Content

Epics

• Epic 1.2.1. Vacancy list
• Epic 1.2.2. Vacancy view mode
• Epic 1.2.3. CRM. Vacancy edit mode
• Epic 1.2.4. Vacancy referral program
• Epic 1.2.5. CRM. Vacancy. Short and long list of candidates
• Epic 1.2.6. CRM. Vacancy industry inheritance
• Epic 1.2.7. CRM. Vacancy creation mode

Content

Flow

1. Sales manager creates the order. Most of the settings are inherited from the created company. Create order.

2. Notification is sent to the business manager.

3. Business manager assigns a consultant from their department/unit.

4. Business manager assigns a recruiter from another department. Save.

5. Notifications to recruiter and consultant “You have a new order“.

6. Consultant or business manager creates vacancy. Most of the settings are inherited from the created order. It is visible for CRM users and for “Talent candidates”.

7. Each vacancy has publications (it can be even 600 publications for one vacancy). Publications mostly show as a new vacancy on the site or as an A/B test. Only recruiter can create publications.

8. Talend candidates can apply for the vacancy from rocken.jobs website. It is named “Applications”. Candidate who applies to the vacancy is named as “applicant”.

9. Create a process if an applicant is good. Attach applicant to vacancy (match vacancy - candidate).

10. Applicant becomes a candidate.

11. Sent interview if need some additional data. Candidate should fill out the information in several steps.

12. In case the candidate is not suitable manager can reject it (send it to rocken talent). It can be even rejected with a silent ban.

Other details:

1. Vacancies can’t be without orders.

2. Publication can be without vacancy and order (mostly for internal hires).

Content

General info

The Create Process feature in the CRM allows users to initiate and manage the recruitment and hiring process for candidates. This functionality is accessible from various locations within the CRM, providing flexibility and convenience. Users can start a new process from the following places:

• Processes list on top

• Application list, for each item

• Application list in collapsed block

• On profile list, for each item

• On profile page, vacancies matching tab, for each vacancy

• On vacancy list, for each vacancy

• On vacancy page, matching tab, for each candidate

• On vacancy page, candidates tab, for each candidate

Start process

1. Rocken talent candidates can receive a vacancy suggestion to agree to start a discussion in chat/chatbot (start process) or refuse it.

2. Rocken talent candidates can find the vacancy by their on and start the process (the same as agree start the process from the suggestion).

3. Rocken talent candidates can receive a vacancy suggestion by email with the ability to apply or reject it.

The company also receive the following letter (apply or reject candidate):

If the company applies the candidate we start the flow of process (interview 1, 2, 3, trial day, offered, rocked).

User stories

• Story 1.6.1.1. CRM. Create process in CRM
• Story 1.6.1.2. Match Vacancies and Candidates for Process Creation

General info

This epic focuses on implementing a comprehensive role management system within the CRM to streamline user responsibilities, permissions, and workflows. The system will categorize roles based on business units, divisions, and positions, ensuring clarity in role assignment and operational structure. This feature aims to provide flexibility in managing team responsibilities, improving task delegation, and maintaining secure access to sensitive information.

Epic ticket:

RT-6816

Key Features:

1. Role Definitions:

   • Define roles across various categories like Developer, Administration, Marketing, Owner, Business Management, Consultancy, Sales, Recruiting, Customer Support, and Content Management.

   • Include specialized positions such as Project Manager, Business Analyst, Account Manager, and more, under specific roles.

2. Business Unit Association:

   • Link each role to a business unit for better alignment with organizational structure.

   • Allow filtering by business units to manage tasks effectively.

3. Division-Level Hierarchy:

   • Establish a clear division-level hierarchy for roles requiring multi-tiered management, such as Head of Division and BU Selector.

   • Define divisions for cross-functional operations.

4. Position-Specific Access:

   • Assign permissions based on positions, ensuring employees access only the data and functionality relevant to their roles.

5. Role Customization:

   • Allow admins to customize roles for unique organizational needs, ensuring flexibility in team management.

6. Role-Based Permissions:

   • Integrate permissions with roles to automate access levels across the CRM.

7. Search and Filtering Options:

   • Enable search by role, division, or business unit for streamlined navigation.

8. Reporting and Analytics:

   • Provide insights into role performance, task assignments, and workload distribution for better decision-making.

This epic will enhance collaboration, secure data access, and promote transparency across the organization. By clearly defining roles and responsibilities, teams will achieve higher productivity and better alignment with business goals.

case Admin = 'admin';
case Candidate = 'candidate';
case CompanyOwner = 'company_owner';
case CompanyStaff = 'company_staff';
case Consultant = 'consultant';
case DivisionHead = 'division_head';
case MarketingManager = 'marketing_manager';
case BusinessManager = 'business_manager';
case ContentManager = 'content_manager';
case Recruiter = 'recruiter';
case SalesManager = 'sales_manager';
case RecruitingHead = 'recruiting_head';
case CustomerSupport = 'customer_support';

case Bot = 'bot';
case Cms = 'cms';

Short description of roles:

1. Admin – full access to the system, can edit any data.

2. (to do) Developer – full access to the system, can’t create, edit, or delete any data.

