Enhancements

1. Quick Add Activity

The Activity feature is essential, but we wanted to make it easier and faster to use. So, we’re introducing a new feature called Quick Add Activity. With this, you can log your interactions with clients, candidates, or employees in just a few seconds, improving your experience.

Key Changes:

No longer need to fill out detailed information to create an activity.
The system auto-fills the activity title based on category and relevance.
Attendees are auto-filled from related users, and you can add more as needed.
Two-way synchronisation, as already in the system.
The system automatically fills in the current date and time when you create an activity.
Default public access permission automatically selected on the screen.
Emails are sent to the organiser by default.
Calendar invitees are automatically selected (based on email connections) and sent to all invitees in one calendar event. You can uncheck this based on your needs.
Attach multiple files at once and remove them by clicking the cross icon.
Only job-specific placeholders are shown in the list; all others are removed.
If the system can’t find a dynamic tag value, it displays a placeholder.
Activities are added to the Recent Activities section of selected users under their Summary Page.
Edit the Online Meeting URL.
Time zone is selected by default based on the organiser’s account preferences, but you can change it.
Editing an activity triggers email notification.
Organisers can mark activities as done using a toggle; these become non-editable once marked as done.
Activities with past dates are grayed out and non-editable.
Inserting a template fills the title, description, and attachments in the respective fields.

2. Job Listing & Job Summary Page – Closing Job Feature

Every job has its unique life cycle with various stages, but one common step is closing the job and deactivating its pipeline to prevent new applications.

In this release, we are introducing a Close Job feature that allows users to close a job, unlink all candidates, and change the job’s status. Once closed, the job is tagged as a closed job.

Key Changes:

Clicking Close Job opens a pop-up where all fields are optional except for the Job Status.
If no candidates are linked or all candidates are in the last stage, the Close Job pop-up enables only Job Status and Reason for Status Change while disabling other fields.
If candidates are available but none are selected in the drop-down, the Close Job pop-up disables all fields.
The user must choose either Move selected Candidates to or De-link selected candidates from job under Perform action on candidates of this Job.
The respective fields become mandatory upon selecting Move selected Candidates to or De-link selected candidates from the job.
Clicking Close Job opens a confirmation pop-up with Cancel and Confirm options. Canceling the action closes the pop-up and cancels the Close Job process. Confirming closes the job.
Sending email notifications to selected candidates works the same way as the current system’s email functionality. The Job Name field is pre-populated with the closed job’s name.
Field validation for Send email notification to selected candidates is the same as for New Email in the job summary.
Closing a job involves the following steps:
- Closing the job within the system and updating its status as per the user’s selection.
- Applying the chosen changes to candidate statuses, either moving them to the main stage or de-linking them based on the user’s choice.
- Logging job closure-related details, including changes and comments, in the Job Logs.
- If the Send email to selected candidates option is selected with relevant details filled, it triggers the sending of composed emails to the selected candidates using the provided email template, subject, and content.

3. Contacts – Efficiently Manage Contacts and Assign Clients

This feature simplifies the management of professional contacts, allowing users to access detailed contact summaries and bulk assign or delink them from clients.

Key Changes:

Users can quickly access the Summary page within a defined 2-3 second timeframe.
The Summary Page features two tabs: View Summary and Clients.
All associated clients with a particular contact are displayed under the Clients tab.
Users can select multiple clients and assign them to the contact.
Users can also select multiple clients via checkboxes and delink them in a single action.
When editing a contact, all clients associated with that contact are automatically filled.
Contacts associated with clients cannot be deleted, ensuring data integrity.
If a contact is linked to a job in the field of contact, the system prevents the user from deleting the record.
Contacts not associated with any clients and not used in any jobs can be deleted.
Email addresses are hyperlinked, opening a compose email window with the recipient’s address pre-filled and the sender’s email address filled from the logged-in user.
A copy icon is placed before the email address.
The sequence of fields for displaying the client list under the Clients tab is as mentioned above.
All contact data updates within the application reflect in areas like client summaries and other relevant sections.

4. Job Summary Page

Each candidate’s chip will include the fields listed below. These fields contain data specific to the application, and we store this data against each Job and application Reference number.

