Content

General info

This story outlines the implementation of customized email templates for confirming interview appointments. The emails will include placeholders for essential details and ensure that both candidates and internal employees have the required information in the preferred language.

User story

As a RockenTalent user
I want to receive a customized email template after booking an interview
So that I have all the necessary details for the appointment

Visual design:

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Content

General info

To streamline the interview management process, this story focuses on automating the creation of CRM notes and calendar entries for each booked appointment. It helps in keeping track of all interview activities within the CRM for better management and communication.

User story

As a CRM administrator
I want notes and calendar entries to be automatically created for each booked appointment
So that all relevant information is accurately recorded and tracked

Visual design:

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Content

General info

This user story involves integrating Microsoft Bookings with the CRM to ensure that all appointment bookings and updates are automatically synchronized. This automation helps keep CRM profiles up-to-date and ensures that employees are well-prepared for each interview.

https://learn.microsoft.com/en-us/graph/booking-concept-overview

User story

As a CRM user
I want Microsoft Bookings to be integrated with the CRM via API
So that appointments are automatically updated in the CRM profiles and calendars

Visual design:

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Content

General info

Upon submitting the interview form, a pop-up will guide the candidate through the next steps and allow them to select a date and time for their interview using Microsoft Bookings. This ensures that candidates have a clear understanding of the interview process and can easily proceed with booking.

User story

As a candidate submitting the interview form
I want a pop-up to appear with the next steps
So that I can understand the process and book a suitable time for my interview

Visual design:

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Content

General info

This epic focuses on integrating Microsoft Bookings with RockenTalent’s onboarding process to streamline interview scheduling between candidates and internal employees. The goal is to make the process intuitive and efficient, allowing candidates to easily select a convenient interview slot while automatically updating CRM and Outlook calendars for internal employees. This implementation will include API integration, automated calendar entries, and note creation in the CRM, along with a customized email template for appointment confirmations.

Initial request for the task:

Problem:

To get people on to our plattform, recruiters schedule Microsoft Teams Meetings with the applicants, to finish their profile and explain how our platform is working.

Therefore, they go through their applicants with status “Interview”, to see which candidates have filled out our Online-Interview questions. They call them an schedule the interview.

However, they afterwards have candidates that have already scheduled an interview via teams and candidates that still need to get a teams call scheduled with the status “interview”.

This makes it very time consuming for recruiters to find candidates they have to schedule a teams meeting with.

Solution:

Add a new Status for Applicants (German: Terminiert / English: Scheduled).

The Recruiters will set that status after they scheduled a meeting.

Enabling them to search for people that still need to get a teams call scheduled.

Task:

Add a status German: Terminiert / English: Scheduled in the Profiles, which will be automatically set for the profiles after status Interview (only) when the Recruiter sets up an interview for a call using

RT-4170
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Получение подробных данных проблемы…
СТАТУС

Switching to another status (supposedly Rejection or Active) afterwards happens manually.

Deliverable:

Setting up a meeting for Profiles in status Interview switches it to status Terminiert / Scheduled. Switching to the next status is a manual action.

[Profile] Implementation of Microsoft Bookings for Initial Interview Appointments with Internal Employees (RockenTalent Onboarding):

Implement Microsoft Bookings to manage initial interview appointments for RockenTalent onboarding. This allows all employees to offer available times and candidates to easily book them. Microsoft Bookings should be configured with Outlook to show directly available times and automatically create a note in the candidate’s profile in the CRM. Standard bookings should be possible between 08:00 and 17:00, with times being individually adjustable. Additionally, appointments should automatically be entered in the CRM calendar of the internal employees and in the candidate’s calendar. The title of the entry should be: "Onboarding | Rocken® | mit (deutsch) with (English) Employee Name".

A pop-up should appear as soon as the candidate submits the interview form, explaining the next steps and allowing them to select a date and time. After selecting the date and time, the candidate should be directed to a page with three example vacancies. The onboarding session should be configured to last 30 minutes.

Tasks:

1. Design A Page in the Interview, where a Interviewtime can be chosen, using Microsoft bookings

   1. Slot is 30 Minutes

   2. Create a pop-up that appears as soon as the candidate submits the interview form.

   3. The pop-up should explain the next steps and allow the candidate to select a date and time for the interview via Microsoft Bookings,

   4. After selecting the date and time, redirect the candidate to the last interview page with three example vacancies.

2. API Integration with CRM

• Connect Microsoft Bookings to the CRM via API. (https://learn.microsoft.com/en-us/graph/booking-concept-overview )

• Ensure appointment details are automatically synced with the CRM profiles and outlook account of of the respective employee.

  • Using the email from their CRM account

3. Automate CRM Notes and Calendar Entries

   1. Implement a function that automatically creates a note in the candidate’s profile in the CRM for each appointment booking.

