Positions

Positions are the job openings that applicants are applying to. These contain all the public information about the roles and details on what should happen to successful applicants for that position. You can view all active positions under the Manage Positions page, which you can find via Recruitment > Manage Positions. This page will also give you information about application statuses, including shortlisted applicants and the number of pending and accepted offers. 

Note: We strongly recommend making a new position each time the role is advertised. Reusing a position will retain all of the previous applicants. You can duplicate the position to create a new position and separate the previous applicants from the new.

Creating a Position

To create a new position select Create New Position from the Actions Menu on the Manage Positions page. From here you can add all the details for the role, link the application and set up how you want the application process to go.

General settings

Under the first tab, General Settings, you will need to include details such as the number of available positions you are advertising, the opening and closing dates, the job location and a reference code if you wish to display this information to applicants.

You can also decide whether a position will be accessible from the portal or hidden and requiring a link to access it. You can edit this information at any time, but be aware that applicants will not be informed of any changes.

Indeed integration

StaffSavvy has integrated with Indeed, so now, when recruiting, you can post new positions via the Indeed website, making your recruitment process more convenient than ever. For more information on using this integration go to our article here.

Applications, Shortlisting and Interviews

This tab allows you to set the duration for which the position will be open to new applications. It is also where you can set details such as whether the application will be hosted on your recruitment portal, or if there will be a limit on the number of applicants, and whether applicants can edit their form once submitted. 

You can also add an application form you have created here. Application forms will include any questions that applicants will be expected to answer. To learn more about creating an application form to attach to a position, go to our section on Application Forms.

This page also allows you to set the shortlisting method for reviewing and ranking your applicants. Refer to the Shortlisting section for more details.

In addition to this, you can also add a scoring form to be included in the interview process.

Position details

This is the information page that potential applicants will see when browsing for jobs or when directed to this job to apply. These details should inform all potential applicants about the position, what they should expect when working with you and any information they should know about the application process.

Under position details you can outline more information about the position itself. This written section can include inserted images and template blocks.

You can provide any amount of text and images to create your page. On larger screens, the page is formatted into two columns: one wide column followed by a narrower column. The main column is designed for the bulk of your content, whereas the side column is perfect for more information, file downloads, and more.

Template blocks

Template blocks allow you to add text (you have previously created) in a single click. You can create a template block once then reuse it again and again, which is helpful for pieces of information that are frequently required, such as a section on general workplace policies or leave notice that apply to all positions in your company. 

It is important to remember that updating a template block will update the content for all of the places where it’s used.

This is perfect for information about company policies or the application process, so you don’t need to rewrite this every time. So, for example, you might title this Sick Pay and add the relevant information about your company's sick pay policy.

You can add and edit blocks under Recruitment > Settings > Template Blocks. 

From there you can create either a written template block or file template block. With the New File Template Block option you can select any file from your computer and attach it allowing you to attach an image or document as part of your position details. This can be useful for adding things like a CEO signature to your position details page.

You can also create a new (written) template block directly from the Position Details tab, as an option will appear to Create Template Block. 

Once you’ve created a template block, go back to your Position Details page and scroll down to add this to your position details. You will see all your template blocks come up as options that you can copy and paste into the document.

To add a block to your page, use the Template Blocks icon in the editor menu and choose which block you want to include. This will insert a code into your page, such as ##block-example##

Do not edit this content, or the block will not be displayed. You can remove the block by deleting the whole text, including the four hashtags (#).

Ensure you have saved this and then this information will appear to all applicants.

Successful Applicants

This tab allows you to configure what should happen to successful applicants. You can select the level of access they will have within the system, the contract they should be assigned, the venue they will be assigned to, the roles/skills they should be assigned to, and any training programs they should be assigned once offered the role. 

You will also be able to assign successful applicants to a specific squad, allowing managers to organise team structures as early as the recruitment process.

Assigning Jobs

Additionally, there is the option to immediately assign staff to a specific job within your company's structural hierarchy. When the successful applicant receives their offer of employment, they will automatically be assigned, making the onboarding process more efficient and the structural hierarchy more explicit.

Other options to consider include whether or not hiring managers can change what the job will be up until the point of an offer. If you decide to allow hiring managers to change jobs, they will only need to confirm the job when offering the position to a candidate.

Staff Account set up

When an applicant is offered and accepts the position, StaffSavvy will create a staff account within your main site. It will copy over all fixed answers (name, email address, phone, DOB, etc.) plus any documents they have uploaded. The staff member will then be emailed with a welcome link and temporary password which will launch them into your main StaffSavvy site.

They will then start your normal required step list and any requirements set for their required roles. No further authorisation is needed for the account.

Delay access to the account until the start date

Alternatively, you also have the option to delay access to an account for a staff member until their start date.

If you do not wish for the new staff member to have immediate access to the system, when offering a position (under the recruitment portal) you will see the option to delay access to their account as an option when you select the offer position button.

There are varying options on how much access applicants might receive, including giving immediate access as soon as the offer is sent or giving hires access to the account only on their start date. 

Other options include, not giving hires automatic access to their account but allowing new hires to be given access later by their manager. This option will create the staff account as normal, but they will not be granted access to their account until their start date. The system will automatically send them a welcome email on their continuous employment start date.

All options are detailed below: 

• Create a new account and give instant access or update their existing StaffSavvy account
• Create a new account and provide access on their start date
• create a new account but do not provide access automatically 
• Automatically accept offer and create account, but do not send invite automatically
• Do not create or update StaffSavvy account

Archive Positions

You can archive completed/filled positions from the Position list page. Find the option under the MORE button. This will keep your position list small and relevant.

You can access archived positions from the Actions menu. From this list, you are able to reinstate the positions or duplicate them for further use.

Export Applications

Within StaffSavvy you are able to export applicant data for external backups, compliance purposes, or to run external reports. For a more detailed look at exporting applications go to our article here.

PDF Exports of Applications

The option to export the applications can be found under each position on the main position management page. Simply select the applications button that appears next to the shortlisting column of of each position. Then, select choose View all applications from the drop down menu. This next page has the option to download applications in the Actions Menu.

Once downloaded, this will create an PDF formatted zip file with all the applications and answers to all questions.

Excel format of applications

Under each position on the main position management page is the option to export the applications as excel documents. This option will only appear next to each position - simply click the applications button, go down to previous form versions and choose a version to export.

Once you download the file, this will create an Excel formatted file with all the applications and answers to all questions (blinded and hidden included).

It is designed to be used only for data analysis and not for any shortlisting purposes. Please ensure that any data you export is correctly protected and is only stored in line with your data privacy statement.

The exported file will include the current status of the application and a column showing how far through the process the applicants have reached. Their final status might be rejected, but their progression might have reached the interview requested.