Introduction
The OTYS Corporate Portal is a web application that works alongside OTYS Go! (the Applicant Tracking System). It is designed for people within an organization who are involved in the hiring process but are not full-time recruiters. Think of team leads, department heads, senior managers, or domain experts who play a role in filling vacancies but do not need or should not have full access to the ATS. The portal gives these stakeholders a focused, secure view of the recruitment activities that are relevant to them, without exposing the broader system.
General
The Corporate Portal serves multiple types of users:
Hiring Manager
Typically team leads or department heads who create vacancies for their team and have the deciding vote in who will be hired. Hiring managers can add new Vacancy requests and submit them for approval or publication depending on the configured flow. During the application proces they can change the procedure status of an applicant to move them to the next step or reject them.
Validation Manager
Senior leaders or budget holders who approve or deny vacancy requests before they are published. Their role is focused on governance: deciding whether a vacancy should proceed, not on processing applicants. This role is optional; you can use the portal without this validation step.
Selection Committee Members
Subject matter experts or other colleagues who are asked to review and evaluate applicants during the proces. They can view candidate information and provide feedback, but they cannot change procedure statuses or move applicants through the workflow. This role is optional; you can use the portal without working with Selection Committee Members.
Multi-role features
A single user can hold more than one of these roles. For example, a team lead might be a Hiring Manager for their own team while also serving as a Commission Member for another department's specialist vacancy. Portal users will be connected for only one role per vacancy and will have the relevant permissions for their role for that vacancy.
Portal Admin
The Portal Admin will often be a tech-savvy Recruiter that knows the system, portal & process throughout. The Portal admin can make changes to the configuration of the portal. While the other roles will not be able to login to OTYS Go!, the Portal Admin will be able to login to both the Portal and OTYS Go!. Is is advisable to assign the Portal admin role to a Super-user (or Key-user). While all portal specific configuration is done in the Portal itself, you may also want to make changes in the OTYS Go! configuration to match the flow of the Portal.
Dependencies
Procedure statuses
Today new OTYS clients are implemented with one select list for procedure statuses. Some long-term customers may still have three lists for procedure statuses. For the portal it is necessary to have one list. If you still have three please discuss with your OTYS contact, it is possible to ‘merge’ the three lists into one with a script.
ABAC
Not a must, but highly recommended. Although portal users will not login to OTYS Go! we need to give them permissions to the correct data, like vacancy-, procedure- and candidate information. The easiest way to always select the correct permission when creating a new user is via ABAC.
Vacancy profiles
Vacancy profiles are used by the Hiring manager to add new vacancy requests via the portal. Please setup at least one vacancy profile when you are going to use the portal. See also configuration
Activation
Activation of the portal is done by OTYS. At that time one or more users will also be assigned a ‘portal admin’ role, to be able to make changes in the portal configuration. We advise to assign this role to a user with Super-user permissions (or Key-user permissions), so they can also make additional changes in Go! related to the portal setup.
Client settings
Vacancy Manager - Enable vacancy profiles (SE1267)
Vacancy profiles are used when the Hiring manager adds new Vacancy Requests via the Portal. Enable this setting to be able to configure Vacancy profiles.
Configuration
The configuration of the Portal-specific functionalities can be done via the Portal by a user with the Portal admin role. The Portal also uses some functionalities that are shared with OTYS Go!. These are configured in OTYS Go! by an OTYS Consultant, Super-user or Key-user.
Configuration of functionalities that are shared with OTYS Go!
ABAC
When ABAC is used, configure a role ‘Portal user’. Although they will not use Go!, we use the same permissions to make sure they have acces to Candidate-, Vacancy- and Procedure data. Include the following user settings for this role:
Candidate module - ‘Candidate Manager - Enable for user’ (SE77)
Vacancy module - ‘Vacancy Manager - Enable for user’(SE78)
Procedures module - ‘Procedures - Enable for user / client’ (SE2757)
For more information on configuring ABAC see this page
Vacancy question set
Vacancy question sets will be used by Hiring managers to add new Vacancy requests. Configure at least one vacancy question set. This can be done by a Key-user or an OTYS Consultant.
What the Hiring manager sees in the portal while adding a new vacancy request will be a combination of the Vacancy profile and the Vacancy question set. The question set determines which fields are visible for the Hiring manager and which of these fields are mandatory or read only. The vacancy profile determines which info is pre-filled.
Open client settings
Open Question sets - Vacancies (GE32)
Click ‘Add new question set’
Open the widget ‘Basic settings’
Fill at least a name and Title of your question set (these can be the same). Activate ‘Standard’ checkbox for one question set. Click ‘Save’ to close the widget and save your configuration.
