Enhancements

1.  Jobs – Job Action – Entire OnHire (EOH)

We've introduced some key updates. Firstly, we've enhanced the functionality of the Entire OnHire tab by adding a separate tab Candidate Profile under it. Furthermore, we've added a new feature called the Application tab, which conveniently displays the candidate's application form. These enhancements are designed to optimise user experience and facilitate efficient candidate management.

Key Changes:

• The Application Form tab, previously located on the right side of the candidate's section, has been relocated as a main tab Application.
• Default tabs in the job action now include Application, Screening Notes, Interview, Entire OnHire, and Status.
• The Application tab showcases the candidate's specific application form.
• Under the EOH tab, you'll find four different tabs: Candidate Profile, Screening Action, Notes, and Review & Final Summary. Clicking EOH defaults to the Candidate Profile tab.
• Integration status appears as Connected if integrated from the marketplace. If not integrated, the status displays as Not connected, with an option to click here to integrate, redirecting you to the marketplace EOH landing.
• We've shifted the functionality SharePersonnel to EOH to the Review and Final Summary
• Next button progresses to the next Screening Action.

2.  Job Action – EOH – Screening Action

We have redesigned the EOH window under the Job Action, enabling you to screen and share a candidate to EOH, with or without creating an applicant portal.

Key Changes:

• EOH Tab:
  • The integration status will display as Connected. If EOH is not connected, it will read Integration Status: Not Connected, prompting you to connect the account through the Marketplace.
  • Subscribe to the feature Share Personnel to EOH under the EOH tab in the Marketplace.
  • If the status is Not Connected, a clickable link labelled Click here to Integrate will appear below to redirect you to the EOH Marketplace connection page.
  • The tabs displayed under the EOH tab are Candidate Profile, Screening Action, Notes, and Review and Final Summary, allowing you to navigate freely.
• Screening Action:
  • Recruiter Name: The first field, Recruiter Name, is mandatory and presented as a single-select drop-down menu sourced from connected EOH account recruiters. Initially, no recruiter is selected, but upon user selection, the chosen recruiter’s name will be displayed.
  • Candidate Screening Status: This field indicates whether the candidate has progressed from the Screening stage to the next. If the candidate has moved past this stage, the screening status will be marked as complete, and the checkbox will be ticked; otherwise, it will show as incomplete, with the checkbox unticked.
  • Candidate Interview Status:
    • If the candidate advances from the Interview stage and the Interview date and time have been scheduled, the system will mark this as complete. The Interview stage is defined by the stage type Interview mapped to any workflow stages. Once the candidate moves past this stage, the candidate interview status will display as complete, with the checkbox ticked. If not, it will display as incomplete, and the checkbox will remain unticked.
    • If you manually select the Candidate Interview Status checkbox as COMPLETED, selecting the Interview Date and Time becomes mandatory. For a single interview, the date and time slot are disabled, and data auto-populates. If multiple interviews are upcoming, you must select an Interview Date and Time before pushing the candidate with the RECRUITMENT - APPLICANT LOGIN & SCHEDULED INTERVIEW option. If no interviews are scheduled, these fields will be blank and disabled.
    • The Interview date drop-down will only show future interview dates. Past interview details won't be considered, regardless of whether the data auto-populates or requires selection.
    • You can manually toggle the checkboxes for Candidate Screening Status and Candidate Interview Status as needed.
    • To create the application portal, users will be presented with three options displayed as radio buttons, allowing selection of only one:
      • RECRUITMENT - INBOX: Creates a new applicant without screening, interview appointment, or Applicant Portal access. This option only passes applicant information to EOH without creating applicant portal details, placing the applicant in the Inbox section of the EOH account.
      • RECRUITMENT - APPLICANT LOGIN ONLY: Creates a new applicant and provides access to Applicant Portal credentials only. This option creates applicant login credentials and shares them with the applicant.
      • RECRUITMENT - APPLICANT LOGIN & SCHEDULED INTERVIEW: Creates a new applicant and provides access to Applicant Portal credentials along with booked interview schedule. This option creates applicant login credentials and shares them with the applicant, along with interview details.
      • These options will be available based on certain conditions. For example, if the Screening Status is INCOMPLETE, only the first two options will be enabled for selection, while the third option will be disabled.
  • To send an email to the applicant, check the corresponding option. When selected, it enables the dropdown menu for selecting an email template. It's mandatory to choose an email template if the send email option is checked.
  • The Email Template option will remain disabled unless the Send Email to Applicant box is checked. It's a dropdown single-select menu, showcasing all available Email Templates in the connected EOH account. Upon selecting a template, its name will be displayed in the field.
  • For candidates not pushed to EOH, tabs below will remain active and enabled, while for those already pushed, a text will appear saying Candidate already pushed to EOH.

