JazzHR FAQs

When communicating with your applicants, timing can be everything. JazzHR allows you to send messages right away, delay them for a custom/specified time, or save them as a draft for later.

Scheduling email messages makes it easier to maintain relationships with candidates and improve communication!

Custom Email Scheduling to Individual Candidates

First, navigate tothe Candidate's Profile:

Click the Emails tab.

Click the+ NEW EMAILbutton to send a message.

Compose your message or select a template.

Click the Now dropdown to choose a pre-created scheduled time or click Custom... to choose a custom date and time and click Done.

ClickSchedule.

Your email is now scheduled to send at the selected time.

JazzHR support team

Saving an Email as a Draft

If you create an email but still need to make some edits before sending, you can save it as a draft. You can pro-actively save the email as a draft by clicking the Now dropdown and choosing Save as a draft and click Save.

JazzHR will prompt you to save the email as a draft if you close out of an email before choosing to send or schedule.

Once saved, the draft will be listed in the Emailstab of the candidate profile where it can be revisited and revisedby selecting it from the list and clicking the edit icon.

Scheduled Emails to Candidates via Workflow Helpers

Using scheduled emails is similar to sending any email through JazzHR. You can set up Workflow Helpers to trigger or schedule an email when a candidate's workflow status is changed.

When a candidate's workflow stage is changed to a new stage with an email Workflow Helper attached, you'll be prompted to send or schedule the email template. To send the email immediately, select Nowand click Confirm Status Change. To schedule the email:

Click the Now dropdown to choose a pre-created scheduled time or click Custom... to choose a custom date and time and click Done.

ClickSchedule.

Once you've selected your time frame, click Confirm Status Change. Your email is now scheduled!

Sending Scheduled Emails to Hiring Team Members

Sometimes you want to send an internal email message, but not immediately. If you'd like to schedule an email toa hiring team member or members, you can useworkflow helpers. When setting up the workflow helper, you'll have the option to choose the recipient now:

User Triggering the Task (the person moving the candidate from one workflow stage to another)

Hiring Manager

Hiring Team

Or choose from the following lists when you're scheduling the email:

Hiring Team Member(s)

User(s)

Viewing Scheduled Emails

You can see any messages that are scheduled in a Candidate's Emailtab. If a message has been sent, it will show the date and time at which it was sent. If the email is still scheduled, you'll seeScheduledwhere the date and time would typically appear.

Canceling Scheduled Emails

Don't worry if you want to cancel a scheduled email. (Circumstances may have changed in the interim or you may have made a mistake.)

Follow these steps to cancel a scheduled message:

Click on the candidate's name.

Click Emails.

Click on the message you wish to cancel. (It must sayScheduled.)

Click thetrashcanto cancel and delete the message or click the pencilto cancel and save the message as a draft.

*Please note: Moving a candidate into a different stage does not cancel a scheduled email. In order to cancel a scheduled email, please follow the instructions above.

If you have any additional questions on scheduling emails in JazzHR, contact our !

Frequently Asked Questions

Will JazzHR sendmy Out of-Office/Away message toCandidates and JazzHR email senders?

For Gmail users, your availability will show up on the JazzHR calendar, but your vacation responder will not send messages to candidates or JazzHR email senders.

As for Outlook users, the "Out of Office" availability status will not show up on the JazzHR calendar, but the "Busy" status will. Outlook auto-response emails will not be relayed through JazzHR. Please plan accordingly due to these settings.

Hiring Managers play a crucial role in anyhiring process.That's why assigning a "Hiring Manager" in JazzHR is such an important part of creating a job.

Users in this role receive additional privileges, so it's important to only assign this role to the appropriate team members. Be sure to select a team leader or key decision maker.

This article covers:

How to Assign a Hiring Manager

Notifications for Hiring Managers

Sensitive Data Privileges

How to Assign a Hiring Manager

Assign each job in JazzHR a Hiring Manager. Here's how:

Click Jobs.

Click the job for which you want to assign a Hiring Manager.

Click Edit Job.

Click the Team tab.

Click the drop-down caret next to the name of the preferred team member.

Select Make Hiring Manager from the drop-down.

Note that this person will need to have an active and verified JazzHR account. They will also need to be in either an Administrator or User Recruiting Role. Also, you can only assign one Hiring Manager per job.

Notifications for Hiring Managers

The Hiring Manager on each job will receive a number of different email notifications when different events are completed. The Hiring Manager of the job will always receive an email notification when a candidate in his/her job answers a questionnaire. They will also receive email notifications when a team member on the job completes and Evaluation or Interview Guide about the candidate on the job.

Note:Hiring Managers also receive notifications about job rejections. If your job does not meet Indeed's quality guidelines, an email with instructions is sent to the Hiring Manager on the job.

Purple stars next to jobs on the Dashboard indicate that you are the Hiring Manager on those positions.

Sensitive Data Privileges

Hiring Managers also have access to sensitive data. This means that the user you assign to be Hiring Manager will have access to salary information and internal notes. He/she will also be able to add EEO questions to job applications.

Note, though that if you select a User(rather than an Administrator) as Hiring Manager, he/she will only be able to see sensitive datafor jobs on whichthey are the Hiring Manager. You may also check the Administrative Privilege override to allow them to see sensitive data for all jobs and candidates they have visibility into.

Additionally, the Hiring Manager has increased visibility into comments on the discussion tab regarding candidates, interview feedback completed by others, and evaluations completed by other users on the hiring team.

Employers are able to email candidates using JazzHR's built-in email feature. Each email communication thread that is sent from JazzHR uses a unique email address.

Learn how to manage these emails:

Best Practice

Frequently Asked Questions

Best Practice

When responding to this unique email thread, always REPLY directlytothethread.

Learn how here.

In the reply, the email address will display as a unique communication thread resembling [email protected].

If you choose to Reply All instead of Reply directly, this will send an email to a no-reply email address, and you will receive a bounce-back email notification.If you do accidentally hit Reply All, the email will be received by the intended recipient, but you will still receive a bounce-back from the no-reply string.

Also, composing a new email and copying the unique email address [email protected] not be received by the intended recipient and responding to any auto-reply email threads titled, "Thank you for applying" will not be responded to. You must always reply inline to the thread.

Learn more about sending individual and bulk emails here.

Frequently Asked Questions

Is there an issue with responding to this unique email address through Yahoo Mail?

There is a known bug with Yahoo mail that does not respect the Reply To address, thus sending the email to the From address. That is, the email is sent to the incorrect email address - "[email protected]." Users who experience this bug are advised to revert back to "Classic View" to mitigate the problem.

Can I schedule emails to be sent at a future date and time?

Yes! You are able to schedule emails to come out at a specified time in the future.

There may be a time when you want to post to a job board outside of JazzHR's standard free job boards. If you have a local job board, university job posting site, or your own account on LinkedIn, you can use our custom job link creator to make a link that will track the source of that custom job board and funnel your candidates into JazzHR.

You can find the custom job link creator in a fewdifferent places:

Actions dropdownof a job

Advertise tab of a job

Refer tab within a job

To use a pre-populated source:

Click Create Job Link

Select a job board from the drop-down menu. (Example: Craigslist, LinkedIn Paid)

You will see the custom link that will track this source generate below.

To create your own source:

Enter the value to save as the source in the empty box. (Example: UPITT, PGHGazette, CareerFair)

The unique URL will appear under:Here is your custom link that will track this source.

Copy this link.

How to use the link:

On the job board, paste the link under "How to Apply" in your job description.

The applicant will click on the URL, which will link back to your jobs page.

The source for that application will be that job board.

Confirm the URL by copying and pasting it into your browser.

The link can be used for any site on which you are posting a job or a traditional print ad.

In today's competitive recruiting market, connecting with top talent quickly is more important than ever. Reaching candidates via their most preferred communication method is key to making the right hire faster.

JazzHR’s Candidate Texting arms you and your team with this competitive edge, empowering you to reachcandidates via their most-used form of communication.

To text candidates from JazzHR:

Download the Chrome Extension

Enable Texting for Your Team

Confirm Candidate Consent

SSO into Extension

Add the Candidate

Send a Text

Track Text Conversations

Frequently Asked Questions

Download the Chrome Extension

JazzHR's texting functionality works via a Chrome extension powered by Canvas. You can add texting to your plan to start texting candidates by clicking here or you can contact our team. Once texting is enabled on your JazzHR account, download the extension from the Google Chrome store here.

Looking to text candidates on the go? Download the Canvas mobile app from the Apple App Store or Google Play Store.

Enable Texting for Your Team

Users must first have texting enabled on their user profile in JazzHR in order to send text messages to candidates. The one user who signs up for texting will initially be granted texting access. Then, he/she will need to enable this functionality for others.

To enable texting for a JazzHR user:

Click Settings

Click People

Click into the user profile you'd like to enable texting within

Click Enable Texting

Canvas profile.

Confirm Candidate Consent

Each candidate you text from JazzHR must be opted-in to receive text messages.

Candidates can opt-in proactively by confirming they'd like to receive texts when they apply to your job(s) by checking the box next to "I consent to be contacted over SMS/Text for this job."

Note: that this box will be checked by default and only appear on the JazzHR-hosted Responsive Layout,noton job board partners.

Candidates who haven't proactively opted-in must be manually opted-in from their Candidate Profile in JazzHR.

Note that only Administrators on the account can manually opt-in candidates.

Once you've confirmed a candidate is willing to receive texts, click Manual Opt-Infrom the "Texting" section on his/her profile.

Note that you can click Manual Opt-Out at any point to remove the ability to reach the candidate(s) by text message.

SSO into Extension

Once the candidate has been opted into texting, open the JazzHR Candidate Texting Chrome Extension.

Click Text This Candidate or click the extension icon on your browser.

Enter the email address you use to sign into JazzHR, and click SSO Login.

Add the Candidate

Candidates who have never been texted from JazzHR before must be set up within the extension before you're able to first text them.

Enter the following information for each:

First Name

Last Name

Phone Number

Email Address

Then, click Next. From the next modal:

Select a Job to assign the candidate to a particular job within JazzHR.

Click Add to Texting.

Click Start a Chatto being texting within JazzHR or Open Chat in App to be redirected to Canvas directly.

Send a Text

All text message conversations will begin with a preloaded Welcome Message.

Click Click Send to send this message to the candidate. Note that you can customize this message or choose not to use it at all.

Otherwise, type your own message into the free-text field, and click the airplane icon to send.

Note that only users who have texting enabled on their user profile will be able to send text messages to candidates.

All text messages within your account will come from the same phone number regardless of the user.

Track Text Conversations

Candidate responses will appear right within your extension. The number of responses will appear next to the extension icon.

Click the extension to view the candidate's response and continue the conversation.

If you are using the mobile app, text responses will be sentvia push notifications.

Sync Transcripts to JazzHR

Text communication with the candidate will be automatically synced to the candidate and be visible on the right-hand column of the Candidate Profile.

Notethat if a user does not have texting enabled on their user account, they will not be able to view texting communications.

Frequently Asked Questions

Do I have to be in JazzHR to use the Candidate Texting extension?

No, the JazzHR Candidate Texting extension can be used from anywhere in your browser or on your phone via the Canvas mobile app, which you can downloadfrom the Apple App Store or Google Play Store ).

How do I know when I'm about to hit my texting limit?

When you are running close to your texting limit for the month, users will be able to see the number for candidate texts they have left. Users with purchasing privileges will have the ability to purchase additional texts by clicking Buy Now or contact our team.

Can I customize the Welcome Message?

Yes! To update the default Welcome Message, go to your Canvas profile and click Use External Login to enter via SSO. Then:

Click your initials in the upper-right-hand corner.

Click Preferences.

Click Organizational Settings.

Enter text into the "Welcome Message" field, or uncheck "Enable Welcome Message" to remove this.

Can I forward phone calls made to the texting phone number?

Yes! To set up call forwarding:

Go to your Canvas profile.

Click Use External Login to enter via SSO.

Click your initials in the upper-right-hand corner.

Click My Canvas Number(s).

Check the box next to "Forwarding Number."

Enter the number you'd like calls redirected to within the free-text field.

Click Save Changes.

Which countries will be supported by JazzHR Candidate Texting?

As of now, only customers with the United States and Canada will be able to use this functionality.

A picture/nickname is appearing in the texting extension for candidates. How do I turn this off?

Candidate phone numbers are sometimes associated with their Google account, causing their email photo/nickname to appear. To turn this off, reach out to [email protected] to be granted additional access in Canvas. Then:

Go to your

Click your initials in the upper-right corner of the page.

SelectPreferences.

Click Data Settings.

Find Magic Contact Lookups and uncheck the box.

Click Update Magic Contact Lookups.

Embed JazzHR's Advanced Jobs Widget on your website to generate a real-time listof your JazzHR jobs and application forms. Use this integration option if you have 20 or more jobs and want a cleaner, more customizable look with the ability to filter and search.

For more basic functionality, embed the BasicJobs Widget .

The Advanced Jobs Widget, which is a small piece of code, requires one helper file and is compatible with any webpage that accepts JavaScript. It can only be used on one domain but can be placed on as many pages as needed. This article covers:

Setting up the Advanced Jobs Widget

Editing the Advanced Jobs Widget

Filtering the Advanced Jobs Widget by Department or City

Troubleshooting the Advanced Jobs Widget

FAQ's

Setting up the Advanced Jobs Widget

Step 1: Download and unzip The Resumator Helper ZIP file from JazzHR:

Click Settings.

ClickCareer Page.

Scroll to the "Jobs Widget", and click Download Helper File.

This will download a .zip file to your computer.

Open the .zip file, and retrieve the "the_resumator_helper.html".

Extract and save this file in a convenient location.

Step 2: Upload The Resumator Helper.HTML file to your website:

This step requires you to access the back end or file system of your website. Please reach out to your website administrator if you need assistance. Note that the file must be placed on the web server as long as it meets the following helper file requirements:

The file must be accessible through a URL that is on the same domain and subdomain as the widget code.

For example, if your job page has the widget code at http://www.mycompany.com/careers, then the HTML Helper file must be on http://www.mycompany.com/the_resumator_helper.html.

Be careful since www.mycompany.com and http://mycompany.com are two different URLs. The helper file must be on the same domain as the widget.

Test the code to make sure it's working by going to the URL where you saved the file on your website. Enter http://www.mycompany.com/files/theresumator_helper.html into your web browser. This should open up a blank webpage. Right-click on the page, and select “View Source”. You should see a page full of code. If you can, it is successfully on your website.

Step 3: Update the Settings >Career Page page to let JazzHR know where to find the helper file:

Click Settings.

ClickCareer Page.

Scroll to the "Job Board Configurations" section, and place the full URL (eg: http://www.mycompany.com/theresumator_helper.html ) into the "Jobs Widget Helper File URL" textbox

Click Save All Changes.

Step 4:Paste the Advanced Jobs Widgetonto any page on your website:

WithThe Resumator Helper.HTML file already uploaded, access the backend of your website once more to insert the Advanced Jobs Widget:

Click Settings.

ClickCareer Page.

Copy the code from the "Option 2: Use the Advanced Jobs Widget" field.

Insert this into your website coding.

Step 5: Test your careers page:

Visit your website's careers page, and make sure that the job postings are showing. If they are not, contact [email protected] for further assistance. Note that when the Advanced Jobs Widget code is rendered on your website, it displays your JazzHR jobs in an iFrame (table) format.

Editing the Advanced Jobs Widget

Use CSS to edit the basic look and feel of certain elements contained in the Advanced Jobs Widget.

ClickSettings.

ClickCareer Page.

Scroll to the "Jobs Widget" section.

ClickEdit Widget Styles.

Scroll to the bottom of the editor to enter CSS.

ClickSave Layout.

creating your jobs

Filtering the Advanced Jobs Widget by Department or City

The Advanced Jobs Widget allows you to filter job postings by department or city. Here's how:

Create separate pages or sections within your webpage.

Use multiple instances of the advanced widget code to pull down specific jobs.

Setthe code to pull specific cities or departments by adding a filter.

Below are examples of a modified Advanced Widget code:

By Department

<iframe name="resumator-job-frame" id="resumator-job-frame" class="resumator-advanced-widget" src="//jazzwebinars.applytojob.com/apply/jobs/?department=sales" width="100\%" scrolling="yes" frameborder="0" allowTransparency="true" height="650"></iframe><script>function resizeResumatorIframe(height,nojump){if(nojump== 0){window.scrollTo(0,0);}document.getElementById("resumator-job-frame").height = parseInt(height)+20;}</script>

By City

<iframe name="resumator-job-frame" id="resumator-job-frame" class="resumator-advanced-widget" src="//jazzwebinars.applytojob.com/apply/jobs/?city=pittsburgh" width="100\%" scrolling="yes" frameborder="0" allowTransparency="true" height="650"></iframe><script>function resizeResumatorIframe(height,nojump){if(nojump== 0){window.scrollTo(0,0);}document.getElementById("resumator-job-frame").height = parseInt(height)+20;}</script>

Notice the ?department=sales and?city=pittsburghportion of the code. This was added to advanced widget code to filter the jobs to only show the ones in the Sales department or City of Pittsburgh. You can update this to filter by whichever department or city you need.

For this to work, the department or city needs to be set within the job posting record.

You can also replace department with city and have the widget filter by city instead.

Troubleshooting

Page Jumping

If clicking anything in the Advanced Jobs Widget causes the page to continuously jump back to the top, follow these instructions to resolve:

Navigate to the 'Jobs Helper File URL' location on ourCareer Page settings.

Append?nojump=1to the full URL of the helper file.

Save changes.

Frequently Asked Questions

Will the Advanced Widget work on my CMS?

TheAdvanced Jobs Widgetuses JavaScript and the helper file to function with websites and end users. If the CMS (content management system) used to host your website doesn't support the use of JavaScript or the helper file, the widget will not work. While we are unable to test on every CMS on the market, we have tested and know the advanced widget on a company maintained wordpress sites.

The widget will not work on WIX, Squarespace, or wordpress.com sites that are hosted by wordpress.

Where do I place the helper file?

Place the helper file on a URL with the same domain and subdomain as the advanced widget code.

How do I enable a scroll functionality?

Change "scrolling=no" to "scrolling=yes" within the code of the Advanced Jobs Widget itself to enable users to scroll through job descriptions and applications. This is highlighted below:

<iframe name="resumator-job-frame" id="resumator-job-frame" class="resumator-advanced-widget" src="//perkinsmotors.applytojob.com/apply/jobs/" width="100\%" scrolling="no" frameborder="0" allowTransparency="true"></iframe><script>function resizeResumatorIframe(height,nojump){if(nojump== 0){window.scrollTo(0,0);}document.getElementById("resumator-job-frame").height = parseInt(height)+20;}</script

Our Advanced Jobs Widget is filtered by department(s), but certain jobs are showing under multiple departments. Why is this?

The JazzHR Advanced Jobs Widget filters department names using a “contains” logic (not an “exact match” logic). Because of this, department names that contain one or more of the same words will result in job(s) with those departments populating under both.

For example: If your widget was filtered on the departments of "West Pittsburgh" and "Pittsburgh", any jobs whose department was "Pittsburgh" would show up under both filters.

Why am I unable to successfully search by state/province?

The Widget's advanced searching capability pulls from the abbreviated form of each job's State/Province. To ensure accurate search results, please use the proper abbreviations when . This will allow candidates to successfully search for jobs within the widget by State/Province.

Embed JazzHR's Basic Jobs Widget on your website to generate a real-time listof your JazzHR jobs and application forms. Use this integration option if you have 12 jobs or fewer and don't require the ability to search or filter. For more advanced functionality, embed the Advanced Jobs Widget or consider a more customized integration method.

