Tutorial

Beginner’s guide

Introduction

Organizing your recruitment

Managing a CV database

Publishing a job offer

Managing your applications

Communicating with the applicants

Closing or suspending a recruitment

Analyzing your recruitments

Introduction

Beetween Overview

Let’s start up by getting more familiar with your new Applicant Tracking System software. Let’s take a look at the different menus.

My recruitments

My recruitments menu item

This is where you arrive when you log into Beetween, it is your Dashboard.

What is a recruitment?

Recruitments are your hiring campaigns, they can each host one or multiple posts.
In your Dashboard, recruitments are sorted by Priority, and those with the same priority are placed in the alphabetical order.

Priorities

Each recruitment, at its creation, is given a priority level ranking from 1 (most important) to 5.
You can change the priority of a recruitment at any given time by clicking on “Change the priority”.
FYI, Level 5 priorities are not taken into consideration when building the Stats. We will come back to this subject in the Chapter “Organising your recruitment”.

Recruitment process

Recruitment plays out over several stages, from the receipt of the application to the hiring. All the steps are already provided in your workflow.

My CV database

My CV database menu item

Your Resume Database regroups all of the talents registered into your platform, whether they have been manually imported or they have applied to one of your posts.
In this view, you have access to your profiles’ most important information in the blink of an eye: Profile picture, Name, email address, phone number, main documents, quick-notes.
You can also view your candidates’ documents without entering their profiles, by clicking on the “eye”. You can also interact with your candidates in a simple way, without entering their profiles: Send emails, invite to a meeting, send text messages, Move into another recruitment, etc.
If some profiles happen to exist in double, a small orange icon will appear and inform you that this profile exists somewhere else in your Database. We will come back to this later.

Statistics

Stats menu item

To help you organize your recruitments, Beetween puts at your disposal several stats, in which you will find:

  • An overview of your ongoing recruitments
  • An analysis of the origin of your resumes
  • Your average time to hire
  • The typology of the candidates that you hired

Need help?

Need help menu item

In our “Need help?” section you can enable (or disable) information bubbles which will appear on the different items of the different menus. We recommend activating it in order to guide you in your first steps on Beetween.
“Need help?” also gives you access to our Help Center in which you can find information, searching by key-words. We also have video tutorials at your disposal which visually show some of the operations that can be done on Beetween.

Settings

The Settings menu helps you customize your platform.

Settings menu item

Profile

This is where you can change your name, company name, country, the language of the software and your password. Changing your password can only be done if you know the current password of your account. If you can’t remember it, log out and press “Forgotten password” or “Mot de passe oublié”.

You won’t be able to change your email address (which is also your login) or your account type. Only an Admin can do this.

For FREE, START and PRO packages, the modification of your email address can only be done by Beetween’s Tech support.

Automatic responses (Auto responder)

Beetween can send your candidates automatic messages that work as a confirmation of receipt of their application. You can customize them in this panel.

This is important because customizing these emails will give your candidates a glance at your employer brand. In order to do this you can use variables:

  • {{firstname}}: Your candidate’s firstname
  • {{lastname}}: Your candidate’s lastname
  • {{job}}: The job your candidate applied for
  • {{recruitment}}: Name of your recruitment

To keep your employer brand consistent, the tone you use in these emails has to be in concordance with the one used on your job offers, on your website and on any other means of communication destined to applicants.

CNIL/GDPR

GDPR (General Data Protection Regulation) demands that you give applicants full access to their data, whether they want to modify or delete it. For this purpose, you need to have an address where candidates can contact you. By default, this address is the email registered as your account login.
This panel is where you can choose your contact email.

Profile expiration

Another requirement of the GDPR is the automatic deletion of data relative to a candidate considered inactive : We recommend a duration of 24 months, after which a candidate can be considered inactive.

Address book

The address book regroups the email addresses previously used on your Beetween account. Therefore, it contains not only your own login email but also all of the email addresses used in a “Forward”.

Templates for : E-mails, job offers and notes

This is where you can manage your different templates. We will come back to these items later to discuss their importance.

Notifications

Beetween generates an overview of your ongoing recruitments that you can choose to receive or not. This report can be daily, weekly or monthly.

Recruiting with method

In order to recruit as effectively as possible, it is necessary to organize your activity.

In this Guide we will follow the essential steps:

  1. Creating a recruitment
  2. Managing a CV Database
  3. Publishing a Job offer
  4. Managing the candidates
  5. Exchanging with the candidates
  6. Closing or suspending a recruitment

As we move forward, we will give you good use tips and tricks so that your Beetween experience is the best it can be!

This complete tutorial will revolve around a digital agency seeking to develop its activity, thus needing to recruit in the Sales and Tech services.
We won’t talk about the totality of Beetween’s functionalities (there are too many), we will focus on the ones which will help you be completely autonomous on the platform.

Organizing your recruitment

Create a recruitment

When you log into Beetween, you will automatically lend on your Recruitments Dashboard. In a glance, this dashboard will give you an overview of your ongoing recruitments. We will talk about the dashboard longer in the chapter “Managing the candidates”.

It is mandatory for every applicant you wish to register into Beetween to be associated with a recruitment.

Creating a recruitment is really simple: In “My recruitments” click “Create a recruitment”. Give it the name you wish and click “Next”.

Tip:
Give the recruitment a name that matches the kind of profile you’re looking for or the kind of job you’re hiring for.

Practical case:
Let’s create a new recruitment and name it “Full Stack Developer”

Create a recruitment with Beetween

Good to know!
In order for you to navigate your recruitments easily, you can also set a priority level. The priority is set to 1 by default when you create a recruitment. To change it you just have to select the right line and click “Change the priority”.

Your Recruitment Home page

Recruitment Home page
Once your recruitment is created, you arrive on this page.
Let’s go through the possible actions together.

1- By clicking the at the right of the title, you can either rename the recruitment or archive it.
BE CAREFUL, sending a recruitment to the archives means unpublishing all the job offers it contains! Indeed, Archiving a recruitment is the Beetween equivalent of deleting it.

2- The Notes allow you to give details about the recruitment. They’re even more useful when you work in a collaborative environment.

3- Job offers: This is the default view which we can currently see. It shows the Notes of the recruitment, the email address linked to it, and all of the job offers that belong to it.

4- Resumes imports: This is a Drag and drop zone that allows you to upload new candidates into Beetween. We will see the various ways to import candidates in the next chapter “Managing your CV Database”.

5- Forward Applyments: This allows you to send a copy of the applications received to an email address of your choice.

6- Form: This functionality requires a Premium configuration, which is only available in the GOLD package. We won’t talk about this in this guide.

7- CV Antispam: No recruiter wishes to waste his time reading an application that is completely irrelevant. The CV Antispam exists to prevent that! Choose keywords that MUST appear in the application or must absolutely NOT appear in it, then activate the filter. All of the applications filtered by the antispam are automatically sent to the step “SPAM” of your recruitment.

8- Stats: They will help you manage your recruitments by giving you detailed intel on your Hirings and on the main sources of your applicants (Answer to an offer, which platform is the most profitable, etc.)

9- Sharing: With Beetween, you can work in collaboration with your colleagues, and can therefore share your recruitments with them. You can even give access to your recruitments to somebody who doesn’t own a Beetween account. Enter his email address and give him the access you want (Owner, Administrator, Editor or Read Only).

10- Create a job offer: We will talk about this in our chapter “Publishing a Job offer”.

11- E-mail address of the recruitment: This is the email address that will be automatically sent to job boards when you post an offer. It will be the receiving address for the applications. Being able to access this email address is very interesting if you work on a Website yourself, or if you manually post some offers on some job boards.

Collaborative Working

When working in a collaborative recruitment environment, it is advised to give access to your recruitments to everyone that takes part in the Hiring. This way, all of the information relative to the applicant will be centralized.

Different access powers

When sharing a recruitment with somebody, you can choose between 3 different access powers:

  • Administrator : Modification, Deletion and Managing of all the applicants in the recruitment
  • Editor: Modification of the job offers, and of the applicant sheets present in the recruitment
  • Read only: Viewing the job offers and applicant sheets, no modification allowed

2 possible cases

The Email address belongs to another Beetween user:

This user will be able to see the applicants in his own CV Database.

The Email address is unknown to Beetween:

The platform will let you know about it and will offer you to save it as a free user. His possibilities will then be limited, but he will be able to access the applicants’ files if you have given him the rights to.

To go further…

Good uses #1: Create a distinct File for Spontaneous Applications

Do you have a form made for Spontaneous Applications on your website ? You might as well receive the applications directly into Beetween.

