Frequently Asked Questions Live Webinars When are live webinars? I can no longer attend the live webinar I registered for. What do I do? I m confused about what time the webinar starts. Do they change times? Hiring Manager What if my applicant doesn t have an email address? How long will it take my candidate to complete the application process? Can the applicants see their assessment score after they submit the application? When you decline an applicant in the system, do they receive notiꦎ cation? How do we know if our company has opted in for the auto decline email notiꦎ cation? If you decline an applicant, can you retrieve the application at a later date? How long does an application remain in the Applicants tab? Once an application is transferred, does all of the information, including the Notes tab, go with it? Can I modify my employee s record after they ve been hired? How do I add my existing employees to my Snagajob account? Can I access my Snagajob system via my smart phone or other mobile device? How do I add a new manager to the system? 1-Click Apply Do you offer 1-Click Apply applications in Spanish? Can you explain Proꦎ le Search and its beneꦎ ts? Can you invite more than one potential candidate at a time? What users display in Proꦎ le Search? Why can I not post new job openings in my account? Onboarding Do we need to print and ꦎ le a hard copy of the I-9 and other documents? Does the system let you know when I-9 s expire? What if there is a mistake on the I-9? Once the employee is hired, can they change payment options or direct deposit information on this site? When federal forms are updated with a newer version, are these updated on Snagajob? What if the employee needs to update their W-4 in the future? Can I add my existing employees to the Employees tab? Can my existing employees go through the onboarding process? How do I remove an employee from the Incomplete paperwork widget on my Dashboard? Can you add employee disciplinary forms or write ups to the employee ꦎ le? How can I get the information collected during the hiring process into my payroll system? E-Verify How does E-Verify work? 1
Can I run an E-Verify check on my existing employees? What is a TNC? What if the employee doesn t contact the SSA or DHS in 8 federal workdays after receiving a TNC? Tax Credit Screening When do the candidates complete the tax credit questionnaire? Background Screening How do I run a background check in the Snagajob system? Administrative Functionality How do I access my Admin Tab? Who at my organization can make changes to the account? What am I able to do using the Admin Tab? Can I upload my organization s policies and procedures? Where do I add, edit, or remove my company speciꦎ c interview questions? How do I set up managers to receive email notiꦎ cations from the system? My organization purchased an additional service through Snagajob so that our new hires information is sent to our payroll provider. Who can I contact if I have any questions? How do I opt-in for the Auto-Decline email that is automatically sent to a candidate when they re declined in the system? Will my managers be able to hire former employees that are marked as Do Not Rehire in the system? How do I upload a list of former employees that are not eligible for rehire? 2
Live Webinars When are live webinars? We offer live webinars for Hiring Manager every Tuesday at 10:30 am ET. We recommend attending if you re a Manager or Administrator who utilizes our customized online application and PeopleAnswers assessment. We offer live webinars for 1-Click Apply every Tuesday at 4:30 pm ET. We recommend attending if you re a Manager or Administrator who utilizes our standard 1-Click online application and photo-based Visuality assessment. Live webinars for Onboarding are every Thursday at 10:30 am ET and 4:30 pm ET. We recommend attending if you re a Manager or Administrator who utilizes our electronic paperwork process to onboard newly hired employees. We also offer an Admin webinar for Company Administrators every other Wednesday at 4 pm ET. We recommend attending if you re an Administrator who would like to learn more about the administrative settings and how to make changes to aspects of your company s account. You can ꦎ nd the webinar calendars with registration links on the Help tab in your system. From the Dashboard, hover over your name in the upper right corner of the page. Click the Help link from the drop down and select the month you want to attend a webinar under the Live Webinars header. I can no longer attend the live webinar I registered for. What do I do? You can cancel registration in the GoToWebinar conꦎ rmation or reminder emails. You should have received a GoToWebinar conꦎ rmation email when you registered for a general webinar. At the bottom of the conꦎ rmation email, you will see a cancel your registration link which will allow you to cancel your registration. However, canceling your registration isn t necessary. You do have the ability to register for as many webinars as you like without having to cancel registration. If you need to register for another day, go to the Help tab in your system and you will ꦎ nd the live webinar calendars where you can register. I m confused about what time the webinar starts. Do they change times? All of our webinar times are listed in Eastern Time. If you are not in the Eastern Time zone, your start time may differ from the time listed on the registration calendar. 3
