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Vacant position

In the menu on the left you will see the Adverts button. Click on New advert to go to step 1 of creating a vacant position/advert.

Step 1
Complete the following steps to move on to step 2.

1. Company name– Specify the company or subsidiary you want to create the vacant position for.
2. Responsible – Select from the list who will be responsible for the recruitment.
3. Advert template– Choose an advert template, if an appropriate one exists. The wording can be edited in the next step.
4. Advert heading – The heading will be displayed on the advertising channels you have chosen to use.
5. Publication date – The earliest date the advert should be published. To publish an advert, you have to manually click the Publish button. See step 3, Publish.
6. Closing date for applications – Last date for applications and last publication date.
7. Categories – If your company has chosen to use categories, check the appropriate categories for the advert.
8. Authorization – Select the users who are to have access to the job and the candidates who have applied. When you have completed the above fields click on Create advert.

Step 2
In this step you add the wording for the advert and link it to a survey, if you are using one.

1. Enter the text in the text editor or copy and paste it in from another document. 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 avoid this, click on the   symbol before you paste in your text.

2. Select categories to ’mark up’ the advert, e.g. city, business area.

3. Under Surveys you can choose a survey to link to the advert by selecting from the dropdown list.

4. Click on preview and Apply to see what it will look like for the applicants.

5. When you are satisfied with the advert click Save advert.

Step 3
Publish the advert. Before you do this, you can preview it.

1. Preview– Click preview button to the right of the advert to preview it. You can also go through all the steps that the candidate will have to go through to check that everything looks ok.

2. Publish – Click on Publish to publish the advert.
(If you can’t see the Publish button, it means that you do not have the necessary authorization to publish adverts. Contact your administrator to get higher permissions.)
Under Publish you will also see a list of publication channels to choose from. Click on the Publish button to publish the advert. The advert will be published immediately on your website but it can take up to an hour before it appears on external channels.

The advert is automatically removed from the website once the closing date for applications has passed. You can extend the closing date by changing the date on the ’Amend advert’ tab.
If you want the advert to continue to appear on external channels after you have extended the deadline for applications, you need to click on the Update button on the Publish tab for the update to take effect. (This only applies to the channels that have an update button)

Create a New Project

A project is like a folder on your desktop where you keep interesting candidates for future recruitments. When searching for candidates for a specific type of role, projects are a good way of mapping and ‘keeping track of’ candidates.

To create a project, click on ’new project’ from the menu on the left and follow these steps:

  1. Choose which companies the project will be used for.
  2. Who will be responsible for the project.
  3. A suitable name for the project.
  4. When the project starts.
  5. An estimated end date for the project.
  6. If anyone other than an administrator is to have access to the project, note this under authorization. As with the adverts, authorizations can be changed subsequently.

When you click on Create project you are taken to the administration page for the project where you add or remove information about the project.

From the Advanced search tab and the candidate database you can now select candidates and move them to a project.
You can go to a project in two different ways: via the large button on the overview page or by clicking on Search for advert from the menu on the left.
In the search results you can see the difference between an advert and a project because the project has a different color to the adverts (adverts are white and projects are yellow.)

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.

Modules

Under the Modules tab you can switch system functions on and off and change language.
We recommend that you do not change any of the settings without contacting Workbuster’s support team first.

Recruitment Process

This is where you add the steps that make up your recruitment process. You then move the candidates manually through the steps.
As administrator you can amend, add or remove steps in the process.
By changing the numbering of the order column you can choose the sequence of the process steps. The recruitment process looks the same for all users.
To make it easier to manage candidate lists you can gray out candidates with the status ’Rejected’ by putting a checkmark in the ’Not for this role’ column.

To make sure that candidates with specific statuses (e.g. interview & hired) do not receive a rejection email you should put a checkmark in the ’Does NOT receive a rejection email’ column.
Candidates for whom this checkmark has been added will not then be included in the mail-out that is sent when you mark all candidates in the list and send a rejection email.

Select automatically upon application’ must always be ticked for the Applied step, otherwise the Applied and pending fields will not be updated in the list when all recruitment projects are listed. On the same page as you enter the settings for the recruitment process, you also decide what information should be shown in the various columns in the list view. The Applied column is fixed and cannot be deselected. In column three we recommend showing applications that have not yet been dealt with so that you have a direct overview of how many new applications have been received.

Categories

Under the tab Categories you create and manage categories to link to different adverts.
A category could be a town or city, for example, or a business area.
As administrator you can add or remove category headings but this may affect the integration into your website, depending on how this is set up. If you need to change category headings, contact Workbuster’s support team for information and advice on the potential impact on the website.

You can manage the various alternatives that are linked to the category yourself, e.g. add or remove a specific city.

Categories are also used to generate statistics so not all categories need to be visible on your careers page. To choose which categories should be shown, click ’Change’ to the right of the heading you wish to amend.

Carrer portal

In the career portal section you can write/edit the text that will be displayed on your careers page.
The fields control the following.
Introductory text Vacancies
Introductory text Candidate database
Introductory text ’Choose a suitable role’
If a field is left blank Workbuster’s standard text will be displayed.

For companies with a group structure, only the careers page of the parent company is changed if the text is updated. Workbuster can amend the text on other subsidiaries’ websites;
Contact Workbuster’s support team if you wish to make adjustments to these.

Workbuster User Guide

This guide is designed to help you get started with Workbuster as we take you through the most important functions.
Once you have logged into Workbuster you will have access to our Knowledge Bank where you can look at our manuals, keep up to date with system developments and find out what’s new under the News tab.
You will also have access to Workbuster’s e-learning resources in the form of video guides showing you how Workbuster works and easy ways of carrying out various activities in the system.

Users

Users

Under the User tab you can manage users and the different permissions.  .

Add new user

To add a new user, click on add user and fill in the form information followed by the chosen permission: administrator, super user, user or guest.

Start by entering the user’s email address. If the email address already exists in the system you will be asked whether you want to activate the user.
The following permissions are available in Workbuster:

•Administrator
•Super user
• User
•Guest

It is possible to give a new user access to previous recruitment projects.
Login details are not sent automatically to new users.
The administrator sends an e-mail invitation via Workbuster to the user with user details and log in information. You send this email from the User tab via the Reset password button.

Within the User section you can also manage the following functions.
1. Send login details/reset password
2. Force users to change their password when they next log in
3. Deactivate users
4. Export user information to a file.

Roles
This is where you create the roles/competencies that you may need to recruit to within your company. When you create roles it is possible to make them externally visible on your careers page for spontaneous applicants to fill out or alternatively you can set them up internally for users within the system. You decide this when you create a role by checking or unchecking the option for ’internal’. Using roles internally can be a good way of documenting functions that you are not actively seeking to recruit to.

It is also possible to link surveys to the various roles containing questions that the candidates have to complete when making their application. (For more information see the separate section on surveys below.)