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Handle statistics

Workbuster offers you the option of generating and using statistics based on applications received in response to your adverts.

From the menu on the left select Statistics to get the broader, general statistics, e.g. for the number of adverts/applications, which channels have generated the best response and how many candidates you have hired during a certain period etc.
There are two tabs to look at under Statistics:
Applications where you can search for the statistics you want to look at.

General statistics where you see the overall statistics.
The General statistics tab shows the number of spontaneous applications received, and the total number of candidates in different months.
Every advert also has its own statistics tab showing specific information that is unique to that particular advert.

Categories
One way of optimizing searches within statistics is to create categories and link these to the adverts. A category could be, for example, a city or a business area.
By linking categories to an advert, you narrow the statistical results returned.
When you create categories you can make them internal or external. Internal versus external categories – the categories that are listed on your careers page and those that you use internally within Workbuster. Remember that your careers page may be affected if you amend or remove categories or if additional categories are added. (See page 3 for creating categories)

Generate statistics
The following is a guide showing you how to generate statistics for the number of incoming applications and adverts.
The statistics are divided into two sections where the search is carried out in the top part and the results shown at the bottom. You can generate up to three searches at the same time. In the example below we have chosen the following search criteria:

Search 1: Total number of applications in one year
Search 2: Total number of applications during the first quarter of the year for a specific city
Search 3: Total number of applications during the first quarter of the year for the status ’hired’.

1. Period Date internal for the search
2. Job category The job category you wish to look at (shown if categories exist)
3. City The town or city you want to look at
4. Status Statistics based on stage within the recruitment process
5. Color coding Applicants color coded by you

How many internal candidates have applied for your vacancies
6. Rating A candidate’s rating(s) based on the jobs applied for
(If a candidate has applied for several jobs this will generate multiple applications in the statistics)

Result
Number of applications for the total number of adverts.

1. Result 1 Number of applications
2. Number of adverts Number of adverts for which you have received applications

Managing applications

From the overview page you can monitor how many applications have been received for a particular job.

1. Clicking on the name of the advert will take you to ’Amend advert’ where you can edit all the details of the advert.
2. Click on the number in the Applications columns to go straight to the candidate list

1. List of applications for the job vacancy.
a. Candidate – Clicking on the candidate’s name will open their profile. If you hold down the Ctrl/Cmd key when you click on the name, the profile will open in a new tab.
b. Status – The stage of the recruitment process the candidate is currently at. Change status by clicking on the status and selecting a new one from the list.
c. Other – The documents that the candidate has uploaded with their application are shown here. You can preview these by hovering the mouse over the document. Click on the document to open it.
d. Comment – A comment linked directly to the job the candidate applied for. Write a new comment or edit existing comments by clicking on the text. Click outside the text box to save the comment.
e. Survey – Shows how well the candidate meets your desirable requirements and essential requirements. The desirable requirements are shown as a percentage where 100% indicates a perfect match. If the percentage is shown in red, it means that the candidate did not satisfy your essential requirements.
f. Suitability– Suitability is your overall assessment of the candidate. Suitability is set manually by clicking on the bar. The results are saved automatically. Suitability is linked to the candidate and the current job.
g. Color coding – You have the option of setting a color code within the candidate’s profile. This is linked to the candidate and remains the same regardless of the position applied for, unlike ’suitability’ which can differ depending on the job the candidate has applied for.
h. Source – The symbol in front of the candidate’s name shows the channel through which the candidate has applied for the job.

2. Filter – The candidate list can be filtered according to the different statuses to provide a better overview.

3. Archived applications– If you are handling a large number of applications you can archive those that are no longer being considered. This makes the list more manageable. Select the candidates you wish to archive and click the Archive button.

4. Manage a group of candidates by selecting them in the list and then choosing one of the following alternatives.
a. No longer under consideration > Notify – Inform the candidate that they are no longer being considered for the job. You have the option to edit the letter before the notification is sent to make the letter more personal.
b. Send MatchMail – Create a mail-out that encourages candidates to apply for a certain job.
c. Send UpdateMail – Create a mail-out that encourages candidates to update their Profile via a link.
d. Send message– Create a mail-out for the selected candidates.
e. Share – Invite someone who does not have access to Workbuster to look at the selected candidates. The recipient will be sent an email with a link and login data. They can then see the candidates’ name, job applied for and attachments sent.
f. Download attachments– Puts all documents into a zip folder for download.
g. Move to project– Select a candidate and move them to a project. If you are not the owner of a specific project you have to get permission from the person who shared the project with you.

5. Jobs previously applied for – The brown folder shows which other recruitment projects the candidate has been considered for and jobs applied for previously.

6. Suitability – Shows the candidate’s suitability for the specific role.

Create a Template

Under ’Templates’ in the left-hand menu you can create and manage templates for email and adverts.