Hiring Manager What if my applicant doesn t have an email address? If your applicant does not have an email address, a free account may be obtained through Gmail, Yahoo, etc. We provide a link on the application s Let s get started page that will direct any applicant who does not have an email address to sign up for a Gmail account if they need to create one. How long will it take my candidate to complete the application process? On average, the full application can take up to 35 minutes to complete. However, if a candidate has previously completed the PeopleAnswers behavioral assessment over the past two (2) years, they will not be asked to answer the statements again and the average time reduces to 10 to 15 minutes. Can the applicants see their assessment score after they submit the application? No. Once an applicant completes their application, they are not given the results of their assessment. The reason for this is due to the way the assessment is scored. An applicant answers the assessment questions once within a two (2) year timeframe. Depending on the position and industry they apply to, the results will change to display a new score that is relevant to that position and company. For example, an applicant may score a red when applying to a front of house position in the full service restaurant industry, however, when they apply for a back of house position they may score a yellow or green. Since there are no right or wrong answers and the assessment is meant to give the results based on potential behavioral/personality ꦎ t in a position, it is recommended that you do not share the results with the applicant. When you decline an applicant in the system, do they receive notification? By default, we do not notify candidates when they are declined. However, this is a setting we are able to add to your account if your Company Administrator elects to use this automatic notiꦎ cation. If your company has opted in for the auto decline email notiꦎ cation and you decline them in the system, they will receive an email thanking them for applying to your company but letting them know that their application is no longer being considered. How do we know if our company has opted in for the auto decline email notification? If you re interested in knowing, you can contact your Company Administrator. 4
If you are the Company Administrator and aren t sure if you opted in for this notiꦎ cation, you can contact Customer Support (customersupport@snagajob.com) to ꦎ nd out. If you decline an applicant, can you retrieve the application at a later date? Yes! Declined applicants are located in the Declined hiring status folder in the Applicants tab. If you are looking for a declined applicant that applied more than 365 days ago, please contact Customer Support ( customersupport@snagajob.com ) to retrieve it. Is there a specific time frame for morning, afternoon or evening on the availability grid? Our availability grid is meant to give you the overall exibility of the candidate s schedule so there are not speciꦎ c times associated with morning, afternoon or evening. Speciꦎ c shifts or time frames may be discussed during the hiring process. How long does an application remain in the Applicants tab? You will have access to view your applications within the Applicants tab for 365 days after the applied date. To retrieve an application that is older than 365 days, you may contact Customer Support (customersupport@snagajob.com). Once an application is transferred, does all of the information, including the Notes tab, go with it? Yes, everything from that application will be moved over to the other location s Applicants tab, including any notes added to their application. Can I modify my employee s record after they ve been hired? Yes! To modify your employee s record, you ll ꦎ rst need to locate their name in the Employees tab. You ll then click on the employee s name and click the edit button located on the Employee details tab. This will allow you to modify the Employee details information. Once you ve made the changes, click Save at the bottom right corner and the employee s information will be updated. How do I add my existing employees to my Snagajob account? To add an existing employee, you ll need to ꦎ rst navigate to the Employees tab. To the left of the page you should click the Add existing employee button. You ll now be able to manually enter the existing employee s information and save their new employee record. Note: If your company is using the Snagajob Onboarding product, your existing employee will not be able to complete onboarding paperwork through the system, with the exception of policies. 5
Note: If your company has an integration with your payroll provider, your existing employee data will NOT be sent in the integration ꦎ le. Can I access my Snagajob system via my smart phone or other mobile device? Yes! Hiring Manager is accessible via any mobile device with internet capabilities. How do I add a new manager to the system? To add a new user to the system, you will need to contact your Company Administrator. If you are the Company Administrator, you have the ability to add a new user by accessing your Admin settings. Instructions on how to add a new user at your organization are available in the Admin User Guide located on the Help page. If you need assistance adding a user, please contact Customer Support (customersupport@snagajob.com). 1-Click Apply Do you offer 1-Click Apply applications in Spanish? Not currently. Can you explain Profile Search and its benefits? Proꦎ le Search lets you take matters into your own hands. When you post your open position, you ll see candidates who ve applied for similar jobs in the last 60 days. Instead of waiting for them to apply, you can connect with the workers you think would be right for you. You ll be able to look at their proꦎ les and see qualiꦎ cations, availability, work history, and education. Sort through proꦎ les and when you see a candidate you like, invite them to apply for your job. Proꦎ le Search helps beat low application ow and ꦎ nd quality workers in hard-to-ꦎ ll markets. Can you invite more than one potential candidate at a time? Unfortunately, we do not currently offer a feature to mass invite potential candidates. What users display in Profile Search? Proꦎ les displayed are based on Snagajob users that have activity within the last 60 days on Snagajob.com, applied to a job within the industry, and close proximity to the location. Note: Applicants with the most recent activity and/or most complete proꦎ les are pushed to the top of the list. 6