In the widget ‘Questions’ click the +
Open widget ‘Question information’
Select the type and field
Fill ‘Question’; this is how the question will show for your hiring manager, make sure it’s clear
Fill ‘Reference’; this is how the question will show in your overview in the setting, this can be short if you want
Click ‘Save’ to store your changes
Optional: open widget ‘Validation’ and
Activate ‘Required’ field to make it mandatory or
Activate ‘Read only’ . Use this in combination with the Vacancy profile to show the field and its content in the portal but not allow the Hiring manager to change it.
Click ‘Save’ to store your changes
Repeat steps 6 - 13 to add all fields you want to show to the Hiring manager when they add a new vacancy request in the portal
Vacancy profiles
Vacancy profiles will be used by Hiring managers to add new Vacancy requests. Configure at least one vacancy profile.
What the Hiring manager sees in the portal while adding a new vacancy request will be a combination of the Vacancy profile and the Vacancy question set. The quesion set determines which fields are visible for the Hiring manager and which of these fields are mandatory or read only. The vacancy profile determines which info is pre-filled.
Open settings (for Key-users: open client settings)
Go to tab ‘Advanced’ and open ‘Vacancy profiles’ (for Key-users: setting GE193)
Click ‘Add new’
Fill the fields you want to be pre-filled for the Hiring manager
A lot of the fields in the profiles are the same as you would find in a Vacancy detail in Go!. Below some suggestions on how to use certain fields when you are configuring profiles to use in the portal. Keep in mind that the Vacancy question set will determine which fields will be visible and optional, mandatory or read only for the hiring managers. This means you can also pre-fill fields with info you do want in Go! when such a vacancy is added, but does not need to be shown to the Hiring manager in the portal.Name and Code: The name of the profile and an abbreviation
Validation manager: Select from users with the portal role ‘Validation manager’. Use if all vacancies created with this profile should automatically be send to a specific user to validate.
Hiring manager: Select from users with the portal role ‘Hiring manager’. When a Hiring manager adds a vacancy via the Portal, they will automatically be connected to the vacancy as ‘Hiring manager’. Fill this field in the profile when you expect to add vacancies via Go! instead of the portal and want to connect a certain Hiring manager for vacancies created with this profile.
Committee members: Select from users with the portal role ‘Committee member’. Use if these users should automatically be connected as committee members for vacancies created with this profile.
Consultant: this will become the ‘owner’ of the vacancy in Go!. If all vacancies of this type should automatically belong to a specific user this is the way to make sure they are already assigned to them
Candidate question set: this is the question set the candidates will need to fill when applying for this vacancy. Leave empty to use the default question sets.
Vacancy question set: this determines the fields the Hiring manager will be able to see when adding a vacancy in the portal. Please make sure to always select a vacancy question set for vacancy profiles you want to use in the portal.
Click ‘next’ until you reach the last tab. Click ‘Save vacancy profile’ on the last tab to save your configuration.
Procedure statuses
The portal will retrieve the Procedure statuses as configured in client setting ‘Procedures - Procedure status 1 values’ (GE6). To show the statuses in the correct order, the ‘Ranking’ functionality needs to be active. You can recognize this by the sorting arrows at the right side of this setting. If you don’t see the sorting arrows please find and open client setting ‘Statuses & Types - Multilingual translations’ (GE235). Open 'Procedure status 1’ and click ‘Ranking’. Activate the checkbox for ‘Use custom ranking’ and save.
In setting ‘Procedures - Procedure status 1’ you may also notice a checkbox for ‘Show candidate in hiring manager portal’. This is part of an older portal and not used by the new corporate portal. How statuses are shown and used in the new Portal can be configured in the portal by a user with the Portal Admin role.
Vacancy statuses
The portal will retrieve the Vacancy statuses as configured in Vacancies - Vacancy status configuration (GE73). In the Portal, a user with the Portal Admin role will be able to map the fixed Vacancy steps in te portal to one or more statuses as configured in Go!.
Vacancy Types
Vacancy types are used in the Portal to configure one or more Vacancy flows with different steps; for example with and without an approval step via a Validation manager. Configure Vacancy types in client setting ‘Vacancies - Types’ (GE274)
Document types
In the Portal, the ‘type’ of a document is used in the permissions for the different roles. This way you can for example determine that a Committee member is allowed to see CV documents, and a Hiring manager can see CV documents and Certificates. These types are configures via client setting Dossier - Types (GE91).
In the Question sets that are used as application form for candidates, you can assign a document type to an upload field. This way you can make sure dat documents that are uploaded as ‘CV’ automatically get the document type ‘CV’. These question sets are managed via ‘Question sets - Candidate question sets’ (GE31).
Portal specific configuration
To configure the Portal, you need the username and password of an OTYS user with the Portal Admin role. The first time you can reach the portal via https://portal.otys.app/. Once you have configured the slug, you will reach your portal via https://[companyname].portal.otys.app/. The first time each user will be prompted to setup two factor authentication.
