How can I receive applications from recruitment agencies?

Are you working with one or more HR service providers and want the applications they submit to flow directly into your d.vinci system? No problem.
Distinguishing applications submitted by HR service providers from regular applications can be important for various reasons.

Reasons for marking applications submitted by service providers

• Legal reasons: The HR service provider gives consent on behalf of the applicant.
• The advertised position might be confidential and should not appear on regular job portals.
• The job posting might have different content than regular job postings.
• Communication does not occur directly with the applicant but through the HR service provider.

Options for processing these applications

• Applications from HR service providers can be marked with the special designation PD: Personnel Service Provider. This allows you to identify such applications at a glance and filter or search for them.
• Additionally, you can specify an email address of the HR service provider. Correspondence will then be sent to the HR service provider instead of the applicant, even if an applicant's email address is provided.
• A custom confirmation email can be generated for applications submitted via the HR service provider's job portal.

You can configure these settings manually if you receive only a few applications from HR service providers.
Alternatively, you can create job portals specifically for HR service providers if you receive many applications through them.

Manually mark applications from HR service providers

Follow these steps:

1. Create an application and save it. The application with the open tab Data will be displayed.
2. Click on the pencil icon in the section Person. An input form will be displayed.
3. Select the option HRP: HR Service Provider in the field Special Characteristic and save the change.
4. Click on the pencil icon in the Application section. An input form will be displayed.
5. Enter a valid email address of the personnel service provider in the field Email Address of HR Service Provider and save the change. 

When sending correspondence, this address will be used as the recipient instead of the applicant's email address, if available.

Automatically mark applications from HR service providers via HR service provider job portal

If you frequently receive many applications from HR service providers, post confidential positions, or use alternative publication texts, you can create a job portal exclusively for HR service providers.

• You can configure access to this portal to be restricted to selected HR service providers.
• You can prevent job advertisements on this portal from being served by search engines.
• You can configure applications submitted through this portal to automatically receive the PD designation.
• You can configure the portal to require the HR service provider's email address during the application process.
• If you use the Candidate Experience Module, you can offer your HR service providers the option to submit applications conveniently via CV parsing.

Follow these steps:

1. Create a publication channel for HR service providers.
   • Select On in the Default Value field if the channel should always be activated for job publications. Select No if you want to manually activate the publication channel for each new posting.
2. Create an application form for HR service providers.
   • In the Form tab, select Optional or Hidden for the Email Address field if the applicant's email address is not required or optional.
   • In the same tab, select Mandatory for the field Email Address of the HR Service Provider and save the changes.
   • Open the Data tab and click the edit icon   in the Confirmation Email section to create a custom confirmation email.
3. Create a job list for visual representation.
4. Create a job portal for HR service providers.
   • Select the previously created publication channel in the Publication Channel field.
   • Select Yes in the Fixed Application Form field.
   • Select the previously created application form in the Application Form field.
   • Select PD: Personnel Service Provider in the Special Designation field.
   • Optionally, enter the IP addresses of all HR service providers who should have access to this portal in the IP Access Rules field. Access from unauthorized IPs will be blocked.
   • Optionally, enter the value <META NAME="ROBOTS" CONTENT="NOINDEX,FOLLOW"> in the Additional Header field. This instructs search engines not to index this page or display it in search results.
   • Integrate the job list you created in step 3 into the new HR service provider job portal to display it there. Learn more here: Display job list in the job portal.
5. After creating the job portal, copy the URL from the section Properties and send it to your HR service providers.
6. Open any job opening with a publication that should be displayed on the HR service provider job portal and activate the publication channel.

Note  
HR Service Providers can access the application portal via the provided URL and will only see job publications that have been published through the specified job publication channel. There, they can open a suitable job publication and submit applications to the system using the Apply button.

Select message recipients

When working with HR service providers, you can choose who should receive your message: the applicant, the HR service provider, or both (Cc). A prerequisite is that staffing agencies have entered their own email address and the applicants.

Warning 
If you select multiple applications for a status change, your messages will automatically be sent to the HR service providers if they are listed in the applications; otherwise, they will be sent to the applicants.
Follow these steps: 

1. Perform a status change.
2. Select the correspondence template you want to send.
3. Choose Applicant, HR Service Provider, or Applicant and HR Service Provider (Cc) as the recipient.
4. Continue with the status change.