Recruitments
In the side menu under the recruitment menu option, you can click on recruitments, which will take you to this view:
You can also reach this view by clicking on "show all recruitments" in the top right corner above the table on the first page under Active Recruitments.
Here you can manage your expression of interest, view all your recruitments, create new recruitments, and build a workflow for your recruitments.
Recruitment Table
The recruitment table is the table that shows all your recruitments in the "recruitments" section. By default, the table displays the recruitment title, publication status (whether the ad is live or not), the number of new applications (not the total number of applications), who is eligible for the recruitment, and when the recruitment was created.
In the top right corner, there's a gear icon. If you click on this, you as a user can choose what should be visible in the table - if you change it here, it only changes your table, not your colleagues'. You can also freely choose the placement of each detail in the table. If you click on the gear icon, you can also choose whether to see row numbers in the table or not.
In the top left of the table, you'll find a search box where you can search for recruitments. To the right of the search box, you'll find the publication status. By default, all types of publication statuses are shown in the menu except for closed recruitments, but you can change this by clicking on the small dropdown arrow to the right in the publication status box.
To the right of the publication status box, you'll find the "more filters" box. If you click there, you can add more filtering options to this table bar above the table - you can then filter by users, tags, and contact persons, etc. To the right of this "more filters", you can also choose to save a filter option or load previously saved filters.
Workflow for Recruitments
Above the recruitment table itself, you see in the table in the example a number of colorful round buttons with associated text. If you haven't added any such in your own system yet, you'll find a button with a gear icon, which says "Edit status flow".
This status flow exists for you to structure your work. You can freely choose what flow you want to have, and it's entirely optional to add these or not. The statuses you choose can then be assigned to a recruitment.
Many use, for example, "creation phase", "advertising phase", "interview phase" and similar as statuses to clearly see where in the process a recruitment is.
Be aware! If you add or edit these fields, it affects all users in your company. This flow is not personal but company-wide!
Expression of Interest
Expression of interest is often colloquially called an unsolicited application - it's simply a recruitment process that doesn't have a specific need as a basis but is like an open application to your company. If you click on the button in the top right corner that says "Show expression of interest" (or "create expression of interest" if this hasn't been done yet), you can manage your expression of interest ad and see who has applied to your company through an unsolicited application. The view inside the expression of interest looks the same as the view when you create and manage a regular recruitment. But you can read about that by continuing to read below.
Create New Recruitment
In the top right corner of the recruitment page, you'll find the "new recruitment" button. If you click on it, you'll get a box where you can choose an internal title for the recruitment, an external title for the recruitment (the one that will be shown to those applying for the position), you can choose a recruitment template and add which users you want to be part of this recruitment process. All these fields can be edited in later stages of the process.
If you and your colleagues are often the same group of colleagues handling the recruitment process, you can under settings under your company in the side menu on the home screen choose to create a recruitment team. Then you can choose the recruitment team when you create a new recruitment, and all users belonging to that recruitment team will automatically be added as users to the recruitment.
When you click confirm, a new recruitment process will have been created. Nothing is published until you choose to publish something in the recruitment process - but the recruitment process has started so that you can continue working internally with the process.
Recruitment Landing Page
When you've created a recruitment, you land on the recruitment process's home screen. Here you'll probably recognize the layout from the system's home screen with the activity feed on the right (which now only shows what's happening on this specific recruitment), with a side menu on the left and then a bit more overview view in the middle.
At the top of the overview in the middle, you see a blue-green box where you get basic information about the recruitment. You see who is eligible to be part of the recruitment process, can add more eligible people. You see how many applications you have for the position, how many ad views, when the recruitment was created, and what publication status the recruitment has. In this gray-blue field, you can also change the status of the recruitment (if you've added such according to the information you read about here). You can change publication status, preview the ad, and add tags (which you can read more about here).
The Guide
Below the gray-blue field, you'll find the system's "Guide". We recommend that you follow the guide in your recruitment work when you now start with the recruitment process. If you don't want to do that, you can choose to work in the side menu on the left instead, which you can read about below - then you can choose to hide the guide by clicking on the "hide guide" button at the top right of the guide block.
If you choose to work through the guide, you can see that the first step in the process is already checked off, that was the information you filled in when you created the recruitment, so you can click directly to step 1 "needs analysis".