   2. Ensure the note contains relevant information such as date, time, and type of interview.

   3. Implement the automatic creation of calendar entries in the CRM calendar (Taskmanager) of internal employees.

   4. Ensure the calendar entry title is: "Onboarding | Rocken® | mit (deutsch) with (English) Employee Name".

4. Email Template

   1. This Email Template should be used for the Outlook Entry:

      1. English:https://mc.sendgrid.com/dynamic-templates/d-56dbc027bcbd4fd2b57212d49040b7ce/version/e3caf890-904c-4a70-a946-40668dbbb555/editor

      2. German: https://mc.sendgrid.com/dynamic-templates/d-dc328b129c2046d99922fd93ce8e92f0/version/88634224-a450-4848-895f-909f08d54948/editor

   2. Please add the correct placeholders to the Emailtemplate:

      1. Date / Datum

      2. Time / Uhrzeit

      3. MS-Teams Link

Epic ticket:

User stories

• Story 2.2.10.1. RT. Profile. Design Interview Scheduling Page with Microsoft Bookings
• Story 2.2.10.2. RT. Profile. Pop-up Implementation for Interview Scheduling
• Story 2.2.10.3. API Integration of Microsoft Bookings with CRM
• Story 2.2.10.4. RT. Profile. Automate CRM Notes and Calendar Entries
• Story 2.2.10.5. RT. Profile. Customized Email Template for Interview Confirmation
• Story 2.2.10.6. RT. Profile. Automatic Status Update to "Scheduled" After Microsoft Teams Interview Setup
• Story 2.2.10.7. RT. Profile. Search Functionality for Candidates Needing a Teams Meeting
• Story 2.2.10.8. RT. Profile. Manual Override for Status Change in Candidate Profiles
• Story 2.2.10.9. RT. Profile. Notification System for Scheduled Interviews

Visual design

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Content

General info

The interview scheduling page allows candidates to choose available time slots for their interviews using Microsoft Bookings. The slots are integrated with the employee’s Outlook calendar and reflect availability based on their settings. This ensures a seamless booking experience for candidates and keeps all parties informed.

User story

As a candidate using RockenTalent
I want to see a page with available interview slots
So that I can easily book a convenient interview time

Visual design:

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Priority 1: Critical Functional Changes & System Adjustments

1. “Guarantee” and “Remuneration” cannot be edited at the moment, but we need this functionality.

2. “Work History” should display the number of years of experience to date and what the person wants to do.

3. Merge “Idea for Collaboration,” “No-Go’s,” “Particular Needs,” and “Process” into a single “Additional Notes” form or add them separately as needed.

4. Add language selection to the order.

5. If you need to update something on the page, you need to find it in the edit mode. Add the ability to quick edit directly on the page.

6. The “Matching” tab is not considered effective because people work in two windows and always have candidates open for certain requests.

7. All processes associated with this company should be linked in the processes view.

8. On the vacancy page, show the percentage of rejected vacancies for this company, and ideally, display the reason for these rejections.

Priority 2: Structural and Organizational Changes

1. By default, display the link, login, and password for the company.

2. The sales manager field should default to the current account.

3. “Technology” essentially means hard skills—what the company does and what technologies it uses. Replace the name of this field.

4. There should be a function to hide the salary.

5. Team size should have a default value when it is unknown.

6. Categories – there should never be more than 3 categories. Usually, it ends up being something like “Java”. There is no need to add duplicate or similar categories.

7. The most important feature on the vacancy page is the “Processes” tab – used daily.

8. The “Processes” page is also popular and often used for matching.

Priority 3: User Experience & Usability Improvements

1. Removing modal windows upon order creation.

2. The search for companies should match the exact starting letters.

3. “Important Human” is a placeholder for soft skills.

4. Change status immediately from “New” to “Active”.

5. The rocket icon indicates sending a request to the candidate or initiating a process with the candidate.

6. Clarify the checkboxes during the process creation – “Don’t send” and “Emphasize email” contradict each other.

7. In the email, emphasize the text added during the process creation in the special text area.

8. Display all orders by company name when creating a process.

9. In chat, separate read and unread messages, completed and ongoing conversations.

10. On the order page, clarify how to write or communicate with the team.

11. There are separate order chats and process chats. Orders involve communication with the team, while processes involve communication with the candidate.

12. The most important information is the vacancy description on the vacancy page. Move the vacancy description higher.

13. Ability to write messages without the candidate seeing them.

Priority 4: Process Optimization & Workflow

1. “Idea for Collaboration” – how they want to communicate with us.

2. Timeline on the vacancy page – what is it and how to use it? Order deadline.

3. People usually search for processes by company name, while processes within a tab are viewed less frequently. Understand how to use this feature.

