Find Top Talent and Refine Recruitment With flair

Career Portals

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The career portal is the most important tool for advertising your open positions and hiring people for your organization. In this step-by-step guide, you’ll find out how to set up your careers page in the flair Recruiting app on Salesforce.

How To Set Up Your Career Portal

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To get started, open the flair Recruiting app in Salesforce. From the Home page, you can either:

• Use the shortcut in your Setup Assistant by clicking Go to Settings
• Click on the Career Portals Setup tab in the top navigation bar
• Type Career Portals Setup in the Salesforce App Launcher

Once you’re on the Career Portals Setup, click Create. If you already have a career portal, then click New.

To get started, you’ll need to pick a name and a slug for your career portal. The slug is a unique identifier that will appear in the URL of your new career portal.

It must be all lowercase and contain no special characters or spaces. Spaces will automatically be replaced by a hyphen.

For example, if you give your career portal the slug “flair Demos”, your URL will be https://flair-demos.careers.flair.hr. When you enter your slug, our app will check whether the URL is available.

Click Create to reserve the URL and open the career portal builder.

Now you will see the career portal builder. There are four tabs on this page. We’ll take you through each of them.

Layout and Appearance

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The Layout & Appearance tab is where you create the design and content of your page. In the middle of the page, you will see a preview of your career portal’s design. On the left, each card or component of your careers page will be listed. You can hide components by clicking the eye symbol or edit them by clicking the pencil icon.

To remove a card entirely, click the trashcan icon. You can also rearrange the components by clicking and dragging the dots to the left of the card name.

By default, your career page will have four cards:

• Hero Card: This is the eye-catcher of your careers page. The card contains a title, subheading, description text, three images, and a Company Highlights section for quick facts and figures.

Open Positions Card: This card displays the open positions from the Jobs section of your flair Recruiting app. You can add a title and description to the card, choose to group the jobs by department or location, and decide how many positions appear per page. To select which jobs appear here, use the Segmentation tab.

Perks & Benefits Card: Show potential applicants what they can look forward to. With this card, you add as many company benefits as you like. Choose an icon, give the perk a name, and write a short description.

Our Team Card: Give your company a face. Using the Our Team card, you can add photos of team members with a short caption, so candidates know who their future colleagues might be.

These four cards are just an example to help you get started. By clicking Add New Section, you can choose from a variety of other cards. Get creative and make your career portal your own!

Customizing Job Description Pages

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In addition to your career portal home page, you can also customize what job pages look like. From the menu on the left, click on Job Description Page to see a preview of how your open positions will look. There are two default cards: “Job Header” and “Job Details and Application”. These cards are mandatory and will always appear at the top of your job description. However, you can add whichever new sections you need below.

Career Portal Details

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The second tab in Career Portals Setup is called Details, and this is where can define the core features of your career page, including:

• Basic company information
• Company logo
• Brand color
• Default language
• Your About Us text
• Links to your company’s website, social media, and privacy policy
• The message that applicants receive when submitted their application

Defining Fields for Your Career Portal

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To define which information you would like your applicants to share when applying for a job, open the Fields tab in Career Portal Setup. Here you’ll find the different fields you can use on your career page to collect info on your applicants. This includes cover letters, earliest start date, and salary expectations.

You can choose whether a field is mandatory or optional, and turn off any fields that you don’t want to display. You can also rearrange the fields.

If you want to add a new file upload field:

• Click on Add New File Field
• Define its label
• Add a description
• Select whether you want it to be mandatory or optional

If you require candidate information that is not covered by any of these fields, you can create custom fields and picklists in Salesforce Setup. Visit our Developer Hub for a how-to guide.

Editing Fields for a Specific Job

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For some job roles, you might require a different set of information from your applicants. In this case, you can change the fields shown at the job level.

To do this, open the Jobs page in flair Recruiting and select the job you wish to edit. Then, select the Fields tab. Click the Override button and you will see the default job fields as defined in Career Portal Setup. Now you can add, remove, and edit fields for this specific job vacancy.

Please note, the changes you make here may not be visible immediately. To apply the changes, use the Force Update button in Career Portal Setup then refresh the job page.

If you wish to return the fields to the default settings, simply click Reset To Career Portal in the Fields tab of the job.

Choosing Which Jobs To Display

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If you want to adjust which jobs appear in the Open Positions card on your career portal, open the Segmentation tab in Career Portals Setup.

Here, you can click Add Segment to add all jobs from a specific location or department.

