This document outlines Springboard release version 7.36 scheduled for release in August 2024.
Version 7.36 introduces the following new features outlined in the contents list below.
This release also covers bug fixes and other small improvements which are outlined in these notes.
Contents
Customisable feedback templates
The new “Request Feedback” action
“Date” input control available for feedback criteria
Send reminders to panel members to complete their “Feedback Request”
Multi-factor authentication for Springboard backend users
Segregate “Unsuccessful” folder into Withdrawn, Offer Declined, Rejected
Removing a candidate from multiple talent folders at once
Hide unused panels from the Hiring Manager Dashboard
Text-based screening using Vidcruiter
System Response time improvements
Minor bug fixes & Enhancements
This document provides details on each key change you will need to be aware of in order to leverage these improvements effectively. Please note that some screenshots in this document represent pre-release versions and may differ slightly in the production release.
Contact Information
IMPORTANT: Please contact your Springboard Account Manager if you have any questions regarding the information provided in these release notes.
Customisable feedback templates
We are excited to announce the release of our new feature: Customisable Feedback Templates. This feature is designed to streamline the feedback process for the panel members, providing them with structured, easily customisable templates to evaluate candidates more efficiently and consistently.
This is another step towards improving the Hiring Manager experience on Springboard as part of our Product Roadmap. Several clients requested the feature in the past and we are delighted to announce it with Release 7.36.
Before this feature, the feedback criteria could be defined, and the same set of criteria was used for all the roles in the organisation. However, now with this release, the users can customise and define multiple templates with different sets of criteria relevant to the role rather than a general set of criteria. This feature will be available when the new feedback action is switched on for a site.
Summary
From Administration ->Admin Console -> Hiring Manager Feedback, the users were able to define the feedback criteria. We have now included the feature to define the templates. Each feedback template is a group of criteria. A site can have multiple templates that can be customised for the role they would be used for.
The customisable templates will offer the following benefits:
1. Pre-defined Feedback Templates:
- Access a variety of pre-defined templates tailored for different stages of the hiring process, including initial screening, technical interviews, and final evaluations.
2. Customisable Fields:
- Modify and personalise feedback templates to suit specific needs and preferences.
- Add, remove, or edit fields to ensure all relevant criteria are covered.
3. Consistent Evaluation:
- Standardize the feedback process across your hiring team, ensuring fair and consistent evaluations of all candidates.
- Easily compare feedback from different interviewers with a consistent format.
4. User-Friendly Interface:
- Intuitive and easy-to-use interface for creating and editing feedback templates.
Details:
The customisable feedback templates can be created from the “Administration --> Admin Console --> Hiring Manager Feedback” area on your Springboard instance.
Click on the “Add” button to start creating a template.
Enter the template name.
Add criteria to the new template by clicking the “+Add” button and click on the “Save” button to save it.
The criterion can be edited or deleted using the icons available under the “Actions” column.
Add more criteria and click on the “Save” button to save the template.
The confirmation message is displayed in the top right corner. Click on the “Back” button to return to the template administration page.
On the “Feedback Criteria Template admin screen, following information is stored as column for each template.
- Name – Name of the feedback criteria template.
- Created Date – The date on which the template was created.
- Created By – The username of the person who created the template.
- Update Date – The date on which the template was last updated.
- Active – The templates will be created as “Inactive” status by default. The templates can be turned as “Active” by clicking the toggle switch on. Only “Active” templates will be available to be used on the “Request feedback” action.
- Default – This column will be used to mark a template as a default one. A default template will be shown as pre-selected in Step 3 of the “Request Feedback” action.
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Actions – The following actions are available on the “Feedback criteria template” screen:
- Edit – Clicking on the pencil icon will edit the existing templates. Please note that any changes made will be reflected in the new requests. Any ongoing requests will remain the same.
- Delete – The trash icon will delete the template.
- Copy – The templates can be copied using the copy icon. The copied template will have the same criteria as the source template.
The customisable feedback templates can then be used in Step 3 of the “Request feedback” action. Please read more about it in the section below.
