| Core System | |
| Fully relational Recruitment CRM |
Eploy is a full CRM system for recruitment. The four main record types are:
Organisations - Your company structure, each division or department will have its own organisation record in Eploy as well as Agencies.
Contacts - Your Recruiters, Hiring Managers, Employees, and Vendors
Candidates - The talent that will apply for Vacancies within your system.
Vacancies – Your roles and positions that you are recruiting for.
These records have relationships with each other as well as workflows and other system features. |
| Document Management | Any file can be uploaded to the system. Each file type can have a max file size limit imposed and extension restrictions. Please note that uploaded Files will contribute to the overall storage limit of your system (see Eploy Sales Order form). Permitted extensions are: jpg, gif, png, pdf, doc, docx, rtf. The Client can request how these are set up should you require different permitted file extensions |
| Internal company structure & hierarchy | Eploy will store a structure of companies and, independently, a structure of contacts if required. This can be maintained by Eploy System users. The structure will be used as part of the configuration to affect functionality. |
| Global Addresses | Build your Address database into Eploy & use these across organisations, vacancies and hires to ensure your new starters are always in the right location. |
| Audit Trail | Call logs and activity can be filtered on dates and type. Where relevant, comments can also be filtered. |
| User Configurable Layouts | Eploy System users can change the layouts on many pages within Eploy. This includes fields on display, columns on display and column order. Users will use drag and drop functionality within an “Edit Layout” screen where they can include record fields specific to each view. We will advise on best practices during the system setup phase. Editable pages include: Candidate summary, Candidate column view and Candidate detailed view. The same pages also apply to Organisation, Contact (Managers) and Vacancy pages. Selectable fields for display will be based upon active fields available for each record which will be determined during implementation. There will be no charge for users to configure any of these screens and amendments can be made by appropriate users at any time. |
| User Configurable Drop Down Lists and Option Groups | Eploy System users with the relevant permission can change drop-down lists and option groups. This is restricted, so as to not adversely affect data i.e. if options are in use you will not be able to delete data. We will advise on best practices during the system setup phase. |
| Custom Fields and Forms | Eploy can add and remove fields from the system, rename fields, make fields mandatory and add custom fields. We have allowed for up to 25 fields in addition to any custom field limits as specified elsewhere in this scoping document. All configuration of fields must be completed during the setup phase. Any further configuration after you have "gone live" will be chargeable based on our standard day rate. |
| Email, Document and SMS Mail Merge | Eploy contains a complete Mail Merging System. This is based on email templates that Eploy System users can create / edit. Users can also create merge document templates. SMS credit can be bought on an ad hoc basis, or as part of a monthly package deal (ask for more details). Please refer to the order form for pricing. |
| CV Import Tool | Emails with CV's attached (or zip files containing CV's) can be emailed to the clients CV Import email account. CV's can then be imported as a group with the CV parsed for information such as Personal Details, Work History, Skills, Hobbies and Interests, References, Education History. If a vacancy reference is included in the Subject then a vacancy is automatically assigned so that an application can be created at the same time (if not referenced then a vacancy can be manually assigned and an application then created). Candidate source is automatically tracked where possible. Emails and Zip files should be limited to contain no more than 200 CV's. Multiple CV Import accounts can be purchased for different business areas / divisions or departments. See your Eploy Sales Order Form for more detail. |
| Email Import Tool | Any email received in your company inbox can be forwarded to the email account set up for your Email Import Tool. Also, when sending emails you can BCC this account in. The Email Import Tool then automatically reads and stores emails as correspondence records in the system against the relevant records. Should an email not match a relevant Organisation / Department, Contact or Candidate, a system email will be sent detailing the issue. |
| EployMail | EployMail requires access to users external email accounts via the IMAP protocol. It is the client’s responsibility to ensure we are given IMAP access to the accounts. EployMail is linked to Eploy System users. Typical setups will include one EployMail account per user but if more are needed they can be purchased separately - see your Eploy Sales Order Form for details. For further information on configuration requirements please refer to the EployMail User Guide referred to in the Link/ Document Ref Column. |
| Auto CV Import Tool | As part of EployMail or as a standalone IMAP compatible email account, certain folders can be setup to be automatically imported. Various default options can be set such as how duplicates are managed and how certain fields are pre-populated. |
| Configurable Reporting | We will configure one version of each of the following reports: Campaign Snapshot, Campaign Candidate Snapshot, Time to Hire. Following training, users will be able to create multiple versions of each report. Reports can be shared with other users. |
| Standard Reports | Eploy’s Interactive Reports empower you with simple to use, yet highly detailed, recruitment campaign reports. Create your own custom reports, then simply click to drilldown into the data to get the full picture of your campaigns, candidates and KPIs. |
