Please note: This article currently reflects the Selection Manager experience and will be updated on 6/9 to incorporate the new candidate pipeline being rolled out to customers. To review the candidate pipeline and how to process candidates through the stages, click here.
Identifying a quality applicant is just the beginning of the hiring journey with a quality applicant. Initial engagement as well as continual timely communication is key to winning the hiring race!
In this article we will cover:
- Identifying Quality Applicants Through the Prescreen Survey
- Automations to Streamline Engagement
- Efficient Candidate Communication Best Practices
- Related Topics
Identifying Quality Applicants Through the Prescreen Survey
Prescreen Surveys use automatically scored true and false statements to provide insight into applicants prior to conducting an interview. In general, those who have scored 70% or higher on the survey are considered to be quality applicants. However, qualification largely depends on which statements they responded unfavorably to so it's important to review these responses.
Seeing How Applicants Compare
One of the most effective ways to see how applicants' qualifications compare is by viewing their Prescreen Survey scores. To do this, click 'Jobs' in the left navigation, then click 'Applicants' to the right of a job title.
Here you will see your list of applicants along with their Survey Scores.
Reviewing Prescreen Survey Responses
There are a few different indicators you may see when viewing Prescreen Surveys. To find these, click 'Jobs' in the left navigation, then click on a job title.
Click on the person's name or click directly on 'Survey' to review their results.
*If you're not sure which job the applicant applied to, you can search for them using candidate search at the top of your Hireology account. Begin typing the applicant's name, then click on the person when they pop up. Next, click the title of the job they applied for to the right of the page.
Statements that were answered incorrectly will be indicated by a red message that says, 'This question was answered incorrectly'.
BEST PRACTICE: Customize a prescreen survey per position and add it to your hiring process. Prioritize quickly reviewing applicants who complete the survey and score well. Advance these applicants to candidates.
Automations to Streamline Engagement
Automated Communication lets applicants know you haven't forgotten about them and keeps them engaged throughout the hiring process. This improves the candidate experience, building a positive reputation for your company and improving your chances of attracting top talent.
Enabling Automated Application To Be Reviewed Confirmation
All automated communication options are turned off by default. To enable this automation, click 'Management' and select 'Automations'.
Click the switch to turn On 'Applicant To Be Reviewed'.
Once turned on, the option to 'Send via email message' will be selected by default. You can also enable 'Send via text message' if you'd like. Since some applicants opt out of text message communication, we recommend always keeping the email notification enabled even when the text message notification is selected.
You will also need to select the timeframe after which you would like the notification to be sent. You can choose to have it sent 8 hours, 24 hours, 2 days, or 3 days after the application was received if it still has not been viewed.
Note: Text notifications will be sent within standard hours (8 AM PST to 9 PM EST), as close to the desired period for review as possible. For example, if 1 day is selected as the time frame and an applicant applied at 1 AM, they will receive a text message at 8 AM. Email notifications will be sent at the exact time from the desired period for review. For example, if 1 day is selected as the time frame and the applicant applies at 1 AM, they will receive the email at 1 AM the following day.
Click 'Update Settings' at the bottom of the page to save your changes.
Viewing / Editing Automated Communication Message Templates
Both the Text and Email automated communication methods include pre-written message templates. You can use them as they are or edit them to make them your own. There are two ways to access these message templates.
From the Automations Page
You can access these message templates directly from the 'Automations' tab under Settings by clicking the links to 'View/edit text template' beside the text and email options. This is a convenient option if you are already on this page.
You will be directed to the Templates page where you can edit, as needed, then click 'Save Changes'.
Directly From the Templates Page
To access the Templates page directly, click 'Management' and choose 'Templates'.
Message templates are categorized by Text and Email. Choose the category you'd like to edit, then click the message template name. Edit the message as needed and click 'Save Changes'.
BEST PRACTICE: Reviewing applicants within 24 hours is still the gold standard. However, if that is not realistic for your business, enable the "Applicant to be reviewed" automation to keep applicants engaged, letting them know that you will still review their application.