Branding
Here you find a list of domains that are connected to the OTYS client. Per domain you can configure some styling details for your Portal. Information on the allowed formats can be found in all individual settings.
Slug: here you configure the customer specific URL for the portal to make it recognizable for the users.
Portal color: Select a color that will be used for details like buttons and links. If the result does not turn out how you wanted, you can always use the ‘reset to default’ option.
Logo: the logo is displayed on the login screen and in emails
Email logo: optional; when not configured the regular logo is used in emails
Fav icon: this is the icon that will be displayed in the browser tab. There is an option to upload a different version for dark mode.
Image on login screen: this is the big image that will be shown on the login screen.
Procedures & Actions
Here you find a list of the procedure statuses that are configured in OTYS Go!. Per status you can setup how it should be used in the Portal.
Hidden: activate to hide this status from the Portal. Any procedures that have a hidden status will not be visible in the Portal. Use for example for statuses that are part of a pre-selection process, before applicants are forwarded to the Hiring manager.
Flexible: by default portal users can move applicants only to the next following status in the procedure. Mark a status as ‘flexible’ to allow applicants from any status to be moved to this one. Use for example for ‘Rejected’ or ‘ On hold’.
Hired: use for statuses that indicate an applicant is hired.
Rejected: use for statuses that indicate an applicant is rejected.
Description: write a description give the portal users more information about this status
Triggered actions: configure actions that are triggered by moving an applicant to this status. Like emails or the appointment planner (note: the connection to the Outlook account of portal users, that is needed to use some of these actions, will be part of a later version of the Portal)
Vacancy flow
Here you configure the steps to create and approve a vacancy. You can setup multiple flows. These are connected to Vacancy types. For example when approval by a Validation manager is part of the flow for one type of vacancies, but not for others.
The Portal uses default steps, each with its own definition and functionality. You can rename them and connect them to Vacancy statuses in Go! to align them with your proces. The steps that can be used in the Portal are:
In concept
The Hiring manager is writing a new vacancy request. Until this is forwarded, it is ‘In concept’.Sent for approval
The vacancy request is forwarded to a Validation manager
Approval denied
The Validation manager has rejected the vacancy requestSento to be published
A Go! user can now check / complete the vacancy and publish it on the websiteOpen
This is the step for Open, probably published vacancies where the application process is now taking placeClosed
The final step for vacancies that are no longer open
For each step the Portal admin can:
Fill in the name that should show in the portal. Leave the default name of the step or change to something that better fits your proces.
Fill a description. This helps the portal users to understand the step.
Select a ‘main status’. Here you connect to a status that is used in OTYS Go!. When the vacancy is changed to this step in the Portal, it will be changed to this status in OTYS Go!.
Select Synonym statuses (optional). If there are multiple statuses in Go! that represent the same status in the Portal, select them here. For example: maybe you use both ‘Open - internal’ (published on intranet) and ‘Open - external’ (Published on external website) in Go!. Connect one as ‘main status’ and the other as ‘synonym status’ to make sure the Vacancy will be visible in step ‘Open’ in the portal when it has one of these statuses in Go!.
Delete the step, if it should not be part of the flow
Roles & Permissions
The permissions for the Portal roles are partially pre-defined; some permissions are only possible for a specific role. For example approving vacancies is only possible for a Validation manager. It is possible to assign a user multiple roles; that way they can for example be the Hiring manager for their own vacancies, and approve vacancies of others as a Validation manager.
Per Portal role, the Portal admin can change specific settings and permission:
Hiring manager
May create new vacancies
May download documents
May add evaluations
Evaluations will show as ‘Quick evaluations’ in OTYS Go!Visibile document types: select the types that should be visible. If a candidate has multiple documents with the same type, like multiple CV’s from applications on different vacancies, the Portal will still show the documents for the vacancy you are evaluating the candidate for.
Visible match criteria: Select the criteria that should be visible
Property permissions: Select which fields should be shown per entity.
At the top of the list you see All | Some | None. When you de-select one or more fields, this toggle will switch to ‘Some’. Click ‘None’ to de-select all fields at once, or ‘All’ to select all fields.
Committee member
May download documents
May add evaluations
Evaluations will show as ‘Quick evaluations’ in OTYS Go!Visibile document types: select the types that should be visible. If a candidate has multiple documents with the same type, like multiple CV’s from applications on different vacancies, the Portal will still show the documents for the vacancy you are evaluating the candidate for.
Visible match criteria: Select the criteria that should be visible
Property permissions: Select which fields should be shown per entity.
At the top of the list you see All | Some | None. When you de-select one or more fields, this toggle will switch to ‘Some’. Click ‘None’ to de-select all fields at once, or ‘All’ to select all fields.