No steps in the guide are mandatory, and you fill in the steps you want. At the bottom of each step in the guide, you can choose to click on "skip step" and move on to the next step without filling in the fields.
Needs Analysis
A needs analysis can be created in two places in Cruitive's recruitment system, either here in the Guide or in the side menu on the home screen under recruitments - if you create the needs analysis out at the home screen, you can also create a recruitment from there and let the needs analysis be the basis for starting the recruitment. If you choose to create a needs analysis here in the guide, you can continue reading and we'll teach you how it's done.
At the top of the needs analysis page, you'll find needs analysis forms - here you can create one or more forms that are then filled in as part of the needs analysis. You create a new form by clicking on "create new form" under the small table at needs analysis forms. When you click there, a window will pop up where you can set the title of the form and choose a template if you already have a ready-made template you want to use.
When you've confirmed the previous step, you'll come to a view that says "answer form" - if you chose a template, you can start filling in the template's questions directly. If you didn't choose any template or if you want to edit the one you loaded, click on "edit form" in the top left corner.
In the editing view, you have a small menu on the right where you can choose to either add information blocks or add questions. Here it's entirely up to you to create the question types and ask the questions you wish to get as good a needs analysis as possible.
When you choose question type, you can also choose to make a question mandatory. If you choose to make a question mandatory, the person filling out the form cannot complete the work without answering that question.
Above the questionnaire, you'll find a floppy disk, a film folder, and a gear. You can use these buttons to save the form you create if you're satisfied with your work and want it to act as a template for another process (you will later find your saved form under templates on the home screen). You can click on the gear if you want to edit which font you want to use in the form.
When the form is created, you can click on "answer form" and answer the questions or click on "back to needs analysis" if you want to get back to the guide and choose a user there who should answer the needs analysis questions.
If you want to edit the title of the needs analysis, you can click on the three dots that are in the top right corner of the view if you're in "answer form".
When you're back in the guide but still on the "needs analysis" step, you can see that below the needs analysis form there's a description, it's like a note or an extra comment you can use.
Below that is confirm need, where you can add users who are in the system (even if the user is not part of the recruitment otherwise) to get approval on the needs analysis. When the person or persons have answered the needs analysis, their answers end up in the same place. You can also add comments on the needs analysis. When you feel ready, you can complete and move on.
Role Description and Requirement Profile
Step 3 in the guide is called "Role Description and Requirement Profile" - here the idea is that based on your needs analysis, you should extract the information and write a role description and then based on that map out what requirements it places on the applicant if they are to be able to perform the work based on the role description. No fields are mandatory and at the bottom of the page you can choose to click on "skip step".
At the top of step 3 you'll find the title "Job Title" - this field is directly linked to the Employment Service, which means that IF you choose to share the ad with the Employment Service at a later stage, this will already be filled in if you fill it in here.
Role description is currently a text field where you can freely describe the role that is planned to be filled. Below that, you get to fill in where the position is located - you can also choose here if it should be remote. This field is also directly linked to the Employment Service if you want to publish there at a later time. This information can also be part of your ad if you want. Below "location" you get to set what time scope the position is intended for.
The last part in "role description and requirement profile" is the requirement profile. It is divided in Cruitive into "Knowledge and skill requirements" and "social and personality requirements". This is linked to the company's competence bank (which you can read more about here) and if you choose competencies or knowledge that exists in the company's competence bank, you can in later stages of the process choose to, for example, auto-generate interview guide and reference form, but you can also choose competencies that are not in the competence bank and create your own questions. More about the interview guide here.
When you feel satisfied, you can click on "complete step and move on".
Find the Right Candidate
Step 4 in the guide you'll find what we call "find the right candidate", in this step you set up functions and steps in your process that are linked to you being able to find out if the candidate is right for you. At the top of this page is therefore the status flow where you set which steps in the process should be included. Here you can click on "add new status" and add as many statuses as you want. You can click on the six small dots on the far right to drag and drop each status to put them in the order you want.
You can also click on a status to edit or delete it. If you choose to edit a status, you can there attach a message template, choose what color the status should have, write a description and add an effect. Adding an effect means that when a candidate is moved to that specific status, something specific will happen - for example, a reference form can be sent out or a selection form or maybe personality tests.