Using a separate recruitment has many advantages:

  • By using the recruitment’s email address you’ll receive the applications directly into the file.
  • You’ll have access to stats on your Spontaneous applications.

You wish for the source of these applications to be correctly identified?
Let’s imagine the email address of the recruitment is job-ref-3ar4brmpne@candidature.beetween.com.

  1. With acknowledgement of receipt:
    If you add the code “80” before the @ (job-ref-3ar4brmpne80@candidature.beetween.com), the received applications will have the source “Spontaneous application” and your acknowledgement of receipt email will be automatically sent to the candidates.
  2. Without Acknowledgement of receipt:
    If you add the code 81 before the @ in job-ref-3ar4brmpne81@candidature.beetween.com, the received applications will have the source “Spontaneous application” and your acknowledgement of receipt email will not be sent to the candidates. You can obviously send one afterwards if you wish to.

GOOD USE #2: Creating Recruitment Files

You can create files to organize your Recruitments.

If you name recruitments with [], they will automatically order themselves into files. In order for different recruitments to end up in the same File, you have to put the same thing in the brackets [].

Example:
Our agency is looking for a Front Dev and Full Stack Dev.
By naming both your files like follows they will automatically join into the file [Developer]:

  • [Developer] Front developer
  • [Developer] Full stack developer

To that end, we will rename our recruitment Full Stack Develper and create our recruitment [Developer] Front developer.

Recruitments dashboard

Managing a CV database

Importing CVs

To import CVs you have to go into a recruitment.

Practical example:
Let’s use our [Spontaneous Applications] created in the beginning of the training. Go into the recruitment and click on “Import CVs” (top right).

Import a resume in Beetween
You have several choices: manual creation, drag and drop import or email import. In all these cases, each candidate sheet will be created in the Inbox step.

Manual creation of a candidate sheet

Manual creation of a candidate file in Beetween
Click on the link “Create a new entry manually”
Enter the identity and coordinates of the candidate, import the files (CV, motivation letter, diplomas …) and click “Add”.

Manual Import

You can either open the file explorer (click on the blue area) and select the file, or drag and drop the file directly into the blue area.
Manual CV import with drag and drop
A new candidate sheet will be created automatically, you can thus modify it directly.

Email Import

Import a candidate

You can create a candidate by importing several documents in a single email.
Careful: This method only works for a single candidate!

Send an email to the import address of the Recruitment, you will find it below the blue area.

How to find the email address of a recruitmentYou can add as many attachments as your email can send.

Our tip:
Put the CV first in your attachments, this way it will be on top of the other attachments on the candidate sheet. This makes parsing easier (auto-complete of your candidate sheet).

Importing several candidates simultaneously

This method allows you to import several CVs simultaneously in a single recruitment. The weight of the attachments being limited, you won’t be able to import more than a dozen CVs per email.
Careful, each attachment will be considered as a CV. There will be as many candidates created as there are attachments in your email.
Import several resumes at the same time (several candidates) with the email address
Receiver email address: the import address of the recruitment xxxxxxxxx@candidature.beetween.com (in our example : import-lq5n0r9qzd@candidature.beetween.com)
Email object: @multi import beetween

The Recruiting Process

Workflow

Presentation of the different workflow steps
A recruitment follows several steps, we’ll see together the most used ones:

    • Inbox: applications received in the recruitment
    • Selected: candidates you have pre-selected to meet
    • Meeting pending: applicants awaiting a meeting (physical or video)
    • Hired: applicants you have hired in your company
    • Archived: applicants not selected for this recruitment, but kept in your CV database
    • Trash: applicants not selected for the recruitment and not kept in the database. The candidate sheet is not removed from the CV database.
    • Spam : applications automatically put aside.
Configuration of the Spam File

Beetween puts an AntiSpam filter at your disposal. It automatically puts aside the applications that do not fit your research. You can choose the settings of the filter directly into the recruitment:
Click on CV AntiSpam at the top right
Activate the filter and fill in the keywords
Save

Practical example:
Let’s take our Front Developer Recruitment. We want our candidates to master the CSS language and Javascript, as well as the ReactJS Framework.
Since Javascript can be abbreviated as “JS” we will write both the wordings on the same line, separated by commas. The Antispam will understand that these two phrasings mean the same thing.

Careful:
Activate the filter before publishing a job offer or importing CVs. The filter doesn’t have a retroactive action on the applicants that are already present in the recruitment.

Candidate Sheet

You have 2 ways to access a candidate sheet:
From “My Recruitments”:

  1. Find the line of your recruitment
  2. Click on the number in the step to see the list of candidates
  3. Click on the name of the applicant

From “My CV database”:

  1. Click on the name of the applicant
  2. Let’s go through the panels of the applicant sheet together

Details of an applicant sheet

Identity

It is automatically entered when the application is received or when the CV is imported. Clicking on the name will allow you to change the identity and the coordinates.

Files

All the files given by the applicant are stocked here. The icons at the end of the line allow you to realize several operations:
: Download the file
: Take a quick look at the file
: Scrolling menu with different possible choices:

  • : Save the file on your Google Drive
  • : Personalize the document
  • : Modify the file
  • : Delete the file

Tip: Blinding a CV
Blinding a CV is used to make it anonymous. The easiest way to do this is to hide the name and coordinates of the applicant on the file. This can be very useful when you want to ask somebody for an impartial opinion on a CV.
To anonymise the CV:
Click on
Click on the square in the Edition tools and move the white area on the name and coordinates. You can change the size of the white area and even use more than one.

How to blind a CV in Beetween

Tip: Setting a profile picture to a candidate sheet
Import a photo to set as a profile pic (.jpg, .jpeg or .png)
Go to “Modify”
Select the “Profile picture” type and Save

Import a profil picture in an applicant sheet

Notes

You can take different kinds of notes in Beetween. However, only the “Quick Notes”’s content will be used if you make a research in the Research space.
These Quick Notes will also be visible in the “List” view of the applicants.

Message

In this panel you can send mails to applicants. We will come back to this later, in the “Communicating with applicants” part of our guide.

Meeting/Video meeting

These 2 panels have a similar way of functioning.
They both aim to invite the applicant to a meeting. In the first case, it will be a physical meeting, and in the second case it will be a video meeting. We will come back to this later, in the “Communicating with applicants” part of our guide.

Forward

This tool allows you to send the applicant sheet to anybody, so that they can give you their opinion on the application.

Todo

The Todo Pop-up allows you to create tasks in your planning. You can give these tasks a date and a reminder.
When the task is due, you will receive a notification in Beetween to remind you of the task.
Tasks to do on an applicant file: the use of TODO

Location

This panel shows you where the applicant is stored (recruitment and step). This is where you can move or copy the applicant in another step or recruitment.

Quick Notes

They’re synthetic and are the most important notes on an applicant sheet, mainly for these 2 reasons:

  • You can see them in the general view where the candidates are listed
  • Their content is taken into account when you make a research
History

All the actions on an applicant sheet are saved here, whether they’re a modification of the sheet, the sending of an email, or a Forward you sent to somebody.
Small tip: You can see the emails exchanged with the applicant directly in this view by clicking on the email!

Grouped actions

Some actions are possible on several applicant sheets simultaneously. To use them, select the different applicants in the list.
The Move/Copy, Message and Forward functionalities are the same as the ones in the applicant sheets.

Remove

This takes the applicant out of the ongoing recruitment, but keeps its sheet in your CV Database. It is pretty similar in use to the “Archived” step. However, Removing will delete all of the information about the recruitment from the sheet (notes, history events …).

Delete

This action deletes the applicant sheet and all its information from your Beetween. It is final and irreversible.

Merge Profiles

As your CV Database grows, you will face situations in which an applicant is present in double.
The application sheets recognized as doubles will be signaled by a small orange icon next to the candidate’s name.
icon
By clicking on the icon you will be able to see the similar sheets or ignore the alert (which will make the icon disappear).
If you decide to Merge the profiles, you will delete the doubles and keep the oldest sheet. Information such as the notes or files will be merged inside the remaining sheet.
Careful: This action is final and irreversible!

Going Further…

Good use #3: Creating Pools

Take the habit of organizing your CV Database right from the start.
The best method is to organize the talents you’ve decided to keep in your database into pools. For this endeavour you can use recruitments.
You do not HAVE to publish job offers in each recruitment you create, you can use them solely to keep your applicants.
This way, if you’re regularly looking for Full stack Developers and Salespersons, creating recruitments for these 2 types of jobs can be a good idea.
You can move interesting profiles into these files, in hope that they will come in handy in your next Recruitments.

