Invitation Interface allows users to create or launch multiple invitations at a time by mass upload of candidate information from a 'file' or 'provider' or by adding the invitation data manually on the grids provided on the page. Using Invitation Interface, users can integrate with the third party providers to get the candidate information directly from their system or import the candidate data from a file to create and launch single as well as multiple invitations. If there is large amount of candidate data to create/launch invitations, then it may be preferable to use this method. You can enter the data first into a spreadsheet and then upload the spreadsheet into the system.  The file that you are uploading must be of .csv format with field order similar to that on the Invitation Interface page. If the order of the fields is not same, you can download the spreadsheet template which has the similar field order. 

Who can access the Invitation Interface?

The users with the following role types are allowed to access the Invitation Interface.

How to create mass invitations by importing data from a file?

Getting the candidate information from a file to create mass invitations involves two steps:

• Importing the candidate personal data from a file
• Copying the job related information from a previous invitation

Step 1: Importing the candidate data from a file

Select the source to import the invitation information. 

The Invitation Interface page provides you two options to select from - 'File' and 'Provider'. Select 'File' from the dropdown list.

Then upload the .csv file with multiple rows of candidate data.  This will be the personal information of the candidate like name, phone, email and start date with field order similar to the fields on the page.

If the file is not already saved in your system, you can download the template to fill the information.

Click on ‘Download Template’ button.

You will notice the template file downloaded at the bottom of the page. Click on the downloaded file to open it.

The file opens as below.

Add information to the fields that you want to add in new rows in the file. 

Save the file with a new name.

Now close the .csv file and click "Upload File" on the Invitation Interface page.

Click on "Choose File".

Select the file that you just created and click "Open".

Then, click "Upload".

Once the file is uploaded, the "Import Data" button shows up on the page. Click on this button.

This will import invitation information from the file and displays on the page. Note that the data that you have entered in the newly created file is shown here. 

Step 2: Copying the job related information from a previous invitation

This can be done by using 'Copy From Invitation' functionality on the Invitation Interface page. It allows you to use any previously created invitation as a template to populate the candidate's job related information in the newly created invitations.

So, have a model invitation created in the system prior to using this functionality.

The 'Copy from Invitation' field is required when trying to "create/ create and launch invitation(s) either individually or in mass. If this field is left blank, the following error message displays on the page.

Click on the lookup icon for 'Copy From Invitation' and select the invitation that you want to use. 

The model invitation that is selected populates on the page.

Now, select the invitation(s) and then click on either one of the options: "Create Invitations" to create the invitations without launching or "Create and Launch Invitations" to create and launch the invitations.

Another option to "Create/Create and Launch" invitations is through "Actions". 

When the invitations are being processed the page shows as display only. Click on "Go to Process Monitor" link to view the process status.

Note: You can also access Process Monitor via menu navigation on the left.

The Run Status initially shows as "Queued" & "Processing" and then changes to "Success" once the process is successfully run.

The newly created/launched invitation(s) will have the employment information copied from the model invitation. However, there are some limitations while copying the fields over to the new invitations as given below:

• Home Address from the model invitation is not copied over to the new invitations. For more information, please refer to Example 1.
• Onboarding Details from the model invitation are copied over to the newly created invitation(s) except the value of "Credit Check Required?" field from Background Checks. The "Credit Check Required?" field will be set to "No" with reason cleared regardless of the value in model invitation. If any invitation in the batch requires a credit check, create the invitation and then update Home State and Credit Check details and then launch the invitation(s). For more information, please refer to Example 2 and Example 3.
• If model invitation has an Employment Agreement which requires additional invitation data (Supplemental Attributes data), then the Employment Agreement field is defaulted to "No" when the new invitation(s) is created/launched through this process. If any invitation(s) in the batch requires an Employment Agreement, create the invitation(s) and then update the Employment Agreement Supplemental Attribute Form before launching the invitation(s). In case, if Employment Agreement dies not require supplemental attribute data, then the Employment Agreement value copies over to the newly created/launched invitation(s). For more information, please refer to Example 4 and Example 5

Examples of "Create Invitations"/"Create and Launch Invitations" scenarios are explained below:

Example 1: "Create/Create and Launch" mass invitation(s) using a model invitation with "No" Background Checks, Verification Checks, Drug Screening, Medical Screening and Pre-Screen Audits and Employment Agreement values

Select the above model invitation in "Copy From Invitation" field using lookup icon.

Check invitation(s) and click on "Create Invitations" or "Create and Launch Invitations" action/button as required. (As an example, here "Create and Launch invitations" option is chosen)

Once the process runs to success, the newly created invitation(s) are available in Invitation Console/Elasticsearch Invitations.

The new invitation(s) will have the Employment Details as well as the Onboarding Details populated from the model invitation.

However, the Home Address in personal Information page from the model invitation is not copied over to the new invitation(s).

