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GDPR compliance is every business’ number one concern these days.

The General Data Protection Regulation (GDPR) was adopted in April 2016 to reinforce data protection laws for all citizens within the European Union (EU). Coming into effect on 25th May 2018, the GDPR will impact all businesses working with personal data from the EU. That means all of us – Recruitee, our clients, and everyone who ever had, has had, or will have candidates from the EU in their hiring pipelines. We will all have to fully comply with the GDPR. As the applicant tracking system (ATS) for many international companies worldwide, here is our stand on this matter:

We fully commit to achieving GDPR compliance before its effective date – 25th May 2018.

Below you will find our step-by-step plan to fulfill the GDPR requirements:

Internal process adjustments

We have been working on measures to comply with the GDPR since last year. We consider the GDPR a crucial component in how we operate as a company and what we do as an ATS. We value our clients’ data privacy and their compliance with the GDPR is of utmost importance to us.

First and foremost, the GDPR has changed the way we look at our internal processes. In order to facilitate the development of a compliant product, we need to make our operation and procedures compliant. Here is what we have done to achieve that:

1–Research the GDPR’s impact on our industry, business, and product. We have clearly identified areas where we need to implement measures to protect our clients’ and their candidates’ data.

2–Hire a Data Security Officer and Legal Counsel. We have carefully selected an officer that has a deep understanding of our business and industry. From day one, he has been involved in various projects dedicated to GDPR compliance. One foundation we have laid together is having all Recruitee employees and all our business partners sign confidentiality agreements. He will continue playing an important role in our product development (more on this below).

3–Update our Terms and Conditions, Privacy Policy, Service Level Agreement, Terms of Use, and Data Protection Agreement. They are all part of the new framework we have devised with the GDPR being the focal point. We view this as the basis for all our business activities. If you want to know more about this new framework, please contact us.

4–Improve our internal processes and procedures to comply with the GDPR. For instance, we have established a data breach policy and internal security processes to ensure maximum privacy protection for our clients’ data. We will keep making security improvements in our operation, because we view GDPR compliance not as a one-time change but a continuous process.

5–Keep all our clients’ data in the EU. We have been absolutely determined on this since day one. Because data stored in the US has two risks: 1) The legal basis for transferring data to the US can be deemed invalid just like Safe Harbor in the future, and 2) The US government can access the data without informing our clients. For the same reason, we only work with sub-processors whose data is hosted in the EU.

6–Encrypt our clients’ and their candidates’ data as much as possible. We, as the data processor, do this to protect their data. We never take ownership of the data.

From process to product

Once we finished preparing our operation and processes to be GDPR-compliant, we moved on to the biggest piece of the puzzle: improving the Recruitee product and helping its users comply with the GDPR.

Since the recruitment industry revolves around candidate data, we need to take the GDPR into account in every aspect of the product. That’s why we have consulted multiple legal experts to ensure our features’ compliance. Here is what we have done and planned to do:

7–Develop a special product roadmap that addresses all areas in Recruitee impacted by the GDPR. With the aid of our Data Security Officer and external law firms, we have fleshed out a GDPR-tailored product roadmap that will assist our clients in achieving 100% compliance in their recruitment activities.

8–Work on the special product roadmap to realize the features for GDPR compliance. By including the legal aspects early on, we have been able to develop the new features at speed. One of them would let you control how long you want to keep the candidate data. Another one would help you inform candidates of your privacy policy and ask for their consent when needed. There is also a feature allowing candidates to make requests when they want to access, remove, or correct their data in your database in Recruitee. These are some examples from the GDPR-compliance feature package we’re going to launch before May 2018. Stay up to date with our latest development for these features here.

A screenshot of one of Recruitee’s GDPR-compliance features.

9–Test and verify the GDPR-compliance features with both our Data Security Officer and external law firms. It’s key in our process to involve them in the full product development cycle.

10–Finalize and announce our full compliance with the GDPR. We plan to execute this before May 2018 – ideally when our GDPR-compliance features are launched.

With our forecast, we would be the first ATS to be fully compliant with the GDPR by design and principle before the GDPR’s effective date. Our clients would benefit greatly from being able to comply with the GDPR at the push of a button. Their candidates would be properly informed of their rights regarding their personal data. If you want to learn more about using Recruitee’s GDPR features for your recruitment today, please drop us a message.

The post GDPR compliance: 10 changes Recruitee makes to protect your recruitment data appeared first on Recruitee Blog.

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A structured interview means asking candidates the same set of questions in the same order.

It’s the backbone of the hiring process of giants like Google. It prevents confirmation bias in interviews. It is the best tool for assessing candidates’ performance.

All it takes is just a set of questions that interviewers need to stick to. And this is where it becomes tricky.

  • The structured interview questions need to be written down before the interview and followed during the interview. But many interviewers believe that they know better and prefer going with the flow.
  • The structured interview questions need to be tested and updated frequently in case candidates share notes with each other. This is often “too much work” for interviewers who didn’t bother writing the questions down in the first place.
  • The structured interview questions need to be accessible by everyone in the recruiting team, including the managers. “Who can edit what” and “what is the latest version” and “where are the questions” are some of the potential problems of such shared materials.

The extra work of managing and organizing structured interviews has driven most of us away. Many companies either fail to do it or ignore it completely despite the mountain of evidence pointing out its effectiveness.

We don’t think it has to be that way. Considering how big of an impact structured interviews can do for recruitment, we at Recruitee decided to take on the challenge. Our goal is to make structured interviews easier to set up, quicker for every team member to input, and simpler for the whole team to access.

Today we’re proud to present the result of our effort: the brand new Evaluation feature of Recruitee. Here is how it will help you master structured interviews.

Evaluate candidates - Recruitee recruitment software - YouTube

1–Plan your structured interview’s questions ahead

You and your team can plan the structured interview questions right after finalizing the job descriptions. Based on the requirements of the job openings, you can create one or several sets of questions – called evaluation forms – neatly arranged in categories right in Recruitee.

There are nine question formats you can use. For example, the “Yes/No” format is often used for knockout questions.