Create talent pools in Beetween

Publishing a job offer

Writing an job ad

To write a job ad, go in the recruitment of your choice and click “Create a job offer”.
All the fields with an * are mandatory because all the Jobboards need them. By default you have a “light” view, if you miss some fields you can click on the “Advanced” button at the top right of the page. This will show all the fields you can possibly fill in.

Practical case:
Let’s write our first offer for our Front Developper. Be wary of the words you use, there are some strict legal rules about the authorized content.

Publishing a job ad

You can choose to publish your offers in 2 different ways.

In private

Publishing a job offer in private puts it online, but not on any website. The offer will remain hidden if somebody tries to find it in Google or any other browser.
However, anyone in possession of the offer’s URL will be able to see it. It will also be shareable on the following social networks:

  • LinkedIn
  • Viadéo
  • Twitter
  • Facebook
  • Xing

Some job boards are not free. Using the Private publishing and sharing the link of the offer on your social networks is a good way to get visibility on your offer while limiting the cost.

Publishing on Jobboards

Job boards selection page viewWhen you click “Publish” you arrive on a page where you can select which jobboards to send the offer to.
All of the jobboards with the icon are Paying, and only available to GOLD users.
Those showing a + require you to log in to a user account (or multiposting account) registered on the chosen platform.
Once you’ve selected the jobboards you want to use, click on “Next”.

Connecting to a Jobboard with a multiposting account

Click on the + of the chosen Jobboard, a pop-up appears

Fill in your username and password. These are your personal username and password, which you obtained on the Jobboard’s website.

Connect a multiposting account

Connecting to a Jobboard with a multiposting account / Token required

For safety reasons towards our partners, some accounts can not be registered without the help of our Support team. In this case we will ask you to send an email to our Support with the name of the Jobboard and your username, for the following Job Boards:

  • Pôle Emploi
  • Emploi Interim
  • L’Etudiant
  • APEC
Special case : APEC

In order to publish offers on the APEC, you need to have signed an ADEP convention with them.
If you do not have one yet, you can make a demand at the following address adep@apec.fr.
Once the convention is signed, we will need your authentication number and you will have to inform the APEC that you will be multiposting from Beetween.

Things you need to know

Salary

The salary can be set in 2 ways:

  • Exact value display
  • Range value display

Some job boards do not show the salary in range value, you might have to enter an exact value.

Writing a job offer: salary

Our advice:
Fill in both the fields and set the Display preference to “Display Range Value”, if this is what you prefer.

Publishing on Pôle Emploi: Add the ROME Code

If you have chosen to publish your offer on Pôle Emploi, you will have to enter the ROME code that matches your research.
Once it is published, the ROME code will become the title of your offer on Pôle Emploi.

To find the right ROME Code, just search for the job in the auto-complete field.

To go Further…

Good use #4: Respecting the redaction rules

Be careful when you write your offer, some terms are forbidden by the law: This mostly includes discriminatory oriented terms.

You will find advice about how to write your offers on our online Help center (all our Help center is in French):

Good use #5: Use the job templates

Certain parts of your ads, such as your company’s description, stay the same no matter what the Job offer is. In order to save time, we recommend you create a base of the most useful templates you will need.
Right before publishing an offer, on the confirmation page, you will have the possibility to save the offer as a Template.

Job offer summary page

Practical case:
Let’s save our offer as a template and keep the suggested name “Front Developper H/F”. The next time we create a job offer, we will be able to choose our template from a list:

Writing a job ad with a template

Managing your applications

The Reception of applications

In Beetween

We have seen in the first step that each Recruitment possesses its own inbox (with an email address associated to it). Each application will be saved in the Inbox step of your Recruitment.
As the candidate progresses in the recruitment, remember to move his Profile to the matching step. It will be easier to manage your recruitment this way, and furthermore, using the recruitment steps will give you access to reliable stats.

On an email address

Are you recruiting on a small scale and would rather have the applications sent directly to your email address? It is totally possible!

Do NOT write the email address directly in the job offer!
Indeed, if applications aren’t registered into Beetween, you won’t be able to:

  • Have an history of your exchanges with the applicants
  • Centralize all the files linked to an applicant
  • Get reliable stats on your Recruitments

To avoid these annoyances we have developed a functionality called “Forward Applyments”. It will allow you to receive applications on your email address as well as in your Beetween account.

Receipt of applications - forward to another person

Automatic responses

You are using Beetween in order to save time. One of the most efficient ways for that is to set some automatic responses. Furthermore, acknowledging the receipt of an application is mandatory and crucial to your employer brand.
As soon as their application arrive into Beetween, each candidate automatically receives a confirmation email.

We have 2 pre-registered templates available for you to use:

  • Ongoing recruitment
  • Expired offer

You can obviously change these templates to fit your needs.
To do this, go into your “Settings” then “Auto Responder”.

To go further…

Good use #6: Qualifying the applicant sheets

Qualifying the applicant sheet will then allow you to find it more easily thanks to the advanced research system. Using different notes or quick notes will also help you in this endeavour.

Search for a specified talentYou can organize your search with Boolean operators OR & AND to make keywords cumulative or not. A detailed explanation of our research system is available in our online documentation.

Communicating with the applicants

Email and interviews

By E-mail

In our times, the vast majority of applicants have a smartphone, and sending them an email is a safe and reliable way to contact them.
As we have seen, you can send emails to one or several applicants in only a few clicks.
Applicant sheets keep in memory the totality of your e-mail exchanges.

You can choose to add another person in copy (CC or CCI), or to also send the email to your own email address.

Send an email to an applicant
If you have already created email templates you will be able to use them by choosing one in the list. To learn more about email templates, please visit our Good Use #7 at the end of this page.

Writing an job offer starting from a template
Variables can be used in these emails, they help the content feel more personal and dynamic.
For example, if I use the variable {{firstname}} the e-mail will replace {{firstname}} by the applicant’s first name.

List of usable variables:

  • {{firstname}}: the applicant’s first name
  • {{lastname}}: the applicant’s last name
  • {{recruitment}}: Name of the Recruitment where the applicant sheet is saved
  • {{job}}: Title of the job offer to which the applicant has answered

 

The Physical Interview

Each recruiting process has its own specifications, however they all tend to, at some point, invite the applicant to a physical interview. The “Meeting” panel allows you to send an invite to the interview while recording the exchange in the applicant sheet’s history.
The applicant will receive an email in which he will be able to confirm or not his presence at the interview.

Email received by the applicant

Video Interview

The request for a video interview is sent the same way as the physical interview. However, for this functionality to be operational, we need to set up your account. Beetween is partners with Whereby, a platform made for video interviews. Therefore, you have to create a WhereBy account (this only takes a minute) and then send us the information.

Notes and Interview reports

For each applicant you have a space dedicated to taking notes about them.

These fields will not be visible to the applicants:
It is mostly used to give information to the potential recruiters who have access to this applicant’s sheet.

By default, Beetween puts 4 notes panels at your disposal : Profile, Other information, Interview Report and Opinion for the job.
These 4 panels are entirely customizable in your Settings > Notes templates.
You can also create other models, as many as you need.

To revert to the default notes, you can click “Reset default settings”.

To go further…

Good use #7: Creating different email templates

Another way of being effective in your communication is to create email templates.
Go to Settings > Email templates
Once your email written, click on “Save as template”. Give a name to the template and click “Create template”.
You will be able to alter the template through the same menu. For this, change your email and click on “update”.
To delete, rename or download your template you can simply click on the dented wheel.

Practical case:
Let’s create 3 templates that will prove to be quite useful for the rest of your recruitment process. Don’t forget to customize them!

Application refused following an spontaneous application

SUBJECT: Reply to application – My Digital Corp

Dear {{firstname}},

We are following up on your application. Thank you for your interest in My Digital Corp.

However, despite the interest in your candidature, we regret that we are not able to respond favourably to your request, since we do not have a position corresponding to your profile.

We do, however, allow ourselves, unless otherwise advised, to keep your resume, in order to be able to contact you if a position that may be of interest to you should present itself.

We wish you every success in your research.

Yours sincerely,

My Digital Corp Team

Application Refused following response to job offer

SUBJECT: Reply to application – {{job}} – My Digital Corp

Dear {{firstname}},

You have applied for the {{job}} position and we thank you for your interest in My Digital Corp.

However, despite the interest in your candidacy, we regret not being able to respond favourably to your request.

We do, however, allow ourselves, unless otherwise advised, to keep your resume, in order to be able to contact you if a position that may be of interest to you comes up.

We wish you every success in your research.

