Under Settings > Company Profile you need to review and fill out your company information. You can also indicate here whether HROffice Support should have access to your account. It's advisable to enable this feature for faster service in case you need to contact our support department.

Additionally, you can set up default templates for various purposes through the company profile, such as a default team template, workflow template, reaction field template, confirmations and questionnaire template. This promotes consistent work, accelerates your processes, and strengthens your employer brand. More information about templates is available in the 6th step.

At Settings > My Profile, you can modify your personal information, change your password, add your signature, and choose which notifications you wish to receive. Learn more about the different notifications and how to add your signature here

Once this foundation is in place, you can begin adding your colleagues as users. You can assign them different roles with corresponding permissions.

Your role (since you created the account) is automatically set as Super Admin or Administrator. This means you have all rights, including rights for HROffice settings. Read more about the different roles and how to create custom roles here.

Once you know which role your colleagues should have, you can add them under Settings > Users. Here, you should fill out all mandatory fields such as name, email address, and role at a minimum. Optionally, you can also set the user's signature and whether they should receive email notifications. The user can later modify these details themselves.

By choosing "Save and Send Invitation," you will immediately send an email to the user with instructions to create a password for HROffice. NOTE: This link is valid for 48 hours. Alternatively, you can choose to save the invitation and send it later using the envelope icon.

Read more about adding users here <LINK>.

Company Structure is an additional module of HROffice. Through the company structure, you can map out your organization and then link user groups, job vacancies, and candidates to it.

On the Settings > Company Structure page, you can add all your entities. Follow these steps for the most organized result:

When adding an entity to HROffice, you need to fill in various fields. An important field is the parent entity. This determines where the entity you're adding fits in the diagram (which is why you always start with the 'highest'). For each entity, you can add your own templates that will be used by default for processes such as confirmations and application forms.

Read more about the organizational structure here <LINK>.

In HROffice, we use workflows that you can customize to define your recruitment process. Using these workflows will reduce the need for manual actions, saving you a lot of time.

The workflow consists of candidate statuses that you create in Settings > Candidate Statuses. Here, you create all the possible statuses you want to use in your various processes. These statuses are grouped as follows:

You also specify whether it's an active or archived status. Read more about creating statuses here.

Next, you want to combine the appropriate statuses to create your workflows. You do this in Settings > Workflows. Create your workflows by making a new one and dragging the statuses you previously created into the selected statuses in the right column. This applies to both active and archived statuses.

Subsequently, you want to use the created workflows in your job vacancies. You can choose to set a standard workflow for all vacancies or select a template for each vacancy you create. Learn how to set this up here.
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To save time and streamline your communication with candidates, you can pre-set various templates. You can do this for: Confirmations, Interviews, Assessments, Rejections, and General Emails. These can be added in Settings > Templates.

By using dynamic fields in emails, ensure that your emails are personalized for the recipient. When you want to send an email to a candidate, you can locate them as follows:

The confirmation of an application is sent directly and automatically when an application is received in HROffice. You can set this as the default, or add a template to a specific job vacancy. By setting it as the default, you ensure that candidates always receive a confirmation of receipt.

Add the standard confirmation of receipt at the settings of company profile.

We use the Mini Job Portal as a platform to publish job vacancies and allow candidates to apply through HROffice. You can personalize the Mini Job Portal via Settings > Careers Website > Configuration. Click on the pencil to edit your portal. Click on 'Career Site' at the top left to view your current Mini Job Portal.

For instance, add your logo, an appealing header, and an introductory text to ensure that candidates understand they are applying with your organization.

More information on personalizing the Mini Job Portal can be found here.

Don't forget to place your Mini Job Portal or a link to desired job vacancies on your preferred channels. For example, as a link under the 'Vacancies' button on your website.

You're probably familiar with spam and phishing emails. You think you've received a message from your bank, for example, but it turns out to be a forgery. Email address forgery is possible because the email protocol doesn't inherently verify whether the sender is authorized to send on behalf of that sender's domain. To prevent this, we use SPF and DKIM records.

To avoid HROffice-sent emails from ending up in the spam mailbox of your candidates and/or colleagues, HROffice recommends adjusting or adding our SPF and DKIM records to your DNS records. Your IT department can implement these records.

Read the comprehensive guide on SPF records here.

The data protection section within HROffice helps you process applicant data in compliance with GDPR (General Data Protection Regulation).

Here, you can:

This ensures that you're always operating in accordance with GDPR. Read more information here <LINK>.

Yes! Almost finished. You can now publish job vacancies in HROffice and begin processing candidates.

To create a job vacancy, click on the '+New' button at the top of your screen. Fill in all mandatory fields at a minimum. We recommend filling in as many fields as possible for each job vacancy, even if not all fields are displayed on your website. This information could be useful later for your reports, campaigns, or for posting your vacancy on various job boards.

At the end of the page, choose Save.

After saving this information, the additional settings for your job vacancy will appear in the left-hand sidebar. Go through all of these settings before publishing your vacancy.

No worries: if you've followed the steps above, you'll be ready in no time!

After publishing your job vacancy, it will be immediately available on your chosen publication channel(s), and candidates can apply directly to your vacancy.

Need more assistance with creating and publishing job vacancies? Click here <LINK>.

Best of luck! 🎉
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