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Practical knowledge for Swiss SMEs

Recruiting

Guides for “Recruiting” in : step by step, with the place in the menu, the steps and the limits.

Recruiting

All chapters

Recruiting

15 guides

Applications

HR | base › People › Applications

Starting point for recruiting: “Recruiting today” shows new applications, pending assessments, interviews in the next 7 days and scheduled emails; below are the positions with the number of open and new applications. HR sees all positions and the talent pool, line managers only the positions whose hiring team they belong to.

Step by step

  1. Open “Applications” in the menu.
  2. Under “Recruiting today”, check the pending tasks, e.g. “Your assessments” or “Decisions to act on”.
  3. In the “Positions” or “Your positions” list, click a position to open its pipeline.
  4. HR: use “Add position” to create a new position; “Careers page”, “Reports” and “Settings” lead to the other areas.
  5. Import from application: Invite to account. Immediately / On entry date. An application exists for this person. Import from application?

Create job / Edit job

HR | base › People › Applications › “Add position” or position › “Edit”

Form for an advertised position: job title, company, department, role, employment type, workload, start date, place of work and advertising period, advert texts, questionnaire, assessment criteria and hiring team. The job is saved as a draft or published directly on the careers page.

Step by step

  1. Under Applications, click “Add position” or choose “Edit” in a position’s pipeline.
  2. Enter the job title, company, employment type, workload and, if needed, start date, place of work and “Advertised until”.
  3. Fill in the introduction, “Your responsibilities”, “Your profile” and “What we offer” (one item per line), and optionally questionnaire questions and assessment criteria.
  4. In the “Hiring team”, choose a role for each person; only team members see the applications.
  5. Under “Publication”, choose the status and click “Save job”.

Position pipeline

HR | base › People › Applications › click a position

Shows all applications for a position as a kanban board by stage, with the position status, hiring team and job boards. HR moves applications, runs bulk actions, publishes or pauses the position, posts it on job boards and adds applications manually. Every published version is kept unchanged and can be advertised again. The change and its published version are saved together. If recording the version fails, the change is not applied.

Step by step

  1. Under Applications, click the position; the columns show the stages with their applications.
  2. Use “Filter applications” to search for a name and click a card to open the application.
  3. HR: drag cards or use “Move” to change the stage; select several cards and choose e.g. “Forward” or “Prepare rejection …” under “Bulk actions”.
  4. HR: change the position status with “Publish”, “Pause”, “Mark as filled” or “Archive”.
  5. HR: under “Job boards”, create or end a posting, or record an application received elsewhere via “Add application manually”.
  6. HR: under “Published versions”, view every published version unchanged and, to refill the position, open it as a new draft with “Advertise again”.

Job preview

HR | base › People › Applications › position › “Preview”

Shows the advert exactly as it appears on the careers page – including for drafts and paused jobs. HR uses it to check texts, questionnaire and layout before publishing.

Step by step

  1. In the position’s pipeline, click “Preview”.
  2. Check the advert and application form; the note at the top shows the job’s current status.
  3. To make changes, go back to the pipeline and choose “Edit”.

Candidate file

Applications › Position › Application

Reads an application’s documents automatically: classifies cover letter, CV, reference letters and diplomas, applies details such as address, phone, languages and background with their source and detects the profile photo. Uncertain details appear as suggestions to confirm.

Step by step

  1. Open the application in the pipeline; reading starts automatically after receipt.
  2. In “Candidate file”, decide on suggestions with “Apply” or “Discard”.
  3. Correct values under “Edit details”.
  4. If needed, change a document’s classification under “Documents”.
  5. Check possible duplicates and combine them with “Merge”.
  6. Filter emails, notes and status changes under “Communication and history”.
  7. Empty fields are hidden; additional field groups can be expanded. Groups with pending suggestions stay open. After deletion, the confirmation names the person and the number of documents actually deleted.

Application

HR | base › People › Applications › position › click the application

Everything about an application: details, documents, questionnaire, ratings, hiring team assessments, interviews, tags, notes and history. HR sets the stage, sends emails, schedules appointments, forwards for assessment, adopts decisions and hires the person.

Step by step

  1. Click the application in the position’s pipeline and review the documents and details.
  2. Under “Ratings”, give stars per criterion and click “Save rating”; add tags and notes.
  3. HR: use “Forward for assessment” to send the application internally or via link to an “External person (link)”; responses appear under “Assessments” and are applied with “Adopt decision”.
  4. HR: under “Interviews”, set a fixed appointment with “Schedule appointment” or send proposals for the person to choose from.
  5. HR: send a template with “Send email” and move the application on under “Stage”.
  6. HR: under “Hire”, create the person in the personnel file; this closes the application.
  7. Hiring opens the new personnel file at the entry steps, showing any missing personal details. Without read and edit access to that file, only the success message appears. Hiring the same application again is rejected.

Your assessments

HR | base › People › Applications › “Recruiting today” › “Your assessments” (or link in the email)

Lists the applications HR has forwarded to you for assessment, with due date and status. In an individual assessment you see the documents and details and give your assessment, a comment and a decision.

