Requirement
Recruiter rights (authorization to collaborate in the process / dossier)
A candidate dossier with an application process started
Overview of different step types/process steps:
Depending on the process step/step type, recruiters have various options available in the dossier. However, the process steps can only be edited by administrators in the settings. An overview of all possible step types can be found here.
General function overview in the process step
The numbers correspond to the screenshot of the sample process step below.
1. Icon of the step type
Each step type in Dualoo has a specific icon. This is coloured according to the overall rating and is displayed with a circle as long as the step is open.
Additional information: Source (channel)
In addition to the step type, the source (channel) is displayed when an online application/registration is received.
Source/channel according to the job posting (e.g. career portal, company website, Google for Jobs, LinkedIn, jobs.ch, etc.).
If an application is created manually, ‘Manual’ is specified as the source.
If a process step of the type ‘Rejection’ is created via a mass rejection, ‘Mass rejection’ is displayed as additional information.
2. 3-point button / Edit button for the step
Here you can delete, complete or reopen the corresponding process step, or notify employees.
3. “Responsible person”
Only “recruiters” can be “responsible persons”.
For appointment invitations/notifications, the responsible person is automatically preselected.
This person is informed when a new step is assigned to them (e.g. for online application receipts or manual assignments) or when detailed ratings are completed by the “rating persons” (line managers).
4. “executing person”
Information such as first and last names are available as placeholders in email/letter templates and rating schemes (e.g. D_FIRST_NAME). Information on the “Administrative person” placeholder can be found here.
All “employees (Dualoo users)” can be “executing persons”.
For appointment invitations/notifications, the responsible person and the executing person are automatically preselected.
5. “Date” of the step
This date is available as a placeholder.
There are different options depending on the step type (e.g. start and end date, start and end time).
The due date (1 day after the date expires) is also calculated based on this step. Caution: For the step to be displayed as due, it must still be open. Once it has been completed, it will not appear in the due date list. More information on due dates can be found here.
Practical example: If the pause step is used as ‘on hold’ or ‘talent pool’, the due date can be set in the future here.
6. “Communication”
All documents uploaded by applicants or manually uploaded are displayed here. This also includes all emails, letters and notes for this process step.
Email replies from applicants are displayed under Communication. The sender (Dualoo user) is notified by email when a reply is received from an applicant.
If the process step from which the email was originally sent can no longer be found (e.g. if it has been deleted), the email is assigned to the last open step and the responsible person is informed.
7. 3-dot button / edit button in the “Communication” area
Different options are available depending on the document type. For example: deleting, renaming, edit or moving documents, or downloading them as Word files.
8. “Upload | Drag & Drop”
Upload documents from your PC to the process step.
These attachments are displayed under “Communication”.
9. “Generate document”
Create letters or other documents as PDF files. Placeholders are replaced in the process.
These documents are displayed under “Communication”.
Practical example 1: If applications are received physically by post, you can of course scan the documents and enter the dossier manually. However, to enable you to return the physical dossier by post with minimal effort, you can enter the cover letter in your CD as a PDF and print it out.
Practical example 2: The cover letter for the physical dispatch of employment contracts could also be created at the touch of a button via “Generate document”.
Practical example 3: The employment contract itself can also be provided with placeholders and thus created automatically. Documents can also be downloaded as Word files using the 3-dot button and then supplemented with further information (e.g. salary, AHV number, etc.).
10. “Send e-mail”
Enter and send e-mails from templates or freely.
Option to schedule sending for a future date.
These sent and received emails are displayed under “Communication”.
Information: If the date is set for a future date in the “Rejection” step, the email will automatically be scheduled to be sent on that date.
11. “Internal note”
The notes are also displayed in the communication section and are only visible to users with recruiter rights.
Raters do not have access to the dossier and cannot see these comments.
12. Detailed ratings:
This option is only displayed if the step has been set to “detailed rating” in the settings (here). A “detailed rating” is therefore optional.
By clicking on the “Add raters” button, all created users (all roles) can be selected. These “raters” receive a notification by email and can then make a rating in the “Ratings” area, where they can also see the attachments for the respective process step.
All persons and the status of the detailed rating are displayed here.
By clicking on the info icon behind each evaluation, further information can be displayed. - When the raters were invited by which person. - When a reminder was sent. - When the evaluation was completed.
By clicking on the “Open evaluation view” button, all individual criteria and comments can be viewed.
13. “Overall rating” of the step
This evaluation option is mandatory in every process step.
A traffic light system is used with the scale ‘insufficient’, “sufficient” and ‘good’; the icon of the process step is coloured accordingly.
The evaluation is incorporated into the overall rating of the application in the matching index using an algorithm. Further information on the matching index can be found here.
‘None’ can be selected if a step is not to have any influence on the rating. For example, in the case of a process step of the type ‘Pause/On hold’ or “Reject” and ‘Accept’.
14. “Complete step”
Clicking on “Complete step” initiates the next step or interrupts the process (here)
The next “Responsible person” (“Recruiter”) must be selected. If you do not select yourself, a notification email will automatically be sent to this person.
After the step has been closed, the view is minimised. This can be expanded at any time by clicking on the double arrow.
Sample process step
Possible applications for different process steps
Below you will find some information about the possible applications for different process steps. For some process steps, there are separate instructions in the Help Centre.
1. Application receipt
The various options for forwarding a dossier, with or without preselection, to the line manager can be found: here
2. Job interview / video interview
For interviews, Dualoo directly suggests sending an internal calendar invitation once all the appointment details have been entered. This is also the case for video interviews, where the link to the video meeting is also inserted directly in the location. Read more here:
3. One-day or multi-day event
(current name: One-day event/Multi-day event)
These process steps are mainly used in employee recruitment for trial work. Several team members can also be added as “raters”, who do not automatically see all the candidates' application documents when they are released for this step.
In apprentice recruitment, these process steps are often used for career exploration and Multi-day events, and then an evaluation form is entered directly in Dualoo's detailed ratings as feedback for the students. You can see how this works here.
4. Event
Since the ‘Event’ process step only contains a date (without a start and end time), it can be used in a particularly flexible manner. In practice, this process step is often used to set a candidate's dossier to “Pending” or “On Hold”. The due date on which the next reminder is to be sent is created under “Event date”.
Other typical applications are:
Telephone interviews without a fixed appointment
Talent pool
External assessments
Medical examinations
Other milestones that must be passed in the process
Further information:
5. Acceptance
In the “Acception” step, a draft employment contract could also be created. A template with placeholders can be created using Dualoo Admin. This document can then be created automatically in this step and downloaded as a Word file using the 3-dot button, and then supplemented with further information (e.g. salary, AHV number, etc.).
6. Rejection
If you make rejections by telephone, you can simply note when the call was made in the notes section. If you set the date in the future, the email will automatically be sent on that date.
Under “Rejection by”, you can now select whether you, as the company, or the applicant made the rejection.