Introduction
In today’s fast-paced hiring environment, ensuring a smooth and efficient recruitment process is more important than ever. When candidates apply for a job, they typically submit personal information and essential supporting documents. However, there are often situations where recruiters need a bit more—additional details or specific documents that weren’t provided in the initial application. That’s where pre-offer notifications come in.
A pre-offer notification is a valuable tool that allows recruiters to request further information from candidates before moving forward with an offer. Once triggered, the notification prompts the candidate to access their application profile page and upload the requested documents or answer additional questions. This simple step can significantly improve communication and streamline the hiring process.
Incorporating pre-offer notifications into your recruitment strategy can ultimately make a big difference, helping to keep things organized and efficient for both candidates and hiring teams alike.
Configuration Steps
- Navigate to Setup and Maintenance > Candidate Experience > Job Application Flow Configuration.
- Click on Create, Provide the details required as shown in the screenshot below, and select the Application flow type as Request Information.
- Click Save and Continue.
Fig 1: Job Application flow type should be selected as Request Information
- Provide the Version name and start date, and add the required block from Block Library, under a different section as required on the left-hand side.
Fig 2: Version Name and start date should be provided for Job application Flow
- Add the Miscellaneous Document block from the block library under the More About You section.
- Enter the name of each document to be displayed to the candidate when they upload the required documents.
Fig 3: Adding Miscellaneous document block in the Job application Flow
Click on Save and Activate.
- Add this job application flow type to the candidate selection process under the required phase/state.
- Navigate to Setup and Maintenance >> Candidate Job Applications >> Candidate Selection Process Configuration.
- The candidate selection process under which the Request Information job application flow is to be configured should be selected.
Fig 4: Add the Job application flow to Phase/State of CSP
- Select the required Phase, Click on Actions drop-down>> Add Actions >> Request Secondary Information.
Fig 5: Add Action as Request Secondary Information
- Select the Request Information Flow name and External candidate notification name and Click on Continue and Save and Close.
Fig 6: Select the Request Information Flow & External Candidate Notification
- To view the External Candidate Notification, Go to Setup and Maintenance >> Search Tasks >> Recruiting content library.
- Click on Filters >> Select Category as Automated Job Application Request Info Notification.
Fig 7: Add Notification in recruiting Content Library in the Category Automated Job Application Request Info Notification
- The notification message content can be changed or updated as required.
User Steps:
- Once a candidate’s job application is moved to the Phase/ State in which this request information flow is configured, it will trigger a notification.
Fig 8: Candidate is moved to Phase/State in which notification is configured
- Notification will trigger to candidate email.
Fig 9: Notification triggered to candidate
- When the candidate clicks on the “Provide Additional Info” link, they will be directed to the job application page, where they can upload documents or fill in the required details as prompted.
Fig 10: Candidate job application page – requested Document/Information to be updated by the candidate
- Once the document is uploaded, the candidate can click on Submit and all the additional details will be uploaded on a job application.
Fig 11: Candidate Job Application page – Document/Information updated
- Once Submitted, Attachments are visible on the Candidate’s Job Application under the Supporting Documents section.
Fig 12: Candidate Job Application page – Supporting Document Section (Documents updated by the candidate will be visible here)
Limitations
One-Time Access Link: The “Provide Additional Info” link is a single-use, one-time accessible link, meaning candidates should carefully prepare their documents and information before submitting.
Accuracy is Key: Candidates need to ensure they upload the correct documents and update accurate details, as there may not be a second opportunity to adjust submissions.
Workaround
- In case, if any incorrect document is uploaded by the candidate, the below workarounds can be followed:
- The candidate needs to upload the document by following the instructions provided against each field.
- The recruiter can use the send message feature to request the document from the candidate through email and upload it under the supporting documents section on the candidate job application page.
Benefits of Using Pre-Offer Notifications
Incorporating pre-offer notifications into your recruitment strategy can transform your hiring process. Here are some key benefits:
- Improved Communication: Clear communication with candidates fosters trust and ensures they remain engaged throughout the process. Pre-offer notifications allow recruiters to request missing details in a structured manner, avoiding back-and-forth emails.
- Streamlined Workflows: Automating document requests through pre-offer notifications reduces manual follow-ups, saving time for recruiters. It ensures that all required documents are collected systematically before progressing to the next hiring stage.
- Enhanced Candidate Experience: A seamless recruitment journey leaves a lasting impression. Pre-offer notifications provide candidates with an intuitive way to submit additional documents without hassle, reflecting positively on your organization.
- Minimized Errors: By guiding candidates to upload specific documents via predefined templates, you reduce errors and ensure consistency in submissions. This can be especially critical for compliance and audit purposes.
- Time-Efficient Hiring: Timely receipt of necessary documents accelerates decision-making, helping recruiters stay on schedule and fill positions faster.
Common Use Cases for Pre-Offer Notifications
Pre-offer notifications are especially useful in scenarios like:
- Verifying Qualifications: Requesting scanned copies of degrees, certifications, or licenses ensures that candidates meet job requirements before extending an offer.
- Background Checks: Collecting additional data like references, government IDs, or consent forms helps recruiters complete background verifications seamlessly.
- Clarifying Employment History: Candidates can upload employment verification letters or fill out detailed job history forms to clarify gaps or inconsistencies in their resumes.
Best Practices for Implementing Pre-Offer Notifications
To maximize the effectiveness of pre-offer notifications, consider the following tips:
- Be Specific: Clearly outline the documents or information required in the notification to minimize confusion for candidates.
- Use Personalized Messaging: Tailor notifications to address candidates by name and provide a concise explanation of why the additional information is needed.
- Offer Help Options: Include contact details or links to FAQs so candidates can quickly resolve any issues they encounter during the upload process.
- Set Deadlines: Provide a realistic timeframe for candidates to submit their documents, ensuring the process stays on track without adding unnecessary pressure.
Author: Pradeep Kumar, Senior Consultant
