Decide which steps applicants go through by creating application processes for your open positions individually as needed. This not only makes it easier for you to find the right candidates, but also reduces the number of canceled applications.

1. Application settings

To define the general settings for your application processes, go to "Settings" (1) > "Applications" (2) > "Application settings" (3). Here you can adjust the following settings:

• General application settings: Define in this area whether you allow speculative applications or an application via XING or LinkedInd profile.
• Captcha settings: Use Google reCaptcha to prevent spam applications. Read more information about this topic in the article " Configuration of captcha ".
• Email settings: Specify here whether your candidates should receive automatic email notifications when they start or finish their application.
• Candidate registration settings: In Application Manager, candidates create their own account in the first step of the application process with just a few clicks. You decide here which information has to be filled in. Keep the registration as short as possible by only asking for the most necessary parameters or marking them as mandatory.

2. Create application process

In order to receive the highest possible number of applications, we recommend that you establish a simple and straightforward process. Long and complicated processes discourage candidates and lead to a high number of application cancellations. It is best to test your newly created application processes yourself or have them tested by an external person.

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Would you like to test your application processes, but your email address is already registered in Application Manager?

Simply create a "new" email address from your email address using the plus sign. Take your email address, add a plus sign after your name and before the @-symbol, and any word you like. For example:

Your email address: max.mustermann@meinefirma.com

New alternative email address: max.mustermann+recruiter@meinefirma.com

The email address will be recognized as a new email address and you can register again. You will receive the notifications to your original email address as usual.

[/tip]

The application processes can be found at „Settings“ (1) > „Applications“ (2) > „Application process“ (3). To make your start easier, our experts have defined a standard process. You are welcome to use this standard process or adapt it to your needs via "Edit" (4). Create a completely new process with the "Add an application process" button (5). You can also duplicate existing processes (6) and edit them afterwards.

You have the option to create multiple application processes and define one process each as the default for jobs or for speculative applications (7).

Regardless of which option you choose, the next step will take you to the editing window. This window consists of the following elements:

• „Language“ (1): Do you use several languages? If yes, then you can adapt the processes to multilingual job ads.
• „Title“ (2): Give your process a name.
• „Allow editing on job creation“ (3): Do you want to allow application processes to be customized as part of the job creation process? This is how you enable this option. It is disabled by default.
• „Application process“ (4): In this section, you customize the process using drag and drop. Elements in the "Active steps" column must be completed by the person applying in the application form. If you do not need certain steps, move them to the "Inactive steps" column. 
  The application process basically consists of three elements: profile (mandatory field), CV and questions. You can find all the details about questionnaires in the article "Create custom questions and questionnaires".

Once you have selected all the steps, save your selection by clicking the "Save" button (5).

When you create a job, your default application process is displayed by default under "Job settings" > "Application process". If you have defined multiple application processes, select the desired process from the drop-down list.

3. The application form

In the first chapter, we showed you the individual steps that you can define in the application process, and now we will guide you through the application form from your candidate´s point of view.

3.1 Application Manager application form

Profile (mandatory field)

In the first step of the application process, candidates create an account. To do this, they must fill in all the mandatory fields (marked with an asterisk). These are the fields that you have defined in the "Application settings". In addition, in the last step, the candidates will also be informed about the data processing.

On the right side, the applicants will see the next steps that have been defined by you in the application process. The steps that have been completed are automatically marked with a check mark.

CV

Candidates have several ways to share their resume with you:

• „Import automatically“ (1): This field allows candidates to import the CV directly from the XING network.
• „Import from file“ (2): Applicants can also upload the CV as a file. The following formats are allowed: doc, docx, pdf, rtf, odt.
• „Enter your CV manually“ (3): With this option, applicants manually enter the data, such as experience and education, in the application form.

Questionnaires

If necessary, you can ask the candidate additional questions or request documents, such as a copy of a driver's license or a job reference, as part of the application. The following document formats are permitted for uploading: doc, docx, pdf, rtf, txt, htm, html, png, jpeg, jpg, bmp, xls, xlsx, ppt, pptx, zip, odt. Read more details about questionnaires in our article "Create custom questions and questionnaires".

Candidates complete the application process by clicking on "Submit application".

3.2 onlyfy Prescreen application form

Profile (mandatory field)

In the first step of the application process, candidates create an account. To do this, they must fill in all the mandatory fields (marked with an asterisk). These are the fields that you have defined in the "Application settings". In addition, in the last step, the candidates will also be informed about the data processing.

On the right side, the applicants will see the next steps that have been defined by you in the application process. The steps that have been completed are automatically marked with a check mark.

Cover letter

In this section, candidates can write a short cover letter.

Application source (mandatory field)

In this step, candidates indicate how they became aware of your job ad. You define the fields in advance under "Settings" > "Applications" > "Application sources".

Questionnaires

If necessary, you can ask the candidate additional questions or request documents, such as a copy of a driver's license or a job reference, as part of the application. The following document formats are permitted for uploading: doc, docx, pdf, rtf, txt, htm, html, png, jpeg, jpg, bmp, xls, xlsx, ppt, pptx, zip, odt.

Read more details about questionnaires in our article "Create custom questions and questionnaires".

Skills

Skills are automatically extracted from the candidate's CV (if technically possible) and displayed in this section. Candidates can keep these skills, remove them with (x) or add additional skills.

CV

Candidates have several ways to share their CV with you:

• „Import automatically“: This field allows candidates to import the CV directly from the XING network.
• „Import from file“: Applicants can also upload the CV as a file. The following formats are allowed: doc, docx, pdf, rtf, odt.
• „Enter your CV manually“: With this option, applicants manually enter the data, such as experience and education, in the application form.

Profile picture

In this step, candidates can upload a profile picture. For an optimal result we recommend a JPG file in the format of 320x320 pixels. The application can be continued without a photo by clicking the "Continue" button.

Additional information

This field can be used to enter information on languages, further education, awards and organizations. If available in the CV and technically possible, this data is also extracted from the CV.

4. How do I create a separate application process for speculative applications?

For applicants who do not apply for an advertised job, i.e. create a speculative application, a separate application process can be defined.

As a first step, create the application process as described in the step "Create application process" and define it as the default for speculative applications. Then go to "Settings" (1) > "Applications" (2) > "Application settings" (3) and allow speculative applications (4).

5. Application dropouts

There are several reasons why candidates do not complete applications. For example:

• The application process is too complicated.
• Documents and information are requested that are not relevant to the advertised position.
• Too much time passes before candidates receive feedback.
• Candidates think it is enough to complete only a few of the steps.
• Candidate has changed his·her mind and does not want to apply again.

What options do you have to avoid applications that are not completed?

• Candidate account: As mentioned in the section "Application settings", keep the registration for candidatesas short as possible.
• Different application processes: Create different processes for different positions or application groups. For example, a sales position will likely require different documents than a developer position.

[tip]

Do not ask for too much information and documents in the application. Tasks, practical examples or online questionnaires are still suitable in the second round.

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• Long decision processes: It often takes a long time for applicants to receive feedback from potential employers after submitting their documents. Candidates would like to receive feedback within two weeks. For this reason, Application Manager reminds you of candidates to whom you have not yet replied. Need more time to make a decision? Write an automatically generated email. You can find detailed information about automated workflows in our article "Automated workflows".