Introduction to Team Engine's Automations

Automated Application Screening

It can be frustrating when there is a huge pile of applications for a job, but only a few people that meet the qualifications for a position. Working through hundreds of resumes to find a few solid job seekers can waste days of effort. Team Engine can save incredible amounts of time with its auto-screening abilities if it is used properly.

Screening can be based on hard details like work experience, and softer ones, like whether or not a candidate is responsive. There are two separate ways to add applicant requirements: During the job creation process, and under the Hiring Process tab on already created jobs. First, as you create a new job, you have the ability to set what you want all applicants for that position to be screened on.

To get to this screen, click Hiring Process, then go to the Applicant Requirements.

Click the pencil in the right corner to edit that specific job:

Under applicant filters, all the green filters are positive aspects of a candidate you may like to see in a new hire, while everything marked as red represents a more negative aspect that you may want to avoid. Here are some definitions of a few helpful filters: 

  • Responsive: The responsiveness filter is the way that Team Engine saves employers from wasting time chasing down applicants that aren't going to respond. If the Responsive filter is added, each applicant will receive an automatic interest confirmation text (or email if they prefer) from the hiring engine. Only applicants that respond and demonstrate a real interest in the job will end up in your applicant pool.
  • Hard Commute: When someone applies for a job through Team Engine, they input their address. As a result, you will be able to see how far of a commute they will have. Occasionally, a long commute can negatively impact employee retention and the likelihood that an applicant will take the job or show up for an interview. If this proves to be a problem, you can screen out applicants that live further away.
  • Job Hopper: Dependable, long-lasting employees provide the most benefit for an employer. With the job hopper filter, no applicant that ends up in your review panel will have changed jobs too many times in the past few years. An applicant is a job hopper if 1. Their most recent job isn’t longer than a year 2. Their average job tenure in the last 3 years is less than a year 3. They haven't had any education that would explain the above.

The relevant licenses, certifications, and experience sections are valuable for jobs that require prior training or time on the job. If you need a driver that has a CDL B license, you can add that here. When it comes to experience, it's important to really decide what that looks like for a specific job. If it is too vague, like below, you may not get to the heart of the matter. Below, we don't know if they have experience as a delivery driver for Amazon and have experience with logistics, or if they delivered pizza and know more about dealing with customers.

Once you have confirmed that you have all the applicant filters, licenses, and experience for a role, Team Engine will take over. Based on what you have marked as important, Team Engine screens out completely unqualified candidates and ranks all the rest so that the top applicant on the Needs Review tab is the highest ranked.

Intelligent Assistant

With the Intelligent Assistant, Team Engine will reach out to applicants to find out whether or not they fulfill all of the job requirements. Before you even review a candidate, you will know if a candidate is responsive, has all the necessary licenses and experience, and why they want to come work for you.

Custom Messages from the Intelligent Assistant

The Intelligent Assistant will automatically analyze applications and ask follow-up questions to help identify the best applicants (or remove those who aren't good fits). Overall, the Intelligent Assistant changes what it asks based on what the job requires and how a candidate compares to it. For example, we'd only ask about comp if the candidate has an expected salary outside the range set for the job.

To view or turn on the Intelligent Assistant, click on the Hiring Process tab, and turn on the "personalized by Team Engine" option for the completed application automatic text. After that, applicants will start to get automatic, customized messages to fill in the blanks.

Automated Messages

Team Engine can also trigger automatic messages as you move people through the hiring process. 

Here are 3 aspects of the process we can automate:

  1. Automate outreach when you mark someone as interested in the review tab
  2. Automate sending interview reminders/confirmations
  3. Automatically re-engage with promising applicants.

If you mark someone as interested, Team Engine can automatically reach out to find time for an interview. Second, once an interview is scheduled, users can decide if they want to send a reminder 24 hours before their interview, 2 hours before, or both. Adding these confirmation messages has proven to be an effective measure to reduce No-shows, saving interviewers time that may have otherwise been wasted waiting for a candidate. Additionally, once an interview has been confirmed, it will be marked as such on the In Progress tab. You can add any interview scheduled through the hiring engine to your calendar by choosing the add to calendar option when you create the interview time. If someone is marked as interested but didn't respond to the automated message about the interview, they will get follow-up messages 24 and 48 hours later to keep you on the candidate's mind. 

These messages are only sent between the hours of 8:00 am and 6:00 pm, based on the time zone of the associated job (if no time zone is found for the job, we default to using Central time.) There are a few exceptions to keep in mind: 

  • Interview reminders will always be sent out 2 and 24 hours before an interview to ensure we aren't sending reminders after an interview has taken place. 
  • Application receipt confirmation messages will be sent immediately after an application is submitted.

Editing Automated Messages

If any of these messages don't quite fit your company's culture or language, you can change them by clicking the pencil icon to the right of the message. As a best practice, keep the message short and direct. Additionally, personalize it so that the candidate feels comfortable. Using your first name and introducing yourself or your company can make applicants know that you are excited about their application. Be like one of our customers in Hawaii, start with an Aloha, or a friendly hello!

Automated Referrals

People tend to be associated with other individuals that share the same skillset. Using your employees' personal networks to find qualified applicants is a successful method to find new hires. Team Engine offers employers the option to utilize their employees' personal networks with the use of an automatic referral system. With automated referrals, you no longer need to remember to bring up the program with employees every month or worry about tracking and administering a referral program. To learn more about how to set this up, read about Employee Referrals

With all of this in mind, it's time for you to see how automation can save you time to focus on the perfect candidates. Now that you don't have to review hundreds of unqualified applicants or call dozens of people to screen them and set up interviews, it's time to improve the overall hiring process. You can read our ultimate hiring guide here.

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