The new “Request Feedback” action
With Release 7.36 we have introduced significant improvements in the “Request Feedback” action by simplifying and streamlining Step 2 and Step 3.
The major improvements are:
- Ability to select the panel members from a drop-down list: The users will now be able to quickly select feedback panel members from a pre-defined drop-down menu. This feature eliminates the need to manually enter names, reducing errors and saving time. If the panel members do not exist in the system, then they can be added and will be available for future selection.
- Ability to select the customisable feedback template – As mentioned in the section above.
- Ability to send reminders when the panel members have not action-ed the request.
This new feature will greatly enhance the efficiency and accuracy of the feedback request process. If you have any questions or need further assistance, please contact our support team.
How it works:
The “Request Feedback” action is available via the right-click menu on the candidate job’s grid.
At Step 2 of the “Request Feedback” action, the user can now see a drop-down menu with a label “Panel Members”. The user can add the panel members by selecting them from the list. The user can start typing the panel member’s name and the matching results will be displayed. The user can then select the relevant person from the list.
The email address stored for the panel member will be used to send the feedback request link.
If the panel member does not exist in the list, they can be added by clicking the “Create New” button.
Enter the panel member's details and click the “Save” button. The new panel member will be added to the list.
Click on the “Next” button to proceed.
At Step 3 of the “Request Feedback” action, the user can now see a drop-down menu with the label “Select feedback template”.
The customisable feedback templates created from the “Administration --> Admin Console --> Hiring Manager Feedback” screen are available here to be used.
Please note that only “Activated” templates are available for selection.
The user can view the selected template for feedback by clicking the “View Template” button.
The configuration available on this screen is now available under “Advanced Settings”.
There is an “expand and collapse” icon provided to improve user experience by organising configuration settings efficiently, reducing screen clutter, and enhancing navigation.
The user can then click on the “Next” button to complete the request feedback action.
The panel members will receive an email with a link to the feedback portal, which is the existing functionality. On the HMF portal, the feedback template will be displayed as selected in Step 3.
The panel members will provide their feedback and the feedback can be viewed from the Springboard instance (as-is-functionality).
Please note that there are no changes done on Step 1 and Step 4 of the request feedback action.
"Date” input control available for feedback criteria
From Admin Console --> Hiring Manager Feedback screen, while adding a criterion on a template, Date input control will be available as shown in the screenshot below.
The date criterion can then be used on the template and when the template is selected at Step 3 of the “Request Feedback” action then the panel members can see this criteria/ question on the feedback portal.
When panel members fill in the information and submit the feedback, it can be viewed from the Springboard backend.
Send reminders to panel members to complete their “Feedback Request”
We are delighted to announce a new feature to enhance the efficiency and timeliness of the feedback process: Notification reminders to panel members for unaction-ed feedback requests.
The new config is added at the “Admin Console --> Hiring Manager Feedback” area with the label – “Send Feedback Reminders on the HMF Request Form”.
The reminders will be sent to the panel members based on the config available with the checkbox:
- ‘x’ days between reminders
- ‘y” maximum number of reminders to send.
For instance, in the screenshot above, the notification reminders will be generated to the panel members after the due date has passed, and then on the ‘+x’ days until maximum reminders i.e., ‘y’ have been sent.
Multi-factor authentication for Springboard backend users
We are excited to announce the Multi-Factor Authentication (MFA) release for Springboard backend users. This new feature enhances the security of our backend systems by requiring additional authentication factors beyond the traditional username and password. By implementing MFA, we aim to provide an extra layer of security, significantly reducing the risk of unauthorized access and enhancing the overall protection of our systems and data.
We will be working with all clients to enable MFA for your tenant within 4 weeks of this release.
Key Features:
-
Multi-Factor Authentication (MFA) Enablement:
- All backend users will be required to set up and use MFA.
- MFA options include time-based one-time passwords (TOTP) via authenticator apps and email codes.
-
Flexible Authentication Methods:
- Users can choose their preferred authentication method during the setup process.
- Support for popular authenticator apps such as Google Authenticator, and Microsoft Authenticator.