Yours sincerely,

My Digital Corp Team

Candidature acceptée suite réponse à une offre d’emploi

OBJET : Application to {{job}} – My Digital Corp

Dear {{firstname}},

Your application for the {{job}} position within our company has caught our attention and we would like to meet you.

In order to get to know each other better, we offer you to meet us at our premises:
1 place de la Mairie
35000 Rennes/b>

Please confirm your attendance at this appointment by the buttons below.

Waiting to meet you,

Yours sincerely,

My Digital Corp Team

Closing or suspending a recruitment

Closing a recruitment

There you are, you have found your gem! You can now end your recruitment…

Select the recruitment to close in your dashboard and click on “Archive”.

Archived recruitments disappear from your dashboard.
To make them reappear you can use the little menu “Open/archived”:
Click once on Archived to show all the recruitments, and a second time to show only the archived recruitments.
To revert back to the “open only” view, do the same thing but clicking on “Open”.

An archived recruitment can be restored, and take back his place in the open recruitments.

Practical tip:
Archiving a recruitment will not make the applicants disappear from your CV Database. However, this maneuver will automatically unpublish all the job offers inside the recruitment.

Suspending a Recruitment

You might someday have to put your recruiting campaign on pause (a change of priority in your company, the impossibility to go through with the recruiting process …).
To prevent you from archiving a recruitment only to re-open it a while after, you can simply unpublish all the offers in the recruitment. To do this, select all of the offers and click “Unpublish”.

Why Suspend a recruitment instead of archiving/restoring it?
All the recruitments open in your dashboard represent your needs in terms of recruiting. If you suspend a recruitment, for financial reasons for example, your need remains unfilled. Keeping the recruitment open will give you a better visibility over your needs.
Moreover, it will reduce the risk of getting distorted stats.

Analyzing your recruitments

Statistics are completely customizable when you are a Premium user, so we will only talk about the default stats.

General view of the stats

You can access the general view of the stats from the left side panel “Stats”.
In the center of the page there’s information about the totality of your recruitments in a given period of time. You are free to decide which time period you want to study, and Beetween will automatically show you the data.

General view of the stats
Ongoing recruitments: Number of recruitments currently open
Pending resumes: Total number of resumes awaiting to be studied (Resumes standing in your recruitments’ inboxes)
Inactive recruitments: Number of recruitments without any activity in the last 15 days or more

You can easily filter the period you wish to study by modifying the dates. By default, Beetween will show you the last 30 days.
Be careful, these dates match the registering dates of the resumes in Beetween!

Date filters for the statsThis filter will automatically update the stats developed here below:

stats basis
Each chart can have different displays according to your preferences.
On these detailed views you will find the following information:
Resumes typology: Where the applicant comes from (Answer to an offer, Identification/CV Database, Sourcing …)
Resumes sources:Name of the source of the resume
Resumes flow: Number of resumes received

If applicant sheets are created without an identified source, the number of received resumes is likely not to match the sum of resumes sources.

The last part will show you a general view of your different hires.

Golbal hiring stats

Resumes sources Analytics and resumes flow

Resumes sources analytics

To get more information about the origin of a resume, you just need to click on the button “details” in the chart seen previously, or on the panel “Resumes sources Analytics”.

Keep in mind that only the resumes registered into Beetween during the selected period of time will be visible.

Resumes sourcesA message tells you that only exact sources are taken into account in the table.
If your resumes come from an application to an offer posted from Beetween, this source is automatically filled in. However, it won’t be the case if you manually import a resume in your database.
To prevent this, remember to manually update the source. For this, go in the recruitment your applicant has been imported in.

Resume source on a candidate sheetBy default, the source est defined as “Identification/Resume database”. Click on this link to show the Pop-up.

Modify the source of a resume 1In order for stats not to get corrupted, fill in those 2 fields.
Let’s say José Carlito has sent us a spontaneous application directly to the company’s contact email. We can fill in the fields this way:

Modify the source of a resume 2

Resumes Flow

To access this interface, click “Resumes Flow” in the Stats panel.
The panel “Resumes flow” shows Flow Statistics, it can be used to measure the “Conversion rate” on a given period of time.

Similarly to the resumes sources, the resumes used to build these stats are exclusively those included in the selected period of time. Be careful, the end date is never taken into account!

Flow and Resumes sources : Understanding the table

Each recruitment is divided into steps. By default the steps are:

  • Inbox
  • Pending
  • Selected
  • Contacted
  • Sent to client
  • Meeting pending
  • Client pending
  • Hired
  • Archived
  • Trash
  • Spam

The sources analytics table, like the flow analysis table, is built on this workflow. Therefore:

  • “Total” matches the total number of applicants received in this recruitment file on the given period.
  • “Contacted” matches the total number of applicants received in this recruitment file on the given period, and that have been moved in one of the following steps :
    Contacted | Sent to client | Meeting pending | Client pending | Hired.
  • “Met”matches the total number of applicants received in this recruitment file on the given period, and that have been moved in one of the following steps : Meeting pending | client pending | Hired
  • “Hired” matches the total number of applicants received in this recruitment file on the given period, and that have been moved in the step “Hired”.

After exporting the Resumes flow in a CSV file, thanks to the button, these additional columns will appear:

  • Total (current) : matches the total number of applicants received in this recruitment file on the given period, and that are still in : Inbox or spam
  • Contacted (current) : matches the total number of applicants received in this recruitment file on the given period, and that are still in :
    Contacted | Sent to client
  • Met (current) : matches the total number of applicants received in this recruitment file on the given period, and that are still in : Meeting pending | client pending

Obviously, if an applicant is moved from the step “Inbox” directly to “Meeting pending”, it will trigger both Contacted AND Met.
In a similar way, if an applicant is moved from the Inbox directly to Hired or Trash, only the “Total” stat will be triggered.
However, if a candidate is moved from the “Inbox” step directly to “Archived” or “Trash”, only the “Total” column will count the application in the CV flow.

Flow and Resume sources: Focus on the quality index

The quality index is by default:
Contacted (total) / [Total (total) – Total (current)]
It shows the number of applicants that have been contacted relatively to the number of applicants that have been studied over the total number of applicants in this period of time.

What if I moved a candidate sheet by mistake, can I cancel my action in order not to affect the Stats ?

When you move an applicant into a step, the event linked to the moving is saved in the applicant sheet’s history:

history of a candidate file To cancel an unfortunate moving event, you just have to go in the applicant sheet and click on the “Cancel” button on the targeted event in the history.
The applicant sheet will go back to its initial step and the stats will go back to normal.

Hirings Analytics

Taking a look at the details linked to the Hires allows you to track the Hired people as well as the person who was in charge of the recruitment.

hiring stats

  • Hiring date: The date the applicant has been moved into the “Hired” step.
  • Candidate : Name and firstname of the hired applicant (with a link to its applicant sheet)
  • Recruitment creation date: The date the recruitment file has been created
  • Recruitment : Name of the recruitment file
  • Source : Name of the application source
  • Recruteur : Name of the recruiter who moved the applicant in “Hired”
  • Time before Hire: Number of days that passed since the date of creation of the Recruitment file
  • Hire time: Number of days that passed between the applicant’s arrival in the recruitment file and his hire

Activity Stats

Activity stats match the number of applicants moved in a given step during a given period of time.
These stats are available in Beetween as a CSV export, with weekly results, and per recruitment..

To obtain these stats, click on “Weekly activity”, above the dashboard

A pop-up appears. You have to choose a starting and an ending date as well as a day to begin the week. This way, the CSV file will have weekly activity stats per recruitment on the selected period of time.

Studying the stats of a recruitment

To help you get familiar with activity stats, we have prepared a pre-formatted table. This document highlights the key elements of a particular recruitment.
Thus, the export will have to be done for one recruitment, and one only.

Select the recruitment and click on “Weekly activity”
In the Pop-up, select the date of creation of the recruitment as a beginning date, and tomorrow’s date as the ending date. This way, all the actions linked to this recruitment will be taken into consideration.
Open our pre-formatted table by clicking this link and make a copy of it (File → Create a copy).
In your Copy, click on the first cell of the table of the sheet called “Data import”. This action is very important!
Then click on “File” → “Upload” and import the downloaded file (.csv)

import csv file Select your downloaded file (its name starts with “Beetween-activity-”) and validate.

A new Pop-up appears, fill in the field like shown below:

setting the upload

  • Import location: “Replace data at selected cell”
  • Separator type: “Custom: ;” (Make sure you put a semicolon “;” in this cell)
  • Click on “Import data”

You will then have access to key elements of the Stats, in a graph.

