Vacancy engagement

General

In the OTYS system candidates can be linked to vacancies, in which case a 'procedure' is created. This procedure can be created because the candidate for example applies to a vacancy on the clients website or if an OTYS Go! user manually links a candidate to a vacancy. Before and after a candidate applies to a vacancy on the clients website, the candidate might also check out other vacancies. Normally these vacancies which the candidate opened but did not apply upon are not visible.

Using vacancy engagement it is possible to see which vacancies were opened by which candidates on the website without applying to it. Please note the candidate does need to be a candidate in the OTYS system (and thus for example have applied to at least one vacancy) with an ‘interaction’ on the same device (registration, application or login) with cookies enabled for this to work.

Once this ‘vacancy engagement’ is registered it will be shown:

• In candidate detail widget ‘Vacancy engagement’ (showing which vacancies were viewed by the candidate)

• In vacancy detail widget ‘Candidate engagement’ (showing which candidates viewed the vacancy)

• In dashboard widget ‘Vacancy engagement’ (showing all vacancies viewed by all candidates)

Dependencies

Please note that it depends upon your website solution if you are able to use this functionality ‘out of the box’.

The vacancy engagement functionality is currently implemented for websites using:

• OTYS WordPress plugin

• OTYS Site Builder

• Classic OTYS portals

If you use a different website solution (for example a website directly connecting to OTYS using our API) and would like to use this functionality, please contact your website builder. From our end we have documentation in place on how to implement this and can support them in the process.

Activation

Besides the ‘technical activation’ that needs to be done for this feature on the OTYS side, it is wise to update the privacy policy and/or cookie policy on the website that will be tracking the vacancy engagement so it includes information about cookies that are automatically placed in this process. These cookies can be classified as ‘analytics cookies’.

Configuration

Configuration of vacancy engagement consist of various elements:

• Add ‘Vacancy engagement’-widget to candidate detail

• Add ‘Candidate engagement’-widget to vacancy detail

• Add ‘Candidate engagement’-widget to dashboard

We will explain how to configure these elements below.

Add ‘Vacancy engagement’-widget to candidate detail

In the ‘Vacancy engagement’-widget in a candidate detail you can see which vacancies were viewed by a specific candidate. To add the ‘Vacancy engagement’-widget to a candidate detail, take the following steps:

1. Login as a Key-user with permissions to update (global) detail views;

2. Open Candidates;

3. Open any candidate;

4. Click on the name of the current detail view at the bottom of the candidate detail;

5. Click on the name of the candidate detail view to which you want to add the ‘Vacancy engagement’-widget;

6. Click on the tab name to which you want to add the ‘Vacancy engagement’-widget;

7. Click on the settings icon next to the name of the current detail view at the bottom of the candidate detail to open the configuration mode;

8. A panel will appear on the right showing all available widgets. Drag the widget ‘Vacancy engagement’ to the position in the detail view you prefer;

9. Click on the settings icon next to the name of the current detail view at the bottom of the candidate detail again to close the configuration mode.

The ‘Vacancy engagement’-widget is now added to the detail view. You can repeat these steps to add it to additional detail views.

Add ‘Candidate engagement’-widget to vacancy detail

In the ‘Candidate engagement’-widget in a vacancies detail you can see which candidates viewed this specific vacancy. To add the ‘Candidate engagement’-widget to a vacancy detail, take the following steps:

1. Login as a Key-user with permissions to update (global) detail views;

2. Open Vacancies;

3. Open any vacancy;

4. Click on the name of the current detail view at the bottom of the vacancy detail;

5. Click on the name of the vacancy detail view to which you want to add the ‘Candidate engagement’-widget;

6. Click on the tab name to which you want to add the ‘Candidate engagement’-widget;

7. Click on the settings icon next to the name of the current detail view at the bottom of the vacancy detail to open the configuration mode;

8. A panel will appear on the right showing all available widgets. Drag the widget ‘Candidate engagement’ to the position in the detail view you prefer;

9. Click on the settings icon next to the name of the current detail view at the bottom of the vacancy detail again to close the configuration mode.