If the job opening requires some specific skills or experience from candidates, you can use the “Multiple choice” format.

If you want candidates to provide single-choice answers from a set of provided options, it’s best to use the “Single choice” or “Drop-down” format.

When you have open-ended questions with following up questions, you can use the “Text” format with added hints under the main question.

In case you have a specific instruction for the interviewers, you can use the “Info box” format to add that instruction right before or after any question.

Especially when you have a list of criteria for assessing candidates’ skills per Job, make use of the “Scorecard” format.

It’s always handy to leave an optional “Add a file” or “Text” section by the end of your evaluation form. The interviewers might want to add extra notes or upload extra files received from the candidate.

2–Carry out the structured interviews in order

Once you and your team have the evaluation forms with all the questions in the order you want for the structured interviews, you can use them for any candidate in your database in Recruitee.

Before an interview, you can assign the suitable evaluation forms to the participating team members.

They will see the assigned evaluation forms on their own dashboard in Recruitee. During the interview, they can click “Start” to access the questions immediately. The interviewers can state the questions from the evaluation form and note down the candidates’ answers at the same place! No need to switch, jump, or shift between anything.

3–Weigh up candidates with data

Interviewers tend to be absorbed in taking notes during structured interviews. To help them step back and put together the bigger picture, we have placed a default question at the end of every evaluation form.

Every interviewer will need to give their own verdict on the candidates they interviewed. They can give a thumb rating ranging from “Strong Yes”, “Yes”, “Not sure”, to “No”.

This is a major change for us. We have replaced our old five-star rating system with the thumb rating system (You can still view your previous star ratings here).

This decision was reached after we carefully considered all the feedback we got about the five stars.

  • The majority of interviewers opt for the three-star option. It’s the safest choice – being neither too negative or too positive.
  • Not every star rating is equal. A four-star rating can mean “the best I have seen” to one interviewer and “good in general” to another interviewer.
  • The interviewers have to benchmark the candidates in the dark. There is no way to know from the get-go what is the worst and what is the best from the pool of candidates they are going to interview.

With the thumb-rating system, the interviewers can avoid all of these pitfalls.

  • Every interviewer has to make a clear decision between “No”, “Not sure”, “Yes”, and “Strong yes”. There is no “safe” choice.
  • Every thumb rating is equal. A “No” has the universal meaning of “no-go” for all interviewers.
  • All interviewers have straightforward choices. They just need to judge each candidate based on their perception of what is good, what is uncertain, and what is bad. They don’t have to ask themselves “What is the difference between one star and two stars and how does that match to my perception of quality?”

Going for the thumb-rating system isn’t the only major change we made. We don’t want hiring managers to ask themselves the same question: “This candidate has two “Yes”, three “Not sure”, and one “No”. Great. What does this mean overall?”

Instead of counting how many thumb ratings per tier a candidate gets, we calculate the percentage of positive evaluation they have. A “No” would mean 0% positive evaluation. A “Not sure” would be 50% and a “Yes” or a “Strong yes” would be 100%. We don’t differentiate the last two because they’re both positive signals. Also, by assigning the same value to both “Yes” and “Strong yes”, we offset the ratings given by people who never opt for the highest rating within a system. You can read more about this here.

If you just want to insert a quick evaluation with only a thumb rating and a note, you can also do it with our quick evaluation option.

When doing structured interviews with Recruitee’s evaluation forms, the hiring managers have a clear overview of the candidates. There is little room for bias if all evaluations are standardized, everyone sticks to the same structure, and every candidate is judged with the same measure. As a result, the hiring managers can make informed hiring decisions in a timely manner.

Recruitee Evaluation helps make structured interviews simple and easy to do. Small companies need them to structure a strong foundation for future growth. Large companies need them to sustain and further their foundation.

You won’t have to leave an interview feeling like you didn’t quite get to the core of the candidate. You won’t need to fly by the seat of your pants bombarding them with questionable questions. Now you know exactly what to ask and how that will impact the end result of your hiring process. Try structured interviews out for free with Recruitee now! Let us know how it works out for you via the live chat and

Have fun recruiting!

The post Announcing Recruitee Evaluation: The best tool for structured interviews you can get appeared first on Recruitee Blog.

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It’s not new that everyone involved in recruitment hates emails.

Recruiters hate them because they are impossible to track.

Candidates hate them because they often come at inappropriate times with inappropriate content.

Many recruiters have explored alternatives, ranging from text messaging to chatbots.

But here is the reality: Emails are still going strong.

They don’t appear to invade anyone’s personal life. They don’t contain responses made up by half-baked artificial intelligence. And most of all, we still consider emails the professional and standard means of communication (to strangers).

What doesn’t work isn’t the email itself, but the way we work around it. The complex, multilevel needs of emails for recruitment have outgrown many email services made for the masses. That means recruiters have to combine different email tools to get things done. And that means more space for more errors that cost everyone more time and energy.

Instead of discarding emails outright, we gave them some love, attention, and effort. Today we’re excited to share the result with you: the brand new Mailbox of Recruitee. It’s the one and only email system you will need for all your recruitment emails.

Here is how Mailbox will get you to love emailing again.

In sourcing: All hail emails

A good approach to outreaching passive candidates is doing proper research and using proper tools. While you’re doing the research, we have prepared the tools for you.

With Recruitee’s sourcing tool, you can easily import candidate profiles from major websites like GitHub and Facebook into Recruitee.

Read more about Recruitee’s sourcing tool →

Once you get a nice group of candidates, you can email them all at once from Mailbox.

Read more about bulk emailing in Recruitee →

To make things even easier for you, we have compiled the most frequently used . They can be edited and created on the fly. Now you can send out the right messages to the right candidates within the shortest time.

Get all the email templates for free → In the heat of recruiting: Catch up with all the follow-up

Emails tend to get mixed up and missed out when you’re in the heat of the moment. To prevent this, we have designed Mailbox especially to help you gain laser focus, with three distinct sections.

1–First is “My email”.

It contains all the emails you send and receive directly. It’ll likely be the first place you check when you open Recruitee.