| Dashboards & Metrics | Eploy comes with a standard set of dashboards that are suitable for a variety of uses. Following training, users will be able to create multiple dashboards, widgets and metrics. The Client may request that Eploy develop further dashboards and metrics but on a chargeable basis (standard daily rate). |
| Remote Working & Mobile Device Support | Eploy is fully accessible from any location with internet access via Smartphone, Tablet and Desktop. Eploy Candidate Portal, Hiring Manager Employee Portal & Agency Portal are fully mobile responsive. The Core System Eploy System is not mobile responsive but will render correctly and work on most Smartphones and Tablet devices (may require pinch and zoom). Some functionality (e.g. opening word documents) may be reliant on the availability of third party apps (e.g. a word document viewer). For users accessing the Email and Vacancy Details pages via their mobile devices and using the Text editor, full functionality of the editor is only available when using the "Desktop View" as supported by the relevant mobile browser. To ensure compatibility with a specific device, please let us know. |
| Data Management (Multi-Edit, Duplicate Merge) | Eploy system users will be able to carry out bulk activities as follows. Users can edit a small selection of Candidate, organisation and contact fields (multi-edit). Users can create actions, correspondence logs, applications, hires and notes against multiple Candidates/organisations at once. Tools are also provided to merge any duplicate Candidates, Organisations / Departments and Contacts. Care must be taken as any data recovery services required will be charged at our standard day rate. |
| Recruitment Workflow | Users can easily manage Candidates in the recruitment process both singularly and collectively. There are various tools for updating statuses, actions and outcomes as well as moving Candidates through the process. There is a pipeline view designed to view and manage Candidates with a simpler UI and drag and drop card based interface. Eploy allows multiple workflows to be created by Standard Users. Workflows are assigned to vacancies and where relevant "drive" the Hiring Manager portal (see Hiring Manager Portal section). Workflow stages are either application based, action based or hire based. All statuses and action types can be created/amended by Standard Users with drop down editing permissions. Email Templates can be linked to workflow stages to ensure consistency and adherence to internal policy. Eploy will consult with Standard Users on how to configure this to best meet the clients requirements. It is the clients responsibility to ensure all workflows are configured. |
| Recruitment Workflow Emails & SMS | Specific email templates can be linked to workflow stages. These are not automatically sent by default. Once templates are linked to stages it is very quick to track unsent emails and email the correct content to the right people. i.e. rejection emails. This can be performed for individual Candidates or in bulk. Email templates can be changed by Standard Users with the right permission. Within each Workflow Standard Users can setup automated emails to Candidates. Variances are possible for Internal/External/Vendor Candidates. Emails can be sent after varying time frames e.g. as soon as a stage is reached or after a job is closed. It is the Clients responsibility to configure these. |
| Eploy Discover Forms | Standard Users can set up banks of application screening questions / feedback forms with associated scoring and grading mechanisms. This can be used as a simple form of knockout or as an advanced way to grade applications. Eploy will consult on the best use of this module and provide training but it is the Clients responsibility to set these up. Standard Users are able to fill in these forms (enabling them to be used to capture other types of information such as telephone interview forms) and linked to vacancies and candidates if applicable. Standard Users can change grading and scoring mechanisms, auto-rescore already completed forms and manually score forms depending on the form settings. |
| Eploy Discover Forms - SJT's | Situational Judgement Tests allow you to automatically ask competency questions during the application process and grade candidate responses potentially facilitating auto rejects. The special question type required to build SJT's is not included as standard (please ask for more information). |
| Email Marketing | Any emails sent from the system can include a tracking mechanism that will track if the email is opened, as with all email tracking this is based on the use of a tiny image - therefore it will be ineffective if recipients block images within their email client. The system can also track link clicks - provided the tracking code is used correctly for each link. |
| Saved Queries and Searching | Enables the saving and sharing of queries and searches with colleagues or placed on user defined dashboards. |
| Saved Groups/ Target Lists | Enables the creation of Groups of Candidates, vacancies and contacts that can then be shared with colleagues or placed on user defined dashboards. |
| Executive Search Tools | Eploy can be used to perform head hunting tasks using a combination of search tools and the hierarchy builder for companies and contacts. Groups can also be used to save target lists of Candidates/organisations/contacts and shared with colleagues. Candidate and contact records can also be linked together i.e. if you have a CFO stored as a contact within a competitors business and they are now looking to move, a Candidate record can be instantly created that keeps the relationships with the contact and organisation structure. |
| Organisation/ Candidate Pipeline | The pipeline allows Standard Users to setup and use the Opportunities workflow to manage and track processes that are not connected to Eploy vacancies, actions and outcomes. E.g. A Recruitment team could track a candidates progress through any offline processes that would normally be held on spreadsheets. |
