Shortlisting Client Guide

April 2017

Shortlisting Forms

Shortlisting forms within Jobtrain are similar to killer questions or scored assessment forms, however they are completed by recruiters or hiring managers, rather than the candidate. They can cover job-specific questions relating to personality, competency or specific skills of the role and can include a mixture of free text or multiple choice answers. The standard shortlisting forms allow one recruiter/hiring manager to complete the form and, where necessary, display a score against the candidate’s record. Panel shortlisting goes one step further. Multiple recruiters or hiring managers can complete the same shortlisting form and either the total or average score from all responses can be displayed against the candidate. It is also possible to compare the answers provided by multiple recruiters to review any discrepancies.

This guide includes information on: Creating a Shortlisting Form • Creating new questions • Copying questions from the Question Bank • Panel Shortlisting – additional set-up

Editing a Shortlisting form Adding a Shortlisting form to a Job • Standard Shortlisting Form • Panel Shortlisting Form

Using Shortlisting Forms • Standard Shortlisting Form • Panel Shortlisting Form

Enabling anonymity FAQs

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Creating a Shortlisting Form

1. Click User > System Settings, then Assessment Forms on the left-hand menu.

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2. Under Assessment Forms, click on New Forms. Enter the name of the form and some guidance for the Recruiter/Hiring Manager on completing the form, then click Save.

3. A second tab will now display called Questions. This is where all questions should be added that the Recruiter/ Hiring Manager should complete.

Questions can be added to a form in two separate ways. Either by creating new questions in the shortlisting form or by copying questions from the Question Bank.

Tip: Questions not created in the question bank will not be saved to the question bank. So for questions you intend to use regularly, create them in the question bank.

Shortlisting Form – creating new questions

1. Under the Questions tab, click New Question.

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2. A pop-up form will appear. Complete the question type, question wording and (if required) some instructions to help the shortlister.

3. Complete all required information and click Save.

4. Create as many questions a required in this way, click Save then close the form.

Tip: Complete the question type, question wording and (if required) some instructions to help the shortlister.

1. Under Assessment Forms, click on the Questions Bank tile.

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Shortlisting Form – copying questions in the Question Bank

2. Click on New Questions and then follow steps 2 - 4 of the Creating new questions section (above).

3. When all required questions have been added to the Questions Bank, click Back and go back into the Assessment Form tile.

4. Create a new form as normal. Enter the form name, pass marks (if required), total score and instructions. Then click Save.

5. Under the Questions tab on the shortlisting form, click Copy From Question Bank.

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6. The list of questions stored in the Questions Bank will then display. Select all questions you would like to add to this form, click Copy and then close the page.

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7. The chosen questions will be saved on the questions tab of the shortlisting form.

If required, the order of these questions can be changed by clicking edit against the questions, changing the question numbers and clicking Save.

NB: If any wording/details are amended on a question in the question bank, these details will automatically update on all forms that question is attached to.

Panel Shortlisting – additional set-up

Panel shortlisting forms are created in a similar way to shortlisting forms with some additional steps to follow to ensure the newer functionality works.

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NB: These areas should be completed for panel shortlisting forms only.

1. When creating the shortlisting form (under Assessment Forms > New Forms), there is an additional Shortlisting result to be displayed drop down to complete at the bottom of the Details tab.

Select whether you would prefer to view an average or a total of all

shortlisting scores in the panel shortlisting column when this form is used.

2. In the Question Bank, when questions are created or edited, there is an additional section at the bottom of the Details tab to complete called For Office Use Only – Shortlisting.

In this section, decide if you would like a panel shortlisting question to be mandatory or if you would like the shortlister to score the candidate against this information and select a score from 1 to 25 to score from.

Editing a Shortlisting Form

2. Click on the name of the shortlisting form you would like to edit. Make all required changes on the Details page of the form and click Save.

3. To update the questions, click on the Questions tab and click edit against the question you wish to amend. Amend any necessary details on the question, click save and then close the page.

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1. Click User > System Settings, then Assessment Forms on the left-hand menu.

4. To add new questions to the form, click either New Question (to create a new question for this form) or Copy from Question Bank (to add a question that is already saved in the question bank). Once added, click Save.

Adding a Standard Shortlisting Form to a job

1. Click Jobs and Talent then open the job you wish to add the form to.

2. Click on the Application Form tab and then the Assessment Forms sub-tab.

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3. In the Competency Form / Telephone Screening section, select the correct standard shortlisting form by either using the search as you type functionality or by clicking the spyglass icon, selecting the correct form and clicking OK.

4. Click Save & Continue at the bottom of the page.

Adding a Panel Shortlisting Form Follow steps 1 and 2 above. In the Shortlisting section, select the correct panel shortlisting form by either using the search as you type functionality or by clicking the spyglass icon, selecting the correct form and clicking OK.

Click Save & Continue at the bottom of the page.