-
Enhanced Security:
- Added protection against phishing, credential theft, and unauthorised access.
- Compliance with industry standards and regulatory requirements for multi-factor authentication.
-
User-Friendly Setup Process:
- The set-up process is user-friendly.
- Detailed instructions and support documentation is available for a smooth transition. Please refer to this link.
- Administrative Controls.
How to use MFA:
1. Go to your Springboard URL.
2. Enter your username and password and click on the “Continue” button.
Set up the MFA process using either Authenticator app or an email code. Detailed are available on this link.
3. a). If using the Authenticator app, scan the QR code and enter the 6-digit code and the user will be logged in.
3. b). If using the email MFA, click on the “Switch to Email MFA” button.
4. Please click on “Send a code”.
5. Enter the code received over the email and you will be logged in.
For admin users:
The admin users can manage the MFA for other via following the steps below:
1. As an admin user, on your Springboard, go to Administration --> Organisation Users --> Click on a user.
2. Under Organisation User details, check under “Login Details” section --> "Manage Multifactor Authentication”.
3. Clicking on it, will open a confirmation message. Click on the “Remove” button.
4. Success message will appear.
Security Considerations
PeopleScout has engaged an external security firm to review this new feature. No issues of concern were raised.
We value your feedback and are here to assist you with any questions or issues. Please reach out to our support team with your comments or concerns.
Thank you for your continued support and commitment to security.
Segregate “Unsuccessful” folder into Withdrawn, Offer Declined, Rejected
We are pleased to announce a significant enhancement to Springboard: the segregation of the "Unsuccessful" folder into three distinct categories: Withdrawn, Offer Declined, and Rejected. This update aims to improve organisation, clarity, and efficiency in managing candidate statuses.
Key Features:
-
Categorized Folders: The "Unsuccessful" folder is now divided into three separate folders:
- Withdrawn: For candidates who voluntarily withdrew their application.
- Offer Declined: For candidates who were extended an offer but chose to decline.
- Rejected: For candidates who were not selected to move forward at any stage of the hiring process.
- Enhanced Organisation: Improved clarity and organisation of candidate statuses, making it easier to track and manage different outcomes.
Benefits:
- Improved Clarity: Clearly distinguish between different reasons for a candidate's unsuccessful outcome, leading to better understanding and communication within the hiring team.
- Efficient Management: Easily manage and review candidates by specific categories, reducing time spent searching for information and enhancing workflow efficiency.
- Enhanced Reporting: Generate more precise reports based on specific candidate outcomes, aiding in data-driven decision-making.
We believe this enhancement will significantly improve your candidate management experience. If you have any questions or need further assistance, please contact our support team.
Removing a candidate from multiple talent folders at once
With Release 7.36, we are excited to introduce a new feature to simplify and streamline your candidate management process i.e., Removing a Candidate from Multiple Talent Folders at Once. One of our clients requested the feature; however, this product enhancement will benefit all Springboard users.
All the talent folders to which a candidate is posted to, are listed under the “Activity” tab.
Key Features:
-
Bulk Removal: Easily remove a candidate from multiple talent folders simultaneously, saving time and reducing the need for repetitive actions.
- Confirmation Step: A confirmation step ensures that candidates are not removed unintentionally, providing an extra layer of security.
Benefits:
-
Reducing steps: If a talent folder is no longer relevant for a candidate, they can be removed from the talent folder via the new “Delete” action under the activity tab rather than accessing each the talent folder and removing the candidate.
-
Improved Organisation: Keep your talent folders organised and up to date, ensuring that only relevant candidates remain in each folder.
- Improved efficiency: You can view all the talent folders that a candidate is posted to from one place, thus streamlining the process.
How it works:
The talent folder list is available from the “Activity” tab. Here’s the step-by-step guide to remove a candidate from a talent folder.
- Double-click on the candidate to open the “Review” mode.
- Go to the “Activity” tab.
- Click on the “Trash” icon against the irrelevant talent folder for this candidate.