| Succession Planning | Eploy can be used to track current employee skills and metrics for internal matching. This relies on the skills database being up to date as well as Organisation / Contact hierarchies. Dedicated recruitment workflows can also be created to support this function. |
| Job Library | Standard Users can create vacancies from an empty form; from templates using the copy vacancy function (all fields are editable) or from a previous role (using the copy vacancy function). A vacancy can be saved as a draft by setting it to the “Draft” status. Eploy System users can create new Templates. |
| Job Roles & Openings | Job Roles allow you to sync posts & positions from your HR system with Eploy. You can then use these Job Roles to drive your template & vacancy security in the Hiring Manager portal whilst Openings are allocated to your successful Hires and can be passed back to your HR/HCM platform. |
| Skills Library | Eploy contains a powerful skills database and indexing library. The Skills Library can be maintained by Eploy System users. Skills (and their associated synonyms) are used for matching Candidates to Vacancies, Companies / Departments and Contacts. Candidates and Vacancies are automatically skilled when added to the system from the CV and description respectively. Eploy also "suggests" new skills that are found in CV's but have not been added to the main skills library. The CV parsing component has a built in dictionary of skills. Each time a CV is imported into Eploy the content of the CV will be checked against this skills list. Any new skills identified which have not already been included within your own Eploy active skills list will be added to a suggested list for authorised users to review and assign or ignore accordingly. Any new skills added from this list will then retrospectively be updated on your entire Eploy talent pool. |
| Talent Pool | This provides access to all Candidates in the database and allows for searching, queries, talent pool groups. |
| Quick Match Tools | The Quick Match Tool will enable Standard Users to perform searches across your entire Candidate database. This tool is accessed from within a vacancy record and the search options will be based upon commonly used criteria in the vacancy. E.g. skills, location, salary, status, position, job type. The fields may vary depending on the configuration options chosen during implementation. |
| Query Builder Tools | Enables you to search across all records and fields. Search for Companies, Candidates, Contacts and Vacancies using this tool. The Query Builder Tools will allow users to search against any active fields from your Eploy system. This tool utilises full 'Boolean' logic allowing Standard Users to build, save, and share detailed searches to be used accordingly. |
| Two-Factor Authentication | To help secure your system from unauthorised access Eploy supports Two-Factor Authorisation (2FA). You can choose whether users inside or outside of your corporate network will need to use 2FA to access your system. With support for email, SMS or App codes, Eploy's 2FA gives you peace of mind and reduces the possibility of unauthorised access. |
| Checking Vacancies | Once a vacancy is fully approved, an additional step can be taken to 'quality check' the details before it is published to your live vacancies on your website. Typically this is managed by a Standard User (i.e. a Recruitment/ Resourcing team) who will make the necessary checks and then decide whether to publish the vacancy (and decide whether is published internally/ externally and also set the respective internal/ external advertising start/ end dates. |
| Publishing Vacancies on Website | Publishing vacancies on your website is typically done by Standard Users. It is also possible to include a 'straight to live' process through the Hiring Manager Portal once your vacancies are approved, but this does require additional fields of information to be available to Hiring Managers (i.e. whether to advertise internally/ externally and also start and end dates). |
| Register with 3rd Party Identity Providers | The Candidate portal will allow Candidates to register with LinkedIn, Facebook or Google. First name, surname and email address are copied through. Candidate profile pictures are optional (Standard Users can set this). |
| Candidate Source Tracking | As standard, Eploy comes with a list of potential Candidate sources and tracking codes. This includes the main job boards and social networks. Some configuration may be required if you require tracking of sources not already in our list. |
| Job Alerts | Candidates can “opt-in” to job alerts. These are based on our standard preferences i.e. Position Type, Location or Postcode and Distance willing to Travel and Department. They can pick up to three of each. |
| Uploading CVs (including from cloud storage) | The Candidate portal will allow Candidates to upload a CV from their desktop/device from Dropbox, Google Drive or One Drive. |
| CV Parsing | When Candidates upload their CV's, they will be extracted using an industry leading CV Parsing system. A standard set of fields are extracted. |
| Candidate Portal Notifications | Automated emails are sent to the Candidate when they register and upon applying for each job. The content of these emails is set in templates in the Standard Interface which can be changed by Standard Users. A standard set of emails is included but it is the Clients responsibility to change these. Emails can not vary per job or business area. |
| Application Flow and Forms (Discover) | An Eploy Application Flow will be built into your Candidate application process. It enables Standard Users to set up application forms with associated scoring and grading mechanisms. This can be used as a simple form of knockout or as an advanced way to grade applications. Hiring Managers will be able to review any application forms linked to the vacancy the candidate has applied to. Hiring Managers cannot fill in or edit Discover forms, but can be given the option to grade the Application Forms if you wish. Eploy will consult on the best use of this module and provide training but it is the Clients responsibility to set these up. |
