You can benefit from segmenting multiple features by department and/or location in order to efficiently manage key aspects of the hiring process. You will find this useful not only during the setup of your account but at any time you wish to reorganize your content.
After adding a department to your account you can arrange the following to work by department and/or location:
- Interview kits
Make certain sets of interview questions available based on a job's specific department/location. Adjust this when editing a kit in the Templates settings.
- Email templates
Make sure that the right communication style is used by all team members by making only certain templates available for them based on department/location. Adjust this when editing an email in the Templates settings.
- Offer letter templates
Reduce confusion and avoid miscommunication among members of your hiring teams when sending an offer by limiting what's available based on a job's department/location. Adjust this when editing an offer in the Templates settings.
- Hiring team user assignment
Save time by having the right users recommended for the right jobs. Assign to one or more departments/locations when editing or inviting a user in the Account Members settings. Check here for more details.
- Custom pipelines
Avoid mistakes and make choosing the right pipeline easy for your colleagues when creating a new job, especially if your account has multiple custom pipelines. Segmenting by department and/or location will allow your account members to only select custom pipelines that match the department and/or location of the job they are creating. Adjust this in the Workflow settings by clicking the Edit button above a pipeline.
- Requisition approval workflows
Users of Hiring Plan can ensure that the right approval workflow is matched to a requisition based on the department and/or location of the req. If no department or location is set, the default approval workflow will be selected. Adjust this in the Hiring Plan settings.
Segmentation rules and examples
If you've created sub-departments you can segment features based on any level of department.
When segmenting anything by a department, permissions for all its sub-departments are granted.
Consider this department structure:
Segmenting an email template (or any other feature) for the “Advertising” department, makes that template available for all jobs under Advertising, Digital Advertising and Print Advertising.
Following the same logic, if you were to assign an account member to a Hiring Manager role for the Digital Advertising department, then that user would only be a Hiring Manager for that specific department because there are no further sub-departments.
Set a broad location to make the template available for jobs in a big region. The location could be set to “Canada” and the template will be available to jobs in Canada, even though the job itself is likely to be in a specific office (e.g. “Vancouver, Canada”).
Leaving department or location blank
- If either the department or location field is blank then the feature/setting can be available for any department or location respectively. E.g. an email template with a blank department with a “Boston, MA” location would mean that the template is available for all departments, but the job must be in Boston.
- If you create a job without a department or location then you will only be able to select templates without a department or location respectively.
- If both the department and location fields are left blank then the feature/setting will be available for all jobs, with one exception for user permissions. If a user role should apply for both all departments and all locations, type "Any department" and "Any location" into the respective fields.
Example: Setting up a user
To put everything together, consider this example where an account member's settings are being adjusted:
This user is assigned to the Engineering department (and any sub-departments therein) as a Hiring Manager. No location is set which means that no matter where an Engineering job is located, the user is recommended to be a Hiring Manager.
The user is also set up as a Standard Member for jobs in the Operations and Sales departments that are located in Canada. For jobs under those departments at any office location in Canada, the user is recommended to be a Standard Member.