Email templates
Email templates are used for example when you want to email several candidates at the same time.
Examples of templates could be ’ We appreciate your patience ’, ’Invitation to interview’ etc.
Users with administration rights can amend existing templates and create new ones.

Give the template a meaningful name so that your colleagues know what it is for.
The name is what the candidate sees in the subject line when the template is used to send an email.

Note that if you copy and paste in text from a Word document or other word processing program, you may end up with incorrect formatting such as extra line breaks, incorrect font and suchlike. There are a number of variables you can use to personalize the message.
Candidate’s first name, candidate’s last name, Position applied for
Workbuster inserts this information for each candidate.
We recommend that you add the line ’With kind regards’ to the templates so that they are consistent with the automatic reply templates (such as ’Thank you for your application’ etc.) and to reduce the risk of this being omitted.

If you want a personal signature and the template will be used by several users you should choose ’Do not include signature in the template’ when you create the template. In this case the signature will be inserted in accordance with the settings in your account. If you only want the company name or another set phrase you can enter this directly into the template.

Advert template
Under ’Advert templates’ you can create and administer templates for the job ads.
Give the template a meaningful name so that your colleagues know what it is for.
Note that if you copy and paste in text from a Word document or other word processing program, you may end up with incorrect formatting such as extra line breaks, incorrect font and suchlike.

To add an image to the advert template click on insert/edit image and upload the image you want to use, or choose an image from the picture archive (see Insert image for more information).
The various heading levels are adjusted according to the settings that are entered in connection with the design and integration on the careers page. The character size for heading two etc. can be varied for different companies. This is to ensure a consistent appearance and for compliance with the company’s profile.
There is an option to link to a survey that will then always be used when a specific advert template is selected.

Publishing adverts on LinkedIn

The contract concerning Workbuster’s recruitment tools gives you the option of publishing adverts on LinkedIn.

What is included in the contract?

Adverts in the news feed
Workbuster provides you with an easy way of publishing your job vacancies on your company’s LinkedIn page so that they are shown in the news feed. At the very bottom of the Publish tab for each job are ’Share’ buttons, one of which is specifically for LinkedIn.

Adverts for the jobs section
Workbuster has been working with LinkedIn since August 2015. All adverts that you publish on your website will also be placed – at no charge – on LinkedIn under the Jobs section. Link to LinkedIn and the jobs page: https://www.linkedin.com/job/
If you want to remove your adverts that have been automatically placed on LinkedIn, contact support@workbuster.se. We will ask LinkedIn to make sure your adverts are not published there.
This free offer enables you to reach active job seekers. If you want to reach passive job seekers you can buy what LinkedIn calls Job slots and/or Job wrapping*.

Picture archive

In Workbuster you now have the possibility to upload pictures and create your own picture archive. Earlier we had to convert the pictures for you into a link in order for you to use them in a job ad or template.

To organize the archive in best possible way is to start with creating different folders.
By doing this you will make it easier for users to find the pictures they are looking for.
You can name the folders depending on how your organization is set up and pick a suitable name as for example department, team, brand, name, unit etc.

Create a folder and upload pictures
Create a folder by clicking insert/edit image in the text editor within an ad/template.

  1. Click to the left on upload now
  2. Name the folder in the field Create folder here, click on create folder
  3. Choose folder to save the picture to
  4. Click on click or drop

You can also from this view direct insert the picture to a job ad/template by clicking “insert picture”

Insert uploaded picture from your archive

Use and insert your uploaded pictures in ads or templates.

  1. Click on the ad you want to upload a picture to and put the marker where you want the picture then click on Insert/edit image.
  2. A new window opens where you either choose to upload a new picture A or pick one from the Library B and click upload.

 3. By marking the picture, you can make it bigger or smaller by dragging the corners.

Insert picture by using a link
To insert a picture with a link is still possible if wanted.
You do it by clicking on insert/edit image and choose “get from URL” and paste the link

Publishing adverts on LinkedIn via Workbuster
The contract concerning Workbuster’s recruitment tools gives you the option of publishing adverts on LinkedIn.
What is included in the contract?

Adverts in the news feed
Workbuster provides you with an easy way of publishing your job vacancies on your company’s LinkedIn page so that they are shown in the news feed. At the very bottom of the Publish tab for each job are ’Share’ buttons, one of which is specifically for LinkedIn.

Adverts for the jobs section
Workbuster has been working with LinkedIn since August 2015. All adverts that you publish on your website will also be placed – at no charge – on LinkedIn under the Jobs section. Link to LinkedIn and the jobs page: https://www.linkedin.com/job/

If you want to remove your adverts that have been automatically placed on LinkedIn, contact support@workbuster.se. We will ask LinkedIn to make sure your adverts are not published there.

This free offer enables you to reach active job seekers. If you want to reach passive job seekers you can buy what LinkedIn calls Job slots and/or Job wrapping*.

