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NEW EPLOY TECHNOLOGIES

Welcome to the latest issue of Innovations, your guide to the latest Eploy features. As mentioned in the last issue, we are accelerating our roadmap to deliver updates more frequently. So in our first release of
2022, we have new integrations with Microsoft Teams and Zoom, some excellent new dashboards and
metrics enhancements and some clever technology that can help improve your recruitment content
creation. 

NEW! AdTuner

AdTuner is your Recruitment Content Assistant, designed to help you craft job descriptions and email
communications that are inclusive and engaging. Based on academic studies, research and Eploy’s
proprietary algorithm, AdTuner scores your content using a series of tests, (see centre pages for details)
Eploy’s AdTuner Score algorithm provides a valuable benchmark for analysing your Job Descriptions. And
with Eploy Dashboards, it’s easy to create dashboards that measure your vacancy performance based on
your AdTuner scores. Over time, as part of our AI strategy, AdTuner will learn and adapt to real-world results, assisting you to craft and adapt your content to deliver the results you desire.

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Dashboard Improvements

Dashboard Filters

With Eploy’s new Dashboard Filters, you can quickly filter entire dashboards by:

  • Companies
  • Vacancies
  • Dates

By selecting a filter (or combination of filters), dashboard visualisations and widgets will recalculate
based on your chosen criteria. For example, you might have a dashboard that displays candidate source
information; by selecting a specific vacancy or group of vacancies, the dashboard will update to only display the source information for your selected vacancies.

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Dashboard Widget - Metric Picker

We love that many of you have created hundreds of metrics within Eploy, so we thought it right to help you select the right metric when setting up a Dashboard Widget/Visualisation. That’s why we’ve made the metric picker searchable (previously, it was a static drop-down list, which was fine when you only had a small number of metrics to choose from). Now you can simply enter some keywords and the picker will help you find the right metric to display.

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Zoom & Teams Integration

Zoom

Eploy’s Zoom integration lets you organise Zoom meetings and view recordings from within your Eploy
Applicant Tracking System. Zoom meetings can be created and scheduled for organisers who have
accounts within your corporate Zoom account for use within any Eploy ‘Action’ types, such as Interviews,
Screening calls, etc. With the Eploy Zoom integration you can:

  • Create Zoom meetings in any Actions within Eploy
  • Schedule Zoom meetings in any Actions within
    Eploy
  • View recorded meetings within Eploy Action
    records

The integration connects to your Zoom account during Action / Slot creation in the Eploy System to identify whether the organiser set in the Action can create Zoom Meetings. By default, the integration sends the organiser’s username to Zoom – however, this can be overridden to a User’s “Direct / Internal Email Address” on the Standard User Settings.

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If the selected organiser can create Zoom meetings, then a “Create Zoom Meeting” button will appear
under the Location field on the Action Editor. Clicking this will automatically schedule a Zoom meeting. In
addition, when you create an Action in Eploy with a Zoom meeting, a “Join Zoom Meeting” button will
appear when viewing the Action throughout the Eploy system. Should the Action’s start date / end date, organiser or Action Type be changed, the integration will automatically update Zoom with the changes. Similarly, when you delete Actions in Eploy, the integration will also remove the meeting from Zoom.

After a Zoom Meeting, any cloud recordings will be processed and hosted by Zoom. If you have selected
the “Automatically save recorded meetings” option, links to the meeting will automatically be added to the “Edit Action” page following the successful processing by Zoom. By default, all recordings are password protected by Zoom, and the password required to access the
recording is included with the hyperlink in the Eploy System.

Microsoft Teams

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Similar to the Zoom integration, you can also connect your Eploy system with your Microsoft Teams account, meaning you can schedule Teams meetings within any Eploy Actions. Recordings of meetings are also possible, although you may need to contact your Microsoft Teams administrator to ensure your
organisation’s Teams account supports recording sharing. By default, Teams recordings are only available
to the user account that conducted the meeting.

Vacancy Improvements

Multi-edit vacancies and templates

When working with your vacancies and vacancy templates, the ‘Multi-Edit’ feature now lets you update the rich content fields typically used for your job descriptions (e.g. ‘About the role’, ‘About the
candidate’ & ‘About the company’). The key benefit of this enhancement is that you can now make bulk
changes to any number of vacancies to ensure content consistency. So, for example, you can update your
standard ‘About the company’ text across all of your vacancies at once. Or standardise your ‘About the
role’ information when recruiting the same role across multiple branches, locations, etc.

