To create a position, you must first log into the platform backend using your credentials.
Then click on Positions to create a new position or retrieve one from the draft.
Each position within nCore HR can contain up to 5 steps.
The only compulsory step is the Position Setup, which contains the basic information for setting up a position (e.g. title, language, pipeline, etc.), while the rest of the process can be adapted and customised by activating (or not activating) the steps as desired.
Below is a more detailed description of each step involved in the creation of a position.
1. Position Setup
In this step, general information on the position must be entered (fields highlighted in red are mandatory, while the others are optional).
- the language of the position (Please note: by selecting a certain language, all datasets and communications related to this position will be displayed/sent to the candidate in the same language);
- the title of the position;
- the subtitle of the position;
- the pipeline (i.e. the selection funnel representing the selection steps);
- the position description
- the country;
- the opening and closing dates of the position.
In the Position Setup step there is additionally the distance filtering (below the description box) which allows you to plot the address of the position (normally, the place of work) and then define the distance in km to the candidate's filled-in residence address (this will be visible in the candidate's profile in the Map tab).
Once the position address has been entered and the Check Address button has been clicked on, the Distance Filtering tab (next to Notifications and nCognitive) will appear in the last Summary step (below the green steps on the right-hand side).
If desired, this can be enabled by clicking on ON and defining the distance in the KM field. This will allow you to automatically discard candidates who reside beyond the set threshold.
2. Dataset
Datasets, in other words, are all the information and data to be collected about the candidate during the application process.
Having created datasets beforehand, these will appear in the left-hand column. To activate them within the position (and thus request this information from the candidate), simply drag and drop them from left to right.
The Datasets in green are those requested by default (domicile/residence, CV and phone number), those in blue will be those customised and created ad hoc by the platform users, while those in orange, under the Automation Dataset heading, will be those activated as pipeline automatisms (and which therefore cannot be used in the application, but will be sent to the candidate at a later date). The red Datasets, on the other hand, have been fixed for the position under Node > Setup > Advanced Setup > Fixed Datasets.
3. Score questions
In this phase it is possible to set questions, if any, to be put to the candidate and to assign a specific mark to each answer.
In this way, the system will automatically draw up a ranking on the basis of the candidates' answers.
In the list of candidates within the position, in fact, the Score column will be visible which will show the total points achieved by each candidate in the application phase.
To activate this step, simply perform the following steps:
- enter the question in the Question text field;
- enter the answers in the Answer field (the box Multiple choice allows you to select more than one answer, while to add another answer you need to click on Add a new answer);
- add the score in the Score field.
It is also possible to decide to drop candidates by selecting the Drop user box in correspondence with the answer that is considered not in line with the requirements for the position. This function allows the recruiter to do a kind of automatic pre-screening, automatically excluding unsuitable candidates from the search.
Once the fields have been filled in, click on Save question.
Example: if you want to check the candidate's Spanish language level, you will be able to set the question "Please indicate your Spanish language level" and as an answer 4 choice options: Basic (0 points), Medium (20 points), Fluent (50 points) and Native speaker (100 points).
At this point you can decide whether to drop candidates who reach 0 points (by putting the appropriate flag on Drop user) or not drop anyone and proceed with the selection.
Should you activate the setting to discard the user, non-compliant candidates will not be deleted from the system, but will be collected in a special folder (called Non-compliant) within the position (on the left-hand side, between the Overview steps).
In addition, below the box of entered questions, you will have an additional setting (Set Drop Rules) that will eventually allow you to define the minimum score to be Compliant, below which you will be discarded (again based on the answers provided in this step).
From the candidate's point of view, the questions step (if enabled) will be entered immediately after the Dataset step. The candidate will find the questions set with their answers to be selected:
It is important to consider that, although the recruiter can use the score questions as a "filter", the candidate, in turn, does not receive any communication (even if he or she should select an answer corresponding to the drop user option and thus turn out to be ineligible). Thus he/she can go ahead with his/her application and receive feedback from the recruiter according to the system settings. The automatic replies sent to unsuccessful candidates can be edited in the Template section.