2–Second is “Team’s email”.

It stores all the emails between your team members and candidates. Depending on your hiring role in Recruitee, you might only see emails from the job openings you have access to.

Most of the time, your attention will be on the “Followed candidates” and “Followed Jobs” folders. It’s where you keep track of the candidates you follow directly, as well as the correspondence with the candidates in the job openings you follow.

The “Non-candidates” folder is for keeping all emails from addresses outside your database. Sometimes it can be a new email address from an existing candidate. In that case, you can easily add this new email to the existing candidate profile.

Once in a while, you would like to get rid of the irrelevant emails lying around. The “Archived” folder is here to help. You can always archive emails without having to delete them permanently. Besides, you can un-archive the emails in the “Archived” folder anytime.

3–Third is “Incoming CV”, where the magic of Mailbox happens.

Each job opening you create in Recruitee is associated with an email address called “Job inbox”. When candidates send their CVs to this email address, they will land in the “Job inboxes” folder AND will be parsed automatically into the pipeline of the respective job opening.

Sometimes candidates are interested in working for your company, but you don’t have the right job openings at the moment or just no job openings at all. A sound solution would be to ask those candidates to send their CVs to your “Company inbox”. Just like “Job inboxes”, you get a unique email address for your company when you make a company account in Recruitee. The CVs sent to that email address will land in the “Company inbox” folder AND will be parsed automatically into your database.

In closing: Work the teamwork out

With all the correspondence with candidates in one place, you have the peace of mind: knowing exactly where to look at and what needs your attention most. This applies not only to your own emails but also the emails that you might be responsible temporarily for.

If a colleague is on holiday, you can easily help out by following their candidates and monitor their new emails in the “Followed candidates” folder. When the colleague is back, they can access the emailing history and resume the communication right away. 100% hassle-free handover.

If everything goes well, you will enter the negotiation phase with the chosen candidate. Here things get complicated. Compensation information is not something you want everyone on the team to see.

We understand this and have designed Mailbox with a “private” feature. You can make each email thread visible to only you or a group of team members. All further communication under the same thread will maintain the same visibility. You are in full control of who is seeing what.

Read more about setting emails private → In conclusion…

Recruitee’s Mailbox is the go-to email system for your recruitment.

If you felt like you couldn’t keep track of all new emails, this is for you. If you felt like you couldn’t work with fellow recruiters seamlessly, this is for you. If you wanted to get a taste of how pleasant emailing candidates can be, this is for you.

Mailbox is great not only because it has the features you have longed for, but also because it’s connected to a recruitment platform that enables you to complete the rest of your recruitment process. It’s this one-of-a-kind solution that breaks away from the outdated standards of recruitment emails.

Everything in one place – that’s what we aim for. And you can try it right now, for free. Just click this link, and let us know your needs via the live chat or .

Have fun recruiting!

The post Announcing Recruitee Mailbox: The best new email system for recruitment appeared first on Recruitee Blog.

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Despite the continual buzz around analytics and big data in HR, it’s only good if it results in tangible (and positive) actions.

With the latest development in talent management, organizations have the opportunities to use their data to produce exactly this type of positive actions – hiring and retaining the right people for the right jobs. The following suggestions offer routes to using your analytics and data for practical outcomes that will benefit your business.

Know what and who you’re looking for

Using a job description with an accompanying skills profile is a long-established way of specifying the kind of person you’re hoping to recruit. The more updated version is the “employee template” – defining your ideal employee in more detail.

By analyzing the data you hold on past new recruits – specifically, the higher-performing individuals – you can devise a more detailed picture of a desirable new hire.

A pre-hire assessment exercise is a common way of whittling down your candidate list. It can also potentially provide a great deal of useful information about skills, working preferences, motivation and aspirations, and personal characteristics.

All this information can be fed into your selection process with a more informed hiring decision in mind, matching it against a template containing far more than just education and references requirements. This is more likely to result in recruits who are better problem-solvers, more motivated and competitive, better communicators, and able to deal more effectively with conflict situations.

Fine-tune your compensation packages

We all know that a key attractor when recruiting is the compensation. And the key question for any position is: Are we offering the right package?

When you have a vacancy, look at the performance of those who have held that position in the past and compare it to their compensation. What impact did those performers have? Did it align with their compensation? In other words, did their contribution to the organization measure up to their reward?

Historical data can help you think about the intended impact and benefit of each role and ensure that you’re offering an appropriate return – generous enough to attract the best talent, yet balanced with your business and budget needs.

Balancing your workforce

Not every employee is full-time. Not every worker is an employee. These days agile organizations are using a balance of employed and contingent talent to meet their fluctuating needs. Knowing which one is best suited to fill a position or project requirement relies on data and analysis.

Using time and attendance and performance information, you can determine which teams or departments are tasked with a workload beyond the team’s capacity to deliver. Is it a full-time issue? If so, there’s a clear need to hire full-time employees to tackle the issue. But if you’re seeing a workload with peaks and troughs, busy times and slow periods, then freelancers or other contingent labor are more likely to be a fit.

Keeping good recruits

A successful hire is more than just the right person for the job – it’s the right person who stays in the job. Turnover statistics, staff engagement data, and exit surveys with departing staff are all crucial sources of information.

Questions to ask include reasons for leaving, length of service or tenure, changes to role prior to departure, changes to compensation, and changes to workload. In essence, you’re identifying what constitutes a “flight risk” in your organizational context. The next step is to apply any trends you discover to refine your recruitment strategy.

Use the assessment process to ask candidates about issues that have driven past employees to leave (these will differ depending on the nature of the work done, the culture of the organization and team, and compensation paid). A potential new hire who ticks all your skills and experience boxes may still be a potential leaver if they match the profile of those who’ve left in the past.

Of course, also be alert for trends or patterns indicating something you may wish to change about your organization!

Dave Foxall has worked as HR Manager for the Ministry of Justice for a number of years and is a regular HRMS World contributor. He writes on a broad range of topics including jazz music, and, of course, the HRMS software market.

The post Four ways to go from talent analytics to successful hires appeared first on Recruitee Blog.

