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Central Functions

You have now reached a section that describes some of the central functions in Cruitive's recruitment system. Here we go through the most important tools and functions that help you manage and streamline the entire recruitment process, from candidate selection to hiring.

Activity Feed​

The activity feed in Cruitive's recruitment system provides a clear overview of everything happening in the system. It is located on the right side of the field and follows you wherever you are, showing relevant updates in real-time. If you are in a specific recruitment, it only shows activities related to that recruitment, making it easy to keep track of important events and updates without having to navigate away from your current workflow.

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In the activity feed, certain words and names are in bold, indicating that you can click on them for more information.

Support​

Wherever you are in the system, you will always see a small square button with a round ring and a question mark at the top of the main bar - this is the system's support button, and you can click here to send a request directly to our development team within the system. Here you can ask a question about the system, make suggestions, describe a problem, or report bugs. When you click the button, you will be asked to describe the issue, but you can also take a screenshot directly from the system so that the developers can see where in the system you are when the problem occurred.

You will receive a message when your request has been received and when it has been handled. If something goes wrong with the system's support function or if you wish to contact our support via email, you can reach us at support@cruitive.com.

Templates​

In several places in the system, you will encounter the option "choose a template" or "load a template". You create these templates in two different ways in the system, either by clicking on "templates" under the heading "recruitment" in the main menu of the system, or in several places in the system when you have created material, you can click on a folder-like icon (usually in the top right corner when you are in an editing view) and save the work you just did as a template.

When you are in any of the templates in the template structure, you will see the templates as in a table. If you click on the three dots on the far right of each template in the table, you can choose to make a template the default template, which means that the template that is the default template will automatically be selected in all processes going forward (unless another template is chosen). You can also click on the three dots if you want to delete a specific template.

Recruitment Template​

When you have clicked on "templates" from the main menu, the first template option is "recruitment". This is a template that handles all major parts of a recruitment process.

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A recommendation that we often give to our customers is to create one or more standard templates for the company - this way you can always choose this template when creating a new recruitment and have the main features already pre-filled.

When you click on "+create new recruitment template" you will be asked to set a title for the template and then confirm. After that, you will end up in a view where you have a side menu on the left and a workflow in the center of the screen. The first heading in the side menu is "general" and that's where you land when you've just created a template, here you can edit your title, set a role description, create a requirement profile, add tags, describe a position's location and time scope, and set some other general information about the recruitment.

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Many people create a recruitment template for positions they often recruit for and thus have a standard setting regarding requirement profile and role description, etc.

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Even if you choose to use a template when creating a new recruitment process, you will be able to edit what the template preset on the recruitment - so you don't need to worry if you create an "accountant template" and set a requirement profile that you then want to change in a new recruitment process. If you choose a template for a process and edit the settings, you will not edit your template.

The next heading in the side menu is "needs analysis" and here you can create a form that you can use to create a needs analysis in a recruitment process going forward. Then follows "ad design" where you can create a template for how you want ads to look, what layout and content they should have, and so on. After that, you can also create a template for application forms under the heading "application form", create interview material under the heading "interviews" and set up how you want a status flow to look under the heading "status flow".

Ad Template​

An ad template is exactly what it sounds like, a template for an ad. Here you can create as many ad templates as you want and edit which blocks you want your ads to contain, etc. If you click on the three dots on the far right of each template in the table, you can choose to make a template the default template, which means that the template that is the default template will automatically be selected in all processes going forward (unless another template is chosen).

Message Template​

Message templates are a very important function in the system. Here we divide the message templates into "message templates for events" and "custom message templates". Message templates for events are pre-programmed by the system so that you can start using the system directly as a user and not risk missing feedback to a candidate when they make an application for a specific position or to an expression of interest. Even though these message templates come pre-programmed by the system, they are completely editable by you as users.

If you change one of the messages under "message templates for events", they will be changed for the entire company.

Under "custom message templates", you can create completely custom message templates. You create a new template by clicking on "+create new message template", choosing a title, describing when/how the template should be used, and then clicking on "create". Once in the editing view, you can under "name" change the title of the template, under "internal description" edit the description of the template". You can also under the heading "Subject line" add a subject line, this is the subject line that will be the actual title of the message sent to the candidate - i.e., the actual heading. Under the heading "Content" you write the actual message exactly as you want it. As you write, you will continuously see a preview of the message in the field to the right.

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When writing a message, you can use different variables to make the message more personal, for example, you can choose the variable {{ applicantFirstName }} for the message to add each candidate's first name in the email when sent. You easily attach a variable by clicking on "variables" on the left side of the text field.

