Job Template Overview – KeldairHR

Job Templates can be created and customized using job elements to be as simple or as complex as required. Once individual elements are established, they can be pulled from the element libraries to create a template that will appear on your Job Template tab.

Creating Job Elements

Job Elements are broken down into three template libraries: Information Elements, Applicant Elements, and Processing Elements. The preferred method for creating job templates is to populate each of the three job element libraries first in order to import content from those libraries when building a job template. The three template element libraries can be found under Job Templates on the main menu.

Information Elements

The elements contained in this section can be used in a job posting to inform applicants of the basic attributes of the job. Select Information Elements from the menu and then click each individual element to review, edit, add, or remove content. Available elements are as follows:

Department (required): A default set of department names is provided. Review to confirm if your organization would like to add or remove any categories.
Employment Type (required): A default set of employment types is provided. Review to confirm if your organization would like to add or remove any categories.
Company Description (required): One or more company descriptions can be added to this library.
Job Description (required): This is a library of all job titles and descriptions at your organization. Create job descriptions for each position before creating a template.
Benefits (optional, but recommended): Create and define the benefits packages being offered to the applicant.
Video (optional): Add the name and description to embed a video that will be displayed on the application home page.
Custom (optional): A custom element is a description of an organizational attribute (e.g., award-winning cultural environment) or a benefit that deserves exceptional recognition (e.g., full tuition reimbursement for continuing education). Once created, a custom element will be displayed on the application home page.

Note: Each information element has a quick +Create button in the upper right to create new content. Once created, selecting the ⋮ menu will allow users to edit or delete elements.

Applicant Elements

The elements in this section are System and Question Sets. These elements are used to collect information from the job applicant. Select Applicant Elements from the menu and then click each individual element to review, edit, add, or remove content.

System

The following system elements are global settings for all job templates and posted jobs. If applicable, some System sections include individual fields that can be set to required, optional, or hidden. In addition, the system elements enable users to use the text editor to write detailed applicant instructions or text that will appear within the application.

Question Sets

Question sets collect information from job applicants during the online job application process. For hiring flexibility, we suggest that when creating job templates, you should group the question sets into general questions and job-specific questions. When creating question sets, they can be defined as a Standard Applicant Element or AutoScore Applicant Element.

AutoScore Applicant Element: Auto-scored question sets produce a score that helps highlight potential quality applicants from the applicant queue and individual applicant files. Question types within this set will be scored automatically against the desired yes/no response.
Standard Applicant Element: Standard question sets do not provide scores, but they offer additional question types (i.e., text responses and file upload). The answers in the Applicant File can be given an overall rating manually by a user.

See more about Creating Question Sets.

Processing Elements

Processing elements are workflow configurations and other system settings created and edited by an account administrator.

Workflows (required): A workflow is a series of stages and steps that represent the job applicant processing path that appears in an applicant's file. At least one workflow must be defined before a Job Template is created.
Reference Forms (required): A reference form is a series of designated questions that are sent electronically to the references provided by an applicant. At least one reference form must be defined before a Job Template is created.

Creating a Job Template

Once content for all Job Elements has been defined, a Job Template can be created. The selected elements within a template will determine what information an applicant sees and what system users will be able to review within the Applicant File.

Select the Job Templates tab on the menu then choose +Create Template to build the job template.

Step #1) Add Information Elements to the job template

Enter the Job Title.
Select the Department, Employment Type, and Experience from the drop-down menus.
Import or create the required and optional Information Elements: Job Description, Company Description, Benefits, Custom Element, and Videos. Required Information Elements are marked with a red asterisk.
- To import a saved Information Element from the library click +ADD FROM LIBRARY:
  - Preview the content by clicking the preview icon from the slider window and then clicking CLOSE.
  - Click Add to select an item from the library menu to import.
  - Repeat to include additional elements from that information element library.
  - Close the slider window by selecting the X from the top right or by clicking on the template builder window.
- To create an information element within the job template builder click +CREATE NEW:
  - Enter the Title and Description of the element.
  - Click Save to add the element to the template and library for future use.
Repeat to import additional Information Elements from the libraries or create new content.
Once an element has been added to a job template, you can "Remove", "Edit", and "Show More" for that element:
- Selecting Remove will clear the imported element from the template.
- Selecting Edit will allow users to make any changes to that element.*
  - After clicking Edit, make changes to the element, click Save As, and give it a new title. The edited element will be added as an entirely new element in the library. The newly edited and saved element won't be a part of the Job Template until you click Save and Continue on the bottom of the page.
- Selecting Show More will display the element contents and selecting Show Less will minimize the display.
To reorder information element sections, click the row and then drag and drop to a new location. Content within each section can not be reordered. They should be added in the order you want them to appear on the application.
Click SAVE AND CONTINUE which will save the template in the Draft tab.

Step #2) Add Application Content

When creating a template, the selected applicant elements will display within the application in the same order as they appear in the template. We recommend starting with the Resume and/or cover letter followed by Employment History and Education History.

