Job Templates can be created and customized using job elements to be as simple or as complex as required. Once individual elements are established, they can be pulled from the element libraries to create a template that will appear on your Job Template tab.
Creating Job Elements
Job Elements are broken down into three template libraries: Information Elements, Applicant Elements, and Processing Elements. The preferred method for creating job templates is to populate each of the three job element libraries first in order to import content from those libraries when building a job template. The three template element libraries can be found under Job Templates on the main menu.
Information Elements
The elements contained in this section can be used in a job posting to inform applicants of the basic attributes of the job. Select Information Elements from the menu and then click each individual element to review, edit, add, or remove content. Available elements are as follows:
- Department (required): A default set of department names is provided. Review to confirm if your organization would like to add or remove any categories.
- Employment Type (required): A default set of employment types is provided. Review to confirm if your organization would like to add or remove any categories.
- Company Description (required): One or more company descriptions can be added to this library.
- Job Description (required): This is a library of all job titles and descriptions at your organization. Create job descriptions for each position before creating a template.
- Benefits (optional, but recommended): Create and define the benefits packages being offered to the applicant.
- Video (optional): Add the name and description to embed a video that will be displayed on the application home page.
- Custom (optional): A custom element is a description of an organizational attribute (e.g., award-winning cultural environment) or a benefit that deserves exceptional recognition (e.g., full tuition reimbursement for continuing education). Once created, a custom element will be displayed on the application home page.
Note: Each information element has a quick +Create button in the upper right to create new content. Once created, selecting the ⋮ menu will allow users to edit or delete elements.
Applicant Elements
The elements in this section are System and Question Sets. These elements are used to collect information from the job applicant. Select Applicant Elements from the menu and then click each individual element to review, edit, add, or remove content.
System
The following system elements are global settings for all job templates and posted jobs. If applicable, some System sections include individual fields that can be set to required, optional, or hidden. In addition, the system elements enable users to use the text editor to write detailed applicant instructions or text that will appear within the application.
Question Sets
Question sets collect information from job applicants during the online job application process. For hiring flexibility, we suggest that when creating job templates, you should group the question sets into general questions and job-specific questions. When creating question sets, they can be defined as a Standard Applicant Element or AutoScore Applicant Element.
- AutoScore Applicant Element: Auto-scored question sets produce a score that helps highlight potential quality applicants from the applicant queue and individual applicant files. Question types within this set will be scored automatically against the desired response, and include yes/no and multiple-choice questions.
- Standard Applicant Element: Standard question sets do not provide scores, but they offer additional question types (i.e., text responses and file upload). The answers in the Applicant File can be given an overall rating manually by a user.
See more about Creating Question Sets.
Processing Elements
Processing elements are workflow configurations and other system settings created and edited by an account administrator.
- Workflows (required): A workflow is a series of stages and steps that represent the job applicant processing path that appears in an applicant's file. At least one workflow must be defined before a Job Template is created.
- Applicant Flags (optional): A user can mark an applicant file using colored and labeled flags to help identify applicant quality.
- Reference Forms (required): A reference form is a series of designated questions that are sent electronically to the references provided by an applicant. At least one reference form must be defined before a Job Template is created.
Creating a Job Template
Once content for all Job Elements has been defined, a Job Template can be created. The selected elements within a template will determine what information an applicant sees and what system users will be able to review within the Applicant File.
Select the Job Templates tab on the menu then choose +Create Template to build the job template.
Step 1) Add Information Elements to the job template
- Enter the Job Title.
- Select the Department and Employment Type from the drop-down menus.
- To import the remaining information elements click + Add From Library and select an element from the library menu. Required information elements are marked with a red asterisk.
- Repeat to import additional information elements from their libraries.
- To reorder information elements, click the row then drag and drop to a new location.
- Click Save and Continue.
Step 2) Add Application Content
When creating a template, the selected elements will display within the application in the same order as they appear here. We recommend starting with the Resume and/or cover letter followed by Employment History and Education History.
Part One of Application
- Resume is locked in the On position and set to Optional by default. Change to Required by making the selection from the drop-down.
- Cover Letter is toggled Off by default. Click the button to toggle On and then select Optional or Required from the drop-down.
- Employment History and Education History are toggled Off. Click each button to individually toggle them On.
- To include a question set, click +Add Question Set From Library and select the set.
- Repeat to add additional question sets.
- To reorder the application content, click the row then drag and drop to a new location in Part 1 of the application or Part 2.
Note: Employment History, Education History, and Certifications are global settings found in Applicant Elements > System, which can be reviewed by Account Administrators or other users with permissions.
Part Two of Application
- References are included in Part 2 of the application and toggled Off by default. Click the button to toggle On and select the required number of references to be provided by the applicant from the drop-down.
- To include a question set, click +Add Custom Section and select the set.
- Repeat to add additional question sets.
- To reorder the application content, click the row then drag and drop to a new location in Part 1 of the application or Part 2.
- Click Save and Continue.
Step 3) Select Processing Elements
- Select a Stage Workflow from the drop-down.
- Select a Reference Form from the drop-down.
- Click Save to finish creating the job template.
Editing a Job Template
Editing a Job Template will make changes for all future uses of the template; however, it will not change any jobs that were posted previously using the template.
- Click the position title from the job template list and select Edit from the ⋮ menu.
- Review and edit the Information Elements, Applicant Elements, and Processing Elements. Click save and continue after each.
- The recently-edited template will display at the top of the Job Template list.
Note: If you'd like to create a similar job with different elements, click the ⋮ menu to clone the position.
Working with Job Templates
The Job Template tab in your hiring system is the library of all job templates. Click the ⋮ menu of a template to Post Job, Clone, Edit, or Delete.
Post Job: When posting a new Job, find your template, click the ⋮ menu, and select Post Job. Review all elements and content of the application for accuracy before posting.
Clone: To build a similar job template quickly, you can clone a template, make your changes, and save it under a new title.
Edit: Editing the template is a good option if you have changes that you would like to include in all future uses of this template.
Delete: Delete a template to remove it from the system. Performing this action cannot be reversed. If the template was used previously, there will be no changes to that job.