Why can I not post new job openings in my account? Your account may be set up so that only Company Administrators have the ability to post new positions for your organization. Contact your Company Administrator for more information. Onboarding Do we need to print and file a hard copy of the I-9 and other documents? With your Snagajob Onboarding system, you no longer need to print and ꦎ le your employees documents. All of the forms are securely kept within your account and you can access any time you need them. Does the system let you know when I-9 s expire? Yes! If an employee has a document that needs to be re-veriꦎ ed on the I-9, his/her name will display in the Actions required section on the Incomplete paperwork widget on the Dashboard 30 days prior to the document expiration. This will give you time to receive the new form of identiꦎ cation from the employee and enter the information on the I-9 form. What if there is a mistake on the I-9? If there is incorrect information or a mistake on the I-9, an Administrator at your company has the ability to edit the Form I-9. If the mistake is on Section 1 of the I-9, the employee will need to re-sign the document. If the mistake is on Section 2 of the I-9, the administrator can re-enter the information and re-sign the I-9. Note: If you are participating in E-Verify through the Snagajob system, this updated I-9 will not run through E-Verify. Once the employee is hired, can they change payment options or direct deposit information on this site? The Snagajob Onboarding system is designed to capture onboarding information for new employees and does not currently allow for updates made to payment options. If your employee needs to update their payment option or direct deposit information, that will need to be changed in your payroll system directly. 7
When federal forms are updated with a newer version, are these updated on Snagajob? Yes! We update our system with new versions of the federal forms when updates are released. You don t have to worry about employee s completing the incorrect version of the form. We ll take care of that for you! What if the employee needs to update their W-4 in the future? Federal and state tax withholding forms may be updated electronically allowing the employee to go back through the tax withholding form process like they did as a new hire. In order for this to happen, locate the employee s record and click on the Paperwork tab. Click Add Paperwork and select Federal and State Withholding Paperwork from the dropdown. Once you click Submit, an automatic email will be sent to the employee with a link to complete the paperwork. Note: You will still need to update your payroll department of any changes. After the current employee clicks on the link, logs in, and completes the forms, the updated federal and state tax withholding paperwork will be updated in their employee record. Can I add my existing employees to the Employees tab? To add an existing employee, you'll need to ꦎ rst navigate to the Employees tab. To the left of the page you should see an Add existing employee button. Once you click that you'll be able to enter the existing employee's information and click Save. Can my existing employees go through the onboarding process? No. Existing employees that are added into your account will not be prompted to complete onboarding paperwork as they have already completed their forms. However, you may elect to have your existing employees view and acknowledge any updated company policies and procedures. When adding your existing employee, you will see a question at the bottom that asks "Would you like to add policies to this employee?" If you select yes and save the employee record, your existing employee will receive an email that will provide access to read and acknowledge your company's policies. How do I remove an employee from the Incomplete paperwork widget on my Dashboard? Removing an employee that has resigned before completing their onboarding process is simple. First, you will click on the Employees tab. Locate the employee you wish to remove and click on their name to open their employee record. From this page, click Terminate on the right side of the page. 8
You'll be asked to enter the termination date, mark whether that candidate is eligible for rehire or not and any optional notes you wish to provide. Once this is complete, click Submit and the employee's name will be removed from the Dashboard. Can you add employee disciplinary forms or write ups to the employee file? Yes, you may add any additional documents to the employee record by locating the employee s record from the Employees tab. From here, click the Paperwork tab and select Add Paperwork. From the dropdown select *Upload additional document*. This will allow you to attach any electronic documents to the employee record. You ll be asked to name the document, select the completed date, and choose the ꦎ le from your computer. How can I get the information collected during the hiring process into my payroll system? There are two ways to get the employee s information from your Snagajob system to your payroll system. Paperwork uploads automatically via integration. If your company has purchased an integration through Snagajob, we may be automatically sending the new hire information to your payroll system. To ꦎ nd out if your company is utilizing the integration functionality, contact your Company Administrator. If you are the Company Administrator and would like more information on our integration options, please contact your Snagajob Representative. Manual entry of payroll information. For each employee, we provide a payroll report that contains all of the information captured during the onboarding process. You can locate this report by clicking the employee s name. Clicking the Paperwork tab and selecting View Payroll report. E-Verify How does E-Verify work? E-Verify works by comparing the new employee s Form I-9 to data from the Social Security Administration and/or the U.S. Department of Homeland Security. Can I run an E-Verify check on my existing employees? No. E-Verify should be run on newly hired employees only, unless you are a federal contractor rewarded federal contract on or after September 8 th, 2009 that contains the Federal Acquisition Regulation (FAR) E-Verify clause. 9
