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  • Security & Specifications
  • Implementation Timeline
  • Getting Started
  • Support & Maintenance
Security & Specifications

Talentpool Enterprise Edition is an integrated recruitment solution that incorporates the most advanced security measures. It is designed to ensure absolute protection of data to guard against known vulnerabilities like Sensitive Data Protection, Input Validation and more. Some of the mechanisms we use to safeguard your data are:

OWASP Compliance

Talentpool incorporates guidance from OWASP (Open Web Application Security Project) that identifies most critical web application security flaws and defines best practices for developing secure web applications. Its design ensures protection from attacks such as SQL Injection, Cross-site Scripting (XSS), Blind XPATH Injection, Cross Site Request Forgery (CSRF) and Cache Poisoning.

Encryption

Talentpool supports HTTPS to create a secure channel for the data and protect it against eavesdroppers and man-in-the-middle attacks. This is particularly useful for multi-location organizations that require Talentpool to be accessed over the internet. Sensitive information such as passwords is always transmitted in an encrypted form.

Login and Password Security

Talentpool limits access to all parts of the application through logins and passwords. Passwords are hashed and never travel across the network without encryption. It implements the “three strike rule”, which means that a user entering the wrong password three times in a row is temporarily blocked from accessing the application. The timestamp and IP address of last login is displayed to each user at login so that any misuse can be proactively detected by users themselves.

Audit Logs

Talentpool generates audit logs for security audit purposes. All records pertaining to login failures, changes of passwords, changes to user roles, creation and deletion of users, etc are continuously logged..

Role Based Access Control

Talentpool supports role based authorization, which means users have limited access to data and functionality. Role Based Access Control (RBAC) protects the front-end and back-end data and system resources by implementing access control restrictions. Users can only view and access information that they are supposed to see. For example, a recruiter might not have access to profiles of candidates for executive level positions or a junior interviewer might have a right to enter his inputs about a candidate, but not allowed to recommend hiring him. The administrator can define unlimited number of roles and can control access at a candidate, screen, action or data level.

For organizations using Microsoft domains, Talentpool supports LDAP integration so that internal requirements of strength of passwords and frequency at which it is required to be changed are supported.

Session Security

Talentpool blocks multiple concurrent sessions from users. So a user can log in to Talentpool from one location only when he has logged out from his previous session.

User sessions are timed out after a specified period of inactivity. User sessions are auto terminated when the user closes the browser window even if the user has not explicitly logged off. This prevents an intruder from accessing the application without logging in on a machine where a user just closed his browser without logging off.

Other Best Practices

In addition to the above, Talentpool follows other best security related best practices such as disabling auto complete on critical input fields, displaying email ids in a bot resistant ormat, not storing sensitive data on the client browser, validating user inputs on the server side, allowing for installation of the application and database on separate servers and supporting use of CAPTCHA on forms.

Implementation Timeline

Day 1: Kick Off and Requirement Gathering

• Kick off meeting
• Confirmation on hardware and software requirements
• Forward the template for deployment data

Day 2-10: Installation and Configuration

• Receipt of complete data from the customer
• Installation on Talentpool on server (for licensed only)
• Complete product configuration

Day 11 – 15: Training Of Core Users and Go-Live

• Training of application administrator
• Go Live on Server

Day 16- 18: Roll Out of Core Application

• Training of Recruitment Users
• Roll out and training of business users

Day 30: Roll Out of Portals

• Roll out of Employee Portal
• Roll out of Vendor Portal
• Careers Page Integration

Getting Started

Dashboard

Dashboard Video

Check To Dos for a specific position

1. Go to Dashboard
2. View To Do list
3. Select Positions in the "Group by" filter

View position details classified on the basis of recruiters or locations

1. Go to Dashboard
2. View To Do list
3. Select Filter under Position Summary and "Group Positions" by Recruiter or Location or by any other required field.

Search

Searching for Right Profiles using filters

Forward Resumes

Shortlist the right resumes

Candidate Profile

Search candidates from a specific employer

1. Go to the Screen Tab
2. Click on Current Filters
3. Type in the name of the employer in “Current Employer” and search candidates working for that employer

Search candidates from specific source

1. Go to the Screen Tab
2. Click on Current Filters
3. Type in the name of source or select from dropdown and search candidates from that specific source

Search Candidates who have joined the organization

1. Go to the Screen Tab
2. Click on Current Filters
3. Click on “All” under “Search Candidates” to get all data including Joined Candidates.

Search candidates who are in process and are on specific step

1. Go to Screen Tab
2. Click on Current Filters
3. Click on the desired step for which you want to search candidates under “Include Rejected” to get required data

Positions

Create positions using templates and drafts

Create a new position

1. Go to Positions Tab
2. Click on Add New
3. Fill In Required Details in Description, Requirements
4. Send for Approval to Approver
5. Once Approved, Define Hiring process
6. Open Position

Approve positions in bulk

1. Go to Positions Tab
2. From Show Filter Choose Positions waiting for your Approval
3. Select them All
4. Click on More
5. Approve Requisitions

Take an excel dump of position data

1. Go to Positions Tab
2. Filter positions for which data needs to be extracted
3. Click on the excel icon
4. Select Fields
5. Extract Report.