When you are satisfied with your message, just save it.

Other Templates​

Other templates in the template structure are "interview", "needs analysis form", "application form", "reference form" and "selection form". Here are different types of forms that you can create templates for and these work in the same way as above, you click on create new template and follow the instructions. The forms work the same here in the template structure as if you handle any of these forms continuously in the process. All these parts will be described in more detail below under their own headings.

Competence Bank​

You find the competence bank by clicking on "recruitment" in the menu on the left on the main page of the system, then clicking on "competencies" in the menu. You will then end up in a view where you have a list of different competencies and skills. Cruitive's system comes with a number of preset competencies, these are all editable and you can remove them if you want. You can also freely create new competencies.

The competence bank is linked to the requirement profile in the system so when you add a competency that exists in the competence bank to a requirement profile, you can then auto-generate for example interview guide and reference form based on these competencies. However, for there to be material to auto-generate, you need to add these (there is already finished material on the competencies that come with the system).

When you click on a competency, you will come to a view where you can first add interview questions to be linked to the competency, then reference questions and finally you can set settings related to the competency - settings are linked to the assessment matrix that you can also auto-generate in the recruitment processes based on your requirement profile.

Groups for Interview Booking​

Groups for interview booking is a function that exists to make it easy for you to handle your interview booking work - through this function you can easily collaborate with your colleagues and smoothly send out several possible interview times to many candidates simultaneously so that they can book themselves.

You find the function by clicking on "recruitment" in the side menu on the home screen and then choosing "groups for interview booking" in the drop-down menu that unfolds. When you click there, you end up in a view where you see a table in the middle and in the top right corner you see a green button where you can click to create a new group for interview booking. Then you get a window where you can fill in the title and description of the group. Below that, you can link an interview group to a recruitment, it is not mandatory and you can also choose to link recruitment to the group later.

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You can also add an interview group by clicking into a recruitment - under the menu heading "applications" there is a subheading called "interview" in that view you can choose "groups for interview booking" in the table and add a new group.

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You can also create a group for interview booking by following the steps in the above tip but choosing "create new" instead of linking existing.

The last step before you confirm that a new group has been created is to enter information about the calendar event and add participants to the group. Information about the calendar event includes title - which is the title the candidate will see when they receive the invitation, description - this is also seen by the candidate, as well as place and URL - all these functions can be edited in the next steps as well.

When you have clicked on confirm, you will come to a new view where you have a small menu on the left consisting of the headings "interview times", "candidates" and "settings". By default, you have come directly to interview times where you see a table in the middle and in the top right corner a button where you can add bookable times. If you click there, you can add as many times as you wish to be included in this group of times. Here you can also edit users and calendar event information that you set in the previous step.

Under the heading "candidates" you can invite candidates to book themselves on the times that you have entered as available for the group. And under settings, you can edit basic settings and delete the group if you don't want to keep it.

When you add times to a group, you will see all available times in the calendar, when a candidate books an available time, the candidate's name will appear in the calendar event so that it is easy to keep track!

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You can also create a new group for interview booking directly in the calendar, you do this by adding a new event in the calendar, choosing "new bookable time" and then in the window that appears, choose to create a new interview booking group.

Needs Analysis​

Needs analyses are a central function in Cruitive that you find in two different places, partly as the second step in the recruitment guide inside a newly created recruitment, but also under the subheading "needs analyses" to the main heading "recruitment" on the home screen.

Seen from a recruitment flow, it is often recommended that the needs analysis forms the basis for a started recruitment process and therefore the recommendation is to start with a needs analysis and thus go in through the home screen as described above.

Regardless of where you choose to create a needs analysis, the functionality is the same. You create a new needs analysis, create a new needs analysis form where you can edit forms and add questions or information blocks. There are many different question types and you freely choose the question types that suit you best for you to understand the need as well as possible. You can choose to make questions mandatory if you want.

When you have added questions, you can also add participants that you want to see the needs analysis or answer the form. Add desired participants under the heading participants, that user then gets a notification that they have a needs analysis to review. When you or someone you sent the form to has answered the review, it will show "approved" or "not approved" next to the user's name and a comment if the person chose to leave one.

You also have an open comment field where you can freely and openly discuss the need or the form. When the need is approved, you can directly from the needs analysis choose to create a new recruitment based on the needs analysis that is now created and filled in.

Calendar​

You find the calendar in Cruitive's recruitment system in several places, it follows you in the system in the same way as for example the activity feed. Primarily you find it in the side menu on the home screen. The calendar works roughly like any other digital calendar. In the top right corner, there is a green button where you can click on "new calendar event", where you can then choose to "create interview booking", "create bookable interview time" and "create other event".

