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:

• Action
• Application
• Authorisation Workflow
• Candidate
• Company
• Consent
• Contact
• Corporate Calendar Sharing
• Credit History
• Discover Forms
• Export
• Form Flows
• Hiring Manager User
• Job Alerts
• Metric
• Placement
• Query Builder
• Recruitment Workflow
• Reference Collection
• Roles
• Rules
• Vacancy
• Vendor User
• Widget

Actions

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

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.

Application

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.

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.

Candidate

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.

Company

Company Records are used to represent your internal corporate structure or to capture the details of your existing or prospective Customers/Clients, with each discrete area of your business, or individual customer/client having its own Company record.

Within each Company record you'll be able to save information such as the Name, Address, Contact details, Location and Functional/Departmental details.

Company records can also be 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.

Consent

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.

Contact

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.

Corporate Calendar Sharing

This is a feature within Eploy which gives Core System and Hiring Manager users the ability to link their Office 365 or Gmail calendars with their Eploy account, giving them full visibility of their Calendar within Eploy.

Credit History

Although most features within Eploy are paid for as part of your package, there are some which carry an additional cost.  These include SMS (text messages), Signable Documents, Video Interviews and Job Posting.

You may be paying for these optional extras via a Bundle, or you might be using the pay as you go option.

Whichever payment method you're using, the Credit History area within Eploy will allow you to keep an eye on your spend and how much of your allowances or credit balance you have remaining.

Discover Forms

Discover Forms are essentially questionnaires, and are the primary method used within Eploy to gather information from Candidates during the Application and Onboarding phases of the recruitment process.

Using Discover Forms you can ask any kind of question you like and the answers can either be saved within the form itself, or can be saved against the Candidate, Application or Placement record, making them fully reportable.

Discover Forms can also be used by Candidates, Recruiters or Hiring Managers to provide feedback throughout the process e.g. Interview Evaluation forms or Candidate Satisfaction Surveys.

If you'd like to learn more about Discover Forms, please click here.

Export

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.

Form Flows

Form Flows define the process or series of activities a Candidate completes during the Application and Onboarding stages of the recruitment process.

Within each Form Flow you can define a series of conditions which, when satisfied, will dictate which Application or Onboarding Forms a Candidate will be asked to complete.

For example, conditions can be set which would guide an internal candidate down one application route, and external candidates through another, or even vary the application forms displayed depending on the type of Vacancy or part of the business being applied to.  The same, or similar, set of conditions could also be applied to the Onboarding Form Flow to vary the onboarding journey for Internal or External candidates.

Form Flows can also be applied to Action stages within your workflow, meaning you can ask Candidates to fill in a form having successfully completed that stage of the process e.g. gathering feedback following an Assessment Centre.

If you'd like to learn more about Form Flows, please click here.

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

Job Alerts

Job Alerts are a series of automated emails which are sent to Candidates, who have opted in to receiving them, when Vacancies are published which match their preferences.

From within the Job Alerts menu you can control the Vacancy matching settings, email frequency and email content.

Metric

Metrics are used to create complex filters of your Database and drive our dashboards and analytics suite. 

Placement

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.

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. 

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.

Reference Collection

Reference Collection is the stage of the recruitment process whereby you reach out to a Referee to obtain a Reference for your new employee.

Within the Reference Collection menu you can specify the types of references you'd like to collect, the number of references for each Placement required, any time constraints (e.g. references must cover the last 5 years of employment), the questions each referee will be asked to answer along with the content and sending frequency of any emails relating to referencing.

Roles

Roles allow you to control which areas of the system specified Core System users can see, which types of data they have access to and whether that data is displayed in a read-only or editable format.

Using Roles you can set up multiple access levels within your system.  For example, system administrators could be given full access to all areas of Eploy; admin areas could be hidden from Recruiters; and any team members who solely look after reporting could be given simple read-only access to areas of the system they need to report on.

Roles can also be used to segregate the database e.g. limiting recruiter visibility to specific business areas or hiding senior/executive level roles from anyone other than the Recruitment Manager.

Note Roles can only be assigned to Core System Users and this feature is only available within systems which have been launched on, or upgraded to, the 2021 Release 1 (v43) version of Eploy.

Rules

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.

Vacancy

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, and 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.

Vendor User

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.

Widget

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 and workflow statistics.