4. Also, to verify that the candidate exists on the selected folder.
5. A confirmation pop-up will appear as follows:
6. Click on “Delete” button to proceed.
7. Confirmation message is displayed on the top-right corner of the screen.
8. The candidate is now removed from the talent folder.
Hide unused panels from the Hiring Manager Dashboard
Following feedback from customers, we’ve made it possible to hide panels from the Hiring Manager’s dashboard that are not used by your organisation or not relevant to your hiring managers.
This allows for a less cluttered dashboard and reduces training time and possible confusing for hiring managers.
Hiding panels is a one-size-fits-all approach for your tenant (client). If you would like to hide panels for your account, please contact Application Support or your Account Manager.
Below, only the Request to Hire, Feedback Requests, Tasks and Jobs panels are visible for the hiring manager. Other panels have been hidden away.
Text-based screening using Vidcruiter
With release 7.34, we integrated with Vidcruiter for on-demand video interviews. We have extended this integration to include “Text-based screening” with Vidcruiter.
This release aims to streamline the hiring process, reduce bias, and improve the efficiency and accuracy of candidate evaluations.
It will be extremely beneficial for volume recruitment scenarios where the candidates will apply to Springboard and then receive a screening template link via the text message.
The templates can be defined based on the roles and customer requirements on Vidcruiter. The Vidcruiter sends Springboard, the candidate scores and their pass/fail outcome.
If your Springboard instance has Vidcruiter integration setup then you need to only define the text-based screening templates. Your Vidcruiter admin user should be able to set it up. If you face any queries, please let your account manager or our Support team know.
If your Springboard instance is not integrated with Vidcruiter, then it can be setup by raising the request to the support team.
How it works:
- Login to the Springboard and navigate to the Job --> Candidates’ job grid --> Right click on the candidate (on which reference-check has to be initiated) --> Click on Assessments/Check --> Click on Request 3rd Party Assessment.
- Select VidCruiter from the Assessment Provider drop-down list.
- On the Request 3rd Party Assessment screen, check the candidate details prefilled automatically and select the Package to be sent out to the candidate. For text-based screening, please select a “text-based screening” package.
- Click on the "Request Assessment" button at the bottom of the screen.
- The candidate will receive a SMS with the link. Click on the link.
- The candidate will be redirected to the VidCruiter to complete their text-based assessment.
- On the Springboard, the candidates’ review mode, under the forms tab, you will be able to see the text-based screening score.
- The screening process and times can be significantly decreased by utilising the candidate's text-based screening score as a condition on the rules engine.
Like On-demand Video Interview, we also offer “On-demand audio interview” with Vidcruiter. This is based on the templates defined at the Vidcruiter.
System Response time improvements
As part of this release, numerous improvements have been made to improve the response times of various screens within the system.
Notable improvements include:
- Viewing and navigating through candidate grid in the New Look and feel version of Springboard
- “Post to Folder” action has improved for customers with a large number of requisitions (jobs) in their tenancy.
- Create Candidate action has improved for customers with a large number of requisitions (jobs) in their tenancy.
- Candidates accessing an Onboarding Portal with a large number of online forms to view / sign has improved significantly.
Minor bug fixes & Enhancements
The following lists other items that have been fixed or improved as part of this release. If you would like further information on any of these items, please contact Application Support.
SBATS-XXXX numbers refer to the PeopleScout internal User Stories linked to each of these changes / enhancements.