The ‘Candidate engagement’-widget is now added to the detail view. You can repeat these steps to add it to additional detail views.

Add ‘Candidate engagement’-widget to dashboard

In the ‘Candidate engagement’-widget on a dashboard you can see which candidates viewed which vacancies (which you can filter on candidate and/or vacancy status if desired). To add the ‘Candidate engagement’-widget to a dashboard, take the following steps:

1. Login as a Key-user with permissions to update (global) dashboards;

2. Open Dashboards;

3. Click on the name of the current dashboard on top left and navigate to the dashboard you would like to add the ‘Candidate engagement’-widget to;

4. Click on the ‘Configure boards’-icon on the top right to open the configuration mode;

5. A panel will appear on the right showing all available widgets. Drag the widget ‘Candidate engagement’ (shown in category ‘Recruiting’) to the position in the detail view you prefer;

6. Click on the ‘Config widget’-icon on top right of the widget you have just added;

7. Configure the widget based upon your preferences:

   1. At ‘Widget title’ you can fill in an alternative title for the widget (for example if you apply a specific filter and want to give it a descriptive name);

   2. You can check ‘Bold header’ to change the style of the header to a header with a larger visual impact;

   3. You can check ‘Show quick selects in widget’ to show a ‘Candidate status’ & ‘Vacancy status’ select in the widget (allowing users to filter the items shown);

   4. You can check ‘Hide filter toggle’ to hide the icon that allows users to show/hide these quick selects (to prevent users filtering the items);

   5. At ‘Candidate status’ you can select one candidate status to filter upon (so that only vacancy views of candidates with this status is shown);

   6. At ‘Vacancy status’ you can select one vacancy status to filter upon (so that only vacancy views of vacancies with this status is shown);

   7. At ‘Extra fields’ you can select additional fields to be shown for every vacancy view;

   8. At ‘Results per page’ you can adjust the number of items shown per ‘page’ in the widget;

   9. Click on ‘Save’-button on bottom right to save widget configuration;

8. Click on the ‘Configure boards’-icon on the top right again to close the configuration mode;

The ‘Candidate engagement’-widget is now added to the dashboard. You can repeat these steps to add it to additional dashboards.

Usage

Usage of the vacancy engagement functionality is quite straight forward:

• In the ‘Vacancy engagement’-widget in a candidate detail you can see which vacancies were viewed by a specific candidate. For each vacancy it will show you the date/time of the view, the (clickable) vacancy title, the (clickable) relation name and whether the candidate is already joined to the vacancy or not. It thus allows you to see the vacancies the candidate HAS seen, but has not (yet) applied to.

• In the ‘Candidate engagement’-widget in a vacancies detail you can see which candidates viewed this specific vacancy. For each vacancy it will show you the date/time of the view, the (clickable) candidate name and whether the candidate is already joined to the vacancy or not. It thus allows you to see the candidates who HAVE seen this vacancy, but have not applied to it (yet).

• In the ‘Candidate engagement’-widget on a dashboard you can see which candidates viewed which vacancies (which you can filter on candidate and/or vacancy status if desired). For each view it will show you the date/time of the view, the (clickable) vacancy title, the (clickable) relation name, the (clickable) candidate name and whether the candidate is already joined to the vacancy or not. Through configuration it also allows you to show the candidate & vacancy status. It thus allows you to see the candidates who HAVE seen this vacancies, but have not applied to it (yet).

If you feel there is a match based upon one of these views you can of course let the candidate know ‘you saw the candidate checking out the vacancy this morning at 10:02 and asking the candidate why he did not apply’, or… you can be a bit more subtle (‘I have some other vacancy which feels like a right fit for you, would you like to know more about it?’).

Please note it can take up to one hour before vacancy views are added to the system.