This update to Forms allows users to select which fields appear on a form and which fields are 'required'. This means you can collect critical information where necessary (e.g. CVs), and use Forms in a wider range of situations (e.g. to collect candidate emails at graduate events where professional information is not relevant).
The updated Form Builder:
You can now control which of the following fields should appear (or be removed) by ticking the box to the left of each field:
Primary / mobile phone number
Website / portfolio
GDPR opt-in (if you have Beamery Comply features enabled)
Then set particular fields as having a 'required' answer from the toggle on the right. By default, phone number and professional experience will be marked as required fields, as per the original Form Builder experience.
The GDPR opt-in is always required if visible on the form. When the GDPR opt-in question is ticked, the location field will also become a required field (so that you can confirm if the candidate is from an EU country and collect this information in the database to later filter, track and manage consent).
A consistent candidate experience:
The candidate experience will remain consistent with the current experience, however some candidates will see fewer fields (depending on the form they complete) whilst some fields will be flagged as required with a ‘*’ symbol. Candidates will not be able to submit the form unless all required fields have been completed. If the candidate attempts to submit the form without filling in a required field, the unfilled field will be flagged as required.
Below is an example showing an attempt to submit a form without filling in all visible fields (name, phone number, email and resume upload fields), and where the phone number is not in the correct format.
Europe’s new General Data Protection Regulation is a vast new set of privacy rules intended to give Europeans more control over how their data is collected, stored, processed and transferred. Whether you are located in the EU, or located elsewhere but conduct business in the EU, all of your data processing activities that involve the data of EU citizens must comply with the GDPR, which comes into effect on May 25th 2018.
Beamery's Consent Management and Manual Anonymization features enable you to become fully GDPR compliant. For a step-by-step walkthrough of how to set up Beamery for complete compliance, your Customer Success Manager can take you through the 'Beamery Comply: Consent Management and Manual Anonymization - Implementation Checklist'.
Consent Management: Create consent statements in Settings, request an opt-in for existing candidates (using Campaigns that link to the consent capture form), request opt-ins for inbound candidates (by appending the consent statement to all forms), and track consent (as well as the time since consent) for all contacts via the People Grid.
Manual Anonymization: Anonymize archived contacts, and un-anonymize candidates who retract their initial request to have personal information deleted. Anonymization works like deletion, except we'll hide rather than delete the contact name, email, social URLs; so that we can identify, flag and block a previously anonymized contact from being accidentally added to the database.
A quick note before we carry on. While we have consulted legal teamsspecializing in data protection when updating features, Beamery is not a law firm and we do not provide legal advice specific to your organisation. All wording in images are for placeholder purposes only and we recommend that you review all wording with your legal counsel and Data Protection Officer, or equivalent.
Setting up consent management:
Set up your consent statements via the Compliance section in Settings. This text will be shown to candidates on consent capture forms, and in forms for Beamery Pages customers.
There are three sections, all of which are required fields:
Consent request statement: This is where you can explain to candidates why you are asking for consent.
Opt in statement: This is the statement that candidates will consent. It’s important to word this correctly and clearly so candidates understand what they are consenting to. The opt in/out answers to this statement map to the ‘Consent’ field in your People Grid, and if the candidate opts in, the ‘Last Consented’ field will show how many days have passed since the candidate opted in.
Requesting consent from inbound candidates:
You will see a new GDPR opt in question in form builder. Ticking the box and publishing the form will make the consent statement visible on the form as a required question for the candidate to answer. By enabling the GDPR opt in question, the ‘Location’ field becomes a requirement for candidates, so you can track and manage consent for candidates that are in EU countries.
The GDPR opt-in section can be left blank; your default compliance statements (already filled out in your Compliance Settings) will populate these fields automatically when published. But, you can overwrite your default compliance statements if needed by completing the necessary fields (as per the image above).
Requesting consent from existing candidates:
Creating a consent email loop for candidates:
Candidates should be able to opt out as easily as they opted in, and they can do this by revisiting the consent capture form at any time through the same button or link. You might consider sending a consent confirmation campaign to candidates who have opted in and including the button or link in this message too.
Tip: To find these GDPR-related campaigns in your Campaigns list, filter by ‘GDPR Campaigns’, which will display all active campaigns that include the opt-in link or button variables.
