Within Eploy, there will be many terms that you’re familiar with, but there may be others that you are not.

This article will define the most commonly used terms within Eploy.

To jump to a definition, please use the links below:


Company Records can be used to represent your internal corporate structure.

They can also be used to represent suppliers prospective clients.

Company records are then linked together to form a hierarchy, which can be used to restrict the visibility of Vacancies and Candidates for users of the Hiring Manager Portal.


A Contact Record is typically used to represent employees within your organisation, or members of your customer or supplier organisations. They are used to create to Hiring Manager and Vendor Users.

They behave in a similar way to those found in your mobile phone – they contain names, email addresses, phone numbers and useful information.


A Candidate Record is created when a Candidate is registered on your system.

Candidates have access to the Candidate Portal, which allows them to update their personal information, register CVs, sign up for Job Alerts and submit Applications.


An Application Record is created when a Candidate applies for one of your Vacancies.

The Application Record will contain a full audit trail of all activity and the answers to any vacancy specific application screening questions.

Hint - Each person should only have one candidate record, but may have multiple application records if they apply for multiple roles.


Before a Candidate can submit an Application for a role, a Vacancy needs to be created.

Vacancies can be created by Core System users or Hiring Manager Users, depending on their permissions & can also be subject to approval before being advertised.

Vacancies contain the full Job Advert that will appear on your website, as well as any other requisition information.


Vendors are typically your Preferred Supplier List Recruitment Agencies and a Vendor User has access to the Vendor Portal.

Vendors can see Vacancies that are shared with them, create Applications on behalf of Candidates and accept/decline Interviews.

Vendor Users must be associated with a corresponding Contact Record.

Hiring Manager User

A Hiring Manager has access to the Hiring Manager Portal.

Depending on the permissions granted to the user combined with settings within the Recruitment Workflow, a Hiring Manager User can:

  • View Candidates within your Talent Pool and create Applications on their behalf
  • Manage Applications through the recruitment process (workflow)
  • Schedule interviews with Candidates
  • Complete Assessment Forms
  • Contact Candidates
  • Create Placements
  • Create and Upload Documents against a Candidate, Application or Placement
  • View and mark the suitability of References
  • View and authorise submitted Timesheets


There are many types of Actions available within Eploy, and Super Users have the ability to edit existing Action types and create more if required.

Types of Action include:

  • First Interview
  • Second Interview
  • Telephone Interview
  • Assessment Centre
  • To Do
  • To Phone
  • Reference

Actions are events that take place at a specific date and time and can be viewed within your email calendar (e.g. MS Outlook), provided you have configured your iCalendar.

Recruitment Workflow

Recruitment Workflows are used to manage Applications through each stage of your recruitment process.

Within each stage of your Recruitment Workflow you can configure:

  • The Stages & Statuses available.
  • Email notifications to be sent to Candidates at each status.
  • What your Hiring Managers can see and do for each Application, Action or Placement Status
  • Whether the Application should be automatically transitioned to another stage once they have reached a specified status

You can create multiple different Recruitment Workflows and you have complete control over which Recruitment Workflow each Vacancy will follow.

Authorisation Workflow

Authorisation Workflows are used to replicate the different authorisation stages required within your Organisation.

There are two types of Authorisation Workflow – Vacancy Authorisation and Placement Authorisation.

As with Recruitment Workflows, there is no limit on the number of Authorisation Workflows you can have, but Authorisation Workflows are assigned automatically based on the criteria of the vacancy.


Placement Records are created when an Application becomes successful and you wish to offer a Candidate a position.

They can also be used to record internal promotions.

The information contained within a Placement Record would typically be:

  • Target or Actual Start Date and Time
  • End Date and Time
  • Salary
  • Job Title

You can also create Offer Letters and e-Signature Contracts against a Placement Record, which can be shared with Candidates via the Onboarding Module.


The Consent Module is used to provide Candidates and Contacts with information about your Data Privacy Policy and give them the opportunity to agree with how you will handle their data, as well manage their preferences.

The Consent Module allows you to capture consent for a set period of time, before contacting candidates when it is due to expire.  With the option to withdraw or renew, candidates can manage their consent automatically.

Query Builder

Queries allow you to search your database using complex search criteria.

There are 4 types of Queries you can run:

  • Company Query
  • Contact Query
  • Candidate Query
  • Vacancy Query

For more information on the Query Builder, please visit this section


Metrics are used to create complex filters of your Database & drive our dashboard & analytics suite. 


On your Dashboards, Widgets are the visual representation of the data filtered by a Metric.

Widgets can display information in a variety of ways, including:

  • Graphs
  • Charts
  • Funnels
  • Ratios
  • Averages
  • Counts
  • Leader Boards
  • Gauges

Dashboard Widgets can also show Actions, Groups, Queries, workflow statistics…even RSS feeds!


Rules provide the schedule for automated processes, such as Exports and emails, like the Hiring Manager Daily Digest, to be sent.

Rules can only be amended by Eploy, but you can still view which rules are active, see the history and trigger a rule to be run.


Exports allow you to extract data from the system automatically, as well as pass the data to third parties such as your HR or Payroll System. Exports are typically provided as CSV or XML formats.

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