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Advorto system glossary

Action

An Action is an Advorto term for a function or page which allows Person and/or Candidate data to be either viewed or entered from the Back office or HM portal. Examples of actions are:
 - Printable views of candidate application forms
 - Screening forms
 - Interview scheduling/feedback forms
 - Offer detail forms
 - Vetting forms
 - Etc.

Agency candidate

An Agency candidate is a candidate who has been put forward by an agency.

Agency module

This module is used for clients who want to accept applications from Recruitment Agencies via the system. Agents will be required to create an account or have an account created for them. Vacancies may then be authorised for specific agencies as required. Once authorised, agents login via an "Agency portal" in order to view vacancy details and submit candidates. The Agency portal therefore includes many of the same features as the Candidate portal to allow authorised vacancies to be searched and details to be viewed, along with lists of candidates that each agent has submitted. Finally, there are some specific pages for "super agents", who are agency users who have been authorised to manage users within their own agency.

Agency portal

The Agency portal is the term used to refer to the website which recruitment agents need to access to view their authorised vacancies and to forward and track candidates for their authorised vacancies.

Application pipelined

If configured, users are able to "pipeline" a candidate, which moves them out of the general Submitted candidates view in the Back Office and into the Pipelined candidates view. This functionality is used in situations where the same kind of roles continually come up and clients don't need to reject candidates who are still active in the recruitment process, just because a particular role has been filled.

Application status page

The application status page is a page in the candidate portal which gives further information about a specific application to a specific vacancy. This is the page where candidates will be redirected to in order to find links at different stages of the process to do any of the following:
 - Complete and submit an unsubmitted application
 - Check on the status of a submitted application
 - Click a link to complete online tests
 - Click a link to book an assessment slot
 - Access top-up forms to submit additional information when required (e.g. onboarding)
 - Withdraw an application
 - View a printable view of a completed application
 - Etc.

Assessments module

The Assessments module is used for candidate self-scheduling. Slots of availability may be set up by Recruiters, which may either be open to candidates applying to all vacancies or to specific vacancies. Candidates may then select a suitable slot from a moving window of availability. The key functionality of this module, including the text displayed, processes triggered when slots are selected or removed and the rules governing the window of availability may be configured here.

Back office

The Back Office is the actual "system" part of the Advorto recruitment management system, used by users such as Recruiters and HR Administrators.

Brochure

This may be anything from a custom careers home page, e.g. listing numbers of jobs in specific areas (e.g. maybe locations or departments). This area may also be used simply to host other client careers pages which are nothing to do with Advorto functionality, e.g. Benefits details, Why work for us?, Meet the team, etc.

Bulk process

A bulk process is a process which is available to be run on multiple candidates by selecting it from the Bulk action list, which appears at the bottom of the Back Office Candidates list page after the check box next to one or more candidates has been checked. If a process is only to be used as a bulk process, then no icon needs to be assigned.

Bulk and single processes are often related, e.g. it's common practice to configure some single processes, such as a Proceed, Hold and Reject at a particular stage, then to configure a bulk process which triggers the relevant single processes, based on a selected outcome, with the bulk version of the process also being assigned to a submit outcome button on the relevant outcomes page.

Bulk screening

Bulk screening refers to the process of selecting multiple candidates at once and then choosing an appropriate action from the bulk action list in the Back Office. This allows users to screen candidates and complete outcomes in turn without having to re-open the screening page from the Candidate list one at a time.

Cache Timeout

The cache time-out is the number of minutes between the vacancy cache resetting. This cache is used for performance reasons. If set to 60 minutes, for example, this would mean it may take up to 60 minutes before a vacancy was visible on the careers site after being published.

Candidate

A Candidate in the Advorto system is defined as a Person who has started or completed an application to a particular vacancy, i.e. a Candidate is directly associated with the vacancy they applied to. Data may be stored against a Candidate, which is specifically related to that application.

Candidate Account

A candidate account is the secure personal area of the careers website where candidates access the various areas of recruitment-related functionality.

Candidate duplicate script

The duplicate script is the logic used by the system to cause the duplicate spotter icon (if enabled in a user's security group) to display in the "Possible duplicate" mode (with an orange cross). Users may then evaluate whether or not the candidate is or isn't a genuine duplicate and take appropriate action.

Candidate password

The password used by candidates to login to the Candidate portal or careers website.