The Basic Jobs Widget, which is a small piece of code, is compatible with any webpage that accepts JavaScript. It displays your jobs in an HTML list format. This article covers:

Setting up the Basic Jobs Widget

Editing the Basic Jobs Widget

FAQ's

Setting up the Basic Jobs Widget

Click Settings.

Click Career Page.

Scroll to the"Jobs Widget" section.

Copy the entire line of code that appears in the "Option 1: Use the Basic Jobs Widget"

box.

Paste the code into your company website's source code (HTML) or CMS where you'd like the widget to appear. Note: Contact your site administrator for assistance if needed.

Save your page in the CMS, or upload the edited HTML fileto your server.

Confirm the widget is appearing on your company website.

Advanced Jobs Widget

Editing Jobs Widget Styles

Use CSS to edit the basic look and feel of any unique elements contained in the Basic Jobs Widget.

ClickSettings.

ClickCareer Page.

Scroll to "Jobs Widget" section.

Click Edit Widget Styles.

Scroll to the bottom of the editor to enter CSS.

Click Save Layout.

Frequently Asked Questions

Why won't the Basic Jobs Widget work with my CMS?

The Basic Jobs Widget and the both use JavaScript to function with websites and end users. If the CMS (content management system) used to host your website doesn't support the use of JavaScript, the widget will not work. While we are unable to test on every CMS on the market, we have tested and know the basic widget will work on WIX and company maintained wordpress sites.

The basic widget will not work onSquarespace or wordpress.com sites that are hosted by wordpress.

Can I remove the Type and Minimum Experience headers from the Basic Widget using CSS?

No, unfortunately these are hardcoded with inline styles and cannot be removed with CSS.

JazzHR is proud to partner with Backgrounds Online to streamline candidate background screening and accelerate time to hire.

To integrate JazzHR with Backgrounds Online:

Set up the Integration

Order the Background Check in JazzHR

View Results in JazzHR

Set up the Integration

First, log in to Backgrounds Online to locate receive your unique integration credentials (API Key).

It can be found by clicking the user name, then selecting > Integrations.

*Note that this is a user-specific API key that should only be used by the user it belongs to.

Once you have received the API key code, navigate back to JazzHR and:

Click Settings.

Click Integrations.

Scroll down to Backgrounds Online's block.

Click MORE DETAILS.

This will lead you to your personal profile integration. Click CONNECT.

Paste your unique API key.

Click Save.

Once you have the integration set up, you can order background checks.

Order the Background Check in JazzHR

Within the Candidate Profile, click the ASSESSMENTS tab.

Scroll to Backgrounds Online's section and click + SELECT PACKAGE.

Select the appropriate background check package and click *REQUEST BACKGROUND CHECK.

Once requested, the candidate will receive an email notification from Backgrounds Online to initiate the background check process.

*Note that pricing and billing information is stored on Backgrounds Online's platform.

View Results in JazzHR

You are able to monitor the progress of the background check from the Assessments tab of the Candidate Profile.

When the background check is completed, the status will change from In-Progress toCompleted or Needs Attention.Click VIEW RESULTS to see all information in Backgrounds Online's platform.

Frequently Asked Questions

Does the user who requested the background check receive notifications as it progresses?

Yes. They will receive email notifications from JazzHR when an order is initiated and completed.

How do I customize my Packages?

Log into Backgrounds Online's account to create custom background check packages. Alternatively you can contact Backgrounds Online for assistance.

What is the difference between a Completed status and a Needs Attention status?

Completed: Background check for the candidate is clear.

Needs Attention: There may have been unclear information returned during the process of the background check. Click View Results and log in to Backgrounds Online to re-review the report.

The more candidates see your job, the better the chance of you finding the right person.

Besides sending your jobs to over a dozen free boards,JazzHR also offers a paid job syndication option. Pay to enhance your job's visibility and/or reach new boards directly from each job's Advertise tab in JazzHR.

Please note that due to the nature of billing with third parties, we are unable to offer refunds for accidental postings. Please be sure that you are purchasing a sponsored posting for the correct job!

This article covers:

Paying to Syndicate

Using CareerBuilder Sponsored Posting

Posting to Job.net

Using Indeed Sponsored Posting - Pay Per Click (PPC)

Using Glassdoor Sponsored Posting

Using ZipRecruiter Boost

Posting to Dice

Posting to Careers 2.0 by StackOverflow

Posting to Job.com

Posting to Nexxt Network

Posting to CareerCastDiversity

Posting to Snagajob

Posting to CareerArc

Posting to Mashable

Posting to SHRM

Posting to Hire A Hero

Posting to Salesheads.com

Posting to Financial Job Bank

Posting to Retailgigs.com

Posting to Healthcare Jobsite

Posting to Customerservicejobs.com

Posting to Administrativejobs.com

Frequently Asked Questions

Paying to Syndicate

Easily apply paid syndication to your job(s) right from JazzHR. Here's how:

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to find the job board on which you'd like to sponsor your job.

ClickPurchase.

From here, the process will vary based on the job board. Review the list below for specific steps on each. Note that all purchases will automatically charge the credit card on file.

Using CareerBuilder Sponsored Posting

Sponsor your job on CareerBuilder to leverage CareerBuilder's powerful search technology for 3x the job applicantsfromCareerBuilder's talent poolof over 80 million (and growing) job applicants. To purchase:

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "CareerBuilder" section.

ClickPurchase.

Select up to 5 job categories and 5 job industries that your position would fall into.

Mark the box to confirm that you wish to purchase a posting.

ClickPurchase Posting.

Posting to Job.net

To purchase:

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Job.net" section.

Click Purchase.

Using Indeed Sponsored Posting - Pay Per Click (PPC)

Sponsor your job on Indeed to have it displayed more prominently at the top and bottom of relevant search results.

Indeed sponsorship runs on a pay-per-click model, meaning you only pay when candidates click on your sponsored job (up to the amount you set for your budget). Effective 11/6/18, you must have an Indeed account in order to sponsor jobs on JazzHR. Visit Indeed to create an account, or follow the steps below to create an Indeed account.

To purchase:

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Indeed" section.

Click Purchase.

From the next page:

Select a budget.

Click Sponsor Job on Indeed Now.

Note that there isno way to issue a refund once your card is charged. Be sure you are certainyou want to buy credits prior to completing the transaction.

From the following page:

Enter your phone number, and click Submit Phone Number to request contact with Indeed directly.

Click Skipto opt-out of this contact.

Using Glassdoor Sponsored Posting

Purchase a sponsored posting on Glassdoor to match with better candidates and receive 13 times more clicks (on average) than with a free posting. Here's how to purchase:

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Glassdoor" section.

Click Purchase.

Mark the box to confirm that you wish to purchase a posting.

Click Purchase Posting.

Please note that Glassdoor will not post confidential jobs (exposure setting for Public Search set to NO).

Using ZipRecruiter Boost

For urgent or hard-to-fill hiring needs, make your job post more competitive by applying a boost. With ZipRecruiter Boost, your jobs get prioritized in search results on ZipRecruiter.com, in their network of 100+ job boards, and in daily candidate emails. Here's how to purchase:

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "ZipRecruiter Boost" section.

Click Purchase.

Mark the box to confirm that you wish to purchase a posting.

Click Purchase Posting.

Note your job must be located in the United States and must have a valid address listed in the job description in order to correctly post via ZipRecruiter Boost.

Love Boost but looking for more? Subscribe to JazzHR Powered by ZipRecruiter.

Posting to Dice

Dice provides a network of tech professionals for employers trying to fill technology-related roles. Here's how to purchase and post your job here:

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "DICE" section.

Click Purchase.

Posting to Careers 2.0 by StackOverflow

When an administrator wishes to post a job to Stack Overflow Careers 2.0:

AccessAdvertisefor the job.

Scroll down to the StackOverflow section.

ClickPurchase.

Enter at least one tag.

It is required to enter at least one tag in order to post the job.

This is a requirement of Stack Overflow, not JazzHR.

All other fields are optional.

TheHow to Applylink is generated automatically.

Select the confirmation checkbox.

ClickPurchase Posting. (Posting is a 30 day posting)

The credit card that is on file for the account will be charged.

The job is immediately posted to Careers 2.0.

The administrator is provided with an expiration date for the post, as well as a link to view the job on Careers 2.0.

Please note:

StackOverflow does not support "Confidential" job postings at this time.

StackOverflow/JazzHR does not support inventory types outside of the United States.

StackOverflow does not support custom CSS in job descriptions.

(**NOTE: If you get an error message that says "There was an error posting your job to StackOverflow. There are no previously purchased job slots for this account." please contact [email protected]. If you are purchasinga "telecommute/remote" position, you may not have the allotted inventory on your account and JazzHR will be able to reach out to our partner contact who can add this for you.)

Posting to Job.com

Job.com is an automated recruitment platform that combines the power of Artificial Intelligence with Human expertise. Their unique attraction model enables employers to unlock the top Talent. It’s risk-free, you only pay when you hire.

Click the job you'd like to post on Job.com

Click Advertise.

Navigate to Job.com

Click Post Job.

You will be redirected to Job.com to review and your information and agree to their Terms & Conditions and Privacy Policy.

Click Continue.

Posting to Mashable

Click the job you'd like to sponsor.

Click Advertise.

Click Purchase.

Mark the box to confirm that you wish to purchase a posting.

Click Purchase Posting.

Your credit card on file will be charged.

If you want to sponsor multiple jobs, repeat this process for each job you wish to sponsor.

Posting to SHRM

Click the job you'd like to sponsor.

ClickAdvertise.

ClickPurchase.

Mark the box to confirm that you wish to purchase a posting.

ClickPurchase Posting.

Your credit card on file will be charged.

If you want to sponsor multiple jobs, repeat this process for each job you wish to sponsor.

Posting to Hire A Hero

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Hire A Hero" section.

Click Purchase.

Posting to Salesheads.com

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Salesheads.com" section.

Click Purchase.

Posting to Financial Job Bank

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Financial Job Bank" section.

Click Purchase.

Posting to Retailgigs.com

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Retailgigs.com" section.

Click Purchase.

Posting to Healthcare Jobsite

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Healthcare Jobsite" section.

Click Purchase.

Posting to Customerservicejobs.com

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Customerservicejobs.com" section.

Click Purchase.

Posting to Administrativejobs.com

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Administrativejobs.com" section.

Click Purchase.

Posting to NexxtNetwork

Nexxt Network powers more than 50 niche career sites and chooses the best one(s) for maximum job exposure based on the job type and content for maximum exposure.

Click the job you'd like to sponsor.

ClickAdvertise.

ClickPurchase.

Mark the box to confirm that you wish to purchase a posting.

ClickPurchase Posting.

Your credit card on file will be charged.

If you want to sponsor multiple jobs, repeat this process for each job you wish to sponsor.

Posting to CareerCastDiversity

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "CareerCastDiversity" section.

Click Purchase.

Posting to Snagajob

Post your job to Snagajob to capture their network of hourly employees. Here's how to purchase and post:

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "Snagajob" section.

Click Purchase.

Posting to CareerArc

Click Jobs.

Click the name of the job you'd like to sponsor.

ClickAdvertise.

Scroll to the "CareerArc" section.

Click Purchase.

Frequently Asked Questions

How long does it take for my job to appear on the boards after I purchase or make an update to it?

After submitting or editinga paid job syndication, please allow 24-48 hours for the job to update on the job board(s).

JazzHR is proud to partner with a number of world class employment screening providers to streamline candidate background screening and accelerate time to hire.

These currently include: Alliance 2020, True-Hire

To integrate JazzHR with an Employment Screening Provider:

Set up the Integration

Order the Background Check in JazzHR

View Results in JazzHR

Set up the Integration

First, contact your provider's account manager to receive your unique integration credentials (API Key).

*Note that this is a user-specific API key that can only be used once

Once you have received the API key code, navigate back to JazzHR and:

Click Settings.

Click Integrations.

Scroll down to the provider's block.

Click MORE DETAILS.

This will lead you to your personal profile integration. Click CONNECT.

Paste your unique API key.

Click Save.

Once you have the integration set up, you can order background checks.

Order the Background Check in JazzHR

Within the Candidate Profile, click the ASSESSMENTS tab.

Scroll to your provider's section and click + SELECT PACKAGE.

Select the appropriate background check package and click *REQUEST BACKGROUND CHECK.

Once requested, the candidate will receive an email notification from your provider to initiate the background check process.

*Note that pricing and billing information is stored on your provider's platform. The prices listed in JazzHR may not be final because of possible passthrough fees.

View Results in JazzHR

You are able to monitor the progress of the background check from the Assessments tab of the Candidate Profile.

When the background check is completed, the status will change from In-Progress toCompleted or Needs Attention.Click VIEW RESULTS to see all information in your provider's platform.

Frequently Asked Questions

Does the user who requested the background check receive notifications as it progresses?

Yes. They will receive email notifications from JazzHR when an order is initiated and completed.

How do I customize my Packages?

Log into your provider's account to create custom background check packages. Alternatively you can contact your provider for assistance.

What is the difference between a Completed status and a Needs Attention status?

Completed: Background check for the candidate is clear.

Needs Attention: There may have been unclear information returned during the process of the background check. Click View Results and log in to your provider to re-review the report.

What are passthrough fees?

Background checks require information to be reviewed for the candidate in every county they had lived in. If a candidate has lived in multiple locations, there may be additional passthrough fees to cover the cost of each county request.

An effective recruiting process requires the careful management of many pieces of candidate data, including documents. From resumes and cover letters to and offer letters and onboarding paperwork, JazzHR allows you to upload, store and organize these files in an easily accessible,secure location.

To start managing documents within JazzHR:

Upload Documents

Organize Documents

Send Documents

Unclear on something? Review our FAQs.

Upload Documents

Documents can be stored in JazzHR in two locations: the Candidate Profile and/or Settings > Templates > Documents.

Upload candidate-specific documents to the Documents tab of the Candidate Profile. By default, you'll find all filesthe candidate uploaded via a Custom Questionnaire here.Click +Add Document to upload and store additional documents (e.g. writing samples, certifications, etc.).

Candidate Profile

Upload account-wide documents underSettings > Templates > Documents. Note that only Administrators and Super Users can access this area. From this page, click +New Document >Upload Documentto add frequently used, account-wide documents (e.g. application template, explanation of benefits, etc.). Note you can also upload and store Offer Letters and eTemplates here.

Having trouble uploading a document? Review our troubleshooting guide.

Organize Documents

Keep the documents you store in JazzHR up-to-date and organized to best streamline your hiring processes.

From the Documents tab of the Candidate Profile, click the drop-down next to any document to rename it, adjust visibility, download it or delete it. Note that deleted documents cannot be recovered.

FromSettings > Templates > Documents, organize your account-wide documents into folders. Click +New Folder to create a new folder in which you can add unlimited documents.

Send Documents

Documents stored in JazzHR can be sent to the candidate for eSignatures as either an Offer Letter or eTemplate (both are available to Pro customers or Plus customers with Offers and eTemplates ).

An eTemplate is a collection of one or more documents you group together for electronic signing by the candidate. From i9s to general onboarding paperwork, eTemplates are easy to create with drag-and-drop signature fields. After uploading the file itself to Settings > Templates > Documents, send each from the Documents tab of the Candidate Profile. Learn more about eTemplates here.

An Offer Letter also allows for eSignatures from candidates, but unlike eTemplates, can be customized with e-fields. Copy and paste these into the template file itself to be uploaded underSettings > Templates > Documents. Then, send each from the Documents tab of the Candidate Profile, easily filling out the e-fields for each candidate without having to adjust the template file itself.Learn more about Offer Letters here.

Frequently Asked Questions

What kind of file types and sizes can be attached to a candidate's profile?

File sizes are limited to a max size of 8.5MB per file. Note that resumes are limited to 5MB.

In addition to these file size requirements,JazzHR supports the following specific file types:

Resumes: .doc, .docx, .pdf, .odt, .rtf, .txt

Documents: .doc, .docx, .eps, .odp, .ods, .odf, .pdf, .ppt, .pptx, .psd, .rtf, .txt, .vcf, .xls, .xlsx

Images: .gif, .jpg, .jpeg, .png, .tif, .tiff

Audio & Video: .asf, .mov, .mp3, .mp4, .mpeg, .mpg, .wav, .wmv

Compressed formats: .tar, .gz, .tgz, .zip

Can candidates upload files as part of their application?

Yes, include a Custom Questionnaire question with a "File Upload" answer type as either part of the job application itself or to send after a candidate has applied. Responses will be stored in the Documents tab of the Candidate Profile.

Can I send/receive emails with files attached?

Yes, you can send and receive emails with attachments from the Candidate Profile. The max file size is 8.5MB per email.

Do you support scanned resumes?

Yes! However, we do not perform OCR (optical character recognition) when these are uploaded, so the parsing features may not work. Most modern scanners perform OCR when scanning a document and embed the text in the resulting PDR, which allows for parsing. Similarly, documents exported to PDF contain encoded text and are parsable.

Can I forward attachments in emails to a candidate profile?

Yes! Forward attachments (i.e. resumes) to the candidate dropbox email. This file will then be stored in the Documents tab of the .

Looking for more candidates? There are many different approaches to sourcing candidates ranging from passive recruitment to full proactive outreach.

JazzHR provides you with the tools you need to diversify and track your sourcing efforts in just a few clicks.

Find high-quality, relevant candidates faster by taking advantage of JazzHR's various sourcing methods:

Post to Job Boards

Free

Paid

Custom Job Links

Import Candidates

Candidate Importer

LinkedIn RSC

Leverage Your Brand

Job Descriptions

Careers Page

Request Referrals

Refer Tab

Open Jobs Digest

Utilize Third-Party Solutions

Service Providers

Tech Providers

Share on Social Media

Post to Job Boards

Getting your job seen on a variety of job boards is key to reaching the maximum number of relevant candidates.

Free Job Boards

JazzHR partners with over 15 free job boards. Syndicate your job in JazzHR to automatically have it sent to these sites at no extra cost.

Find a full list here.

Paid Job Boards

Paying to sponsor your job to one ofJazzHR's paid job boards increases visibility and is the best way to boost traffic quickly.

JazzHR enables companies to sponsor jobs directly from each job's Advertise tab.

Certain job boards are better for different types of positions and each job board handles the process to sponsor the job differently.

Learn more here.

Custom Job Links

Looking to post to a job board you don't see on our list? Use JazzHR's Custom Job Links to post to job boards that JazzHR doesn't natively feed to with the source of your choice.

Learn more here.

Import Candidates

Not all candidates will find you - oftentimes, you'll need to seek them out. Use one of the following methods to add candidates to JazzHR who haven't proactively applied.

Candidate Importer

Use JazzHR'sCandidate Importer Browser Pluginto bring candidates from your favorite sourcing sitesinto your JazzHR account. Browse sites like LinkedIn, Github or AngelList for prospects and easily import them back into your JazzHR account.

Learn more here.

LinkedIn RSC

JazzHR integrates with LinkedIn Recruiter tostreamline your recruitment process, providing cross-system access to consistent candidate data.

Find candidates in Recruiter and import them into JazzHR through the LinkedIn RSC integration.

Learn more here.

Leverage your brand

Job descriptions

Ensure job descriptions best represent your company by including an introductory paragraph and details about benefits and culture. Review our job posting best practices for more information.

Make your job easy to find by optimizing your job title for search engines andcreating a meta description.

Careers Page

Having a flushed out and branded career page is very important since many candidates will land on this page when applying for a position! JazzHR offers a number of career page options to integrate with!