3.  Job Action- EOH – Added Notes tab

We've added a Notes tab under the EOH tab of the Job Action window, facilitating the inclusion of notes when pushing the candidate to EOH.

Key Changes:

• The title of the page is displayed as Review Notes.
• There are two sections within the tab:
  • Screening Notes: If any notes are saved under the Screening Notes category for this candidate and job, they will be displayed in this section. If no notes are saved, this section will be blank. You can then make changes or additions based on your requirements. Any modifications made here will not affect the data saved in Xeople Recruit; they will only be reflected in EOH when you transfer the candidate as an Applicant/Member.
  • The timestamp icon is clickable, and clicking it will auto-populate the Username, Date, and Time.
  • Employment Status Notes: This section is blank by default. Employment Status notes will only appear when pushing the candidate as an applicant with Interview details. In the other two cases, Employment Status notes will be disabled. It's a simple text box to comply with the EOH format.

4.  Job Action – EOH – Added Review and Final Summary tab (Mapping)

We've added a Review and Final Summary tab under the EOH tab on the Job Action window, providing users with a convenient overview of all information before pushing the candidate to EOH.

Key Changes:

• The Review and Final Summary tab displays all saved data from the preceding three sections: Candidate Profile, Screening Action, Notes. None of the fields in this section are enabled; you must navigate to the appropriate tab to make changes.
• Share Personnel: This option functions similarly to the existing application. Data is transferred to EOH based on selections made across all three tabs of the screen. If any required fields are left incomplete, the Share Personnel icon will be disabled, accompanied by an error message indicating that the mandatory fields must be completed.

5.  Jobs, Quick Add Job & Clients – Create a Job – Added Primary Owner Filed

We added a Primary Owner field while creating a job.

Key Changes:

• By default, the current user is set as the primary owner and displayed above the job owner field. If you remove the current username from the Primary Owner field and select another user, the selected user becomes the Primary Owner.
• If the user in the Primary Owner field is also selected in the Job Owner field, a message will appear: This Employee is already selected as a Primary Owner. Are you sure you want to continue with this action? Clicking continue will add the user from the Job Owner field to Primary Owner.
• Similarly, if the user exists in the Job Owner field and is selected in the Primary Owner field, a message will appear: This Employee is already selected as an Owner. Are you sure you want to continue with this action?

6.  Job Landing & Candidate Summary – Primary Owner Impact – Jobs Module

We are highlighting the impact of the Primary Owner while creating or editing a job in the Jobs module. The Primary Owner will be displayed on the job landing page, job summary page, filters, and actions, as well as on the candidate summary under the Jobs section.

Key Changes:

• You will be able to view the Primary Owner column by default on the job landing page, displaying both the profile picture and name.
• You have the option to configure it through the customise columns option in Actions.
• The Kendo filter will be applicable to the Primary Owner, like other fields. Additionally, the Primary Owner is included in the card layout.
• You will be able to view the Primary Owner on the job summary, displayed below the Expires In Clicking the edit icon next to the Primary Owner's name will open the edit screen on the right side.
• Additionally, you will be able to view the Primary Owner in the Jobs section of the candidate summary.