Candidate type

This term is used to describe the high level candidate type, of which there are three:
 - Direct - External candidates who have either applied themselves via the external client website or been added to vacancies as direct candidates by Hiring Managers or Recruiters
 - Internal - Internal candidates who have either applied themselves via the internal careers portal or have been added to vacancies as internal candidates Hiring Managers or Recruiters
 - Agency - candidates who have been submitted by a recruitment agent via the Agency portal

Classifiers

A classifier can be thought of a field driven by a fixed list of option which applies system wide to classify key data types, e.g. Vacancies, Requisitions, Users, People, Preferences, User Roles. More often than not they are applicable in multiple areas, e.g. classification of requisitions, vacancies, job alert preferences, user preferences and talent bank categories. A classifier should never be used just to drive the options for a field on an application form or other candidate/person data entry pages, unless the same list is used to classify vacancies as well.

Closing date

Closing date is one of the standard system fields for vacancies. Where closing dates are enforced, they will automatically drop off the vacancy list once the date has passed and candidates will no longer be able to submit applications.

Closing date

This is a control used to add the system Closing date field which can be used on a requisition or vacancy edit page.

Contacts

Contacts are used to capture contact information for people who aren't system users. Processes may then be set up to send comms to these contacts or they may be selected when sending ad-hoc emails to contacts.

CSV file

Comma Separated Value - a file format supported by Excel where the data is described by a series fields (the first row) and data (subsequent rows) which each field name or data item being separated by a comma. This format allows multiple data items for multiple records to be matched to the relevant fields.

Dashboard

This is a web page which provides candidates with a summary of various key items or activities which are unique to them. For example in the candidate portal, lists of applications made by the candidate at various statuses are displayed.

Data protection statement

This is the standard legal statement which a candidate registering on a client's careers site must agree to in order to give consent for the client (and Advorto) to hold and store their personal information.

Direct candidate

A Direct candidate is a candidate who has applied themselves via the external candidate website or been added via the "Add candidate" mechanism by a Hiring Manager or Recruiter.

Email sending delay

Email sending delays allow a standard delay to be set on each template before the email will actually be sent out. This is generally used for three reasons:

1. It allows some time after a user has sent an email (or emails) in error for them to correct the mistake and stop the email before it is sent
2. Due to the high level of automation possible with systems such as this, longer delays are often configured on emails informing candidates that they have not been successful in their application. This may be to allow time for verbal feedback to be given initially or simply to make it seem like a process has taken longer than it has.
3. Sometimes, if a user is doing some work at night or on candidates in a different time zone, they may want emails to be sent out during the candidate(s) working hours the following morning, so an appropriate delay may be set to allow for this.

Email templates

Email templates are comms templates which may be used to send emails to people/candidates, users, contacts and agents in relation to various data types, such as an application, a vacancy, a requisition, etc.

External candidate portal

The external candidate portal is a commonly used term used to refer to the external-facing careers site, which is usually branded to look like a client's own website.

External careers portal

The external careers portal is a commonly used term used to refer to the external-facing careers site, which is usually branded to look like a client's own website.

Favicon

This is the image used as the favicon (the image displayed in the browser address bar or tab).

Folder

A folder in the Advorto system is used to indicate a status. In the Back Office, folders are typically displayed in the left navigation on various page. Clicking on a particular folder will show the list of data that is currently classified with the selected status.

Forgotten password token

When a candidate/user requests a new password, they are sent an email which includes a one time use link with a unique identifier in. This unique identifier is known as a token.

Global preferences

Global preferences are preferences which all users have access to (if permitted within their security group's configuration). A preference controls users' access to data and is selected from the top-right drop-down list in the Back Office. Users may only see data which is classified in the same way as their currently selected preference.

Preferences can be based on user roles and/or classifiers.

e.g.
 - Role-based: John's vacancies (all vacancies that John is the Recruiter/Hiring Manager for)
 - Classifier based: China vacancies (all vacancies which are classified with China as the location)
 - Classifier based: Sales vacancies (all vacancies which are classified with Sales as the department)
 - Combination or role and classifier-based: John's China vacancies (all vacancies which John is the Recruiter/Hiring Manager for which are also classifier with China as the location)
Etc.

GND

Gross negative disqualifier (GNDs) is another name for a killer question, which is a form of automated screening. These are questions which is asked right at the start of the application process to firstly allow a candidate to self qualify that they are suitable for the role they are applying to (e.g. they have the necessary mandatory qualification) in order to avoid them unnecessarily having to complete the entire application form only to be screened out immediately. Secondly, from the recruiter side, these questions reduce the number of inappropriate candidates that need to be screened, so more focus may be given to more suitable candidates.