* Job slots and Job wrapping are paid-for services offered by LinkedIn. You need to contact LinkedIn yourself if you wish to sign up for these services, or to find out more about them.

Create a survey

Under the ’Surveys’ tab in the menu on the left you create and link surveys to your vacancies with selected questions for candidates to answer during the application.
You can also set up surveys for candidates who send you spontaneous applications. Using surveys in the system helps you to make it easier to screen candidates in a recruitment process and to increase and simplify searchability in your candidate database.

Only users with administrator rights can add and amend surveys.
To create surveys you need to set up questions in the system and develop a question bank.
In this way you build up your own unique question bank that is appropriate for your business.
Under Surveys and Questions you find the lists of the questions you have created and you can link these to a vacant job or role.
A survey contains one or more questions. In turn, the questions comprise one or more multiple choice answers or an answer field, depending on the type of question you have chosen.

Single choice question – One or more answer options where the candidate can only pick one single option.
Multiple choice question – One or more answer options where the candidate can choose multiple options.
Grading question– The candidate can choose an answer using a scale of one to five.
For example, ’completely untrue’ to ’very true’.
Text question – The candidate provides their own answer to the question you have asked. But these answers are not searchable when searching for a candidate.

Once the questions have been created and you have added the possible answers you want the candidates to choose from, you can use various tools to make sure that the system puts forward the candidates who mostly closely match your ideal profile.

Requirement – If there is one answer option that the candidate must choose, that answer is marked as ’essential’. A candidate who does not satisfy this requirement will then get a red mark on their selection questions. Bear in mind that if you are using a single choice question you can only set one requirement.

Points – To help you establish how well a candidate meets your desirable requirements, you can allocate points to the answers that are important to you. The system will then calculate as a percentage how closely the candidate meets your desirable requirements, where 100% indicates a perfect match. Remember that in a multiple choice question the candidate can choose several alternatives and thereby score all the points that you have divided among the various possible answers. See example below.

Example survey

Surveys are complicated but are an effective tool once you have mastered them. We have included an example to help to get you started with your own surveys. In the example below we are looking for a salesperson with previous sales experience and knowledge of the software they will be selling.

Question 1 – Driver’s license question
The sales representative will have to travel around the country on their own so a driver’s license is essential. We therefore create a single choice question: ’Do you hold a driver’s license?’ and add two possible answers: ’yes’ and ’no’.

In this example the answer ’yes’ is a requirement because we cannot employ someone without a driver’s license for this position.
We are not interested in points for this question because it doesn’t matter how many desirable requirements the candidate meets if they do not have a driver’s license.

Question 2 – Professional experience
For this position it is important that the candidate has previous experience. We are aware that candidates will have varying amounts of experience but we nevertheless wish to grade them on how much experience they have. We think that four years’ experience is sufficient. Above that, it makes no difference if a candidate has more. We use a single choice question again because the candidate should not be able to select more than one alternative. We will use points so that the system can grade the candidates.

It is not an essential requirement to have previous experience so we do not use ’requirement’. However, we have allocated points to the various alternatives, and we have given the highest points to the answers that we think are most desirable.

By default, the system sorts the possible answers in alphabetical order. In this case, because the possible answers would not be presented in chronological order, we have chosen to sort the possible answers manually.

Question 3 – System knowledge
We believe it will be easier if the candidate already has experience of the software he or she will be selling. We therefore ask which programs the candidate has experience of. Unlike the previous questions the candidate could choose several options here, so we use the multiple choice question.

It is not essential that the candidate should have experience of any of the programs and we attach no weight to which specific programs they are familiar with. But we want the system to help us list the candidates who are familiar with the programs. We have allocated ten points to each possible answer which means that if the candidate is familiar with all the programs they can get 50 points.

Mandatory questions and weighting
We don’t want to receive applications from candidates who do not answer the questions we ask, so we mark the questions that candidates must reply to. I have chosen not to have the question ’What programs do you have experience of’ as a mandatory question, so candidates who are not familiar with any of the programs we are looking for cannot send in their application. If you want the question to be mandatory, you have to add one possible answer that can be selected if a candidate is not familiar with any of the programs, e.g. ’None of the above’.

Under Weight you can see that the last two questions are worth 50 percent of the score. This is due to the way in which we have distributed the points. In response to the question ’How many years’ experience do you have?’ the best answer is worth 50 points. The same applies to the question ’What programs are you familiar with?’ but with the difference that the candidate has to check all the possible alternatives to get 50 points. The total percentage is always 100%, regardless of how many points you allocate to the survey. In this example we have allocated 100 points to make the example simpler.

Selection questions for the candidate
Selection questions will look like this for the candidates. I have filled in the possible answers so that you can see the difference between Single choice questions and Multiple choice questions.

