What's included in this guide:
- THE CANDIDATE LIST
- CANDIDATE RECORD
- CHANGING A CANDIDATE'S STATUS
- VIEWING A CANDIDATE'S APPLICATION
- COMMUNICATE
- ADD OR ASSIGN
- INVITING A CANDIDATE TO INTERVIEW
- REQUEST A REFERENCE
- MAKE AN OFFER
Prefer to watch a video introduction to managing candidates in JTGO? Watch the intro below.
The list of candidates against each job can be accessed by clicking on the relevant job. Click JOBS in the main menu and select a job to view a list of candidates.
From this dashboard you can access the following functionality to manage the candidate journey.
THE CANDIDATE LIST
At the top of the page, you will see some key information regarding the job:
- Job title / Job Reference number
- Created On: the date the job was created on
- Created By: the name of the system user who created the job
- Live Date: the date the job status was updated to Live
- Closing Date: the date the job is scheduled to close
- No of Vacancies: the number of vacancies selected on the job details page
Depending on your levels of access in JTGO, you can also perform the following actions from this page:
- Change Job Status To: this allows you to quickly update the job status
- Edit Job: this will open the job for users to edit
- Job Notes: this will allow you to see the job notes and add any new notes
- Job Details: this will give you an overview of the information inputted on the job details page
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- View Job Advert: this works in the same as the Preview advert button on the advert page of the job
Below all of this is the list of candidates that have applied for the role. There are several standard columns on this page:
- App Date:
The date the application was completed and submitted by the candidate - Candidate:
The name of the candidate - Status:
The application status the candidate is currently at - Interview:
A link to quickly book an interview for the candidate Ranking:
These stars can be used to support shortlisting candidates by selecting a number of stars. The list can then be sorted in descending/ascending order by clicking on the title to see the most suitable candidates. If you want to remove a star ranking, you can click on the same star numbering that's already highlighted to undo this action.
On the list of candidates page, the left-hand menu contains options to help you complete a number of actions. |  |
CANDIDATE RECORD
Select a candidate's name to display their record and application information.
For HR Superusers, your level of access will display all available information in a candidate’s record. From the contact block at the top of the page:
- Update the candidate’s application status (select the relevant status from the drop down)
- Send an SMS by pressing the three dots next to the candidate's phone number
- Send an email by pressing the candidate’s email address
- Book an interview
- If pre-assessment questions were used on this job, you will also see the following:
- A green tick if the candidate has passed the questions
- A red cross if the candidate has failed the questions
- Unlock the candidate's account by pressing the cog underneath Book an Interview and select Unlock Account
The core candidate record has four main sections to view their application(s), any associated CVs or documents, history, and further information specific to your recruitment process.
To the left of a candidate’s record, a list of all applicants to the job is displayed. Selecting the names will display that candidate's application details without the need to return to the list of candidates page. A search/filter option is also available from here.
TOP TIP:
Top Tip: Click the Job Reference number to open a new window showing essential job details, including the advert content. This helps when reviewing applications for easy comparison with the advert details.
CHANGING A CANDIDATE'S STATUS
From the candidate listing page
Check the box next to the candidate(s) to change the status for and from the drop-down Change Status To at the top of the page choose a new status.
Select a status and a confirmation window will be displayed to check the correct candidates were added and to add any notes. Notes added in this section will be saved against the candidate(s) history section.
Press Save to complete the action.
From a candidate’s record
Select the appropriate status from the dropdown menu in the contact card at the top of the page.
A confirmation window will be displayed to check the candidates added are correct and for you to include any notes. Press Save to complete the action.
Status Notes
Any status notes will be added in the candidate history section. Any status changes where notes have been added will display a purple notepad icon so they can easily be identified.
To view the status notes, click on the name of the user who updated the status. |
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VIEWING A CANDIDATE'S APPLICATION
Application Form/CV & Documents
Here, you can view a candidate’s application form, CV and documents required for the job, as well as add any further attachments to the candidate record.
Reviewing Pre-Assessment / Killer Questions
If you click on the three dots you will also be able to access the candidate's pre-assessment form from here.
