The Recruiting Dashboard provides you direct access to all of your alerts, tasks, and upcoming calendar meetings in one place. Upon logging in to the CEM, this may be set as your default view and will show all of the items needing attention up front and with minimal navigation. This dashboard assists you in completing your work more efficiently and at a faster rate than ever before.

Use cases

• Hiring Managers who want to easily understand the actions they need to take to hire a candidate as quickly as possible.
• Recruiters who want to have all of their tasks in one place so that they can prioritize tasks and plan their day accordingly.

Configuration

Step #1: Enable this feature's settings

This feature will require the Recruiting Dashboard and Olivia Assist settings to be enabled in Client Setup. Please contact a Company/Account Admin with full access to Client Setup or your CS Representative for assistance.

Step #2: Update user permissions

Three permissions are tied to this feature. Ensure that your users have the correct permissions assigned to them in order to view the Recruiting Dashboard.

• Candidate Inbox – This will provide access to the Candidate Inbox.
• Candidate Management – This will provide access to Candidate Management.
• Recruiting Dashboard – This permission lives under the main Dashboard permission and provides access to the dashboard itself. By default, only user roles that follow the below criteria will have full access to the dashboard by default:
  • Use Case #1: The user has login access and the Recruiting Dashboard is enabled in Client Setup.
  • Use Case #2: The user does not have login access, but the Recruiting Dashboard is enabled and the Basic User Access has Tasks selected.

Landing page based on permissions

Note: This is the default landing page, but it can be overwritten by the Homepage selection in Roles and Permissions.

Navigation

If the Recruiting Dashboard is your landing page, then it will open upon logging in to the CEM.

If you have additional access to the Candidate Inbox and Candidate Management pages, then you can navigate to the Recruiting Dashboard by selecting the All Apps menu and then the Dashboard button at the top of the menu that opens.

Recruiting Dashboard landing page

Upon logging in, users with the necessary permissions or their homepage set as the Recruiting Dashboard will view the Recruiting Dashboard. This dashboard includes a number of features and actions that can assist you in having a smooth and efficient work experience.

Alerts section

The Alerts section is the first section in the Recruiting Dashboard and is where the most urgent tasks will be listed. Next to this section title, you can view the number of alerts in this section. This section includes two alert types: No Availability and Upcoming Interviews.

No Availability widget

This widget will notify you when you need to update your interview availability so that more Candidate interviews can be scheduled.

Add availability

To add availability,

1. Click the Add Availability button within the No Availability widget.
2. Your My Calendar will then open in a slide-out drawer. Select, drag, and drop the times that you are available for more interviews.
3. Click Save in the top right corner.
4. The slide-out drawer will then close and a Task Complete status will display before the alert is removed from this section.

Upcoming Interview widget

Any interviews that will take place in the next 30 minutes will display in individual widgets in the Alerts section starting with an in-progress or upcoming interview. These widgets may include the following details and actions:

• Candidate Name – The name of the candidate. You can click their name to open their Candidate Profile and view relevant details, their resume, internal notes, and more.
  • Note: If a group interview is scheduled, Group Interview will display in place of the candidate’s name. Click Group Interview to view a list of all interviewers in a modal.
• Date – The date of the interview.
• Time – The time of the interview.
• Interviewers – The names of the interviewers scheduled for this interview.
• Interview Type – The type of interview scheduled. This will display in an icon in the top right corner of the widget. Icons include:
  • – In-Person Interview
  • – Phone Interview
  • – Virtual Interview
• Update – This will allow you to edit, reschedule, or cancel the interview.
• Join – This button will display for virtual interviews, and, when clicked, will open the virtual interview.
• Tag – An indicator that reflects the time associated with the interview. Tags include:
  • In Progress – This will display when an interview is in progress.
  • In XX Minutes – This will display when the interview is less than 15 minutes from starting and lists the exact amount of time remaining until then.
  • Up Next – This will display when an interview is more than 15 minutes from starting and is the next interview after the interviews marked with an In Progress and/or In XX Minutes tag(s).
  • No Tag – No tags will display after a widget with the Up Next tag. 

Update an interview

When selecting the Update button within an upcoming interview widget, a slide-out drawer will open where you can edit, cancel, or reschedule an interview. From here, you can make the necessary changes to the interview.

Today’s Tasks section

The Today’s Tasks section includes all tasks that need actions taken on them and will be listed in the order of the timestamp when each task was created. Just under this section’s title is a task bar that will update as tasks are completed. This helps to show the percentage of completion and the number of tasks remaining.

This section includes five types of tasks:

• Action Needed tasks
• Hiring Hub tasks
• Approval requests
• Scheduling
• Unanswered messages

Action needed tasks

Every candidate from the Action Needed folder will display in the order by which they appear in the Candidate Inbox. Complete the actions listed.

Complete next steps

You can move the candidate into the next step in their journey by completing the following.

1. Select the status listed within the widget
2. Select the preferred next step, if listed for this status.
3. Choose the preferred new status.
4. Select Confirm to complete this action.

A completed status will briefly display at the bottom of this widget when the action is completed. The widget will then be removed from this list.

Send offer letter

If updating a candidate’s status results in sending an offer letter, then the offer letter will open in a slide-out drawer where you can update the necessary components and select Send Offer in the top right corner of the drawer.

Complete an employee form

If updating a candidate’s status results in having to complete an employee form, then the form will open in a slide-out drawer. Complete the form and then select Save in the bottom right corner of the drawer.