| Interview Scheduling & Slot Creation | Hiring managers will be able to create interview slots at pre-configured workflow stages. Candidates can login to the Candidate portal and select their preferred slot which is then allocated on a first come first serve basis. Alternatively, hiring managers can set up interviews that require confirmation from the Candidate. Candidates will be able to allocate themselves onto predefined slots on a first come first served basis. Candidates can also accept / reject interviews that have already been set up for them. Candidates can change slots if allowed. |
| Zoom / Teams Integration | Integrate your Zoom & Teams accounts with Eploy, allowing Users & Hiring Managers include meeting invites in your interviews. |
| Corporate Calendar | Link your Office 365 or Google Calendars with Eploy, making external events available within the Eploy Calendar. |
| Structured Review | Create your own interview feedback & panel review processes, collating feedback from multiple Hiring Managers following an interview. With built in scoring & grading. |
| Compliance Management | Compliance flows allow you to prevent applications from progressing unless all required information is provided. This is especially effective for ensuring all information provided is ready for export. |
| Interview Reminder Email and SMS Notifications (Rule Based) | We will set up an automated rule to text / email Candidates on the day / x days before an interview. SMS messages will only be sent if enough credit is available (see SMS pricing). SMS credit can be bought on an ad hoc basis, or can be added to your account monthly/annually but always in advance. Automated SMS alerts are limited to 160 characters. |
| Hire Reminder Email and SMS Notifications (Rule Based) | We will set up an automated rule to text / email Candidates on the day / x days before a hire starts. SMS messages will only be sent if enough credit is available (see SMS pricing). SMS credit can be bought on an ad hoc basis, or can be added to your account monthly/annually but always in advance. Automated SMS alerts are limited to 160 characters. |
| Emailing Agencies | Standard Users can use an Email template to contact agencies once they are assigned to the vacancy. This template can be customised by Standard Users with the relevant permission. |
| Application Quotas | An application limit can be set in the portal for all agencies and jobs. |
| Compliance Check Boxes | A series of checkboxes that have to be ticked before submission but are not actually saved fields. i.e., "Agree to our terms and conditions" (with a link to a file / URL), "Candidates right to work in the UK has been verified", "Have permission to represent the Candidate" etc. |
| Duplicate Checking | We can check duplicates on pre-determined criteria. Of course, the accuracy of duplicate-checking is reliant on agencies supplying the correct, relevant information for each Candidate. Fields available for use are: First Name, Surname, Postcode, NI Number. Email address is not normally used as agencies will use the consultants email instead. |
| Contact Recruitment Restrictions | Take control of your requisition and recruitment processes with our new Contact Recruitment Restrictions. By limiting the noise around locations, business areas and functions, you can ensure your hiring communities are only raising vacancies in the right departments and positions in the right locations. Pick the options available to each person & simplify the process for each Hiring Manager. |
| Passwordless Registration | Create an even quicker registration process by enabling candidates to proceed without setting passwords. Meaning you can streamline the process for candidates trying to quickly apply for a role before allowing them to activate their profile and set a password when they need to, ideal for high volume roles & quick turnaround applications. |
| Competency Questions | With our minimum options to answer functionality, you can create competency-style questions for your Structured Review & Interview feedback forms. The new functionality means that you can create a range of competencies for Hiring Managers to assess candidates during the interview process and allow them to pick & choose which they use; great for flexible roles, as well as ensuring that candidates meet essential & desirable criteria. |
| Private Actions | Our iCal interview invites and event confirmations always appear private when added to your external calendar. Private Actions mean that only the relevant Hiring Managers & Interview attendees will see the content of the invite, protecting any candidate or sensitive information. |
| Definitions & Details - Scope of Works | |
| 1 - Raising a Vacancy & Sending for Authorisation | |
| Job Library | Hiring Managers can create vacancies from templates, a blank template (if allowed); or from a previous role (if allowed). If the vacancy is created from an empty template, it can be saved as a draft. It is the Client’s responsibility to add the required vacancy templates into the database. This option is for our default setting which is to allow vacancy templates to be picked based on organisation hierarchy. For Standard Users, they have the option of choosing from all templates available, without exception. |
| Job Library - Advanced | The advanced option is for Eploy to set the configuration of the jobs library to show jobs based on specific criteria e.g. allowing Hiring Managers to choose only templates that have the Function set that matches the Function of the organisation they belong to. Alternatively, it can be allowed so template selection is configured based on pre-selected fields (which must be set on the pre-insert page). Each Hiring Manager user will only see the templates and roles applicable. If this option is selected, the nature of the selection criteria will be included in the Process Summary. |
