FAQ/Best Practice

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Here you will find some useful information about EasyCruit based on our customers' most frequently asked questions. Choose a topic you want to learn more about. You can navigate by using the menu or the breadcrumbs above the title.

GDPR is the new privacy law that will apply to all members of the EU and EEA from May 25, 2018.

For recruitment this means to improve the protection of personal data, enable the candidates to know what happens to their personal data if they give their consent for companies to use and process it for recruitment purposes, and also ensure their right to withdraw their consent and have their personal data deleted.

The new law applies from May 25th 2018, and this letter reflects the current situation today with EasyCruit, and how we will continue improvements to support you on GDPR: https://info.easycruit.com/files/GDPR_for_Visma_EasyCruit.pdf

In the release in April we will provide you with the new setup for the Consent text/Privacy Policy, that will be mandatory for all customers from 2nd of May 2018. With the release in April 2018, we will show you how to do this changes.

If you do not have a consent text today, a privacy policy text will be implemented from Visma. This text is adjustable and will be available in the following languages: English, Norwegian (Bokmål), Norwegian (Nynorsk), Italian, German, French, Danish, Swedish, Latvian, Dutch and Finnish.

Take a look at this video, that will explain how you need to prepare for the new Consent Handling:

Sometimes when an advert is posted, it does not appear on Finn.no. In most cases when an advert is not visible on Finn.no, this is something you can fix on your own. Here is a list of a few things you can check.

The first thing to check is how long ago the vacancy first was published. If you have reused a project from last year, this may be the issue, as the first publication started a year ago.

One advert can't be displayed on Finn.no for more than 42 days (6 weeks) from the date the vacancy first was published. If this period is exceeded, the advert may not be published at all.

If the gap is more than 42 days, you will need to request a second advert to be created. You can easily do this by ticking the box Request new Finnkode. This will create a new Finn-code (a new advert). Note that Finn.no will charge you for a new advert when you do this, so this step may require approval from your manager.

Make sure to use a valid postcode. To check and update the application date go to Edit Vacancy and click the pencil next to Publish to board, and then the pencil next to Finn.no. You can search in the Norwegian postcode directory from the following link:

http://adressesok.posten.no/en/postal_codes/search

Here is an example: If you post a vacancy with postcode 0007 Oslo (see the below screenshot), the advert will not be published.

Sometimes the application date has the wrong month or wrong year. The application date also should be in the standard Norwegian format DD.MM.YYYY, if you need to check and update the application date go to Edit Vacancy and click the pencil next to Vacancy.

In order to post to Finn.no a contract with Finn.no AS is required. If you have questions regarding your contract, please call your contact person at Finn.no. You can also contact their support. You'll find contact information here: https://hjelpesenter.finn.no

It is possible to add a video to your advertisement in EasyCruit, by embedding the video code from an online video provider like YouTube or Vimeo. In this article we will show you how you can do it.

Note that some external job boards do not support this type of video embedding on their pages, which is outside the control of EasyCruit.

The first thing you need to do when you want to add a video to EasyCruit, is to upload your video file to a web page. In this example we have uploaded our video to YouTube.

When the video is ready click the Share button on the video page, and select Embed. Select all the text (the entire URL) in the box below, right click and click copy.

The text to copy should look something like this:

Depending on the width of your company homepage, you may want to modify the height and width properties for the iframe in order to make the video fit in. Be aware that for mobile sites the fixed size of the iframe might be an issue.

Unfortunately candidates cannot do this themselves. There are two options available - the Candidate sends the cover letter to you and you update their application manually in EasyCruit, or you ask the candidate to re-apply (and delete their old application).

Normally when candidates wish to update their CV information, you can ask them to log in to your career site. However, candidates can only update information in the CV (the information that can be used across all the different applications). Information specific to the application within a project (for example the cover letter, project specific questions or additional attachments) cannot be updated in the system by the candidates themselves.

In order to change a cover letter for a candidate, the best thing to do is to save the candidate application to your CV database. Saving the candidate enables you to edit the candidate’s information on their behalf.

To do this, follow these simple steps:

Alternatively, if you wish, you could also ask the candidates to apply again. Here are the steps for the best practice when doing so:

When you create a Vacancy in EasyCruit, there are a group of users that automatically are granted rights to the vacancy:

These three roles are responsible for giving other users access to the vacancy, which can be done from the Access Control Page of a vacancy.

