Ask Me Anything Recap: How To Configure Job, Candidate and Application Fields

Nov 17, 2022
Applicant Tracking Systems, Blog

Our Ask Me Anything webinars provide a forum for users to learn more about ApplicantStack from the ApplicantStack Account Management team and receive answers to their product questions. The webinars include a demo of a product feature(s) followed by question and answer.

AMA Recap: How to Configure Job, Candidate and Application Fields 11/10/2022

Ellen Benzine showed attendees how to customize fields to meet your specific needs.

How To Configure Job Fields in Recruit

Field configuration can be performed by account administrators.

  1. From the Home page, open the Jobs tab on the top menu. The information in the Jobs tab is about the specific job – Job Title, Available Positions, Location, etc.
  2. To create a new job field, click your picture in the upper right and choose Setup from the dropdown.
  3. From the blue menu on the left, choose Configure.
  4. From the Configure page, choose Job Fields.
  5. A page will open that shows your current Job Fields.
  6. Click Create Field from the gray right hand menu.
  7. The Add Job Field form will open. Follow the prompts to add the necessary values in the form.
  8. Select Save in the lower left hand corner.

In addition to the default fields, some ApplicantStack users add a field for Existing Job or New Position, Salary or Hourly, or Part-time or Full-time. You can create up to 30 Job Fields.

How To Work With Candidate and Application Fields in Recruit

Ellen explained that Candidate fields include: 1. Basic information about the candidate, 2. Documents and information you want to collect from the candidate and 3. Information you want to input about the candidate. She discussed customization options and showed how to edit the Application Disposition field as an example.

How To Edit an Application Disposition Field

  1. From the Home page, open the Candidates tab on the top menu.
  2. Your Candidate table will open showing Candidate Fields.
  3. Click your picture in the upper right and choose Setup from the dropdown.
  4. From the blue menu on the left, choose Configure.
  5. From the Configure page, you can edit many types of fields.
  6. To edit Application Fields, select it from the Configure page.
  7. To edit the Disposition in an Application, on the Disposition row, choose Edit Options in the Type column under Dropdown.
  8. The Configure Application Disposition page will open showing the options currently set up.
  9. To add another option, click Add Option on the right.
  10. Add one or more options in the window, each on its own line. These will be added to the existing options for the field.
  11. Click Save in the lower left corner.

Account administrators can add up to 20 Candidate Fields and 40 Application Fields. Note that Application Fields are somewhat of a “catch-all.” Source (where the candidate saw your job) is an important option if you are paying for job boards and want to track performance to measure ROI.

How To Configure Hire Fields in Onboard

  1. In ApplicantStack Onboard, select the Hires tab from the top menu.
  2. Click your picture in the upper right and select Setup from the dropdown.
  3. Select Configure from the left hand menu.
  4. Choose Hire Fields from the Configure Account menu.
  5. Select Create Field from the right hand menu.
  6. Follow prompts to complete the form and save.

Bottom line, ApplicantStack Recruit and Onboard are highly configurable. The platforms allow you to collect the information you want to mirror your hiring process in order to hire most efficiently.

Q & A

How can I use text messaging?

We offer Basic ($35/month) and Premium Texting ($95/month).

  1. In the Candidates tab, if Texting is enabled, you’ll have a column labeled P (for Phone).
  2. If the candidate has provided a cell phone number, there will be a phone icon in their record.
  3. You can text candidates individually or in groups.
  4. To text a candidate(s), select their record by checking the box to the left of their name.
  5. Select Text Candidate from the right hand menu.
  6. The Text to Candidate(s) window will open with the recipient(s) listed at the top.
  7. To create a new message, type it in the window.
  8. If you have created a template, select it from the dropdown menu.
  9. Add an accompanying message if desired.
  10. Click Send on the bottom left.
  11. To create templates, select the Library tab from the top menu.
  12. Select Messages from the left hand menu.
  13. You can create email and text templates.

How do I set up Text-to-Apply?

  1. In the Jobs tab, select the Job.
  2. From the Job page, select Summary.
  3. From the Summary page select Launch.
  4. In the Launch tab, the Text-to-Apply is the top section.
    • The phone number associated with the ApplicantStack account is the phone number applicants will use to apply by text.

Ellen gave an example of a customer using ApplicantStack Text-to-Apply. The hiring team posts jobs on their company Facebook page and includes the phone number and job code word to apply by text.

How do I text two candidates?

Select two candidate records > Text Candidates. > select a Text Template > Send.

  • Research reports open rates for texts at 90% compared to open rates for emails from 40-60%
  • Candidates will respond to texts far faster than emails.

How do I create a Job ID to track the source where the candidate saw the job posting?

This requires two functions: Job ID setup and Source option. Note that ApplicantStack tracks the source of candidates without any setup on your part.

  • Home page > ID column. ApplicantStack can populate the ID or you can override the default with your company naming system. In the Create Job tab, enter the desired ID in the Job ID field.
  • To track the Source: Click your picture > Setup > Configure > Application Field > Source > Edit Options. The Source Options page will show existing sources.
  • To add a Source, click Add Options on the right. Enter the Source(s) in the window and Save.
  • You can access source information here: Candidates > All Source dropdown > click each Source to see candidates that applied from the source.

When a candidate doesn’t receive a Paperwork Started stage email, what’s the easiest way to resend?

First of all, you have to let a hire know that their Hire Portal is ready with an email that contains their username (email address), password and link to the portal.

The best practice is to trigger all emails in a workflow. However, if the candidate says they didn’t receive an email, you can resend it manually and not trigger duplicate paperwork. (Note that you need to populate their onboarding portal first.)

  • Hires > Choose Hire > Email Hire (on right) > Choose Message Template > Send
  • Ask your hire to check their spam folder and/or whitelist emails from ApplicantStack.
  • Another option is to text the hire.

How do I reset a new hire’s password to their Hire Portal?

Send the welcome email again, it will generate a new password. In the candidate record, Edit > Portal Password

My Onboarding email has stopped, how do I make it automatic again?

Click your picture > Setup > Configure > Hire > Edit > View Email in various stages > Edit Workflow Stage > Message Settings > Message Template > Choose Email > Submit.

In conclusion, don’t underestimate the power of automations in ApplicantStack. For example, you can automate nurturing texts in any stage of the process and strengthen your outreach to candidates who haven’t finished their application, or great candidates who submitted a general application.

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