Validation manager
Property permissions: Select which fields should be shown for Vacancies
At the top of the list you see All | Some | None. When you de-select one or more fields, this toggle will switch to ‘Some’. Click ‘None’ to de-select all fields at once, or ‘All’ to select all fields.
Dashboard
Configure Dashboard widgets per role. When a user has multiple roles, they will see the widgets of the combined roles on their dashboard.
To create a new widget:
Click ‘Add widget
Select ‘Procedure list’ or ‘Vacancy list’
Fill a title, this will show as header of the widget
Show count: enable to show the number of items in the header of the widget
Procedure status filter: select one or more procedure statuses. Procedures with this status will show in the widget
Sort by: select what should determine the order
Max items: define the maximum amount of items in the widget
Hide when empty: activate to hide the whole widget when there are no items to show
Save
Repeat to create multiple widgets.
Logs
Here the Portal admin has an overview of the activities of Portal users.
General
This page is created to help the Portal Admin. It includes
Client information (the name and ID)
Contact languages (the available and active languages)
Portal configuration
Vacancy setup: An overview of templates, question sets, types, statuses and flows with indicators telling if anything should be checked
Procedure status setup: An overview of procedure statuses, Rejection reasons and One status system with indicators telling if anything should be checked
Users: An overview of Hiring managers, Validation managers and Committee members with indicators telling if anything should be checked
Portal settings: Indicates if anything needs to be checked regarding Brands and Two-Factor Authentication
Cache management: Some configuration from OTYS Go! is cached locally for performance. If you've made changes in OTYS Go! that aren't reflected in the portal, here you can clear the cache to reload the latest configuration
Usage
Login to the Portal via the customer specific URL, this should look something like “https://[customername].otys.app”. The first time each user will be prompted to setup two factor authentication.
For the Hiring Manager
Creating new vacancies
Open the Vacancies via menu on the left. Click the ‘New vacancy’ button at the top and select a profile. You will now be guided trough tabs with fields, depending on the customer specific configuration. Some fields may show as ‘read only’, others can be mandatory. In this stage the Vacancy is saved as a Concept and will be visible with a corresponding status in OTYS Go!. The final tab is always an overview of the filled fields as well as the related Validation manager, Application committee members and the Recruiter. When the Hiring manager is done writing and reviewing, they forward the Vacancy to the Validation manager or the Recruiter, depending on the configuration. The Vacancy will now move to the next step, the Hiring manager is no longer able to make changes.
If the Vacancy request is rejected, it will appear in the corresponding tab. If the Hiring manager wants to make changes to such a vacancy, they can use the button for ‘back to concept’.
Reviewing applicants
Applicants always belong to a specific vacancy. They can be found when clicking an 'open’ vacancy and - depending on the customer specific configuration - in widgets on the dashboard. When you click to open an applicant, you will see a list of other applicants in the same status on the left. To see an overview of all applicants for the vacancy click ‘Kanban’ or ‘Applicants’ button at the top.
In the Kanban view you can drag&drop applicants to the next status. To help follow the agreed procedure, it is only possible to move applicants to the next following status or to certain statuses that can be used from any other status. For example: from ‘First interview’ you may only be able to move the candidate to ‘Second interview’, ‘on-hold’ or ‘Rejected’. In the applicant detail you will also find a select list with available next statuses.
The ‘Activity’ tab in the applicant detail shows what’s happened with this candidate so far. Here you also find all ‘Quick evaluations’; notes made by yourself or others during this procedure. Click the ‘+’ to add a new Quick Evaluation.
For the Validation manager
Reviewing Vacancy requests
When a Hiring manager has forwarded a Vacancy request for approval, it will appear in the list of the assigned Validation manager. They can open the Vacancy, check the details and use the buttons at the top to approve or reject the Vacancy request. They will be asked for feedback. These notes are saved in the dossier of the Vacancy in Go! and will be visible for the Hiring manager.
For Application Committee members
Reviewing applicants
Applicants always belong to a specific vacancy. They can be found when clicking an 'open’ vacancy and - depending on the customer specific configuration - in widgets on the dashboard. When you click to open an applicant, you will see a list of other applicants in the same status on the left. To see an overview of all applicants for the vacancy click ‘Kanban’ or ‘Applicants’ button at the top.
Application Committee members can not change the status of an applicant, this can only be done by the Hiring manager and/or a Recruiter working from OTYS Go!. The Application Committee member can add their feedback in a ‘Quick Evaluation’. This is done via the ‘Activity’ tab. Click the ‘+’ to add a new Quick Evaluation.
Troubleshooting
In the tab ‘General’ in the settings the Portal Admin finds an overview of the configuration. Notifications will show for missing configurations and other potential problems.