New test designer, integration with indeed.com, Polish localization, built-in support chatbot and employee timesheets

This month, we are pleased to present our new pool of updates, most of which have been created at the request of our users. The July release turned out to be so big that we decided to divide the material into two parts.

We invite you to read an overview of the first part of updates, and if you see more opportunities to improve the functionality, let us know by emailing at sales@smart-it.com.

We keep working to ensure that SMART HCM & LMS is useful and meets the needs of HR departments in any company in the best way possible.

Creating large tests is now easier: L&D test designer has been updated

One of the main achievements in the July release is that the test designer has received a new design and functionality. With this update, you can create large tests quickly and easily, even if there are many of them in line.

How does it work?

Previously, when configuring tests, the user would navigate to other SMART HCM & LMS forms to complete designing a test. We agree: with a large amount of work, this can take a long time. To facilitate the process of building tests and questionnaires, we have created a convenient graphic designer. Now you create tests in one place: just click the Designer button in the top pane of the Training module and you will be taken to a new convenient and clear interface.

This is how an employee sees it:

Support for companies in foreign markets: localization

In the July release, we took into account the trend of companies entering European markets and focused on expanding the possibilities of integration and localization of the solution. The first updates along the way include integration of recruitment with indeed.com and addition of the Polish language. Overall, SMART HCM & LMS supports 5 languages: Ukrainian, English, Georgian, Azerbaijani, and Polish.

Integration with indeed.com

Now you can post a vacancy on Indeed.com in a matter of seconds. All vacancy data will be automatically transferred to the search platform.

Indeed.com is an international job search system, so no matter what market you work in, integration with this job site will be relevant.

How does it work

Submitting a job application to Indeed.com is easy.

Here’s what you should do:

  • go to the Publications tab in the system;
  • select a pre-created vacancy application from the list;
  • select “com” as the search resource in the relevant field;
  • enter the start and end dates of the recruiting campaign;
  • save the result.

Application has been submitted.

When creating a job description, a recruiter has access to an HTML editor that makes it possible to set formatting for your text and make it more attractive to candidates.

To make it easier to collect and process candidate responses from Indeed.com, we have created a landing page with a job description and a form for submitting contact information. The candidate adds a resume, motivation letter, portfolio and other relevant files in any format to the feedback form.

When a candidate fills out the form, his or her profile is created in the system, a response to the corresponding vacancy is added, and all added files are saved.

Recruitment funnel and status filters: new hiring management tools

The candidate list view page has been restructured. In addition to the 2 main areas with general information about the vacancy and the candidate card, a selection funnel and filtering by candidate response status have been added.

How does it work?

Your candidate submits a vacancy response on one of the job sites. Thanks to the configured integration, the application automatically enters the SMART HCM & LMS system and is immediately displayed on the page for viewing the list of candidates with the “Received” status. You can see it by filtering by required status. Statuses are assigned to applications automatically after the candidate passes each stage of the selection funnel.

It is very convenient: you can see the full picture of how the selection process is going thanks to the visualized funnel in the corresponding block on the candidate list view page.

Working with a candidate is now even more convenient

The candidate page has been changed:

  • page interface has been updated;
  • the list of information about the candidate has been expanded: age, contacts, etc.;
  • the ability to attach multiple files, such as resume, motivation letter, portfolio and others, has been added;
  • comment exchange history has been added for each candidate. Now a recruiter has access to the results of the previous stages of work with this candidate and comments on them from all members of the selection team.

In addition, in order to improve communication with candidates, we, firstly, reconsidered the algorithm for creating email templates, and, secondly, added the ability to edit emails during sending.

Let’s look into these updates one by one.

  1. You can create different email templates based on a modern drag’n’drop editor.

How does it work?

The user does not need to use third-party HTML editors, because the necessary editing tools are already configured in the system. The updated editor creates professional emails based on blocks of content and has the email preview ability in the display mode of the PC monitor and mobile device screens for better adaptation of the content.

  1. You can edit an email before sending.

How does it work?

We have introduced a modal window into the email template interface to add the ability to view, delete and add text, or remove elements of the email just before it is sent to the candidate.

Self-assignment of individual development plans

Your employee is interested in their professional growth and wants to share responsibility for this process? No problem. Invite them to build their own individual development plan (IDP).

What are the benefits?

At the company level, it’s reduction of HR managers’ workload and additional employee assessment.

At the employee level, it’s motivation and self-managed career development.

At the HR solution provider level, it’s creating this ability for the customers. Which is exactly what we’ve done.

How does it work?

An employee goes to the “Development” section of the portal and clicks “Create plan”.

It is then necessary to specify the IDP name, the goal, the planned IDP start and end dates, as well as outline the details of the plan in the “Description” field.

In each IDP like this, the employee adds the tasks they set to achieve the goal.

“In each IDP?”. That’s right, an employee can set themselves several IDPs simultaneously, which might have different goals and development periods. Starting with the July release, this also applies to the IDPs set for one employee by a manager.

We realize it’s important not only to record the planned start and end dates of the development plan, but also to analyze how the plan is brought to life. To do this, we’ve added the “Actual End Date” field in the “Activity” form and the ability to make a final comment on the results of this activity.

Timesheets have been added

This improvement has been implemented at the request of one of our customer and has become a logical continuation of a number of SMART HCM & LMS integrations with ERP systems for absence tracking and payroll.

How does it work?

This release presents the first version of the functionality, which includes the features described below.

At the company level:

  • receiving documents on time tracking from different ERP systems (NAV, SAP, 1C) through the integration API.

At the employee level:

  • viewing detailed information for each payroll period at any time;
  • analysis of data in terms of the number of days and hours worked, as well as the absence reasons, which may include vacation, sick leave, business trips, etc., without contacting personnel administration specialists or HR managers.

The employee can view the list of timesheets and detailed information about each of them in the “Timesheets” tab in their profile on the platform.

Expanded document management capabilities

In the previous release, we introduced the functionality for creating new, as well as viewing and updating existing documents in the system. After analyzing the experience of customers, we continued to work on improving document management within the platform.

The following features are now available:

  • download formats: .jpeg; .png, .tiff, .docx; .doc .dotx; .xlsx; .xltx; .ppt .pptx;
  • attachment of several documents to one record;
  • a new document type “CV” that allows you to save candidate’s resume or contact in this entity;
  • HR manager can now import one or more attachments to a document from the system, which makes it possible to quickly obtain photocopies of employee’s documents without contacting HR administration specialists.

Chatbot for employee support

The last but definitely not least. We think there’s no more point in talking about how employees need your support and constant feedback. We will just tell you about our chatbot that provides such support.

Previously, one of the features of SMART HCM & LMS was the ability to communicate through the Telegram bot according to the developed scenarios. But users lacked human-assisted online support. The 21st release adds functionality that allows employees to contact the company’s HR manager via a chatbot.

This is now your internal employee support line.

How does it work?

We have integrated Smart Chatbot into SMART HCM & LMS. With this update from SMART HCM & LMS interface, the responsible HR manager can provide the employee with the necessary support. The entire history of communications via Smart Chatbot is automatically stored in the employee card in SMART HCM & LMS for further analysis.

Want to test updates now? We will do a live demo for you. Contact us at sales@smart-it.com.

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