The submission of application dossiers by recruiters is not yet optimally represented in Dualoo. This Help Centre article therefore provides an overview of best practices and helpful tips to make the process as efficient as possible.
We also explain why dossiers may be merged in certain cases, what effects this has and how you can avoid this.
Best practice – options for collaboration
Regardless of which of the following types of collaboration is chosen, recruiters must always observe the following rules when entering data in the application form (input mask). We recommend noting this on the website or in the advertisement so that recruiters are aware of it.
Important: Applicant data in the input mask
Agents must enter ALL applicant data (first name, surname, address, telephone number, etc.) in the input mask. Only the email address may be the agent's email address. Otherwise, Dualoo's matching rules will combine the application files of different candidates.
Option 1: Information on the website and applications / dossier submission & comment field)
The most common option is that intermediaries submit applications without contacting you in advance. In this case, we recommend placing general information on the website. This information should describe the rules for submission and also link to your own terms and conditions.
The following content could be included in the general information:
Important information for intermediaries:
Only enter the applicant's details in the input mask/application form (including telephone number). Only the email address may be that of the intermediary. We will not contact applicants without your knowledge.
By submitting a dossier, you accept the following terms and conditions.
If the contact details of the agent are not included in one of the uploaded documents, please enter your name, company name and telephone number in the free comment field.
Advantages
Relatively simple implementation.
Disadvantages
No guarantee that the rules for submitting dossiers have been read – therefore risk of duplicate dossiers being merged.
No recognition of recruitment agency dossiers in the job overview
Option 1: Example display on the website:
Option 2: Separate job for recruitment agencies on the website
A separate job can also be created specifically for recruitment agencies. In this case, submissions are made via a separate application form, which also allows the buttons and source to be used specifically. The dossiers received must then be manually assigned to the job that was actually advertised. In this context, it is advisable to include a comment field in the form where the respective target job can be specified and to send an individual confirmation of receipt by email.
Advantages:
Correct source possible thanks to creation of own application portal, which also allows recruitment agency dossiers to be identified in the job overview
Certainty that the rules for submitting dossiers have been read, reducing the risk of duplicate dossiers being merged
Individual automatic confirmation of receipt specifically for recruiters via email is possible, ensuring that the recruiter is addressed correctly and the applicant is specified.
Clear labelling of the comment field and buttons is possible, as they are used exclusively for recruiters.
Disadvantages:
Manual assignment of the application to the correct job in Dualoo
Option 2: Example display on the website:
On the main page:
Dualoo ‘advertisement’ used as a description of the rules and conditions for submitting dossiers:
Dualoo input mask:
Dualoo automatic confirmation of receipt (view with placeholders in the settings):
Option 3: Agreed cooperation between intermediaries and companies
This option is only suitable for agreed cooperation with intermediaries, as an individual link is created for the PDL and sent to the intermediaries in advance or on request.
Advantages
Correct source possible due to the creation of individual links and thus also the recognition of recruitment agency dossiers in the job overview.
Disadvantages
Only applicable before the dossier has been submitted (therefore usually only in cases of agreed cooperation).
What to do if dossiers have been merged incorrectly?
If applications have been incorrectly identified as duplicates and merged – especially in the case of dossiers from recruiters – there are two ways to resolve the issue:
1. Recommendation: Correct resubmission by the recruiter
In such cases, we recommend that recruiters resubmit the affected dossier in accordance with the rules. This ensures that all information can be created and assigned correctly.
2. Manual cleanup by the HR team
If the cleanup is to be done internally, please proceed as follows:
Manually create a new dossier for the second (incorrectly merged) application.
Add the corresponding job.
Enter the correct application receipt date.
Upload the complete application documents again.
Add a note to the comments with the following note: ‘Confirmation of receipt was sent, but the application was incorrectly identified as a duplicate and merged with the dossier of [name]. Information about the original application can be found in the CV of [name].’
If there is no CV in the original dossier, please contact the recruiter to complete the missing information.
In the incorrectly merged dossier, manually overwrite the applicant's data with the correct information.
Once the data has been separated correctly, the second (faulty) application can be deleted.
Future solution
When posting a job, the recruiter can specify whether applications from recruitment agencies are welcome. If this is not desired, this is mentioned in the application mask (possibly also in the job overview).
If applications from recruitment agencies are welcome, a selection appears in the input mask: I am: Applicant (default) / Recruitment agency
If Recruiter is selected, the company and contact details can also be entered.
In the dossier, ‘Recruiter’ is entered under Source and Dualoo automatically informs the recruiter of the acceptance or rejection. All other communication takes place directly with the applicant.