3. Candidate – user who applies to a vacancy, has their own profile in RT.

4. (to do) Company Owner – for company login, responsible for all company staff.

5. Company Staff – SPOC (single point of contact)

6. Consultant – creates vacancies, works with processes, reports to the business manager in business unit.

7. Head of Division – manager responsible for small group candidates

8. Marketing Manager – can see analytical information, can’t edit anything.

9. Business Manager – head of the consultant department, responsible for candidates, division, and sales managers.

10. Content Manager – can edit texts of vacancies and publications

11. Recruiter – create publications and work with applications, not included in any units.

12. Sales Manager (account manager) – working directly with the companies, creates orders.

13. Head of Recruiting – has access to all candidates and can manage all recruiters.

14. Customer Support – responsible for rejected applicants.

Bot – create some automation activities.

Cms – access from/to rocken.jobs

User stories

• Story 1.0.2.1. CRM. Admin role
• Story 1.0.2.2. CRM. Developer role
• Story 1.0.2.3. CRM. Candidate role
• Story 1.0.2.13. CRM. Head of Recruiting role

Visual design / Charts

https://lucid.app/lucidchart/f79ebdd4-9c39-4499-be10-52afdc913d97/edit?invitationId=inv_6d38d26b-1f3c-42ef-ac6c-e1cc3918fb7e&referringApp=slack&page=0_0# 

Positions and units: https://lucid.app/lucidchart/56aba7f9-9d36-432f-93c5-8bde679f5ffc/edit?invitationId=inv_3622b23f-f72b-402f-8918-0b7e1b1367ac&page=0_0#

BI: https://lucid.app/lucidchart/c2fcbd81-4a50-433f-a082-a24945d4bf5d/edit?shared=true&page=0_0#

https://lucid.app/lucidchart/c2fcbd81-4a50-433f-a082-a24945d4bf5d/edit?page=0_0#

Content

General info

Orders are created by the companies or for companies to hire new people.

1. Order includes account/sales manager, business manager, consultant, and recruiter.

2. Sales or business managers create orders.

Epics

• Order flow
• Epic 1.3.0. CRM. Order general rules
• Epic 1.3.1. CRM. Order list view
• Epic 1.3.2. CRM. Order view mode
• Epic 1.3.3. CRM. Order edit mode
• Epic 1.3.4. CRM. Order creation mode

Tasks from Jira

Task 1: Roles

The Orders are all connected to the Companies and can’t exist without assigning to them.

The Order is created by a Sales or (Key) Account Manager. The Order must inherit all KT and requirement fields from the maternal Company.

Once the Order is created, the system must suggest one applicable consultant and one recruiter. The positions are suggested by the logic: match of the Order with Consultant/Recruiter by assigned Category (at least one). The system must suggest the top 1-5 options of those, who have the less assigned vacancies or publications. Top result: match of the least assigned vacancies/publications and matching categories.

Logic: https://lucid.app/lucidchart/192d10c6-b484-46c3-b80b-702e583721ad/edit?viewport_loc=477%2C191%2C2033%2C1098%2C0_0&invitationId=inv_e7ff543c-d077-490d-918e-9d426a30fade

Task 2: Outlay

The design of the Orders:

• Creation modehttps://www.figma.com/proto/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?page-id=28603%3A7913&type=design&node-id=30954-3401&viewport=-176%2C215%2C0.22&t=9udWIzPR8beEMWHa-1&scaling=scale-down-width&starting-point-node-id=30954%3A3401&mode=design

• Description of an order:https://www.figma.com/proto/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?page-id=28603%3A7913&type=design&node-id=30960-132534&viewport=-176%2C215%2C0.22&t=9udWIzPR8beEMWHa-1&scaling=scale-down-width&starting-point-node-id=30960%3A132534&mode=design Questionable: We will add variations of the top block (https://prnt.sc/o7ImuRjZ6LUC ) for different types of users. For example: for a consultant we will show CTA for creating a job, and for a BM we will show CTA for selecting a team

• Performance (funnels):https://www.figma.com/proto/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?page-id=28603%3A7913&type=design&node-id=30960-134881&viewport=-176%2C215%2C0.22&t=9udWIzPR8beEMWHa-1&scaling=scale-down-width&starting-point-node-id=30960%3A132534&mode=design

• Report:https://www.figma.com/proto/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?page-id=28603%3A7913&type=design&node-id=31006-135723&viewport=-176%2C215%2C0.22&t=9udWIzPR8beEMWHa-1&scaling=scale-down-width&starting-point-node-id=30960%3A132534&mode=design

• Vacancy/Publications:https://www.figma.com/proto/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?page-id=28603%3A7913&type=design&node-id=30960-133703&viewport=-176%2C215%2C0.22&t=9udWIzPR8beEMWHa-1&scaling=scale-down-width&starting-point-node-id=30960%3A132534&mode=design

Content

General info

Client part. Users who do not qualify as main candidates register for this service.