Learn more here.

Request Referrals

One of the best ways to find quality candidates is to request referrals from your current employees. Employees are more likely to only refer candidates with the potential to be successful in the role.

Open Jobs Digest

Set up automatic emails to go out to employees with a referral link for multiple open positions

Learn more here.

Refer Tab

Request referrals on a job-by-job basis. From the referral tab of a job, email employees with a referral link for the specific job.

Learn more here.

Utilize Third-Party Solutions

JazzHR partners with industry-leading service and tech solutions to bring you additional tools to fully optimize your candidate sourcing. Visit our Marketplace for a full listing.

Service Providers

Sponsor your jobs using JobTarget to optimize visibility and attract relevant and diverse candidates to your positions.

Use Resume-Library to passively source and import candidates with the Candidate Importer to bring in the quality candidates you've selected.

Tech Providers

JazzHR integrates directly with your Monster and CareerBuilder accounts, allowing you to sponsor and source candidates from these sites as well.

Share on Social Media

Social Media is a great way to spread the word about open positions.

JazzHR allows companies to share their open jobs on either LinkedIn, Facebook, or Twitter with just a quick click of a button.

Learn more here.

One important step to integrate your ADP and JazzHR account is to set up the applicant onboard new hire template. This step allows you to seamlessly export your new hired employees from JazzHR into ADP so that you can easily start the onboarding process.

Important Notes:

The template setup instructed in this article must be done by a user with the Practitioner role in ADP who can assign and manage templates.

You will need to complete the steps exactly as they are outlined in order to connect the integration.

How to Set-Up the New Hire Template in ADP

Log in to your ADP account

Click SETUP in the top blue toolbar in ADP

Select Template Managementfrom the drop-down

here

SelectHIRE/REHIRE under Template Management

If you have the template "Applicant Onboard"in this list, proceed to step four. If you do not, follow 3a. Please note the naming of the template is case sensitive and must match exactly.

3a. Select any existing new hire template with the word “(System)” at the end of it. Click copy. Name the new template "Applicant Onboard".

Select the "Applicant Onboard"template and click ASSIGN USERS

You MUST have the two profile groups in the below screenshot visible here to proceed. If you do not, contact the main Practitioner role/Admin who manages your ADP account.

Click NEXT>NEXT>DONE (unless you want to modify these two areas)

Proceed to your Marketplace purchase or to any of the other steps listed in this article!

Learn more about integrating your ADP and JazzHR account .

New to JazzHR or want a refresher? We're happy to help! Here is a compiled list of all of the resources that are accessible to you on-demand, at any time.The videos in this article are located on our JazzHR Vimeo page. Feel free to explore more of our videos here as well.

This article will highlight the following Training Resources:

Training Portal

Getting Started Guide

Hiring Manager Training

Advanced Admin Training

Dedicated Account Manager

Training Portal

This video series starts with the basics and builds up to more advanced features. Each video is no longer than 6 minutes so you can focus on the specific feature you would like to learn, with additional articles for more details.

Uses:brand new users of JazzHR, refresher/introduction of advanced features, team training tool, sharable in a presentation or large group introduction of JazzHR.

View Here: Training Portal

You can also view this series from the Knowledge Base which you can navigate to by clicking the? mark in the top right corner of your account, then clickNew to JazzHR with the map icon.

Dedicated Account Manager

Getting Started Guide

This guide provides a call-to-action list of which areas in your account to start working on first. Each step includes how-to articles with videos and images.

Uses:brand new JazzHR users, printable instructions, easy to translate into another language.

View Here: Getting Started Guide

Hiring Manager Training

This video is created from the perspective of your Hiring Managers so they can learn how to use JazzHR quickly. The main topics are how to find jobs, view candidates' resumes, leave interview feedback, and communicate with other team members.

Uses:team training, onboarding for new Hiring Managers, recommended to have your Hiring Managers watch this video before granting them access to your account.

View Here: Hiring Manager Training

This is also accessible from the Training Portal, it's the last video in the series.

Advanced Admin Training

The Advanced Admin video will go over the features that are only accessible to Admin roles. This will cover creating templates like emails and interview guides, eTemplates for electronic signature like offer letters, reporting and, career page options.

Uses:training for new, full-time recruiters/HR employees, refresher training.

View Here: Advanced Admin Training

Dedicated Account Manager

This add-on service pairs your team with a Customer Success Manager to improve your use of JazzHR with continuous training, quarterly reviews, and involvement in product releases.

Uses: new users needing more individual training to get started, companies experiencing growth or with fluctuating hiring patterns, just to have one dedicated person at JazzHR to call that knows your name, your company background, and needs.

View Here:

JazzHR allows you to turn commonly used onboarding documents into eTemplates - eliminating the need to assign fields every time you need to send an eDocument.

Note that this is only available to Pro customers or Plus customers with Offers and eTemplates.

This article will cover how to:

Create an eTemplate

Send eTemplates from the Candidate Profile

Add eTemplates as Workflow Helpers

Request eSignatures On-the-Fly

FAQs

Create an eTemplate

An eTemplate can consist of one or more (up to 10) documents that can be used to easily request candidate information and signatures digitally. JazzHR recommends uploading documents into a logical folder structure for yourself and your team.

Before you can create an eTemplate, you will need to upload your document(s) to JazzHR. To start uploading documents:

Navigate to the Settings tab.

Click Templates.

Select Documents on the left.

In the upper-right corner, click +New Document and select Upload Document.

Choose a file to upload, name the document and choose a destination folder. Click Upload Document.

Once the document(s) are uploaded, you can create an eTemplate! Here's how to get started:

Navigate to the Settings tab.

Click Templates.

Select Documents on the left.

In the upper-right corner, click +New Document and select Create eTemplate.

Name the eTemplate and choose a destination folder from the dropdown menu.

Click +Add Documentsto choose the document(s) that will be sent to the candidate. *Note that you may only bundle documents here. You cannot bundle eTemplates on the Candidate level.

Add Signer Roles to the document and set the signing order.

Signer Roles are labels for who should sign the documents and in what order. JazzHR suggests using general titles such as "Hiring Manager" or "Regional Director".

Click Assign Fields and Saveto add signature and text fields to the document(s).

Add fields to the documents by dragging and dropping them onto the document. Each signer role you addedmust be assigned to at least one field.Once a field has been added to the document, select which Signer Role is responsible for completing it and if it is required or not.

Click Continue.

this link

You can either TestThis Templateor Return to Documents.

Now that you've set up the eTemplate, you can use it to send an eDocumentto a candidate, new employee, or internal signer.

Send eTemplates from the Candidate Profile

Once you've created your eTemplate, head to the Candidate Profile to start requesting candidate eSignatures by sending an eTemplate.

First, navigate to the candidate's profile,

Click on the Documents tab.

Click +Add Document.

Click the Select tab.

Select the eTemplate.

Click Add Documents.

The eTemplate will then be listed in the Documents section. Click the drop-down arrow next to the eTemplate and select Send as eDocument. From there,

Name the final document.

Note that all emails sent to signers will refer to the document by this name.

Set the security on the document.

Choose a signer for each role as specified in the eTemplate.

Select an email templateor craft a new one.

Click Preview and Send.

Preview the documents and add any eSignature fields as needed. Once you're ready, click Send to send the eTemplate to all signers with your chosen customization.

You can check the status of your eSignature request by hovering over the status field.A question mark indicates the signer has not signed, while a checkmark indicates the signer has completed the document.Once all signees have completed the document, the status will change from Pending to Signed.

Add eTemplates as Workflow Helpers

To fully streamline onboarding process, add the sending of eDocuments to your Workflow as a Workflow Helper. Here's how:

Click Settings.

Click Workflows.

Find the stage on which you'd like the eDocument sent out.

ClickAdd.

Select eSignature Document.

Choose the eTemplate you'd like to be sent or click +Add eDocumentto create a new one.

Secure the document by selecting a visibility group.

Select an email template to include alongside the eDocument.

Click Add eSignature Document to Stage.

Once you move a candidate into this Workflow Stage, you’ll be prompted to automatically send the eDocument you attached to the stage.

Request eSignatures On-the-Fly

To send an eDocument on the fly, you will have to have documents uploaded to your candidate or the Settings> Documents section. Documents eligible for eSigning include Word docs, PDFs, images, etc. To use a document you've uploaded, follow these steps:

Go to the candidate profile and click the Documentstab. Then click SEND eDOCUMENT

Name the final document.

Click +ADD DOCUMENTS. Select the documents to add andclick ADD DOCUMENTS.NOTE: eTemplates are not available for selection when sending an eDocument on the fly.

Set the security on the document using the drop down.

Choose the signers of the document. You can ADD SIGNERs on the fly or ADD CC. The CCed person will simply get a copy of the final signed document.

If you wish to redirect signers to a different page other than the default confirmation page, set it in the optional field.

Compose an email that will be sent along with a link to the eDocuments for signing

If the eDocument contains an Offer letter you can mark the eDocument as an Offer and select an Offer. To finish, you will click "Assign Fields and Send". In the screen that appears, you will drag and drop fields and assign them to the signers that you added to the eDocument.

FAQs

Will I be notified when a candidate signs an eTemplate?

Yes, by default, the person who sent the eSignature request will receive a notification once the signers view the request and then complete the request. You can adjust your notification settings within your HelloSign personal profile.

How do I cancel a signature request on eDocument I've already sent?

From the Documents tab of the Candidate Profile, click the actions drop-down next to the eDocument you wish to cancel and select Cancel Signature Request.Check the box if you'd like to send a cancellation email to signers who have not yet signed.If the eDocument contains an Offer, you can also Reject the Offer at this time.

Can I download the signed documents once they've been completed?

Yes, click the actions drop-down next to the eDocument you wish to download, and select Download Signed Document.

Can I go back and edit an eTemplate once it has been sent?

No, neither you nor a candidate can edit documents once they have been sent, signed, or accepted. You will have to delete the old document and generate a new one with the correct changes.

When I send an eDocument for signing, is that activity logged on the Emails tab of the Candidate Profile?

No, the sending of eSignatures is not logged in the Emails tab at this time.

Do I have to assign these fields and save every time I send an eDocument?

No you do not, once you create an eTemplate you can send it along easilywith the fields already assigned! Note: eTemplates functionality is a bit different than sending an Offer letter. You will have to drag and drop the signer fields on an offer, but if you build out an eTemplate, these are already built.

How secure is HelloSign?

For more information on HelloSign's security, you can check out .

Do signature requests expire?

Signature requests do not expire, but the original link will expire once a reminder email is sent out. Then, only the newest link sent through that reminder will work. If the signer attempts to access an old link, they will run into an expired link page again.

Why do I receive a "Sorry, this link is no longer valid" message when I try to sign my document?

This means the signature link you were trying to open expired, which happens when you start a signature request on one device, browser or IP address, but try to complete it on another device, browser or IP address. Trying to re-access the link again from another device invalidates the link. To resolve, click on the "request a new link" button and make sure you both view and sign the signature request on the same device, IP address or browser.

Once I send an eDocument, how often are reminders sent to those awaiting signatures?

HelloSign will send a reminder email to eDocument recipients on the 3rd and 7th day.

JazzHR is proud to partner with Justifacts to streamline candidate background screening and accelerate time to hire.

Justifacts iscommitted to protecting theirclients’ employees, customers and brands by providing thorough, comprehensive, and legally compliant employment background screening solutions.Leverage Justifacts’s easy-to-use and secure platform to automate screening, monitor compliance, and measure your screening progress.

Integrate JazzHR with Justifacts to initiate the background screening process and receive results within the JazzHR Candidate Profile.

To integrate JazzHR with Justifacts:

Set up the Integration

Order the Background Check in JazzHR

View Results in JazzHR

Set up the Integration

First, contact your Justifacts account manager to receive your unique integration credentials (API Key).

*Note that this is a user-specific API key that can only be used once

Once you have received the API key code from Justifacts, navigate back to JazzHR and:

Click Settings.

Click Integrations.

Scroll down to the Justifacts block.

Click MORE DETAILS.

This will lead you to the personal Justifacts integration. Click CONNECT.

Paste your unique API key.

Click Save.

Once you have the integration set up, you can order background checks.

Order the Background Check in JazzHR

Within the Candidate Profile, click the Assessments tab.

Scroll to the Justifacts section and click Select Package.

Select the appropriate background check package and click Request Background Check. *

Once requested, the candidate will receive an email notification from Justifacts to initiate the background check process.

*Note that pricing and billing information is stored on the Justifacts platform. The prices listed in JazzHR may not be final because of possible passthrough fees.

View Results in JazzHR

You are able to monitor the progress of the background check from the Assessments tab of the Candidate Profile.

When the background check is completed, the status will change from In-Progress toCompleted or Needs Attention.Click VIEW RESULTS to see all information in Justifacts.

Frequently Asked Questions

How can I sign up with Justifacts?

Learn more here !

How do I customize my Justifacts Packages?

Log into your Justifacts account to create custom background check packages.

What does it mean if the candidate's background check shows "Needs attention"?

Needs Attention is a completed status in Justifacts - alerting you to review the results one the Justifacts platform.

What is the difference between a Completed status and Needs Attention?

Completed: Background check for the candidate is clear.

Needs Attention: There may have been unclear information returned during the process of the background check. Click View Results or log into Justifacts directly to re-review the report.

What are passthrough fees?

Background checks require information to be reviewed for the candidate in every county they had lived in. If a candidate has lived in multiple locations, there may be additional passthrough fees to cover the cost of each county request.

You don't have to lose all of your previous recruiting work when you open your JazzHR account. We know that data is valuable to you so we have a few methods to help you pick up where you left off.

This article will cover:

Bulk Resume Imports

Bulk Resume FAQs

Applicant Tracking System (ATS) Migrations

ATS Migration FAQs

Bulk Resume Imports

Have a bunch of resumes in folders that you’d like to import? No problem! We'll take care of the legwork and easily add them to your JazzHR account. There are just a few requirements outlined below.

Bulk Resume Import Requirements

Resume files need to be supplied in one or more file folders. We cannot process files that are still attached to email messages or are located inside of outlook folders.

JazzHR can organize imported resumes in one of two ways.

Import all resumes into a closed job in JazzHR labeledImported Resumes

Import the resumes into different jobs. (If you prefer to import the resumes into different jobs, the resumes must be organized into separate folders whose names correspond to job titles in JazzHR).

When ready, upload the folders to your preferred file sharing site (DropBox, FTP, or Google Drive) and share them with your implementation contact at JazzHR.

Bulk Resume FAQs

How long does it take to perform a bulk resume import?

Our team can turn these around in 5 business days or less (from receipt of data).

Is there a limit to the number of resumes included in the standard import service?

Our standard import service includes up to 5,000 resume files. Additional files can be imported for an additional fee.

Can you import paper/scanned resume files?

JazzHR cannot import files which are scanned into PDFs. Scanned files are treated as image files, not digital text and are unreadable by our resume parser.

Applicant Tracking System (ATS) Migrations

Are you migrating from an ATS, CRM, or homegrown system? No problem! We can handle data imports from anywhere.

We have experience migrating data from Greenhouse, Taleo, iCIMS, Lever, Jobvite, and everything in between - even Excel spreadsheets.

How does the import process work?

Our standard import service's scope is limited to migrating all historical records from your previous system into JazzHR.A data import can begin as soon as your job board is set up and you are ready to start hiring in JazzHR.

Here is the recommended process to ensure a clean transition from your prior system:

Begin your implementation and account set up in JazzHR

Complete your career page integration

If you have any open jobs or candidates in your current system that you wish to work on immediately, manually move these into JazzHR.

Additionally, open any new job postings in JazzHR moving forward.

Once you and your team are "working" in JazzHR and you are ready to make the switch to only work in JazzHR, close your job postings in your previous system.

Requests an export of your data export from the former system. (Once an export has been requested, do not make any more changes in your former system to ensure data integrity is maintained during the migration.)

Once you receive your export, share it with your implementation contact at JazzHR.

Once we have the data we will reorganize it into the format required by our import tools. After that, we'll schedule a call to review the data and make any final changes before performing the import.

ATS Migration FAQs

How long does it take to perform an ATS migration?

On average, data import projects from other systems take 15 business days (from receipt of data). This is dependent on the formatting, quality, and the number of data records provided.

More complex data export formats typically take longer - averaging 20 business days. These include, but are not limited to: ApplicantStack, iCIMS, JobScience, and Taleo.

Is there a limit to the amount of data you will import?

The objects below are what we are capable of importing into a JazzHR account. This is dependent on what data your previous system makes available. If your previous system provides them, we can import them. Our standard import service includes up to 30,000 records for each of these objects.

Jobs

Candidates

standard application fields

resume/CV file

Additional candidate files/documents (if applicable)

Candidate notes/comments (if applicable)

Categories - please note: to import categories, the categories must be created by the user in the JazzHR account prior to import.

What data export formats do you support?

Our standard import service includes the migration of data records from other systems if they are in CSV/spreadsheet formats. SQL backups, XML, JSON, and any non-spreadsheet formats will need to be converted by the customer or previous ATS before providing them to JazzHR. Systems whose native export formats are not supported include, but are not limited to:

Bullhorn

Silkroad

BigBiller/Top Echelon

Ceridian

Compas ATS

Deltek/HRSmart/Visibility

RecruiterBox

PCRecruiter

Attached are two sample spreadsheets containing our supported fields. These can be used as a guide for organizing your data.

sample_job_records.xlsx

sample_candidate_records.xlsx (includes standard application fields, resume/CV files, additional files/documents, and candidate notes/comments)

Sample Spreadsheets Key Notes:

1. Any fields in red text are required fields. They must have a value in order to create a record in JazzHR.

2. All other fields are entirely optional.

3. In order to import candidates and their associated resumes or files, the resume_file_name (column AI) must be specified. Additionally, a folder containing the resume_file_name as it is listed must be provided.

This article covers:

What is an API?

What is the JazzHR API?

What is an API Key?

Where can I find my API Key?

What sort of interactions can be performed using the JazzHR API?

What would someone use these interactions for?

What would an example integration between JazzHR and another cloud-based system look like?

How long does it take to build one of these integrations?

Is it worthwhile to build one of these integrations?

I don't have access to a developer. Can I pay JazzHR to build one of these integrations for me?

How would I know if an integration is possible between a certain software and JazzHR?

What are some known examples of other cloud-based systems that JazzHR can integrate with?

What is your API rate limit?

Can I delete or change objects/records using the API?

Does the API limit the number of records returned per call?

Is the API encrypted (SSL/HTTPS) and secure?

Can I access offers, e-Signatures and other Documents through the API?

What is an API?

An API is a "software development toolkit" that provides software developers with the ability to perform a very specific set of functions within a cloud-based application. Almost all well-known websites and applications have their own APIs available for use. Examples include Google Maps, YouTube, Facebook, Twitter, and Salesforce.com.

What is the JazzHR API?

The JazzHR API is simply the API that we provide to all of our customers. It allows you to perform a very specific set of functions within your JazzHR account. In the hands of your software developers, they can write simple software programs to communicate with objects in your JazzHR account and automate tasks between other cloud-based applications.

The JazzHR API is included with all subscription levels. The API documentation can be found here: http://www.resumatorapi.com/v1/

What is an API Key?

API access is secured for every customer of JazzHR. After all, you wouldn't want unauthorized users accessing the data in your account, right? An API Key is a complex alphanumeric string used to unlock the door and give only authorized users access to your account via the API.

Where can I find my API Key?