| Raise from Role | If using Job Roles, you can also allow Hiring Managers to create a new vacancy based on the roles, locations & templates that they have access too. |
| Requisition Form | This is the creation of a base requisition form. As a guideline, we have catered for up to 10 fields to be added/removed from our standard requisition form. |
| Requisition Form - Advanced | We will configure multiple requisition forms to be different based on predefined criteria such as job type, new/ replacement, business area, Hiring Manager etc. |
| Vacancy Authorisation Process | Eploy contains a standard module for configuring Vacancy Authorisation. This allows Standard Users to change the authorisation process based on pre-defined criteria / filters such as business area / division, job type or a selected field such as "new vs replacement". For each authorisation stage Users can configure what "Position Types" can authorise that stage. There is no limit to the number of stages. Eploy will consult on the best way of using this module to meet the requirements of the client. Standard Users are responsible for configuring these. |
| Authorisation Email/ SMS Notifications | Automated authorisation emails are configured within the module above. Standard Users have full control over the templates and are responsible for configuring them initially. |
| Authorisation - Intelligent Logins in Emails/ SMS | Each email sent for authorisation contains a secure "quick link". This enables the authoriser to login to the Hiring Manager Portal by simply clicking the link - removing the need for remembering a username/password. Each link is valid for 3 days, after which a reminder email is sent with a new valid link. |
| 2 - Checking & Publishing a Vacancy | |
| Eploy Job Posting | The Eploy Multi-Poster can send your vacancy details to your preferred job boards. A ‘multi-post’ means sending the same vacancy, at the same time, to any number of supported job-boards. For example, if you send one vacancy to 5 job boards at the same time you would use 1 Eploy multi-posting credit. Conversely, if you sent 1 vacancy to 5 job boards separately at different times you would use 5 Eploy multi-posting credits. Similarly, updating a job that has already been posted will use one multi-post credit. See: https://eploy.co.uk/eps-mp-01-00 for further details. |
| Third Party Multi Job Posting | Eploy integrates with the following multi-posting providers: JobMate, Broadbean, idibu and LogicMelon. You will be required to setup a contract with your chosen provider independently. Job board credits also need to be purchased independently. This includes access to our standard XML data feed which can be used to push vacancies out to external channels. |
| Indeed Integration (Feed/ Indeed Apply) | Indeed and Eploy work together to streamline your recruiting and help you get better results faster. All of your jobs will automatically appear on Indeed with the option to use Indeed Apply or sponsor your jobs directly from Eploy. Job listings from Eploy can automatically include Indeed Apply, Indeed’s streamlined, mobile-optimised application process that makes it easy for job seekers to apply with their Indeed Resume. Jobs with Indeed Apply stand out in search results and get up to 8x more applicants than jobs with a standard application process. See: https://eploy.co.uk/eids-in-01-00 for further details |
| Google for Jobs Integration (Feed) | Eploy and Google for Jobs have teamed up to make it easy for you to display your vacancies with Google for Jobs. Google for Jobs is a great place to get exposure for your vacancies as you can publish jobs directly to be returned on Google job searches Once published, your jobs can organically appear and re-direct candidates to your Eploy pages for further information and to apply. |
| Eploy AdStore | Eploy AdStore allows you to easily purchase job advertisements to promote your vacancies from within Eploy. It offers over 3,000 job boards and channels, including popular sites such as LinkedIn, Total Jobs, and CV Library, as well as niche job boards and social media platforms. AdStore advertising credit will be purchased directly by the Client in the Eploy Standard Interface and an invoice will be sent to the Client. When job advertisements are purchased, the cost of the advertisement will be deducted from your AdStore credit balance. The Client can top-up their Adstore advertising credit at any time from within Eploy. |
| NHS Jobs Integration (Feed) | Eploy has an integration with the new NHS Jobs platform, enabling NHS and adjacent health and social care providers to post their vacancies to the NHS Jobs board. You can configure the NHS Jobs integration to post your vacancies to NHS Jobs automatically. Optionally, you can use a filter to ensure only the right jobs are posted. Alternatively, you can post on a per job basis, using the same interface as Eploy’s Multi-poster tool. You can map fields in your Eploy System to the relevant fields in NHS Jobs to ensure the correct required information is displayed. Due to how NHS Jobs works, you will still need to log in to your NHS Jobs to publish jobs onto the board finally. This is because vacancies posted via an ATS are set automatically as ‘drafts’ by NHS Jobs. Still, the integration will significantly reduce the time it takes to post a vacancy on NHS Jobs and the likelihood of mistakes. |
| 3 - Candidate Portal & Website Integration | |
| Default Candidate Portal | This is the simplest and most cost effective approach. We take our “default” layout for Standard Pages** and change the logo, fonts and colours to those provided by the Client. Note: Fonts must include an applicable license if required for commercial use. All pages are mobile responsive based on our default design and layout. The default layout cannot be changed and no additional design / features added. See: https://eploy.co.uk/eds-cp-01-00 for further details.** Standard Pages - Job search and job results page - Job details page - Candidate registration and application forms (incl. candidate job alerts, candidate consent capture for GDPR) - Candidate self-service portal |