The green tick and orange cross icons indicate the candidates answer to the question:
- If a candidate answers correctly, you'll see a green tick (Q1 in the below image)
- If a candidate answers a question wrong, you'll see an orange cross, and the response will be highlighted in orange. (Q2 in the below image)
Please note: All correct answers in the pre-assessment/killer questions form will be shown in green. If there are multiple correct answers, they will all be highlighted in green as shown in the image below.
Multi-choice (More than one Answer) responses
If the question allows candidates to choose multiple answers, the responses will be shown in the same format:
In the example above the candidate has selected two options:
- GCSE which is incorrect
- A-Level which is correct
CV & Documents
The three dots next to CV & Documents displays any supporting documents added to this candidate's record and includes the ability to download the CV.
History
View a history of the actions against the candidate, any other jobs they have applied to and any communications sent to them (via email or SMS).
More
Selecting More provides access to any further application form content and notes section.
Adding notes to a candidate’s record
In a candidate’s record, select More then Notes. Add a new note and press Save.
The note can also be added with a pop-up warning to all users when they view the candidate’s record in JTGO. Toggle to green Set As Warning to switch this on. |  |
COMMUNICATE
From the left-hand menu, select Communicate (available on the candidate listing page or candidate record) to send communications as required:
Options such as Send Text and Forwards details may be displayed depending on your system setup. |  |
Send Email - candidate(s)
From a candidate’s record: press Communicate and select Send Email - a new window will be displayed.
From the candidate listing page: check the box next to the candidate(s) you want to email, press Communicate and select Send Email from the sub-menu for the new window to appear.
Did you know? The job reference merge field will automatically be added into the ‘Email subject’ if you are composing a new email.
If you select an existing email template, the Job Reference merge field will also pull through into the email subject here too.
Don’t worry if you don’t want to include this in your email subject – you can simply delete this out.
Using this method, you can send an email to one or more candidates at the same time. This works similarly to the BCC function in emails so the candidates will not see other recipients of the email.
Using Email Templates
You can create any number of regularly used email templates to speed up the process of emailing candidates, as well as improving communication consistency.
Email templates can also include merge fields. These are great for adding a personal touch to candidate communications. For more information on creating email templates, please see our Communications guide.
Important note for clients utilising the Email & Calendar Integration: To ensure that candidates' responses are recorded in their received emails, you must include the job reference number merge field in the email subject of all candidates' emails.
If you select an existing email template, the Job Reference merge field will automatically pull through into the email subject.
For any candidate emails that are automatically generated by the system (rather than using the Communicate > Compose Email method) then you will need to manually add this merge field into the email subject of any relevant email templates.
Our Communications User Guide details how to amend email templates and add in {JOBS.JOBREFERENCE} merge field if this is not already present in the subject of automatically generated email templates.
- From Select an Email, select the dropdown menu to choose the relevant template from the list.
- The email subject and wording will auto-populate. You can preview what the email will look like for your candidate(s) using the Preview button at the top of the page.
- Press Send.
Please note - emails are sent in 15- minute cycles.
Send Text Messages
Text Messages is an add-on feature and will be dependent on your system setup.
From a candidate’s record or the candidate listing page, select Communicate then Send Text Message from the sub-menu.
The candidate’s name will auto-populate. Select either a text message template or free type a text message - text messages have a 150-character limit. Press Send.
Forward details
This allows user to forward a collection of forms and documents of a single candidate, or group of candidates, to an email address. From there the pack can be downloaded or printed.
One email will be received for each candidate, unless the selected attachments exceed the size limit (see below).
Please note: The document size for each candidate pack is limited to 16MB. If you include multiple documents exceeding this limit, the system will send multiple emails.
From a candidate’s record or listing page, press Communicate and select Forward details from the sub-menu.
Similar to sending an email, you can add the intended recipient(s) email address(es), an email subject line and body text (if required). Then select which forms and documents from the candidate record you wish to forward using the toggle switches adjacent to each.
Press Send.