Make sure that the user is added to the vacancy on the Access Control page. Remember that the users need to log out and in again in order for changes to be activated.

The Access Control page displays a list of users. The list shows all the users that have access to the department(s) in the vacancy, and excludes Administrators and the Project Owner.

Normal users need to be members of the department in order to be visible in the list. For example, if a user only belongs to Department A, the user will not be on the access control page for a vacancy in Department B. To add a user to a department:

There are two possible reasons why you cannot see the Send application link in the vacancy posting:

When setting up a vacancy you need to choose an Application form in order for candidates to be able to see the link to send application. To check to see if you did set one up, from the Edit Vacancy tab of a vacancy, click the eye icon.

To add an application form, click on the pencil icon next to Application form from the Edit Vacancy tab

Choose either complete, from a template or a custom application form and edit it to suit your project if you need to. Remember, the changes you make will only apply to this project.

Another reason the Send Application link may not show could be because the project is assigned to two or more different departments.

If so, the candidate needs to choose a department before the Send application link will appear.

When you have tried to log in to EasyCruit 3 times with incorrect login details, you will be required to fill in a CAPTCHA code similar to the below. This is to protect EasyCruit from malicious attacks. The CAPTCHA code is case sensitive.

There is no way around entering the code! Do not try to re-load the page!

If you have failed logging in 3 times, and then re-load the page, the CAPTCHA image will not show, but the system will remember that you had 3 failed attempts so will not let you login.

Once you have filled in the code and your login credentials correctly you will get into EasyCruit.

Click here for further assistance on Accessing EasyCruit.

Example of application button in the right column.Sometimes when you post to Finn.no you may experience that the application button that usually can be found in the right column is not there, or that you receive emails from Finn.no with applications from candidates.

The reason for this can usually be found in the configuration for the vacancy. Follow the simple steps below to resolve the issue:

When you post a vacancy to Finn.no from EasyCruit, you will be asked if you wish to send the application link. This is a yes/no question. If you wish for the application button to appear on the Finn.no webpage, you need to select yes here. Here's how:

The project needs to have an application form configured in order to display an application button in the Finn.no advert. Here is how to check that you have an application form in the vacancy:

When you edit a vacancy after it has been published, you need to publish it again to update the web pages with the new information. Here are the simple steps to edit and update a vacancy:

Some channels are transferring data to a page hosted on another server. In EasyCruit these channels are grouped under the heading External Channels. For external channels you can usually expect a delay before the advert is visible online. Most of these pages automatically update every 15 minutes or so, but some pages update less frequently, for instance once every 12 hours. This will depend on the channel, and is not controlled by EasyCruit.

For Multiposting channels you need to edit the channel and tick the option called Update before clicking Send. The Multiposting channels will normally update almost immediately and the green ON icon indicates that the web page has received the information. If there is an error message, you can simply hold the mouse over the red error sign to view a tooltip with the error message.

To change the Apply by date you need to perform the following steps:

To change the publication dates you can follow these steps:

Please keep in mind that some providers will consider this to be a new posting, and therefore charge you for one extra vacancy credit.

EasyCruit supports the following browsers:

Note: Support for Internet Explorer 8 will end in May 2016. Support for IE6 and IE7 already ceased in November 2014.

The following table shows the browsers/versions supported by EasyCruit front office. Web browser compatibility with EasyCruit in relation to the front office (Career page) depends on who implemented and delivered this layout and format. If the implementation was done by the customer, the compatible browsers depend on the customer's settings. If the implementation was done by an EasyCruit team, the browsers will be specified in the job description or according to the agreement at the time the front office was created.

EasyCruit's front office will not automatically be compatible with future browsers.

Before Oct 2011

Oct 2011 - Oct 2014

Oct 2014 - May 2016

From May 2016

Firefox †

Chrome †

Safari (PC) †

Safari (Mac)

Internet Explorer 11

Internet Explorer 10

Internet Explorer 9

Internet Explorer 8

Internet Explorer 7

Internet Explorer 6

† Indicates the latest version of the browser at the time of development.