Your API Key can be found in the Integration tab under Settings.Only Super Administrators, Recruiting Administrators, or Developershave visibility of the API Key.

What sort of interactions can be performed using the JazzHR API?

Our API allows you to interact with various objects such as:

Jobs

Create new job postings

Extract records of your existing job postings

Candidates

Addnew candidates and resumes/files into your account

Add notes/comments to candidate profiles

Add categories to candidates

Extract records of your existing candidates

Questionnaires

Add answers to a questionnaire

Extract answers from a custom questionnaire

Files

Add files to a candidates profile

A full list of the functions and objects that can be interacted with can be found here: http://www.resumatorapi.com/v1/

What would someone use these interactions for?

That's the most exciting part of APIs! These functions can be programmed into a small software application that can be used to automate tasks by creating an integration or "bridge" between your JazzHR account and other cloud-based software applications such as: CRMs, HRIS, onboarding, payroll, and skills assessment.

APIs enable you to choose the best software for your needs (ATS, CRM, HRIS, etc.) and integrate the systems together so that data can flow back and forth automatically without any manual work on the users of the system.

What would an example integration between JazzHR and another cloud-based system look like?

The three examples below outline the simplified logic that would be programmed into an integration with different cloud-based systems.

Job Board Example

JazzHR's API can be used to syndicate job postings to job boards that are not directly integrated with JazzHR.

With the JazzHR API, your developers could build a software integration to syndicate jobs from your JazzHR account to another job board:

Query the JazzHR API at some chosen interval (every day, once a week, etc.)

Look for job records that have been recently created.

If job records are found which match your criteria, extract the job fields(title, description, department, employment type,city, state, location, job_url, etc.)

Make a call to the job board's APIand create a new job posting using the job fields(title, description, department, employment type,city, state, location, job_url, etc.)that were extracted from JazzHR.

Append the job_url with a tag denoting the source. For example: ?source=PAStateGovJobBoard

As candidates apply to the job they will appear into your JazzHR account tagged with the job board's source for easy tracking.

HRIS* System Example

Let's pretend your company chose JazzHR as your ATS and Workday to manage operations for new and existing employees.

As candidates apply to JazzHR, you can capture all of the pertinent application information needed to screen candidates and move them to a hiring decision. Once you've made a hiring decision, you will need to move those candidates (and their relevant information) into your HRIS.

With the JazzHR API, your developers could build a software integration between the JazzHR and Workday which performed the following functions:

Query the JazzHR API at some chosen interval (every day, once a week, etc.)

Look for candidate records that match certain criteria. Workflow Status = Hired

If candidate records are found which match your criteria, extract the candidate records (first name, last name, email, address, phone, job title, etc.)

Make a call toWorkday's API and create new employee records (first name, last name, email, address, phone, job title, etc.) in your account using the data records that were extracted from JazzHR.

This is a very simplified version of an integration, but you can see how it automates the process of moving records of hired candidates into the HRIS.

*This same example process can be used for integrating with CRM, Payroll, Onboarding, and any other post-hire systems.

Skills Assessment Example

Let's pretend your company chose JazzHR as your ATS and has chosen Classmarker to send out skills assessments to qualify and screen candidates.

As candidates apply to JazzHR, you may want to automatically create User accounts for them in Classmarker so you can send out skills assessments.

With the JazzHR API, your developers could build a software integration between the JazzHR and Classmarker which performed the following functions:

Create 2 categories in JazzHR: "Test Passed" and "Test Failed"

Query the JazzHR API at some chosen interval (twice a day, every day, etc.)

Look for candidate records that match certain criteria. Workflow Status = New

If candidate records are found which match your criteria, extract the candidate records (prospect_id, first name, last name, email)

Make a call to Classmarker API which creates a new User record (user_id, first_name, last_name, email). The objects in JazzHR and Classmarker would be linked by key ids: prospect_id in JazzHR and user_id in Classmarker

Once a User object has been created in Classmarker, email skills assessments/tests to the Users and wait for them to be completed.

Once a test is completed, make a call to the Classmarker API to extract the test results records (user_id, test score, results)

Evaluate the test results and determine if the User passed or failed the test

Make a call to the JazzHR API to add either a "Test Passed" or "Test Failed" category to the candidate record in JazzHR

Make a call to the JazzHR API to add the actual test results and score as a Note to the candidate profile

As your hiring managers or recruiters are working in JazzHR, they can filter candidates in bulk by searching for categories of "Test Passed" or "Test Failed". Once a filtered list of candidates is found, you can bulk move the candidates into the next appropriate workflow stage. If Test Passed, move to Phone Screen. If Test Failed, move to Not a Fit.

How long does it take to build one of these integrations?

This depends on the scope and complexity of the integration you are building. However, for a competent developer, one who is familiar with API development, a typical integration should take about 80 man-hours.

Is it worthwhile to build one of these integrations?

JazzHR recommends building an integration for customers who are doing high volume recruiting. High volume recruiting is 15 or more hires a month. If your team isn't doing high volume recruiting, the cost of building the integration actually outweighs the gains that are achieved from it. Development resources can be expensive and wouldn't justify the time saved (a few minutes here and there) from having a team member manually performing the tasks you aim to automate using an API integration.

I don't have access to a developer. Can I pay JazzHR to build one of these integrations for me?

Unfortunately, at this time, JazzHR does not offer custom development services to our customers. We can provide a list of known developers who have experience building integrations using the JazzHR API.

How would I know if an integration is possible between a certain software and JazzHR?

You would need to ask the software provider if they have an API available to their customers. Typically if a software provider offers an API, an integration between them and JazzHR is possible. See the question below for a list of known systems that have an API possible to integrate with.

What are some known examples of other cloud-based systems that JazzHR can integrate with?

The list below provides known examples of cloud-based applications with an API that are able to integrate with the JazzHR API.

CRM: Microsoft Dynamics, Salesforce.com

HRIS: Microsoft Great Plains (GP), Namely, tribehr, Workday

Onboarding: SilkRoad RedCarpet

Payroll:ZenPayroll

Questionnaires/Skills Assessment: Berke Assessments, Classmarker, Hackerrank, Jotform, Smarterer

This is list is not all-inclusive of every cloud-based software we can integrate with, these are just known examples. If you don't see one on this list and want to know if the JazzHR API would integrate with them, email our support team [email protected]

What is your API rate limit?

80 calls/minute

Can I delete or change objects/records using the API?

No.

The API does not contain any PUT (change a record) or DELETE (delete a record) methods.

The only methods are GET (extract records) or POST (create a new record).

Does the API limit the number of records returned per call?

Yes, each API call is limited to 100 results per page, unless otherwise specified. If you need to page through more results, append "/page/#" to the end of the request URI, where # is the page number you wish to return, starting with 1 and incrementing until there are no additional results.

For example:

Returns first 100 applicants: https://api.resumatorapi.com/v1/applicants?apikey=your_secret_key

Returns next 100 applicants: https://api.resumatorapi.com/v1/applicants/page/2?apikey=your_secret_key

Returns next 100 applicants: https://api.resumatorapi.com/v1/applicants/page/3?apikey=your_secret_key

Returns next 100 applicants: https://api.resumatorapi.com/v1/applicants/page/4?apikey=your_secret_key

Is the API encrypted (SSL/HTTPS) and secure?

Yes. While the API documentation is hosted on an HTTP web page. (http://www.resumatorapi.com/v1/), any calls to the API itself are done so through a different URI (https://api.resumatorapi.com/v1/) which is secured with SSL/HTTPS. Furthermore, to make any API call, the requestor must authenticate to the API using the 32 digit alphanumeric key found in their JazzHR account.

Can I access offers, e-Signatures and other Documents through the API?

Unfortunately, the API endpoint does not currently allow you to extract offer letters or any other documents/files out of the system.

When the Offers and e-Signatures feature was released, a decision was made to lock down the

GET /files endpoint. This was due to the addition of sensitive information in Offers, but a lack of security controls in the GET /files endpoint. At the time, the effort required to enhance the API was far greater than locking down the GET /files endpoint.

Any non-resume documents/files must be downloaded by logging into the UI and accessing them manually from the candidate profile.

FAQ's

Can I access a candidate's resume via the API?

In order to be in compliance with GDPR, we have deprecated the API call function for accessing candidate resumes via the API. In order to access candidate resumes, you will need to log into the app or request a full data export from [email protected].

You have a number of display options and quick tweaks you can make to your JazzHR Career Page. You'll find all these options underSettings>Career Page.

job descriptions

Job Sort Order

Localization

Career Page Custom Domain

Jobs Widget Helper File URL

Google Analytics Tracking ID

Prevent Unwanted Spam Applications

Disable Apply with Indeed

Job Description Footer

Job Sort Order

If you'd rather sort your jobs on your hosted page and widget by a different set of criteria, just choose which option you'd like here to change them up!

Localization

You have the ability to translate some options on your job board to Spanish or Dutch. This will only translate your job board content generated by JazzHR like the apply button, application information, and canned questions. This will not translate your job descriptions or custom questions, you'll want to write those in Spanish or Dutch yourself to have them cohesive.

Career Page Custom Domain

This allows you to mask your JazzHR hosted page domain from 'companyname.applytojob.com' to something like 'companyname.careers.com'. You would need to contact your IT department to set this up. Find information on how to configure a custom domain here.

Jobs Widget Helper File URL

This is required to set up your advanced widget. You would enter in the link where the file is stored on your servers here.

Google Analytics Tracking ID

A tracking ID is a snippet of JavaScript that collects and sends data to Analytics from a website.

Prevent Unwanted Spam Applications

Getting a ton of junk candidates? You can add a CAPTCHA to your application to prevent spam candidates from flooding your account.

Disable Apply with Indeed

Checking this box will disable the Indeed Apply feature on your jobs posted to Indeed.com. As a result, all candidates will apply on your careers page.

Job Description Footer

Add consistent messaging to all of yourwith the Job Description Footer. Write anything in this text field to have it appear below the job description on all of yourpostings.

Use this area toprovide information that all candidates need to know. You may, for example, outline your data management policies here, give an overview of your company or present a disclaimer.

Emails are an essential part of recruiting. You probably send hundreds of emails a day, so you’ll be glad to know that you can save your email templates in JazzHR so your team can effectively follow-up with candidates.

Note: Admins and Super Users are the only role types that have access to create email templates. Other users can send templates, they just cannot create their own.

This article will cover:

Edit JazzHR Standard Email Templates

Create Custom Email Templates

Token Guide

FAQs

Edit JazzHR Standard Email Templates

Every JazzHR account includes six system email templates that are very commonly used and cannot be deleted from your account. These email templates are available to send to candidates directly from their profile, or automatically using a workflow helper.

You are able to edit these system email templates by:

Navigate to Settings.

Click on theTemplates tab.

Select Emails.

Click the email template Title.

The first six emails on the list are standard email templates that cannot be deleted. There will be a lock to the left of each template title.

Make your desired changes and click Save Message.

here

Create Custom Email Templates

Add in the templates you're currently using to never miss a beat in your recruiting process.

To create a new email template:

Navigate to Settings.

Click on theTemplates tab.

Select Emails.

Click +New Email.

Create a name for the email template.

Create a Subject for the email.

Craft an email template.

Click Save Message.

Token Guide

Use our Token Guide to populate information in your email templates like their name or the job title they've applied to. Seen in the image above, you will be able to navigate to the Token Guide in JazzHR by opening an email template and clicking the Token Guide button.Copy these tokens (including the brackets) into your email template.

FAQs

How can I create a personal email signature?

You can customize your email signature by clicking your initials >My Profile> in the Profile section, click the pencil icon toedit the text box underEmail Signature. Upload an image to your email signature by clicking the image icon in the text toolbar or drop an image directly from your desktop. Select the image to drag and resize.

Can I automate email templates to send when a candidate is moved to a specific stage?

Yes! Plus and Pro accounts are able to add Email Workflow Helpers.

Can I schedule emails?

Yes! Click to learn how to schedule emails.

Can I test how my email will look before I send it?

Yes! To test your email template, click Send a Test... and enter in your email address. Click Send.Please note, test emails will not auto-populate token fields or include attachments.

Let's get started by posting a job!

The most important part of your recruiting process can be your job postings. This article will show you how to post and customize a job so that candidates can begin applying to your open positions. Want to see a guided walkthrough? Here's our Job Posting video from the Training Portal.

We’ve updated our job creation tool to make the process more straightforward! If you are looking for the old job creation layout, use the View New Layout toggle in the upper right corner of the page.

This article will cover:

Create a Job

Post

Application

Customize a Job

Workflow

Team

Refer

Advertise

Edit an Open Job

FAQs

Create A Job

To get started, navigate to the Jobs tab and select +Create Job.

any status

Post

Create a compelling job description.

You must complete all required fields to save or publish your job. Use the Strealimed Job Posting guide on the right side of the page to ensure all required fields are met.

Need help? Here's our Job Posting Best Practice article.

Advanced Options

This section includes Advanced Job Details, Sensitive Data, and Exposure.

On the bottom of the page, click> See Advanced Options to fill in optional information, such as:

Recruiting Workflow Template - Your default template will be pre-selected.

Pro Tip: Be sure you select the correct workflow, as this can't be changed once the job is created.

Department or Business Unit -Use this field tocategorize your jobs.

Internal Job Codes - Internal or record-keeping categories.

Salary Range (Public) - Salary range that will be visible to candidates on your job post.

Salary Range (Internal) - Salary range that will be visible inside of your JazzHR account to Admins, Hiring Managers and Users with the sensitive data privilege turned on.

EEO Compliance Questions - Add EEO questions to your application, more information here.

Internal Notes - Free space to include any details/notes about the job.

Exposure

This section allows you to control where your job post will be visible when you finish creating it.

SEO Description - Summary of your job description that displays when your job appears in search results and can attract candidates.

The 3 Toggles/Buttons - Where your job posting is visible. You can click the toggle to change each visibility control.Yes = visible, No = not visible

Free Job Syndication - Allows your job to be posted to free job boards.

Public Search - Ability to remove your company name from the job posting which will make your company confidential and allow you to post a private position.

Career Page - Ability for this job to be on the career page of your company's website after setting up one of our career page options.

Once you've chosen your preferred settings, clickUpdate Jobto save.

Application

Create your actual job application on the Application tab.

Combine built-in Candidate Profile Questions with Custom Questionnaires for a cohesive job application. This will be paired with information from the Post tab to display a complete job posting to candidates.

Candidate Profile Questions - Select questions from our list of popular questions like name, address, resume, availability, education and more

Custom Questionnaires - Add your own custom questions to your application

Customize A Job

The Workflow, Team, Refer and Advertise tabs of a job are additional features of your job that can optionally be edited but are not essential, as your job post and application are.

Workflow

Manage this job's workflow on the Workflow tab.

Remember that if your job is posted, there is already a workflow template that you selected on the Post tab unless it's unlocked first. To make changes after you have posted the job, you can either:

Edit the template - this may affect other jobs using the same template.

Unlock this job from the workflow - a job-specific workflow will then be created which allows you to make changes to this job's workflow only.

Team

Decide which users should be part of the Hiring Team for this job on the Team tab.

Click +Add Team Memberand type in the names of individuals or groups to build out your full Hiring Team. Once you've added all team members, select one to be the job's Hiring Manager.

Refer

Invite your team to refer candidates for your job via the Refer tab, the following ways:

Send emails to specific users asking for referrals on either one individual job or all jobs in your account.

Spread the word from one of the social media platforms on the right-hand side.

Create a job link to share this job to any website.

At the bottom of this page, track your referrals that have applied.

Advertise

On the Advertise tab, manage your job's syndication.

Consider sponsoring your job via one of the Paid Job Boards, or review the list of Free Job Boards. You can also send your job to social media outlets via the "Social Networks" section and create a Custom Job Link to post your job on different websites!

Edit an Open Job

After you have posted your job, you have the ability to make updates.

First, navigate to theJobs page, then click into the job you wish to edit. In the top right-hand corner, click theEdit Job button and you will see the same page you saw when you posted the job that includes the Post, Application, Workflow, Team, Refer, and Advertise tabs.

FAQs

I posted a job yesterday, and I'm not seeing it on the job boards. Where's my job?

Jobs can take up to 48 hours to syndicate to the free job boards. If you don't see your job after 48 hours of posting, contact [email protected].

Can I edit a job after I post it?

Yes, click the job title from the Jobs page and thenEdit Job. Any editswill refresh on the job boards the within the next 24 - 48 hours.

How can I add an image to my job description?

Drag and drop images to the job description or click the image icon in the Job Description toolbar to upload an image. Select the image to drag and resize.

Can I leave job-level notes or attachments?

Notes can be input in our "Internal Notes" field in the Sensitive Data area of the Post tab. We don't have the ability to add attachments at the job level.

How can I make sure my jobs get on Indeed's organic feed?

Follow our job posting best practices to ensure you meet Indeed's guidelines. Contact [email protected] with any questions.

Can I set a job to be private?

Yes, toggle "Free Job Syndication" and "Career Page" (in the "Exposure" section of the Post tab) to No.

How do I remove a job from the free job boards?

Put it into other than "Open" and it should be removed from job boards within 24 - 48 hours. Some paid postings, however, need to be manually removed. Contact [email protected] if you change your job status and it still appears on job board(s).

JazzHR is proud to partner with GoCo to streamline the new-hire process.

GoCo automates and simplifies your HR workflow with streamlined onboarding, PTO, benefits administration, and more.

Integrate JazzHR with GoCo to export hired candidates and accompanying data for a seamless hire-to-onboard experience. Don't have an existing GoCo account? Learn more here !

To integrate JazzHR with GoCo:

Set Up the Integration

Add GoCo as a Workflow Helper

Export Candidates to GoCo

Set Up Integration

Head into your GoCo account to get your integration credentials. Once logged in:

Scroll down to the "Integrations" panel and click Manage.

Click on the "JazzHR" panel.

Click Setup.

Copy your "Client ID" and "Client Secret."

GoCo Workflow Helper

Once you have your integration credentials from GoCo, head into JazzHR:

ClickSettings.

Click Integrations.

Scroll down to the "GoCo"panel.

Click Connect.

Enter the following information:

1. "Client ID"(copied from GoCo) into the "Client Id" field in JazzHR.

2. "Client Secret" (copied from GoCo) into the "Client Secret" field in JazzHR.

3. Click Save.

Add GoCo as a Workflow Helper

Add the GoCo export as a Workflow Helper to further streamline your onboarding process. This will allow you to automatically export candidates to GoCo upon moving them into a Hired Disposition.

To add GoCo as a Workflow Helper :

Click Settings.

Click Workflows.

Click into the template on which you'd like to add the GoCo export.

Scroll down to the "Hired Dispositions".

Click Add on the disposition you'd like candidates exported to GoCo.

Export Candidates to GoCo

Once you've hired a candidate, move him/her into the Hired Disposition you added theto in order to export.Then, clickConfirm Status Change.

Note that the following information will be included in the export from JazzHR to GoCo:

First Name

Last Name

Address

City

State

Zip Code

Phone Number

Email Address

Resume

Documents located in the candidate Documents Tab

Newly exported candidates will appear in your GoCo account within the "Team" section. ClickIncompletenext to the new employee's name to view and complete the rest of his/her profile.

Centralize how you assign, track and store interview feedback with JazzHR's Interview Guides.

Interview Guides are forms that interviewers fill out when completing a candidate interview, which is only visible to JazzHR users. They provide a centralized, easy-access place with the candidate's resume, job details, your own interview questions, rating system, along with a scratchpad for note-taking.

Interview Guides can be part of an Interview Session or added individually on the Interviews tab of the Candidate Profile.