1. Managing users profiles

2. Apply for current vacancies

3. Create companies via the registration process.

Users who are out of the system see the list of publications, candidates inside the talent system see the vacancies.

• 1.0. CRM. General
• 1.1. CRM. Clients. Company
• 1.2. CRM. Clients. Vacancy
• 1.3. CRM. Clients. Orders
• 1.4. CRM. Talent Profiles (Candidates)
• 1.5. CRM. Recruiting
• 1.6. CRM. Processes
• 1.7. CRM Users
• 1.8. CRM. Chat
• 1.9. CRM. Notifications
• 1.10. CRM. BI board
• 1.11. CRM. Task manager

Content

General info

1. Any CRM user can create a company

2. Staff - an employee of the company. Each employee is included in the department. Not all companies have a company staff (not mandatory).
   * (to do) The plan is to make the staff manage some specific companies.

3. * (to do) Company login

4. Client status/level shows how we are working with the company.

5. Recken contact (in the new system - sales/account manager) is responsible for interaction with the company.

6. Sales and account managers have the same functionality in the system.

7. SPOC (single point of contact) - a team responsible for company interaction (for now it’s not used in the system).

Epics:

• Epic 1.1.1. CRM. Company list view
• Epic 1.1.2. CRM. Company view mode
• Epic 1.1.3. CRM. Company edit mode
• (OOS) Epic 1.1.4. Interview questions list builder
• Epic 1.1.5. CRM. Company creation mode

Task from Jira:

Develop the pages for Companies:

• List view

• Company page

List view details:

https://local.company.rocken.io/companies/index - list of companies as it is now

Default sorting to be by status Active

Filtering in the table is removed, but the search and filtering on the side remain as are

P.S. for the BE: companies whose contact is a member of the Content Management team, are hidden and can be viewed by a new filter.

DO NOT display the new functionality as it is in design (KT, Job Model, Application), the columns in the list view are going to be completed in design.

Prime contact exists in the system now as well, here is added to the display in the list view

Action buttons on the right side of the table are the same as they are now (merge, edit, delete)

Filters that open by the button are the same as they are now:

Company page:

https://local.company.rocken.io/companies/view/53348 - company page as is now

Edit mode: https://local.company.rocken.io/companies/update/53348

Header section

Changed the outlay of the elements on the page, the information we currently have is presented as is, and new points are added to the top:

Main Info section

1. There are 3 statuses left: New, Active, and Inactive. Comments can be left for the change of Status. [Unfinished to be merged with New]

2. Note, that “Cooperation Status” is not yet approved, so you can leave the place (title and selector for KT), the rest will be updated after 10.05.23

3. “Job Model” supposes the selection of Succession Fee, PaaS, and Mandate. Only a single selection is possible (not multi-select). Every selection allows to put in the contract (fee, payments data) according to design.

4. “Application by” allows selecting as is now Download or Email. If Email is selected, then regular Processes are lead for the vacancies of this company (vacancies inherit this selection), and a comment can be left for the selection. If Download is selected, then the user can save the links and access information where the application is supposed to be sent, with a comment. Only a single selection of application models is possible (not multi-select).

5. “Description” of the company + Benefits are displayed in a separate tab, but remain the same as they are, according to the design.

6. “Staff” is displayed in a separate tab. New: Select a primary contact, commenting on the contact. Selecting among the set of #s for the comment must be added:

Note, that contacts don’t exist outside of the company and can be added only as new and not selected:

1. Vacancies obtain the same functionality as they have now, but are displayed in a tab according to the design.

Updates side section

1. ”Activity” must track all the changes in the profile of the company: editing the statuses, models, description, etc.

1. “Notes” and “Attachments” are as are now, but moved to a new place.

2. “Communication” must track the event by clicking on the phone number or email in the contacts (Staff) of the company. The consultants are using corporate Teams for performing the communication.

1. “Rocked” are the vacancies of the taken company in the status “Rocked”.

Visual design

https://www.figma.com/design/I5CXH7H3ICD0vfA1kPbcVf/ROCKEN-jobs-%2F-talent?node-id=21124-112520&t=V4nNKW9wJlemJ1ll-0

🤝 Team

Description

Issue overview:

Scope of work:

References:

🔗 Accesses & Useful links