Invitation Interface allows users to 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 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?

Only the Recruiter can access the Invitation Interface.

 

Role Types	Access
System Administrator	No
Process Administrator	No
Content Administrator	No
HR Specialist	No
Recruiter
Help Desk Analyst	No
I-9 Specialist	No
E-Verify Specialist	No

 

How do you access the Invitation Interface?

The Invitation Interface can be accessed through the Menu icon.

Click the Menu icon which is on the top left corner of the page and select Invitation Interface under Invitations.

 

The Invitation Interface page is displayed as below.

 

How do you get the invitation information from a file?

Getting the candidate information from a file 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 ‘Download Template’.

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

The file is comma delimited. Be sure only comma is checked in the Seperated by, then click OK.

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.

Click Choose File.

Select the file that you just created and click Open.

Click Upload.

Click Import Data.

This will import invitation information from the file and displays on the page. Note that the data that you have entered into 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. It allows you to use any previously created invitation as a template to populate the candidates job related information like Company, Location, Business Unit, Department, Job Code, Employment Agreements and others. So, have a model invitation created in the system prior to using this functionality.

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

How to get invitation data from a provider?

Select 'Provider' as source for importing invitation data.

Select Provider name from the dropdown list.

Click 'Get Candidates'.

This will import the invitation information from the external provider.

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 Add Invitation.  

This will add new row to enter the invitation data. 

Add as many invitations as you want. 

To launch mass invitations, click Select All and click Launch Invitations.

Instead, if you want to launch any particular invitation, click Launch Invitation under Actions as shown below.

How do you view the invitations?

You can view the status of your invitations under Invitation Console.

The status is displayed as 'Invitation Launched'. That means, email invitations are sent to the candidates for self registration.

Click on the Candidate ID link to view the invitation.