Selection
When the candidate sends in their application we use the survey column to sort the candidates who best meet our requirements.

Eva meets 40% of our desirable requirements. But the fact that the percentage is red shows that Eva did not meet the essential requirement we included in the survey. If you are curious as to how Eva answered the questions you can hover the mouse over the percentage.
Adele meets all our desirable requirements as well as the essential requirement we set.

Future recruitment
All candidates will appear in the candidate database and you can now search in the system for candidates based on the questions you’ve set up. You run the search for candidates under ’Search for candidate’/’Advanced search’. Below is an example that will show all candidates who have a driver’s license. You can also combine this with the other selection options and survey questions that you have created.

Tip:
To prevent candidates from having to answer the same question several times when they are looking at multiple jobs, and to make sure that you don’t end up with a messy and confusing array of questions, it is important that you recycle questions you have already asked. Go into the system and look at the questions you have asked before. Make sure that there are no duplicates and that there are no questions you don’t use.

Search candidate by post code

To find potential candidates close to where the job is, Postcode search is recommended. The advantage of using Postcode search is that it will help you to narrow the search down to a certain area.

Go to ’Search for candidates’ and ’Advanced search’. In addition to other criteria, you can enter the postcode area within which you wish to search. For example, you can search for candidates who live near Vedum by entering the 53 postcode. If you want to search in Vedum and the surrounding area you enter 46,53,54,53. The map below shows the postcodes you should use

Search for candidates

Via Search candidate from the menu on the left you can search for candidates who have applied for a specific job or those who have submitted a spontaneous application. There are two tabs: Simple search and Advanced search. The Advanced search tab gives you more options to search on than Simple search.

Advanced search.
The selection and search can be carried out according to various search criteria. All criteria can be combined with one another to limit the selection and to make it as accurate as possible. The search can be made using the criteria below.

 

1. The candidate’s basic information and text in the attached documents (search words are separated by commas when searching in attachments)
2. Whether there is a responsible recruiter linked to the candidate
3. Roles/competences
4. Status – what stage of the process the candidate has reached
5. Position searched for, or whether a spontaneous application has been submitted. Use the CTRL/CMD keys to select more than one option.
6. Grading – suitability for the role selected
7. Type of date – profile created or profile updated
8. Color coding
9.Survey questions. Clicking on the ’Show/Hide selection for questions’ link opens the survey questions that you can use to help make the selection. Click on the question you want the selection to be based on and then select which of the possible answers you want to include in the selection.

Candidate profile

The candidate profile consists of various tabs where you find the basic information about the candidate.

Profile

  •  Basic contact information, attached documents. answered surveys, positions applied for and notes
  •  Color coding of the candidate.

Roles/Surveys
Listing of answered surveys from the candidate as well as roles interested in.   

Roles
a. Roles the candidate is suitable for. You can add more roles to the candidate by clicking “Choose Role”, likewise to remove a role you click on the bin.
b. “According to candidate assessment”: A blue checkmark will appear for the roles the candidate showed interest in. The candidate can update the information by requesting a link on your carrier page and update their profile.
c. “Assessment Recruiter”: Estimated assessment from you according to the role.
You grade the candidate by marking the step suitable.

Surveys
d.     Survey – Answered surveys. Click on the name of the Survey and you will see the answered questions.
e. Ad – Which ad the survey is connected to
f. Results –  How well the candidate meets the requirements set in the survey. Depending on how the questions been answered the result will show in green or red text because of the requirements in the questions.
g. New/ Change survey answers: You can add questions and answers to the candidate.
The question and answers you add can only be seen internally unless they are linked to a role or service the candidate applied for.

Documents
Documents uploaded by Candidate
If the document is crossed out it means the candidate removed it and we recommend you to remove it to.

Other documents
Documents uploaded by recruiter, these documents are not visible to the candidate.    

Applied services
In this tab you find the services the candidate applied for as well as project connections.
The rating tells you about the suitability to a specific services the candidate applied for.

Notes
In the tab Notes you can make notes according to the candidate and
You can make notes curing  the candidate, these ate not visible to the candidate.
To think about according to PUL, it is forbidden to keep sensitive notes as for ethnic, origin, political opinions, religious values, membership in trade union or personal contacts,  according to sex or health.

Assessio
Results listed if you are using tests as a part of your process.

Close a recruitment process

When you close a recruitment process all candidates and history are saved in the system.
Check that the closing date for applications has passed. Once that date has been passed the advert will automatically disappear from your website. If you end the project before the closing date you will have to take down the advert manually. Under the Publish tab click on Remove for the channels you wish to close.  

The next step is to reject the candidates who have not got the job. We assume that candidates who have attended interview will receive their rejection in a form other than email. Select the remaining candidates and click on No longer under consideration > notify and follow the instructions.
You can now close the advert by clicking into the advert and select Closed as recruitment status under the change tab.