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Amsterdam, NL – January 30, 2018 – As one of the fastest growing SaaS startups in the Netherlands, Recruitee the recruitment software company saw a successful 2017 with over 300% growth in monthly recurring revenue.

The team at Recruitee grew from 10 to 25 members in 2017 and is set to exceed 50 by the end of this year. Their efforts have helped the company acquire some prominent users including Hudson’s Bay, Greenpeace, Rackspace, and Scotch & Soda.

Given Recruitee’s growth rate, the management has decided to take the opportunity to buy the shares of its early-stage private equity investors – Robert Pijselman, Luc Brandts, and Aik Deveneijns – in order to best set the stage for the next phase of the company’s growth. Only Deveneijns retains a small stake; the founders continue to control the company’s shares.

“We have seen an amazing performance by the Recruitee team in a short period of time. It makes us proud to see that the company has been very stable from a financial and operational perspective. Recruitee is now capable of thriving on its own with a solid balance sheet and a cash-generating operation. External investors are no longer a must to fuel its growth,” said Robert Pijselman, former CEO at Nasdaq BWise and private equity investor.

“We would like to thank Luc, Robert, and Aik for helping us pursue our ambitions with Recruitee. We are grateful and glad to continue with their moral support as we seek to further scale this business,” said Perry Oostdam, co-founder and CEO at Recruitee.

As the company transitions from startup to scale-up, Recruitee seeks to enact its vision of revolutionizing the recruitment industry and to welcome all opportunities and challenges that come with it.

From left to right: Robert Pijselman, Paweł Smoczyk, Aik Deveneijns, Perry Oostdam, Luc Brandts.

About Recruitee

Recruitee is a collaborative hiring platform for teams of all sizes. From employer branding, job promoting, talent sourcing, to applicant tracking, Recruitee helps teams streamline their hiring efforts and stay efficient while selecting the right candidates. G2 Crowd named Recruitee one of the top B2B tech companies in the Netherlands. Based in Amsterdam and Poznan, Recruitee is quickly becoming the industry standard for fast-growing companies around the world. Recruitee’s clients include Greenpeace, Usabilla, Hudson’s Bay, and Rackspace.

For press inquiries, please email pr@recruitee.com

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You have made it. 2017 is coming to an end. You have survived all the highs and lows. It was another eventful year for the recruitment sphere. Recaps and reviews must have been filling your feed and mailbox. We won’t bother you with another one. Instead, we’re going to give you a head start for 2018.

Hint: It’s not another prediction of recruitment trends in 2018. Trends come and go. What remains are trial and error and lessons learned. Below are the top five articles with solid recruitment advice for 2018, and many years after that. We thoroughly enjoyed them, and we can’t thank the authors enough for writing them.

1. The Best Interview Questions We’ve Ever Published

I’ve included stories from First Round many times in the past. They’re full of golden advice – simply too good to be missed. This article is no exception. It delivers exactly what it promises: The best interview questions ever published on First Round blog. That means the best interview questions ever used by the hottest startups and companies like Airbnb and Amazon. Make a swipe file out of this, and refresh your stock of interview questions for the new year.

2. The “Knockout” Interview Stops Trouble Before It Starts

This article is a powerful antidote against behaviors like hoarding CVs or interviewing almost every candidate (which we all tend to do under the pressure of time or the shortage of candidates). It invites you to step back from the real interview, and rethink how not to interview too many wrong candidates. It turns out that you can discover who is “wrong” way earlier in the process. There are always things you can’t compromise, either for the job opening at hand or for the company value. Get to know them, and don’t compromise.

3. The hiring process I’ve used over 10,000 times: 7 steps to hire right the first time

Combining some of the best points of the above two article, this article demonstrates a perfect case study. Noah Kagan has skillfully combined several knockout stages with unique interview questions to hire his A-player editor. Whether you’re also hiring an editor, you’ll benefit plenty from reading his experience. We’re especially impressed with the nuts and bolts of letting wrong candidates filter themselves out.

4. The Three Secrets to Executive Recruiting I Learned at Apple, Yahoo and More

This is one of the rare articles that are full of useful tips for hard-to-fill roles. One thing we love: It liberates our minds from the misconception that in order to do a job, a candidate needs to have X years of experience in the same job. This open mindset will help you discover high-quality candidates where the rest overlooks.

5. “I’m not sure if I like what I did here or not”

This short and sweet article tells an anecdote about a candidate being very candid, to the point of risking her own chance of getting the job. The many comments under the article also help extend the depth of the story. It’s a powerful thing to keep in mind, that recruitment is essentially about finding the people you want to work with. You spend most of your awake time working. So make it worthwhile by selecting the right people to work with.

6. The GDPR: Putting candidates in the driver’s seat

We’re not going to lie. You can’t recruit in 2018 without thinking about the General Data Protection Regulation (GDPR). Since its announcement, the GDPR has made many recruiters and sourcers break out in a sweat. Any candidate information (e.g. resumes) obtained without the candidates’ consent is potentially illegal. Because it’s so important, we’d like to present this article as the last-but-not-least read to you to close 2017.

That’s all five + one for you! If you haven’t noticed, there are also just five days left until the new year begins. Read at least one article per day, and start recruiting in 2018 like a champ!

Have fun recruiting

The post 5 Best Articles to Supercharge Your Recruiting Game in 2018 appeared first on Recruitee Blog.

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This article was written by Jack Saville, an SEO Specialist at Bynder.

Here we will explore how recruiters can use SEO keyword research to better target their ideal applicants through Google search.

Imagine that a hiring manager has just come to your desk and asked you to find a new web developer, despite having no budget for posting to paid job sites.

If your website doesn’t naturally pull in large amounts of traffic, then simply publishing the job opening on your careers site isn’t enough. However, by utilizing SEO to make your job page appear in the right search results, you can be sure to always be found by potential recruits.

So where to start?

The first thing to think about is what the role will entail. Make a list of all the key skills and attributes required, then summarize each skill into a maximum of four words.

Now you have a list of all the keywords that your job page needs to target. But how do we know if these are keywords that people will actually search for?

