This guide will cover how to create and manage your progression stages on your Talos system.
Progression Stages are used in a workflow to progress candidates through various stages, such as asking the candidate for further information when being shortlisted, scheduling interviews in for candidates, and even onboarding candidates to be hired for a role.
Note: you will need access to the ‘System Administrator' permission in order to manage the progression stages on your system.
Adding a Progression Stage
To add a new progression stage on your system, click here to navigate to the Progression Stage admin screen when signed into the ATS.
In the Progression Stage Admin screen, click on the Profile dropdown and select the relevant profile you would like to add the new stage to:
Once a profile has been selected, this will load the milestone's that are available in the system. Select the milestone you would like to add the new stage to and then click on 'Add Stage' on the dropdown:
This will load some fields to be completed, to setup the new stage. The only field that is mandatory to setup the new stage is 'Progression Stage' which will be the name of the new stage:
There are two types of actions that can be added to a progression stage -
Manual actions
Manual actions usually need some end user intervention before the action is triggered. Such as a manual email can be edited in Talos before sending to a candidate.
Manual actions have one of two options to choose from: Manual Email and Interview Booking:
Note: Interview booking is used in tandem with the interview booking module in Talos, and this will need a minimum of 6 emails setting up to use.
Auto actions
Auto actions do not need any end user intervention. When a candidate is moved to a stage, any auto actions that are assigned to to the stage are automatically actioned within the system.
Example: if an auto email has been assigned to the progression stage and a candidate is moved to that stage, the email will be sent automatically to the candidate without any additional end user intervention.
If an auto action needs to be assigned to a progression stage, click on the 'Add Auto Action' button in the bottom right-hand corner of the page and this will add in a new 'Auto Action' section.
There are several auto actions to choose from, such as Auto Email, Auto SMS, Add to Talent Pool and Invite to Screening, to name a few. Select the relevant action that you would like to add from the Action dropdown menu:
Depending on the action that has been selected, some additional information will need to be completed.
For example, if the Auto Email action was selected, this will need a communication template to be assigned, who the email is to be sent to, and if any delay is needed, the delay settings assigning as part of the action:
Note: on the right-hand side if the ‘Email To’ section, there is a ribbon button with a dropdown section. This includes any available placeholders within Talos, which will gather the information automatically depending on which placeholder is used:
Example: if Applicant Email is selected, this will automatically fill in the candidates email address in the ‘To’ field when the email is sent.
Information - Please see below for the other auto action options which are setup for all client systems automatically:
Auto SMS is also set up the same as the auto email. A communication template will need to be selected, who the SMS is sent to and if this is to be delayed.
Add to Talent Pool requires no further set up if this is picked. If this option is picked, the candidate will be automatically added to the Talent Pool. This is especially useful if a candidate is rejected but you would like to keep their details in the Talent Pool for any future roles.
Invite to Screening is used to invite the candidate to a video screening. If this option is selected, a video screening question set will need to be created and assigned to the vacancy for the candidate to complete their video screening. There is separate ‘How to Guides’ on creating a video screening question set and assigning the question set to a vacancy.
Note: multiple auto actions can be added to a progression stage
Assigning Data Capture Forms
Data capture forms can also be assigned to a progression stage, if required. Assigning a data capture form to a progression stage will ensure that, when a candidate is moved to that stage, the data capture forms are sent to the candidate via email to complete (if the data capture form is set as an external form) or become available in the ATS to be completed internally.
To add a data capture form to the progression stage, click on 'Assign one now' under the 'Data Capture Forms' section:
This will load the data capture forms section where you can choose which data capture forms are needed. To add a data capture form, click on the ‘Choose data capture form’ dropdown section and select the data capture form you wish to add. Once selected, click on ‘Add Selected’:
Emails can also be assigned against data capture forms, so once they have been completed, an email can be sent to the recruitment team, or a specific email address to notify them the data capture form has been completed.
Note: an email template will need to be created in Talos for the data capture form 'email on completion' feature.
Data capture forms can also be removed from a progression stage. To remove a data capture form on the right-hand side, click on ‘Remove’ against the data capture form and this will remove the form from this stage.
Once you are happy with the setup of the new progression stage, click on 'Save' in the lower right-hand corner of the page and this will be available against new jobs that are posted on your system.