To start leveraging the benefits of this feature:

Create an Interview Guide

Complete an Interview Guide

Add an individual Interview Guide

FAQs

Creating Interview Guides

Click Settings.

Click Templates.

Click Interview Guides on the left.

Click +Create Interview.

Name the interview, and fill out the following:

"Type of Interview": Choose "In-Person" or "Phone" interview for tracking, visibility, and reporting.

"Duration":Select from a range to track the estimated time of the interview and populate the email that goes out to the candidate when scheduling.

"Preparation Notes": Guide the interviewer on how to conduct this interview. You may, for example, list "Do's" and "Don'ts" or instructions on how to complete the guide.

Click Add Questions.

Click +Add Questionfrom the next screen to begin creating the questions you'd like the interviewer to ask.

Enter questions in the "Question Text" field.

Consider whether you want a structured guide with a list of specific questions, or you simply an open-ended "feedback form." You may, for example, create a question of "Pros &Cons" or "Feedback" simply with a "Paragraph Text" answer type.

Select one of the following from the "Answer Type" drop-down for each question:

"Single Line Text": One sentence freeform - good for one-line responses.

"Paragraph Text": Longer freeform answers - great for 'open feedback' type guides.

"Dropdown": One answer from a predetermined list.

"Number": Numerical answer.

"Date": Date from a calendar.

"Checkboxes": One or more answers from a predetermined list.

Once you've created all of the questions you'd like your interviewer to ask the candidate, click Save Interview.

Completing Interview Guides

Once you've added an Interview Guide individually or as part of an automated Interview Session, head to the Candidate Profile to conduct the interview and complete the guide. Here's how:

Click Candidates.

Click the name of the candidate you're interviewing.

Click the Interviews tab from the Candidate Profile.

Click Start Now if your Interview Guide is part of an Interview Session. Then, click Launch next to your individual guide. If this is an individual Interview Guide (not part of a session), simply click Launch next to the guide itself.

*Note that you can also get here by clicking the Interview Guide URL you received in your meeting invitation.

Enter your name and email address.

ClickStart Interview.

Each Interview Guide includes a:

Button to view the candidate's resume.

Button to view job details.

Confidential scratchpad for notes that are only visible to the interviewers.

Type answers in the "Notes.." field below each question to record candidate's answers. You can also rate each answer by selecting "Poor," "Acceptable," or "Strong" from the drop-down.

Note that you can add new questions as you go by selecting the question type, naming the question, and clicking Add Question.

Once you're done with a question, click Save. Then, click Complete Interview once you're satisfied with your questions and answers.

From the next window:

Click "Passed the Interview" or "Failed the Interview" based on how the candidate did.

@mentions teammates in the field below to share additional feedback. Note that this feedback shows in the Discussion tab.

Verify the date and time of the interview.

Click Submit Interview.

Note that both you and that job's Hiring Manager will receive an email confirmation once your Interview Guide has been submitted.

Once an Interview Guide is completed, Super Users and above can view feedback by clicking theeye icon. Note: Recruiting Users that have been designated a Hiring Manager for this specific job will also be able to view interview feedback.

Add an individual Interview Guide

Looking to hold a one-off interview instead of a full Interview Session ? Add an individual Interview Guide to any Candidate Profile on any Workflow stage without adding it to the template.

From the Interview tab of any Candidate Profile :

Click the drop-down next to Add Interview Session.

Select Add Individual Interview.

Select the template you'd like to use.

Click +Add Interview.

Benefits of Using Interview Guides

Now that you understand how to use Interview Guides, learn why you should. Here's how Interview Guides can take your interviews from painful to powerful:

Centralized Information - Interviews Guides create a one-stop-shop for all the information needed for conducting an interview. This includes links to the candidate’s contact information and resume and a link to the job details. The Interview Guide also has your customized interview questions and areas to provide answers and feedback.

Streamlined Questions - When creating an Interview Guide, you choose the questions that will be asked. This creates an easy-to-follow script for the interviewer and makes sure you get the right questions answered. There's plenty of room for detailed answers to ensure that no matter who is conducting the interview, the feedback is thorough and consistent.

Tracking - When Interview Guides are integrated into the job workflow, they can be tracked right inside the Candidate Profile. Here, a straight-forward Pass/Fail designation from the interviewer will give you a fast and easy way to see how a candidate performed. You'll also find links to all of the dirty details: every answer to every question, for every interview completed.

Anyone, Anywhere -Want to bring the C-suite into the conversation? Invite them to conduct an interview, no log-in needed. Interviews can be conducted by anyone, anywhere, all without needing to have an account with JazzHR. Interview Guide links provide a simple way to get everyone involved, while still keeping important details inside of JazzHR

Frequently Asked Questions

Is there a way to print out completed Interview Guides?

No, there currently is not a way to print out a completed interview guide. This information is easily accessible and securely stored in your account. You can,however, copy and paste the answers out of JazzHR into a Word or Google Doc and print from there.

Can I archive or delete Interview Guide Templates?

Yes, you can do both! An Interview Guide template can be deleted so long as it has not been used and completed for a candidate. Interview Guide templates that have been completed by a candidate are tied to the candidate profile and can be archived to dismiss from your view.

Can I delete certain questions in an Interview Guide?

Similar to the question above, questions that have been used and completed for a candidate cannot be deleted, but the full Interview Guide can be archived.

JazzHR is proud to partner with HackerEarth tostreamline your candidate screening process while removing bias from your hiring process.

HackerEarth offers anonymous applicant screening that helps refine candidate selection in an objective and non-biased way.

Integrate JazzHR with HackerEarth to drive diversity and enable compliance right from the Assessments tab of the Candidate Profile.

To integrate JazzHR withHackerEarth:

Set up the Integration

Send HackerEarth from the Candidate Profile

Send HackerEarth as Workflow Helper

View HackerEarth Results

Set up the Integration

ClickSettings

ClickIntegrations

Scroll down to the Assessments section and look for HackerEarth

ClickMore Details

ClickConnect

Enter your API token

To locate your API Token, login to HackerEarth and go to Organization Settings. Select the Integrations tab and scroll to JazzHR

ClickSave Credentials

Candidate Profile

Send HackerEarth from the Candidate Profile

Once you have HackerEarth connected with JazzHR, head to a Candidate Profile to start sending HackerEarth assessments to candidates. From there:

Click theAssessments tab.

Scroll down to the HackerEarth section.

ClickSend HackerEarth.

Select a specific HackerEarth test from the "Select Test" drop-down.

Enter a Subject Line and Email Body. Note that the link to the assessment will be appended to the bottom of the message.

ClickSend HackerEarth.

Add HackerEarth as a Workflow Helper

Add HackerEarth into your job-specific Workflow to automate blind candidate screening. To add HackerEarth as a Workflow Helper:

Go toJobs.

Select theJobon which you want to send a HackerEarth assessment.

ClickEdit Job.

Click theWorkflowtab.

Find the stage on which you'd like the HackerEarth assessment sent out.

ClickAdd.

SelectAssessmentfrom the drop-down.

Select the email template you'd like to be included with the HackerEarth assessment.

Select a specific assessment from the "Assessment to Send" drop-down.

ClickAdd Assessment.

Notethis must be done at the job level. You will not be able to add a Wonscore Workflow Helper on a Workflow Template.Assessment Workflow.

Once you add any candidate(s) into this stage, you'll be prompted to send the HackerEarth assessment.

Candidates will receive invitations with a link to complete the assessment appended at the bottom.

View HackerEarth Results

Once a candidate has completed the test, a summary of his/her results will be stored on the Assessments tab of the.

ClickView Detailsto view results.

Jobma is a video assessment provider that helps teams save time, cut costs andincrease the quality of hiresthrough an easy-to-use, one-way video interview tool.

Integrate JazzHR with Jobma to:

Automate the addition of video interviews into your hiring workflow

Synccandidate video responses directly from Jobma into JazzHR

Humanize your hiring process with modern, candidate-centric questionnaires

To integrate JazzHR with Jobma:

Set Up the Integration

Add Jobma as a Workflow Helper

Send Jobma Video Assessments to Candidates

Watch Completed Video Assessments

Confused on something? Check out our FAQs, or let us know !

Looking to learn more about Jobma functionality directly? Visit their Knowledge Base !

Set Up the Integration

From JazzHR:

Click Settings.

Click Integrations.

Scroll down to the "Jobma" section.

Click More Details.

From the next page, click Connect.

Enter your API Token (this can be found in your Jobma account)

Click Save Credentials.

Candidate Profile

Add Jobma as a Workflow Helper

Add Jobma into your job-specific Workflow to automate the sending of video interview requests to candidates. To add a Jobma video assessment as a Workflow Helper:

Go toJobs.

Select theJobon which you want to send a Jobma video assessment.

ClickEdit Job.

Click theWorkflowtab.

Find the stage on which you'd like the Jobma video assessment sent out.

ClickAdd.

SelectAssessmentfrom the drop-down.

Select the email template you'd like to be included with the Jobma assessment.

Select a specific assessment from the "Assessment to Send" drop-down.

ClickAdd Assessment.

Notethis must be done at the job level. You will not be able to add a Jobma video assessment Workflow Helper on a Workflow Template sinceJobma assessments are linked on a job-by-job basis.

Send Jobma Video Assessments to Candidates

Once a candidate is moved into the stage you added theWorkflow Helper to, you'll automatically be prompted to send theJobma video assessment.

You can also manually send individual Jobma video assessments from any Candidate Profile :

Click the Assessments tab.

Scroll down to the "Jobma" section.

Click Send Jobma.

Select the correct assessment from the "Select Test..." drop-down.

Choose an accompanying email template.

Click Send Jobma.

Candidates will receive invitations with a link to complete the video assessment appended at the bottom.

Watch Completed Video Assessments

Once a candidate has completed a Jobma video assessment, the completed recording of his/her will show in the Assessments tab of the.

Click View Detailsto watch the candidate's recorded answer to each question.

A Jobma status and results will also appear on each job's Candidates page.

Frequently Asked Questions

Each JazzHR Job has a Job Status that reflects where you're at in the hiring process for the position. Choose from six different optionsOpen, On Hold, Drafting, Filled, Cancelled and Closedto best represent where each position stands.

Job Status can be found in two locations. First, it shows on the Jobspage under the "Status" column:

here

It can also be found in the upper right-hand corner on each individual Job page:

Active Jobs

Active Jobs are any jobs in an "Open" status. Make your job(s) active when you're ready to begin accepting candidates for the position. To change the job's status to "Open," click into the job title and select "Open" from the "Job Status" drop-down.

Hero Plan Active Jobs

Plus and Pro customers may have unlimited active Jobs, but customers with standard Hero subscriptions may only have three active jobs. Note, Hero customers can create unlimited jobs in their accounts, but simply can only have three in "Open" status at any one time.

Learn more about our plan options .

Adding Additional Active Jobs on Hero Plan

Hero customers have the ability to purchase additional active jobs for an incremental fee. You can make this purchase from within your JazzHR from the Account Information area.

Subtracting Active Jobs on Hero Plan

To reduce your number of Active jobs on the Hero Plan, mark your extra jobs as "Closed," "Filled," "Cancelled" or "On Hold." Then, update the billing/subscription details in your account. This information is found by clicking on your initials>Account Information.

What is Workflow Versioning?

Workflow Versioning is an update to the way JazzHR admins can edit workflows in order to protect the data integrity of Workflow reports.

When a Workflow template is changed, the systemcreates a new version of the template behind the scenes (you will not see any changes to the interface). Workflow reporting allows you to report on a specific version of a Workflow. This ensures that even when statuses get deleted, added, or reordered, we can provide accurate reporting data.

What's Changed?

When you edit a workflow in JazzHR, only certain actions will create a new version of the workflow: adding, deleting, or reordering a workflow status. Renaming statuses and editing workflow helpers will NOT trigger a new version of the workflow.

Before this update, users were ableto make all the updates to the workflow on one page. Moving forward, theedits that will cause a new version of the workflow to be created will be nested under an “Edit Statuses” button. Before changing the workflow, you'll be reminded that these changes may impact reporting, so it's important to be intentional when editing the workflow.

keep your data consistent across jobs

Unlocking a Workflow

Unlocking a workflow template within a job will also cause a new version of the workflow to be created. Note that you're not able to clone a Job with an unlocked Workflow unless you turn that unlocked Workflow into a template first. Trying to do so results in the following message:

Instead, turn the job-specific workflow into a template (under Settings >Workflows). Then,assign your cloned Job to this template. This will help to .

Clone your job in JazzHR to create an identical copy of the existing position. Use this functionality to attach a new workflow to your job, duplicate your post to use as a template or simply create multiples of the same job.

This article covers:

Cloning Your Job

FAQs

Cloning Your Job

You can clone your job in a couple of ways. Here's one:

Click Jobs.

Click theActionsdrop-downto the right of the job you want to clone.

Click Clone Job.

The resulting screen will allow you to make edits to the clone of your existing job.

Change the description, questions, and workflow as required.

Click Save Job.

bulk action

You can also clone from the job's landing page. Here's how:

Click Jobs.

Click the title of the job you want to clone.

Click the drop-down caretnext to "Edit Job."

Click Clone Job.

The resulting screen will allow you to make edits to the clone of your existing job.

Change the description, questions, and workflow as required.

Click Save Job.

Frequently Asked Questions

Will my new job take on the creation date of my original job?

No, your cloned job will appear on the Jobs page with today as theCreated date.

I created a Custom Job Link for my original job. Will it transfer for the new one?

No, Custom Job Links are manually created and thus do not update automatically. Be sure to update any links you've created with the original job, as this new version will have an entirely different link.

I'm ready to start working out of my new job. Where are my candidates from the original?

None of the candidates from the original job will be automatically moved to your cloned job, but you can move them manually from their profiles. Visit our article on how to do that through a .

The Job Description Library is launching with 50 pre-made, optimized job descriptions to choose from. The library provides compelling descriptions that will lead to posting new jobs faster.

This article will cover:

How to Use the Job Description Library

Editing the Unique Fields

How to Choose a Different Description

Type Your Own Description

FAQs

How to Use the Job Description Library

You will be able to choose a description from the library when you are posting a job. Learn more about how to post a job here. You'll first want to navigate to theJobs tab and then click +Create Job.

job templates here

First, click theView New Layout toggle in the right corner to turn on our updated Job Creation Guide and access the Description Library (green = on)

Begin filling in the essentials, like Job Title, Employment Type and Minimum Experience

In the Job Description Box, you can either:

Type into the description box

Click on the box to select from the drop-down list that appears

After you've selected the description, clickInsert Description

The description will then pop-up in the text editor box so you can preview the text andmake edits to the unique fields beforefinishing your job post, learn more here

The unique fields are text inside of brackets that you should fill in with your own company's information, for example: [Company Name] should be replaced with your company's name

The job creation guide on the right-hand side will help you finish your job posting filling in essential fields like the job location or advanced details

ClickCreate Job to post your job orSave As Draft

Editing the Unique Fields

Each job description has places for you to include unique information about your company and job details. These unique fields will be inside of brackets, like this for example: [Company Name] and this is where you replace that text with your company name.

Make sure to preview the full description and update all unique fields so your description is personalized. The Job Creation Guide on the right side of the screen will let you know if you have updated all of the unique fields.

How to Choose a Different Description

After you've selected a description, you can swap the description out for another one by clickingChoose A Different Descriptionon the bottom of the text editor box.

Choose another description and clickChange Description

This will erase the previous description so clickYes, Erase

The text editor box will appear with the new description you selected

Make sure to fill in the unique fields in brackets before posting your job

When finished filling in job details, clickUpdate My Job to save

Type Your Own Description

If you wish to skip past the job description library and insert your own description, you can click theSkip To The Editor button to open the text box. There is also a checkbox you can click if you would like toSkip by Default moving forward.

FAQs

Can I use my own description as a job template?

Yes!If you have a job that already has the job description you want to use, clone the job to make a duplicate job post acting as a job template. Learn more about .

Single Sign-On (SSO) enables users to access multiple applications with one set of login credentials.

JazzHR now supports the ability for users to SSO into JazzHR using our custom SAML framework, allowing companies to use their own identity provider.To start using single sign-on with JazzHR contact our team or click here to add SSO to your plan.

By enabling SSO into JazzHR through custom SAML, you’ll be able to simplify password management, reduce IT friction, and create a more secure level of organizational access to JazzHR.

Is Okta your identity provider? Learn about our Okta integration.

To start enabling users to SSO into JazzHR using custom SAML, please add your IT Admin as a Super Administrator in JazzHR and direct them to the steps below:

Configure SSO with Custom SAML in JazzHR

Test Configuration

Enable SSO

FAQs

Note that configuring SSO via custom SAML in JazzHR requires advanced IT setup.

Configure SSO with Custom SAML in JazzHR

Log into your JazzHR account.

ClickSettings.

Click People.

Click the green + symbol next to Single-Sign-On.

ChooseCustom SAMLas theAuthentication Strategy.

Click Save and Continue.

Provide a unique name for your Custom SAML configuration.

Click Save and Continue.

Each Identity Provider (IDP) may have a different user interface - however, the values should remain consistent.

Once the Custom SAML configuration has been named:

Copy and paste the provided values into your Custom SAML configuration within the IDP.

After saving data within the IDP, your IDP will provide metadata.

JazzHR SSO / ACS URL

JazzHR Audience URI / Entity ID

Paste the metadata for the corresponding fields into JazzHR.

IDP Single Sign-on URL

IDP Issuer / Entity ID

IDP / X.509 Certificate

Click Save and Continue.

Test Configuration

Before enabling SSO for all users on the JazzHR account, you can test the SSO connection. In JazzHR, click Test Configuration and select Test SSO. You will receive an email with a one-time link to bind your JazzHR login with your IDP.

Enable SSO

After you have tested and confirmed proper configuration, you can enable it for all users on your account.Navigate to Settings and select the People Tab. Click the pencil icon next to your Custom SAML SSO and Enable SSO.

All users on the account will receive an email to Login to JazzHR.Once the user account is configured, you will no longer be able to use your JazzHR email and password to manually log in.

Once the user binds Custom SAML with their JazzHR account, they will be able to SSO freely into JazzHR directly from the IDP. Or, by using this link: https://app.jazz.co/app/v2/login?s=sso

FAQs

Can I opt-users out of SSO?

Yes. If you have an External Recruiter that is not configured with your IDP, you can remove SSO from their profile. Go to Settings>People> Select User. Click Disable SSO on the User's profile. This will trigger an email for the user to set up a password to login to JazzHR.

Can we use SSO and traditional email and password to login?

No. Once the Custom SAML is enabled, users will not be able to log into JazzHR using their email and password. You will need to disable SSO from their account.

What happens if I remove SSO from my JazzHR subscription?

If you choose to remove SSO from your JazzHR subscription, you will need to disable the SSO integration from your settings. Go to Settings and select People. Click the trash can icon next to your configured SSO and select Disable SSO.

All users on your account will receive an email from [email protected] to reset their password and log in.

If you do not disable SSO within 24 hours of removing the feature from your account, a member of our Customer Success Manager team will reach out!

A full candidate pipeline reflects time well spentbut sourcing is only the first step to making the right hire. Being able to find the right individual or group within your candidate pipeline is key to effectively leveraging your existing talent pool.

JazzHR's Candidate Search allows you to find the exact person or people you're looking for quickly and easily. For the easiest, go-to option, click the magnifying glass icon on any page in JazzHR to run a typeahead Quick Search. Then, if needed, choose from over 20 combinable search and filter options on the Candidates page for a more refined view.