Can’t see “Add New” Button to create a new position

6. Go to Master Lists
7. Click on Requisition Approval
8. Add your name in the list

Work with different approvers and position activators for different departments

1. Go to Master Lists
2. Click on Requisition Approval
3. Create multiple requisition Templates for different Departments or Groups and add respective users in respective groups

Approve a position

1. Approver will get a To Do on his/her Dashboard
2. Click on sction required and "Approve" or "Reject" position

Create a position template

1. Go to Positions Tab
2. Click Templates
3. Click Add New
4. Add Position Description ,Requirements, Define Hiring Process
5. Click Finish

Close a Position

1. Go To Position tab
2. Click on Change Status button
3. Change the status to close

Delete a Position

1. Go To Position tab
2. Position should be either Approved, Closed or Rejected
3. Click on "Change Status" button
4. Change the status to close

Publish Position on Vendor Portal

1. Go to Positions
2. Select from the Publish options on the left panel
3. Select Publish to Vendor Portal
The screen shows the publication status of all positions. Unpublished are the ones which are not yet published on the vendor portal.
4. Select the Unpublished position(s)
5. Click on Publish/Unpublish to publish the position(s)
6. Select Publish
7. Select Publish From Dates
8. Select Vendor for the Position to whom you want to publish.
9. Click Submit.

Publish positions on Employee Portal

1. Go to Positions
2. Select from the Publish options on the left panel
3. Select "Publish to Employee Portal"
The screen shows the publication status of all positions. Unpublished are the ones which are not yet published on the employee portal.
4. Select the Unpublished position(s)
5. Click "Publish/Unpublish" to publish the position(s)
6. Select "Publish"
7. Select "Publish From Dates"
8. Select Criteria for the Position
a) Employee can only apply b) Employee can only refer c) Employee can apply and refer
9. Click Submit.

Publish positions on company career webpage

1. Go to Positions
2. Select from the Publish options on the left panel
3. Select "Publish to Corporate Website"
The screen shows the publication status of all positions. Unpublished are the ones which are not yet published on the employee portal.
3. Select "Unpublished Position(s)"
4. Click "Publish/Unpublish" to publish the position(s)
5. Define the rule
a) Resume should come to inbox directly
b) Resume should go to Database directly
c) Resume gets shortlisted directly if defined rule matches with candidate resume

Show Position Code instead of Potion Name on website when publishing positions

1. Go to Admin tab
2. Go To Website Configuration
3. Choose fields to show on Website./p>

Select/Hire

Schedule Interviews

Feedback Form Creation

See "In-process candidates" for a given Position/department/Location/Stage/Step in Select or Hire Stage

On Select or Hire Stage choose Filters on left hand side to view candidates with specific criteria.

Send email to candidates who are in process

1. Go to Select or Hire Tab
2. Highlight those candidates
3. Click on "More"
4. Select Email
5. Choose the template from drop down to be used for that email and send email

Change date of joining of candidate once candidate is moved to Offer Stage

1. Go to Hire Tab
2. Click on "Date of Joining" next to the candidate's name 3. Edit date and Save

Generate offer for a candidate

1. Go to Hire Tab
2. Highlight name of candidate
3. Click on More and select "Generate Offer"
4. Map the fields and save the offer in Candidates Profile

Check the number of candidates who have joined against any specific position

1. Go to Hire Tab
2. Under Joined Candidates Section, Select the name of Position to get Data of Joined candidates

Extract data of candidates who are in Select or Hire stage

1. Go to Select or Hire Tab
2. Click on the Excel icon in the right panel
3. Select fields which are required in excel dump and export the data

Calendar

View the number interviews that are aligned for specific date or week

1. Go to the Calendar Tab
2. You can see interviews aligned for specific week. You can also choose a date range for which you want to see the data
3. View the interview list by clicking on "Interview List" link

Master Lists

Add or modify Skills/Locations or other Master Data

1. Go to Master Lists
2. Click the master that you want to modify

Look for a step name when adding steps to the hiring process

1. Go to Master Lists
2. Click "Position Step Master"
3. Click "Add new Step"

Modify or add new email template

1. Go to Master Lists
2. Click "Template Master"
3. Add or Edit Email templates

Add new feedback forms

1. Go to Master Lists
2. Create feedback fields and rating using Feedback Fields Master and Ratings Master respectively
3. Then create Feedback Form using those Fields and ratings

Expense

See value in Purpose dropdown when I am adding an expense item

1. Go to Expense Tab
2. Click on Expense Types and Add all Expense types. These will show in Purpose Drop Down.

Admin

Create new users in Talentpool

1. Go to Admin Tab
2. Manage Users
3. Click on Add New and add User details and choose Role as well

Enable or Disable user wise access in Talentpool

1. Go to Admin Tab
2. Manage Role Access or Manage Users
3. Click on Advance Permissions and enable or disable access to features.

