Do you want to create your first recruitment project? Your recruitment project created in the system defines the specifications of recruitment and functions as a folder, where all the applications submitted by candidates applying for this particular job will be saved.

Read the below article to learn how to create a new recruitment project in the eRecruiter system step by step.

In order to create a new recruitment project, click the “+ Add project” button located on the top bar of the eRecruiter menu. After you click this button, you will see a panel enabling you to create a new recruitment project in two ways, i.e. by creating a new project from scratch or copying an existing project.

In order to create a new recruitment project from scratch, click the “+ Create new project” button located on the left.

After you click the “+ Create new project” button, a new window will be displayed.

In the case of a Pro Premium or Pro Plus system version, you will be able to choose between a standard or multi recruitment.

Enter key details of the recruitment project being created:

Position name

Position name is the name that will be displayed in the list of recruitment projects in the system.

Note! Remember that the name of the recruitment project will be visible to the candidates in the application form, so it should be coherent with the position name mentioned in the job ad.

Department

Select an appropriate department or departments of your company that the recruitment project being created is assigned to. Departments are displayed to the candidate only when a question regarding the department is added to the application form.

ID

You can enter the reference number or any other ID of a given recruitment project. Remember that this piece of information will be displayed to candidates. This field is not mandatory.

City

In this field enter the location of the place of work on a given position. This piece of information will not be displayed to candidates and the field is not mandatory.

Recruitment language

You can change the language of your recruitment project, but remember it will be the same as the language of the application form attached to a given recruitment project. Therefore the list of available application forms will depend on the chosen language.

Vacancies

Specify the number of candidates you seek for this position.

Partnership

Field available in the Pro Premium system version, allowing you to select the partnership related to the recruitment.

Attachments

You can add your own attachments to the recruitment project, up to 10 files in total. You can later download the files by going to the recruitment preview.

Enter data that you can use for reporting purposes only or choose to display it on the application form for candidates.

IMPORTANT! This section is available only to users with the following roles: Administrator, Recruiter, Recruiter Mini. It cannot be edited by users with the User Plus role.

In eRecruiter, you can comply with legal requirements and adjust how you communicate salary information according to your organization’s needs. You decide whether candidates will receive information about the proposed salary already at the stage of completing the application form. Simply fill in the appropriate fields when creating a recruitment project.

In the “Salary Information” section, use the “+Add salary information” button. This will display the fields “Proposed salary” and “Currency.” These fields were previously located in the “Data analysis” tab and still serve for collecting reporting data.

Completing this section does not automatically display the information to candidates.
To make it visible, switch on the “Show salary information to candidates” option, located above the data entry fields.

Enabling the “Show salary information to candidates” option will make the data entered in the “Salary Information” section visible on the application form. The salary information that the candidate viewed when submitting their application will also be visible in their candidate profile history.

The next step of creating a new recruitment project is completing the “Candidate form” tab.

In this tab the default form or the most recently used form is selected. You can also select another already created form from the list. In order to preview the form, click “Form preview” — you will be able to view the questions added to this form.

Note! The Personal data section is a mandatory element of each set of questions and cannot be removed.

In order to add a question to the question set use the “+Add a question” button and then search for the item in the Question Library. All you need to do is to type a name of the question or its content. Pick one of the results and click "+" button.

TIP: The Question Library is a useful place in the system. This is where you can create new questions to be used in application forms.

To remove a question, just click the trash icon next to the selected item.

TIP: You can freely change the order of the questions by dragging the items to the place of your choice.

The recruiter can indicate, when creating or editing a form, which answer(s) to a question are preferred in terms of the desired candidate profile. If the candidate gives this answer in the recruitment form, the information will be saved in a new filter (which the recruiter can use to search for candidates) called “Preferred answer” and will be added to the AI Preselection matching.

This feature is enabled by default for all system users who can edit recruitment questions.

The feature can be used when creating a new recruitment project → “Candidate form” tab → edit question (pencil icon). It is also possible to add a preferred answer in an existing recruitment project. To do so, go to the recruitment project edit view and open the “Candidate form” tab.