Create interview booking means that you book an individual interview time. Inside the window that pops up when you click on this option, you find settings and you can choose a specific time. You can then choose to send out the time as an interview request to check if the candidate is available at this time, then they can choose to accept or decline, alternatively you can send the time as a booking confirmation, if you for example have already checked with the candidate that the time works.

Create new bookable time is that you can add a new bookable time to an existing group or that you create a new group for interview bookable times. Finally, "create other event" means that you add a regular event to the calendar, i.e., not linked to any interview booking or similar.

You can also create a new calendar booking directly by clicking on a selected time in the calendar. The same selectable options that appear in the menu when you click on the green button in the top right will come if you click directly on the calendar, the only difference is that the time will be preset to the time you selected in the calendar.

Above the calendar but below the green button where you create a new calendar event, there is a button where you can choose to view the calendar as a weekly or daily calendar.

Sync Calendar​

You can choose to synchronize your calendar to an Outlook so that you can get your other schedule into Cruitive, which is convenient when you are booking interview times so that you don't double book yourself, but also get your Cruitive calendar into your Outlook calendar. Above the calendar, you see a button that says "synchronize calendar", if you click on it, just follow the instructions to complete a synchronization.

Tasks​

Tasks is a function in the system that you primarily find on the home screen's side menu on the left, but which also follows you in several places in the system, for example, if you are in a recruitment, you also find tasks in the left menu. Tasks work like digital post-it notes and the idea is that you can create your own structure to simply get structure and keep things organized in your work.

When you are in tasks, you see a table of task boards, a task board is thus not a task but a "room" where you can put specific tasks in. If you think of real physical whiteboards, you can think of each board as a whiteboard and you can thus create several whiteboards here so that you can create the structure you want.

In the top right corner, you see a green button where you can click to create a new task board, then you set a title for the board as you wish, you can also choose to directly link the board to a specific recruitment process, or let the board be unlinked.

When you have clicked on confirm, the board is created and there are then a number of pre-created columns inside the specific board, "to do", "doing now" and "done". All these columns are editable and you can also remove and add freely as you want. On the far right, you can click on add column. You can also click on the plus under each column to add a new task.

When you click on the plus, a text field appears where you can quickly and easily create a new task. When you click enter, the task is added. You can then click on the task and in that way edit the task, link it to a recruitment or to a candidate. You can add users to the task and write descriptions and comments.

At the top left of the task board view, you see three small dots in a stack, where you can click to edit or delete the task board. To the left of these buttons, you can also click if you want to share your entire task board with a colleague.

Variables​

On all output that can be created in the system, i.e., all material that in some way flies out of the system to communicate with someone else - for example, an ad, a message, a form or similar, you can create variables in the text field to get an auto-fill. For example, you can add a variable called "applicant firstname" which then goes to all output will be adapted based on which candidate the output is speaking to, if you write that variable in a message and send the same message to several candidates, each candidate will read their name.

You can under "your company" in the side menu on the left on the home screen click on "variables" in the subheadings that appear and there add your own variables to more smoothly handle your communication in the system.

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In some cases in the system, "variables" is in bold on the left of a text field and then you can click on that word to add a variable, in other cases you see a button that says "+add variable" to add a variable.

Tags​

Tags are a functionality that exists for you to be able to structure your work, make things searchable and filterable. You can put tags on a recruitment, on a candidate or on an application. You yourself choose how you want to use tags.

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Tags are not personal, if you put a tag on a recruitment it becomes searchable and visible to all users in the system.

If you are in the candidate bank, you can sort candidates based on tags, when you search in the search box you can get tags as a category and when you are in applications in a recruitment process you can also sort the applications based on tags there.

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Under your company in the left menu on the home screen, you find a subheading called tags, where you can go in to see all tags that are currently used in the system.

Tables​

In many places in the system, you find and work in tables. They work the same wherever you are in the system. Cruitive has developed a standard setting on how the table should be designed, but you who are logged in can freely choose to structure the tables as you want.

If a column in a table has arrows on the far right in the column's title area, it means that it is possible to sort in the table based on that column's title.

On the far right of a table, you almost always find a gear. It is from this gear that you can choose to change in the table. If you click here, you get all selectable alternative columns and when you check that you want to use a column, there will be two dashed lines on the far right side of the column row in settings, this indicates that you can freely drag and drop these columns to change how you want the display sorting on the columns to be. At the bottom of the settings on the gear, there is often the possibility to add row numbering if you wish.