7.  Candidate/ Employee Summary Page – Update Status

We have implemented the functionality to edit the status directly from the candidate or employee summary page.

Key Changes:

• You can now update the status by clicking on the status on the candidate summary or employee summary page.
• Upon clicking, a list of all statuses sourced from the master data will be displayed.
• The status list displays in the sequence configured in Status master, with a scroll bar available to view additional options.

8.  Across Application - Super Admin – Provide same access to Admin – Except Domain Name changes

Admin users can perform all actions that a super admin user can, except for changing the domain name and accessing the organisation drop-down on the main header, unless they have been granted specific access.

Key Changes:

• Admins now have the same visibility access as super admins, allowing them to see private, public, and protected jobs, notes, meetings, documents, Xeople Search – Search filters, etc.

9.  System Settings – User Management – User – Three-dot button – Re-invite user

We've introduced an option to Re-invite users under the three-dot button in the User section. This feature is accessible only to admins and super admins.

Key Changes:

• The re-invite option enables you to resend invitations to users who haven't signed in after receiving an invitation from the system. We track the last sign-in activity for each invited user, and if they haven't signed in, a resend option allows you to send another invite. Users can then log in using the link given in the invite email.
• If users resend invitations to the same user multiple times, all previous links remain active until the user completes the sign-in activity. Once the user logs into Xeople using any link, all other links become inactive.
• Please note that you can resend the invitation to the user multiple times until they open it and log in, as there is no restriction on the number of attempts.

10.  SEEK – Changes

This feature give you access to SEEK across all 8 markets in which SEEK operates.

Customers in ANZ, Hong Kong, Singapore, Philippines, Indonesia, Malaysia, and Thailand will have a new APAC experience and be able to:

• Enjoy seamless access to all available ad types in each region and view the pricing of the ad in your local currency. For example, you will see add types like Basic, Branded and Premium for Asia regions.

• Advertise clear role information using the salary type and currency relevant to the market you are hiring in.
• Reach more relevant candidates by using suburb-level locations and country-specific job categories relevant to the market you are hiring in.

Marketplace Configuration:

1. To configure SEEK, go to from Marketplace > SEEK > Update Settings.
2. Enter the Advertiser ID and click on Validate.
3. Upon validation, the Organisation name will be automatically displayed.

Publishing a Job:

• Job Locations: Provide at least initial three characters of the job location and the Job Location list gets activated with State, Suburb, Area and Country.  For example, for “Singapore” – type “SG” to select the job locations available for “Singapore”.

• Pay Type: Select the pay type from the list which now includes the Monthly option. If you do not select a Pay Type the Job Ad Type will not populate and Continue button will be disabled.
• Currency: The currency will auto populate based on the selected location and can be changed if needed.

• Clicking Continue will open the Preview and Publish tab, where you will see options to Cancel, Preview, and Publish.
• Preview: You can see how your ad appears in both mobile and desktop formats while you’re creating it and make changes to the content and layout to ensure you post a quality ad that engages relevant candidates. 

11.  Jobs – Job Landing Page – Change Default Filter – Total Jobs to Active Positions

We have updated the default filter setting within the Quick Filters section on the Job Landing page. Previously set to Total Jobs, the default filter has now been changed to Active Positions.

Key Changes:

• The default filter Total Jobs has been replaced with Active Positions. Now, when you access the Job Landing page, you will see the list of active positions by default.
• When applying the Total Jobs quick filter, all jobs will appear above, and the closed ones will be displayed at the bottom.

12.  Job Landing – Filters

We've introduced a Created Date filter under the Filters on the Job landing page.

Key Changes:

• You can easily identify jobs based on when they were created.
• The filter provides standard conditions such as Is Equal to, Is Less than, Is Greater than or equal to, Is Greater than, and Is Less than or equal to.
• These options are alphabetically sorted for convenience and can be added to the list view according to user preference.
• This enhancement is designed to streamline job searching and enhance the overall user experience.
• In addition, we've included Created Date under the Action menu on the Job landing page, allowing you to add it as a column on the Job landing screen as needed.

