Publishing a Job
Jobs that have been approved can be published.
Click on the Jobs section and then select a job to look at in further detail by clicking the job title.
Clicking the editing tool will give you the option to use pre-screening step.
Setting up one-way interviews
If you have included the Blind one-way interview step in your interview process, the Pre-Screen tab will appear.
One-way interviews allow you to run an short automated interview process with candidates. You can set up to four questions and choose whether you want to hear all of the candidates in a female or males voice.
When a candidate is moved to this step, they will receive an email, record their answers and you will be able to listen and read those answers in this tab.
To set your questions and the voice, click the pen in the top right hand corner of the Pre-screening config box.
Click + New Pre-Screening button
Select the number of questions you want to ask from the Questions drop down and the your preferred voice (male or female) from the Voice drop down.
Write the questions you would like to be asked to candidates in the Question input boxes.
When you’re finished, click Save.
Configuring your Job Description page
Click the Job Description tab to configure the information that candidates will see when they click to view the job on your careers page. This information allows candidates to understand the role they are applying for.
You are able to decide which information to show candidates in the summary Job details box which appears to the right of the job description text.
Clicking the ‘eye’ icon allows users to view, edit, and filter the details listen on the job description.
When making changes to the details on the job board, click the green tick boxes to remove and add preferable filters for the advertised job.
When making changes to the details on the job board, click the green tick boxes to remove and add details you would like to include.
Always remember to click ‘Publish’ and then ‘Save’ after making an update to the Job Description form so you don’t lose your work.
Customising the Application Form
You can fully customise the application form for when candidates apply. Choose from our list of default input boxes, create custom questions, makes questions mandatory and add customised text at the top and bottom of the page. ai.r will try to automatically autofill the default input boxes from the candidates CV.
To access these settings, click the Application Form tab.
On the application form, click the toggle button to change the information required for a candidate to progress.
The boxes which are filled with a green tick will be displayed to the applicants, however if the toggle isn’t activated then this section will not be required for the candidate to click onto the next page.
Answers required by the candidate are indicated through a red (*) symbol next to the title.
To create custom questions, click the + Create custom question button at the bottom of the the Form building blocks list.
You can create your custom questions by typing it in the Question box.
ai.r support four different answer types:
- Multiple choice answers
- Long form text
- Short form text
- Tickbox
Multiple choice answers
To allow candidates to select from a list of multiple choice answers, select Multiple Choice and then click the + Add Answer button.
Add as many questions as you like, candidates will be able to select multiple tick boxes. If you need to remove an answer, click the trach can.
Once you have built your question form, click Create.
When you publish your job, the custom question will appear on the application form like this and candidates will be able to select multiple answers.
Whenever you make updates to the Application Form settings, remember to save your work by clicking Publish and then clicking Save.
Tickbox answers
If you want a simple yes/no question then the Tickbox answer is the best choice.
You can use this option to set qualifying questions, for example, if a candidate must have a driving license you can ask them to confirm they have a driving license. If they don’t confirm, candidates will receive a red flag against their name after they apply.
You can have multiple qualifying Tickbox questions.
Click Create when you have finished.
Tickbox questions will appear like this on the application form.
Candidates who don’t tick a Tickbox that has a the setting “Red flag if not ticked?” will receive a red flag on their candidate card. You can hover over the flag to see a tooltip that lists all questions that the candidate didn’t answer.
Example in candidate section:
Example in drag and drop board:
Long and short free text answers
The difference between the long and short free text options is the size of the input box.
Long free text answers are given a larger input box making them better for longer answers.
Short free text options are short, single line input boxes, perfect for short answers.
Use the long free text option when you want candidates to write a longer piece of text, for example when asking them to describe their experience.
Use the short free text option when you are asking candidates to type a single word or a short sentence.
Managing your custom questions
Once you’ve created your custom questions you can choose to make them mandatory by clicking the slider on the far right, edit them by clicking the pen or delete them by clicking the trash button.
All custom questions will automatically show on the Application form. To remove them, you must delete them by clicking the trash button.
Saving your work
Always remember to click Publish and then Save whenever you make changes to the Application From tab. Forgetting to do this will result in your work being lost.
Managing Assessments
With Assessments, you can automate the sending and receiving of candidate assessments. You can customise the text in the email, attach documents and set standardised criteria for assessing the candidate.
Here are some examples of how some clients use this feature:
- Send an explanation PDF and a CSV with data
- Collect additional data from candidates that didn’t need to be collected on the initial application
- Collect documents from candidates
All answers can be seen by clicking on the candidates name to open the side draw, clicking the talk icon and then navigating to the Scorecard tab.
To get started, click the Assessments tab.
Click the “Activate Assessment Email” toggle button enable automated emails and press save to confirm.
Click anywhere in the Emails Settings section to edit the email candidates receive.
This email will be sent out to applicants who are requested to complete a task.
You can edit the text within in the box and use the # key to select and add dynamic content such as job title and candidates name.
A big advantage of using our automated assessments tool is ai.r can automatically collect assessments from candidates.
To allow candidates to send assessments back via a link, click the “Insert link for answer submission toggle”.
This adds a link to the bottom of the email that candidates can use to submit their assessment files.
To add attachments, click on the paper clip icon next to Attachments underneath the text box.
Select a file from your computer to attach and a the file will appear underneath.
Please note that you can upload a total of 10MB of files.
To delete files, click on the trash icon.
To download and view the attached files, click the download icon to the left of the trash icon.
When you’re happy with your set-up, click Save to close the box.
Setting standardised marking criteria helps to assess candidates fairly. Each criteria is a statement which the hiring team can rate candidates against and leave custom comments.
To set your marking criteria, click on “Answer Scorecard” and then “Edit scorecard criteria”.
An input box will appear. To add your first criteria click on + Add criteria and an input box will appear.
Type in the description of your first criteria, for example, candidate create a professional looking presentation or candidate presented with clarity.
To add additional marking criteria, click on + Add criteria, and a new input box will appear.
Once you’ve finished, click Save to close the box.
Remember to click “Publish” and “Save”
Configuring Interview Scheduling
Finally, the last step is to arrange an interview with candidates by organising the dates and times you will be available.
The Interview scheduler tab will appear if you have added any interview steps. The default interview steps in ai.r are:
- Pre-screening call
- First stage interview
- Second stage interview
You can also create custom interview steps in “Settings” and “Workflows”.
For the interview scheduler to work you need to integrate your Outlook with ai.r. You can do this by going to “Settings”, “Integrations” and then clicking “Activate” on the Outlook integration.
!! ai.r only supports Microsoft Outlook currently !!
If you don’t integrate Outlook or you are using email from another service provider, don’t turn on the interview scheduler. You will need to manually organise the interviews.
If you have integrated Outlook, click on the Interview scheduler tab.
Click on the “Trigger Step” menu and select an interview step to configure.
First, click on “Location” to set how the interview will be conducted:
- Telephone call
- In person
- Teams call
If you click on Teams then a link will automatically be added to the interview invite for the interviewers and candidates to join.
Clicking the boxes will change the availability of the times advertised to those being interviewed.
Scrolling and clicking the arrow for ‘Email settings’ will allow you to view and edit the automated email sent out to applicants who have been selected to attend an interview.
This toggle button indicates that candidates will be notified if they have been selected for an interview.
Now you should be ready to publish your job. Do this by clicking the publish button.
Once your job has been published, it will appear as a job position.