| Brand Match Candidate Portal | This option builds on option 1 to offer a closer match to your brand and design. We take our “default” layout for Standard Pages** and as well changing the logo, fonts and colours to those provided by the Client, we also match the header and footer design as much as possible and is practical. This means we won't copy them exactly, i.e. elements such as search/menus may have to be excluded or changed as appropriate. Note: Fonts must include an applicable license if required for commercial use. All pages are mobile responsive based on our default design and layout. The default layout cannot be changed and no additional design/ features added. |
| Upgraded Brand Match Micro Site | In this option you can take the brand matched candidate portal from option 2 and upgrade it to a full dedicated careers micro site. In addition to the Standard Pages** you will get a home page, contact us page, about us page (or another content page) all based on our standard layouts. |
| Replicate (Seamless integration) with a standalone careers/ corporate site | This option applies if you have an existing dedicated careers site that has been designed by either your internal marketing department or a 3rd party design agency. It also applies if you have a corporate site that has a careers section with a few dedicated careers pages. With this option we will seamlessly integrate the Eploy Standard Pages** with your careers / corporate site by replicating the design. This is achieved through a combination of using your existing careers site’s HTML / CSS templates as well as painstakingly matching other elements to be pixel perfect. Note: As standard this does not include a dynamic menu system whereby we read in your menu structure to cater for any subsequent changes. This can be quoted separately and relies on an XML or equivalent feed being made available. |
| 4 - Candidate Registration | |
| Registration Process | There is one core registration form which is used for speculative registrations and is the initial form candidates fill in when applying for a job. We have allowed for up to 10 fields to be added / removed. |
| Email Validation | Add extra security to your candidate portal by asking new registrants to validate their email addresses before being able to apply for a role. This will help to ensure that candidates are who they say they are & give you the control to block non-validated email addresses. |
| Passwordless Registration | Streamline the registration process for candidates who are trying to quickly apply for a role, before allowing them to activate their profile after submitting the application. This means they can set a password when they want too, rather than forcing it at registration. |
| 5 - Candidate Application Flows & Forms | |
| Application Forms - SJT's (Discover) | The special question type required to build SJT's is not included as standard (please ask for more information). It is the Clients responsibility to source the SJT questions and build them in Eploy. |
| Application Forms - Video Interviewing (Discover) | Eploy Video Interviewing allows for one-way video interviewing enabling the user to add specific parameters and consistency for the interviewing. Candidates will complete the interview at a stage of your choice to be evaluated fairly before proceeding to the next stage of the workflow. See: https://eploy.co.uk/eps-vi-01-00 for further details. Note: The Eploy Video Interview module is at BETA testing phase - the final phase of software testing where a limited number of Clients use it in a live environment. The nature of BETA testing is that the module may be subject to change. We use the MediaRecorder API to interface with browsers, allowing applicants to record videos. The current list of supported browsers can be found here https://caniuse.com/#feat=mediarecorder. |
| 6 - Reviewing Applications & Moving Candidates through the Recruitment Workflow | |
| Recruitment Workflow | Eploy allows multiple workflows to be created by Standard Users. Workflows are assigned to vacancies and "drive" the Hiring Manager portal. Settings include the stages viewable, the ability to contact Candidates and the ability to move Candidates through the process. If Hiring Manager users are given the ability to move Candidates through the recruitment workflow and contact them then pre-defined email templates can be configured at those stages. As part of the onboarding process, Hiring managers will be able to create Offers (Hires at a set status Offer Made) and can have access to certain onboarding information for candidates. Eploy will consult with Standard Users on how to configure this to best meet the clients requirements. It is the clients responsibility to ensure all workflows are configured. |
| Recruitment Workflow Advanced - Name Blind Settings in Hiring Manager Portal Only | We could vary the fields visible for each Candidate based on the workflow stage. These will be based on standard Eploy fields as well as well as any custom fields added as part of the setup process. Eploy will build 1 recruitment workflow process. Any additional processes can be built by the Client. |
| 7 - Raising an Offer Request and Sending for Authorisation | |
| Offer Hire/ Creation | Hiring Managers can create offers (hires) by using our standard Hire form in the HM portal. (We will allow for up to 10 field amendments). |
| Offer Hire/ Creation - Advanced | Hire forms can be tailored to meet the specific requirements of the client. This includes multiple versions per business area / job type etc. |
| Offer Approval / Authorisation | Eploy contains a standard module for configuring Offer Authorisations. This allows Standard Users to change the authorisation process based on pre-defined criteria / filters such as business area / division, job type or a selected field such as "new vs replacement". For each authorisation stage Users can configure what "Position Types" can authorise that stage. There is no limit to the number of stages. Eploy will consult on the best way of using this module to meet the requirements of the client. Standard Users are responsible for configuring these. |
