TALENTSTREAM RECRUIT ORIENTATION GUIDE Navigating the Dashboard, Creating a Requisition & Posting a Job
TALENTSTREAM RECRUIT ORIENTATION GUIDE Welcome to the Talentstream Recruit Orientation Guide Implementation is one part configuration and one part change management. Use this guide to become acquainted with your new ATS, and identify how it will be the most valuable for your organization. Get The Most Out Of This Guide Testing your Talentstream Recruit system is critical in a successful implementation and ensuring the software gives you the value you re looking for. The Talentstream Recruit Orientation Guide will help you with that. It is your introduction into the system: one part tour, one part how-to, one part practice. You will learn the steps for basic functions and navigation within Talentstream Recruit. To get the most out of this guide: 1. Follow the steps in each exercise These will guide you through the system, give you context within the workflow, and reveal questions you may have. 2. Provide feedback Bring questions or problems to your next testing call with your Talentstream Recruit Project Manager. They can help you identify best practices or necessary configuration changes. 3. Think through what this will mean for your organization Will that task require changes from your current recruiting process, learning new lingo or extra training for your team? Starting to think through what your organization will need to get ramped up on Talentstream Recruit will help make the launching of your system successful. 4. Share the Orientation Guide with your team After your Talentstream Recruit goes live, use this Orientation Guide to introduce your team to the system. The Orientation Process To make learning the system as easy as possible, we have broken up testing into three phases: Part 1: Navigate the Dashboard, Create a Requisition, Post a Job Part 2: Candidate Experience, Importing Candidates, Candidate Workflow, Candidate Pool/RDB Search Part 3: Administrative Features Overview During each part, you will explore a different part of Talentstream Recruit. These are the functions that will streamline your recruiting workflow and improve your candidate experience. As you become familiar with these functions, bring your questions or changes to your next delivery call with your TSR Project Manager. Additional Training Resources For more information on your Talentstream Recruit system, check out our Training Resources Library for a list of over 30 videos based on key features or register to join an interactive webinar led by a training expert. Throughout the Guide, we ll suggest specific videos to teach you more about that part of the system. Training Resource Library http://hiring.careerbuilder.com/talentstream/recruitment-software/recruit/resources Interactive Webinar Registration Page http://b2b.careerbuilder.com/careerbuilder1trainingpage 2
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE What s Included Password & Email Signature 4 What Is This? 4 Now It s Your Turn 5 What Does this Mean? 6 Creating a Requisition 7 What Is This? 7 Now It s Your Turn 9 What Does This Mean? 14 Posting a Job 15 What Is This? 15 Now It s Your Turn 16 What Does This Mean? 19 Confused about how the system is set up or works? Find this icon for visual explanations of your Talentstream Recruit. We have insider information on how the leverage the system for the best results, and we re willing to share. Find this icon for tips & tricks. Want to see something in action? Find this icon to see what videos we recommend watching for key features. Talentstream Recruit has a lot of jargon, but we promise you ll get the hang of it. Find this icon for explanations of our vocabulary. 3
EXERCISE 1 TALENTSTREAM RECRUIT ORIENTATION GUIDE Changing Your Password & Creating a Signature THINGS TO CONSIDER WATCH & LEARN Getting Started Editing User Details TALK THE TALK What Is This? The first thing you should do is update the system generated password with one that is unique to you. Then, create an email signature that will be used within your profile. Other features are available as shortcuts on the dashboard which is the first screen that appears once you have logged into the system. Dashboard: This is your homepage. Quickly access all the important parts of your recruiting process, or see a high-level summary of the status of your postings and candidates. User Details: This refers to customizable fields within the system that reflect your profile. Most are optional, but some are necessary in order to use TSR. Email Signature: If you send emails through TSR, set up an email signature that reflects your name, position and contact information. DID YOU KNOW? Your organization can configure the Dashboard for each access level so that users see only what s most important to them. Account Tools These pages control your TSR profile. Navigation Bar Use these tabs to access the main features. Dashboard Tiles These give you a high level overview of the status of your recruiting workflow. Search Bar Quickly find candidates you re looking for within TSR by using the Search feature. 4
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE 1 Now It s Your Turn A new recruiter joined your team and she needs to set up her user profile within TSR. Follow the steps below to show her how to verify her information, change her password and create an email signature. How to do it: 1. Click on your user name in the upper righthand corner of the screen to access your User Profile. 1 2. Change your user details: a. Click Change My Password and enter a personalized password. b. Add your information to create an email signature. 3. Click OK to save. 2a 3 2b My Notes: 5