Hiring Manager portal

Hiring Manager portal is another commonly used term used to refer to the User portal.

HM portal

HM portal is short for Hiring Manager portal, which is another term used to refer to the User portal.

HTML

HTML stands for Hyper Text Markup Language. This is the language used to describe web pages.

Identities

An identity is the term used in the Advorto system for "who" comms are sent from. The "who" here may not be an actual person, e.g. it may be a NoReply contact used to send emails/SMS messages or a generic email box, such as HR_System_Admin@ClientName.com, rather than an actual person.

Internal candidate

An Internal candidate is a candidate who has applied themselves via the Internal/Intranet careers portal.

Internal candidate portal

The internal candidate portal is a commonly used term used to refer to the internal-facing careers site, which is usually branded to look like a client's intranet pages.

Internal careers portal

The internal careers portal is a commonly used term used to refer to the internal-facing careers site, which is usually branded to look like a client's intranet pages.

Interview series

An interview series is a way to group interviews or assessments related to a particular thing together.

Job alerts module

The Job Alerts module is used for candidates to subscribe to specific areas of interest, so they may be notified when a job is published which matches one of their selected area(s) of interest.

Journal templates

Journal templates are comms templates which may be used when adding a journal entry to the system. These may be in relation to various data types, such as an application, a vacancy, a requisition, etc.

Keyword search

Keyword search refers to functionality allowing users to search by entering one or more words as a free text search. By default, a keyword search will search across all the data in the fields that you have added to a results table/list (in this case the vacancy table/list), but you may configure additional fields for the keyword search to work with, such as the vacancy description field, which would never be displayed in a results table.

Link validity

This is the number of minutes after a forgotten email has been sent, during which the one time use link will be valid.

Live Backoffice URL

This is the URL at which the live Back Office will be available.

Mimic/Mimicking

Mimicking is what Advorto call the process of logging into another agent's/candidate's/user's account. This may be another system user (e.g. a client user when troubleshooting issues experienced by a particular user), a candidate (e.g. when providing support to candidates and you want to see what they see) or an agent (functionality available to designated agency super users (super agents).

Online test

An online test is a capability or psychometric assessment which is carried out over the web. Advorto is integrated with a number of third party test providers and clients may opt to implement an online test at any stage of the recruitment process. This section of the application status page may be used to introduce these to candidates.

Opening date

This is a control used to add the system Opening date field which can be used on a requisition or vacancy edit page.

PDF

Portable Document Format (PDF) is a file format used to represent documents in a manner independent of application software, hardware, and operating systems. Each PDF file encapsulates a complete description of a fixed-layout flat document, including the text, fonts, graphics, and other information needed to display it.

Person

A Person in the Advorto system is anyone who has registered on the Candidate portal (either internal or external). A Person may have made no applications at all and simple have a job alerts configured or have registered their interest, or they may have made one or more applications as a Candidate to particular vacancies. Data may be stored against a Person and any data that is stored here may be applicable to all their applications, e.g. Name, Address, Phone number, etc.

Printable view

A printable view is a web page formatted such that it will print out in a nice format on standard A4 size paper. In the Advorto system, this specifically refers to a printable version of the completed candidate application form.

Process

A process is a configurable series of actions or activities which may take place on something in the system. This may be one or more activities, e.g. a change of status, plus an email and an SMS.

Recruitment portal

Recruitment portal is another commonly used term used to refer to the User portal.

Registration of interest (ROI) module

The Registration of interest (ROI) module is used in situations where clients do not recruit all year round and want to capture the interest of potential candidates so they may be contacted once the campaign does start, for example for seasonal graduate campaigns. The concept is not dissimilar to talent bank and job alerts. The data captured tends to be more involved than job alerts and the activation of an ROI profile is driven from the candidate side, rather than the client side. Candidates who register interest may then be pro-actively communicated with in the run up to a campaign starting and notified when they may complete an actual application. With sufficient numbers registering interest, it may be possible to significantly reduce advertising budgets for example.

Required field indicator

This is a word or symbol used to indicate which fields are compulsory on a form. This is usually set as a single character, e.g. a * symbol.

Requisition

This is the term used to describe an unapproved vacancy. A requisition is created by one system user, normally a Hiring Manager, then goes through an approval process until eventually it is converted to a vacancy and published, at which point the requisition becomes a vacancy.

Requisition stage

A stage represents a workflow stage which a requisition may be at.