Above several tables in the system, there is also a search box that indicates that you can search for something in the table, this search box often also has a gear that indicates that you can change the settings on the search function. Often there is also a floppy disk and a film folder above the table and this indicates that you can save a table structure as a template as well as load an already previously saved template.

Ad Sharing​

When you have published an ad, you can also share it on several different platforms directly from the system. It is important that your company has linked your website with Cruitive so that published ads that are not supposed to be private are published on your website. You do this easily under "your company" and settings.

If you choose to have an ad private, you can still share the ad but then it is sent manually to selected recipients. If you want to link your company to an intranet to make it so that private recruitments can be published only on your intranet, you can do that by contacting support@cruitive.com and we will help you.

Social Media​

When you have published an ad, you see that there is a title called quick sharing. Directly through the system, you can log in to your company's social media and then when you publish an ad choose to post the ad also as a post on social media. You cannot directly through the system sponsor a post but you have to do that logged in on the platform you wish to sponsor the post IF you do not want to sponsor an ad through jobtip which you can do directly through Cruitive and you can read more about that below.

Employment Service​

You can also publish your ads directly on the employment service. To be able to do this, you can contact the support and we will help to log in to your account on the employment service, after that it's just for you to click on sharing to the employment service, fill in the fields you haven't already filled in through the guide and then click on share.

Jobtip​

Cruitive has a collaboration with Jobtip and through this collaboration, you can sponsor your ad on all the major platforms for ad placement. You click on create new campaign under the title sponsor ad. Then you pay a sum to sponsor the ad. You can follow the instructions directly in the system.

Interview Guide​

Holding interviews directly in the system is convenient to get all documents gathered in one place. In Cruitive, you can also create an interview guide template to have a structure on the interview template that you might want to use every time in all interviews. You can also auto-generate the interview guide based on requirement profiling. We go through the different options below.

Creating an interview guide template is done under templates which is found as a subheading to the recruitment heading in the side menu on the home screen. You can read more about templates here above under the heading templates. But you can also create a new interview guide by following the guide in the recruitment process when you create a new recruitment, under the step "find the right candidate" you can click on interview templates and then click on "add interview template". Then you get in a window to choose the title of the interview template. Finally, you can also click in and create an interview template by navigating via the left menu inside a recruitment, then you find reference form as a subheading to "applications".

When you then click into the newly created template, you will be met by a page that is empty (if you haven't chosen a template) and where you can add interview sections in the middle of the screen. The interview guide is namely built up so that you add sections and then questions linked to each section. You can create an interview guide completely manually in this way, or you can look in the top right corner where you can either load a template from there or click on generate sections and questions. Then questions and sections are generated based on your requirement profile.

Conducting an Interview​

When you then are going to conduct an interview, you go to the candidate you are going to interview and click on interview in the left side panel. Once there, you can choose which template you want to use when conducting the interview and then it's just to answer the questions in the fields presented in the interview guide.

The interview then ends up on the candidate's profile in the application.

Reference Form​

Reference forms are also a part you can create as a template and use similarly throughout the system. Then you click in by clicking on the heading "recruitment" in the left menu on the home screen and then click on templates, there you then see reference form. You also find the reference form inside a recruitment either in the guide under the step "find the right candidate" alternatively in the left menu inside a recruitment where reference form is a subheading under "applications".

When you have clicked into a newly created reference form, you end up in an overview view where you will be able to add candidates that you then want to get references for. You can either manually add referees if you have received information from a candidate, or you can click on request references, then the candidate will fill in their references in a form sent to their email.

In the left menu inside the reference form page, under overview is a heading called "edit questions", this is where you add your reference questions. The form is a block system so you add a question or an information block to the right and can then sort among the blocks by clicking on the six small dots to the right of each block. You can choose from a variety of different question variants.

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When you create a question, you can see a button under the text fields that says "add variable", you can read more about variables above, but we recommend using these in the forms to make the forms more personal. Then you can add a variable so that each candidate's name will be in the form regardless of which candidate's referee you send the form to.

When the form starts to be answered, you can on the overview page compare answers and get an overview of how the referees have answered the form.

Selection Form​

The selection form works exactly the same way as the reference form that you can read about above, with the small difference that the dispatch you make does not go to any referees but to the candidates themselves. You find selection forms in the same way as reference forms both in templates, in the guide and in the left menu inside a recruitment under the heading "applications".

Creating an ad in Cruitive is easy, you can create an ad template under templates on the main screen under templates which you then find as a subheading under recruitment. But ad creation you can also find in the recruitment guide inside a recruitment and then it's the guide's last step, finally you can also find the ad design in the left menu inside a recruitment under the heading "ad" and then "design".