Approve or deny approval requests

When a job or offer approval request is sent, a job or offer approval task is added to the Recruiting Dashboard of all assigned approvers. The approval widget provides key details at a glance, including the job title, the name of the requestor, and the date the request was sent. Selecting the candidate’s name will open their candidate profile where you can view relevant candidate information, communicate with the candidate, and view any notes left on their profile.

You can take action on an approval request by following the steps below:

1. Select Review Offer Request or Review Job Request to open the approvals drawer.
2. Review the approval.
3. Select either Deny or Approve.

If you approve the request, the task is completed and removed from all dashboards.

If you choose to reject the request, the Deny Offer Approval or Deny Job Approval modal displays. Depending on your organization, you may be required to provide a reason before you can select Deny Approval. 

Schedule an interview

A scheduling widget will display when there are any manual scheduling requests. Selecting the candidate’s name will open their Candidate Profile where you can view relevant candidate information, communicate with the candidate, and view any notes left on their profile. 

1. Select Schedule to open a scheduling slide-out drawer.
2. Update the interview details as needed.
3. Select Schedule. 
4. The page will update and display an Interview Confirmed message. Select Done to finalize the task.

A completed status will briefly display at the bottom of this widget when the action is completed. The widget will then be removed from this list.

Update an interview

At times, a previously scheduled interview may need to be updated due to either you or the candidate declining the interview. Select the Update Interview button displayed at the bottom of the widget to open the Update Interview slide-out drawer.

From this drawer, you can then edit, reschedule, or cancel the interview.

Unanswered messages

Any messages that are unanswered in the Candidate Inbox, whether that is user-initiated conversations or candidate intents, will display as an action item in this section. Navigate to the following areas as needed:

• Open the Candidate Profile – Select the candidate’s name to view their Candidate Profile.
• Reply to the Message – Select the Reply button to respond to the candidate’s message. The conversation will then open in a modal where you can respond to the candidate. You also have the option of viewing the candidate’s profile by selecting the Show Profile button in the top right corner next to the x icon. Once you respond, the modal will close and the task will be completed.

A completed status will briefly display at the bottom of this widget when the action is completed. The widget will then be removed from this list.

No Response to Candidate

If you do not want to respond to the candidate, you can do so by following the steps below.

1. Select the Reply button within the Unread Message widget.
2. Select the x icon in the top right corner of the modal that opens.
3. A No Response to Candidate Message modal will then appear. Select Mark Task as Complete to complete this task without sending a response.

Task Creation Logic

An unanswered message task should appear in the dashboard for the below reasons:

• An intent was triggered from Configured Intent-Based Alerts.
• A candidate’s response was received for a message that the user sent to the candidate.
• Your AI Assistant does not respond within 5 minutes.

Olivia Assist

The right-hand section of the dashboard hosts the Olivia Assist solution, a 24/7 front-line customer support tool that is at your disposal. This section is where your AI Assistant can schedule interviews with candidates, manage jobs, and answer a variety of questions about the platform as whole. Click here to learn more.

Using Contextual AI?

If your company is utilizing Contextual AI, then you will gain access to an advanced version of Olivia Assist called Paradox Assist. While users will still have 24/7 support, your AI Assistant will have better-crafted responses and take more advanced actions than Olivia Assist. Click here to learn more about this enhanced version of Assist. 

View the Candidate Profile

By selecting a candidate’s name in the Alerts or Today’s Task sections, you can access their candidate profile that includes more details, such as all of their applications and associated campaigns, events, or talent communities.

Overview tab

The Overview tab provides a consolidated, at-a-glance view of a candidate's key information and history. Click here to learn more about this tab.

Applications tab

In the Applications tab, you can view all of a candidate’s applications. The multi-application selector displays if the candidate has applied to more than one job. Click here to learn more about this tab.

Campaigns tab

If you have access to Campaigns, then you can access the Campaigns tab. In the Campaigns tab, you can view all campaigns that have been sent to the candidate. Click here to learn more about this tab.

Events tab

If you have access to Events, then you can access the Events tab. In the Events tab, you can view all of the events that the candidate has been associated with. Click here to learn more about this tab.

Talent Community tab

If you have access to Talent Communities, then you can the Talent Community tab. In the Talent Community tab, you can view all of the talent communities that the candidate has been associated with. Click here to learn more about this tab.

Show / hide tasks and calendar

While the Today’s Task section houses all tasks that require necessary action, you do have the option to show or hide widgets in this section.

The options that display when the eye icon is clicked include:

• Action Needed (shown by default)
• Scheduling (shown by default)
• Unanswered Messages (shown by default)
• Show Calendar

When you have updated the selections and clicked Apply, then the Today’s Tasks section will update and display only the selections you made each time this dashboard is opened.

Show calendar

When Show Calendar is selected from the eye icon's menu, then your My Calendar will display below the Today’s Tasks section.

From here, you can view your week at a glimpse. Select Edit Calendar in the top right corner above your My Calendar to edit your availability.

Switch between calendars

You can switch between all of the calendars you have permission to in the Calendar section of the Dashboard. This includes My Calendar and different location calendars assigned to you.

To access a different calendar than the default one in your dashboard:

1. Select the title of the calendar to access the drop-down menu.
2. Select your preferred calendar from the drop-down menu.

The calendar then displays, where you can add availability and view the events on your calendar.

Completed tasks experience

When all tasks are completed, then the task bar will be completely filled in, a You don’t have any tasks! message will display in the middle of the dashboard, and confetti will fall.

Permissions

Users who have been given view or full access to the Candidate Inbox, Candidate Management, and Recruiting Dashboard permissions will be able to access the Recruiting Dashboard.