The next thing to do is to ask your marketing team for access to a tool called Moz (or if you don’t have access to the tool, you can use the tool three times for free before you have to pay).

By using the Moz Keyword Explorer, you can identify the search volume for each of the keywords. This allows you to rank each keyword that gets the most searches, and optimize your job page accordingly.

So let’s imagine that these are three of the required skills for a web developer:

  • Automated testing knowledge
  • Python web framework knowledge
  • Amazon web services experience

Using Moz Keyword Explorer can help you to recognize how many searches each of these keywords creates, and whether you can can optimize the keywords to attract more searches.

Now that you have entered “amazon web services experience” into Moz Keyword Explorer, you will need to consider the results from the Keyword Suggestions. Does it give any clues as to how you can alter the keyword to pick up more searches?

For example, you can see that many keyword suggestions with a higher search volume abbreviate “amazon web services” to “aws”. Based on this suggestion, it might be a good idea to abbreviate the job responsibility in your job page to “aws experience”, as it will likely attract a higher volume of searches.

And sure enough, when you enter “aws experience” in Moz Keyword Explorer, you will get a higher search volume. That means when a potential job seeker searches for jobs with “aws experience”, your job page has a much higher chance of appearing in the search results.

Once you have identified the search volume each required skill will likely receive, you can then take steps to optimize your job page to get as much relevant search traffic as possible.

Where should the keywords be inserted, and how often?

Now it’s time to actually finish your job page within your CMS or ATS. It is important to recognize which keyword is likely to get the most search traffic, and base the title of your job page around that keyword. It makes sense: Google search algorithms place a lot of importance on title keywords.

If one of the key skills listed in the job description gets a larger search volume than the job title itself, then it might be worth editing the job title to include the high volume keyword. For example, if “AWS expert” gets more search results than “web developer”, then it might be worth editing the job title to “Web Development and AWS Expert” to ensure maximum reach.

It is also worth replicating the title of the page as the H1, as this is also something that Google takes into account when determining the content of a web page (remember to enclose the H1 in <H1></H1> tags in the source code – there should be a way to easily do this in your CMS).

Once you have decided on a title, then it is time to create a URL (there should be a field to enter a URL of your choosing in your CMS or ATS). Like the title, you should base the URL as much as possible on the keywords you are trying to rank for, as the keywords in the URL are given a lot of weight by Google.

As the URL does not need to be a complete sentence, you can base it on your keywords. For example, your slug could be “web-development-aws-expert”; you can remove the word “and”, as that is not something that you need to rank for.

Long term hiring needs

One of the struggles to contend with when optimizing job pages for SEO is that a big factor for search engine rankings is the time a page has been online. The longer a page has been online, the more authority and presence it has, at least according to Google. Job pages are unsurprisingly temporary pages for the most part, as when the position is filled, the job page no longer has a purpose and is thus taken down. Unsurprisingly, some job vacancies that are typically filled quickly may struggle to rank highly for competitive keywords.

So how to get around this hurdle? Well, if you’re always recruiting a particular position, i.e. developers, you could place a permanent developer job page online. This will help you to collect more applications, and have the added benefit of increasing the authority and presence of the webpage in the eyes of Google – ultimately helping the page to rank higher for the more competitive keywords.

How to track the ranking of a job page within search results

There are a number of tools available for that very purpose. The following two are great examples:

Respect the keyword!

Using keyword research is a great way to ensure that your job page is targeting the right searches, and ultimately the right people. By deliberately placing relevant keywords in the right place within a web page, you can make sure to stand out from the crowd when looking for your next new addition to the team!

Read more:

The post SEO Keyword Research For Job Pages appeared first on Recruitee Blog.

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What is GDPR and why?

A big part of recruitment is collecting candidate data and cold emailing. With a search engine like Google and other tools, you can easily scrape the web for any CVs and email addresses. If sifting through CVs for hours is not something you enjoy, you can go to websites selling access to CV databases neatly organized according to your criteria.

Candidate data has become the currency of the recruitment industry for decades, without any consent from the candidates themselves.

As you’re reading this, your CV might possibly be in a transaction somewhere. You have no idea who is doing that and what they’re up to with your personal data.

To prevent such processes, the European Union (EU) has introduced the General Data Protection Regulation (GDPR). Coming into effect on May 28th 2018, the GDPR is not only for EU citizens and businesses, but also for any businesses processing EU citizens’ data. Failing to pay heed to the GDPR can get you penalties of up to €20 million.

The GDPR will deeply shake up businesses capitalizing on personal data such as those in the recruitment industry. It will apply to all the candidate data you’ve ever collected, not just the data you get after the GDPR goes into effect. It’s best to get your legal team’s aid on this matter.

To help you get started, we’re going to cover the most important points of the GDPR relating to recruitment and talent acquisition.

But first, let’s get the definitions right…

We will apply certain terms in the GDPR to the context of recruitment.

“Data subjects” would mean candidates in general. And “personal data” would be any information that can be used to identify the data subject. This can range from candidates’ names, emails, phone numbers, to IP addresses.

“Controllers” decide the purpose of processing personal data (e.g. for an open position) and the means to do that. Controllers could be employers or recruitment agencies.

“Processors” would be applicant tracking systems or any legal bodies that process personal data on behalf of a controller.

“Processing” would mean any actions performed on personal data, such as collecting, recording, organizing, storing, using, and erasing.

Generally speaking, the GDPR aims to give power to the data subjects – the candidates – by bringing strict guidelines to both the controllers and the processors.

What does it mean for candidates?

No more personal data traded behind their backs. Candidates will have a say in what happens to their data.

Here are the six rights each data subject has, as listed under the GDPR.

1. Right of access by the data subject: Candidates can request to be informed of what you’re going to do with their data or even request a record of their personal data you collect.

2. Right to rectification: Candidates can request you to correct or update their data in your candidate database.

3. Right to erasure (“right to be forgotten”): Candidates can request you to delete their data from your candidate database.

4. Right to restriction of processing: Candidates can request you to suspend their data from being processed in your candidate database.