 

It’s your turn

You now have all the keys in hand. We hope you enjoyed this guide and we wish you a great multiposting experience !
If you have any questions, don’t hesitate to contact our support team!

Introduction

Beetween Overview

Let’s start up by getting more familiar with your new Applicant Tracking System software. Let’s take a look at the different menus.

My recruitments

My recruitments menu item

This is where you arrive when you log into Beetween, it is your Dashboard.

What is a recruitment?

Recruitments are your hiring campaigns, they can each host one or multiple posts.
In your Dashboard, recruitments are sorted by Priority, and those with the same priority are placed in the alphabetical order.

Priorities

Each recruitment, at its creation, is given a priority level ranking from 1 (most important) to 5.
You can change the priority of a recruitment at any given time by clicking on “Change the priority”.
FYI, Level 5 priorities are not taken into consideration when building the Stats. We will come back to this subject in the Chapter “Organising your recruitment”.

Recruitment process

Recruitment plays out over several stages, from the receipt of the application to the hiring. All the steps are already provided in your workflow.

My CV database

My CV database menu item

Your Resume Database regroups all of the talents registered into your platform, whether they have been manually imported or they have applied to one of your posts.
In this view, you have access to your profiles’ most important information in the blink of an eye: Profile picture, Name, email address, phone number, main documents, quick-notes.
You can also view your candidates’ documents without entering their profiles, by clicking on the “eye”. You can also interact with your candidates in a simple way, without entering their profiles: Send emails, invite to a meeting, send text messages, Move into another recruitment, etc.
If some profiles happen to exist in double, a small orange icon will appear and inform you that this profile exists somewhere else in your Database. We will come back to this later.

Statistics

Stats menu item

To help you organize your recruitments, Beetween puts at your disposal several stats, in which you will find:

  • An overview of your ongoing recruitments
  • An analysis of the origin of your resumes
  • Your average time to hire
  • The typology of the candidates that you hired

Need help?

Need help menu item

In our “Need help?” section you can enable (or disable) information bubbles which will appear on the different items of the different menus. We recommend activating it in order to guide you in your first steps on Beetween.
“Need help?” also gives you access to our Help Center in which you can find information, searching by key-words. We also have video tutorials at your disposal which visually show some of the operations that can be done on Beetween.

Settings

The Settings menu helps you customize your platform.

Settings menu item

Profile

This is where you can change your name, company name, country, the language of the software and your password. Changing your password can only be done if you know the current password of your account. If you can’t remember it, log out and press “Forgotten password” or “Mot de passe oublié”.

You won’t be able to change your email address (which is also your login) or your account type. Only an Admin can do this.

For FREE, START and PRO packages, the modification of your email address can only be done by Beetween’s Tech support.

Automatic responses (Auto responder)

Beetween can send your candidates automatic messages that work as a confirmation of receipt of their application. You can customize them in this panel.

This is important because customizing these emails will give your candidates a glance at your employer brand. In order to do this you can use variables:

  • {{firstname}}: Your candidate’s firstname
  • {{lastname}}: Your candidate’s lastname
  • {{job}}: The job your candidate applied for
  • {{recruitment}}: Name of your recruitment

To keep your employer brand consistent, the tone you use in these emails has to be in concordance with the one used on your job offers, on your website and on any other means of communication destined to applicants.

CNIL/GDPR

GDPR (General Data Protection Regulation) demands that you give applicants full access to their data, whether they want to modify or delete it. For this purpose, you need to have an address where candidates can contact you. By default, this address is the email registered as your account login.
This panel is where you can choose your contact email.

Profile expiration

Another requirement of the GDPR is the automatic deletion of data relative to a candidate considered inactive : We recommend a duration of 24 months, after which a candidate can be considered inactive.

Address book

The address book regroups the email addresses previously used on your Beetween account. Therefore, it contains not only your own login email but also all of the email addresses used in a “Forward”.

Templates for : E-mails, job offers and notes

This is where you can manage your different templates. We will come back to these items later to discuss their importance.

Notifications

Beetween generates an overview of your ongoing recruitments that you can choose to receive or not. This report can be daily, weekly or monthly.

Recruiting with method

In order to recruit as effectively as possible, it is necessary to organize your activity.

In this Guide we will follow the essential steps:

  1. Creating a recruitment
  2. Managing a CV Database
  3. Publishing a Job offer
  4. Managing the candidates
  5. Exchanging with the candidates
  6. Closing or suspending a recruitment

As we move forward, we will give you good use tips and tricks so that your Beetween experience is the best it can be!

This complete tutorial will revolve around a digital agency seeking to develop its activity, thus needing to recruit in the Sales and Tech services.
We won’t talk about the totality of Beetween’s functionalities (there are too many), we will focus on the ones which will help you be completely autonomous on the platform.

Organizing your recruitment

Create a recruitment

When you log into Beetween, you will automatically lend on your Recruitments Dashboard. In a glance, this dashboard will give you an overview of your ongoing recruitments. We will talk about the dashboard longer in the chapter “Managing the candidates”.

It is mandatory for every applicant you wish to register into Beetween to be associated with a recruitment.

Creating a recruitment is really simple: In “My recruitments” click “Create a recruitment”. Give it the name you wish and click “Next”.

Tip:
Give the recruitment a name that matches the kind of profile you’re looking for or the kind of job you’re hiring for.

Practical case:
Let’s create a new recruitment and name it “Full Stack Developer”

Create a recruitment with Beetween

Good to know!
In order for you to navigate your recruitments easily, you can also set a priority level. The priority is set to 1 by default when you create a recruitment. To change it you just have to select the right line and click “Change the priority”.

Your Recruitment Home page

Recruitment Home page
Once your recruitment is created, you arrive on this page.
Let’s go through the possible actions together.

1- By clicking the at the right of the title, you can either rename the recruitment or archive it.
BE CAREFUL, sending a recruitment to the archives means unpublishing all the job offers it contains! Indeed, Archiving a recruitment is the Beetween equivalent of deleting it.

2- The Notes allow you to give details about the recruitment. They’re even more useful when you work in a collaborative environment.

3- Job offers: This is the default view which we can currently see. It shows the Notes of the recruitment, the email address linked to it, and all of the job offers that belong to it.

4- Resumes imports: This is a Drag and drop zone that allows you to upload new candidates into Beetween. We will see the various ways to import candidates in the next chapter “Managing your CV Database”.

5- Forward Applyments: This allows you to send a copy of the applications received to an email address of your choice.

6- Form: This functionality requires a Premium configuration, which is only available in the GOLD package. We won’t talk about this in this guide.

7- CV Antispam: No recruiter wishes to waste his time reading an application that is completely irrelevant. The CV Antispam exists to prevent that! Choose keywords that MUST appear in the application or must absolutely NOT appear in it, then activate the filter. All of the applications filtered by the antispam are automatically sent to the step “SPAM” of your recruitment.

8- Stats: They will help you manage your recruitments by giving you detailed intel on your Hirings and on the main sources of your applicants (Answer to an offer, which platform is the most profitable, etc.)

9- Sharing: With Beetween, you can work in collaboration with your colleagues, and can therefore share your recruitments with them. You can even give access to your recruitments to somebody who doesn’t own a Beetween account. Enter his email address and give him the access you want (Owner, Administrator, Editor or Read Only).

10- Create a job offer: We will talk about this in our chapter “Publishing a Job offer”.

11- E-mail address of the recruitment: This is the email address that will be automatically sent to job boards when you post an offer. It will be the receiving address for the applications. Being able to access this email address is very interesting if you work on a Website yourself, or if you manually post some offers on some job boards.

Collaborative Working

When working in a collaborative recruitment environment, it is advised to give access to your recruitments to everyone that takes part in the Hiring. This way, all of the information relative to the applicant will be centralized.

Different access powers

When sharing a recruitment with somebody, you can choose between 3 different access powers:

  • Administrator : Modification, Deletion and Managing of all the applicants in the recruitment
  • Editor: Modification of the job offers, and of the applicant sheets present in the recruitment
  • Read only: Viewing the job offers and applicant sheets, no modification allowed

2 possible cases

The Email address belongs to another Beetween user:

This user will be able to see the applicants in his own CV Database.

The Email address is unknown to Beetween:

The platform will let you know about it and will offer you to save it as a free user. His possibilities will then be limited, but he will be able to access the applicants’ files if you have given him the rights to.

To go further…

Good uses #1: Create a distinct File for Spontaneous Applications

Do you have a form made for Spontaneous Applications on your website ? You might as well receive the applications directly into Beetween.

Using a separate recruitment has many advantages:

  • By using the recruitment’s email address you’ll receive the applications directly into the file.
  • You’ll have access to stats on your Spontaneous applications.