13.  Job Landing and Job Summary Page – Job Workflow- Candidate Applications Number

We updated the active pipeline to Other’s Pipeline with a briefcase icon and added a new column named Your Pipeline in the job listing (Candidate Application) right overlay screen. Upon clicking the number shows you the total number of candidate applications in each job of the current user with a briefcase icon. The pipeline count excludes candidates in the rejected stage.

Key Changes:

• Candidates Count:

• The system now displays distinct candidate numbers in the workflow stage bubble, accurately matching the unique candidate list when clicked.
• The total number of candidates associated with jobs is shown on the landing page, dynamically changing based on applied filters.

• Candidate Applications Page:

• Shows the total number of jobs a candidate is associated with, excluding those in the reject stage. For example, if a candidate is in 10 jobs, but 3 of those are in the reject stage, the active pipeline number shows 7.

• Your Pipeline:

• The total number of candidates mapped to your jobs at each stage constitutes your pipeline.
• We added a new column named Your Pipeline next to the email, displaying the total count of candidates mapped to the current user’s jobs with a briefcase icon.
• If no candidate is mapped to the user's job, the count shows 0, excluding candidates in the rejected stage.
• Clicking on this opens the Candidate Timeline pop-up window, showing all jobs from the job landing page or the current job from the job summary page.

• Other’s Pipeline:

• Others' pipelines represent the total number of candidates mapped to the jobs of other employees at each stage.
• We renamed Active Pipeline to Other’s Pipeline and updated the count with a briefcase icon.
• Clicking on this opens a pop-up window with the Candidate Timeline, showing all jobs from the job landing page or the current job from the job summary page.
• The Other’s Pipeline count excludes candidates in the rejected stage.

14.  Jobs – Job Action Window– Checklist & Comment

We have made changes to the checklist and comments tab in the Job Action window. Checklist and Comments tab will be removed from the tabs row and moved to the header.

Key Changes:

Checklist:

• The Checklist button at the top now shows the number of tasks and is clickable, opening the Checklist screen in a pop-up.
• The top display the pending mandatory tasks and the bottom displays the total number of mandatory tasks for all mapped checklists.
• This checklist is user-specific, displaying the selected candidate's name on the pop-up.
• Click on the (+) to map a checklist, this will show the list of the created checklist in the checklist master. Click on (+) Add and Done.
• If multiple candidates are selected, only the selected candidate's mandatory checklist number will display.
• The Mark as Done column has been added to the existing checkbox column. Checking this box marks the checklist as completed, updating the number on the top right task box.
• Mandatory tasks in each checklist are indicated with a red asterisk.
• Clicking the comment field will open a pop-up screen to enter comments, which can then be viewed by clicking the comment field again.
• The Save button has been removed after selecting the checklist, as Mark as Done and automatic comment saving are now implemented.
• The Close button will close the pop-up.

Comments:

• The Comment button at the top is now clickable, opening the comments screen in a pop-up.
• The Comment button displays the total number of comments as a number. If multiple candidates are selected, it shows the total number of comments for all candidates.
• The Close button will close the pop-up.

15.  Jobs, Candidates and Clients - Job details – Hide Salary – Job Apply / Description Page

We have implemented changes related to the Hide Salary toggle feature during job creation or editing. The visibility of salary information on the job description page will now depend on the configuration of this toggle.

Key Changes:

• When the Hide Salary toggle is turned on, the salary information (Salary + Currency) will not be visible on the Job Apply/Description Page.
• When the Hide Salary toggle is turned off, the salary information will be displayed on the Job Apply/Description Page.

16.  Candidate Landing Page – Three-dot - Actions - Remove dummy fields

We've removed the dummy fields from the Actions tab that currently lack specific logic:

• Last Job Application
• First Job Application
• Last Call Date
• Last Meeting Date

17.  Application Form – Address and Phone No – Not in proper format

The format of the address and phone number appears correctly as configured in the application form.