| Administration | |
| Improvements to Candidate Account Administration - ability to specify special characters in passwords are optional, and improve validation messages | SBATS-4098 |
| Resolve issue where Reference Data Administration screen can freeze in the New Look and Feel of the product | SBATS-4084 |
| Improve Process design workflow administration to flag a single role as the primary by default to improve processing | SBATS-3955 |
| Resolve an issue in RTH Administration screen where some records could not be updated due to a UI layout issue | SBATS-3895 |
| Application Form Builder Administration - improve validation of required fields | SBATS-3609 |
| Candidate Management | |
| Enhancement to find candidates based on their response to custom field questions regardless of whether the answer is captured on the candidate profile or an application (new application form framework) | SBATS-4058 |
| Resolve issue in Shared Service Provider solutions where a custom field answer displayed in the candidate grid could be incorrect | SBATS-4319 |
| Fix issue with MsTeams online meetings - selecting 'Face to Face' after selecting an online meeting would retain the online meeting | SBATS-4267 |
| Support capturing and viewing HEIC files in online (orbeon) forms | SBATS-4258 |
| Update an RTF tag's date format from '25/07/2023' to '25 July 2023' - tag is: «$candidateField.start-date» | SBATS-4231 |
| Resolve an issue where performing a candidate grid filter on candidate name could crash after approx 15 minutes of inactivity | SBATS-4198 |
| Resolve an issue where a technical code was being printed into the read-only version of an application form when created via web service | SBATS-4186 |
| Enhance Candidate Spreadsheet Upload to accept multi-select custom property values. | SBATS-4185 |
| Resolve various issues with rendering the email signature added to the bottom of emails when viewing those emails from the Communications Tab | SBATS-4242 |
| Fix issue with viewing application forms in a Hiring Manager Feedback request when created via Link to Job | SBATS-4123 |
| Resolve issue displaying some radio button controls on online (orbeon) forms | SBATS-4149 |
| Resolve issue rendering traffic lights on the candidate grid | SBATS-4161 |
| Resolve issue moving a candidate from one folder to another whilst the Police Checklist is being viewed | SBATS-4100 |
| Support uploading hierarchical questions via Spreadsheet Uploader | SBATS-4097 |
| Resolve issue when searching for candidates based on Applicant ID from Candidate Search | SBATS-4060 |
| Improve layout issue with the "To (Hiring Manager)" field when sending emails | SBATS-4044 |
| Quick Search - resolve issue when an underscore _ character is used in a search term | SBATS-4027 |
| Spreadsheet Upload - ensure username can be defined independently from email address for New Application form framework uploads | SBATS-4017 |
| Support a new rules engine filter to activate an automation only once all reference checks are submitted. Contact Application Support if you are interested in configuring this into your solution | SBATS-3907 |
| Affinix clients - include the Digital Interview score in the bulkprint Screening Comments summary page. | SBATS-3356 |
| Improvement to stability of Quick Search when first logging in to Springboard | SBATS-3310 |
| Improve formatting of rich text answers included in a bulkprint to include line breaks | SBATS-3279 |
| Interview Scheduler emails to candidates that include a link to MS Teams now have improved formatting, allowing the MS Teams link to be placed anywhere within email body | SBATS-2507 |
| Stability improvements to creating MsTeams interviews | SBATS-4393 |
| Resolve an issue where the Reject Reason dropdown would sometimes not appear on the Change Status -> Reject action | SBATS-4280 |
| Interview emails would sometimes be sent with the recruiter's email address as the FROM instead of the default address configured on the template | SBATS-4371 |
| Do not allow Rules Engine names to include the double-quote " character | SBATS-4069 |
| Resolve a rare issue with the Comms tab reporting the incorrect status for emails sent to a candidate | SBATS-4042 |
| Resolve an issue attaching documents from the Document Library to an Interview booking | SBATS-3030 |
| Career Site / Application Form | |
| Option to disable two-factor authentication on quick-apply application forms under very specific client circumstances | SBATS-4284 |
| Option to remove the sequential numbering from Questionnaire (Screening) questions displayed to candidates on the application form where numbering the questions could cause confusion. | SBATS-3772 |
| Questionnaires / Screening - New multi-select checklist with free-text option control | SBATS-3664 |