Search engines and job board/ channel 'spiders' can display publicly listed jobs on their own sites. This article describes how this occurs and how you can restrict it from happening.

Some sites (e.g. Indeed) use a spider to trawl through career sites and publish jobs on their own website. If a candidate clicks on the link from Indeed, it will divert the candidate back to the original source/ channel where the job was posted to (most likely your career site), and the candidate will be registered in EasyCruit as coming from your career site, rather than Indeed.

The EasyCruit Customer Success Team can configure your career site to request such sites not to index or include pages, by setting the robots.txt file to no robots, and amend the career site pages accordingly. If you have created your own career site using the EasyCruit XML feed, you will need to undertake these changes yourself. Unfortunately not all search engines or job boards respect this listing, in which case you should contact them directly.

If you have jobs which are internal only, and not for the general public, you should post these jobs to a dedicated internal career site, and the EasyCruit Customer Success Team can restrict access to the site in the following ways:

Sometimes the name of an organisation changes. To change the name of your company in EasyCruit please contact the Customer Success Team via phone or email support.easycruit@visma.com. They will be ready to assist you.

To change the main company logo/image an Administrator can do this under Settings > Company Information and then select the Media tab.

For all other departments it can be done by an Administrator or Department Administrator under Settings > Departments.

If there is no image uploaded, the department will inherit the parent Department or Company image.

Spontaneous/ general applications are used to capture candidates who are interested in working for your organization in EasyCruit, without there being a current specific role for them to apply to. This can enable you to see who is interested in working for your organization, and build up a talent pool of potential candidates who you can contact when a suitable vacancy becomes available.

There are two ways this can be facilitated in EasyCruit

Candidates who have created a profile in the Career Center will be displayed as 'CV Candidates' in EasyCruit. You can search for candidates against that candidate type, and reach out to them via email, or link them to a suitable vacancy as one arises.

Candidates are only able to submit 'standard' profile data through the career center. If you have specific questions you want to ask spontaneous applicants, it may be better to set up a specific vacancy for them.

The benefits of this method are:

For security reasons, EasyCruit has a standard Time-out functionality. It means that if you are not actively working in the system, you will get logged out after 30 min. This time limit is not changeable per customer.

There is no specific auto save, and EasyCruit requires you to physically click the save or next buttons to progress your work.

If you experience getting logged off in the middle of setting up a new project, your project will get automatically saved as long as you have assigned a department to the project. You can always come back and continue working/editing your project after this.

Note: Editing within a text field does not count as activity, and this might be why you feel you are getting logged off despite working in the system. This can be problematic when you are editing the content of your vacancy, therefore, when entering longer text/ formatting in text boxes, we recommend you actively save frequently.

This could be due to your IP address changing. This may occur if you VPN, or if a session cookie is deleted for any reason. It's best to contact your internal IT department if you face more frequent log outs, as it could be due to your internet settings.

EasyCruit Administrators can see which features have been purchased and activated.

No, you have nothing to worry about. When you are sending emails to several candidates at the same time in EasyCruit, you can always feel safe that EasyCruit sends a separate email to each of the email addresses in the list. The system will not be sending them as CC or BCC, but as individual emails.

Are you receiving emails about system updates, but do not require these emails any more because you have left the position or organization?

You can unsubscribe from the EasyCruit mailing list by contacting our Customer Success Team on support.easycruit@visma.com

07.10.2016

Arbetsförmedlingen is currently developing a new matching service between job and job seeker. The changes means that you for example will be able to specify the competencies that are sought for the job. Corresponding to this, a job seeker will be able to add what skills you have to get better results in the match.

Arbetsförmedelingen currently working on building up a database with various competencies for this. When this is done, the function for direct transmitted ads (that EasyCruit use to publish to them) will be updated so that you can easily identify them when publishing.

Direct Transferred ads are scheduled to be updated in 2017 with the test environment available from the first quarter. We at Visma will of course update the integration as soon as it becomes available so that you can take advantage of the new functionality as soon as possible.

You can already ensure that the database of competencies is as complete as possible, by in the ad itself add the skills you are looking for before you publish. For Arbetsförmedlingen should be able to identify those, they recommend that skills are presented in a structured way, such as a bullet list.

If you have any questions, you are welcome to contact our support.