ADD OR ASSIGN
In the left-hand menu on the candidate listing page (or in a candidate’s record), the Add or Assign option lets you complete the following actions:
From the candidate listing page, you can also move a candidate to a different job. |  |
Manually adding a candidate
Depending on your security access, you can manually add an external candidate. From the candidate listing page, select Add or Assign and click Add External Candidate.
A non-branded version of the application form that's attached to the role will be displayed. Complete all information as required, then click Save and Continue to complete and continue through the application form sections.
Any fields marked with an asterisk are mandatory and must be completed before you can move on to the next section.
On the final Declaration page, indicate agreement to the terms and conditions on behalf of the candidate and click Submit Application.
Assign to a Job or Move to a Job
From the candidate listing page or a candidate’s record, select Add or Assign and click Assign to a Job.
- Assign to a Job will copy the candidate’s record to a different job.
In the pop-up window, select the relevant job, choose a target status to the relevant application status the candidate should be at in the other job then add any notes if required.
Press Assign.
Please note: If you assign a candidate to a job that utilises a different application template, it is possible that certain questions within the candidates application form may not display the candidate's responses if those questions are not present in both templates.
The candidates answer to ‘Where did you hear about this vacancy’ will not copy across to the new role. This is to ensure that this data is accurate as this can vary per role.
Assign to a Talent Pool
From the candidate listing page or a candidate’s record, select Add or Assign and click Assign to a Talent Pool. In the pop-up window, select either a current talent pool or create a new talent pool. Add any notes if required. Press Assign.
INVITING A CANDIDATE TO INTERVIEW
You can book an interview in three different ways:
- From the left-hand menu using the Book an Interview button
- From the candidate listing page using the Calendar icon.
- From the candidate's record card, using the Calendar icon
You'll then see the following page:
The candidate's name and the job they have applied for will be visible.
- Interview Date: Select the interview date using the calendar icon
- Interview Time: Select the interview start time
- Interview Duration: Select the duration of the interview e.g. 1 hour 30 mins
- Add to my Personal Calendar: If enabled this will add the interview to your personal calendar if you are using the Email & Calendar integration
- Add Interviewer: Select who the interviewer(s) are here. This pulls from your list of JTGO system users
- Email to Candidate: Select which email to send to the candidate inviting them to interview
- Add document from Library: Choose which documents to attach to the email
- Once an email template has been selected a Preview Template button will appear allowing you to preview the email selected
- Add Calendar Meeting File (VCS): If enabled this will add a calendar attachment to the candidates invitation email.
- Email to Interviewer(s): Select which email to send to the Interviewer(s)
- Add document from Library: Choose which documents to attach to the email
- Once an email template has been selected a Preview Template button will appear allowing you to preview the email selected
- CV / Pre-Assessment Form / Application Form: Choose here if you want to attach these to the email to the interviewer(s)
Press Send Invite when completed. After saving, a message will be displayed on screen to advise this has successfully saved.
If your user permissions allow you to edit emails sent on a status change then upon clicking Send invite you will be able to edit the email content prior to sending.
These emails are logged in the candidates’ sent emails and the content can be viewed from there.
The date and time will appear in the Interview column on the candidate listing page.
Cancelling an interview
To cancel a candidate interview, follow the below steps:
- From the candidate record/ candidate listing page click on the interview date and time
- Select Cancel Interview and then Yes
Once the interview is cancelled:
- A standard cancellation email is sent to both the candidate and interviewer, including any VCS cancellation files if previously selected when inviting the candidate.
- The date/time is removed from the candidate list/record
- An entry is added in the candidate history confirming the interview deletion, along with the name of the user who deleted it.
- The interview will be removed from the Interview calendar on the homepage
REQUEST A REFERENCE
To send a reference request, from the left-hand menu select Communicate then Reference Request.
Choose the correct referee from the To drop down and select the appropriate reference email template. Press Send.
Make sure the reference section is activated in the application form to use this functionality.MAKE AN OFFER
From the left-hand menu, select the Make an Offer option to send an offer email to a candidate.
A default offer email will automatically be presented to save you time; however, you can use the Select an email section to change the email template to be used or amend the email text.
Toggle to green Send me a copy to email a copy of the offer to you. Click Send once you are happy with the offer content.