| Improvements to new application form framework to reduce likelihood of mandatory questions not being answered, which can occur in a very low number of cases. | SBATS-3589 |
| Improvement to Employee Referral Portal - warn if the user being referred already exists in the system | SBATS-3367 |
| Improvement to Candidate account My Details screen for handling username and email address updates | SBATS-3366 |
| Resolve an issue affecting some client sites where copy/paste into rich text answers on the Questionnaire form did not work | SBATS-4349 |
| Resolve issue when using the Back< button to return to job ad search results | SBATS-4068 |
| Hiring Managers & Shared Services | |
| Feedback Requests Search - add columns for Originator and Job Title, and provide ability to search feedback based on originator | SBATS-3581 |
| Ensure existing Hiring Manager users are enabled / re-enabled as they are added to a new requisition | SBATS-4170 |
| Resolve data quality issues with My Forms and My RTH on Hiring Manager Dashboard | SBATS-3855 |
| Improvements to handling Hiring Manager Feedback login when the HMs user account has been disabled or expired | SBATS-3288 |
| Job Management & Request to Hire | |
| Improvement to Job Ad Preview button on Submit ad confirmation page for clients using multiple career site domains | SBATS-4183 |
| Ability to send an email notification to a specified recipient when a Draft Requisition is created via web service | SBATS-4014 |
| Resolve a rare stability issue with assigning a workflow to a job requisition. | SBATS-4377 |
| Offer Letters, Reference Checks, Job Requests and Appointment Requests | |
| Improve ordering of multi-select values in a rich letters where alphabetical ordering doesn't make sense - eg days of the week (Monday, Tuesday, Wednesday, Thursday, Friday) | SBATS-4130 |
| Generate Appointment Requests PDF via a queue rather than real-time | SBATS-3984 |
| Appointment Requests - improve search to remove duplicate names | SBATS-3963 |
| Improve screen layouts when deleted an Offer letter / contract | SBATS-3430 |
| Candidate Reference Check form - ability to specify a default country other than Australia | SBATS-4215 |
| Appointment Requests - Send notification email to initiator on Retract | SBATS-3671 |
| Appointment Requests - Use specific appl_id already linked if the applicant has two applications on the one job. | SBATS-4147 |
| Onboarding | |
| Flare onboarding - Support new fields for Superannuation | SBATS-2705 |
| Security, Architecture & Web Services | |
| Cross Site Scripting improvement to admin portal List of Values popups following recent security test | SBATS-4311 |
| Stability improvements to Create Application web services | SBATS-4266 |
| Include a new table in database candidate purge routines | SBATS-4224 |
| Tazio - update to service to include candidateID in the request | SBATS-4218 |
| Change Report Centre from address from reports@recruitasp.com.au to noreply@peoplescout.com.au | SBATS-4203 |
| Resolve issue where specific questions posted to Seek Apply may not be mandatory via Seek | SBATS-4157 |
| Reduce frequency of a 'find unused columns' feature in nightly report centre builds to once per week to improve nightly report centre performance | SBATS-4124 |
| Cross Site Scripting improvement to Candiate Grid - Create Note action following recent security test | SBATS-4109 |
| Improvement to user administration screen following recent security test | SBATS-4108 |
| Resolve issue with Hiring Manager Feedback user being linked as the default user in some Single Sign on scenarios | SBATS-4040 |
| Implement PDF generation multi-threading in the system for improved performance and stability | SBATS-4018 |
| Multi-Factor logins for candidate careers sites - option to reduce MFA challenge to only once per day (or configurable time period) | SBATS-4116 |
| Candidate Data Purging routines - option to retain key candidate records with scrambled PII to assist with on-going reporting. A cost may be involved to invoke this option. | SBATS-3574 |
| CheckMate 3rd Party integration - Support a new user_email field | SBATS-4391 |
| Minor change to how Standard Reports in Springboard are processed and distributed to clients after being scheduled. | SBATS-4437 |
| Usability | |
| Flare Onboarding - improve Application Submitted messaging | SBATS-3286 |
| Requisition Details - WCAG Improvements | SBATS-3672 |
| Standard & Enhanced Reports - WCAG Improvements | SBATS-3406 |
| HM Dashboard - WCAG Improvements | SBATS-3197 |
| Admin Console - SEO Admin Screens - WCAG Improvements | SBATS-2418 |
| Admin Console - Candidate Profile Screens in V8 - WCAG Improvements | SBATS-2416 |
| Admin Console - Broadcasts Screens - WCAG Improvements | SBATS-2415 |
| Administration - Configure Grid Columns Screens - WCAG Improvements | SBATS-2523 |