To quickly locate candidates from anywhere in JazzHR:

Use Quick Search

To analyze your talent pool more granularly:

Search/Filter from the Candidates Page

To most effectively find candidates from either location, learn about the various ways to search:

Exact Search

Partial Search

Boolean Search

Wildcard Search

Saved Search Filters

Can't find what you're looking for? Check out our FAQs.

Use Quick Search

Click the magnifying glass iconfrom the top toolbar on any page in JazzHR.

To search for candidates:

Select Search Candidates from the drop-down on the right of the search bar.

Type in the name, email address or phone number of the candidate.

Select from the results that populate below, or click View All Resultsto see all matches.

To search for jobs:

Select Search Jobsfrom the drop-down on the right of the search bar.

Type in the name, email address or phone number of the candidate.

Click Search.

Search/Filter from the Candidates Page

Click Candidates, and begin pairing search values with filter options to find the exact candidate(s) you want:

Type a value into one or more of the following fields:

"Find a Candidate" (name, email, or phone number)

"Source" (name of from where the candidate came )

"Referrer" (name of who referred this candidate)

"Resume Keywords" (words/phrases present on the resume)

Noteyou can choose to run either an exact, partial or wildcard search here.

Then, click on the drop-down next to each filter to select from existing account data:

Job

Workflow Status

Recruiter

Category

Rating

Click +Add Profile Filter at the bottom of the sidebar to add additional filters that aren't listed by default. Select from the following drop-down criteria:

Contact Information

Education

Social & Personal

Background

Work Preferences

Licenses and Certifications

Social & Referral

Pair this criteria with one of the following parameters for a refined search:

Contains

Is Exactly

Is Empty

Is Not Empty

Then, type your search term in the text box to the right, and click Apply.

Exact Search

To search your pipeline by a specific piece of information, put the search value in quotation marks.

For example, if you'd like to find a candidate named John Smithspecifically, search for "John Smith".

Partial Search

Only remember part of someone's name? No problem. JazzHR also supports Partial Search, allowing you to find candidates with partial information.

You may, for example, only know a candidate's name started with "Jan," but not remember it entirely. Type whatever you remember into the "Find a Candidate" field to pull back any person who has the letters "Jan" in his/her name.

Boolean Search

Run a Boolean Search to find resumes using conditional logic. This allows you to search for multiple words/phrases in candidate resumes by connecting them with the words "and" (inclusive searches), "or" (to exclusive searches) and "not" (to exclude words).

If you're looking at accounting resumes, for example, you can search for "CPA and MBA." Then, JazzHR will only return resumes that contain both. Alternatively, if you want one or the other, search by "CPA or MBA". This would return any candidates that have either CPA or MBA in their resume.

Wildcard Search

Use an asterisk (*) to run a more targeted partial search. By pairing an * with a string of characters, you'll search your candidate pool for anyone with that specific string attached to other characters in the order of where you've placed the *.

For example, if you know a candidate's name ended in "ly," search for "*ly". This search will pull back any candidate whose names specifically end in ly, as the * restricts the unknown characters to anything before the ly. Unlike partial search, *ly will not return candidates with

Saved Search Filters

After filling in the criteria that you're looking for, make sure to save your search filters so that you can quickly populate the same results at a later date without having to start from scratch. After plugging in the search filter parameters, scroll back up to the "Saved Filters" field, title the name of your search and click save. When you are ready to search for the same criteria again, start to type in the name of the saved search and it will auto-populate into the field.

Frequently Asked Questions

Is there a character minimum for search?

Yes, search terms must be at least two characters long. This includes Boolean and Wildcard Searches.

I have international candidates. Can I search using non-English characters?

Yes, JazzHR Candidate Search supports non-English characters.

Why do I not see my custom Workflow statuses available from the filter drop-down?

You must first select a job from the Job filter drop-down in order to trigger your custom Workflow statuses to appear. Without a specific job selected, you'll only be able to select from the following:

New

Active

Hired

Not Hired

Discarded

What is the difference between active and inactive candidates?

Active candidates are candidates that are currently in New or Active workflow stages (for example: Screen, Interview, Offer, etc.). These stages represent candidates that you are currently considering for an open position. Inactive candidates are those that have been dispositioned into a Hired or Not Hired workflow status, indicating that they are not currently being considered for a position.

From phone screens to in-person interviews, scheduling with candidates is an important but time-consuming task. Now, you can eliminate the back and forth and speed up the hiring process by allowing candidates to self-schedule interviews right from JazzHR!

New Feature Release | Candidate Self-Scheduling from JazzHR on Vimeo.

First, you'll need a Calendly account. Don't have one? Create one for free! For help, visit their Getting Started guide.

Note that this integration is only available to Pro customers and Plus customers.

Then, head into JazzHR to:

Connect Your Calendly Account

Invite Candidates to Self-Schedule via a Workflow Helper

Invite Candidate to Self-Schedule from a Candidate Profile

Not sure about something? Review our FAQs, or let us know !

Connect Your Calendly Account

To connect your Calendly account from My Profile:

Click your initials in the upper-right-hand corner.

Click My Profile.

Scroll down to the Integrations section.

Click Connect next to the Calendly block.

Enter your Calendly API key (found here ).

Toggle "Allow other people in my organization to send out Calendly invitations on my behalf" on or off (as preferred).

Click Connect.

Here

To connect your Calendly account from the Interviews tab of any Candidate Profile :

Click Connect Account from the Calendly block.

Enter your Calendly API key (found here ).

Toggle "Allow other people in my organization to send out Calendly invitations on my behalf" on or off (as preferred).

Click Connect.

Invite Candidates to Self-Schedule via a Workflow Helper

Once you're connected, invite candidates to self-schedule by sending an email template (with a Calendly link included) as a Workflow Helper or directly from the Interviews tab of a Candidate Profile.

To automate an email template (with a Calendly link included) as a Workflow Helper :

Click Settings.

Click Workflows.

Find the Workflow on which you'd like this to be sent.

Click Add on the stage you'd like the self-schedule invitation to go out during.

Select "Email" from the drop-down.

Then, choose the appropriate email template or create a new one. Be sure to toggle "Attach a Calendly Link " to green, and then click Add Email.

Once you advance a candidate into the designated Workflow stage, a prompt will display to send the email with the Calendly link.

Select values for the following fields:

Interviewer

JazzHR Interview Guide

Calendly Event Type

Then, click Confirm Status Change to send this email (with an included Calendly link) and advance the candidate into the appropriate Workflow stage.

Please note, Calendly does not support bulk status changes.

Invite Candidates to Self-Schedule from a Candidate Profile

You can also invite candidates to self-schedule directly from the Interviews tab of a Candidate Profile. From any profile:

Click the Interviews tab.

Click the drop-down next to "Schedule Interview Session".

Select Invite to Self-Schedule.

Select values for the following fields (note that "JazzHR Workflow Step" and "Send email to" are preset):

Interviewer

JazzHR Interview Guide

Send email from

Calendly Event Type

Enter text for the "Email subject line".

Enter text for the "Email body"- Note that theCalendly link will automatically be included at the bottom of the email to the candidate.

Click Send.

The candidate will receive the invitation via email and will be able to select a time from the link within the email.

Once a candidate selects a time, you'll receive a confirmation email letting you know a new event has been scheduled. It will also appear automatically on your calendar.

The newly scheduled event will also appear on the Interviews tab of a Candidate Profile.

FAQs

How do I reschedule or cancel a self-scheduled event?

Head directly to the event on your calendar and click the Calendly link to either cancel or reschedule a self-scheduled event. Once adjusted, these changes will reflect back on the Interviews tab of a Candidate Profile.

I've sent out a Calendly link and the candidate has responded, but the response isn't updating in JazzHR. Why is this?

JazzHR will only know the status of self-schedule invitations that were sent from within JazzHR via this feature specifically. Any invitations sent externally of this feature (outside of JazzHR entirely, or by manually inserting a Calendly link in an email template) will not be tracked on the Candidate Profile.

You can confirm that the event was sent through the self-schedule feature from the Interviews tab of the Candidate Profile.

Can I use this feature with my Calendly team plan in order to schedule interviews in a round-robin fashion?

Yes! Once everyone on your team has an individual Calendly account, you can create Event Types within Calendly that check all of your calendars for availability. 's more on this feature within Calendly directly.

In order to take advantage of this functionality within JazzHR, you'll need to make sure the person sending the self-scheduling invitations is on the Calendly "team" for those Event Types.Note that the scheduler can uncheck his/her name within the Event Type to avoid being scheduled for all collective interviews.

Once the scheduler has been successfully added to the team, he/she will see this Event Type as an option within the invitation to candidates.

How can I see which user invited the candidate to self-schedule?

Hover over the "i" icon to see when the invitation to self-schedule was sent and by whom.

Use the Candidate Info Reports to review important data for each candidate in your JazzHR account.

The Candidate Info Reports are made up of four individual reports:

Questionnaires and Answers

Evaluation Ratings

User Activity

Candidate Records Data Download

Questionnaires and Answers

The Questionnaires and Answers report shows how candidates stack up against each other based on their answers to custom questionnaire questions.

For each candidate, this report shows core candidate information along with answers to the selected custom questionnaire.

Evaluation Ratings

The Evaluation Ratings report shows how candidates stack up against each other based on their evaluation scores.

For each candidate, this report shows core candidate information along with his/her score for the selected evaluation.

User Activity

The User Activity report shows which users have the most activity in your account. Use this report to identify power users, along with those who need guidance.

Note that this report is restricted to 5000 entries. Adjust the date filter to return full results.

Candidate Records Data Download

The Candidate Records Data Download provides over 50 pieces of candidate-specific information.

When clicked, this report downloads a CSV containing all available candidate information broken down into columns.

JazzHR is proud to partner with Wonderlic to enhance and streamline your candidate screening process.

Wonderlic offers a pre-employment testing solution that helps to assess and rank potential employees through "Wonscore" tests. Made up of three separate tests(Cognitive Ability, Motivation, Personality) that result in a single "Wonscore," these assessments provide a simple comparison of candidates. Learn more about Wonscore here.

Integrate JazzHR with Wonderlic to start sending and receiving Wonscore tests right from the Assessments tab of the Candidate Profile.

To integrate JazzHR with Wonderlic:

Create and Connect Wonderlic Trial or Connect Existing Wonderlic Account

Link JazzHR Job(s) to Wonderlic

Send Wonscore from Candidate Profile

Send Wonscore as Workflow Helper

Track Wonscore Results

Create and Connect Wonderlic Trial

Click Settings.

Click Integrations.

Scroll down to the "Wonscore by Wonderlic" section.

Click More Details.

Click Connect.

From the next page, enter your contact information, create a password and clickCreate My Account to begin a new trial.

Candidate Profile

To finalize setup, click Confirm from the next page.

Once confirmed, you'll receive a verification email from Wonderlic to finalize the integration.

Connect Existing Wonderlic Account

Click Settings.

Click Integrations.

Scroll down to the "Wonscore by Wonderlic" section.

Click More Details.

Click Connect.

From the next page, click Log In to enter your existing credentials.

ClickLog In again to connect.

Link JazzHR Job(s) to Wonderlic

Once your Wonderlic account is integrated with JazzHR, link your JazzHR jobs to a Wonscore job profile to streamline your workflow and begin sending assessments.

**Please note that once a Wonscore assessment is attached to a job this assessment cannot be removed or switched out for a different assessment.

To link a job as you create it in JazzHR, click the green Setup Job button on the Post tab.

Select an accompanying job within Wonderlic's Job Directory or jobs created on your Wonderlic account, and click Link Job to connect the two.

Send Wonscore from Candidate Profile

Once you have your Wonderlic account connected with JazzHR, head to a Candidate Profile to start sending Wonscore tests to candidates:

Click the Assessments tab.

Scroll down to the Wonscore section.

Each job in JazzHR must be linked to the accompanying job in your Wonderlic account. If the job your candidate is attached to has not yet been set up:

Click Setup Job.

Select the appropriate matching job from the Wonderlic modal.

Click Link Job (if you haven't already upon job creation ).

Once you've linked your job:

Click Send Wonscore.

Enter a Subject Line and Email Body. Note that the link to the assessment will be appended to the bottom of the message.

Click Send Wonscore.

The candidate will receive an email from where he/she can complete the Wonderscore test.

Send Wonscore as Workflow Helper

Add Wonscore tests into your job-specific Workflow directly to automate the sending of assessments to candidates. To add a Wonscore test as a Workflow Helper:

Go to Jobs.

Select the Jobon which you want to send a Wonscore assessment.

Click Edit Job.

Navigate to the Workflow tab.

Find the stage on which you'd like the Wonscore assessment sent out.

ClickAdd.

SelectAssessmentfrom the drop-down.

Select the email template you'd like to be included with the Wonscore test.

SelectWonscorefrom the "Assessment Provider" drop-down.

Select a specific test from the "Assessment to Send" drop-down.

ClickAdd Assessment.

Notethis must be done at the job level. You will not be able to add a Wonscore Workflow Helper on a Workflow Template. Assessment Workflow Helpers are job-specific because Wonscore assessments are linked on a job-by-job basis.

Track Wonscore Results

Once a candidate has completed the test, a summary of his/her results will show in the Assessments tab of the. Click the eye icon to view the results in Wonderlic directly.

A Wonscore status and results will also appear on each job's Candidates page.

Frequently Asked Questions

Each candidate in your pipeline is uniqueand keeping track of his/her specific needs is key to successful recruiting.

That's why JazzHR created the Candidate Profile, which provides a central location for all candidate-related data and actions.

This article will cover:

Candidate Profile Header

Reject, Vote, Advance

Tabs

Sidebar

Candidate Profile Header

The Candidate Profile Header houses all core candidate information, along with basic go-to functionalities. Use this area to reference key candidate facts or perform quick actions.

Categories

The header consists of the following items:

Contact Information

Candidate contact information is listed below the candidate's name in the following order: location, phone number, email address, and source. ClickEdit to update this information at any time.

Star Rating

Set an overall rating for each candidate to see how they stack up at a glance. Simply click the number of stars to set this rating. Then, you can even search by star rating.

Request Comment

Send out a form for non-JazzHR users to review the candidate's resume and submit a comment. This feedback is then tracked on the Discussion tab.

Send Email

Click the envelope icon tosend a quick email to the candidate. Then, find that email logged on the Emails tab.

Create Task

Need to assign a task? Click the checkmark iconto quickly create and assign a task associated with the specific candidate.

Actions Drop-Down

This menu lets you:

Hide a candidate (for privacy purposes)

Watch acandidate that you think is a great match for the job

Add or remove the candidate from job(s)

Reject, Vote, Advance

Use these three buttons to label and give your opinion on if the candidate should be moved to the next phase of your hiring process or not.

Reject and Advance move the candidate through your Workflow stages. Votes will be tracked on the Discussion tab and treated as a maybe when you're not quite ready to reject or advance.

Tabs

The Candidate Profile Tabs separate actions and accompanying data by category. Each section provides a location from which you can perform various functionalities and store candidate-specific items.

Profile

TheProfile tab contains the candidate's resume, Job Application and Full Profile. You can adjust this data by uploading a new resume,clicking Edit Profile and adding/updating information, or by clicking Export Candidate and sending him/her to another system.

Interviews

The Interviews tab allows you to complete, schedule and view Interview Guides.

Discussion

The Discussion tab tracks your team's conversation about the candidate. You'll be able to @mention other users, see status changes, and store your team's votes.

Assessments

The Assessments tab houses all evaluations and background checks.

Emails

The Emails tab allows you to send and store all individual or bulk candidate communications. Forward or bcc the candidate dropbox address, which is housed on this tab, to store direct or indirect candidate-related content.

As long as the initial email sent to a candidate was sent from within JazzHR, all replies to that thread, whether in JazzHR or from your email domain, the email will be tracked in the Emails tab on a candidate profile.

Documents

Here, you can find files the candidate has uploaded via a Custom Questionnaire or documents sent to the candidate. You can also send and store offer letters and edocuments from here.

Sidebar

The Candidate Profile sidebar allows you to quickly access key information about the candidate from anywhere on the profile. Click Showin the upper right-hand corner to adjust what you see and how it's ordered.

Incomplete Tasks

This section allows you to view and manage all outstanding or future tasks associated with the candidate. See all tasks for the candidate or filter to see just your own. Click the green plus sign tocreate tasks for yourself or other users.

Upcoming Events

This area shows all your upcoming events with this candidate, including those scheduled through an Interview Guide or simply on your calendar. Click the green plus sign to schedule an event for this candidate.

Questionnaires

This section houses all of the candidate's completed Custom Questionnaires. Click the eye iconto view the answers, or click the greenplus sign to send a questionnaire to the candidate after he/she applies.

Categories

This area shows to which the candidate belongs. Click the greenplus sign to adda category.

Documents

All files associated with a particular candidate live here. You can upload or download any files with this candidate here or in the Documents tab.Click the greenplus sign to adda new document.

Other Jobs

Any jobs that a candidate has applied to are visible here. You will need to have access to that job to be able to view their profile for the other job. Click on the job name to quickly switch between different jobs to which your candidate has applied.

Within JazzHR, you have the functionality to send and receive emails. View your emails from your Dashboard underMy Inboxor review conversations directly from a candidate's profile.

As long as the initial email sent to a candidate was sent from within JazzHR, all replies to that thread, whether in JazzHR or from your email domain, the email will be tracked in the Emails tab on a candidate profile.

This article will cover:

How to Send anEmail to an Individual Candidate

How to Email Multiple Candidates

Candidate Email Address

FAQs

How to Send anEmail to an Individual Candidate

Communicating with candidates through the system is very simple. You can set up automated emails as a part of workflow stages, or you can just send one-off emails to candidates by following these steps.

From the candidate profile, click Emails tabor click theEmail iconto compose a new message.

You can change the email sender to your Company Name by clicking the dropdown next to your name and choose your company name.

Compose your message or select a template.

If you would like to send any attachments:

Click Choose File.

Select your fileandclick Open.

You may repeat this action to add multiple attachments.

To send the email immediately, select Nowand click Confirm Status Change. To schedule the email:

Click the Now dropdown to choose a pre-set scheduled time or click Custom... to choose a custom date and time and click Done.

ClickSchedule.

You will be taken back to the candidate's page.

Now you can see your email in theEmailstab on the candidate's profile!Scheduled emails will appear with a "scheduled" tag.

Learn how here.

How to Email Multiple Candidates

You can reach out to multiple candidates for many reasons and here are a few common causes:

Introducing new job opportunities

Company update engagement

Confirming a job has been filled

To do this, you'll first want to navigate to theCandidates tab, or to send to candidates associated within a specific job, navigate to the Jobspage andclick the job title.

The Bulk Actions button will not be available to click until you have selected candidates. To select the specific group you would like to email:

Use the search fields on the right to createa list of candidates

Use the checkboxes to the left of the candidates' names to select them individually or use the box at the top of the page to select all candidates in this filtered list

ClickBulk Actions

Toggle Send an Email toYes

Check the box labeled "I have read and agree to the Bulk Email Terms of Use"

From: you have the option to send the email as yourself or as your company by clicking the down arrow next to your name

Type a subject and message from scratch or click Choose Template to select an email template you've already created

When finished, at the bottom of the page, clickPerform Bulk Actions

The Perform Bulk Actions button willpop-up again to confirm you wish to send the email

View the logged email by navigating to theEmails tab of a candidate's profile

Note, you will not be able to schedule emails when using bulk actions.

Candidate Email Address

You can forward or copy email communications from outside of JazzHR by using the Candidate Email Address. By forwarding or BCCing this email in your communications, they will be logged on the Emails tab on a candidate profile. This is found under the Email tab on the candidate profile and is unique for each candidate.