5. Right to data portability: Candidates can request you to export all their data from your candidate database.

6. Right to object: Candidates can request you to stop processing their data indefinitely.

To comply with these rights, you as the controller will need to revise your recruitment toolbox and revamp your entire recruitment process.

What does it mean for employers and recruitment agencies?

Essentially, the GDPR revolves around one thing – the data subject’s consent. You as the data controller will need candidates’ consent to 1) obtain their data (for yourself as the controller) and 2) process that data for recruitment purposes (for the processor acting on your behalf).

You will have to make it as easy as possible for candidates to withdraw their consent as well. Once that happens, you must stop processing their data and remove it on their request.

1. When you obtain candidate data for yourself as the controller

When candidates apply for your jobs, you should provide all the information below.

  • The name and contact details of your company or your company’s representative.
  • The purpose of processing the candidate data. It should be clear that the data will only be used for recruitment purposes.
  • If you’re a recruitment agency, you must disclose the recipients of the candidate data to the candidates. Which client(s) are you going to share the candidate data with?

When you receive candidates’ applications, you should provide more information.

  • How long you will store the candidate data. If it’s hard to give a clear timeline, you need to provide some criteria for the period. For example, the candidate data will be stored as long as the candidates are interested in career opportunities in your company.
  • How candidates can make a request in case they want to access, correct, erase, or restrict their data’s processing.
  • How candidates can withdraw their consent to the processing of their data.
  • Who candidates can contact in case they want to lodge a complaint regarding their data’s processing.
  • The necessity of the data provided by the candidates. Why do you need such data from candidates?
  • If there is automated decision-making, including automated assessing of candidates’ employment ability, in your recruitment process, you will need to explain the logic behind such automation and the consequences of the automation for the candidates. Could the candidates be disqualified based on the results of the automation?
  • If you intend to use the candidate data for other purposes than recruitment, you will need to inform them before processing their data further.

In case you source candidates from the web or obtain their data via other indirect means, you should provide all the information below.

  • The name and contact details of your company or your company’s representative.
  • The purpose of processing the candidate data. It should be clear that the data will only be used for recruitment purposes.
  • The categories of the sourced candidate data. Is it employment history, contact details, or something else?
  • How long you will store the candidate data. If it’s hard to give a clear timeline, you need to provide some criteria for the period. For example, the candidate data will be stored as long as the candidates are interested in career opportunities in your company.
  • How candidates can make a request in case they want to access, correct, erase, or restrict their data’s processing.
  • How candidates can withdraw their consent to the processing of their data.
  • Who candidates can contact in case they want to lodge a complaint regarding their data’s processing.
  • The source where you obtained the candidate data and whether it is publicly accessible.
  • If there is automated decision-making, including automated assessing of candidates’ employment ability, in your recruitment process, you will need to explain the logic behind such automation and the consequences of the automation for the candidates. Could the candidates be disqualified based on the results of the automation?
  • If you intend to use the candidate data for other purposes than recruitment, you will need to inform them before processing their data further.
  • If you’re a recruitment agency, you must disclose the recipients of the candidate data to the candidates. Which client(s) are you going to share the candidate data with?

If you don’t plan to reach out to the sourced candidates, all of the above information has to be given to the candidates within one month from the moment you obtain it.

If you plan to reach out to the sourced candidates, all of the above information has to be given to the candidates at the latest when you contact them for the first time.

If you are a recruitment agency, all of the above information has to be given to the candidates at the latest when you first share their data with your client(s).

2. When the processor processes candidate data on your behalf

Only after getting the candidates’ consent based on the information you provided above can you process their data. During that process, candidates can make requests within their rights under the GDPR and you need to act accordingly within one month.

1. Right of access by the data subject

When a candidate requests, you will send them a copy of their data along with the information you provided above regarding their consent.

2. Right to rectification

When a candidate informs you that their data is incorrect or incomplete, you will verify and update that data in your database right away.

3. Right to erasure (‘right to be forgotten’)

You will delete candidate data from your database when one of the points below applies.

  • The candidate data is no longer relevant to your recruitment process. For example, your business changes and you don’t need a specific role anymore, so you need to delete all candidate data collected for that role.
  • The candidates withdraw their consent to the processing of their data.
  • The candidates object to your processing of their data. (We will go into detail in number 6 “right to object” below.)
  • The candidate data was obtained unlawfully – you got it without the candidates’ consent.

If by any chance, you have made the candidate data public and the candidates request it to be erased, you will not only remove it from your database but also inform other controllers who are also processing that candidate data to remove it as well.

4. Right to restriction of processing

You will stop processing candidate data when one of the points below applies.

  • The candidates say that their data is not accurate. In this case, you can resume processing the candidate data after verifying its accuracy.
  • You got the candidate data without their consent, but they just want you to not process it instead of removing it entirely from your database. This means you can put the candidates in a talent pool and reach out to them later when a suitable position opens.
5. Right to data portability

You will export candidate data for the candidates on request. The exported files should be readable so that the candidates can use them for other employment opportunities.

6. Right to object

When a candidate requests, you will stop processing their data. Maybe they already accepted a job offer elsewhere. Or they just don’t want to be in your company’s candidate database.

Besides all of this, if your company has more than 250 employees, you’ll need to maintain a written record with the following information.

  • The name and contact details of your company or your company’s representative.
  • The purpose of processing the candidate data.
  • A description of the categories of the data subjects (candidates) and their personal data (candidate data).
  • The categories of the recipients you have shared the candidate data with.

With so much to take into account for the GDPR, the last thing you would want is a processor who is clueless or non-compliant. Contract with the right processors and more than half of the burden would be lifted from your shoulders.

What does it mean for applicant tracking systems (ATS)?