Efficient Candidate Communication Best Practices
The most effective ways to communicate with applicants and candidates is via text. Hireology offers a built-in SMS tool so you can send texts from within the platform. Candidate's responses to your texts will be logged so you have a record of your conversations.
Candidate Consent
For mobile compliance, all application forms include an option to opt in or out of receiving text messages. For applicants who choose to opt out of receiving text messages when applying, the SMS icon will be grayed out in their profile and will not be clickable. Applicants who opted in can change their preference at any time by replying “STOP” to messages you send them.
Opting out of text messaging for one job does not automatically opt applicants out from receiving messages for other jobs they may apply to in your organization. Applicants will need to opt in or out for each application they submit.
Note: Applicants who are added to jobs manually will be opted out of SMS by default. Applicants who are transferred to other jobs will be opted in or out of SMS communication depending on their choice for the job they are being transferred out of.
Sending Text Messages
After clicking the icon, you can type a message and send it to the candidate. You can also send a message using a template by clicking 'Select a template' and choosing the template you would like to use. It's a good idea to read through the template before sending it to make sure everything looks good!
IMPORTANT NOTE: Messages are sent from a Hireology system-generated number to protect your privacy. It is always best practice to include your name and company name in the first message so that the applicant knows who you are.
When you click 'Send', the applicant will receive a text message. The first time you text an applicant, the message will include instructions on how to opt out of receiving additional text messages by replying "STOP". If they choose to opt out at this point, you will receive a notification and will no longer have the option to message them again via text message about that job.
Mass Texting
The SMS tool supports mass texting for situations when you would like to send the same message to multiple applicants or candidates at once. You can send a mass text by clicking 'Jobs' in the left navigation and then selecting the job title you are looking to text applicants from.
Check the boxes next to all of the individuals you wish to communicate with then click the "SMS" button on the menu bar within the job. Please note, you can select multiple applicants or multiple candidates but not a combination of applicants and candidates.
After clicking the SMS icon, you can type a message to send to the selected recipients. You can also send a message using a template by clicking 'Select a template' and choosing the template you would like to use. Click 'Send' to send the message!
NOTE: You will not be able to send mass texts to candidates who have opted out of receiving SMS. If a candidate who opted out is selected to receive a mass SMS, their name and phone number will be highlighted in red in the Send Mass SMS Message pop-up window.
Receiving & Replying to Text Messages
When an applicant or candidate responds to a text message, you will receive an email alerting you to the response. The email will include a link to log into your account where you can access your Inbox to read the message and reply.
For privacy and to track all communication in one place, text messages will not be sent to a hiring manager’s personal cell phone number. You can reply through Hireology from a laptop/desktop or mobile device by logging into your account.
Marking Text Messages as Reviewed
Once you have reviewed a text message, click into your inbox and then click the smartphone icon to the left of the message.
The icon will be replaced with a checkmark and you will be able to select 'Mark as Reviewed'. This moves the message out of the 'New' category and clears the red "new message" indicator.
Reviewing Past Applicant / Candidate Texts
All correspondence you've had with applicants or candidates using the SMS tool is logged in your Hireology account. You can view conversations on the applicant or candidate's History page or by clicking the SMS icon within their profile.
To view conversations, search for an applicant or candidate and open their profile. Click the 'History' tab to see the email and text message communication with the individual. You can also click the SMS button within the applicant or candidate's profile to see the conversation history.
BEST PRACTICE: Text applicants through Hireology whenever possible. Use text, not only for initial engagement and interview scheduling but to update your applicant on the process and keep them informed on your hiring timelines.
Related Topics
- Automation: Application To Be Reviewed
- Turning Your Prescreen Survey On / Off
- Sending and Resending Prescreen Surveys
- Editing the Prescreen Survey
- Candidate Communication - Inbox
- Candidate Communication - Email
- Candidate Communication - SMS (Text Messaging)
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