Step by step

  1. Open the list via “Your assessments” under “Recruiting today” or the link in the email; pending requests are listed under “Open”.
  2. Click an application and review the “Documents” and details.
  3. Missing documents are indicated on all screen sizes. For a format without a preview, download the existing file using its file link.
  4. Under “Your assessment”, choose a level (“Strong yes”, “Yes”, “Unsure”, “No”) and enter a “Comment”.
  5. Decide: “Proceed to interview”, “Question for HR”, “For another job / talent pool” or, via “Reject …”, “Recommend rejection” with a reason.
  6. Use the arrows at the top to move to the next application.

Talent pool

HR | base › People › Applications › Talent pool › “Search talent pool”

Searches by name, position or tag among the people who agreed to longer retention in the application form. From here you suggest a person for another position or withdraw the consent.

Step by step

  1. Under Applications, in the “Talent pool” section, click “Search talent pool”.
  2. Enter a name, position or tag and click “Search”, or filter by tag.
  3. For a person, open “Suggest for position …”, choose the position and click “Suggest”; the application is taken over into that position’s pipeline.
  4. If needed, click “Withdraw consent” when the person no longer wants to be in the talent pool.

Careers page

HR | base › People › Applications › “Careers page” (or Settings › “Edit careers page”)

Designs the public careers page for the group and each company. Without settings it uses the HR | base look with a job finder (keyword, location, workload, area); you add a header image, accent colour, texts, contact person and sections with images, gallery, videos, team, locations and FAQ. The live preview shows desktop and mobile. Fields left blank for a company inherit the group’s values. Unknown or no longer published jobs display the careers error page with HTTP status 404. Search, location, workload, department, company and available apprenticeship filters are stored in the shareable URL and follow browser history. Company pages display their effective logo and website. Embed code uses ?einbetten=1 without header or footer on a transparent background; job links and the application form remain usable. QR codes are available as SVG and PNG (1024 × 1024 px); public interaction targets measure at least 44 px. Choose from five system font pairs and three templates for colour, font and hero. Templates only fill in the form; saving publishes the changes. The live preview shows the overview or a fictional sample job advertisement on desktop or mobile. On small screens, switch between editing and preview.

Step by step

  1. Under Applications, click “Careers page”.
  2. At the top, choose the page: the group or an individual company.
  3. Under “Appearance”, choose or upload a header image and set the accent colour if needed; the logo comes from your e-mail branding.
  4. Under “Texts”, enter title, introduction and contact person; under “Sections”, choose the type, click “Add section” and reorder by dragging or with the arrows.
  5. Click “Save careers page” and check the result via “Public page”; “Copy link” and “Embed” provide the address and code for your website.

Media library: images and videos

HR | base › Personnel › Applications › Edit job › «Images and videos» › «Go to media library»

Collects images and videos for job ads and career pages. Images are resized and stored without GPS or camera data, videos as a file or as a YouTube or Vimeo link. Only media used by a published job or a career page are publicly visible.

Step by step

  1. Open a job and choose «Edit».
  2. Under «Images and videos», click «Choose from the library» or upload a file directly.
  3. For images, enter the alt text: what can be seen?
  4. For videos, upload an MP4 file up to 24 MB or paste a YouTube or Vimeo link.
  5. «Save media» – in the media library you manage texts, preview images and archiving.

Application reports

HR | base › People › Applications › “Reports”

Recruiting figures without personal data: number of applications, hires, time to hire, time to rejection, sources, rejection reasons, distribution by stage, job boards with cost per application, and published positions.

Step by step

  1. Under Applications, click “Reports”.
  2. At the top, choose the period: 3, 6 or 12 months.
  3. Read the figures, sources and job boards.
  4. Download the figures with “Export as CSV”.

Application settings

HR | base › People › Applications › “Settings”

Defines the recruiting basics: careers page, job board accounts, data protection and retention, pipeline stages, automations per stage, rejection reasons and email templates with placeholders.

Step by step

  1. Under Applications, click “Settings”.
  2. Under “Data protection and retention”, set the months after closing, the talent pool duration and optionally the link to the privacy policy.
  3. Adjust the stages under “Pipeline stages” and schedule emails or assessment requests on entering a stage under “Automations per stage”.
  4. Maintain “Rejection reasons” and “Email templates” (receipt, invitation, rejection, custom template).
  5. Under “Job boards”, set up the accounts; if needed, generate a new feed link.

Subject access for an application

HR | base › People › Applications › Open application › Export subject access data

Exports all data of an application as a ZIP: details, ratings, appointments, history, documents and – with the access log permission – the log entries. The export is logged.

Step by step

  1. Open the application.
  2. In the header choose “Export subject access data”; the ZIP is downloaded.

Match for the position

HR | base › Applications › Position › Application › Match for the position

Compares the application documents with the position’s requirements profile. Shows a percentage, level, supported criteria, gaps and three interview questions to support decision-making.

Step by step

  1. Open the application and review “Match for the position”.
  2. Check the evidence and sources for each criterion.
  3. Select “Recalculate” to request an up-to-date assessment; calculation requires “Manage applications” and “Use AI” permissions.

Requirements profile

HR | base › Applications › Position › Edit › Requirements profile

Records up to 20 required or preferred criteria with a weight from 1 to 3, and “What matters to us”. The profile is the basis for the AI match.

Step by step

  1. Edit the position and open “Requirements profile”.
  2. Add criteria and set their type and weight.
  3. Optionally select “Get a suggestion from the job posting”; suggestions are added and must be reviewed.
  4. Save the profile separately.
  5. If needed, select “Recalculate matches for this position”.

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