Job Alerts are all managed within Admin > Job Alerts on the blue Eploymenu and will allow you to manage the settings for your candidate portal.
Hint - If you have multiple candidate portals, you can have separate settings for each website. This allows you to ensure that any email templates are on brand and ensure candidates are directed to the right place to apply for the role.
From here, you can click into the existing settings to begin configuring the preferences, the frequency and the emails used to alert candidates. You will need to ensure that you have set up your email templates before you configure the settings, so if you haven't done this yet, check out this guide on managing your job alert email templates.
So long as you have your templates ready to use, you can click into the settings to:
Configure Job Alerts
The job alert settings are broken down into three different sections: Details, When to Send and Preferences.
This section controls the fundamentals of job alerts, including whether they are active, when they start sending and which templates to use:
- Active - This should only be ticked when fully configured. If you ever wanted to stop job alerts for your website, you can uncheck this option.
- Send Job Alerts From - This date field looks at when the vacancy was created, so if you only want your job alert settings to apply going forward, you can set the date that you intend to make it active. However, if you already have roles on the system and would like to include them in your alert settings, you can back-date this field to capture the roles you require.
- Email Frequency - To ensure that you have the right level of engagement with your candidates, you can use this setting to determine how often job alert emails will be sent. If Hourly, candidates will be matched with active vacancies based on their preferences once per hour and will trigger any appropriate emails, whilst if Daily, this check only takes place once per day.
Hint - If the candidate does not match with any roles during the frequency set, no email will be sent.
- Maximum emails to send - This setting is linked with the Email Frequency, explained above, and allows you to dictate how many emails the candidate will receive for each Job alert cycle. For example, if you set this to 3 emails and the candidate matches with four vacancies, they will receive one summary email detailing the four roles, rather than four separate emails. If only 3 vacancies were matched, they will receive three separate emails.
- Email Template - Separate - This is the email template used when the candidate matches with vacancies below the maximum specified above.
- Email Template Summary - This is the email template used when the candidate matches with vacancies above / equal to the threshold.
When to Send Alerts
You can control exactly when job alerts are triggered for your website and you should consider when your jobs go live when making a decision on timings and days included. Job alerts will be triggered when a job is advertised on the website or when the candidate signs up for job alerts, so depending on when your roles go live, emails could be sent over the weekend or overnight etc.
Use the following fields to create a schedule that works for both your vacancies and your candidates:
- Start Sending Emails - This will be the earliest each day that job alerts will be triggered. Based on the number of roles that have gone live since the last job alert was triggered, this could lead to your summary email being triggered at this time (if the threshold has been reached).
- Stop Sending Emails - This will be the latest time each day that a job alert will be sent. Use this to help avoid job alerts being triggered overnight.
Hint - You need to ensure that you have at least a 4 hour window each day for job alerts to run.
- City (Time Zone) - This field is linked to the start / stop sending times and will set the timezone.
- Send on DAY - These tick boxes indicate which days are included when triggering job alerts and allow you to prevent alerts from sending on weekends etc.
This section allows you to define how your job alerts match with candidates based the vacancy requirements and candidate preferences. When these criteria are specified on the vacancy record, any candidates who have opted into receiving alerts will receive any that match with their preferences:
- Preferred Department
- Preferred Location
- Maximum Distance from Job (this is a radial distance from the Candidate's postcode)
- Preferred Function
- Annual Salary Required
Hint - For each option that you have ticked, the role will have to match all of the settings with the candidate.
The final setting is which contact preference to check when triggering job alerts. As a default it will look at the Would you like to receive Job Alerts from us? question. You can also chose to include any other preferences from your consent module.
Click Save to confirm your settings - if making active (at the top of these settings), Job Alerts will begin to trigger based on your sending times.
Once configured, you can also Preview your job alert settings, which will give you an idea of how many candidates have opted in, as well as how many emails are likely to be triggered.
To view this, click Preview at the bottom of the settings page to see the following summary:
- Candidates - This is the total number of candidates on the database
- Candidates Subscribed - This is the number of candidates that have currently signed up for job alerts.
- Live Vacancies - All of your current live vacancies.
- Live Vacancies Matches - Based on your settings, this is the number of vacancies which will trigger alerts to your subscribed candidates.
- Candidates Matched - Based on the live vacancies, this is the number of candidates who will match with the roles according to your current settings.
- All Vacancy Notifications / Matches - This figure shows the number of emails which will be triggered, based on the number of live jobs which match with subscribed candidates.
Below the dashboard summary, you can preview the actual alerts received by specific subscribed candidates at any one time. To do this, type in the candidate details in the Candidate drop down, select the record and click Preview.
If the candidate would receive less than the threshold for the summary, the preview would show the individual alert email, whilst if they were to exceed it, the preview will be the summary email.