In this guide, we cover the requirements to use volume recruitment, including account settings, permissions, and general administration.
What You Need to Use Volume Recruitment
Activation of the volume recruitment module on your account
Volume recruitment permissions
A volume recruitment process
Events to manage candidates (such as reserving or locking them to work groups)
Note! Volume recruitment cannot be combined with old Basic ads.
The Module
When you are ready to start using volume recruitment, contact your Customer Success Manager (CSM) to activate the module. They will enable the feature on your account and help you configure the basic settings so you can get started.
Access rights
Nedan är alla rättigheter som finns kopplade till volymrekrytering. Dessa kommer finnas tillgängliga vid skapande/redigering av behörighetsgrupper, roller i ärenden, och roller i arbetsgrupper som är ett tillägg som kommer med modulen.
Below is all permissions linked to volume recruitment that is available when you create or edit permission groups, case roles, and work group roles.
Volume Recruitment Process
You create a volume recruitment process in the same location as standard processes, dvs. under Admin > Recruitment > Case setup processes.
When setting up a volume process, you will see options that were not previously available for the other processes.
Include work groups (volume recruitment): Converts the process into a volume recruitment process and adds the Work groups step to the case.
Allow use of reservations: An optional setting if you want to reserve candidates to work groups before locking them in.
Allow candidate lottery to work group: Enables random candidate distribution across work groups.
Events
To manage candidates (reserve, draw lots, lock, or release candidates to or from work groups), you must create specific events. Create these under Admin > Organisation > Events and automations.
If you want events to set a specific candidate status (for example, having the event "Reserve to work group" set the status "Reserved candidate" in the application list), create these statuses first using the Status button above the list.
If you want to group events in the candidate action menu, create categories for them first (for example, "Volume recruitment").
Always create candidate statuses and categories before building the new events.
Application Filters
In the standard setup, several preset application filters are available to help you easily filter candidates in the application list. Filters with the type Standard application list are shown in all cases.
In volume recruitments, you can also add specific filters that only appear for that type of recruitment. When you click Add to create an application filter for volume recruitment, all available fields will appear.
To create an application filter for volume recruitment:
Enter a name that describes what the filter displays.
Select Tab as the filter type.
Select Volume recruitment list as the list type.
Choose your filter criteria (for example, filtering candidates connected to reservation and locking events).
Click Save.
Use the arrows in the list to reorder filters. New filters appear at the bottom of the list by default.
Access-groups - Permissions and Roles
When volume recruitment is active, permission group administration includes an option to create roles specifically for work groups.
These roles primarily control candidate management and work group administration, and you can assign them to users when adding them to a work group in a case.
Recommended Roles
Below there is some suggestions how your access groups/roles per work group can be added. There are also recommendations regarding roles in cases recruitment group.
All users assigned a role in a work group also require an organizational permission group and, depending on how you manage access, a role in the case recruitment group.
Note!
Access to main list: If a user should not access the main application list, do not assign the permission Recruitment - Use filters at the organizational level or within the case role. Include this permission only within the role assigned per work group.
Creating work groups: If the user creating the case must also create work groups, add Volume recruitment - Create work groups to their organizational permission group or their default case creation role. Users cannot edit their own active roles directly.
Reserving and locking candidates: Requires both permission to lock/reserve (Volume recruitment - Lock candidates/reservations) and access to work groups (Volume recruitment - Show work group application list).
Work group access scope: If a user has these permissions in their case role (Case details), you must also add them as a member of each work group where they need to reserve or lock candidates. If you want a user to lock or reserve candidates across all groups without being added to each individual work group, add these permissions to their organizational permission group.
Recommendation: Copy the existing organizational permission group, add the permissions to the new group, and assign it to users who should always be able to lock or reserve candidates across all work groups.
Recommended Roles for Work Groups
Role - "Read only" access in work group (Volume rec.)
Provides minimum access to a work group. Users can view the application list and open applications.
User rights | Description |
Candidate data |
|
Recruitment - Use filters | Gives access to use any filter. |
Recruitment - Show applications | Gives permission to expand applications in the list and show whole application. |
Volume recruitment |
|
Volume recruitment - Show work group application list | Gives permission to see the work group's application list to be able to handle its candidates. |
Role - Candidate management in work group (Volume rec.)
Grants permission to manage candidates within assigned work groups.
User rights | Description |
Candidate notes |
|
Recruitment - Create application notes | Gives permission to create and delete application notes. |
Recruitment - Show application notes | Gives permission to view application notes. |
Candidate data |
|
Recruitment - Use filters | Gives access to use any filter. |
Recruitment - Save filters | Gives access to save filters. |
Recruitment - Show applications | Gives permission to expand applications in the list and show whole application. |
Recruitment - View events/status | Gives permission to view the candidate's latest status and event history under the 'Events' tab in the candidate sheet. |
Candidate management |
|
Recruitment - Administer events | Gives permission to add, change and delete application events. |
Recruitment - Attach files to application | Gives access to attach files to applications received electronically. |
Recruitment - Selection ranking | Gives access to edit selection ranking. |
Candidate interview |
|
Recruitment - Edit interview times | Gives access to edit (add/change/delete) interview times. |
Volume recruitment |
|
Volume recruitment - Show work group application list | Gives permission to see the work group's application list to be able to handle its candidates. |
Role - Full permissions in work group (Volume rec.)