Set-up an auto-reply to all mails coming to Talentpool

1. Go to Admin Tab
2. Go To Application Settings
3. Click on Check Box of “Send Auto Reply Email When receives email to Inbox”

Show Position Code instead of Position name in Talentpool

1. Go to Admin Tab
2. Go To Application Settings
3. Click on Check Box of “Show Position Code”

Send notification to All stakeholders in case a change is made in the position

1. Go to Admin Tab
2. Go To Application Settings
3. Click on Check Box of “Send Position Change Notification”

Add 5 Levels of departments in Talentpool

1. Go to Admin Tab
2. Go To Application Settings
3. Select Level 5 from “Maximum Department Level Used”
4. And define the names of all Levels
5. It will reflect in Position Creation Page

Define position code format

1. Go to Admin Tab
2. Go To Application Settings
3. Set your format in “Position Code Template”

Where to Define Email Configuration in Talentpool

1. Go to Admin Tab
2.Click on "Inbox Settings"

Define duplication detection settings in Talentpool

1. Go to Admin
2. Click on "Duplicate Detection Settings"
3. Choose fields based on which you want to check duplication

Add new custom fields for candidates and positions

1. Go to Admin
2. Click on "Custom Fields"
3. Add New Fields as per your requirement

Set sequence of fields if I want to shift them up and down or hide or show some fields?

1. Go to Admin
2. Click on "Applicant Screen Configuration" if you want to make changes in Applicant fields
3. Click on "Position Screen Configuration" if you want to make changes in Position Fields
4. Click on "Website Screen Configuration" if you want to make changes in Website Fields

Reports

Reports

Check how many profiles are uploaded in Talentpool

1. Go to Reports Tab
2. Click on "Import Report" under Activity Reports
3. Select the required fields and you will get that data

Know activity of all users in Talentpool

1. Go to Reports Tab
2. Click on "User Activity Report" under Activity Reports
3. Select the required fields and you will get that data

Know status of all interviews in Talentpool

1. Go to Reports Tab
2. Click on "Interview Status" Under Operations
3. Select the required fields and you will get that data

Know status of all upcoming joiners

1. Go to Reports Tab
2. Click on "Upcoming Joiners Report" under Status Reports
3. Select the required fields and you will get that data

Know status of all Offered Candidates and the number of joined against those Candidates

1. Go to Reports Tab
2. Click on "Offered to Joined Report" or "Offer to Joined Detailed Report" under Analysis Reports
3. Select the required fields and you will get that data

Know status of all Pending Actions in Talentpool

1. Go to Reports Tab
2. Click on "Pending Actions Reports" under Status Reports
3. Select the required fields and you will get that data

Know status of rejected candidates in Talentpool

1. Go to Reports Tab
2. Click on "Rejected Candidates Report" under Status Report
3. Select the required fields and you will get that data

Know status of all Joiners in specific Months

1. Go to Reports Tab
2. Click on "Monthly Joining Report" under Analysis Reports
3. Select the required fields and you will get that data

Support & Maintenance

Phone & Email Support

Unlimited phone & email based support during work hours. Talentpool’s work hours are 9:30am through 6:30pm, Monday through Friday except holidays. Such support shall include assistance with software capabilities and functionality provided by Talentpool’s Technical Support Staff.

Remote Access

If Talentpool’s Technical Support Staff are not able to reproduce an issue at their end, they may request customer for remote access to the server on which Talentpool is installed. Customer will be responsible for providing remote access for troubleshooting and resolution in such cases.

Onsite Support

If for some reason, Talentpool’s Technical Support Staff are not able to resolve the issue through remote access, we may depute a Technical Support Engineer to the customer’s site.

Onsite support shall be free of charge to the extent of 2 days (one visit per half) during the term of an Annual Maintenance Cost (AMC). In the event the customer requires onsite support for further time, the same will be provided at a daily charge mentioned at the start of this agreement. Actual expenses incurred on local travel, hotel, Air-fare, food will be charged extra at actuals.

In case a customer has not used all or part of the 2 free days of onsite support for issue resolution, customer may request Talentpool for on-site training/consultation to the extent of the unused time. However, such unused time may not be carried forward from one AMC term to another.

Online Training Session

One online Training session will be free during the term of AMC.

Server Health Checkup

One Server Health Checkup will be free during the term of AMC

Support Call

Once in a month Support Call to understand Product related issues or queries if any.

Services Survey

Yearly 2 Service Survey to take Customer feedback on Services Offered by Talentpool.

Patches & Upgrades

Talentpool Patches for bugs and Maintenance will be free during the term of AMC