Alternatively, you can click Add a Specific Job to add jobs individually. This feature is useful if you have multiple career portals for different regions and/or teams.

How To Track Candidate Sources

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Once your career page is ready to go, you’re going to want to know where your candidates are coming from. By adding a simple tag to the end of the page URL, you can track application sources to see how candidates are finding your job posts. Here’s how it works.

1. Take the career page URL that you defined in Career Page Settings. For example: https://YOURCOMPANY.jobs.flair.hr/. If you want to track candidates for a specific job posting, then take the URL for the job posting you want to track. This will be the same URL with an ID after the final slash.
2. Add ?origin= to the end of the URL.
3. Now type in the name of the source where you are planning to share the link. For example, if you want to share your career page on LinkedIn, add ?origin=linkedin to the end of the URL.

4. Now when someone applies for a job using this link, you will be able to track the application’s origin. Open the flair Recruiting app on Salesforce and search Career Portal Applications in the App Launcher. When you click on a candidate, you will see a field called Career Page Origin that lets you know where the candidate applied from.

5. You can use this field to create reports, helping you better monitor which of your recruitment channels are yielding the most applicants.

Link an Existing Career Page or Job Ad to flair

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If you have used a solution or platform other than flair to publish and advertise a job listing, candidates will not automatically be added to the flair Recruiting app. Fortunately, if you follow these simple steps, you won’t have to enter these candidates into Salesforce manually.

To connect a job ad to flair, first make sure you have already set up a flair career portal. Next, go to the Jobs section of the flair Recruiting app and create the job. Provided that your job listing matches the location and departments defined in the Segmentation options for your career portal, you will see a Career Portals box on the job’s page in Salesforce.

Copy the career portal link from this box and paste it into your external job advertisement. For example, you might want to make this URL the destination of the “Apply Now” button on your career page.

Now, when someone clicks the link in your job advertisement, they will be redirected to a flair job application form. Once they submit this form, their details will be saved in the Candidates section of the Recruiting app.

Jobs

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Save time when creating new job listings using our simple job template.

Creating Jobs on Your Career Page

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Go to the Jobs section of the flair Recruiting app and click on New.

Enter the name of the job listing and select a Publish State to define whether you want to post the job immediately or keep it as a draft. You can then add all the information you want the job listing to show, including:

• Type of employment
• Time commitment
• Department
• Location

Then you can write a job description, list the job’s requirements and responsibilities, and describe the benefits that your company offers.

Once you’ve filled out these fields, click Save and the job will now be visible on your Jobs page.

How To Add a Hiring Manager

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Once you’ve created a job, you will need to assign a hiring manager to oversee the hiring process.

To do this, simply go to the Jobs section of the flair Recruiting app. Select the job you want to add a hiring manager to.

On the right-hand side of the screen, you will see a section named Hiring Managers. Type in the name of the hiring manager and click Add to assign a hiring manager to this job.

How To Translate a Job

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To appeal to a wider range of applicants, you may want to advertise your job in multiple languages. You can do this easily in the flair Recruiting app.

Simply navigate to the Jobs section and select the job you want to translate. Click on the Translations tab and then click Add Translation.

Choose a language you want to add and then fill in the translations for each field. You will see the original language underneath each field. Click Save to complete the translation. You may then add more translations by repeating the process.

Advertising Jobs With Multiposting

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With flair, you can post your job ads on multiple websites at once using our multiposting feature. Not only is this an effective way to save time, but it also boosts your chances of finding the right candidates for your open positions.

To start, open the flair Recruiting app and open the job that you want to advertise. Now click on the Publishing Details tab. Fill in the fields to add more information about the role, including industry, employment type, required experience, and salary range. When you have filled in all the fields, click Save.

Now open the Advertising tab. Under Add Integration you will see a selection of integrations we offer for job advertising. For multiposting, select the flair Advertising integration and click the Connect Via Integration Service button. Make sure to activate the integration by clicking the Enable button.

Once you are connected, a flair Advertising tab will be added underneath the Advertising tab in your jobs. In this tab, click the Advertise button. You will now see a selection of recommended job boards based on the job category, industry, and location you selected. You can click the filter icon on the right side of the highlights panel to adjust your filters or uncheck the Display Recommendations Only box to see the full list of suitable job boards.

Each result shows you the name and description of the channel, the price and duration of the ad placement, and whether or not this channel is recommended for you based on the type of role your want to advertise. Choose channels by clicking Add to Cart and then you will see the total price in the Cart card on the right.