FAQs

What if a candidate responds to my bulk email?You will receive an email to the address you use to log into JazzHR. You can reply directly from here, and this communication will continue to be tracked in the candidate's Emailtab.

Who can send bulk emails to candidates?

Super Admins and Recruiting Admins can send bulk emails to candidates across multiple jobs. Super Users are limited to sending bulk emails to candidates within a single job. Recruiting Users do not have access to the bulk emails function.

I received a notification to increase my monthly bulk email limit, what should I do?

Contact [email protected] to increase your monthlylimit. Bulk emails are counted when you bulk send emails and when you bulk move candidates into a status that triggers an email to send.How can I update my email signature?Click your initials in the upper right-hand corner, then click My Profile. Click Edit Personal Settings to update your email signature.Can I set up automated emails?Yes, this will be done at the workflow stage.

If I mark a job as filled, will my candidates be automatically notified?

They will not, you'll want to use a bulk email to send this notification.

Single Sign-On (SSO) enables users to access multiple applications with one set of login credentials.

JazzHR now supports the ability for users to SSO into JazzHR using identity-provider Okta. To start using single sign-on with JazzHR contact our team or click here to add SSO to your plan.

By enabling SSO into JazzHR through Okta, you’ll be able to simplify password management, reduce IT friction, and create a more secure level of organizational access to JazzHR.

Looking for another identity provider? Learn about our custom SAML framework.

To start enabling users to SSO into JazzHR using Okta, please add your IT Admin as a Super Administrator in JazzHR and direct them to the steps below:

Configure SSO with OKTA in JazzHR

Assign Users to the JazzHR Application

Test Configuration

Enable SSO

FAQs

Note that configuring SSO via Okta in JazzHR requires advanced IT setup.

Configure SSO with Okta in JazzHR

Log into your JazzHR account.

ClickSettings.

Click People.

Click the green + symbol next to Single-Sign-On.

SelectOktaas theAuthentication Strategy

Click Save and Continue.

Copy the JazzHR Identifier.

In a separate window, log in to Okta and navigate to Applications.

Click +Add Application.

Type JazzHR into the search bar and click to Add.

Click Next.

Under Sign On Methods, click View Setup Instructions in the yellow text block.

new page

A hosted by Okta will open. Skip to Step 4, copy and paste the provided values from Okta into JazzHR:

Okta Single Sign-On URL

Okta Issuer / Entity ID

Okta Certificate

Click Save and Continue in JazzHR.

Copy and paste the JazzHR Identifier from JazzHR into Okta.Click Save in Okta.

Assign Users to the JazzHR Application in Okta

Once JazzHR has been added to your Okta Applications page, click on the Assignments tab and assign all people/groups with user profiles in JazzHR.

Test Configuration

Before enabling SSO for all users on the JazzHR account, you can test the SSO connection. In JazzHR, click Test Configuration and select Test SSO. You will receive an email with a one-time link to bind your JazzHR login with Okta.

Enable SSO

After you have tested and confirmed proper configuration, you can enable it for all users on your account. Please note: the integration will not work for users that are not assigned to the JazzHR Application in Okta. Navigate to Settings and select the People Tab. Click the pencil icon next to Okta SSO and Enable SSO.

All users on the account will receive an email to Login to Okta.Once the user account is configured, you will no longer be able to use your JazzHR email and password to manually log in.

Once the user binds Okta with their JazzHR account, they will be able to SSO freely into JazzHR directly from Okta. Or, by using this link: https://app.jazz.co/app/v2/login?s=sso

FAQs

Can I opt-users out of SSO?

Yes. If you have an External Recruiter that is not using Okta, you can remove SSO from their profile. Go to Settings>People> Select User. Click Disable SSO on the User's profile. This will trigger an email for the user to set up a password to login to JazzHR.

Can we use SSO and traditional email and password to login?

No. Once Okta is enabled, users will not be able to log into JazzHR using their email and password. You will need to disable SSO from their account.

What happens if I remove SSO from my JazzHR subscription?

If you choose to remove SSO from your JazzHR subscription, you will need to disable the SSO integration from your settings. Go to Settings and select People. Click the trash can icon next to your configured SSO and select Disable SSO.

All users on your account will receive an email from [email protected] to reset their password and log in.

If you do not disable SSO within 24 hours of removing the feature from your account, a member of our Customer Success Manager team will reach out!

JazzHR is proud to support single sign-on (SSO) capabilities to simplify users’ password management and create a more secure level of access to JazzHR.

Single Sign-On (SSO) is an authentication process that enables users to access multiple applications with one set of login credentials.

Identity providers offer user authentication as a service and facilitate SSO from website to website.

Add Single Sign-On to apply consistent security protocols and:

Simplify password management by leveraging a single login across platforms, and access JazzHR faster and more easily

Leverage the full feature set of SSO providers for authentication into JazzHR

Utilizeestablishedaccess control tools across the organization, and manage/revoke access from a single system of record

Ready to get started?To start using single sign-on with JazzHR, contact our team or click here toadd SSO to your JazzHR plan today.

Configuring SSO requires advanced setup from your IT team. To start using single sign-on with JazzHR, direct your internal IT resources to the following Knowledge Base articles:

Single Sign-On using Custom SAML

Single Sign-On with OKTA

JazzHR allows you to upload resumesto the Candidate Profile. Additional files (such as candidate work samples, letters of recommendation, and references) can be attached to the DOCUMENTS tab of the Candidate profile. Below are supported resume and file types in JazzHR.

Resumes

Supported Resume Size:

5 MB

Supported Resume Formats:

Portable Document Format (.pdf)

Microsoft Word Documents (.doc, .docx)

Rich Text Format (.rtf)

Open Document Format (.odt)

Plain Text (.txt)

Scanned copies of paper resumes need to be saved as PDFs in order for theresume content to display in JazzHR. However, because they are scanned, they are treated as "image" files by the resume parser.

Therefore, the resumes themselves will not be parseable. This means the parser will not be able to identify any field values (i.e. First Name, Last Name, Email, etc.) and the resume content itself will not be searchable in JazzHR.

Only files that are Saved As PDF on a computer will be parseable.

All Other File Types

Supported File Sizes:

Max size of 8.5 MB per file.

Exception: Sending multiple files in an email.

Max size for multiple files in an email isless than 8.5 MB total.

Supported FileFormats:

Documents:

.pdf, .doc, .docx, .ai, .eps, .rtf, .txt, .ppt, .pptx, .psd, .vcf, .xls, .xlsx

Images:

.gif, .jpg, .jpeg, .tif, .tiff

Audio & Video:

.mp3, .mpg, .mpeg, .mp4, .wav, .wmv, .fla

Compressed file formats:

.sit, .zip, .tar, .gz, .tgz

When JazzHR customers are able to expedite the final stages of the hiring process, they can quickly land the ideal candidates.With the goal ofenabling customers toland top candidates faster and more painlessly, JazzHR provides a simple way to manage and sendoffers.

The first part of setting up offers involves the use ofOffer Templates.

This article covers:

Creating Offer Templates

Generate an Offer Letter

Sending Offer Letters using eDocuments

FAQs

NOTE:Only Administrators have the ability to create offer letters. Super Users and Users set as the Hiring Manager of a job can send offer letters from the candidate profile.

Creating Offer Templates

Offer Templates are MicrosoftWord documents (.docxformat) that containyour company's offer letter content along with the relevantJazzHR offer field labels.Once uploaded, offer templates can be used to easily create an error-free offer letter for a candidate in JazzHR.

To create an Offer Template, first, create your offer letter in a MicrosoftWord document (.docxformat). Next, download our offer fields template.This is also available in JazzHR under Settings> Templates > Documents >Click+New Document and select Create Offer Template from the dropdown. In the upper right corner, click Download Fields Template.

Copy andpaste any of the offer field labels into the sections or sentences in your document where you want the information to appear. When you are finished, upload your completed Offer Template into JazzHR,

Navigate to Settings.

Click on theTemplatestab.

Click Documents.

Click+New Document and select Create Offer Template from the dropdown.

SelectChoose File and select the .docx offer template. Optionally, you can rename the document once uploaded.

Click Upload Offer Template.

Offers and eTemplates

Generate an Offer Letter

You are now ready to send the Offer template from the individual candidate profile. First, navigate to the candidate's profile and click on the tab labeled Documents.

Under the section labeled Offers, click +Add Offer.

Name the offer letter for internal reference.

Select an offer template from the drop-down menu.

Secure who can view the offer from the drop-down menu.

Click Confirm.

The offer field labels you used during the template creation will highlight in green as a required field for you to fill in.Fill in the highlighted offer fields with their appropriate values.

Click Save Offer.

Click Generate Letter.

Name the offer letter.

Secure who can view the offer letter from the drop-down menu.

Click Generate.

The offer letter will now appear under the Documents section.

Sending Offer Letters using eDocuments

Note that this is only available to Pro customers or Plus customers with.

Click the dropdown arrow next to the offer letter and select Send as eDocument.

Finalize the document name. All emails sent to signers will refer to the document by this name.

Click +Add Documents to add additional documents.

Click +Add Signer to add additional signers to the document and use the checkbox to specify the order of reviewing/signing.

Select an email template to be included with the offer letter or craft a new one.

Click Assign Fields and Send.

FAQ's

Do you support different types of currency?

Yes! Once the offer letter is added to the candidate profile, you will be able to update the currency type in the Compensation section when entering in the offer fields.

How do Ireplace an offer template?

You mustedit the .docx fileand then upload a new template to JazzHR. Remember to delete the old template to keep your documents organized!This will not affect candidates associated with any old templates.

Why did my offer fields not generate?

You must copy and paste the offer fields from the Fields Template. Typing in the fields opens up the possibility for errors, so copy and paste will ensure you have the correct field.

This article will review best practices for posting an internal job in JazzHR, or creating a job that's only available to internal employees rather than beposted externally on your Careers page and public job boards.

To start, create your job requisition as usual. The first thing you'll want to note when creating an internal posting is the Exposure section on the bottom of the posting tab. You'll want to make sure that the Free Job Syndication tab and the Careers Website tab are both toggled to No.

Your next step is on the Advertising tab, where you willcreate a custom job link to designate the source as Internal, and provide this link to your internal team via email or your company intranet.

Many issues that happen within web browsers are based on old, stored data. This is called cache.

Clearing/resetting this can sometimes resolve issues in JazzHR. Here's how to refresh your cache:

For Chrome: https://support.google.com/chromebook/answer/183083?hl=en

For Firefox: https://support.mozilla.org/en-US/kb/how-clear-firefox-cache

For Internet Explorer: https://kb.wisc.edu/page.php?id=15141

For Safari: https://guides.instructure.com/m/4214/l/60429-how-do-i-clear-my-safari-browser-cache

Still experiencing the issue? Check out the rest of the JazzHR Knowledge Base or reach out to [email protected].

Follow this guide to learn the basics in JazzHR so that you can quickly set-up your account, post open positions, and screen qualified candidates more efficiently!

Would you rather watch a video tutorial with a JazzHR expert leading you through each step? Check out our Training Portal. We've broken the videos up into 5-minute segments, so you can learn how to use each individual feature and revisit for a quick refresher when needed.

Head over to our FAQs

1 - Post Your Job and Get Candidates

How to Post a Job

How to Customize a Job

2 - Automate and Organize

Workflows

Add and Use Workflow Helpers

3 - Involve Your Team

Roles and Privileges

Add Your Team

Create Job Approvals

Generate Referrals

4 - Enhance the Candidate Experience

Customize your Career page

Integrate with your site

5 - Screen and Manage Your Candidates

Candidate Profile

Questionnaires

Candidate Search

Bulk Actions

6 - Interviewing

Scheduling Interviews

Interview Guide Set-Up + Completion

7 - Data Review and Analytics

Standard Reporting

Workflow Reporting

Custom Reporting

8 - Digital Onboarding

Offers + eSignatures

eTemplates

Have any questions?

Streamlined communication is paramount to an efficient recruiting process. JazzHR understands that customers need to be able to easily collaborate with hiring team members and quickly respond to multiple candidates so you can quickly capture the A-players for a given job.

My Inbox will display any @mentions from fellow JazzHR users as well as new emails from prospective candidates.

Click an item in My Inbox to open it. A new window will open up and lead you to that candidate's profile, in the Email tab. Your new message will be on top and in bold text.

FAQs

Do Ihave to read and respond to communications from My Inbox?

No, My Inbox unifies communications in one central location.

How long do unread items stay in My Inbox?

Unread items will remain in My Inbox for 30 days.

We provide you with an out-of-the-box solution to having a centralized location for candidates to see all of your open jobs, which is your JazzHR-hosted career page.

Your career page can be customized on either the Responsive Layout or the Custom Layout. The Responsive Layout is easy for anyone to edit with a few clicks and is mobile friendly. The Custom Layout is available to those that want the flexibility to modify their career page with their own coding to make it completely unique or to match their existing branding. Learn more about the Custom Layout.

Have more questions? Review our FAQs, or let us transform your Career Page for you.

This article will cover:

How to Find your Career Page

Edit This Layout

Add Tracking Pixels

FAQ's

How to Find your Career Page

You can navigate to your JazzHr-hosted career page by clicking the View Career Page button that is locating on theJobs page or, underSettings > Career Page.

Custom Layout

Edit This Layout

You can make changes to your JazzHR-hosted Career page such as changing the font color, adding your logo, and welcoming candidates to this page with a powerful message about your company.

Please Note: only Admins and Developers will have access to manage this page under Settings

Navigate toSettings and selectCareer Page

On the Responsive Layout block, click Edit This Layout

From the next page, use the editor to adjust:

Background color

Link color

Career Page title

Page titles

Career Page logo

Career Page messaging

For additional customization, enter your own CSS in the "Responsive Layout Custom CSS" field

Click Save Layout

Add Tracking Pixels

First, retrieve each tracking pixel from the 3rd party site. For recruitment campaign tracking, for example, you may need to retrieve this from one of the following:

Facebook: https://www.facebook.com/business/help/952192354843755

Twitter: https://business.twitter.com/en/solutions/twitter-ads/website-clicks/set-up-conversion-tracking.html

Hubspot: https://knowledge.hubspot.com/articles/kcs_article/reports/install-the-hubspot-tracking-code

If you're using this for application conversion, you may need to retrieve this from one of the following:

LinkedIn: https://www.linkedin.com/help/lms/answer/65513/adding-the-linkedin-insight-tag-to-your-website?lang=en

Glassdoor: Reach out to [email protected]

Indeed: https://indeedemployers.zendesk.com/hc/en-us/articles/203134754-Conversion-Tracker-Tracking-Applicants

For all other 3rd party systems, contact your representative there directly.

Note that regardless of the system, you'll only need the URL portion of theJavaScript tag, as seen below.

Once you have the URL(s), head into JazzHR to place these pixels on your Responsive Layout. Here's how:

Click Settings. (Note that only Admins and developers will have access here)

Click Career Page.

On the Responsive Layout block, click Edit This Layout.

Scroll to the bottom of the next page.

In the "Tracking Pixel" section, enter each URL. Separate multiple with semicolons (;).

Click Save Layout.

Frequently Asked Questions

My logo on the responsive layout is too small. Can I adjust the size and placement?

Yes. Paste the CSS code below into the Responsive Layout CSS area and adjust the values accordingly.

.page-header .brand-logo img {

max-height: 160px;

vertical-align: middle;

margin-top: -45px;

margin-left: 20px;

}

Can we use JavaScript on the JazzHR Hosted Pages?

No. At this time, we do not support the use of JavaScript on any of the hosted page layouts.

Can we use meta tags on the JazzHR Hosted Pages?

No. At this time, we do not support the use of meta tagson any of the hosted page layouts.

Can we upload custom fonts for use on the JazzHR Hosted Pages?

No. We do not support uploading custom fonts; however, you can specify ones hosted on third party websites and reference those fonts using CSS.

Do you support the use of Bootstrap for the Custom Layout Hosted Page?

No. Because we do not allow JavaScript on the hosted pages, Bootstrap is not supported. To make the Custom Layout responsive, you will need to use CSS only.

Do tracking pixels work on any other JazzHR-hosted Career Pages/ integration options besides the Responsive Layout?

The also supports the use of tracking pixels. No other method beyond these two are compatible at this time, though.

Connect your JazzHR account to your website’s career page for a seamless job-posting experience.

The following career page integration options allow for more customization than the standard methods but also require web development resources to implement. You gain customizability as these options increase in the integration effort.

This article covers:

Custom Layout

Tracking Pixels

Using a Custom Domain Name

XML Feed

API

FAQs

Still want a more custom experience? Let JazzHR build and maintain your careers page.

Custom Layout

The custom layout is built using a combination of proprietary HTML elements (called Resumator Markup Language ) as well as your own HTML and CSS elements. RML elements provide the basic framework for the page and your HTML and CSS complete the finishing touches.

For example, to display the list of open jobs, you would place the RML tag:

<resumator content="job_listings" layout="table" />

When processed, the tag will be replaced with an HTML table of current job listings that can be fully styled with CSS.

To configure the Custom Layout, click Settings > Career Page > Custom Layout > EDIT THIS LAYOUT

Tracking Pixels

The Custom Layout also supports the use of tracking pixels installed on the Application Confirmation page to track recruiting campaigns from third-party sites (Facebook, Twitter, HubSpot, etc.)

First, retrieve each tracking pixel from the 3rd party site. For recruitment campaign tracking, for example, you may need to retrieve this from one of the following:

Facebook: https://www.facebook.com/business/help/952192354843755

Twitter: https://business.twitter.com/en/solutions/twitter-ads/website-clicks/set-up-conversion-tracking.html

Hubspot: https://knowledge.hubspot.com/articles/kcs_article/reports/install-the-hubspot-tracking-code

If you're using this for application conversion, you may need to retrieve this from one of the following:

LinkedIn: https://www.linkedin.com/help/lms/answer/65513/adding-the-linkedin-insight-tag-to-your-website?lang=en

Glassdoor: Reach out to [email protected]

Indeed: https://indeedemployers.zendesk.com/hc/en-us/articles/203134754-Conversion-Tracker-Tracking-Applicants

For all other 3rd party systems, contact your representative there directly.

Note that regardless of the system, you'll only need the URL portion of theJavaScript tag, as seen below.

To add Tracking Pixels:

Click Settings > Career Page > Custom Layout > EDIT THIS LAYOUT

Click the edit icon next to Jobs Widget Tracking Pixels

Enter your tracking pixel URL

example: <img src="hereismypixel.com/image.gif" height="20">

Click Save Layout

Once saved, your pixel can be tracked by your vendor.

Using a Custom Domain Name

Using a custom URL for your Career Page can add to the overall professionalism of your company. By default, the URL for your hosted careers page is https://mycompanydomain.applytojob.com.

You can customize this URL through either the use of a CNAME or a Content Delivery Network.

Custom Domains via CNAME

In this configuration, the customer points a hostname in their domain name to their Career Page.

Choose the DNS name for the URL. For example, jobs.mycompanyname.com, careers.mycompany.com, or even jobs.mydomain.co.uk.

Create, or have your IT Department create a CNAME record for that URL. A CNAME record maps one DNS name to another DNS name.

When creating a CNAME record, it should point to the DNS name of your hosted careers page, such as mycompanydomain.applytojob.com.

Once you have completed the CNAME configuration, log in to JazzHR and follow the steps in the Configuring the Custom Domain Name in JazzHR steps below.