Key Changes:

• The address now displays correctly as configured in the application form.
• The phone number shows the proper country code in the application form, Candidate, Employee & Contacts Summary page.
• The address and phone number are correctly displayed throughout the application.

18.  Application Form – Applicant – Apply – Knockout

We enhanced the knockout functionality for job applications submitted through the application form, SEEK - Link Out, and Broadbean Application Form Type.

Key Changes:

• Now, if a knockout occurs during the application process, the applicant will not be created as a candidate in the system, nor will it be mapped to any job.
• This applies to both enabled and disabled end application configurations.
• Instead, the applicant's record will be saved in the job table only in the backend.
• This allows applicants who were knocked out to reapply for the same job, as their records are not saved as candidates in the system but rather as expressions of interest.
• For existing candidates who are sitting on the candidate list or job even after being knocked out, they will remain there; we are not removing them.
• In case-end application knockout is not enabled, the system will proceed with candidate creation and mapping in jobs as usual.

19.  Application Form – Job Description & Job Apply page

We have introduced a Job Description page and made several changes to the existing application form to enable users to navigate to the job description page via the Job Apply Page link.

Key Changes:

• The Share Job Application link text in the three-dot button of Job Summary is now changed to Share Job Apply Page.
• Clicking this link triggers three text changes:
  • The vertical header is changed from Share Job Application to Share Job Apply Page.
  • The page header is changed from Share Job Application to Share Job Apply Page.
  • The link copying text is changed from Copy Job Application to Copy Job Apply Page link, which is also reflected in the tooltip of the Copy icon.

• When users copy or share the Job Apply Page link via email, it now opens the Job Description
• Job Description Page: Feature Page Access: Home → Job → Job Workflow → Job Landing → Three-Dot option → Share Job Apply Page → Copy Job Apply Page Link → Job Description Page.

• The logo, header (Org. Name), heading, sub-heading, and banner remain the same as added in the application form.
• The Job Posting time is displayed next to the job title.

• The job location shows the city, state, and country in that order. If state and city information is unavailable, only the country is shown. If all location information is missing, this field is hidden.
• The job sub-category followed by the job category is displayed. If only the job category is available, it is displayed. If no category information is available, this field is hidden.
• The job type is displayed.
• Salary range (min and max) selected from the salary band while creating the job. Salary information, along with currency, is displayed. If salary is not available but currency is, this field is hidden. If currency is not available but salary is, this field is shown. If neither is available, this field is hidden.
• An Apply button is next to these fields and at the end of the page. Clicking it redirects users to the Job Apply page, where they can autofill with their resume or apply manually.

• The About Us section is displayed first if available; otherwise, it is hidden, and the Job Description appears directly.

• Job Apply Page: Feature Page Access: Home → Job → Job Workflow → Job Landing → Three-Dot option → Share Job Apply Page → Copy Job Apply Page Link → Job Description Page → Apply → Job Apply Page.

• Displays the organisation logo and name without the banner.
• The job title is visible and retains the functionality of showing the Job Description, Job Title, and Ref. ID in a pop-up with Download and Close options.

• A back button redirects users to the previous Job Description page.
• Apply options are displayed based on the application form configuration, functioning as they currently do.
• Clicking on the job title in the Apply page shows the job description pop-up screen with the same retained functionality.

20.  Login Screen - Validations

We've enhanced the following validations on the login screen for the end user:

• If a user enters an incorrect password during sign-in, a prompt will appear at the bottom indicating, "Invalid credentials. Please try again. You have 2 attempts left. After that, your account will be locked."
• On the second incorrect sign-in attempt, the prompt will update to display, "Invalid credentials. Please try again. You have 1 attempt left. After that, your account will be locked."
• After the third incorrect attempt, the prompt will inform the user, "Your account is temporarily locked due to too many login attempts. Retry in 15–30 minutes. For help, contact your administrator."
• If the user attempts to sign in for the fourth time with an incorrect password, they will receive the message, "Your account is locked due to the maximum number of login attempts. For help, contact your administrator."
• Additionally, when a user forgets their password, fills out the Captcha code, and submits, a message will appear stating, "We have sent a password reset link to your registered email address. Please check your inbox." 

