Transcription of CRM (old arch) shadowing

The first screen is empty, there is nothing on it. We will use it for Task Manager or dashboard.

Clicking on the magnifying glass icon, then selecting processes. Processes are the first thing they view, but they are too hidden.

It’s important that in the processes, all new changes are marked in green (as new), so in the morning, they can log in, check updates, and process those workflows.

Most often, updates throughout the day are new messages from candidates, they respond to something, and the status may also change.

Within the process, in the correspondence, it’s not very clear which messages are new and which have already been viewed, only the date can help distinguish between today’s and yesterday’s. The question is how to understand this throughout the day.

The icon near the candidate indicates that the candidate applied for the job themselves, otherwise, it’s the consultant who suggested the vacancy to them.

Check on the expert.

When there are no green rows in the processes, the red dot from the process menu disappears. This happens when all processes have been viewed.

Matching begins, you review the found vacancy and manually transfer the data from the vacancy to the CRM.

In the filters, they have pre-selected only the categories in which they specialize.

The second filter they use is by region, selecting all the German-speaking parts of Switzerland, while not selecting the Italian and French parts.

New vacancies are marked with a “New” badge.

Relevance is not very clear, it’s on the side of h28 (but it might be better not to use such a progress bar or describe it better).

Companies are duplicated. It is explained that they are added separately by those who create publications on Rocken.jobs and those who add companies when matching vacancies. Something can be done about this. They find the relevant company based on the completeness of the profile.

They look at the list of applicants filtered by their name (i.e., those they manage themselves). This filter is saved, it seems, even when you close the page.

They manually copy all the data from the company’s website.

When creating a vacancy, they select the working location. Here, you can choose Germany, somehow. They specify the city and the company’s address, then the default city/region.

Application by Download — this is when the company’s website, where the original vacancy is posted, has a button to submit an application, otherwise, profiles can be sent via email.

When creating a publication, they select categories from the list. But when adding skills, they use the search. It’s hard because to select from the list, you need to always know what and in which category something might be, so it’s easier to search in any case.

For example, Visual Basic is VBA, which is impossible to find if you don’t know it (although they are usually experts in their domain, so this is worth remembering).

A new publication typically adds one hard skill and two soft skills by default.

The requirements for the candidate and qualifications are simply copied as text from the job vacancy website.

On the candidate list page, candidates are marked as active, and there’s also a “Rockentalent” badge (this means there’s a profile on Rocken).

They often use a radius filter when searching for candidates for a vacancy. It’s important that it’s not too far for the person to travel to the office, as companies might not be interested or it might not be cost-effective. (50 km is the basic maximum).

After adding a vacancy to the system from an external site, they start searching for suitable candidates.

They also use the category filter to narrow the search (you can automate candidate suggestions for vacancies, but it’s important to remember that different recruiters have different approaches).

After narrowing the search, they review the candidate page; it’s more convenient to view it not through the CRM but via profile preview. There, they search for matches, particularly in skills.

On the candidate’s page in the CRM, you can see all the applications of the candidate in the system. This candidate had a process with this company, so you need to check how their communication ended. If nothing serious, the candidate can be proposed.

From the vacancy page (in the CRM), they send the candidate proposal. The candidate can be selected by either ID or name.

You can suggest several candidates for a vacancy at once.

You can choose not to send an email or send a notification to the candidate after logging in.

There are also limits on the number of emails that can be sent (it seems more than two per day is not allowed). But the problem is no one knows if the limit has been reached before sending. However, there is an option to ignore this limit.

On the candidate’s page, you can see vacancies that might suit them.

Professional search — these are the processes related to this candidate.

They have bookmarks in the browser for pages with typical search queries or filter sets and company pages they work with.

On the company page, there are also suitable candidates.

Shows how statuses work in processes. The issue with the 3rd interview — there can be more than three interviews, which happens rarely (but a live example was found right away). They solve it by sticking with the 3rd status and managing everything manually from there.

Talks about the “On Hold” badge (on the “offered” status), meaning no one can handle this candidate until the candidate or company makes a decision. This block is removed after the decision is made.

Shows notifications — they never use them.