| 8 - Candidate Offers and Onboarding Flow | |
| Processing Offers To Do (Generating Offer Letters & Contracts) | Once an offer request has been approved (or doesn't require approval), Eploy users can merge any required documents (such as offer letters and contracts) and set the onboarding in motion by updating the hire status. These actions can be done both by Hiring Managers and Standard Users. |
| Onboarding Flow | Candidates who have been offered a role will be able to download and accept their offer / contract document from within the portal. These are created manually by Standard Users using document merge templates, or can be auto-merged in the onboarding portal flow if the documents do not require any amendments before being seen by the candidate . Documents are accepted by using Eploy's eSignature module which will create a signed PDF (additional charges may apply depending on the volume of signed documents).It is the Clients responsibility to create any additional document templates over the included ones. Module Includes: • 1 stage onboarding e.g. offer and contract at the same time. • Offer Acceptance page (View offer letter (non-signable) and accept / reject / query offer) • Welcome to the Team which can include video/ image and text) • 1 'Company Policies' Document download page with 1 acceptance check box • 1 New Starter Details (up to 10 field changes) • 1 P45 & HMRC Checklist (standard page) • 1 'Your Documents' Document upload page (up to 2 file types, unlimited files within each) i.e. Right to Work/ Qualifications • 1 Bank details data collection form • 1 Reference collection form • 1 eSignature Page to include: Read only offer (non-signable) and 1 signable document (contract)Eploy will create 1 signable documents and 1 non-signable document as part of this package - they will need to be supplied by the Client. (Standard Users will be able to create more). |
| Onboarding Flow - Advanced - Multi Stage, Variances & Additional Pages | Additional Onboarding stages will be needed if for example, Offer Letters and Contracts are to be presented at different times (e.g. once an offer letter has been reviewed and accepted by the candidate, they would be presented with their Contract and additional Onboarding Workflow). Any additional pages or variances to the above listed pages in 'Onboarding Essentials' (e.g. a different “New Starter Form” for each area of a business or a different file uploads page for an internal or external candidate). This can also include different processes for internal and external candidates using the additional pages. |
| Reference Collection | Our reference collection tool will enable Candidates to provide referees at a pre-determined workflow stage or as part of onboarding. Different forms can be built for different reference types (i.e. employment, academic, personal). The number of references required can be set within the module. A 'Right to Contact' document can also be configured for the candidate to sign (and be sent to referees automatically) if there is a requirement to provide candidate consent to referees. Once collected, automated emails will be sent to the referee which contains a link to an online form. Referees can have the option to complete the reference collection form or provide their own reference (i.e. upload their own document). Upon completion, emails can be triggered to candidates and relevant users. Responses from referees will be available to view directly in Standard Interface and can also be made available to Hiring Managers. The reference response can be automatically saved as a PDF, ready for download or exporting |
| 9 - Assigning Vendors & Candidate Submission by Vendors | |
| Vacancy Assignment to PSL | Agencies will have access to any vacancy that has been assigned to them. Vacancy assignment is performed by Eploy System users. |
| 10 - Timesheets/Restricted Hours Visa Breach Prevention Features | |
| Timesheets | Candidates have the ability to fill in and submit timesheets for hours worked on a hire. |
| Timesheet Authorisation | If Timesheets are being submitted by Candidates, we can allow managers to approve these so that core users can report on approved time worked for use in payroll processing. We can also configure the options for managers to reject timesheets or to adjust the time worked prior to authorisation. |
| Completion of Timesheets by Agencies | Agencies representing Candidates who work variable hours can be given access to weekly timesheets to submit for approval. |
| Tier 4 Visa Rules and Hire Breach Prevention | If you employ international students on restricted hours work permits (e.g. Tier 4), we can configure rules and features that help prevent breaches to time worked or employing Candidates with expired work permits. |
| 11 - Imports & System Set Up | |
| Initial Import Of Organisation Structure (Contacts & Users) | Eploy will import the initial company structure if the data is provided to us in Eploy's standard format. If this is not possible, then there may be an additional charge to map your fields to ours. Costs can only be confirmed once Eploy have been supplied with a sample of your dataset. This will be used to generate the Organisation/Department structure, populate Contact Fields and create users. |
| Import Drop Down Lists | Eploy will import the required drop down lists if the data is provided to us in Eploy's standard format. If this is not possible, then there may be an additional charge to map your fields to ours. Costs can only be confirmed once Eploy have been supplied with a sample of your dataset. Any drop down entries not provided in Phase 1 - Client Readiness or edits to the initial import are the responsibility of the Client (or may be chargeable work). |
| Initial Import of Candidate Information (Candidate Import Tool) | Eploy will upload basic candidate information if the data is provided to us in Eploy's standard format using CSV or XML. Individual files cannot be imported via this method. |