After clicking the pencil icon next to a given question, a new window will open where you can select the “Preferred answer” option:

After selecting this option, a checkbox will appear under each answer. This box should be ticked if the above answer is preferred by the recruiter. You can select any number of preferred answers for each question, regardless of whether it is a single-choice or multiple-choice question.

TIP: Candidates who have provided preferred answers will appear in the applications list after applying the “Preferred answer” filter. For a candidate to appear in the search results list, it is enough for them to select one (or more) of the preferred answers. Example: if the recruiter marks 3 answers as preferred in a multiple-choice question, the candidate only needs to select 1 of them for the filter to show them in the search results.

Note: The feature currently works for the following question types:

In the next step complete the “Clauses and consents” section. You can define the data processing time, but remember that the processing time defined for the entire company will be set by default. Next select clauses and consents for a given recruitment project. Here you will find the most recently created (if no clauses or consents have been used so far) or the most recently selected clauses and consents.

Note! Although you can activate your project without clauses, we recommend that you add them to ensure compliance with the applicable law.

The next section that you can complete is the "Layout" section, where you can set the graphic template of the application form. Remember that its availability depends on whether you have custom templates.

If you are not using custom templates, you can decide below whether the application form should be two-step or remain in its current version.

Additionally, in this section you can also enable or disable the Simple Apply feature, which streamlines the application process for candidates sourced from Pracuj.pl.

In the "Tracking kodes" section, you can select a tracking code from the list of codes added by the system Administrator in the settings.

In the next step, complete the “Process stages” tab.

Here you can select the stages needed in this recruitment project. You can add stages by clicking the “Add stage” button. Stages with a thrash can icon can be deleted and retrieved later by clicking the “Add stage” button.

TIP: Your recruitment processes may differ for each position type. You can change the order of individual recruitment stages depending on the needs of a given position. Simply click and hold down the left mouse button over the selected stage and drag it to the place of your choice.

Additionally, in the case of the “New” stage, you can select the “thank you” message sent to the candidate in response to the submitted application. A standard system “thank you” message will be set by default; you can select your custom message template or no message at all from the drop-down menu.

If you are creating your first recruitment project, default stages will be displayed here. When you create subsequent projects, you will see here the stages you selected for the most recently created project.

In the next step, you can complete the “Team” tab.

You decide which members of your team will be assigned to this recruitment project. As the creator of the project, you will be identified as the Project Owner. You can add or delete team members, as well as define the frequency of notifications sent to individual recruiters.

TIP: You can change the project owner upon the creation and during your recruitment project by editing the project.

Next, there is the “Data analysis” tab.

Here you can add extra information about the recruitment project being created. Such information will be used for the purposes of recruitment process data reporting. The default options for “Recruitment type” and “Reason” fields are “External” and “New position” accordingly.

TIP: The account administrator can make the selected fields from the “Data analysis” tab mandatory. To this end, contact your eRecruiter consultant.

The mandatory fields in this tab can be used for effective reporting. Remember that the more mandatory fields, the longer the process of creating the recruitment project, while a failure to complete the mandatory fields makes it impossible to activate the recruitment project. That is why you should define only those fields that are always and absolutely necessary as mandatory, while it should be possible to complete the remaining fields later, e.g. after a given recruitment project is activated.

The last tab you will see is titled “Marketplace Integrations”.

In the top section of the tab, you will see integrated extras and you can choose the one to be activated for this particular recruitment project. If a given partner is defined for all recruitment projects in the eRecruiter settings, it will not be possible to disable such a partner in this tab.

In the bottom section, you will see the available extras that are not integrated with the system in your company.

If you are working with the Pro Premium or Pro Plus system version, the settings made by the Administrator will be applied to all companies.

Your new recruitment project is ready!

To complete the process of creating a new project, click the “Activate project” button located in the top right corner of the screen. You will see a screen, where you can select the method of sharing the project by generating links or creating a job ad.