nCore HR has developed a tool that allows its customers to outsource searches. This means that it is possible to bring people into the selection process who do not have access to the platform (e.g. an employment agency, head hunters or employees of the company who do not normally use nCore HR and are only involved in certain projects).
1. Creating a new external access
In order to assign the search for candidates externally, you must first have created an Access within the position. By Access, we mean the external channel to which the candidate search has been assigned and which will be reported in the statistics in order to keep track of the relevant conversions.
Inside the position in the top right-hand corner you will in fact find the External access button:
By clicking on the button, a window will open with two options: New Access and Accesses Available (see section 2).
By selecting New access and clicking on the Next button, the page for manually creating a new access will appear. You will then have to enter the name of the channel and select a colour to identify the candidates coming from that access.
Once you have clicked on Add, under the Overview, the folder of the newly created access will appear and in order to work within it and thus use the options of Share, External Recruiters and Import Applicants, you will need to click on the folder concerned.
The Share option allows the link of the position to be forwarded to the external recruiters who will publish it on their own channels and candidates from those channels will land directly in the channel folder, while the Import applicants option allows the recruiter to manually import candidates shared with them by the external recruiter into the channel.
These two options therefore allow candidates from external searches to be collected within the position without having the external recruiter work directly in nCore.
However, within that folder it will also be possible to assign access to one or more users by clicking on External Recruiters and in this way the external recruiter will be able to work within the position in a dedicated interface:
On the Manage Selection with External Recruiters screen there are two items: Add Manually and Accesses Available (see section 2).
If you click on Add manually, you must enter the first name, last name of the external recruiter, his or her e-mail address, which will be associated with the user, the start and end dates of his or her assignment and possibly add a note which will be included in the e-mail sent to the external recruiter:
When the validity of the assignment expires, the external recruiter will be able to access the platform but will no longer be able to manage the position as its status will have changed to Expired.
On the Manage the selection with external recruiters screen you can also decide whether to enable certain functions for the user you are creating:
With the first flag the External recruiter can manage candidates within the pipeline. By enabling the pipeline, the user can follow the established selection funnel, with possible automatic actions associated with certain steps.
Attention: if some steps of the pipeline contains automatisms, the external recruiter, by moving candidates to those steps, will send communications and/or datasets on behalf of the client to them.
If this box were not ticked, the external recruiter would only be able to view the part of the Overview showing the status of the candidates (Inbox, In Progress, Not-compliant etc.).
With the second flag, the external recruiter can manage all the candidates of the position. The flag allows the external recruiter to see and manage all the candidates of the position, thus arriving through all the channels used by the client to promote the position. Otherwise, the external recruiter will only be able to work on his own candidates.
By checking the third flag, the external recruiter can select the candidates to be hired: the external recruiter is given the opportunity to click on the cup and thus define the candidates as "to be hired". In this case, the selected candidates will be placed directly in the "Selected" folder in the Summary. This action by the external recruiter will result in the Time to Hire data being updated in the Statistics part.
Marking the fourth flag enables the external recruiter to delete sourcing candidates. The external recruiter must select the candidates to be deleted, which can only be those from his own source, and from the drop-down menu he must choose Delete applications.
It is important to mention that all actions carried out by the external recruiter in the platform (evaluation of candidates, movement of candidates through the various steps of the pipeline, compilation of Internal Datasets) are reported in real time in the Client's interface. In this way, the latter has complete visibility of the actions performed by the external recruiter to whom the search was entrusted.
2. Enabling searches with available accesses
Besides manual creation, it is also possible to generate External Access templates that are made available to recruiters depending on the visibility of the nodes.
Under Node > Setup > Advanced Setup > External Searches you will find the Data Property box in which you can save the External Agencies that are normally entrusted with candidate searches, whose data property they hold. By clicking on the Create Data Property button you will need to add the name of the agency and possibly insert the logo.
In this part, you will also be able to fill in the field Sender name for communications sent by the agency which will allow you to differentiate communications sent by the external agency from those sent by the company itself. The name entered in that field will in fact appear as sender in the following emails sent by sourcing to candidates:
- invite to apply
- invite to complete the application (following a manual add or a quick apply)
- invite to video interview
Now, when creating the template for External accesses, you will be able to assign the ownership of the candidate data to one of the agencies added in this part.
In the External accesses box you will be able to generate one or more access templates that can be used and activated within the positions created in nCore.
To create a template, click on the button Create external access and fill in the required information in the five steps that appear:
- In the first step, the Template Name and Colour are mandatory, while Description, Tag and template validity period are optional;
- In the second step you can assign the data ownership to one of the agencies added in the Data Property box
- In the third step it is mandatory to add external recruiters belonging to this access, who will then be activated within the positions
- In the fourth step you define the visibility of the template and its use in the tree Nodes
- The fifth step summarises what has been set up
By entering a position and clicking the External Access button, you can decide whether to create a New Access (see section 1) or to activate one of those already available in the templates created in the Setup (Accesses available).
By clicking on Accesses available, a window with 3 steps will open:
- In the first step you have the possibility to select one or more templates from those created in the Setup
- In the second step you will have visibility of the external recruiters present in the selected templates. In order to provide them with access, it will be necessary to click on the appropriate flag and define the start and end date of validity of the entrusted search (selected external recruiters will receive an invitation email from nCore)
- In the third step you will see a summary of what has been set up
The search entrusted to available accesses will appear in the form of a folder under the Overview. By clicking on the folder and the button in the top right-hand corner External recruiters, you can still decide whether to add the external recruiter accesses manually (Add manually) or to activate the Accesses available from the template.
*This function is not active by default in the environment. Please contact your agent to activate it.