Setup - Job Boards - Public & Internal

 

The Job Board Settings allow you to control the appearance and even the function of your online application(s). Through these settings, you can activate, deactivate, and configure your Job Boards to require items like resumes as well as track EEOC data, set up login requirements for applicants, and change the messages that appear on the actual Job Boards.

The Configuration Menu

To get to the Configuration Menu, click Setup from the dropdown in the upper right-hand corner of your screen. You will be presented with the following screen:

On the left side navigation menu look for the fifth button down, which is labeled Job Boards. Alternatively you can look under the section labeled Setup and click the link labeled Activate, deactivate, and configure your Job Boards.

Configuring Your Job Boards

Clicking the button labeled Job Boards or the link labeled Activate, deactivate, and configure your Job Boards will open the following screen:

You will notice that there are multiple sections. Among these are:

• Your Job Boards: This includes your Public Job Board and your Internal Job Board.
• Third Party Job Boards: This includes the popular independent job sites CareerBuilder, Monster, Indeed, ZipRecruiter, Dice, Glassdoor, JuJu, and LinkedIn Limited Postings. For more information about configuring these third party sites see Posting Your Jobs to Indeed , Posting Your Jobs to CareerBuilder, and Posting Your Jobs to Monster.
• Social Media Sites: This section includes popular social media sites such as Facebook, Twitter, and LinkedIn. For more information about posting to Social Media sites, see Posting Your Jobs to Facebook and Posting Your Jobs to Local, Specialty, and Other Job Boards.

Each section includes the following columns/headings:

• Job Board: The name of the Job Board.
• Status: Displays whether the Job Board is Active or Inactive.
• Source Value: This will display in the column Source on the Candidates Tab and informs you which Job Board that the application came from.
• Actions: This column allows you to click Edit Settings, which allows you to change the settings of the selected Job Board.

Public Job Board Settings

To change the settings on your Public Job Board click Edit Settings under the Actions column. This will take you to the following screen:

You will notice at the top of the screen that there is a link to your Job Board. This link will change based on whether you selected to edit the settings for your Public Job Board or Internal Job Board. In the case above this is the link to your Public Job Board.

Your Public Job Board is always active and you may not change that setting.

This screen contains many options that you can configure. They are listed below:

Source Value: This is where you select the source of the job board. The Source Value displays where the application you received came from. If you need to add sources to this list, click the link labeled here. For more information on how to edit this field and other picklists see Configuration Guide: Candidates.

Resume: You can choose whether to prompt applicants to submit a Resume as an attachment when they are submitting an online application. The options for this dropdown menu are as follows:

• Show, Required - Applicants must submit their Resumes.
• Show, Optional - Applicants can submit their Resumes but are not required to do so.
• Hide - Applicants are not prompted to submit Resumes. This field will be hidden on the online application.

Cover Letter: You can choose whether you want applicants to submit Cover Letter text through the online application. This is accomplished by copying the applicant’s Cover Letter into the supplied text box on the application. There are three options available to you and are as follows:

• Show, Required - Applicants must submit their Cover Letter.
• Show, Optional - Applicants can submit their Cover Letter, but are not required to do so.
• Hide - Applicants are not prompted to submit Cover Letter. This field will be hidden on the on-line application.

EEOC Questions: Use this option to include the system supplied EEOC Questionnaire in the On-Line Application as optional questions to collect Federal EEOC data. By default, this data is hidden on the application and can be viewed through the reports available under the Reports Tab (See User Guide: Reports for information on how to generate reports). Two options are available for this field:

• Show: Shows the system supplied EEOC Questionnaire and allows the applicant to answer it if they so choose.
• Show by Job: If you choose Show by Job you will be able to specify on the Add/Edit Job page whether to show EEOC questions.
• Hide: Hides the system supplied EEOC Questionnaire from the applicant.
• Breadcrumbs: Choose whether to Show or Hide the Breadcrumbs (i.e. navigation at the top of the page) on job board pages.

For example, if you plan to only use the Apply page of your job board, choose Hide so applicants will not be able to navigate to other pages.