When you are in the ad design view, you will see the actual ad in the middle of the screen and then see different blocks on the right side of the screen. The blocks you can add yourself, remove and edit as you want. You add a block by clicking on the green button to the right "+add block" and then have several alternative blocks to choose from. When you add a block, they end up in the menu of different blocks to the right. You see on the far right of these blocks two rows above each other, if you click on these you can drag and drop the block to place it in the order you want the blocks to be. The trash can to the left of the lines you can click on if you want to remove the block and finally you can click on the pen to the left of the trash can to edit the content of a block.

Above the actual ad in the ad editing view, there are a number of different buttons. On the far left of these buttons is first a wide button where one side is a computer screen and the other represents a mobile phone. You can switch between these buttons to preview the ad on different screen variants. The small eye to the right of this means that you can preview the ad in a new tab. To the right of this is a button you can click on to copy the ad link.

To the right above the ad there are also a number of buttons, from the left we see publication status and publication options. To the right of this is first a floppy disk and then a film folder, these are for you to be able to save an ad as a new template and load an already existing template. Finally, you have a gear and a pair of stars on two buttons to the right of this, the gear you click on to handle settings on the ad, it includes choosing different fonts on headings and body text. The last stars you can read about below.

Auto-generate Text​

The button on the far right above the ad represents three small stars and here you can click if you want some help to generate suggestions for ad text. When you click on this, a window pops up where you first get to fill in a small content description where you give the AI some information and background to the text you want it to generate. After that, you get to choose which language style you want the AI to have and finally approximately how many words you want it to generate.

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It is not certain that the AI generates as many words as you wish. If your description does not give the AI enough information for it to be able to generate that amount, it will not generate as many words but only what it thinks it can get from your description.

Application Form​

The application form is the form that is the link between a candidate and you - it is how you get your first contact, through a candidate filling in the application form that you have created and attached to a recruitment process. You can create the application form either in a template under templates on the home screen or directly in a recruitment process and then either in the last step in the guide, or in the left menu under "ad". When you create an application form, there is a mandatory field that Cruitive requires you to ask for, it is the candidate's contact information and it is because the system must be able to communicate with the candidate to be able to be part of the process. Beyond this, it is up to you to create the application form as you wish.

Creating application forms you will quickly recognize from other parts of the system as it follows the same block structure as for example when creating an ad that you have read about here above. This means that you see the actual form in the middle of the screen but that you have different blocks on the right side of the screen. The blocks you can add are either different types of questions or an information block. You can choose if a question should be mandatory or not. And by clicking on the 6 small dots on the far right of each block, you can drag and drop each block in the order you wish each block to be placed.

The application form's colors and font are adapted to the settings you made under your company where you have been able to upload your graphic profile.

Above the application form, you see a number of different buttons. On the far left, it is first a button where you can choose to switch between seeing how the form looks on a computer screen or a mobile screen. Then you have to the right of these buttons a button where you can preview the application form in a new tab. The fourth button from the left is a checkmark and what happens when you click on that button you can read about below under assessment help. The three buttons on the right side are for you to be able to save your application form as a template, load already saved template and set fonts.

Assessment Help​

When you click on the checkmark that is above the application form, you end up on a page where you can value your questions. If you have added questions to the form that are not text-based questions but questions that in some way have a value or different options, you can on this page set a desired value on the specific question. In this way, you can then in the table where the applications come in choose to click on the gear and get help with the assessment from AI that matches your desired valuations with the applicants' profiles.

Digital Agreements​

An optional addition in Cruitive is digital agreements, so that you can send digital employment agreements directly from the system. This is not included in the system's basic version but is an additional service. If you choose to use digital agreements, you will find these under your company where agreements have their own heading for those who have this function activated. There you can easily add agreements, choose agreement parties and send the agreement. You will get the document fully signed directly back to the system.

Users/Permissions​

For you who are an administrator in the system, you can control which users are allowed to be part of your company. You can also freely control what permissions all users have to perform, see and access different functions in the system. Under "your company" in the side menu on the home screen, there are two subheadings "users" and "user roles", under users you invite new users to the system and choose what permission level the person should have. The system comes with three basic permissions by default, but if you want to create your own user roles you can do that under the title user roles. A user role can be divided into user roles in the company and a user role on recruitments - this means that the user role you assign a user in the company does not have to be the one that applies to all recruitments but you can let a user in the system with for example viewer permission in the company still be an administrator over a specific recruitment.