When you click the Checkout button, you will have the chance to check the job details before posting. You may need to add some missing data depending on the job boards you have chosen. Once you’re ready, click Proceed to Checkout. Give your ad campaign a name and choose which Career Portal it is linked to. You can review your order details again before clicking Submit Order to start the campaign.

You can monitor your ongoing ad campaigns using the flair Advertising tab. Here you will see a list of your paid listings, including their status, cost, and clicks. You can also stop the campaign by clicking on the down arrow ▼ next to the campaign and selecting Stop Campaign.

JOIN Integration

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JOIN helps companies to recruit the right talent in less time. The recruiting solution enables companies to create job ads, advertise them on multiple job boards at once, and manage applications.

You can integrate flair with JOIN to speed up your talent search while managing all your job ads and candidates in our Salesforce app. Here’s how it works.

How To Set Up the JOIN Integration

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To set up your JOIN integration, you will first need to create an account on join.com. Once you have done that, open the flair HR app in Salesforce and click on HR Admin in the navigation bar. Select the Integrations tab to see the available integrations. Now select JOIN and click Connect via Integration Service. You may be asked to allow the flair Integration Service. To continue, click Allow.

A JOIN tab will appear in your Salesforce navigation bar. Click on Add Token. Alternatively, you can open the flair Recruiting app, select a job that you want to promote, and open the Advertising tab. You should see your JOIN integration in the tabs there with a number of steps to complete your setup.

Clicking the Add Token button will cause a popup to open, explaining how to obtain your API token from the JOIN app. Copy your API credentials from your JOIN profile and enter it into the Join.com Token field in flair Recruiting. Then click Save.

The next step is to set up your locations. To do this, click the Map Offices button in the JOIN Integration page of your Recruiting app. Choose a Mapped Location from the dropdown menu that matches the office location you are hiring for. The dropdown menu will contain all Locations you have saved in your flair app. For example, if your are recruiting for Zürich, choose Zürich from the dropdown menu. Then click Save.

Advertising Jobs With the JOIN Integration

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Now that you’re set up, you can quickly and easily promote your jobs on join.com and other job boards.

First, go to the flair Recruiting app and open the job you want to advertise. Then click on the Advertising tab.

You will be asked to check your required publishing fields, including Name, Description, Salary, Job Category, and Employee Type. To do this, go to the Publishing Details tab and fill in these fields. Then click Save.

Go back to the Advertising tab. Scroll down to step 3 “Create or link a job posting on JOIN” and click the Create button. This will automatically create the job posting on join.com.

You should now see a confirmation message saying “Your job is linked”. If you click the down arrow ▼ in the top-right corner of the Advertising tab, you can either Unlink the job or click Check on JOIN to see your live job posting.

Candidate Evaluations

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Having a fair and consistent process for evaluating candidates is key to hiring the right employees. Find out how to create tailored evaluation templates so you can simplify your hiring process.

Creating an Evaluation Template

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In the flair Recruiting app, click the Evaluations tab in the navigation bar. Select Evaluation Templates and then New Evaluation Template.

Give your template a name and click Save. Your template will now appear in the list. Click on it to start creating your template. You can then add different types of questions.

Single Choice: The evaluator can select one answer. Click Add Option to define possible answers.

Multiple Choice: The evaluator can select multiple answers. Click Add Option to define possible answers.

Scorecard: The evaluator gives the candidate a score for multiple items. Click Add Item to add the items you want the evaluator to assess.

Free Text: The evaluator can type any answer to the question

For each type of question, you can make the question optional or mandatory and add hints to help the evaluator.

You can also delete questions by clicking the trashcan icon. Change the order of questions by clicking on the drag handle dots at the top of each question card and move the question to a new position.

Once you’re finished, click Save Template and your evaluation template will be ready to use.

Assigning Evaluators and Evaluations

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To assign evaluators and evaluation templates to candidates, go to the Jobs section of the flair Recruiting app.

Select a job and then go to the profile of the candidate you want to assign an evaluator to. Click the Evaluators tab and then Add New Evaluator. Select an evaluator, choose an Evaluation Template, and if needed, set a Due Date for the evaluation.

You can also use the Candidates tab to directly find a candidate you wish to assign an evaluator to.

How To Evaluate a Candidate

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Once you assign an evaluator and an evaluation template, an email invite will be sent out to the evaluator. Clicking the Evaluate button will take the evaluator to the Employee Hub, where they can assess the candidate.