You wish for the source of these applications to be correctly identified?
Let’s imagine the email address of the recruitment is job-ref-3ar4brmpne@candidature.beetween.com.

  1. With acknowledgement of receipt:
    If you add the code “80” before the @ (job-ref-3ar4brmpne80@candidature.beetween.com), the received applications will have the source “Spontaneous application” and your acknowledgement of receipt email will be automatically sent to the candidates.
  2. Without Acknowledgement of receipt:
    If you add the code 81 before the @ in job-ref-3ar4brmpne81@candidature.beetween.com, the received applications will have the source “Spontaneous application” and your acknowledgement of receipt email will not be sent to the candidates. You can obviously send one afterwards if you wish to.

GOOD USE #2: Creating Recruitment Files

You can create files to organize your Recruitments.

If you name recruitments with [], they will automatically order themselves into files. In order for different recruitments to end up in the same File, you have to put the same thing in the brackets [].

Example:
Our agency is looking for a Front Dev and Full Stack Dev.
By naming both your files like follows they will automatically join into the file [Developer]:

  • [Developer] Front developer
  • [Developer] Full stack developer

To that end, we will rename our recruitment Full Stack Develper and create our recruitment [Developer] Front developer.

Recruitments dashboard

Managing a CV database

Importing CVs

To import CVs you have to go into a recruitment.

Practical example:
Let’s use our [Spontaneous Applications] created in the beginning of the training. Go into the recruitment and click on “Import CVs” (top right).

Import a resume in Beetween
You have several choices: manual creation, drag and drop import or email import. In all these cases, each candidate sheet will be created in the Inbox step.

Manual creation of a candidate sheet

Manual creation of a candidate file in Beetween
Click on the link “Create a new entry manually”
Enter the identity and coordinates of the candidate, import the files (CV, motivation letter, diplomas …) and click “Add”.

Manual Import

You can either open the file explorer (click on the blue area) and select the file, or drag and drop the file directly into the blue area.
Manual CV import with drag and drop
A new candidate sheet will be created automatically, you can thus modify it directly.

Email Import

Import a candidate

You can create a candidate by importing several documents in a single email.
Careful: This method only works for a single candidate!

Send an email to the import address of the Recruitment, you will find it below the blue area.

How to find the email address of a recruitmentYou can add as many attachments as your email can send.

Our tip:
Put the CV first in your attachments, this way it will be on top of the other attachments on the candidate sheet. This makes parsing easier (auto-complete of your candidate sheet).

Importing several candidates simultaneously

This method allows you to import several CVs simultaneously in a single recruitment. The weight of the attachments being limited, you won’t be able to import more than a dozen CVs per email.
Careful, each attachment will be considered as a CV. There will be as many candidates created as there are attachments in your email.
Import several resumes at the same time (several candidates) with the email address
Receiver email address: the import address of the recruitment xxxxxxxxx@candidature.beetween.com (in our example : import-lq5n0r9qzd@candidature.beetween.com)
Email object: @multi import beetween

The Recruiting Process

Workflow

Presentation of the different workflow steps
A recruitment follows several steps, we’ll see together the most used ones:

    • Inbox: applications received in the recruitment
    • Selected: candidates you have pre-selected to meet
    • Meeting pending: applicants awaiting a meeting (physical or video)
    • Hired: applicants you have hired in your company
    • Archived: applicants not selected for this recruitment, but kept in your CV database
    • Trash: applicants not selected for the recruitment and not kept in the database. The candidate sheet is not removed from the CV database.
    • Spam : applications automatically put aside.
Configuration of the Spam File

Beetween puts an AntiSpam filter at your disposal. It automatically puts aside the applications that do not fit your research. You can choose the settings of the filter directly into the recruitment:
Click on CV AntiSpam at the top right
Activate the filter and fill in the keywords
Save

Practical example:
Let’s take our Front Developer Recruitment. We want our candidates to master the CSS language and Javascript, as well as the ReactJS Framework.
Since Javascript can be abbreviated as “JS” we will write both the wordings on the same line, separated by commas. The Antispam will understand that these two phrasings mean the same thing.

Careful:
Activate the filter before publishing a job offer or importing CVs. The filter doesn’t have a retroactive action on the applicants that are already present in the recruitment.

Candidate Sheet

You have 2 ways to access a candidate sheet:
From “My Recruitments”:

  1. Find the line of your recruitment
  2. Click on the number in the step to see the list of candidates
  3. Click on the name of the applicant

From “My CV database”:

  1. Click on the name of the applicant
  2. Let’s go through the panels of the applicant sheet together

Details of an applicant sheet

Identity

It is automatically entered when the application is received or when the CV is imported. Clicking on the name will allow you to change the identity and the coordinates.

Files

All the files given by the applicant are stocked here. The icons at the end of the line allow you to realize several operations:
: Download the file
: Take a quick look at the file
: Scrolling menu with different possible choices:

  • : Save the file on your Google Drive
  • : Personalize the document
  • : Modify the file
  • : Delete the file

Tip: Blinding a CV
Blinding a CV is used to make it anonymous. The easiest way to do this is to hide the name and coordinates of the applicant on the file. This can be very useful when you want to ask somebody for an impartial opinion on a CV.
To anonymise the CV:
Click on
Click on the square in the Edition tools and move the white area on the name and coordinates. You can change the size of the white area and even use more than one.

How to blind a CV in Beetween

Tip: Setting a profile picture to a candidate sheet
Import a photo to set as a profile pic (.jpg, .jpeg or .png)
Go to “Modify”
Select the “Profile picture” type and Save

Import a profil picture in an applicant sheet

Notes

You can take different kinds of notes in Beetween. However, only the “Quick Notes”’s content will be used if you make a research in the Research space.
These Quick Notes will also be visible in the “List” view of the applicants.

Message

In this panel you can send mails to applicants. We will come back to this later, in the “Communicating with applicants” part of our guide.

Meeting/Video meeting

These 2 panels have a similar way of functioning.
They both aim to invite the applicant to a meeting. In the first case, it will be a physical meeting, and in the second case it will be a video meeting. We will come back to this later, in the “Communicating with applicants” part of our guide.

Forward

This tool allows you to send the applicant sheet to anybody, so that they can give you their opinion on the application.

Todo

The Todo Pop-up allows you to create tasks in your planning. You can give these tasks a date and a reminder.
When the task is due, you will receive a notification in Beetween to remind you of the task.
Tasks to do on an applicant file: the use of TODO

Location

This panel shows you where the applicant is stored (recruitment and step). This is where you can move or copy the applicant in another step or recruitment.

Quick Notes

They’re synthetic and are the most important notes on an applicant sheet, mainly for these 2 reasons:

  • You can see them in the general view where the candidates are listed
  • Their content is taken into account when you make a research
History

All the actions on an applicant sheet are saved here, whether they’re a modification of the sheet, the sending of an email, or a Forward you sent to somebody.
Small tip: You can see the emails exchanged with the applicant directly in this view by clicking on the email!

Grouped actions

Some actions are possible on several applicant sheets simultaneously. To use them, select the different applicants in the list.
The Move/Copy, Message and Forward functionalities are the same as the ones in the applicant sheets.

Remove

This takes the applicant out of the ongoing recruitment, but keeps its sheet in your CV Database. It is pretty similar in use to the “Archived” step. However, Removing will delete all of the information about the recruitment from the sheet (notes, history events …).

Delete

This action deletes the applicant sheet and all its information from your Beetween. It is final and irreversible.

Merge Profiles

As your CV Database grows, you will face situations in which an applicant is present in double.
The application sheets recognized as doubles will be signaled by a small orange icon next to the candidate’s name.
icon
By clicking on the icon you will be able to see the similar sheets or ignore the alert (which will make the icon disappear).
If you decide to Merge the profiles, you will delete the doubles and keep the oldest sheet. Information such as the notes or files will be merged inside the remaining sheet.
Careful: This action is final and irreversible!

Going Further…

Good use #3: Creating Pools

Take the habit of organizing your CV Database right from the start.
The best method is to organize the talents you’ve decided to keep in your database into pools. For this endeavour you can use recruitments.
You do not HAVE to publish job offers in each recruitment you create, you can use them solely to keep your applicants.
This way, if you’re regularly looking for Full stack Developers and Salespersons, creating recruitments for these 2 types of jobs can be a good idea.
You can move interesting profiles into these files, in hope that they will come in handy in your next Recruitments.