Grants full access to manage assigned work groups and their candidates.
User rights | Description |
Candidate notes |
|
Recruitment - Create application notes | Gives permission to create and delete application notes. |
Recruitment - Show application notes | Gives permission to view application notes. |
Candidate data |
|
Recruitment - Use filters | Gives access to use any filter. |
Recruitment - Save filters | Gives access to save filters. |
Recruitment - Show applications | Gives permission to expand applications in the list and show whole application. |
Recruitment - View events/status | Gives permission to view the candidate's latest status and event history under the 'Events' tab in the candidate sheet. |
Candidate management |
|
Recruitment - Administer events | Gives permission to add, change and delete application events. |
Recruitment - Attach files to application | Gives access to attach files to applications received electronically. |
Recruitment - Selection ranking | Gives access to edit selection ranking. |
Candidate interview |
|
Recruitment - Edit interview times | Gives access to edit (add/change/delete) interview times. |
Volume recruitment |
|
Volume recruitment - Administer work group-specific reservation settings | Gives permission to set and change group-specific reservation settings. Requires "Volume recruitment - Show work group step" user right. Also requires "Volume recruitment - Create work groups" or "Volume recruitment - Edit work groups". |
Volume recruitment - Complete work group | Gives permission to mark a work group as completed. Requires "Volume recruitment - Show work group step" user right. |
Volume recruitment - Edit work groups | Gives permission to edit work groups. Requires "Volume recruitment - Show work groups step" user right. |
Volume recruitment - Show work group application list | Gives permission to see the work group's application list to be able to handle its candidates. |
Volume recruitment - Show work groups step | Gives permission to view the "Work groups" step in the case overview (the step where all work groups are set up).
|
Volume recruitment - Reopen work group | Gives permission to reopen a completed work group. |
Recommended Roles for Recruitment Group / Case
Role - Case access (Volume rec.)
Minimum access to the case (viewing case details). Best combined with a work group role, such as "Read-only access in work group".
User rights | Description |
Case |
|
CBR - Show cases | Gives access to view cases that have been created. |
Can be used as the automatic permission for users added to a work group.
If the user should be able to reserve, lock, and release candidates from workgroups, but not have any other access to the case, the case role needs to include the following permissions:
Role - Case access + reserve/lock reservation/release from group (Volume rec.)
Minimum case access with permission to reserve, lock, and unlock candidates to or from assigned work groups. Combine with "Candidate management in work group" or "Full permissions in work group".
User rights | Description |
Volume recruitment |
|
Volume recruitment - Unlock candidates/cancel reservations | Gives permission to unlock candidates/cancel reservations from a work group so that the candidates become available to other work groups. Requires "Recruitment - Administer events" user right. |
Volume recruitment - Lock candidates/reservations | Gives permission to lock candidates/reservations to a work group. Requires "Recruitment - Administer events" user right. |
Volume recruitment - Reserve candidates | Gives permission to reserve candidates to a work group. Requires "Recruitment - Administer events" user right. |
Case |
|
CBR - Show cases | Gives access to view cases that have been created. |
Those who should be able to create work groups, administer the general settings for these groups and delete groups needs to have the following permissions, either in the case role or in the organizational permission group:
User rights | Description |
Volume recruitment |
|
Volume recruitment - Administer general work group settings | Gives permission to set and change the general work groups" settings. Requires "Volume recruitment - Show work group step" user right. |
Volume recruitment - Create work groups | Gives permission to create work groups. Requires "Volume recruitment - Show work group step" user right and the general work group settings to be set/saved. |
Volume recruitment - Delete work groups | Gives permission to delete work groups. Requires "Volume recruitment - Show work group step" user right. |
Automatic access/roles
Under Admin > Account data > Other, two global settings control automatic role assignments when creating work groups:
Setting regarding the role automatically assigned to the creator of work groups.
To be able to select a role that is automatically assigned to users who create work groups, you must have at least one permission role created with the type “Permission per work group.”
Setting regarding automatically assigned roles to users in the recruitment group for those added to a workgroup.
A user added to a workgroup also needs access to the case. Users get access either through an organization-managed permission group or via a role in the recruitment team for the case.
Users are only automatically added to the recruitment team if a role is selected under account settings. If a role is not selected from the list, no users will be automatically added to the recruitment team for the case, and you will need to add them manually.
The account setting only affects users you add to a workgroup who are not already in the recruitment team.
Remember to save at the bottom of the page after choosing your desired roles.