21.  Xeople Search, Jobs, Candidates & Contacts - Zoom – Click to dial icon – Remove Validation

We have improved the functionality related to the Click to Dial button available against phone numbers in the Xeople application.

Key Changes:

• We have removed the validation associated with the Zoom integration. Now, you can launch Click to Dial, which will redirect to another URL based on the configuration of the external tool or any third-party calling software.
• It's important to note that there won't be any tracking of these calls or other actions, as it's not configured in our system.

22.  Xeople Smart-email – Close Job

We have enhanced the job close functionality when using Xeople Smart-email to create candidates and apply for jobs.

Key Changes:

• Now, if a job is closed, an email will be sent to the sender to inform them that the position they applied for has been filled.
• Additionally, candidates will still be created in the system, but they will not be mapped to the closed job.
• Previously, candidates were being mapped to closed jobs.

23.  Master Data – Jobs - Job Workflow - Changes in the Stage Type

We have enhanced the Job Workflow by changing the current stage type functionality to allow only one stage type per workflow stage, eliminating multiple mappings.

Key Changes:

New Stage Type Functionality:

• The Stage Type field is now mandatory, and users can define only one stage type per workflow stage. For instance, if the screening stage type is mapped to the screening workflow stage, it cannot be mapped to any other workflow stage.
• If a desired stage type is not available in the list, you can map the Others stage type to a parent workflow stage, allowing multiple mappings. However, the remaining stage types can only be mapped once to a single parent workflow stage.
• The system will validate the mapping of each stage type to one parent workflow stage on the pop-up screen. Based on this validation, the Save button will be enabled or disabled. If a stage type is already mapped to one stage and you attempt to add it to another, the Save button will be disabled. In other cases, the Save button will be enabled.
• System will display an alert message: Map one stage type to only one workflow stage, while others stage type can be mapped to multiple stages, if you try to map one stage type to multiple workflow stages.

24.  Master Data – Job Workflow - Updates

We have updated the Job workflow edit functionality:

• Clicking the edit option for any Job workflow from master data will display only the parent workflow stage, with all child/sub-child levels shown in a collapsible mode.
• When a Job Workflow is mapped to a job, only limited changes can be made in the job workflow master’s and the Add (+) and Delete options (given for each stage) on the right are now greyed out.

25.  Master Data – Application Form – Welcome & Thank You Page

We have made some enhancements in the Welcome and Thank you page in the Application Form.

Key Changes:

• Enhanced the Welcome and Thank You pages by removing the individual Preview, Cross, and Save
• Replaced the Cancel button with Exit.
• The popup will now close when the Exit button is clicked.
• Clicking the Save button will save the specific or whole data without closing the popup.

26.  Master Data – Configure Application Form – About us Field

We have updated the application form in the master data configuration by making the About Us field optional.

Key Changes:

• Users now have the flexibility to choose whether to include About Us information on the Application Form and the Job Description page.
• This update reduces unnecessary data entry requirements, streamlining the application form process.

27.  Master Data – Checklist – Added Mark as Mandatory

We have updated the checklist screen in the master data to ensure the right data is linked to the job workflow.

Key Changes:

• After the Hide externally toggle, a text will display: Click on + icon to add task into checklist.
• Clicking the (+) icon will change the pop-up header from Add Questions to Add Task.
• The Questions* field name will change to Task*, and this field will remain mandatory.
• Below the two checkboxes, a third checkbox will be added as Mark as Mandatory.
• Upon adding a task, the selected options such as Task Mandatory, Required Attachment, and Required Free Text will appear below in the configuration.
• Checking this box will display this task as mandatory in the Job workflow action window and reflect on the number displayed in the Job Action Window checklist icon.
• The same changes will be implemented in the Checklist Group.

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