Create talent pools in Beetween

Publishing a job offer

Writing an job ad

To write a job ad, go in the recruitment of your choice and click “Create a job offer”.
All the fields with an * are mandatory because all the Jobboards need them. By default you have a “light” view, if you miss some fields you can click on the “Advanced” button at the top right of the page. This will show all the fields you can possibly fill in.

Practical case:
Let’s write our first offer for our Front Developper. Be wary of the words you use, there are some strict legal rules about the authorized content.

Publishing a job ad

You can choose to publish your offers in 2 different ways.

In private

Publishing a job offer in private puts it online, but not on any website. The offer will remain hidden if somebody tries to find it in Google or any other browser.
However, anyone in possession of the offer’s URL will be able to see it. It will also be shareable on the following social networks:

  • LinkedIn
  • Viadéo
  • Twitter
  • Facebook
  • Xing

Some job boards are not free. Using the Private publishing and sharing the link of the offer on your social networks is a good way to get visibility on your offer while limiting the cost.

Publishing on Jobboards

Job boards selection page viewWhen you click “Publish” you arrive on a page where you can select which jobboards to send the offer to.
All of the jobboards with the icon are Paying, and only available to GOLD users.
Those showing a + require you to log in to a user account (or multiposting account) registered on the chosen platform.
Once you’ve selected the jobboards you want to use, click on “Next”.

Connecting to a Jobboard with a multiposting account

Click on the + of the chosen Jobboard, a pop-up appears

Fill in your username and password. These are your personal username and password, which you obtained on the Jobboard’s website.

Connect a multiposting account

Connecting to a Jobboard with a multiposting account / Token required

For safety reasons towards our partners, some accounts can not be registered without the help of our Support team. In this case we will ask you to send an email to our Support with the name of the Jobboard and your username, for the following Job Boards:

  • Pôle Emploi
  • Emploi Interim
  • L’Etudiant
  • APEC
Special case : APEC

In order to publish offers on the APEC, you need to have signed an ADEP convention with them.
If you do not have one yet, you can make a demand at the following address adep@apec.fr.
Once the convention is signed, we will need your authentication number and you will have to inform the APEC that you will be multiposting from Beetween.

Things you need to know

Salary

The salary can be set in 2 ways:

  • Exact value display
  • Range value display

Some job boards do not show the salary in range value, you might have to enter an exact value.

Writing a job offer: salary

Our advice:
Fill in both the fields and set the Display preference to “Display Range Value”, if this is what you prefer.

Publishing on Pôle Emploi: Add the ROME Code

If you have chosen to publish your offer on Pôle Emploi, you will have to enter the ROME code that matches your research.
Once it is published, the ROME code will become the title of your offer on Pôle Emploi.

To find the right ROME Code, just search for the job in the auto-complete field.

To go Further…

Good use #4: Respecting the redaction rules

Be careful when you write your offer, some terms are forbidden by the law: This mostly includes discriminatory oriented terms.

You will find advice about how to write your offers on our online Help center (all our Help center is in French):

Good use #5: Use the job templates

Certain parts of your ads, such as your company’s description, stay the same no matter what the Job offer is. In order to save time, we recommend you create a base of the most useful templates you will need.
Right before publishing an offer, on the confirmation page, you will have the possibility to save the offer as a Template.

Job offer summary page

Practical case:
Let’s save our offer as a template and keep the suggested name “Front Developper H/F”. The next time we create a job offer, we will be able to choose our template from a list:

Writing a job ad with a template

Managing your applications

The Reception of applications

In Beetween

We have seen in the first step that each Recruitment possesses its own inbox (with an email address associated to it). Each application will be saved in the Inbox step of your Recruitment.
As the candidate progresses in the recruitment, remember to move his Profile to the matching step. It will be easier to manage your recruitment this way, and furthermore, using the recruitment steps will give you access to reliable stats.

On an email address

Are you recruiting on a small scale and would rather have the applications sent directly to your email address? It is totally possible!

Do NOT write the email address directly in the job offer!
Indeed, if applications aren’t registered into Beetween, you won’t be able to:

  • Have an history of your exchanges with the applicants
  • Centralize all the files linked to an applicant
  • Get reliable stats on your Recruitments

To avoid these annoyances we have developed a functionality called “Forward Applyments”. It will allow you to receive applications on your email address as well as in your Beetween account.

Receipt of applications - forward to another person

Automatic responses

You are using Beetween in order to save time. One of the most efficient ways for that is to set some automatic responses. Furthermore, acknowledging the receipt of an application is mandatory and crucial to your employer brand.
As soon as their application arrive into Beetween, each candidate automatically receives a confirmation email.

We have 2 pre-registered templates available for you to use:

  • Ongoing recruitment
  • Expired offer

You can obviously change these templates to fit your needs.
To do this, go into your “Settings” then “Auto Responder”.

To go further…

Good use #6: Qualifying the applicant sheets

Qualifying the applicant sheet will then allow you to find it more easily thanks to the advanced research system. Using different notes or quick notes will also help you in this endeavour.

Search for a specified talentYou can organize your search with Boolean operators OR & AND to make keywords cumulative or not. A detailed explanation of our research system is available in our online documentation.

Communicating with the applicants

Email and interviews

By E-mail

In our times, the vast majority of applicants have a smartphone, and sending them an email is a safe and reliable way to contact them.
As we have seen, you can send emails to one or several applicants in only a few clicks.
Applicant sheets keep in memory the totality of your e-mail exchanges.

You can choose to add another person in copy (CC or CCI), or to also send the email to your own email address.

Send an email to an applicant
If you have already created email templates you will be able to use them by choosing one in the list. To learn more about email templates, please visit our Good Use #7 at the end of this page.

Writing an job offer starting from a template
Variables can be used in these emails, they help the content feel more personal and dynamic.
For example, if I use the variable {{firstname}} the e-mail will replace {{firstname}} by the applicant’s first name.

List of usable variables:

  • {{firstname}}: the applicant’s first name
  • {{lastname}}: the applicant’s last name
  • {{recruitment}}: Name of the Recruitment where the applicant sheet is saved
  • {{job}}: Title of the job offer to which the applicant has answered

 

The Physical Interview

Each recruiting process has its own specifications, however they all tend to, at some point, invite the applicant to a physical interview. The “Meeting” panel allows you to send an invite to the interview while recording the exchange in the applicant sheet’s history.
The applicant will receive an email in which he will be able to confirm or not his presence at the interview.

Email received by the applicant

Video Interview

The request for a video interview is sent the same way as the physical interview. However, for this functionality to be operational, we need to set up your account. Beetween is partners with Whereby, a platform made for video interviews. Therefore, you have to create a WhereBy account (this only takes a minute) and then send us the information.

Notes and Interview reports

For each applicant you have a space dedicated to taking notes about them.

These fields will not be visible to the applicants:
It is mostly used to give information to the potential recruiters who have access to this applicant’s sheet.

By default, Beetween puts 4 notes panels at your disposal : Profile, Other information, Interview Report and Opinion for the job.
These 4 panels are entirely customizable in your Settings > Notes templates.
You can also create other models, as many as you need.

To revert to the default notes, you can click “Reset default settings”.

To go further…

Good use #7: Creating different email templates

Another way of being effective in your communication is to create email templates.
Go to Settings > Email templates
Once your email written, click on “Save as template”. Give a name to the template and click “Create template”.
You will be able to alter the template through the same menu. For this, change your email and click on “update”.
To delete, rename or download your template you can simply click on the dented wheel.

Practical case:
Let’s create 3 templates that will prove to be quite useful for the rest of your recruitment process. Don’t forget to customize them!

Application refused following an spontaneous application

SUBJECT: Reply to application – My Digital Corp

Dear {{firstname}},

We are following up on your application. Thank you for your interest in My Digital Corp.

However, despite the interest in your candidature, we regret that we are not able to respond favourably to your request, since we do not have a position corresponding to your profile.

We do, however, allow ourselves, unless otherwise advised, to keep your resume, in order to be able to contact you if a position that may be of interest to you should present itself.

We wish you every success in your research.

Yours sincerely,

My Digital Corp Team

Application Refused following response to job offer

SUBJECT: Reply to application – {{job}} – My Digital Corp

Dear {{firstname}},

You have applied for the {{job}} position and we thank you for your interest in My Digital Corp.

However, despite the interest in your candidacy, we regret not being able to respond favourably to your request.

We do, however, allow ourselves, unless otherwise advised, to keep your resume, in order to be able to contact you if a position that may be of interest to you comes up.

We wish you every success in your research.

Yours sincerely,

My Digital Corp Team

Candidature acceptée suite réponse à une offre d’emploi

OBJET : Application to {{job}} – My Digital Corp

Dear {{firstname}},

Your application for the {{job}} position within our company has caught our attention and we would like to meet you.