Functionality Impact with CNAME Configurations

When configuring a custom domain using a CNAME, you will lose certain functionality.

Due to the nature of JazzHR, the Applied With LinkedIn and Apply with Indeed buttons will no longer function on the Application Page. You should remove these to promote a better customer experience.

Using the Share to Social Media functions take an extra step when a CNAME is configured. The links generated from these posts are not converted over to the new CNAME configuration. The links will use the default URL generated by JazzHR. You will need to update these links manually if you are using the Share on Social Media functions.

At this time, our infrastructure only supports CNAMEs using HTTP. Do not try to use your CNAME over HTTPS. If you do, you will get a security error about mismatched certificates.

Custom Domains via CDN

In this configuration, the customer controls and configures a Content Delivery Network, including obtaining and installing any certificates. The CDN configuration uses the default applytojob.com career page URL as its origin, while the JazzHR application is configured with the CDN-bound URL, which is then used when creating links and for similar functionality.

Set up your CDN distribution using your intended hostname, including installing the desired certificate and pointing your desired custom domain name to the CDN distribution.

Use https://YOURSUBDOMAIN.applytojob.com as the origin. NOTE: Do not cache any query parameters as this will negatively impact source tracking.

Once you’ve validated your CDN’s configuration, follow the steps in the Configuring the Custom Domain Name in JazzHR section below.

Configuring the Custom Domain Name in JazzHR

This procedure is required for both the CNAME and CDN configurations; the process is the same for both. Do not complete this step until you've verified your configuration above.

Click the Settings tab. Only Super and Recruiting administrators and owners will have access to the Settings tab.

Click theCareer Pagetab.

Under the Careers Website Custom Domain, enter the custom domain name you've created. For example,jobs.mycompanyname.com or careers.mycompany.com. NOTE: If this is not properly configured on your end, this will break the links to your syndicated jobs.

Click the Save button.

Test the configuration by navigating to your custom URL to ensure your career page content is displayed.

Data Feeds

JazzHR provides two different types of data feeds containing the raw job content needed to build a custom careers page on your company's website. These data feeds provide the raw job posting content which can be combined with your developer's look, feel, and design to create a 100\% customized careers page. Building a careers page using the data feeds does require development resources and requires the most effort to implement, but offers the most flexibility for customization.

There are two data feeds available:

XML feed

JazzHR API

XML Feed

The XML feed is designed for importation into external systems. It contains an XML encoded list of all jobs in your account which meet the following criteria:

Job Status = Open

EXPOSURE > Careers Website = YES

The URL can be found by clicking Settings > Career Page > XML FEED. Below is the content from a sample XML file.

<?xml version='1.0' encoding='utf-8'?>

<jobs>

<publisher>Jazz</publisher>

<publisherurl>http://app.jazz.co</publisherurl>

<lastBuildDate>Wed, 1 Mar 2017 11:11:11 GMT</lastBuildDate>

<company><![CDATA[Company Name in JazzHR]]></company>

<job>

<id><![CDATA[job_20170224230626_FPYZRT7IELMUEIX3]]></id>

<internalcode><![CDATA[]]></internalcode>

<status><![CDATA[Open]]></status>

<title><![CDATA[Software Engineer]]></title>

<department><![CDATA[Engineering]]></department>

<url><![CDATA[http://myjazzhrsubdomain.applytojob.com/apply/yvcLOyyQsD/Software-Engineer]]></url>

<city><![CDATA[Seattle]]></city>

<state><![CDATA[WA]]></state>

<country><![CDATA[United States]]></country>

<postalcode><![CDATA[98107]]></postalcode>

<description><![CDATA[]]></description>

<type><![CDATA[Full Time]]></type>

<experience><![CDATA[Experienced]]></experience>

<buttons><![CDATA[<script type="text/javascript" src="//app.jazz.co/widgets/buttons/create/myjazzhrsubdomain/yvcLOyyQsD"></script>]]></buttons>

</job>

</jobs>

In addition to pertinent job fields, each <job> record contains the following useful elements:

<url> a link to the job application on your hosted careers page

<buttons> a javascript button widget for each job. When embedded it renders a self-contained "Apply Now" button allowing candidates to apply from the page without needing to be redirected to the hosted page.

NOTE: The XML feed is NOT designed for real-time display within a custom careers page. Developers utilizing the feed are required to download the file on a periodic interval and serve it from their own systems.

JazzHR API

The JazzHR API contains methods that allow you to extract job posting information in a JSON encoded data array.

The data records provide the raw job content which can then be manipulated by your developers to provide the desired look, feel, and functionality for your careers page.

To extract the job postings out of your JazzHR account, make a call to GET /jobs (supplying any desired parameters, such as status/open). The API will respond with a list of job records that meet the supplied criteria.

IMPORTANT NOTES:

Extracting job records via GET /jobs is an acceptable option for creating career page content, we do not recommend using the POST /applicant endpoint to submit candidate applications. The v1 API will not trigger workflow automation. We recommend using the url or buttons attributes as outlined below.

While the XML feed includes the <url> and <buttons> elements, the API does not. However, you can programatically create these items using a combination of the strings below and the key:value pair included in the API response called "board_code".

$url = http://myjazzhrsubdomain.applytojob.com/apply/board_code

$buttons = <script type="text/javascript" src="//app.jazz.co/widgets/buttons/create/myjazzhrsubdomain/board_code"></script>"

Frequently Asked Questions

I want to use the data feed, which one should I use?

Here are the pros and cons of each.

XML Feed

Static XML encoded file of all Open job records in the account

Cached for 24 hours

Found at: Settings >Career Page > XML FEED

URL: https://app.jazz.co/feeds/export/jobs/customersubdomain

Includes a <url> element and <buttons> element for every job.

JazzHR API

Rest style web service API

Data structure = JSON array

Can specify various parameters to extract complete job records, not just Open job records

Job records do not include a <url> or <buttons> element - need to programmatically create them

Please note that building a custom application using the v1 API does not trigger Automatic Reply emails from JazzHR when a candidate applies.

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Integrate JazzHR with your favorite third-party software for a truly seamless recruiting experience.

From candidate sourcing to employee management, JazzHR proudly integrates with industry leaders so you can tackle your workload more smoothly. Check out the full list on our Marketplace.

This article covers:

Navigating to Integrations in JazzHR

Candidate Sourcing

HRIS/Payroll

Assessments

Background Checks

Email & Calendar

Single Sign-On (SSO)

Employer Branding

FAQ's

Navigating to Integrations in JazzHR

View all available integrations right from JazzHR. Note that only Admins can access this page. Here's how:

Click Settings.

Click Integrations.

answer questions

Candidate Sourcing

LinkedIn RSC - Integrate JazzHR with LinkedIn Recruiter accounts to view LinkedIn profiles in JazzHR, see past JazzHR applicants in Recruiter, and export candidates from Recruiter to JazzHR.

Monster - Integrate JazzHR with Monster to post your job to Monster.com.This is a paid syndication option in addition to the free job boards.

CareerBuilder -Integrate JazzHR with CareerBuilder to post your job to CareerBuilder.com. This is a paid syndication option in addition to the free job boards.

JobTarget - Connect your JazzHR account with JobTarget to sponsor your open positions more effectively. JobTarget is a paid syndication option.

Resume-Library -Resume-Library sources resumes from hundreds of sites, giving you access to resumes you won’t find elsewhere. Easily import candidates using our Chrome plug-in.

HRIS/Payroll

PrismHR -Integrate JazzHR with PrismHR to enable single sign-on (SSO) between the two accounts and export hired candidates from JazzHR.

ADP -Integrate JazzHR with ADP Workforce Now or Run Powered by ADP account toexport candidates, manage users and enable single sign-onbetween the accounts.

Namely -Integrate JazzHR with Namely to export new hires from JazzHR.

Zenefits -Integrate JazzHR with Zenefits to initiate a two-way sync, enabling employee sync, user management, SSO and candidate export.

BambooHR -Integrate JazzHR with BambooHR to export candidates from JazzHR and create new employee records in BambooHR.

iSolved -Integrate JazzHR with iSolved to enable candidate export from JazzHR.

Time Rack -Reduce manual effort and automate your employee workflow by connecting JazzHR with Time Rack.

WOTC.com -Create, digitize, and send Work Opportunity Tax Credit documentationfor the hires you make in JazzHR by integrating with WOTC.com.

RetroTax - Streamline the way you identify and generate tax credits for eligible hires by integrating JazzHR with RetroTax.

Collage - Integrate JazzHR with Collage to automatically export candidates in a Hired disposition for streamlined onboarding.

GoCo - Integrate JazzHR with GoCo toexport hired candidates and accompanying data for a seamless hire-to-onboard experience.

Sapling - Integrate JazzHR with Sapling to automatically export candidates in a Hired disposition for a seamless hire-to-onboard experience.

TSheets - Integrate JazzHR with TSheetsto streamline how you enter new hire data into by exporting new hires in JazzHR directly to TSheets.

Assessments

HackerRank -Integrate JazzHR with HackerRank to automate and send programming tests to candidates.

SparkHire -Integrate JazzHR with SparkHire to request and store video interviews right from JazzHR.

Criteria - Seamlessly integrate pre-employment testing within your recruiting process by integrating JazzHR with Criteria.

Wonderlic -Integrate JazzHR with Wonderlic to start sending and receiving Wonscore tests right from the Assessments tab of the Candidate Profile.

Wedge - Integrate JazzHR with Wedge to automate and send video interviews directly from JazzHR.

Career.Place -Integrate JazzHR with Career.Place to remove bias and drive diversity in your hiring process.

Background Checks

Verified First - Integrate JazzHR with Verified First to order background checks, drug screenings and more via a browser plug-in right from JazzHR.

Sterling - Integrate JazzHR with CareerBuilder Employment Screening to request and track background checks.

CareerBuilder Employment Screening -Integrate JazzHR with CareerBuilder Employment Screening to request background checks on candidates directly through JazzHR.

Crimcheck -Integrate JazzHR with Crimcheck to initiate the background screening process and receive results directly from the candidate's profile in JazzHR.

Choice Screening -Integrate JazzHR with Choice Screening to request background checks on the candidate and receive results directly from the candidate's profile in JazzHR.

Checkr -Integrate JazzHR with Checkr to initiate the background screening process and receive results directly from the candidate's profile in JazzHR.

Hire Image -Integrate JazzHR with Hire Image to initiate the background screening process and receive results within the candidate's profile in JazzHR

Email and Calendar

G Suite Calendar - Integrate JazzHR with your G Suite Calendar to sync availability for interview scheduling.

Exchange - Integrate JazzHR with your Outlook calendar to sync availability for interview scheduling.

Office 365 - Integrate JazzHRwith your Microsoft Office calendar to sync availability for interview scheduling.

Single Sign-On (SSO)

JazzHR SSO -JazzHR is proud to support single sign-on (SSO) capabilities to simplify users’ password management and create a more secure level of access to JazzHR.

Single Sign-On Using Custom SAML -JazzHR supports the ability for users to SSO into JazzHR using our custom SAML framework, allowing companies to use their own identity provider.

Single Sign-On with Okta -JazzHR supports the ability for users to SSO into JazzHR using identity-provider Okta.

G Suite - Integrate your G Suite with JazzHR to allow your JazzHR users to sync their accounts and seamlessly log in to JazzHR whenever they are logged in to G Suite.

Employer Branding

Recruiting.com - Recruiting.com will work with you to build a branded career site that will engage potential candidates and increase application conversion.

VIZI - VIZI automatically transforms your JazzHR job descriptions into visual, branded experiences.

T he Muse - The Muse works to makeauthentic connections between employers and candidates by providing an inside look at your company’s culture, workplace, and values.

NextWave Hire -Attract the right talent with optimized career site, employee stories & talent networks.

Frequently Asked Questions

What if I use a system not listed here - can I still integrate?

Yes! JazzHR has an open API, meaning you can proactively build out your own custom integration. We recommend reviewing and sharing our documentation with your developers. Note that all development effort for custom integrations is completed on your end. We're happy to, though!

Collaborate on the job-creation process right from JazzHR with Job Approvals.

Designed to help you delegate the work of producing high-quality jobs, this feature allows you to assign a chain of approvers who must first sign off on the job before opening it to applicants.

This article covers:

Turning on the Job Approval Workflow

Creating Stages and Assigning Approvers

Creating a Job with the Job Approval Workflow Turned On

FAQs

Turning on the Job Approval Workflow

Enable and build out a Job Approval Workflow in your JazzHR account to start collaborating. Note that you must be an Admin to turn this feature on. Here's how:

Click Settings.

Click Workflows.

Click Job Approval.

Toggle the switch to "On".

Creating Stages and Assigning Approvers

Once you've enabled the Job Approval Workflow, start creating stages and selecting approvers.

To create an approval stage, simply click +Add Approval Stage until you've added as manylinear stages as you'd like. Once the approver(s) in one stage approve the job(s), approval requests will be sent to approvers in the next chronological stage.

To add approvers, simply click+Add Approver to Stage.

Select Hiring Manager to automatically insert the job-specific Hiring Manager into each approval stage, or select specific user names.

Note that adding more than one approver to any one stage means any of those users can approve on behalf of that entire stage.

You can make any user an approver regardless of their Recruiting Role.

Notethat users will only be able to bypass the Job Approval Workflow and go straight to opening the job if they are either an Admin or have the following privilege enabled on their user profile:

Creating a Job with the Job Approval Workflow Turned On

Once your Job Approval Workflow is enabled, all newly created jobs will go through the pre-built approval chain before being opened to candidates.

When a user creates a job (and the Job Approval Workflow is on), he/she will:

Fill out all fields on the Post tab like normal.

Click Save Draft and Continue.

From the Application tab, clickSubmit For Approval.

Note that Admins and users with the overriding privilege will be able to click the adjacent drop-down to bypass the full workflow and Approve and Open the job.

Users who are not Approvers or granted the privilege to approve will see jobs in a "Needs Approved" status:

Clicking Submit For Approvalwill trigger notifications to approvers via email. Emails are triggered in approval order. Approvers will receive the following email:

Approvers click View Job Postingto be taken to the following page where they can click Approve or Reject.

Once at least one approver from each stage has approved the job, the user who created the job will receive the following email notification. From here, they can click Open Job to place the now approved job in an Open status.

Frequently Asked Questions

Can I have more than one Job Approval Workflow?

You can only have one job approval workflow at this time. As a workaround, you can edit this workflow at any point to reflect different needs for various jobs in the process.

Why can't I edit my Job Approval Workflow?

Job Approval Workflowscannot be edited if any jobs are in the "Needs to be Approved" status. You'll either need to wait for the approval process to be completed or cancel the approval process in order to edit.

Why is my approval link no longer valid?

Any one approver within a single stage may approve the job on behalf of all approvers in that stage. When this happens, other approvers in that stage who try to view the job after it's already been approved will receive the following error letting themknow another approver completed the approval stage.

What happens if I turn the Job Approval Workflow off?

Turning off the Job Approval Workflow when a job(s) is still in the "Needs to be Approved" status will trigger a warning and will turn the approval process off for those jobs. They'll then be placed in a Drafting status.

There's no one-size-fits-all way to hire. That's why JazzHR created workflows. Built to take your hiring process from complicated and clunky to streamlined and sleek, this feature empowers you to take full control of how you hire.

This article covers:

What are Workflows?

Creating a Workflow Template

Editing a Workflow Template

Selecting a Workflow Template as the Default for New Jobs

Assigning a Workflow Template to a Job

Changing aCandidate's Workflow Stage

Workflow Templates and Job Workflows

Unlocking a Job From the Template

Frequently Asked Questions

What are Workflows?

Workflows are virtual representations of your hiring process. Made up of a series of customizable stages, workflows are created as templates and then assigned to jobs.

All candidates come into JazzHR in the "New" Workflow status. From there, you move him/her through the active Workflow stages and eventually into a final Hired or Not Hired disposition.Workflows give you and your team visibility into where a candidate is in your hiring process.

Additionally, you can add Workflow Helpers to your workflow stages to ensure that your hiring process is consistent while automating repetitive tasks and reminders.

Only certain Recruiting Roles Super Administrators and Recruiting Administratorscan create and edit Workflow templates. Any User, on the other hand, who has the ability to edit a job can also assign a Workflow to a job and update that job's Workflow. By default, any User who has access to a candidate can update their workflow status.

Creating a Workflow Template

Go toSettings

Click Workflows

Click +Create Workflow

Editing a Workflow Template

Go toSettings

Click Workflows

Find the name of the Workflow template you'd like to edit

Click the name orpencil icon to edit.

Click EDIT STATUSES to add a stage,thenscroll to the bottom of the Workflow

Click +New Stage

Type into the box to name the new stage, then clickSave

Click on the up and down arrow icon, drag and drop stages to reorder your Workflow stages

To delete a Workflow step, click the trashcan icon

Workflow reports

Selecting a Workflow Template as the Default for New Jobs

Decide whichWorkflow template is automatically selected when creating new Jobs. Note that this will not affect any current jobs. Here's how:

Click Settings

Click Workflows

If you have not yet created your workflow template, do so now. See the steps above

Click the down arrow next to the workflow you'd like to make the default Workflow Template

Select Make Default

Assigning a Workflow Template to a Job

When creating a new job, you'll be prompted to select a Workflow from the "Recruiting Workflow Template" drop-down. The default Workflow will already be selected, but you can adjust this if needed.

Changing aCandidate's Workflow Stage

Be sure to keep candidate Workflow statuses up to date in order to properly track candidates. All candidates come into JazzHR in the New status. From there, you can change their status. Here's how:

Click Candidates

Find the applicant for whom you want to change the status

Click on the Candidates name

On the candidate's profile, click on the drop-down menu and select the appropriate stage

Workflow Templates and Job Workflows

Once a job is created,it inheritsthe stages and Workflow Helpers from the Workflow template you attach it to. By default, any changes you make to a Workflow template will be applied toany jobs using that Workflow template.

You may also unlock a job workflow from the workflow template, thereby creating a standalone workflow specific to an individual job.

Note: When you unlock a job workflow from the template, the action CANNOT be undone. Doing so breaks the link between this job's workflow and the designated workflow template. Once a job workflow is unlocked, future changes you make to the workflow template will not transferto that job.

Unlocking a Job From the Template

Click Jobs

Click the Job title you wish to edit

Click Edit Job

Click Workflow

Click Actions

Select Unlock from Template

From here, you can add, remove and reorder your job’s workflow stages. Changes will affect this workflow only.

Frequently Asked Questions

How do I change a workflow for an existing job?

You cannot swap out the workflow for an existing job. You can do either of the following:

Unlock the Workflow from the template and edit that oneindividually.

Clone the job, and reassign a new Workflow upon creation.

Check out the following video for a walkthrough on these options:

Am I able to tellwhich jobs are using a specific workflow template?

Yes, to check which jobs are using a specific workflow template:

Click Settings.

Click Workflows.

Each workflow template will indicate how many jobs are using it. Hover over the indicator to view the specific jobs.

Can I hideold workflow templates that I no longer use?

Yes, you can hide them using the Archive function. To archive templates you no longer use:

Click Settings.

Click Workflows

Click the action menu next to the workflow you'd like to archive and select Archive

What's the difference between Archiving and Deleting a workflow template?

Archiving a workflow template moves it out of the Workflow Templates list and so that template cannot be selected when creating new jobs. Archived workflowscan be recovered in the future if you desire. Deleting a workflow template removes it from your JazzHR account forever. Deleted workflows CANNOT be recovered.

Can I report on my workflows?

Absolutely.Click Settings > Reportsand then select one of our under "Standard Reports."