Recruitment Marketing Public

Projects allow you to collaboratively build talent pipelines in partnership with your colleagues and stakeholders, so that you can ensure that you have the right people ready to go when you need them.

By harnessing the investment you've made in driving traffic to your Recruitment Marketing powered career site, Projects makes it easy for you to identify engaged candidates who are the best fit for your organisation's needs.

Once you've selected candidates to include in your pipeline, it is easy to leverage the power of Recruitment Marketing's marketing automation functionality directly from within the Project to nurture and engage these individuals as you progress them through the stages of your pipeline, and eventually progress them into applicants within your ATS. 

What are projects?

Projects allow you to manage pipelines of candidates. The project may be linked directly to one or more job postings, or it can operate completely independently of a job posting, as may be the case when you are building a pipeline for a particular job family or geographic location.

The project consists of a number of defined stages, through which a candidate is workflowed. The stages, which are defined by the project template that is assigned to the project, are configurable, and customers may create additional templates to suit their needs.

Managing projects

Projects can be managed by selecting Projects from the CRM section on the side menu. Here, you can view existing projects which you are working on, as well as providing an option for you to create a new project.

You can change your view as follows:

• All Projects: All projects you are working on, either as the owner or as a collaborator.
• My Projects: Projects that you are the owner of.
• Favourite Projects: Projects which you've marked as a favourite.
• Collaborative Projects: Projects that you've been assigned to as a collaborator by the project owner.

When viewing the list of projects, you are able to see a summary of the number of candidates in each category within the project, and from the action menu, you are able to edit or archive the project.

You can view a project by clicking on its name.

If you have been added as a collaborator to a project, you can accept that invitation from this screen.

Creating a project

1. From the side menu, under CRM, click Projects.
2. On the Projects screen, click New Project.
3. Complete the following:
   1. Project Name: Provide an appropriate name for this project.
   2. Associated Job(s): Optionally, assign job postings to this project.
   3. Hiring Pipeline Template: Select the hiring template you would like to utilize for this project.
   4. Project Visibility: This setting determines who can view this project within Recruitment Marketing, and also whether the project is visible within 3rd party integrations such as LinkedIn CRM Connect. 
      Available options are:
      1. Share this project with selected collaborators only: Only users who have been explicitly added as collaborators will be able to see this project, and it will not be visible within LinkedIn CRM Connect.
      2. Share this project with all recruiters: Any user assigned the recruiter role within Recruitment Marketing will be able to see this project. The project will also be visible within LinkedIn CRM Connect.
   5. Share Project: Optionally, invite colleagues to collaborate with you on this project.
4. Click the Create Project button.

When creating a new project, you will automatically be assigned as the Owner of the project.

Any collaborators you add will receive an email inviting them to join the project. They will be able to accept this invitation from the Projects page when they log into the system.

Once the project has been created, you will be redirected to that project to allow you to start adding candidates.

Creating a project template

1. From the side menu, under Company, click Settings.
2. Under Projects, click Project templates.
3. Click Manage project templates.
4. From the top right, click New. Alternatively, to edit an existing template, click the name of the relevant template.
5. Enter a project template name, e.g., Finance pipeline.
6. Select the Appear at top of the list checkbox if this project template should appear first in the template listing.
7. Click Save.
8. Click New to add a stage.
9. Enter a stage name.
10. Select the relevant category.
11. Click Save.
12. Repeat steps 8-11 for any additional stages required for the template.

Adding candidates to a project

To add existing candidates to a project stage:

1. From the side menu, under CRM, click Projects.
2. Click on the relevant project you want to view.
3. Click the Talent Search tab.
4. Select the candidates from your CRM database.
5. Click Move to.
6. Choose the desired stage and click Move Candidates.

You can utilize the filters on the left to search for candidates who are a good fit for this particular project.

Additionally, you can use the Suggested candidates toggle from the top right to limit your search to only candidates who have been recommended for one of the associated jobs by the behavioral recommendations engine.

The following information, where available, will be shown for candidates:

• Name
• Current job title
• Location
• Contact information (email and/or mobile number)
• Employment history
• Education history
• Interaction score
• Assigned tags.

Additionally, the following information is shown to help you understand any current or previous activity that has occurred in relation to this candidate:

• Views: Which colleagues have viewed this candidate's profile.
• Contacts: Which colleagues have had contact with this candidate, and when was the latest contact.
• Projects: Which other projects is this candidate a member of.
• Emails: A count of emails and a summary of messages.
• SMS: A count of SMS messages and a summary of messages.
• Notes: A count of notes and a summary of recent notes.

Once you have identified an individual you would like to add to the project, you can click the button on the right-hand side of the card to move them to the first stage within the project. The exact label for this button will depend on how you have named the first stage of the project.

Alternatively, you can add candidates in bulk by selecting the checkbox next to the candidate, and then selecting either the first stage or an alternate stage from the sub-menu above the candidate cards.

Working on a project

Once you have added candidates to one or more stages within your project, you can click on the Pipeline tab at the top to work with those candidates.

The page displays all stages within a project, along with a count of the number of candidates currently sat at that particular stage. To view a particular stage, click the name, and you will be presented with a view of the relevant candidates.

When viewing a stage, you can perform a number of frequently completed actions directly from this screen. These actions include:

• Move the candidate to another stage
• Send the candidate an email
• Send the candidate an SMS
• Remove the candidate from the project
• Share them with a colleague
• Extract a CSV file of their profile overview
• Add or remove tags
• Set a reminder relating to this candidate
• Add the candidate to a user triggered workflow.

To view the candidate's full candidate profile, simply click their name.

Viewing project activity

You can view a history of the activity relating to this project by clicking the Activity tab at the top of the page.

Updating project settings

Project settings can only be updated by the Owner of the project.

To update settings or to add new collaborators to the project, click the Settings tab at the top of the page.