Applicant Login: 

Choose whether to require the applicant to create an account on your job board in order to apply for a Job with your organization. Creating an account allows applicants to do the following:

• Complete an application in more than one sitting
• Edit an application after submission
• Save a copy of their last application with their account

Setting the Applicant Login field to No will not require a login or account for an applicant to access your Job Board. Applicants will be required to apply and submit their application in one sitting and must fill out an application for each job that they wish to apply for.

Setting the field to Yes will require applicants to create an account before they can begin an application. They are initially taken to a login screen that gives them the following options:

• Login: They can enter a username and a password if they have an account.
• Create an Account: Clicking this link will allow the applicant to create an account where they will provide a Username and Password as well as supply their name and email address. Once they submit this information they will receive a confirmation email at the email address that they supplied containing their chosen Username and Password.
• Retrieve Your Login: If the candidate has forgotten their login credentials for your Job Board, they can click this link, provide the email address that they registered with, and their username and password will be sent to the email address that was used at the time of registration.

Applicant Login Screen

An applicant with an account can begin an application, save it, and finish it at a later date, or submit the application. If the candidate decides to start an application and they are logged in, they are presented with two options at the bottom of the application:

• Submit
• Save and Finish Later

If they decide to select Save and Finish Later, the next time they login to your Job Board they will be presented with their account page and have access to saved/incomplete applications, which they can resume and complete as well as access to potentially submitted applications (see Allow Edit below).

If the Candidate decides to apply for a new position, the new application will automatically be populated with the information from the last application that they submitted and they can review, edit and submit their application without having to re-enter information.

Allow Edit: The Allow Edit field is used in conjunction with the Allow Login field and only has an effect if Allow Login is set to Yes. If the option is set to Yes, the applicant may edit their application after it has been submitted and update their profile in your database, which will ensure that the most current information is available to you. The change is documented in the Candidate History as well possibly an email notification to users in your organization. See Configuration Guide: Candidates for more information on setting email notifications.

If Allow Edit is set to No, they are not allowed to edit the application after they submit it.

General Job: This is an optional field that allows you to provide a way for applicants to submit a general application to your organization. You select a job from the dropdown menu and a link will added to the Job Board allowing applicants to submit a general application.

For more information on how to create a job see User Guide: Jobs.

Employment Application: This is an optional field that allows you to select an employment application from your Library to include for every job on this Job Board. This is useful if your company uses one standard application for all jobs, which means you would not have to add the application on a per-job basis. However, if you have different applications for different jobs you will want to leave this field blank and add the applications to the job on a per-job basis.

Use SSL: Set this to Yes if you want to use SSL/HTTPS to encrypt traffic. Using SSL/HTTPS means that all your application data will be encrypted, which is recommended when capturing confidential information like Social Security Numbers. If your company website utilizes SSL/HTTPS, then it is recommended that you change this setting to Yes. Selecting No will use the standard HTTP protocol.

Allow Referrals: Choose Yes to enable a Referrals page where employees (or others) can submit candidates for jobs and track Referred By. If enabled the referral URL will be in the description for the field. This is the link that you would give employees to allow them to refer candidates.

Note that only jobs that are launched to your public job board will appear in the job’s dropdown.

Show Search Filters: You can set this to "Yes" to show Search Filters on the job board. Job Fields set to Show on Job Board, will show as filters. (Supported field types: Text, Pick List, and MultiSelect Fields)

Job Board Skin: You can select which skin or template to use for your Job Board. ApplicantStack™ comes with a default skin, but you can request a custom skin that will more closely match your current website. You can request a custom skin by contacting your ApplicantStack™ Representative. If you have a custom skin, knowledge of HTML, and feel comfortable making small changes to your skin, you can contact your ApplicantStack™ Representative to have this skin made available to you for changes. You will be able to make changes in a text box labeled Custom Skin HTML. Once this option is enabled and you need help, please contact ApplicantStack™ Support.