Preview Section Adjustments (For Later Consideration)

1. Choose the team, select a recruiter.

2. It would be good to select the recruiter category first, which can be derived from the order’s category.

3. Status should default to “In Progress”.

4. Replace status with “Active”.

5. An order can have multiple vacancies.

6. You can create a vacancy and publication from the preview.

7. Too much scrolling; hide unnecessary information using an accordion structure.

Next Steps in Vacancy Creation Adjustments (For Later Consideration)

1. Order field should provide better suggestions when searching for an order.

2. Industry suggestions should come from the company.

3. Why duplicate order information in the vacancy?

4. Make CRM more general, applicable to all professional categories without focusing only on IT.

5. Location suggestions from Google Maps – a good idea.

6. “Full-Time” and “Permanent” are essentially the same.

7. Education selection has too many options. For example, those with a Bachelor’s often have a Master’s. Automate dependencies. Consider a better hierarchy.

8. Workload, permanent, and full-time should be grouped together, and workload should be discrete.

9. Do we need age in the vacancy? Should we show it, and is there a need to filter people based on age?

10. Category field.

11. Introduction should include a video preview so people don’t leave the vacancy page and can view information about the company directly.

12. You can have multiple orders or vacancies within an order, but the skills will always be the same. Pull skills from the original order into the vacancy.

13. Upon order creation, then the status changes.

14. Too many slides/steps in the creation process; make it as short as possible.

15. Change status immediately from “New” to “Active”.

Content

General info

The purpose of this feature is to gather information on why candidates choose to deactivate their Rocken Talent profiles. The deactivation process is designed to be a two-step process with specific questions to better understand the reasons behind their decision. The aim is to collect feedback that will help Rocken Talent optimize its platform.

German:

Subtitle:

Teilen Sie uns bitter mit, weshalb Sie Ihr Rocken Talent Profil deaktivieren möchten. Gerne werden wir unseren Service mit Ihrer Hilfe optimieren.

Options:

1. Job gefunden:

• a. Vollzeitstelle

  • i. Bei welcher Firma haben Sie die Vollzeitstelle gefunden? (Textbox)

• b. Teilzeitstelle

  • i. Bei welcher Firma haben Sie die Teilzeitstelle gefunden? (Textbox)

• c. Freiberufliche Tätigkeit

  • i. Bei welcher Firma haben Sie die freiberufliche Tätigkeit gefunden? (Textbox)

• d. Projektarbeit

  • i. Bei welcher Firma haben Sie das Projekt gefunden? (Textbox)

• e. Sonstiger Grund (bitte spezifizieren) (Textbox)

2. Zurzeit nicht auf Jobsuche:

• a. In einem aktuellen Arbeitsverhältnis

• b. In Elternzeit

• c. In Bildung/Weiterbildung

• d. Sonstiger Grund (bitte spezifizieren) (Textbox)

3. Unzufrieden mit dem aktuellen Service:

• a. Unzufrieden mit den angebotenen Positionen

• b. Kommunikationsprobleme

• c. Mangelnde Transparenz

• d. Sonstiger Grund (bitte spezifizieren) (Textbox)

4. Umzug/Standortwechsel:

• a. Umzug in eine andere Stadt/Region

• b. Standortwechsel aus persönlichen Gründen

• c. Sonstiger Grund (bitte spezifizieren) (Textbox)

5. Berufswechsel:

• a. Wechsel in eine andere Branche

• b. Neuausrichtung der beruflichen Ziele

• c. Sonstiger Grund (bitte spezifizieren) (Textbox)

6. Sonstige Gründe:

• a. Persönliche Gründe

• b. Gesundheitsprobleme

• d. Sonstiger Grund (bitte spezifizieren) (Textbox)

The “Cancel”/”OK” buttons are to be available at the end like in the current version.

User story

As a Rocken Talent user
I want to see a structured two-step modal when deactivating my profile
So that Rocken Talent can gather feedback about the reason for deactivation

Visual design:

https://www.figma.com/design/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?node-id=46519-10131&t=MXcb7w9sIMPfjTzn-4

Content

General info

The CRM system should be updated to integrate the "Preferred Way of Communication" field from Rocken Talent. This allows CRM users, such as employees and consultants, to view the candidate’s communication preferences and communicate with them using their preferred methods.

User story

As a CRM user
I want to see and use the candidate’s preferred communication method
So that I can communicate with them in the most effective and preferred manner.

Visual design:

https://www.figma.com/design/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?node-id=45500-310142&t=Uo3e2LrdMgIfciWo-4 (maybe design should be changed to a profile page)

Content

General info

Epic ticket:

User stories

• Story 2.2.7.1. RT. Profile. Settings. Main Tab Settings
• Story 2.2.7.2. RT. Profile. Settings. Sign in and security
• Story 2.2.7.3. RT. Profile. Settings. Sessions
• Story 2.2.7.4. RT. Profile settings. "Preferred Way of Communication" Field
• Story 2.2.7.5. RT. Profile settings. Account Deactivation Process – Modal with Reasons
• Story 2.2.7.6. RT. Profile settings. Email notifications
• Story 2.2.7.7. RT. Profile. Settings. Nationalities and country residency

Visual design

https://www.figma.com/design/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?node-id=45943-151410&t=kmBkGjoOkDxLqtap-4