Using Shortlisting Forms - Standard Shortlisting Form Process

1. Build a job as normal.

2. Ensure the Panel shortlisting form is saved under the Competency Form/ Telephone Screening section of the Assessment Forms sub-tab within the job (under the Application Form tab).

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NB : If the form is not already saved, the form should be selected (by either using the search as your type functionality or by clicking the spyglass icon and selecting the correct form), then saving the page.

3. Once ready to shortlist, click on the candidate list icon of that job to see the list of candidates that have applied.

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4. Tick the box next to the candidate you would like to complete the shortlisting form for and select the Shortlisting Form option in the left menu. You can only shortlist candidates individually.

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NB : Any user assigned to the role who can view candidates is able to complete this shortlisting form – the form can only be completed once per candidate.

5. A separate tab will become available showing the shortlisting questions. Complete all answers as required then click OK.

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6. Once the form has been saved, the scores will appear in the shortlisting column on the candidate list page.

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Panel Shortlisting Form process

1. Build a job as normal.

2. On the Job Access tab is an additional sub-tab called Shortlister. To allow users to shortlist, they need to be added to this tab as well as the Job Access sub-tab.

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NB : If the required user is not already saved on the Job Access sub-tab, you will need to search for them by either using the search as your type functionality or by clicking the spyglass icon and selecting the correct user. Then click Save & Continue at the bottom of the page and return to the tab to add the user to the Shortlister sub-tab.

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3. Ensure the Panel shortlisting form is saved under the Shortlisting section of the Assessment Forms sub-tab within the job (under the Application Form tab).

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If the form is not already saved, it should be selected (by either using the search as your type functionality or by clicking the spyglass icon and selecting the correct form), then saving the page. Once ready to shortlist, click on the list of candidates against the job to view the list of candidates that have applied.

Panel Shortlisting Form process continued...

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4. On the candidate list, you will see an additional column with ‘eye’ icons displayed:

Red eye icon This indicates that there is one or more shortlister who has not completed shortlisting for this candidate.

Green eye icon This indicates that all shortlisters have completed shortlisting for this candidate. This icon will appear with a score against it (either the average or total of all shortlister scores, whichever was chosen when the shortlisting form was built).

If a user is a shortlister, they should tick the box next to the candidate who requires shortlisting, then select Panel Shortlisting (on the left-hand side).

NB : Candidates can only be shortlisted individually.

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5. A separate tab will become available displaying the shortlisting questions. Complete all answers as required then click OK.

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NB : Make sure scores are added to all questions that require one, as this will affect the overall score.

If a user completes the form without being assigned as a shortlister, the below warning will pop up:

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6. When all assigned shortlisters have completed the shortlisting form and saved their answers, the red eye icon against the candidate will turn green. Either the average or total of all scores given (depending on which was chosen when the panel shortlisting form was built) will appear next to it.

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7. It is possible for some users (usually Superusers) to click on the Green ‘eye’ icon to view when each form was completed and the individual scores given. By clicking View next to an individual user, you can view the answers given by that shortlister on the shortlisting form.

Enabling anonymity Candidates can also be made anonymous for those performing screening / shortlisting. To do this, create a new security role. For example ‘Anonymous Shortlisting Manager’ and follow the below steps to activate the anonymity: Click User > System Settings > Security Roles Once the new security role is created, you will need to action the following:

1. Deactivate Print & Export within Jobs & Talent Pools

2. Deactivate CV within Jobs & Talent Pools

3. Deactivate History within Jobs & Talent Pools

4. Deactivate Add Notes within Jobs & Talent Pools

5. Deactivate Forward Details within Jobs & Talent Pools

6. Deactivate Send and List Email / SMS / Letter within Jobs & Talent Pools

7. Set ‘Remove Candidate Personal Details’ and ‘Remove CV’ to ‘YES within Candidate Details tab

When you are happy with your new security type, simply update the relevant user/s profiles - linking the user to the anonymous security type.

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Jobs & Talent

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Candidate Details

Panel Shortlisting Form process continued...

The result? An anonymous shortlister's view of candidate lists / records would look like this:

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NB : Please speak to your Client Success Manager if you would like the candidate’s number to be displayed alongside the candidate’s name (typically used for a Superuser view.)

This is how it would look:

FAQs

I can’t see the Shortlisting button against a job I want to shortlist for.

Is the form attached to the job? Check this on the Assessment Forms sub-tab of the Application Form tab.

I can’t see the Panel Shortlisting column or button against a role I want to shortlist for.

Is the form attached to the job? Check this on the Assessment Forms sub-tab of the Application Form tab. Is this functionality switched on in your Jobtrain system? Your Recruitment/HR team should be able to help, or contact our Support team or your Client Success Manager.

I’ve completed the Panel Shortlisting form and clicked save, however I keep seeing an error message.

Are you assigned as a shortlister against this job? If not, your Recruitment/HR team should be able to assign you as a shortlister if required.

Still have questions?

Our Support team or your Client Success Manager will be happy to help answer any further queries.

Tel: +44 (0) 161 850 2004

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