Example 2: "Create" mass invitation(s) using a model invitation with Background Checks, Verification Checks, Drug Screening, Medical Screening and Pre-Screen Audits = "Yes"

Select the above model invitation in "Copy From Invitation" field using lookup icon. Check invitation(s) that needs to be created and click on "Create Invitations" action/button. (As an example, here only one invitation is selected)

Since "Credit Check Required?" option is "Yes" in the selected model invitation, the following message displays on the page. Click on "Close".

Once the process is successfully run, you can access the newly created invitation(s) in Invitation Console/Elasticsearch invitations as shown below:

The new invitation will have the employment information as well as the onboarding details populated from the model invitation. However, the credit check option is defaulted to "No" with reason cleared regardless of the credit check value in the model invitation.

 If credit check is required for any invitation(s) in the batch, then update the invitation's home state and credit check manually and then launch the invitation(s).

Example 3: "Create and Launch" mass invitations using a model invitation with Background Checks, Verification Checks, Drug Screening, Medical Screening and Pre-Screen Audits = "Yes"

Select the above model invitation in "Copy From Invitation" field by clicking on the lookup icon. Check invitation(s) that needs to be created and launched and then click "Create and Launch Invitations" action/button.

(As an example, here only one invitation is selected)

Since the model invitation has the "Credit Check Required?" option as "Yes", the following message displays on the page.

If "No" is selected on the message, the process gets cancelled and navigates back to Invitation Interface page.

If "Yes" is selected on the message, invitations are created and launched with credit check defaulted as "No". 

You can access the newly launched invitation(s) in Invitation Console/Elasticsearch invitations as shown below:

The new invitation will have the employment information as well as the onboarding details populated from the model invitation. However, the "Credit Check Required?" field will be defaulted to "No" with credit check reason cleared irrespective of this value in model invitation.

Note: If credit check is required for any invitation(s) in the batch, choose "Create Invitations" action and then update home state and credit check value and reason. For more information, please refer to Example 2. 

Example 4: "Create" mass invitations using a model invitation with Employment Agreement having required Supplement Attribute Data

Employment Agreement Supplemental Attributes Form

Select the above invitation in "Copy From Invitation" field using lookup icon. Check invitation(s) that needs to be created and click on "Create Invitations" action/button. 

(As an example, here only one invitation is selected)

Since the model invitation has Employment Agreement that requires Supplemental Attributes Data, the following message displays on the page. Click on "Close". 

You can access the newly created invitation(s) in Invitation Console/Elasticsearch invitations as shown below:

The new invitation will have the employment information populated from the model invitation. If Employment Agreement has required Supplemental Attributes Data, then the Employment Agreement value from the model invitation will not be copied over to the newly created invitation(s).

If Employment Agreement is required for any invitation(s) in the batch, then update the EA Supplemental Attributes Form and launch the invitation(s).

Example 5: "Create and Launch" mass invitations using a model invitation with Employment Agreement having required Supplement Attribute Data

Employment Agreement Supplemental Attributes Form

Select the above invitation in "Copy From Invitation" field using lookup icon. Check invitation(s) that needs to be created and click on "Create and launch Invitations" action/button. 

(As an example, here only one invitation is selected)

Since the selected model invitation has Employment Agreement that requires Supplemental Attributes Data, the following message displays on the page. 

If "No" is selected on the message, the process gets cancelled and navigates back to Invitation Interface page.

If "Yes" is selected on the message, invitations are created and launched with no value in Employment Agreement field.

You can access the newly created invitation(s) in Invitation Console/Elasticsearch invitations as shown below:

The new invitation(s) will have the employment information populated from the model invitation. If Employment Agreement has required Supplemental Attributes Data, then the Employment Agreement value from the model invitation will not be copied over to the newly created invitation(s).

If Employment Agreement is required for any invitation(s) in the batch, choose "Create Invitations" option, update the EA Supplemental Attributes Form and then launch the invitation(s). For more information, please refer to Example 4.

How to get invitation data from a provider?

Select 'Provider' as source for importing invitation data.

Click on the dropdown and select a Provider name.

Click on 'Get Candidates'.

This will import the invitation information from the external provider.

Now click on the lookup icon for "Copy From Invitation" and select a model invitation from previous invitations. This allows you to use any previously created invitation as a template to populate the candidate's job related information in the newly created invitations. So, have a model invitation created in the system prior to using this functionality.

The 'Copy from Invitation' field is required when trying to "create/ create and launch" invitation(s) either individually or in mass. If this field is left blank, the following error message displays on the page.

The model invitation that is selected populates on the page.

Now, select the invitation(s) and then click on either one of the options: "Create Invitations" to create the invitations without launching or "Create and Launch Invitations" to create and launch the invitations.

Does the Invitation Interface support manual uploading of invitation data?

Invitation Interface also allows to enter the invitation data manually into the grids provided on the page. 

Without selecting the source for importing the data, simply enter the information that you want to create the invitations for. To add empty rows for entering the data, click on "Add Invitation.  

This will add new row to enter the invitation data. Add as many invitations as you want by clicking on "Add Invitation".