4. Video Interview
The next step is the asynchronous interview.
When activating this step, it is also possible to select a company presentation video to be included in the welcome page preceding the video interview.
This introductory video will be viewed by the candidate before proceeding with the registration, and various options are available for uploading it: record a video directly from nCore by clicking on Record a new video (in this case videos will be saved in Choose a pre-recorded video), upload a video you already have by clicking on Upload a video or select a link from YouTube.
Next, you will have to: enter the text of the question in the Question field which the candidate will read out when recording the answer, set the time he/she will have to prepare in the Preparation time field and define the Maximum allowed time.
By clicking on Save question, the video question will be saved in the box below.
In the Set invitation rules setting, you can decide whether to invite all candidates to the video interview or only those who have reached a certain score in the previous "killer questions" step, thus defining the minimum limit for receiving the invitation:
The video interview step can be part of the application process, otherwise it is possible to invite candidates to the video interview at a later stage (by sending them a link from the drop-down menu under Invite to > Video interview).
In this case, simply select No under Do you want to automatically send invitations for the video interview?.
5. Summary
The last step in the creation of a position will be the Summary, in which you can review the steps you have set and change them if necessary.
In this part it is also possible to decide whether to ask the candidate to upload his or her own photo.
By clicking on the Advanced Settings tab, in fact, you can flag the ON/OFF box under REQUEST PHOTO:
Otherwise, the photo request can be set by default for all positions in the Branding section.
Further settings are made available in the Advanced Settings part (also in the Summary step).
Below, with the field Image for sharing you can upload an image that will be used to go with the publication of the position's link on various channels (e.g. LinkedIn).
If no file is entered in this field, the image for sharing uploaded in the Branding part will automatically be used.
The fields in grey Selected internal dataset and Internal position dataset allow you to activate for the precise position Internal Dataset and Internal Position Dataset by simply dragging them from the left column to the right column.
The Internal Datasets will then be visible within the candidate's profile, while the Internal Position Datasets will automatically appear in the first Position Setup step (it will therefore be necessary to go back to the first step and fill in the respective Internal Position Datasets).
In the Summary step, on the right-hand side of the page, you will instead have the Notifications and nCognitive tabs available.
With the Notifications flag, you can receive notifications of all new applications for the position by simply clicking ON and adding one or more e-mails. By activating this option, a second flag will also appear with which you can decide whether to receive, in addition to the email of new applications, a second notification, i.e. the one concerning shares for the position.
With this last flag, the user will then receive an e-mail divided by candidate containing ratings, share views, Internal Dataset confirmations and public notes.
The nCognitive flag instead relates to the recorded video interview step. By activating the nCognitive Attitude Analysis, a positive, negative or neutral connotation will be attributed to the candidate's answer which will be reported in the profile. The assessment is estimated by the system based on the Keywords used in the answer.
Once you have checked the steps and set the various settings, at the bottom left of the Summary step you will have the option of saving the position in drafts Save Draft, viewing the Preview or publishing the position Publish Position.
Position Models
In the event that you need to use the same steps for several positions, as the same information or requirements could be applied to other positions, the steps could be made into preset templates via Position Models.
To create a position model, enter the Positions section, click on Position Models in the top right-hand corner and then on Add Model on the page that opens.
This will allow you to pre-set and save the steps you want (all or just some), giving the model a precise name in the Model Name field and setting the language.
In the last step Model Details, click on Save Model and Close in the bottom right-hand corner, and the model will appear in the list of Position models, from which it will be possible to see the steps set for each model via the Available Steps section.
To use the entire model or only certain model steps, you will have two options:
1. click on Use and a new position with the model's steps will open automatically (to save each step, you will need to click on Save and continue and if the model does not have any steps, these can be filled in at the moment).
2. create a new position and in each step you will have on the bottom left the option Load from model, from which the list of set position models will appear and from which you can choose which model to import the step from.
Once the step has been loaded from the model, again in the bottom left-hand corner, two entries will appear: Overwrite from model and Append from model. The first allows you to replace the imported step with another one, while the second allows you to add a step from another model to the already imported step.