In the Employee Hub, you will see a list of candidates to evaluate. This table shows you useful information, such as application stage, job, and the evaluation’s due date, score, comments, and status.

When you click on a candidate, you’ll see their information at the top of the evaluation form. The evaluation questions will appear below and you can start submitting your feedback. Finally, you can add your overall recommendation and write any final comments.

Below Your Feedback, you can also see an overview of your team’s feedback on the same candidate, as well as an Overall Recommendation score.

flair Recruiting Chrome Extension

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Our Chrome extension is a helpful time saver when you’re searching for talent. Without leaving your browser, you can directly add talent and candidates to your flair Recruiting app. Learn more about this practical tool for recruiters.

Adding the Extension to Your Browser

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You can download our flair Recruiting extension for Google Chrome from the Chrome Web Store. Download the extension here.

Once you have downloaded the extension, open the extension by clicking on the flair logo in your Google Chrome browser. If you have not pinned it to your navigation bar, you may first need to click the jigsaw piece to find the extension. Use your flair Employee Hub log-in details to sign in.

Adding a Talent’s or Candidate’s Details

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Now you can add the details of the candidate or talent you have found: full name, email address, phone number, and a link to their LinkedIn profile. Optionally, you can add notes and select relevant skills from your flair Recruiting app.

Lastly, select whether to save the profile as a Talent or a Candidate. If you select Candidate, you will be able to assign a job for the profile from a drop-down menu and select the appropriate funnel stage. Click Create Candidate / Create Talent to save the profile directly to the flair Recruiting app.

Creating and Editing Email Templates

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flair Email Templates allow you to generate and schedule standardized email content for various HR-related purposes, such as recruiting. Below, you will find a guide on how to create and modify email templates. Let’s walk you through the approaches.

Creating Email Templates Using the flair HR app

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• To begin, log in to your flair HR app on Salesforce and click on the nine-dot option menu on the left-hand side of the screen. Type “Email Templates" into the search bar.
• Select the Email Templates option from the search results. This will bring you to a page where you can create a new email template.

• Click New Email Template and provide a name for your email template, such as "Successful Candidate Interview"

• Next, use the Related Entity Type field to specify the email category. For example, if it pertains to an email intended for interview candidates, you can select Candidate.

• Add a description to provide additional context for the template
• Choose the visibility of the template using the Folder field. You can keep it private (only visible to you) or make it public for others to access.

• Enter a subject for the email. This subject will be used when sending the email to recipients.
• If you leave the subject field blank in an email template, the subject of the responding email will automatically replace it, just like in any regular email
• Compose the content of your email using the text box

• Once you have finished creating the template, click Save.
• We have now successfully created a brand-new email template for responding to successful candidates. But you have the freedom to create as many distinct templates as you wish, tailored to different scenarios.

Sending Email Templates in the Candidates Section

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If you want to send an email using a flair Email Template, you can do so through the Candidates function on the flair Recruiting app.

• Access the flair Recruiting app and navigate to the Candidates page
• Select the candidate you wish to receive the email

• Next, go to the Scheduled Emails section on the chosen candidate’s page and select Schedule Email

• In the New Scheduled Email, you can choose to use an email template you previously created
• To use the pre-created template, select it from the available options or search for it by name using the Template field

• To see a wider selection of email templates, untick the “Select Only Candidate Email Templates” box
• Once you are happy with the email content, select Schedule

Creating Classic Email Templates in Salesforce

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Four unique types of Classic Email Templates are at your disposal: Text, HTML with Classic Letterhead, Custom, and Visualforce. Here are the steps you need to take using the Salesforce Setup Page.

• Click on the gear icon in the upper-right corner and select Setup

• In the Setup Home menu, search for "Email Template" to find the Classic Email Templates

• Within the Classic Email Templates page, it is possible to toggle through different categories of email templates using the Folder option. Click edit to make changes to an already existing email template.

Within each folder, it is possible to create a new email template. To do this, simply select New Template.

After navigating to the New Template creation stage, you may choose the type of email you would like to create. For example, you may wish to build a Text or HTML email format.

Adding Merge Fields to an Email Template

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With flair email templates it is possible to incorporate merge fields. A merge field is a placeholder or variable that gets replaced with actual data when the email is sent out. It allows for the personalization and automation of email content. There are two ways to add merge fields to an email template.

Classic Email Merge Fields

• When creating a new Classic Email template, you'll see an option labeled Available Merge Fields in the top left corner of the template.