Header Logo: If you are not using a custom skin, you can upload your logo to show in the header of the default skin. The logo can be in jpg, gif, png, and bmp. The logo will be automatically resized to ensure that the image will fit in the Job Board header.

Header Return URL: You can enter a URL in this text box that allows the user to click on the header image and go to the URL that you specify. Often this is simply the URL for your company site.

Messages Section You can change any of the messages or text that appear on various pages of your Job Board. This is helpful when you need to supply specific instructions to an applicant as well organization branding.

Sample Messages

Below is a listing of messages available for modification on your Public Job Board.

Openings Page Title: You can change the title of the Openings page of your Job Board. The title is displayed at the top of the page.

Openings Page Instructions: This message is the instructions that applicants need to navigate your application process and displays at the top of your Openings page.

Resume Instructions: This message will appear on your Job Board if you have Applicant Login set to yes. It provides instructions to returning applicants on how to retrieve their application.

No Current Openings: If you have no current open position(s), this message will display on your Openings page.

Submit General Application: This message appears if you have set up a general job that will instruct applicants on how to submit a general interest application.

Opening Has Been Closed: A message that appears when an applicant tries to apply for a position that is no longer open. This usually happens when an applicant uses a direct link to a job (Monster or Career Builder) or has bookmarked the position in a previous visit to your Job Board.

Apply Page Instructions: A message that appears on the apply page that provides applicants any instructions that may be needed to apply for the position.

Apply Save Success: This text is displayed when an applicant saves an application to be completed at a later date. The save button only appears when Applicant Login has been set to Yes.

Apply Submit Success: A message for when an applicant submits their application to the system. Displayed when the applicant clicks submit.  This is where most clients would add a tracking pixel or conversion code provided by their 3rd party job board representative.

Login Instructions: This message displays on the login page of your Job Board. This text only appears when Applicant Login has been set to Yes.

My Account Instructions: This message will display on the My Account page and provides instructions on how to open a saved application or submitted application. This page is only accessible when Applicant Login has been set to Yes.

Create Account Instructions: Instructions display to the applicant in regards to creating an account on your Job Board. These instructions are only available if Applicant Login has been set to Yes.

Account Welcome Email: Body text of the welcome email that is sent to applicants when they create an account on your Job Board. This email will only be sent if Applicant Login has been set to Yes.

You may have noticed that some message fields contained HTML code. You can use basic HTML code to bold or change the color of text as well as add hyperlinks to other pages.Another thing you might have seen is that some fields contained code that was not HTML, but enclosed in [ ]. This code is used for links to applications, pages, and displaying usernames and other data. Below is a list of available codes and what they are used for.

• [:orgname:]: Your organization name
• [:jbmyaccount_link:]: Opens the My Account Page
• [:jbgeneralapply_link:]: Opens the General Application Page
• [:jbcreateaccount_link:]: Opens the Create an Account Page
• [:jbforgotaccount_link:]: Opens the Retrieve your Login Page
• [:jbopenings_url:]: Displays the URL for your Job Board
• [:username:]: Displays the applicant’s password
• [:password:]: Displays the applicant’s password
• [:jbsearchagain_link:]: Opens the Job Board Search Page (see below).

When you are finished, click Save to commit your changes. Otherwise, click Cancel

Internal Job Board

If you have jobs that are specifically for current employees of your organization or you want to give your employees a chance to apply for another position before it goes public, then you want to activate your Internal Job Board. The Internal Job Board has the same settings available for modification that are available on the Public Job Board. Altering settings in one does not affect the other, so if you want both Job Boards to have the same settings, you will need to modify the settings of each board separately.

There is one difference in the settings of the two Job Boards that you need to be aware of. Remember that the Public Job Board is always active and this setting cannot be changed. You can activate or deactivate the Internal Job Board.

When you click Edit Settings for the Internal Job Board, the first option you will see is a dropdown box labeled Status. By default, it is set to Inactive. Leaving it as Inactive will keep this board hidden on your Launch Tab. Change this to Active to activate your Internal Job Board and have it as an option under your Launch Tab.