INDHOLDSFORTEGNELSE
What is the CV database/unsolicited applications
'Candidate database' is a type of project you can create in Talent Recruiter to receive, register and store unsolicited applications from interested candidates.
In this guide, you can read about how to create such a project and how to create a questionnaire with screening questions that you can then use to sort the candidates when looking for a relevant candidate.
During setup, a default Candidate database project will be created and placed at the bottom of your project list. Candidates can register here if there are no relevant vacancies at the moment.
Setup
By default, your Talent Recruiter is set up with a department called 'Unsolicited applications'. However, this department may have been renamed in your setup.
What is special about this department is that it has different settings than the other departments. Candidates that apply for positions created within this department will receive a confirmation that says 'Thank you for your unsolicited application' instead of 'Thank you for your application'.
It is therefore important to create your projects for unsolicited applications in this department.
The user role Project Leader or Administrator is required to create projects for unsolicited applications and to edit the default email templates used within these types of projects. However, a Project Leader can edit the email templates directly within the project – these edits will not be saved in the administration but only on the specific project.
Create a project for unsolicited applications
- Click 'New project'
- Add a recognizeable name, e.g., 'Unsolicited applications'
Set the application deadline for the distant future, e.g., 01-01-2050
Select “Unsolicited applications” (or the name your organization has chosen for the department for unsolicited applications)
It is not necessary to fill in Location, Google Maps, Job Category or Start Date, since a project for unsolicited applications has no job posting, but only an application form that the candidates register themselves with.
- Select the language(s) in which the candidate should be able to register their unsolicited application
- Assign project participants who should be able to access the candidate list for this project
Under 'Other options' select the project type 'Unsolicited'
- Click 'Save and next'
- If desired, you can edit the email that is sent to the candidates when they send an unsolicited application. Click the 'Communication' tab, then the notepad icon next to the email. Make sure to edit the email in all relevant languages
- In the 'Questionnaire' tab, you can create a questionnaire that that can used to filter your candidates. Questions could be about interest in a specific area of your organization, preference for a specific location etc. For help on how to create a questionnaire, see the article 'Questionnaires'. Make sure to translate the questionnaire into all relevant languages.
- Make sure to tick all questions you've made (can be fond at the bottom of the page)
- Click 'Save & next'
In the 'Advertisement' tab, create an empty ad as this should be skipped in projects for unsolicited applications
- Click 'Add new advertisement'
- Click 'Save ad' at the bottom
If you are ready, the project can now be published to your website. Make sure to check that the unpublish date is set to the distant future (such as 01-01-2050) so it doesn't get unpublished by mistake. Once done, tick 'My homepage' and then 'Publish'
If you don't want this project to appear on your project list, you can copy the link to the project and place it somewhere else on the website as a hyperlink:
- Click on the 'Confirmation' tab
- Click the link under 'Link to application form' to check that the application form and questions look right
- Now copy the link under 'Link to application form' and place it where you'd like on your website
- Click 'Finish' – the project for unsolicited applications in now created
Tips and tricks
Search for relevant candidates
If you have created a questionnaire and attached it to the application form, you can filter the candidates based on their answers to these questions. This is especially beneficial if you have a large number of candidates.
To sort based on this:
- Go to the project for unsolicited applications
Here you can do a simple filtering by clicking on the funnel icons at the top of the columns. You can also do a more advanced filtering if you are looking for, e.g., a candidate for your Marketing department in Oslo.
To do so:
- Click 'Filter candidate list'
- Click the 'Questionnaire' tab
Click 'Select' next to the relevant questionnaire
Tick the relevant filters then click 'OK'
Click 'Search'
The search results will contain the candidates that your search criteria.
Setup of deletion policy
A user with the user role Administrator can set up the deletion policy for your project for unsolicited applications:
- Click on the menu item 'Administration'
- Click on the module 'Application deletion'
Set the time frame under 'Deletion settings for unsolicited'
In the example below, applicants registered in projects for unsolicited applications are kept for 12 months. 4 weeks before deletion, an automatic notification is sent to the candidates asking if their application can be kept in the database for another deletion period.