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New standard vacancy fields

We’ve added some new vacancy fields and updated others to help you better manage your vacancies:

  • Internal Title - an alternative name for the position
    for your internal use only.
  • Maximum distance to travel - so you can screen
    based on candidates within a specific radius of the
    vacancy
  • Reason for hire
  • Name of Employee being replaced
  • Has this role been budgeted for?
  • Business justification

You can use all of these fields as email and document merge fields, and they can also be accessed using the Eploy API. In addition, you can use Maximum Distance to Travel, Reason for Hire and Has this role been budgeted for? in your metrics.

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Vacancy Template Permissions

We’ve added new permissions that enable you to control how your users create vacancies within Eploy. By adding new permissions for ‘Create Vacancy from Previous’, ‘Create vacancy from template’ and ‘Create new vacancy’, you have complete control over vacancy creation. For example, you might want users to only create vacancies from your existing library of templates.

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Document Management Improvements

e-Signature Document Templates improvements

We’ve made several improvements to the e-Signature Document Template interface. First, when you create a new e-Signature document, the ‘Active’ field will be set to off (inactive) - this means you can upload a document and then add your merge fields. Second, suppose you upload a new document to an
existing, active template, and your new document does not contain the e-signature merge field. In that case, the template will be automatically made inactive - again to allow you to add your signable field, at which point you can make it Active again.

Document Editor - Sample Document with All Fields

Eploy’s Document Editor tool now includes a series of sample files containing all of the available merge
fields. For complex documents, we recommend using your local version of Microsoft Word to create & edit the documents and then uploading them into Eploy. You can now download the following sample files containing all of your merge fields to easily cut and paste the ones you require into your new document.

  • Company / Contact sample file
  • Candidate sample file
  • Placement sample file

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Additional Improvements

Candidate Activity Stream – Exports

In the Candidate’s Activity Stream, you can now see any exports that the candidate’s information has been
passed to, for example, New Starters. We’ve also added ‘Exports’ as a filter within the Activity Stream, enabling you to see all the exports containing the candidate’s information quickly. Export information is also date stamped to see exactly when the information was exported.

Agency Spend

We’ve improved how Eploy handles Agency fees to help you report on your Agency spending. We’ve added new fields for “Supplier Charge” and “Supplier Rate” to the placement record. When setting the “Supplier Rate” percentage, the “Supplier Charge” will be calculated based on the position’s salary. When setting “Supplier Charge,” this will calculate the percentage of the salary and update the “Supplier Rate” percentage. If you have agency partners submitting candidates through the Agency Portal, the Supplier Fee will be automatically populated with the fee stored in the agency’s company record. To help you report on Agency Spend, we’ve added these new fields (Supplier Rate & Supplier Charge) to the metrics engine and relevant standard reports such as the User Activity Report. In addition, the Supplier Charge field is also a valid merge field so that you can merge the information into documents and emails etc.

Numeric fields

You can now enter larger values in numeric fields (9 characters for integers and 13 for decimals - including decimal places). Also, you can set min and max to the same; this is useful for fixed number input such as Bank Account and Sort Code numbers.

Timesheet Enhancements

For those of you using our Tier 4 Visa Restrictions, we have added new functionality to our candidate portals to help mitigate any risks. As well as flagging and alerting you to any potential breaches, the Candidate Portal Timesheet blocker will restrict candidates from submitting timesheets which are in excess of their allowed hours, helping to reduce potential cases for investigation.

Usability enhancements

We’ve added an ‘add new’ button within the Contacts and Active Vacancies tab on the Company page so that:

  • You can create a new Contact from inside the “Contacts “tab
  • You can create a new Vacancy from inside the “Active Vacancies” tab

Similarly, you can create a new Vacancy from inside the “Active Vacancies” tab on the Contact Summary Page. We’ve also added the right-click context menu to these pages so that you can quickly update contact and vacancy information.

API improvements

The Eploy API now gives you the ability to get questions for records as part of the main endpoint, e.g., Get/ search for Candidates; you can now specify the question IDs that you want in the response.

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