• Choose the appropriate merge field type from a selection of options using the Select Field Type dropdown list. For example, if you want to include candidate-specific merge fields in an email, select Candidate Fields. If the email is payroll-related, select Payroll Fields.

• Within the relevant merge field type, you'll find fields like First Name, Employment Type, Job Name, and many more options for your emails.
• Selecting a merge field such as First Name will present you with a merge field value which you can copy into your email template.

• The types of merge fields you include in an email template will determine the type of data automatically included in the email. For example, including fields like First Name or Contact ID will populate the email with corresponding individual information.
• Once you’re happy with how the email looks, click Save to store the template.

Candidate Email Merge Field

It is also possible to add merge fields to candidate and recruitment emails using the flair Recruiting app. Here is how it works.

• In the flair Recruiting App, navigate to the Candidates page and choose the specific individual you wish to email.

• Within the chosen candidate’s profile, navigate to the Activity box in the bottom right corner and select the Email icon to begin your correspondence.

• Within a candidate email, it is possible to insert as many merge fields as you like using the Merge Fields button, indicated by the Bracket icons { }.

• Choose from a selection of merge fields associated with the sender, your organization, and the candidate.
• Once you have created the email and inserted the relevant merge fields, click the Eye icon to preview the correspondence. Then click Send to deliver the email.

Using Different Screen Views for Recruiting

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On Salesforce it is possible to choose between a selection of display views or screen orientations. This allows you to efficiently manage different tasks and visualize information by dividing your screen into a Table view, Kanban view, or Split view.

This guide will walk you through the very simple process using the Candidates section of the flair Recruiting app as an example. It’s important to note that view changes can be applied in many areas of the flair Recruiting and HR apps.

Screen View Options

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Table View: The Table view is the most common and traditional view for displaying records in Salesforce. It presents data in a tabular format with rows and columns, resembling a spreadsheet or a database table.

Accessing the Table View: When assessing candidates in the flair Recruiting app, the Table View will be your default view. However, if you ever need to revert to this view, simply go to the Display As icon in the List View Controls bar and select the Table view.

Kanban View: Kanban boards employ cards, columns, and swimlanes to assist teams in effectively visualizing and managing workflows. The view can be effective for charting the progress of work using different columns. For example, in the Candidates section of flair Recruiting, you may wish to organize potential hires into stages such as Applied, Phone Screen, Interview, Offered, Hired, and Rejected.

Accessing the Kanban View: To switch your view to Kanban view, simply select the Display As option on the List View Controls bar and choose Kanban.

Split View: Selecting Split View will divide your screen into two sections: the left pane and the right pane. Split View enables you to multitask and see two different records at the same time. Split View is useful for reviewing records or quickly scanning through a collection of them, without the need to switch back and forth between the list and the records.

Accessing Split View: In the List View Controls menu, locate the Display As tab, which provides various list views for your data. Simply select Split View and your screen will be divided into two.

flair AI (Beta)

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flair AI is a beta feature on the Recruiting app on Salesforce, currently available for free preview. Built upon a state-of-the-art large language model, flair AI can assist you with candidate screening and job descriptions. More capabilities will be included in the flair AI suite of tools as we expand the feature.

Enabling the flair AI Integration

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flair’s AI integration can be activated using the flair HR app on Salesforce. Follow these steps to enable the feature.

• Navigate to the HR Admin page on the flair HR app.
• Select the Integrations tab and click on the flair AI integration option.

• To enable the integration of flair AI, click on the Connect via Integration Service button and then select the Enable option. This will make flair AI accessible within the flair Recruiting app.

Generate AI Job Descriptions

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flair AI simplifies the process of creating high-quality job descriptions. Simply input prompts into the Create Job wizard in the flair Recruiting app. Then allow our AI to generate engaging and error-free descriptions for recruitment purposes.

flair AI job descriptions include a summary of the job role, the responsibilities, candidate requirements, as well as the job benefits. Here’s how to generate a job description using flair AI.

• In the flair Recruiting App on Salesforce, visit the Jobs page.
• Click New to create a new job description.

• Add details about the job including Name, Location, Type of Employment, and Language. Then click Next.

• In the Publishing Details section, fill in fields such as Industry, Job Category, Years of Experience, Seniority, and Salary for a personalized job description. Click next to continue.

• In the Description section, click Generate with AI. This allows flair AI to generate a professional job description within seconds.
• Click Save to finalize the job description.