain unchanged.

• • When you click New Email, a new email screen opens on the right-hand side, automatically populating the candidate  email ID  in the To field.
    • If you add or remove any, email ID, the system sends emails only to the recipients currently visible in the To field.
    • If you add a new internal candidate, placeholders (if used) will populate correctly. If you add an external email, they will receive exactly what is written in the editor.
    • CC and BCC recipients receive one separate email for each person in the To field, and BCC names are hidden from everyone.
      • For example: If John and Elsa are in the “To” field, Michael and Sophia in CC, and David and Emma in BCC, then John and Elsa each receive one email, while Michael, Sophia, David, and Emma each receive two separate emails and BCC recipients remain hidden from everyone.

• Send SMS: Send text messages to candidates.

  • Click the Insert Template button to choose an existing template instead of composing a new message.

  • You can see the selected candidate(s) main phone number(s) in the To field in read mode.  The main number added against the candidate(s) is picked by default. To add a contact number, go to Candidate Summary>Summary>General Information>Phone Number.

  •  Type in your message and click Send.

• • Any candidate reply is automatically logged in their respective Candidate Summary page. An SMS response triggers a notification under the bell icon, along with a direct link to the SMS section for quick access to the conversation. Similarly, an email notification will be sent informing that you have received a reply from candidate on your SMS conversation. 

Optional Reading: How to contact candidates or how the candidate mail section works, click here: Contact Candidates, Candidate Mails.

• Candidate Summary: View summarised information about candidates.

Optional Reading: To read more on the candidate profile details, click here: Profile Details.

• Job Details View: Access detailed information about the job role.

• Edit Job: Modify details of the job posting.

Optional Reading: How to edit a job from the job landing page, click here: Jobs Landing.

• Map Application Form: Link application forms to the job posting.

Optional Reading: How to map a job application form, click here: Map Application Form.

• Share Job Application Link: Distribute the application link for the job.

• • Share Job Apply Page Link – Three-dot: When you share the Job Apply Page link (Application Form), candidates can access the form directly. If the SEEK Integration is enabled in XR Marketplace, candidates will see three options: Auto-fill with resume, Apply manually, and Apply with SEEK..

    • Autofill with resume: This option allows candidates to upload their resume, and the system automatically extracts relevant details (such as first name, last name, email) to prefill the application form. Candidates can then review and edit the information before submitting.

    • Apply Manually: In this option, candidates complete the application form by entering all details themselves. No information is prefilled, so they manually provide their personal, professional, and other required details.

    • Apply with SEEK: This option allows candidates to apply using their SEEK profile. After logging in and providing consent, selected profile details including First Name, Last Name, Email ID, Mobile, and Resume (file) are automatically fetched from candidate's SEEK to prefill the application form, which candidates can then review, edit and submit.

 Optional Reading: How to share a job application URL, click here: Share Job Application URL.

• Profile Update: Automatically update candidate profiles across job applications.

• Generate Xeople SmartEmail: Automatically match candidate resumes to job postings.

Optional Reading: How to Generate Xeople SmartEmail, click here: Generate Job-specific Xeople SmartEmail.

• Timeline: Track candidate interactions and events.

• Proximity: Assess candidate location relative to the job location.

• Close Job: End the job posting.

Optional Reading: How to close a job, click here: Close Job.

• Share Personnel to EOH: Share candidate with EOH as an Applicant or Member. Click on the checkbox placed in front of the candidate's name in a grid or list view to get this option enabled. This works for single selection.

Recommend Reading: How to share a candidate as an applicant or member, click here: Push Candidate as a Member, Job Action, Push candidate as an Applicant.

• Share Job: Share a job with Entire OnHire (EOH) with or without a member (member status must be Active in EOH if already shared). If no candidates are in the Hired stage (mapped to hired stage type or any  stage mapped to Ready to Hire stage type), the job can only be shared without a candidate. If candidates exist in the Hired stage, the most recently moved candidate is auto-selected. You can deselect and proceed as needed.  Job cannot be shared without a client. Do not select any candidate from grid or list view to get this option.

Recommend Reading: How to share a job, click here: Share Job to Entire OnHire (EOH) - Job Summary.

Recommend Reading: To view how the client, member and job details appear in Entire  OnHire, click here:  ClientProfile, MemberProfile, JobProfile.

Actions to perform under the Job Workflow stages in a Grid View:

Optional Reading: How to set a new Job workflow or understand the Job Workflow and its stage, click here: Setup a New Job Workflow Hiring Process, Understanding Job Workflow and its stages.

• Checkbox: You can perform actions for the candidate such as Action, Accept, Reject, Remove, Read, Unread, Call, Mail, SMS, Share Job, Schedule Meeting, Pin, and Move to a specific folder.

  • Read: Mark candidate as reviewed.

  • Unread: Mark candidate not reviewed.

  •  Call: Make calls if a calling app is integrated and installed in your system if the phone number is available. If the call option is disabled, no phone number is saved against the candidate.

  • SMS:  Send SMS to the candidates.

    • You will see the SMS Credit Balance on the top.

SMS credit are payment units that determine how many text messages you can send, each SMS (up to 160 characters) or multipart message consumes one or more credits. In XeopleRecruit, you can manage SMS credits in two ways: you can purchase them directly through your client account, or the XR team can buy credits from Kudosity (SMS) and allocate them to you.

• • • The Phone Type dropdown displays all available numbers (if added). It defaults to the main number if no SMS has been sent, otherwise, the last number used for SMS is shown. Simply pick a different number if needed, SMS will go to whichever number you select. Add one or multiple candidate numbers   under Summary>General Information>Phone Number.

    • Click the Insert Template button to choose an existing template instead of composing a new message and click Send.

  • Share Job: Allows you to share a job with Entire OnHire along with the associated client and the selected member (must have Active status in EOH if already shared). The screen will not allow you to choose any other member. 

  • Meeting/Task: Schedule an interview with the candidate.

    • Placeholder Replacement Behaviour

• • • • Scenario 1: Candidate Email Template Used

Given

A Candidate email template is created from Profile Picture → My Profile → Email Templates.

My Profile - Email Template - Related To - Candidate

Email Template - Related To - Candidate

The template contains Candidate placeholders such as:

Candidate Placeholders

When

• A user creates a meeting/task from the Job Summary by selecting the candidate check box and selecting Meeting/Task from the action panel.
• The user selects the Candidate email template.

Scenario 2: Job Placeholders Inserted in a Candidate Template

A Candidate template is being edited.

The user manually inserts Job placeholders like:

Placeholders Inserted from Jobs in Editor

Then

All candidate/Job placeholders are replaced with the actual candidate/job values in the mail preview and in the email sent to the recipient as the system find both Job and the candidate context. Placeholders from other modules are not replaced with actual values because the corresponding context is not available.

CandidateJob Placeholders -Replaced with Value

• • Pin: Highlight and focus on the candidate.

  • Move to folder: Organise candidate into a specific folder.

Optional Reading: How to add candidate folders or map candidates to folder, click here: Organise Folders.

To Perform this action like Actions, Accept, Reject, Remove, Meeting and Pin select the same stage candidates. If the same stage candidates are not selected these options will be disable. Also, you can schedule meeting for one candidate at a time.

• • The first workflow tile shows the number of candidates applied or were mapped to the Job with their profile initials and Name.

  • Pin: Use to highlight a specific candidate.

  • Just below the Name, you will be able to see the Job workflow Stage. 

  • After carefully reviewing the candidate's resume, you can advance them to different stages as defined in the job workflow master settings.