Most ATS would be classified as processors according to the GDPR. They process candidate data on behalf of the employers or recruitment agencies. In order to stay compliant, they need to have all their processing activities governed by a contract under the EU’s law. That contract will especially demand the ATS to:

  • Process candidate data only according to documented instructions from the controller(s).
  • Implement necessary measures to safeguard the candidate data, including:
    •  The encryption or pseudonymization of candidate data.
    • The ability to maintain a high-quality processing system and service.
    • The ability to restore access to candidate data quickly in case of incidents.
    • Regular testing and evaluating the measures to ensure the security of the processing.
  • Delete or return all candidate data to the controller(s) on request.
  • Demonstrate the ATS’ compliance with the GDPR to the controller(s).

If the ATS integrates with other processors, they will need to comply with the GDPR as well.

GDPR tips from Recruitee

The most important part of complying with the GDPR is setting up an infrastructure for your recruitment that can handle candidate data properly. Here are some of our suggestions.

1. Ask for a second approval

Usually, candidates consent to have their data processed only once when they apply for your jobs. But it’s not rare for companies to store candidate data for future hiring activities. To avoid any issues, we advise to ask your applicants for approval when you want to save their CVs in your database after closing your job openings. For instance, when you send a rejection email to a candidate, ask in the email if their data can be stored for later. With this, you can get an explicit second approval from the data subject.

2. Adjust your terms towards applicants

Make sure to update your privacy statements and outline the process of data handling in your recruitment process. You need to be transparent about what kind of data you collect and why. It would be wise to include the six rights of candidates in your terms. They should be clearly presented and separated from other information.

3. Make a data-sharing agreement (GDPR compliant) with partners

Are you a recruitment agency sharing candidates with clients? Or do you share candidates among different companies under one umbrella organization? You should put a data-sharing agreement in place regarding the GDPR.

4. Contract with processors based in the EU

Every company doing business with the EU will have to comply with the GDPR, even when you process just one candidate from the EU. As the controller, you can only use processors that provide sufficient measures to meet the GDPR’s requirements. For example, it’s best to contract with an ATS hosting and handling data within the EU like Recruitee. We and our data centers are ready to fully comply with the GDPR.

5. Contract with processors with a strong privacy policy

Choose an ATS that encrypts all candidate data. At Recruitee, we go the extra mile and encrypt all your confidential messages as well as login information. This is to ensure the highest level of security to the data you entrust us with.

6. Keep your candidate database clean

Collect candidate data for recruitment purposes only. Don’t use it for anything else. Your ATS can help ensure that only relevant candidate data is obtained. For example, the application form Recruitee offers has fields relating to recruitment only like “cover letter” and “CV”.

Remember to inform candidates of the extent of their data’s processing and how long it will be stored. For example, with Recruitee, employers can put their terms and conditions for applicants in all job descriptions. When a candidate applies, they can give their consent by simply checking the box next to the terms and conditions.

If you no longer consider a candidate’s candidacy, you should remove their data from your system. In case you have old records of candidate data without the candidates’ consent, it’d be best to contact them asking for their consent and providing all the information we list above. (We will offer all of our clients the means to do so in 2018.) Who knows, you might end up building a great relationship with the talent!

7. Stay compliant while sourcing

Sourcing is still going to play an important role in recruitment. Just make sure that you follow all the appropriate steps according to the GDPR. Provide all the information the candidates need to know the first time you reach out to them or the first time you share their data with a client. Candidates always appreciate an employer’s candor and you might just score a great start in their candidate experience journey.


It’s only around 200 days left until the moment the GDPR takes effect. The final countdown on the official website of the GDPR is ticking. You will need to have everything in place, from your own terms to your partners’ and the processors you choose before May 2018. Here at Recruitee we’re all set for the GDPR and we’re more than happy to help you lessen the burden. Want to get cutting-edge recruitment technology while staying compliant with the GDPR? Try Recruitee for free and let us know your needs!

The post The GDPR: Putting candidates in the driver’s seat appeared first on Recruitee Blog.

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So. This is the second year in a row Recruitee is benchmarked as one of the most user-friendly applicant tracking systems (ATS).

This time we even achieve the highest score in user-friendliness. We’re flattered.

Photo: Recruitee’s rating in Capterra’s report on most user-friendly ATS.

“We updated two applicant tracking software industry reports where we identify the top user-friendly and affordable ATS software products. Recruitee was one of few ATS software products to rank in multiple reports. Recruitee impressed us with their clean interface featuring clearly labeled widgets making tasks easier to complete. Their impressive 5-star ease of use and customer support ratings helped them rank high in both reports.” – Rachel Wille of Capterra, an applicant tracking systems reviews site

We’re thrilled to see those perfect five stars in any reviews of Recruitee. But five stars for both ease of use and customer service? It’s super rewarding.

We talked about why ATS solutions need to be easy to use and why it’s important for us. In short: We’ve come a long way since the early days of ATS. No more ill-designed interface with clunky buttons and way too many fields than necessary.

Today we’ll talk about customer service and why it’s every bit as important as the ease of use.

It really is.

Many ATS solutions treat customer service as an afterthought – “We just need it in case something goes wrong and users complain.” But from what we’ve seen, users reach out whenever they have something to say about the product. Casual remarks, on-point suggestions, feature requests – they all hit customer service first and foremost. Without a proper code of conduct, the service will tumble and the users’ confidence in the ATS solution will slide downhill.

Because of that, we came up with a set of five rules for customer service. It helped us reach for the (five) stars. Hope they will help you, too.

1 ★ Know your product inside out before answering.

Or at least know how to search for information. ATS solutions are not the simplest systems in the world. It might take a while before new customer service people know everything there is in a system.

What we did to reduce the onboarding time of new people is having a proper Knowledge Base or FAQ. With easy-to-follow help articles and a search function, it can cover about 80% of all incoming queries. Our customer service team can quickly find what users need and direct them there, while having ample time to tackle more difficult tickets.

Photo: Recruitee’s Knowledge Base. 2 ★ Know your users. Where are they on a scale of nontechnical to tech-savvy?

We have built an ATS solution that is simple enough for casual users and sophisticated enough for advanced users. And we have applied the same principle to customer service.

Clearing a browser’s cache can be a simple task for some people and a big hurdle for others. The customer service team should be able to detect users’ tech-savviness level and provide a different level of support. Sometimes that means going out of their way to google a relevant guide to help the less tech-savvy users.