What is a TNC? A TNC or Tentative Nonconꦎ rmation is an interim case result that indicates a discrepancy between the information on the employee s Form I-9 and information on ꦎ le at the SSA and/or DHS. If a new hire receives a TNC result, he/she must be given the opportunity to contest that result by contacting the appropriate agency within 8 federal government workdays. What if the employee doesn t contact the SSA or DHS in 8 federal workdays after receiving a TNC? If the employee fails to contact the appropriate agency within 8 federal workdays after being referred to the DHS or SSA, the case will result in a DHS No Show or Final Nonconꦎ rmation. At this point the new hire s employment may be terminated. Tax Credit Screening When do the candidates complete the tax credit questionnaire? The candidate is given the tax credit questionnaire during the application process. The candidate can choose to complete the questions or opt out of this process during the pre-hire phase. If the candidate opts out, they will be asked to complete the questionnaire once they are hired at your company. The questionnaire takes anywhere from 30 seconds to two minutes of the candidate s time and the credit information will be available to you once the applicant is hired as an employee at your company. Background Screening How do I run a background check in the Snagajob system? To run a background check, ꦎ rst locate the applicant you would like to screen. Within the application, click on the Background check tab. Select the package you would like to use to screen the candidate. Click the Submit button and the background screening process will begin. You should also now see your applicant in the background screening section of your Dashboard. 10
Administrative Functionality How do I access my Admin Tab? To access your Admin tab, click Admin settings from the dropdown at the top right corner of any page. This will take you to the administrative functionality where you can view speciꦎ c account information. Who at my organization can make changes to the account? Any user that is set as an Administrator in your account will have access to the Admin tab to make changes and view information. What am I able to do using the Admin Tab? From the Admin tab you are able to view and edit account users, view and modify location information, add notiꦎ cations and much more. To view a step by step guide on using your Admin tab, please view the Admin User Guide located on the Help page of your Snagajob account. Can I upload my organization s policies and procedures? Yes! Hover over your name on the Dashboard and click the Admin settings tab. Select Paperwork: Read and Sign Policies under Account Management. This will take you to the Policies page where you can add, edit, or deactivate policies. Detailed step-by-step instructions with helpful pictures can be found in the Admin User Guide under the Help tab. Where do I add, edit, or remove my company specific interview questions? You may add, edit, or remove interview questions in your Admin Control Panel. To get to your Admin Control Panel, hover over your name on the upper right side of your Dashboard and click on Admin settings from the drop down. From here, you will see the Interview questions where you can add, edit, or remove interview questions. Company speciꦎ c questions display in the ꦎ rst section of the Interview tab in your applications. Instructions on how to add interview questions at your organization are available in the Admin User Guide located on the Help page. 11
How do I set up managers to receive email notifications from the system? In the Users tab of your Admin Settings, you may add, edit, or remove users from receiving email notiꦎ cations in the system for apply, transfer, hire, and termination actions. To get to your Admin Control Panel, hover over your name on the upper right side of your Dashboard and click on Admin Settings from the drop down. To learn more about email notiꦎ cations and the Users page, check out the Admin User Guide located on the Help page. My organization purchased an additional service through Snagajob so that our new hires information is sent to our payroll provider. Who can I contact if I have any questions? If you have any questions, please contact Customer Support at customersupport@snagajob.com. They will be happy to help you with any questions. How do I opt-in for the Auto-Decline email that is automatically sent to a candidate when they re declined in the system? You may contact Customer Support at customersupport@snagajob.com to opt-in for the Auto-Decline email. Will my managers be able to hire former employees that are marked as Do Not Rehire in the system? No. Your managers will not see the Hire or Rehire button on former employees marked as Do Not Rehire. As the Admin, you have the ability to override any candidate or former employee marked as Do Not Rehire. You will see the Hire or Rehire button for candidates or former employees marked as Do Not Rehire. To learn more about overriding Do Not Rehire statuses, check out the Admin User Guide located on the Help page. How do I upload a list of former employees that are not eligible for rehire? To upload a list of former employees, you may go to your Admin Control Panel by hovering over your name on the upper right side of the page and clicking Admin settings from the dropdown. Note : Rehire Eligibility is based on Social Security number and will not work unless the applicant s SSN is a required ꦎ eld on your Snagajob application. Because 1-Click Apply customers do not capture SSN on the application, the majority of these features will not be applicable. 12
From Admin Settings, click on Rehire Eligibility to upload the list. You may use either of the templates (i.e., CSV and TXT) to convert your former employees list into the appropriate format. Remember to follow the guidelines at the top of the page for correct formatting of employee information. You will upload the saved employee spreadsheet by clicking Choose File. If you want to overwrite the existing list (e.g., a ꦎ le you previously uploaded), check the box Overwrite Existing List. Click Save for your former employee list to be uploaded into the system. To learn more about Rehire Eligibility, check out the Admin User Guide located on the Help page. 13