Part One of Application

Resume is locked in the On position and set to Optional by default. Change to Required by making the selection from the drop-down.
Cover Letter is toggled Off by default. Click the button to toggle On and then select Optional or Required from the drop-down.
Employment History and Education History are toggled Off. Click each button to individually toggle them On.
Import or create a question set:
- To import a saved question set from the library click +ADD QUESTION SET FROM LIBRARY:
  - Preview the content by clicking the preview icon from the slider window and then clicking CLOSE.
  - Click Add to select an item from the library menu to import.
  - Repeat to include additional elements from that information element library.
  - Close the slider window by selecting the X from the top right or by clicking on the template builder window.
- To create a question set within the job template builder click +CREATE NEW QUESTION SET.
  - Choose the question set type: Standard Applicant Element or AutoScore Applicant Element.
  - Enter the Question Set Name and Section Intro and then enter the Question, Question Type, Answer for the first question, and mark if it's a Critical Question (AutoScored only).
  - Select Add Question to include additional questions in the set.
  - Click Save to add the Question Set to the template and library for future use.
Repeat to add additional question sets.
Once a question set has been added to a job template, you can Remove, Edit, and Show More:
- Selecting Remove will clear the imported question set from the template.
- Selecting Edit will allow users to make any changes to that element.*
  - After clicking Edit, make changes to the question set, click Save As, and give it a new title. The edited question set will be added as an entirely new element in the library and is now part of your Job Template.
- Selecting Show More will display the element contents and selecting Show Less will minimize the display.
To reorder the application content, click the row and then drag and drop to a new location in Part 1 of the application or Part 2.

Note: Employment History, Education History, and Certifications are global settings, used for all jobs, found in Applicant Elements > System, which can be reviewed by Account Administrators or other users with permissions.

Part Two of Application

References are included in Part 2 of the application and toggled Off by default. Click the button to toggle On and select the required number of references to be provided by the applicant from the drop-down.
Include an optional Question Set:
- To import a question set from the library, click +ADD QUESTION SET FROM LIBRARY and select the set.
- To create a question set within the job template builder, click +CREATE NEW QUESTION SET (see directions in Part One above) or drag and drop a question set from Part 1.
Repeat to add additional question sets.
To reorder the application content, click the row then drag and drop to a new location in Part 1 of the application or Part 2.
Click SAVE AND CONTINUE which will update the saved template in the Draft tab.

Step #3) Select Processing Elements

Select a Stage Workflow from the drop-down.
Select a Reference Form from the drop-down.
Select one or more Interview Guides by clicking +ADD NEW INTERVIEW GUIDE.
- Preview the content by clicking the preview icon from the slider window and then clicking CLOSE.
- Click Add to select an item from the library menu to import.
- Repeat to include additional elements from the library.
- Close the slider window by selecting the X from the top right or by clicking on the template builder window.
- Click Remove to clear an imported Interview Guide from the Job Template.
The Job Keywords will automatically be generated and presented by the hiring system based on the job title, job description, and experience level.
- They system will allow for a minimum of 5 keywords and maximum of 10 keywords.
- Discard unwanted keywords by clicking the "X" to remove them from the list.
- If there are less than 10 keywords on the list, include additional keywords related to the job or applicant skills required by clicking the "+".
- Enter the keyword text and then click enter.
Click SAVE to finish creating the job template. At this time, the template will be moved from the Draft tab to the Completed tab.

To view your recently created Job Template, click Job Template from the menu. Job templates on the Completed tab will display in descending order. To post a job, click the ⋮ menu and select Post Job. Review all elements and content of the application for accuracy before posting.

*Note: While in the template builder, if you elect to edit existing content for Information Elements or Question Sets, you will not be overwriting the original information. Your only option after selecting Edit will be to "Save As," and a new item will be saved to the library. The edited and newly saved element won't be a part of the Job Template until you click Save and Continue on the bottom of the page. To prevent multiple copies of the same element, if there are changes that you would like to apply to all future uses, such as to correct an error, it should be updated directly from the library.

Editing a Job Template

Editing a Job Template will make changes for all future uses of the template; however, it will not change any jobs that were posted previously using the template.

Click the position title from the Completed or Drafts job template list or select Edit from the ⋮ menu.
Review and edit the Information Elements, Applicant Elements, and Processing Elements. Click SAVE AND CONTINUE after each.
The recently-edited template will display at the top of the Job Template list.

Note: If you'd like to create a similar job with different elements, click the ⋮ menu to clone the position.

Working with Job Templates

The Job Template tab in your hiring system is the library of all job templates. Click the ⋮ menu of a template to Post Job, Clone, Edit, or Delete.

Post Job: When posting a new Job, find your Completed template, click the ⋮ menu, and select Post Job. Review all elements and content of the application for accuracy before posting.

Clone: To build a similar job template quickly, you can clone a template, make your changes, and save it under a new title.

Edit: Editing the template is a good option if you have changes that you would like to include in all future uses of this template.

Delete: Delete a template to remove it from the system. Performing this action cannot be reversed. If the template was used previously, there will be no changes to that job.

System

Question Sets

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