If your company has chosen to have personality tests linked to Cruitive, these will be shown below the status flow. Otherwise, selection questions and reference forms as well as interview templates will follow below the status flow - here you can create forms and templates that you can use in the process later. You can read more about this under central functions here.
The last functions in this step are called "anonymize candidates" and "assessment matrix". Anonymized candidates means that the system will anonymize the applications by assigning them neutral, fictitious character or object names, blur any images and replace other information that may be personally identifiable.
You can create a template for the assessment matrix and also auto-generate it by clicking on "edit assessment matrix".
Ad and Application Form
The last step in the Guide is "Ad and Application Form", here you set up the output related to the recruitment, i.e. what will be shown outwards. At the top of this page you'll find the ad title, this is preset to what you entered as the external title when you created the recruitment process. Below this, you can set which roles you have that are linked to the recruitment, this is not mandatory.
You can also on this page set the language of the ad, this applies to the buttons and text that the system provides which will then be affected, not the text you write - for example if you write the ad text in English and then choose language Swedish, the text will not be translated to Swedish but the buttons and text from the system will be in Swedish.
After that, you come to ad design where you can click in to design your ad and then also create your application form under ad editing - you can read more about how to create an ad here and about how application forms work here.
Under ad and application form come a couple of titles where you set up various messages that are shown to the candidate in different places, for example if you want to add a description to your application form or if you want to write a message that is shown when someone clicks on an ad that is no longer searchable.
That an ad is shown after it's no longer searchable might sound strange, but if you for example have published a position and shared it on your social media, the link to the position and the post on social media can remain even after publication and then the link goes to this message instead as the ad is no longer available.
Publication is the next step - here you can publish your ad and you can choose if it should be manual publication or if the ad should be published within a certain date interval. You can also choose if your ad should be public or private, with private recruitment it means that the ad and position is searchable but only to those who have had the ad sent to them.
The last part of this last step in the guide is about spreading your ad, here you can quickly share to your social media, you can choose to sponsor your ad through our collaboration with Jobtip, this way you can pay for a targeted campaign to various social media to get extra boost on your ad. Read more about how to sponsor your ad through Jobtip here. And finally, you can also choose to publish your ad on the Employment Service and you can read more about that here.
Then click on complete the last step and after that you can by clicking on the recruitment at the top left in the main bar come to the recruitment's landing page.
Side Menu
Everything you can do in the guide you can also do in the side menu which is on the left side of the recruitment's landing page. The guide follows a recommended flow so we recommend following it, but if you want to work through the side menu you can of course do so too - or if after using the guide you want to edit something, it might be convenient to go directly to what you wish to edit through the side menu.
In the side menu, you'll find at the top the title "overview" and that's the recruitment's landing page you land on or are on if you click or are on this heading in the menu. Below that you'll find applications which is a heading that also has a number of sub-pages; all applications, messages, selection forms, interviews and reference forms. All applications is the place you find all your applications - how you handle your applications and how you navigate in the view you land on if you click on this heading you can read more about here.
Messages is a collection page for all messages sent related to the specific recruitment process you're now in - of course you can also on each individual application also find the specific conversation with that applicant, but here you have a collection point for all messages. Below this you'll find selection forms, interviews and reference forms which are the working materials you can use in the recruitment process - on these headings you can click if you want to edit, create or manage these working documents.
The next menu option is "calendar" and here you simply have a quick link to your calendar if you want to book a new interview time or if you want to check how the schedule looks.
After that you see tasks which you can read more about here, but which in short words can be described as digital post-it notes that you can create to ensure that you don't forget anything in the process. After that you'll find the heading "ad" where you can see that there are a number of sub-headings, namely; General, design, application form and sharing. Here you can under general set settings related to your ad, under design you'll come to the design tool for your ad, under application form you'll come to the application form and finally you can manage the ad's sharing under the heading sharing.
The last two headings in the side menu are "statistics" where you can see statistics that can be seen on the recruitment process, and finally "settings" where based on the headings "general", "users", "status flow", "interview templates", "assessment matrix" and "needs analysis" you can manage general settings for these specific parts of the recruitment process.
Concluding Words
Now we've gone through how you create a recruitment and go through the steps you can go through to ensure that the recruitment process follows a structured flow. Now we recommend that you go on and read under the headings "applications" and "central functions" to learn more about how you handle the system when applications start coming in, and how you handle many of the most central parts of the system.