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An admin CV is used within Eploy to create a formatted candidate CV to forward to clients & hiring managers. It can also be used to quickly view candidate information, in a structured uniform template. This can include key information on a covering page about the vacancy or the candidate.

If you require our Support Team to create an Admin CV we would need a copy of your requirements/layout in order to quote for this work.

Creating an Admin CV Template

An admin CV will extract information from the candidate record within Eploy, rather than from the candidate’s original CV. This way, the admin CV will also extract information that you have added to the record that may not be on the original CV e.g. if you have manually added skills they can be extracted to the CV.

Because of the extraction process, the admin CV needs to be made up of merge field tags, so it knows where to extract the relevant information from within the candidate record.

When you start building your template, it is important to decide which information needs to be displayed. Not all information from within the candidate record will be necessary. However, as this template will be used on all candidates, the fields need to be generic enough to ensure enough information is extracted;

  • Candidate contact details are a good place to start – Having these included, particularly near the top of the CV, maybe best practise. However, it depends if you would like the Hiring Manager/Clients to be able to contact the candidate directly, so managing/restricting the information provided is important
  • Candidate Skills can be included – Allowing Hiring Managers/Clients to have a clear overview of what the candidate can/can’t do
  • Candidate Qualifications – If your Hiring Managers/Clients prefer their candidates to have a certain level of qualification, having this information easily visible can be beneficial
  • Vacancy details – If the candidates have been long listed/applied for a vacancy, this information can be included on the admin CV
  • Your agency/contact details – You may wish to have your contact details/logo displayed for brand awareness

When using merge tags, certain related fields can be input as part of a table. This will allow multiple lines of data fields to import, such as a full list of skills or employment history. By adding ‘table start / table end’ fields, this will ensure that all of the data stored is extracted.

For a full list of available merge tags and tables, please see the attached file.

Submitting your Template

Once you have created your template, you need to submit it to support@eploy.co.uk. We can then upload the CV against your system. Please confirm the Template Title - What you would like the template to be saved as in your system.

Creating an Admin CV

Once your template has been uploaded, you can create admin CVs for your candidates. Note: An admin CV is required to be created if you are using the ‘Mail Merge’ function to send the candidate’s details to Hiring Mangers/Clients.

You can create admin CV’s in three ways;

From the Global Candidate List

  • Click on ViewCandidates
  • Under the column “CV’s” select the second icon  this might be green. If it is then the candidate already has an admin CV but clicking it will create a new admin CV
  • The admin CV creator will pop up (check pop up blocker is not on if this does not happen)
  • Choose your Template from the dropdown list
  • Choose the way you wish to display the file name from the File Format dropdown or add a File name to the text box below
  • Edit after creation (only supported in Internet Explorer) allows the user to edit the admin CV directly in IE (if using an alternative browser please download the file, make the changes and then upload it using New in the Admin CV tab of a candidate record)
  • Insert latest candidate CV will use the latest candidate CV uploaded. If you deselect this field it will use the second to last candidate CV uploaded
  • Select if you wish to Leave Existing CV (this can be selected if multiple admin CV’s are allowed on your system) or Replace CV
  • Click Next
    • If using Internet Explorer and you selected Edit after creation you will now be in the Document Editor
    • View Other CV’s allows you to select another CV from the record to open and use as a reference if you wish to
    • CV Editor has basic edit tools like word, to make any changes required to the admin CV
    • Use the inner scroll bar (on the right) to move down the admin CV and the outer scroll bar to move dove the Document Editor tool
    • Save As will auto input the chosen file name
    • Choose from .RTF or .DOC from the dropdown
    • Choose where the document is to Save In
    • Choose the CV To Replace (leave as default if you wish to just save in the Admin CV tab and not replace anything)
    • Click Save
  • Once it has been created you should see the Admin CV listed under the tab within the record and the original icon (if it was grey) will now be green

From within the Candidate Record

  • Open the candidate record
  • Click on Admin CV tab
  • Click on Create CV
  • The admin CV creator will pop up (check pop blocker if this does not happen)
  • Choose your Template from the dropdown list
  • Choose the way you wish to display the file name from the File Format dropdown or add a File name to the text box below
  • Edit after creation (only supported in Internet Explorer) allows the user to edit the admin CV directly in IE (if using an alternative browser please download the file, make the changes and then upload it using New in the Admin CV tab of a candidate record)
  • Insert latest candidate CV will use the latest candidate CV uploaded. If you deselect this field it will use the second to last candidate CV uploaded
  • Select if you wish to Leave Existing CV (this can be selected if multiple admin CV’s are allowed on your system) or Replace CV
  • Click Next
    • If using Internet Explorer and you selected Edit after creation you will now be in the Document Editor
    • View Other CVs allows you to select another CV from the record to open and use as a reference if you wish to
    • CV Editor has basic edit tools like word, make any changes required to the admin CV
    • Use the inner scroll bar (on the right) to move down the admin CV and the outer scroll bar to move dove the Document Edior tool
    • Save As will auto input the chosen file name
    • Choose from .RTF or .DOC from the dropdown
    • Choose where the document is to Save In
    • Choose the CV To Replace (leave as default if you wish to just save in the Admin CV tab and not replace anything)
    • Click Save
  • Once it has been created you should see the Admin CV listed under the tab within the record and the original icon (if grey) will now be green

Creating multiple Admin CV’s

  • Click on ViewCandidates
  • Select multiple candidates from the list
  • Click on Reports
  • From the dropdown list select Create Admin CV
  • Click on Open
  • The admin CV creator will pop up (check pop up blocker if this does not happen)
  • Choose your Template from the dropdown list
  • Choose the way you wish to display the file name from the File Format dropdown or add a File name to the text box below
  • Insert latest candidate CV will use the latest candidate CV uploaded. If you deselect this field it will use the second to last candidate CV uploaded
  • Select if you wish to Leave Existing CV (this can be selected if multiple admin CV’s are allowed on your system) or Replace CV
  • Click Next
  • Once it has been created you should see the Admin CV listed under the tab within the record and the original icon (if grey) will now be green
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