Requisition templates

Requisition templates are used in the requisition module to help the completion of the requisition form. It is possible to enforce all requisitions to be started by selecting a template or to allow users to optionally start with a blank requisition form if they wish.

Security groups

Security groups control users access to functionality and, to a certain extent, data (e.g. which vacancy statuses or candidate folders users have access to and the level of that access). Any number of security groups may be set up, depending on the granularity of permissions required.

Send to friend

This is the short online form which captures the required information about who is sending the vacancy and to whom they are sending it.

Single process

A single process is a process which is available to be run on a single candidate by clicking a process icon in the Processes column in the relevant row for a particular candidate. An appropriate process icon should be selected for any single processes.

SJTs

An SJT (or SJQ) is a situational judgement test or questionnaire. This is a type of online test which gives a candidate a particular scenario and asks them, from a fixed list of outcome options, to either rank the outcomes in some way or to indicate which is of the outcomes they personally would most and/or least be likely to do.

SMS templates

SMS templates are comms templates which may be used to send SMS messages to people/candidates, users, contacts and agents in relation to various data types, such as an application, a vacancy, a requisition, etc.

Sub-folder

A sub-folder is the child in the hierarchy of a parent folder.

Super agent

A super agent is an agency user who has rights to manage other users within their own agency, i.e. an agency super user. Where possible, each agency used by a client should have a designated super user, to reduce the amount of agency admin required by the client themselves.

Talent bank module

The Talent Bank module is used both recruiters and candidates. A candidate must first be added to the talent bank by a recruiter, which is typically done as part of the process of recording an outcome for a candidate at a particular recruitment stage. This would normally be due to one of two reasons:

1. A candidate is a very good candidate who was not quite right for the role to which they applied, but is considered suitable for a different kind of role.
2. The candidate would have been hired if someone else hadn't pipelined them at the post for the vacancy to which they applied and would be offered a position if another similar vacancy existed.

Top-up form

A top-up form relates to a secondary online form which a candidate may be required to complete after submission of the initial application form, e.g. to add data about their reference contacts at the point in the process where references may be required.

Unsubmitted application

An unsubmitted application is an application where a candidate has registered against a vacancy, but has not yet completed all the required fields and sections of the application form or has not yet clicked the "Submit" button to commit their application.

User password

The password used by system users (e.g. Hiring Managers or Recruiters) to login to the Hiring Manager portal or Back Office.

User portal

The user portal is the collection of web pages which make up the client user portal, otherwise know as the Recruitment portal or Hiring Manager portal pages. This area of the system would typically be branded to look like a client's intranet with appropriate links added to the intranet to access the Advorto system-hosted pages.

User role

A User role is a type of user classification. A role may also in turn be classified by use of system classifiers, e.g. The role "Department Head", where you have multiple people with the role, but each one is for a different department.  It is used in the requisition workflow process to define responsibility for a specific stage in the workflow. e.g. People with the role of "Hiring Manager" are responsible for creating requisitions, people with the role of "Department Head" are responsible for approving requisitions in their department at the Department Head approval stage, etc. Roles are also used on vacancies where it is necessary to indicate some form of ownership or responsibility for a vacancy. These roles may be the same roles that are available and used during the requisition process (if used), but there may be additional roles that are only relevant for vacancies. e.g. The "Department Head" role may only be relevant in the context of approving a requisition, whereas a "Recruitment Administrator" role may be a role that is only relevant in the context of a vacancy.

Vacancy

A vacancy is an open job or opportunity to which a candidate may apply. In the Advorto system it is also a key database object. Candidates or Applications are associated with Vacancies. A Vacancy has a number of fields and criteria which define it.

Vacancy details page

The vacancy details page is a page giving more information about a specific vacancy. There are several versions of this page - one for external candidates, one for internal candidates, one for agencies and one within the User portal.

Vacancy status

The vacancy status field is a standard system field used to describe the current state that a vacancy is in. This field has a number of  fixed standard options and it is possible to configure which options are used/available in any one system via security group settings. The standard system vacancy statuses are: Template, Proposed, Staging, Open, Closed, Archived, Deleted. Of these statuses, the key ones are Open (vacancies which candidates can currently apply to if published and opening/closing dates are in range), Closed (no longer accepting applications, even if opening/closing dates are in range) and Archived (vacancy filled, cancelled or withdrawn).

Validation error

A validation error is a message given after a page has been validated and a problem has been detected with the data entered.

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