Key Changes:

Candidate Name: Clicking on the candidate’s name will open the job action for this candidate, maintaining the current system functionality.
Profile Picture: The candidate’s profile picture will be displayed, and if no picture is uploaded, it will show the initials of the candidate’s name. On mouseover, a contact card appears, enabling actions.
Workflow Stage button: This button indicates the sub-stage (e.g., Call Back) and its sub-child stage (e.g., Deferred) if applicable. It adapts to the theme’s color. The parent stage is already visible in card view. If no sub-stage is assigned or the user hasn’t moved the candidate to any sub/child stage, it appears as blank.
- Clicking opens a popup to change the candidate’s workflow stage with autofill of the current stage, sub-stage, or child stage. Backward movement is allowed, and the system validates pipeline inclusion.
Source: This field will show the source of the candidate’s creation in the system. For example, whether the candidate was created through a form, Xeople Smart, or another source, it will be considered the candidate’s global source in the system.
- A help icon shows the creation date and time on mouseover (e.g., Created on 11/08/2023 7:19 PM).
Applied Source: This field will display the source through which the candidate applied for the job. If the candidate exists in the system but applied through an application form or Seek, their applied source will be considered as Application Form, and it will be hyperlinked.
- Clicking it will open the application form PDF in a pop-up screen.
- A help icon displays the date and time of the candidate’s application.
Resume: Clicking on this field will open a pop-up screen with the default tab showing the resume. A Parse Resume button will be available to parse the resume.
- Another tab will allow users to view the parsed resume data and search the content through keyword search, which will highlight and redirect to the first matched content.
Pin: Clicking the pin option moves the candidate’s profile to the top based on the application date.
- For example, if four candidates are already pinned and a new candidate is pinned, they will be placed as the fifth if they applied after the initial four, or at the top if they applied before them.
- An option to unpin and return to the original position is available.
Accept button: Clicking this button allows users to like the profile, advancing the candidate to the next immediate workflow stage, whether it’s a parent, sub, or child stage.
- For example, if a candidate is in the Screening stage, clicking the Accept button moves them to Screening Round 1 (sub-stage), the next immediate stage.
- If the candidate is in the last sub or child stage of a specific stage, clicking the Accept button moves them to the next immediate parent stage.
Reject button: Clicking this button will allow users to dislike the candidate’s profile, which will move the candidate to a rejected workflow stage type.
- For example, if a user has mapped a parent stage as a rejected stage, clicking the Reject button relocates the candidate to that parent workflow stage (rejected type).
- If multiple workflow stages are mapped with the rejected stage type, the system moves the candidate to the next stage mapped with the rejected stage type.
- If no stage is mapped with the rejected stage type, the system prompts the user to choose the workflow stage, opening the same move workflow stage popup.
Date & Time: This field will display the date and time as follows:
- If the candidate’s application was received on the current day, it will show Application received Today 7:19 PM.
- If the candidate’s application was received within the current week, it will show the date and time (e.g., Tue 07:19 PM).
- If the candidate’s application was received beyond the last week, it will display the date and time (e.g., Sun 07/02/23).

5. Xeople Search

Several significant enhancements have been made to Xeople Search within the Xeople Candidate Pool, ensuring a more efficient user experience.

Key Changes:

Sort Ascending: Users now have the option to sort specific column data in ascending order.
Sort Descending: Similarly, a sorting option is available to arrange specific column data in descending order.
Share: This feature is added to the three dots menu, with the following key highlights:
- Clicking on Share opens a right overlay screen displaying the following fields:
  - Insert Template: This button opens an insert template popup, similar to the functionality in Xeople application.
  - Clicking on Insert Template opens a popup screen that allows the user to select an email template.
  - Two tabs are available: My Templates (created by the user) and Shared Templates (created by other users). The popup displays the following columns: Template name, Module Name, Created By, and Preview.
  - Resume Attached: This field displays Yes or No based on whether the Attach Resume option is enabled or disabled for the template.
Filters Enhancement: Xeople search filters are now more robust. Users can search with a job and apply filters without losing job details and skill parameters. Likewise, selecting filters won’t clear job-specific information.
Exact Operator: An Exact operator has been introduced in important search parameters. It functions as follows:
- The Exact operator is added to the operator list, allowing the selection of multiple keywords.
- When Exact is chosen, Skills Master will populate the Skills, Qualification Master will populate the Qualification, and Notes Category Master will populate the Notes.
- Users can select multiple keywords with the Exact operator, and AND will function between all input keywords.
- The user interface for selecting the operator remains consistent with the current system.
Keyword Filter: Users can use the keyword filter to enter multiple keywords using the Exact operator and add multiple Exact operators, ensuring that the AND operator operates across all input keywords for precise matches in the search results.
Added Labels: New labels have been included:
- Job Title: A dropdown field displaying all job titles associated with candidates, pulling values from the database.
- Qualification: A dropdown field containing master data.
- Recruiter Job Owners: When a user selects a job from the job dropdown, it will also display the recruiter job owners associated with that job.
Removed Default Input Parameters for Job Selection: Default parameters are removed when a user selects a job. These parameters include:
- State
- Country
- City
- Zip
- Experience.
- However, the Skills input parameter remains unchanged, featuring all the skills required for the job under the same conditions as the current system.