Tracking consent in your database:
Consent is captured in two, filterable fields, which you can find as separate columns in your People grid:
Consent: This displays if a candidate has opted In or opted out
Last Consented: This displays the time in days since the candidate opted in, to help you eventually schedule re-opt in campaigns, or to automate purges of contacts without up-to-date consent
You can use these fields to filter candidates who have either opted out, or candidates who last consented beyond a certain period of time (who you can then archive or delete to keep your active database clean, and mark them as 'Do not contact' from their profiles).
When a contact is anonymized, all of their data is deleted from the Beamery database, aside from name, email and social URLs, which are hidden. These are kept in order to check and prevent anonymized contacts from being accidentally added back into Beamery, with or without an email. Beamery prevents users from re-adding anonymized contacts into the database by flagging previously anonymized candidate profiles.
Super Admins, Admins and Team Members can anonymize contacts from their full profile via a two-step process to reduce the risk of accidental anonymization, where the user is required to archive the contact first, and will receive a warning to confirm the action when they are about to anonymize the contact. Anonymization is only possible for Archived contacts.
Super Admins can manually un-anonymize contacts from their profiles via the three-dot dropdown menu if contacts have requested to be un-anonymized. If a non-Super Admins needs to un-anonymize a contact having received the contact’s request, they can either ask the candidate to sign up via a form, or share the contact’s full profile URL with a Super Admin.
Once an anonymized contact has been un-anonymized or re-opts in via a form, the contact will re-appear as a standard profile with their name, email and social URLs. You will also see an activity card in their full profile indicating when the contact had been previously anonymized for full context.
Preventing anonymized contacts from being added back into Beamery:
If someone on your team tries to add an anonymized contact into Beamery either manually, or when sourcing via the Extension, they are redirected to the anonymized full profile, and are prevented from being able to re-create an anonymized contact.
COMING SOON: Compliance automation including automated anonymization, and compliance reporting.
With a great new navigation comes great responsibility: keeping it great and even making it better!
With this release:
1. we continue to improve your user experience and the navigation, by putting the information you need where you need it, and making it easier to access functionalities.
2. We are also further improving the experience by making it easier to find contacts in the people list through improved filter functionality
3. Finally, we make it easier for you to see information that is relevant to you by landing on contacts that have been assigned to you, instead of seeing a long list of all contacts.
First, when accessing the "People" module, you now land on your contacts, i.e. contacts that are assigned to you, rather than landing on the list of all candidates.
Then, for each module of the Beamery solution, we have:
added a counter that displays the number of elements you have in the list
added a direct link to the main report for that module
The table and screenshots below indicates what has been added, and where.
Improved Filters: Partial Match on Companies and Job titles
You can now filter companies and titles based on a partial match ("contains"). For instance, filtering on "beam" would return all companies that contain the string "beam" in their name.
We will soon be releasing to beta customers a new Sourcing dashboard - the Team Leaderboard. It provides visibility on your sourcing team's performance across vacancies assigned to them, including stage-to-stage conversions, candidates added to each stage, and trends over time. View metrics at both team and team-member level, to drive better decision-making around resources, remove roadblocks, highlight top sourcers and help forecast for the future.
Navigation improvements: adding counters and shortcuts to reports in all modules
Sort Vacancies by 'Vacancy Date Added'
Partial Match ("contains") on Company and Title in Filters
Navigation improvements: landing on Contacts assigned to me, instead of all contacts
Closing and Reopening the Filter panel in "all contacts" after creating a 'empty' filter for a custom text field returns as a 'is not' filter
All Contacts : Custom Dropdown field filters doesn't handle 'is not' correctly
A few Quick Search related bugs
Mini Profile: Archive Option from '...' button does nothing
A few weeks ago, we announced our upcoming Beamery 3.0 new navigation. We're pleased to say it'll be live on Tuesday 13th March.
Good things always come in pairs, so we have also released custom footers for pages and forms (and another usability enhancement on the extension!)
The time has come to introduce a new, more intuitive navigation as the flagship element to our upcoming Beamery 3.0 release. You’ll enjoy a faster user experience and notice that there’s now more space for us to grow.
How does the new navigation work?
