September 1st 2021, Release Note: WFM UK: ATS: Bulk Inviting Candidates, Pagination of Displayed Records, Searching by Application ID – Fourth & HotSchedules Customer Success Portal

Summary

Select the release feature from the table below to be taken directly to that section of the release note.

Feature 1

Feature 2

Feature 3

Bulk Inviting Candidates to Events

Managers can now invite multiple candidates to an event using a bulk action from the Dashboard & Vacancy pages.

Selecting Number of Records to Display

Users can now select how many records they wish to see within table/list views in both Admin & Candidate portals.

Searching by Application ID

Managers can now search by Application ID within the Candidate Search.

Release date for all features: 1st September 2021

Bulk Inviting Candidates to Events

Enabled by Default? - Yes
Set up by customer Admin? - No
Enable via Support ticket? - No
Affects configuration or data? - No

What's Changing?

A new bulk action that enables managers to invite multiple candidates to an event from the Dashboard list view or Vacancy pages.

Reason for the Change?

The bulk action removes the need to go into individual candidate pages when managing applications. This speeds up the process, particularly when there is a high volume of job applications for specific vacancies.

Customers Affected

All ATS customers.

Accessing Invite to Event Bulk Action via Dashboard & Vacancy Pages

The new Invite to Event bulk action can be found within the Action drop-down along with other bulk actions in the Dashboard list view page (see Fig.1).

The label for the bulk action will dynamically change depending on the process step that the selected candidates are in. For example, if multiple candidates are selected in the 'Application Review' stage and the next event in the application process is 'Phone Interview', the label in the Action drop-down will be displayed as Invite to Phone Interview, as seen in Fig.1.

Fig.1 - Invite to Event Bulk Action in the Dashboard

Users can also access the bulk Invite to Event action from the Vacancy page. However, this action will appear as a static label (see Fig.2).

Fig.2 - 'Invite to Event' bulk action in the Vacancy page

The Invite to event bulk action is only available on process steps with an 'Invite to event' action that has not been deleted from the Dashboard pages. However, on the Vacancy page, the Invite to event action is available along with all other bulk actions at the vacancy level.

If users attempt to bulk invite candidates via the Vacancy page in a step that does not have an 'Invite to event' action, the ATS will display an error message to explain that candidates cannot be bulk invited in this process step.

The ATS also has validation that will prevent users from bulk inviting multiple candidates from the Vacancy page who are within different steps in the process. The ATS will display an error message to inform that the action cannot be completed.

Inviting Candidates to an Event using Bulk Invite to Event

To bulk invite multiple candidates to an event from the Dashboard page:

Log in to ATS and select Dashboard
Select a step that contains an 'Invite to event' action
Select 1 or more candidates, using the tick boxes
Use the Action drop-down and select Invite to Event

The Bulk Invite to Event modal will be displayed (see Fig.3).

Fig.3 - Bulk Invite to Event Pop-up modal

The modal contains the following sections and definitions:

Candidates Selected - count of candidates selected for bulk inviting to the event(s)
Selected Available Slots - sum of available slots across events selected for the bulk invite (including existing events and/or new events)
Associated Events with free slots - a list of all events that are shared across the vacancies that the selected candidates applied to
Set Up a new Event - form to create 1 or more new events to bulk invite the selected candidates to
Email Preview - preview of the email communication that will be sent to candidates when they are bulk invited to the event(s)
Users have the option to bulk invite candidates to existing events linked to the vacancies they applied to by selecting from the list of events in the Associated Events with free slots section

Events will only appear in this list if there are shared events across the vacancies linked to the candidates that have been selected for bulk inviting. A combination of existing events and new events can also be created to bulk invite candidates.

In the case where there are no shared events, the user will be prompted to create new events within the pop-up modal in order to bulk invite candidates.

If the number of event slots is not equal to or greater than the number of candidates selected, candidates cannot be bulk invited and managers will be unable to select Progress application (greyed out/inactive) on the pop-up modal - see Fig.4.

Fig.4 - Progress Application disabled when there are not enough slots to bulk invite selected candidates

The count of available slots dynamically increases and decreases onscreen as users create new events and/or select from existing available events, as well as remove/de-select events to provide visibility of the number of slots available for the candidates selected.

Once the correct number of slots have been created and/or selected:

Complete the bulk invitation for all selected candidates by using the Progress application button
To close the pop-up and cancel the bulk invite action at any time, select Cancel

All candidates will be progressed to the next step in the process and a toast message will be displayed to inform that the action was completed successfully (see Fig.5).

Fig.5 - Toast message to inform users of successful bulk invitation to an event

Bulk inviting candidates to events will trigger emails to be sent to all invited, and the events will appear in their Candidate portal on the My Applications page to be selected. Candidates can select and/or decline events as they currently do.

The Job Application status will also be updated in the Candidate portal and Application pages to reflect the candidate being progressed to the next step in the process, in line with current functionality.

Any new events created via the 'Bulk Invite to Event' modal will also appear in the Calendar to the relevant users.

Please note: Declined Events. Bulk inviting candidates to events will not take declined events into account. Managers will be able to invite candidates to events they have potentially declined previously. In this case, candidates can decline any events that are unsuitable as per usual. See WFM UK ATS: Declining Events as a Candidate for guidance.