How to get started with Quality metrics and rejection notice 

The quality metric ”Rejection notice” allows you follow up on to what extent you communicate to candidates that they didn’t get the job.   

This metric looks at projects closed within the selected timeframe and how many candidates that had received rejection notice.  

To be able to track how many of the candidates actually received rejection notice in closed projects, you need to tag the emails you use for sending rejection notice to candidates with this information. Furthermore, you don’t email all candidates you reject. Some candidates will get their rejection notice via telephone calls, in meetings etc. To not risk that these candidates fall between the chairs (they are probably your top candidates that you want to keep a good relationship to) we recommend that you set up your process to support this case in the best way.  

Tag your email templates as rejection notice 

This is how you tag your email templates as rejection notice. When your emails are correctly tagged and an email based on this template is sent to a candidate, it will be counted as a candidate that got rejection notice in Insights. Make sure you tag all emails you use for rejecting candidates! 

1. Go to Admin pages 
2. Select Templates > Mail templates 
3. In the list with email templates to the right, select an email template you use for rejecting candidates 
4. Click ”Edit template” 
5. Check the checkbox ”This email is a rejection notice” 
6. Click ”Update”. When updating an email template, this email template in all languages will be tagged as rejection notice. 

Track rejection notice for candidates that you call or meet 

You can add a process event to a candidate that you turned down via a telephone call or something else besides email. To make it easier to remember it and not add too many steps for your users, we recommend that you set up a special folder for this in the standard recruitment process where this event is added automatically. Then information that the candidate got rejection notice will be added to the candidate’s log and count as a candidate that got rejection feedback in Insights.  

This is how you add a folder to your standard recruitment process that will track rejection notice that was given in other ways than email.  

1. Go to Admin pages 
2. Select Templates > Recruitment process 
3. Select the template you use as your standard process 
4. Click ”Edit template” 
5. Click ”Create new folder” 
6. Name your folder and check the checkbox to make folder common 
7. Go to the tab ”Actions”  
8. In the dropdown ”Process event”, select ”Rejection notice” 
9. If you want to add the status ”Rejected” to the candidate at the same time when adding them to this folder, you can make this happen by also selecting status here  
10. Save folder 
11. Now you can drag and drop your folder to the right place in the folder structure 
12. Update template. Don’t miss this step–the changes won’t be added to the recruitment process otherwise! 

You can also add this process event to an existing folder in your current recruitment process. In this case you just edit a folder instead of creating a new one and follow the same steps as described above. 

Other ways to add rejection notice to a candidate

The described steps above is recommended to achieve that this tracking works in your workflow and reduces the manual steps and human error. However it’s still possible to add this manually when working with candidates. 

Adding rejection notice to a candidate manually

From the candidate list, you can add the rejection notice process event to one or more candidates to mark that the candidate was informed of the rejection.  

1. Go to the candidate list in a project 
2. Mark on or several candidates  
3. Click ”Actions” 
4. Click ”Register process event” 
5. Select ”Rejection notice” in the list 

Sending rejection email not based on an email template

If a user writes an email from scratch informing the candidate about the rejection and setting the candidate’s status to any of the rejected options at the same time will make ReachMee interpret this email as a rejection notice.  

When can I expect to get relevant data in Insights?

When you have tagged your emails and start to send rejection emails to candidates, you will get this data on candidates from that moment, not back in time. You can see that the candidate got rejection notice in the candidate log where we will add a row that says ”Rejection notice”. Please note that you also need to close the project to include it in the metric Rejection notice. This means that there will be some time before you activate this until you can see some results in Insights.