The Invitation Interface allows users to effortlessly create and launch multiple invitations at a time through two convenient methods: bulk uploading of candidate information from either a "file" or a "provider" option, or manual entry of invitation details directly into the designated grids on the page. With this functionality, users have the flexibility to seamlessly integrate with third-party providers, extracting candidate information directly from their systems, or importing data from a file to create and launch multiple invitations.

In scenarios where a substantial amount of candidate data needs to be processed for invitation creation/launch, using this method is recommended. Users can input the data into a spreadsheet and then upload the spreadsheet into the system. Note that the file being uploaded must be in .csv format and align with the field order as presented on the Invitation Interface page. In cases where the field order differs, a downloadable spreadsheet template is provided with similar field sequence that is on the page which helps better to avoid file errors due to the mismatch of the fields on file uploads. 

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 and attribute data from a file
• Copying the job related information from a previous invitation

Step 1: Importing the candidate personal and attribute 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" option from the dropdown list.

Then upload the .csv file with multiple rows of candidate data.  This should be the personal and attribute data with field order similar to the fields on the page.

The personal data should include the fields - First Name, Last Name, Start Date, Phone Type, Telephone, Email Type & Email ID. The attribute data can have three attribute descriptions and their values. The attribute fields are optional and are available for use when there is a requirement to include additional fields on the invitations. 

If the file with this specified format is not available, click on the "Download Template" button and download the template.

Open the downloaded file.

The file format looks like below.

Add information into the fields for the new rows you intend to create in the file. Make sure that the entered Start Date is within 120 days from the current date and is not more than 60 days prior to the current date. Otherwise the field may display as error when the file is imported. The field errors are discussed in detail below.

Adding attribute descriptions and values are optional. If value or description is not provided for any attribute the corresponding attribute will not be imported from 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".

The file gets attached as shown below. Click the "Upload" button.

Once the file is uploaded, the "Import Data" button shows up on the page. Click on this button to import the data from the file uploaded above.

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.  (if additional rows are to be added manually you may enter them by clicking on "Add Invitation".)

To view the attribute data, click on the "View Attributes" button.

The attribute information provided on the file will display as below. To navigate to the personal data fields, click on the "View Personal Data" button.

If the Start Date of any invitation entered in the file exceeds 120 days from the current date or more than 60 days prior to the current date, the Start Date field will display an error as shown below. 

By accessing "View Logs" via "Actions" hyperlink the error log can be verified. 

When the Start Date exceeds 120 days from the current date, the log file will display the following message:

If the Start Date is more than 60 days prior to the current date, the log file will display the following message:

In case, if the Start Date is modified to an invalid value after importing the file, the following error messages will be displayed on the page.

Additionally, the information entered in the First Name, Last Name, Phone Number, and Email ID fields are validated, and respective error messages are shown for invalid entries.

If numbers or special characters are entered in the name fields:

If phone number is invalid:

If email ID is invalid:

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 job related information on the invitations. Note: Therefore, it is essential to have a model invitation created in the system prior to using this functionality.

The "Copy from Invitation" field is required when trying to 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 search for the invitation. From the search results, select the invitation that you want to use for copying the job related information. 

The model invitation that is selected populates on the page.

After selecting the invitation(s), 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.

The buttons "Create Invitations" and "Create and launch Invitations" will be visible on the page as soon as you select the checkbox for one or more invitations. 

You can either click the "Select All" button to choose all the invitations at once or individually click the checkboxes next to each invitation row.

Another option to "Create/Create and Launch" invitations is through "Actions". These actions can be performed individually for each invitation row.

If mass invitations have to be created, select the invitations and click on either "Create Invitations" or "Create and Launch Invitations" button as needed. (In this example, "Create and Launch invitations" option is selected)

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" and "Processing" and then changes to "Success" once the process has successfully run.

After this, the newly created invitation(s) are available in Invitation Console or Keyword Search "Invitations" category. For more details on Keyword Search "Invitations", please click here.

What fields are copied over to the newly created invitations? 

All the fields from the model invitation will not be copied to the newly created/launched invitation(s).  The following are the limitations to this feature:

1. Only the employment information will be copied from the model invitation but not the Home Address.

2. 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" regardless of the value in model invitation. 

If invitations in the batch require a credit check, create the invitations using Invitation Interface and then update Home State and Credit Check details on invitations using Invitation Console. For details on accessing the invitation via Invitation Console, please click here. After editing the details, launch these invitations via Invitation Console. For more details on launching the invitations through Invitation Console, please click here.

If the "Credit Check Required?" option is "Yes" in the selected model invitation, the following message displays on the page when invitations are created or launched. If "Yes" is selected on the message, invitations are created and launched with credit check defaulted as "No". 

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 with Supplemental Attribute Data, create the invitation(s) using Invitation Interface and then update the Employment Agreement details on the invitation using Invitation Console. For details on accessing the invitation via Invitation Console, please click here. After editing the details, launch these invitations via Invitation Console. For more details on launching the invitations through Invitation Console, please click here.

In case, if Employment Agreement does not require supplemental attribute data, then the Employment Agreement value copies over to the newly created/launched invitation(s). 

The following message displays on the page when the model invitation has an Employment Agreement which requires additional invitation data (Supplemental Attributes data).  If "Yes" is selected on the message, invitations are created and launched with no value in the Employment Agreement field.

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 job related information on the invitations. Note: It is essential to 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 entering invitation data manually?

Invitation Interface also allows entering invitation data manually into the designated grids provided on the page. Without selecting the source for importing the data, simply enter the information that you want to create the invitations. To add empty rows for entering the data, click on the "Add Invitation" button.  

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