EXERCISE 1 TALENTSTREAM RECRUIT ORIENTATION GUIDE What does this mean? Take some time to reflect on what this information means to you, your team and your organization. Do you need to change a process, configure the system or plan training? Also, write down any questions you might have and ask your TSR Project Manager during your next call. How are you going to introduce TSR to your team? How will your team receive their credentials? Who will they contact for TSR questions? What else am I still wondering? 6
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE Creating a Requisition 2 What Is This? When a hiring need has been identified within your organization, the first step is to create a requisition. Once created, the requisition is where users will create job postings for the open position, house all associated candidates, and document the recruiting efforts for the open position. THINGS TO CONSIDER WATCH & LEARN Creating a Requisition Hiring & Filling a Requisition Ordering Application Fields TALK THE TALK Requisition: A written request with all the required information for a job posting or opening. Before a job can be advertised, the requisition must be validated. Candidates & Postings Jump straight to the candidates and job postings associated with the requisition. Requisition Actions Move the requisition through your requisition workflow by selecting an action. Requisition Fields Fill out the information in these tabs to create the requisition. Fields marked with an asterisk (*) are mandatory. Supply & Demand Hiring Indicator Use this tool to determine how difficult filling this position will be. Click the graph for more information in our Supply & Demand portal. Workflow*: The recruiting process within your organization, which can have a maximum of 15 steps. It refers to both internal steps (between a recruiter and hiring manager), as well as external steps (between a recruiter and applicant). *Your TSR system is configured. Field Requirement: The information that must be filled out in order to create a requisition within TSR. These fields are configurable, and yours may differ from the standard form shown here. 7
UNDERSTANDING THE SYSTEM What is a REQUISITION WORKFLOW? The Concept: When a requisition is created within Talentstream Recruit, it must be moved through the disposition stages in the Requisition Workflow before recruiters can begin fthe recruiting process. You cannot post jobs or assign candidates to requisitions that are not in the Open stage. Used in a Sentence: The Hiring Manager has not yet validated my requisition, so it is stuck in the Pending Validation stage. Hopefully he responds soon, so the requisition can move along in the Requisition Workflow. What It Looks Like: Requisition actions include: Copy (duplicate the requisition), Forward (send the requisition, Validate (approve the requisition), Refuse (deny the requisition) and Place in Progress (activate the requisition). PERSON RECRUITER 1 ST APPROVER 2 ND APPROVER 3 RD APPROVER RECRUITER CREATE A REQUISITION AWAITING APPROVAL PENDING VALIDATION VALIDATED OPEN STATUS ACTION Recruiter CREATES requisiton Manager VALIDATES requisiton Hiring Manager VALIDATES requisiton HR PLACES IN PROGRESS Recruiter begins filling the requisition Why It Matters: Your Requisition Workflow should reflect your organization s process for approving new positions. Work with your Project Manager to configure these options to best fit your recruitment needs. 8
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE 2 Now It s Your Turn Your Project Manager just submitted her resignation, and now you need to fill the position. Create a requisition for this position using the information below and the steps on the next page. SYSTEM REQUIREMENTS POSITION DETAILS Requisition Approval Manager Type in your name Employment Type Full-time Position Project Manager EEO Job Category (2) Professionals Posting Location Bettles, Alaska Requisition ID **This will automatically generate within TSR** Title Project Manager Number of Openings 1 Category Code Engineering, Construction, Transportation Start Date Select two weeks from today s date 1 Job Description & Responsibilities: Requirements: Project Manager for our Bettles, Alaska office Budget management Timeline tracking Task reporting 5-10 years experience in Project Management Bachelor s Degree required Master s Degree a plus Requisition ID Your TSR system generates a unique Requisition ID, ensuring standardization and removes the possibility of duplication. The convention used for the Requisition ID can be configured. Consult with your TSR PM for more information. Category Code This designates what industries or disciplines this job will be categorized under. Since this will be used in your job posting, put three categories for maximum exposure of your posting to job seekers. Standard Job Templates Automatically pulls pre-determined details into a requisition. This can include department, job title, description, requirements, etc., and is defined by your Administrator. Use these templates to save time when creating requisitions and create consistency with job postings. 9
EXERCISE 2 TALENTSTREAM RECRUIT ORIENTATION GUIDE How to do it: 1. Hover over the Requisitions tab and choose Create Requisition. 2. Enter the information in the Requisition form in the Position tab and Qualifications tab. a. Begin typing a last name to populate from the systems contacts. b. Fields marked with an asterisk (*) are required fields. c. The Recruiter field will auto-populate with your name. Click + to add or change the recruiter. 1 2 2a 2c 10