The all new navigation is broken down into four primary components:
TheMain Navigation bar is where you’ll see some familiar features grouped into‘products’, these being the CRM, Talent Marketing and Reporting. The navigation bar will always appear no matter where you are in the app
The Features barcontains the primary functions within each Beamery product group; in the CRM for example, you’ll see tabs for Vacancies, Pools and the People database
The Sub-Navigationbarsits directly below and includes all filters and actions associated with each function in the above‘Features bar’
The main content section which contains all of your important pipeline, marketing and reporting data
Where does everything live?
The new Beamery 3.0 navigation starts at your home dashboard. It shows your tasks, candidates, vacancies and pools as you can see in the current navigation.
The new CRM view contains Vacancies, Pools and the re-named‘People’ database(currently called‘All Contacts’ in Beamery), and is where you’ll find all candidates and leads. Marketing brings together Campaigns, Pages & Forms and the Beamery Widget into one place, whereas currently in Beamery, these features exist in the main navigation and within your Settings. Reporting remains as a separate item but moves to the new navigation bar and contains all of the same reports you currently use.
Candidate‘Quick Search’ is always accessible no matter where you are in Beamery, as is the‘Advanced’ search experience, both of which you can find at the top right in the new navigation.
The‘Notifications’ and‘Explore Beamery’ modules along with your account Settings remain in the main navigation, but you’ll now find these in the bottom left of the screen(currently at the top right of Beamery). For all of these features, once you’ve clicked, you’ll find everything in exactly the same place as before.
The new navigation has been updated on our mobile app as well, so you can continue to manage Beamery on the go. The mobile navigation specifically supports the People database, quick search, mini-profiles and Tasks, but you will still have access to at least part of the functionalities of the remaining features.
So what's new?
The new navigation brings you a faster and more intuitive experience as we continue to grow Beamery(and of course, it looks a lot better!). The new layout means we can add new products and solutions into the main navigation bar, and new features that complement existing ones; you’ll see this with the upcoming launch of Beamery 3.0.
The site notice can be used to present additional information to share with candidates, such as legal statements and disclaimers. You can include further links and format the text to match the page or form.
The social media icons that customers can choose from are: Facebook, LinkedIn, Twitter, Instagram, YouTube, Glassdoor and WeChat.
Managing Vacancies, Pools and Campaigns in the Extension are some of the most used features within the Extension. However, it requires a lot of clicks before you get to them: you have to move between tabs to reach them.
We realised that 1) this adds extra time and 1) you cannot even review all three of them together.
With our latest release you can now manage Vacancies, Pools and Campaigns together in the same and first tab: Summary. Same functionality, just easier to use.
In addition, we have optimised the Fields Tab. If you have many custom fields, you can now search for a custom field to enter information as well as find Global Tags next to Keywords.
Having moved the most used features to the Summary tab, you will now see the Closest Connections and Latest message in the Related tab.
Here are the things we are working on and that we will be releasing soon:
Team Leaderboard: We're building a dashboard to give you better visibility on your sourcing team's performance using Beamery, in order to drive better decision making around resource, identify and remove roadblocks along the vacancy pipeline, highlight top sourcers and help forecast for the future.
Custom Footers in Pages and Forms
Location field now available in full profile
"Vacancy link" in Mini Profile doesn't work when MP is opened on Vacancy page
Heads-up: Our team has been working very hard for the past few months on a new navigation for the Beamery app. This is coming at the end of the month, and we will be discussing this in further details as we are getting closer from the release date.
In the meantime, with this release, we have been focusing on improving our Talent Marketing product:
Expanding on the recently released ability to see active campaigns in the candidate profile, you can now see past campaigns as well. This gives you the complete picture of all communications, past and present, with this candidate.
Branding is an important aspect of the Pages module. With this release you now have more controls over the look & feel of your pages.
Custom Footers creates a more consistent candidate experience across Beamery Pages and your own sites. You can now display links and site notices that exist on your webpages across pages and forms, and direct candidates to your social media sites via social icons.
Past Campaigns in Profile
Under the list of active campaigns, you can now see all past campaigns a contact has been a part of.
Similar to active campaigns, you can click on the campaign name to see details within the Edit Campaigns page, and click on the touch to view touchpoint analytics.
We have also updated the touchpoint states, such as 'Sent', to include more detail. You can now see if the touch was opened, clicked on, replied to, and whether it bounced, was deferred or undelivered.