In order to get to know each other better, we offer you to meet us at our premises:
1 place de la Mairie
35000 Rennes/b>

Please confirm your attendance at this appointment by the buttons below.

Waiting to meet you,

Yours sincerely,

My Digital Corp Team

Closing or suspending a recruitment

Closing a recruitment

There you are, you have found your gem! You can now end your recruitment…

Select the recruitment to close in your dashboard and click on “Archive”.

Archived recruitments disappear from your dashboard.
To make them reappear you can use the little menu “Open/archived”:
Click once on Archived to show all the recruitments, and a second time to show only the archived recruitments.
To revert back to the “open only” view, do the same thing but clicking on “Open”.

An archived recruitment can be restored, and take back his place in the open recruitments.

Practical tip:
Archiving a recruitment will not make the applicants disappear from your CV Database. However, this maneuver will automatically unpublish all the job offers inside the recruitment.

Suspending a Recruitment

You might someday have to put your recruiting campaign on pause (a change of priority in your company, the impossibility to go through with the recruiting process …).
To prevent you from archiving a recruitment only to re-open it a while after, you can simply unpublish all the offers in the recruitment. To do this, select all of the offers and click “Unpublish”.

Why Suspend a recruitment instead of archiving/restoring it?
All the recruitments open in your dashboard represent your needs in terms of recruiting. If you suspend a recruitment, for financial reasons for example, your need remains unfilled. Keeping the recruitment open will give you a better visibility over your needs.
Moreover, it will reduce the risk of getting distorted stats.

Analyzing your recruitments

Statistics are completely customizable when you are a Premium user, so we will only talk about the default stats.

General view of the stats

You can access the general view of the stats from the left side panel “Stats”.
In the center of the page there’s information about the totality of your recruitments in a given period of time. You are free to decide which time period you want to study, and Beetween will automatically show you the data.

General view of the stats
Ongoing recruitments: Number of recruitments currently open
Pending resumes: Total number of resumes awaiting to be studied (Resumes standing in your recruitments’ inboxes)
Inactive recruitments: Number of recruitments without any activity in the last 15 days or more

You can easily filter the period you wish to study by modifying the dates. By default, Beetween will show you the last 30 days.
Be careful, these dates match the registering dates of the resumes in Beetween!

Date filters for the statsThis filter will automatically update the stats developed here below:

stats basis
Each chart can have different displays according to your preferences.
On these detailed views you will find the following information:
Resumes typology: Where the applicant comes from (Answer to an offer, Identification/CV Database, Sourcing …)
Resumes sources:Name of the source of the resume
Resumes flow: Number of resumes received

If applicant sheets are created without an identified source, the number of received resumes is likely not to match the sum of resumes sources.

The last part will show you a general view of your different hires.

Golbal hiring stats

Resumes sources Analytics and resumes flow

Resumes sources analytics

To get more information about the origin of a resume, you just need to click on the button “details” in the chart seen previously, or on the panel “Resumes sources Analytics”.

Keep in mind that only the resumes registered into Beetween during the selected period of time will be visible.

Resumes sourcesA message tells you that only exact sources are taken into account in the table.
If your resumes come from an application to an offer posted from Beetween, this source is automatically filled in. However, it won’t be the case if you manually import a resume in your database.
To prevent this, remember to manually update the source. For this, go in the recruitment your applicant has been imported in.

Resume source on a candidate sheetBy default, the source est defined as “Identification/Resume database”. Click on this link to show the Pop-up.

Modify the source of a resume 1In order for stats not to get corrupted, fill in those 2 fields.
Let’s say José Carlito has sent us a spontaneous application directly to the company’s contact email. We can fill in the fields this way:

Modify the source of a resume 2

Resumes Flow

To access this interface, click “Resumes Flow” in the Stats panel.
The panel “Resumes flow” shows Flow Statistics, it can be used to measure the “Conversion rate” on a given period of time.

Similarly to the resumes sources, the resumes used to build these stats are exclusively those included in the selected period of time. Be careful, the end date is never taken into account!

Flow and Resumes sources : Understanding the table

Each recruitment is divided into steps. By default the steps are:

  • Inbox
  • Pending
  • Selected
  • Contacted
  • Sent to client
  • Meeting pending
  • Client pending
  • Hired
  • Archived
  • Trash
  • Spam

The sources analytics table, like the flow analysis table, is built on this workflow. Therefore:

  • “Total” matches the total number of applicants received in this recruitment file on the given period.
  • “Contacted” matches the total number of applicants received in this recruitment file on the given period, and that have been moved in one of the following steps :
    Contacted | Sent to client | Meeting pending | Client pending | Hired.
  • “Met”matches the total number of applicants received in this recruitment file on the given period, and that have been moved in one of the following steps : Meeting pending | client pending | Hired
  • “Hired” matches the total number of applicants received in this recruitment file on the given period, and that have been moved in the step “Hired”.

After exporting the Resumes flow in a CSV file, thanks to the button, these additional columns will appear:

  • Total (current) : matches the total number of applicants received in this recruitment file on the given period, and that are still in : Inbox or spam
  • Contacted (current) : matches the total number of applicants received in this recruitment file on the given period, and that are still in :
    Contacted | Sent to client
  • Met (current) : matches the total number of applicants received in this recruitment file on the given period, and that are still in : Meeting pending | client pending

Obviously, if an applicant is moved from the step “Inbox” directly to “Meeting pending”, it will trigger both Contacted AND Met.
In a similar way, if an applicant is moved from the Inbox directly to Hired or Trash, only the “Total” stat will be triggered.
However, if a candidate is moved from the “Inbox” step directly to “Archived” or “Trash”, only the “Total” column will count the application in the CV flow.

Flow and Resume sources: Focus on the quality index

The quality index is by default:
Contacted (total) / [Total (total) – Total (current)]
It shows the number of applicants that have been contacted relatively to the number of applicants that have been studied over the total number of applicants in this period of time.

What if I moved a candidate sheet by mistake, can I cancel my action in order not to affect the Stats ?

When you move an applicant into a step, the event linked to the moving is saved in the applicant sheet’s history:

history of a candidate file To cancel an unfortunate moving event, you just have to go in the applicant sheet and click on the “Cancel” button on the targeted event in the history.
The applicant sheet will go back to its initial step and the stats will go back to normal.

Hirings Analytics

Taking a look at the details linked to the Hires allows you to track the Hired people as well as the person who was in charge of the recruitment.

hiring stats

  • Hiring date: The date the applicant has been moved into the “Hired” step.
  • Candidate : Name and firstname of the hired applicant (with a link to its applicant sheet)
  • Recruitment creation date: The date the recruitment file has been created
  • Recruitment : Name of the recruitment file
  • Source : Name of the application source
  • Recruteur : Name of the recruiter who moved the applicant in “Hired”
  • Time before Hire: Number of days that passed since the date of creation of the Recruitment file
  • Hire time: Number of days that passed between the applicant’s arrival in the recruitment file and his hire

Activity Stats

Activity stats match the number of applicants moved in a given step during a given period of time.
These stats are available in Beetween as a CSV export, with weekly results, and per recruitment..

To obtain these stats, click on “Weekly activity”, above the dashboard

A pop-up appears. You have to choose a starting and an ending date as well as a day to begin the week. This way, the CSV file will have weekly activity stats per recruitment on the selected period of time.

Studying the stats of a recruitment

To help you get familiar with activity stats, we have prepared a pre-formatted table. This document highlights the key elements of a particular recruitment.
Thus, the export will have to be done for one recruitment, and one only.

Select the recruitment and click on “Weekly activity”
In the Pop-up, select the date of creation of the recruitment as a beginning date, and tomorrow’s date as the ending date. This way, all the actions linked to this recruitment will be taken into consideration.
Open our pre-formatted table by clicking this link and make a copy of it (File → Create a copy).
In your Copy, click on the first cell of the table of the sheet called “Data import”. This action is very important!
Then click on “File” → “Upload” and import the downloaded file (.csv)

import csv file Select your downloaded file (its name starts with “Beetween-activity-”) and validate.

A new Pop-up appears, fill in the field like shown below:

setting the upload

  • Import location: “Replace data at selected cell”
  • Separator type: “Custom: ;” (Make sure you put a semicolon “;” in this cell)
  • Click on “Import data”

You will then have access to key elements of the Stats, in a graph.

 

It’s your turn

You now have all the keys in hand. We hope you enjoyed this guide and we wish you a great multiposting experience !
If you have any questions, don’t hesitate to contact our support team!

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