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE 2 3a 3b 3c Continued... 3. Add Posting Location a. Choose Test Position b. Enter Bettles, Alaska for your job/posting location c. Posting Location will automatically populate (Do not change this field). My Notes: 11
EXERCISE 2 TALENTSTREAM RECRUIT ORIENTATION GUIDE Continued... 4. Confirm information on the Build Edit/Apply form. a. Choose any additional questions to add to the online applications that are specific to the requisition and job to be posted. Additional questions can be mandatory or optional. b. Click Save to accept the requisition and move it into the approval process. 4a 5 My Notes: 12
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE 2 Continued... 5. Move Requisition to Approval Process, if applicable, or move to Open Status. a. Choose Validate. b. Click OK to complete. 6. For testing only, Validate position to move it through the Approval process. a. Choose Validate. b. Click OK to complete. 7. Select Place in Progress to confirm requisition. 13
EXERCISE 2 TALENTSTREAM RECRUIT ORIENTATION GUIDE What does this mean? Take some time to reflect on what this information means to you, your team and your organization. Do you need to change a process, configure the system or plan training? Also, write down any questions you might have and ask your TSR Project Manager during your next call. What data is my organization currently capturing for open positions? Are there required data in TSR that we will now need to require internally? How will we capture these new data points? How will we communicate this change in process to our team? How will we communicate the process for approving requisitions to Requisition Approval Managers? 14
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE Posting a Job to your Career Page & Broadbean Test Board 3 What Is This? Once a requisition is open, you will then be able to create and post the job for candidates to find. TSR makes it convenient to post jobs to many boards and your career site all in one place. Depending on where the job will be posted, there may be a slightly different process for posting. The job posting options are as follows: Career Site the part of your website where potential candidates apply for jobs with your organization Automated External Job Boards these are sites that are TSR is able to post to automatically through the integration with CareerBuilder s job distribution tool, Broadbean Manual External Job Boards these are any additional external job boards you would like to post to that are not synchronized with your Talentstream Recruit system THINGS TO CONSIDER WATCH & LEARN Creating a New Job Posting Standard Job Templates Additional Postings TALK THE TALK Redirection Links: A URL that when copied and pasted into the posting on your external job advertisement, allows candidates to be automatically redirected to your Career Site to apply. This means that they will enter into your TSR system and attach to the corresponding requisition. Use these links to track the source of your applicants. Posting History: A list of all the locations and dates of any previous postings associated with the requisition. Posting Duration: Posting duration is driven from status of requisition (active, on hold or canceled). There is not a posting indicator that there are live postings on CareerBuilder. 15
EXERCISE 3 TALENTSTREAM RECRUIT ORIENTATION GUIDE Now It s Your Turn Now that you have created the Project Manager requisition, post the job in order to start attracting candidates to the position. Start with posting to your Career Site and Broadbean Test Board. How to do it: 1. Click on View Posting List to post the requisition. Then, click New. 1 2. Choose posting locations. a. Select to post to Company Career page (required to successfully post). b. Select to post to external job boards. c. Click to post to career site. 2a 2a 2b 2c 16
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE 3 Continued... 3. Choose external posting boards on the Add Jobs Boards tab. a. If your company has multiple divisions, choose job skin for posting here. b. For testing purposes, use ONLY the Broadbean test board. c. Click Continue to move on. 3a 3b 3c My Notes: 17
EXERCISE 3 TALENTSTREAM RECRUIT ORIENTATION GUIDE Continued... 4. Complete required job posting information in Step 2. a. Complete all required fields on the page. b. Add any optional information to be displayed on the job posting. c. Click Continue to move on. 5. Review and post job. a. Preview post as it will appear on Job Boards. b. Choose posting date and time (up to 7 days in advance). c. Edit duration of post to each chosen board. d. Click Send Posting to post to external boards. 18
TALENTSTREAM RECRUIT ORIENTATION GUIDE EXERCISE 3 What does this mean? Take some time to reflect on what this information means to you, your team and your organization. Do you need to change a process, configure the system or plan training? Also, write down any questions you might have and ask your TSR Project Manager during your next call. Where does my organization post jobs currently? Does my organization have a standard for which job boards to post to? Do we need to update this standard? How will we communicate this change in process to our team? What else am I still wondering? 19
NEED FURTHER ASSISTANCE? Contact your Talentstream Recruit Implementation Project Manager CBforEmployers linkedin.com/company/careerbuilder-for-employers TheHiringSite.com Talentstream Recruit is part of the Talentstream Technologies suite of solutions that bring together all the tools you need to manage the entire recruitment.