There are three enhancements as part of this release:
1. You can now change the header color for all blocks to match the color of the body copy.
2. In addition to the existing options to format the body copy in blocks, you can now:
Change text size
Create a numbered list
Erase the formatting to revert to the default format
3. The text color of the hero block is no longer limited to white. You can choose the text color for the header and subheader that works best with your chosen background image.
The site notice can be used to present additional information which customers want to share with candidates, such as legal statements and disclaimers. You can include further links and format the text to match the page or form.
The social media icons that customers can choose from are: Facebook, LinkedIn, Twitter, Instagram, YouTube.
Finally here is a sample of the things we are currently working on and that will be available soon:
A brand new navigation and redesign of the user experience
With this first release of 2018, we are happy to introduce two new features.
The first one helps Beamery customers to better manage their data, the Recruiter experience, and, crucially, compliance requirements. This feature is available for customers on the Enterprise Plan.
The second feature, requested by many customers, will make life easier for our recruiters, talent marketers, and sourcers by providing visibility of all active campaigns for a candidate for the first time. This feature is available to all customers of the Talent Marketing module.
Beamery’s Private Fields enables customers to use custom fields in a compliant, secure and scalable way.
In addition to the functionality of custom fields, Private fields allows customers to:
Collect sensitive information from candidates in order to adhere to compliance regulations
Protect this information from being exposed to users who should not have permission
Reduce clutter by hiding custom fields that are not relevant to certain users
Beamery Admins can manage access to each custom fields based on their permission level.
For more information on how to use and configure your custom Fields, please refer to our help docs.
Active Campaigns in Profile
Customers using Campaigns can already add candidates to campaigns from the Full profile, Mini profile and the web extension. Previously, to check which active campaign(s) a candidate is in, they would need to check each campaign individually.
With the Active Campaigns in Profile feature, users can now view a list of active campaigns the candidate is in, remove them from the campaign and click through to edit the campaign, directly from the candidate's profile.
Active Campaigns in Profile
Filters: Autocomplete for Organisations should be only returning results based on name searching, not on any other basis
With this last release of the year, we are very happy to offer to users of Beamery Pages, all the insights they need to monitor the performance of their forms and pages
Pages & Forms Analytics
Talent Marketers want to understand the success of a particular Page or Form: how many candidates see these pages, how many convert, how it evolves over a period of time, where are candidates coming from, ....
With the new Pages & Forms Analytics module, Talent Marketers can now track page performance
We're announcing 2 significant improvements with our latest release:
1. Our new extension gives recruiters all the functionality and flexibility of the mini profile right into your browser. 2. You can now create and manage all your custom forms with our easy-to-use form builder
New Chrome Extension
We are excited to announce that in this release our Chrome Extension is as powerful as the mini profile! This will give recruiters the essential tools without moving to the main app.
Our new Chrome Extension provides recruiters with more capabilities than ever before.
With more information readily available, and access to every aspect of the mini profile while sourcing, there's less need to break your workflow and log into the main application.
The new extension is now available to all customers, after being tested with a few of our customers.
The update will be done automatically. Depending on your security settings, you might be prompted by Chrome to update your old extension.
Following are some of the additional features added. A complete description will be available in help documents once the extension is released
Search for existing Contact
Search your database from the chrome extension to see whether you already have a relationship with a candidate. If they do, you'll be able to see all their information without leaving the extension.
You can now view work history as well as manage vacancy stages in the extension, just like in the mini profile.
Contact - Related
Add quick notes and tasks, and see a summary of the most recent ones from your team.
Contact - Files
No longer do you have to click on the full profile to see existing files like resumes. You can view full list of files that are attached to a candidate profile without leaving the extension.
Resumes are now parsed directly and immediately from within the extension. You can 'refresh' data from enrichment and resumes directly into the extension.
Form Builder allows companies to create and manage their own forms. Forms let candidates register interest, join your talent network and receive relevant updates without having to apply.
You can manage your forms in the “Settings” component of Beamery app.
A new menu item is now available in the menu on the left-hand side. Existing forms are shown on the right-hand side of the screen
All details of the form can be managed directly within the form builder:
the Form name and URL
the title and description of the form
add, delete and organise the questions to be asked to candidates
questions can be linked to custom fields that appear directly on the contact profile and in the contact lists, and can be filtered on and searched on.