| Import Candidates From Incumbent System (Data Migration) | Eploy will quote to import existing / live candidates from your incumbent system is this is the desired approach for migration. Careful consideration should be given to data consent to transfer data into Eploy. |
| 12 - Eploy Extend - Integrations/API/Exports | |
| Eploy API | This API will allow developers to pull new starter data from Eploy on demand. This includes all data relating to hires (offers), applications, vacancies, companies and candidates. There will be access to all available fields and custom fields and the ability to query the data. This will allow for candidate data to be pulled at various stages of the recruitment workflow and will also facilitate candidate data to be pulled at multiple times (therefore eliminating the need for multiple exports). For instance, this could be used to pre-empt any internal onboarding processes that need to triggered prior to the candidates formally accepting and being exported to an HR or Payroll system. Consultation time includes emails, meetings, phone calls, and any preparation work that needs to be completed, specifically for the project detailed in this scope. Consultation time is included for the API work during the project implementation and is non-transferable or refundable. The Client may use Eploy APIs to build integrations with Eploy but the Services do not include assisting the Client with building or maintaining such integrations. The Services do not include any re-work or consultation necessary to maintain the integration with a third party product caused by a change to its features. Eploy’s obligations are limited to using reasonable care and skill to maintain the Eploy APIs and when performing any Services set out in a Scoping Document. Eploy does not warrant the quality, safety or compatibility of any third party product. |
| Export for New Starters (HRIS / Payroll) - using Eploy standard format | Export using our standard "Extend" platform and process. See: https://eploy.co.uk/ewb-pr-01-00 for further details. |
| Export for New Starters (HRIS / Payroll) - using 3rd Party API's | Export to a custom specification/ webservice or outside of the parameters as detailed in our Export for New Starters detailed above. |
| Single Sign On (Active Directory etc.) | Currently this works on: Google, Azure (Office 365/ Active Directory), OneLogin and Okta. Other providers are available but may require additional development. See: https://eploy.co.uk/eps-ss-01-00 for further details. |
| Integration with 3rd Parties - Checking Providers | The Eploy third party integration framework allows data relating to an applicant in the recruitment workflow to be communicated via an API call to a right to work, background or reference checking provider. Vacancies in Eploy can be associated to campaigns configured within the third party checking provider. The campaigns can be configured as editable entries in a drop down list that can be selected within each vacancy template or record, making the integration configurable if new campaigns are configured. See: https://www.eploy.co.uk/marketplace/ for further details. |
| Integration with 3rd Parties - Testing Providers | The Eploy third party integration framework allows data relating to an applicant in the recruitment workflow to be communicated via an API call to a testing provider system. Vacancies in Eploy can be associated to campaigns configured within the third part testing provider system. These campaigns can be configured as editable entries in a drop down list that can be selected within each vacancy template or record, making the integration configurable if new campaigns are configured. See: https://www.eploy.co.uk/marketplace/ for further details. |
| Integration with 3rd Parties - Video Interview Providers | The Eploy third party integration framework allows data relating to an applicant in the recruitment workflow to be communicated via an API call to a video interview system. Vacancies in Eploy can be associated to campaigns configured within the third part video interview system and if needed you can also specify how many reviewers will be required. The campaigns can be configured as editable entries in a drop down list that can be selected within each vacancy template or record, making the integration configurable if new campaigns are configured. See: https://www.eploy.co.uk/marketplace/ for further details. |
| User Provisioning – Microsoft Azure | Eploy’s User Provisioning will support the process of creating, maintaining and updating user accounts within Eploy for the following user types – Hiring Managers, Standard Users and Employees (for the Employee Referral Module). It will also create and update linked Contact records. Specific user data will stay in sync. Note: associated Organisation records will not be created or updated although User/Contact records will be matched to existing Organisation records within Eploy where the External ID's match. Whilst not required, User provisioning can also be used to support the creation of Employee Users in the Eploy Standard Interface for use with the Employee Referral Module. Eploy will set up a standard SCIM protocol to enable user provisioning. There is a requirement for the Client to configure in their provider e.g. the setup of SCIM int he Clients application and creating groups of people to sync as part of SCIM setup. |
| 13 - Employee Portal | |
| Employee Referral Module | The Eploy Employee Referral Module can be used to take full control of your employee referrals programme. It enables you to tailor every aspect, from referral settings to rewards, and effortlessly administer and monitor its performance. |
| Internal Mobility Module | Engage with your existing employees and promote internal mobility while protecting the integrity of your internal vacancies with our new module. This includes a validation process for all employees before accessing internal jobs, plus restrictions on leavers so that they don’t continue to have that access. Tied in with recorded Applicant Types, you can benefit from improved reporting on external versus internal hires. |
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