3 ★ Show that you know your users.

One of the key metrics of a successful business is retention. No one does this better than the customer service team. From recalling previous chats to informing solved bugs reported by users, customer service strengthens the relationship between the users and the ATS solution. This is also a key factor in winning the hearts of longtime users. Everyone prefers purchasing from vendors who remember their name and preferences.

Photo: Our customer support hero shows her superpower. 4 ★ Software always has bugs. Know how to tell users about them.

This is the hard truth only people building software know. Users have different expectations. Most treat software as hardware: if it doesn’t work, it’s a bad product. In such situations, customer service needs to stay calm and communicate the bugs properly.

  • Be clear. Don’t hide a bug or say that it’s something else. Acknowledge it and thank the users for finding it.
  • Be realistic. Don’t say the bug will be fixed in a few hours if you know it won’t happen. If there is no clear estimated time of arrival (ETA) from the product team, explain what you will do next to keep the users in the loop.
  • Be empathetic. Don’t state only facts that any chatbot can do. Show consideration and humor (if appropriate) when interacting with users.
5 ★ Know which information to get and how to tell the developers.

When users report a problem, our customer service would follow a three-step process:

Test ⟶ confirm ⟶ inform developers.

A problem will only pass the test phase if it can be reproduced. A problem will only pass the confirmation phase if customer service can get all the necessary data to help debug it. Only then are the developers involved and they just need to focus on fixing the problem.

This process is crucial for keeping everyone sane. A mess between users – customer service – developers would only drag the whole team in a long and painful agony.

Photo: Our workflow to keep users – customer service – developers in check.

Recruitee is a Software-as-a-Service (Saas) ATS solution. With the word “service” in our definition, we do our best to provide a world-class product AND world-class customer service. Together, they have helped us reach one of the highest spots in Capterra’s ATS industry report on user-friendliness. A million thanks and a trillion hugs to the lovely users who have accompanied us! We’ll keep striving for the best and make sure you will always love using Recruitee.

If you haven’t used Recruitee yet, try it for free today and enjoy our user-friendliness for yourself

The post ATS Solutions: What makes or breaks a good product appeared first on Recruitee Blog.

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Mopinion is currently one of the fastest growing companies in the digital customer experience space. With multiple top-tier companies across the globe in its client base, this customer feedback analytics software is redefining what listening to the online voice of customers really means.

Mopinion provides digital-first businesses with means to improve online performance and user experience on their websites or mobile apps using its customisable feedback forms and real-time dashboards, delivering deep insights. These insights can reveal how your business is performing in terms of digital content, online sales funnels, user experience and customer loyalty.

So how does a startup like Mopinion select the right candidates to empower its tight-knit team? Kees Wolters, Managing Partner and Co-founder of Mopinion, provides a rundown of what its typical hiring process looks like…

The Mopinion hiring process

“Together with the appropriate team (the hiring manager and team leads), we start by gathering all of the requirements needed to fill the position and put together a job description based on those requirements. Once this is accomplished, we then start searching within our own network for candidates who may match the profile. This includes posting it on our own media channels such as the blog and social media (e.g. our LinkedIn and Facebook pages) to start capturing some attention.

The next step is to place the vacancy on our recruitment platform (jobs.mopinion.com) which is run by Recruitee. This is followed by the distribution of the vacancy (based on job requirements and the target group) to websites such as Indeed.com and LinkedIn where we can further ‘spread the word’ about the opening.

Photo: Recruitee. Mopinion’s careers site powered by Recruitee.

Once the applications start flowing in, the hiring manager and team leads screen them and subsequently run an invitation and selection process using Recruitee. This helps us automate tasks such as rating candidates, planning in interviews and sending out rejections to candidates.”

Narrowing down the selection

“We have four core teams within Mopinion at the moment: Sales, Marketing, Support/Operations, and Development. These teams all help us move forward with our product and strengthen our business in different ways. However, when searching for specialised IT developer roles, in particular, it can be a little more challenging to find a suitable candidate. As a result, we do not tend to get many referrals in this area as we do in, for example, Sales.

Photo: Mopinion.

When shortlisting candidates, we work a little bit differently than most other businesses, which is mainly attributed to the fact that in a startup, having the right mentality is everything. This means that, above all, the candidate needs to have a ‘get-the-job-done mentality’ and is capable of taking the initiative when needed. It also means that we tend to focus less on factors like previously held positions and experience but rather more so on their potential to perform within the function.”

Diversity within the team

“For obvious reasons, skills are a priority when selecting a candidate. However, when it comes to culture, I believe diversity is also a good thing. And when I say diversity, I am referring to people from different countries, ages and backgrounds who have been exposed to different cultures and ways of working. These differences often tend to stimulate creativity and inspiration among teams, giving employees a different mindset when it comes to aspects of the job like problem-solving or communication. The stereotypical candidate for a startup is often a male of 25–30 years old who is tech-oriented – but I can’t imagine that keeping to this stereotype is always effective.”

Photo: Mopinion. Mopinion team. The challenges of hiring

“The biggest challenge in hiring is that you can screen and interview candidates as much as you’d like, but you can only truly determine if it’s a good fit once you’ve already experienced working with the person. In other words, it can be difficult to judge if someone is going to meet your expectations based on interviews alone.

Another challenge is the onboarding process for new hires. We see our employees as an investment and therefore want to see them grow and succeed within our company. That is why we have employed an extensive onboarding process for them. This process is intended to integrate the employee so that they quickly become a productive member of our team. However it is also there to make a positive and lasting impression on the employee. A smooth onboarding often translates to less stress for the employee and a lower turnover for us.”

Our advice?

“In my opinion, it’s all about focusing on quality over quantity when it comes to selecting a team. I feel that it’s better to have a small team that is more well-rounded, flexible and able to adapt in a dynamic environment. Mind you, this is not only good for the business itself but also the team members as it pushes them to grow and expand their capabilities.”

The post Hiring at Mopinion – Building a tight-knit team in a fast-growing SaaS business appeared first on Recruitee Blog.

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