Setting up a Campaign Workbook

Setting up a Campaign Workbook

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To download the Campaign workbook, scroll down the screen, hover over the attachment and click the download link.

1.  Introduction

This section will walk you through the steps for setting up a new campaign in i-intro® and shows you some of the features available that will help you to improve the appearance of the campaign before you send it to your client.


2.  Create the Employer

Before you create a campaign, you will want to create the Employer. Click “Employers” on the lefthand side and then click “CREATE EMPLOYER” top right to set up a new employer.



-   -       Create Employer – Enter the Employer Name and Select Country of where your client is based:



-     Manage Logo – We suggest that you upload your client's logo to make the campaign personal to your client and adds an impressive looking finish to the campaign page that your clients will see every time they login. simply Drag and Drop or upload your client's logo JPEG, PNG into Manage Logo Section. The logo will then be "pulled" through to any new campaigns created for this employer:



    -     Manage Details – Enter all the relevant details such as Telephone Number, Address Line 1, Address Line 2, City, Postcode, Country:



   -      Create Contact – You can add contacts at this stage, e.g. Primary Contact, or you can add them at a later stage in each campaign. Click “CREATE CONTACT” top right to set up a new Contact:



Enter all the relevant details such as Job Title, Contact (Client) First Name, Last Name, Salutation i.e., Mr, Mrs, Miss etc, Email and Telephone Number:


Once completed, click “CREATE AND ADD”.


3.  Create Campaign

Once you have created the Employer, click “Campaigns” on the lefthand side and then click “CREATE CAMPAIGN” top right to set up a new campaign. This section is usually completed by the consultant.



You will just need to enter very basic information here:

Job Position - Enter the Job Title of the campaign.

Reference - Enter reference from your CRM/ATS. This is not mandatory.

Who can view this campaign?

    -     Only Me – This campaign will only be visible to you and Administrators.

My Group/s – Administrators can create Groups such as Teams. This campaign will be visible to you and your group.


Once completed, click “NEXT”.


Select either Assign to an existing employer or create new employer under “New or Existing Employer”:

    -     Assign to an existing employer – Existing employers will only show in the dropdown list if you have created the Employer or have invited the employer to a previous campaign:



-   -    Create new employer – You should have already created the Employer but if you have not created the employer or invited the employer to a previous campaign, then select Create new employer, enter the Employer Name and Select Country of where your client is based:


Once completed, click “NEXT”.

Select either Assign to an existing contact, create new primary contact or assign primary contact later under “New or Existing Contact”:

     -    Assign to an existing contact – Existing contacts will only show in the dropdown list if you have created the Contact or have invited the contact to a previous campaign: 



   -     Create new primary contact – You should have already created the Contact but if you have not created the Contact or invited the contact to a previous campaign, then select Create new primary contact, enter their details such as Job Title, First Name, Last Name, Email and Telephone Number:

 

  -      Assign primary contact later – if you are not sure who is the primary contact is yet, you can select Assign primary contact at a later stage:



Once completed, click “CREATE CAMPAIGN”.

You have now started a new campaign so just work your way through.  This should be completed by the consultant. 


4.  Campaign Details

Ensure that your campaign has all the relevant details such as Job Position, the reference number could be the candidates reference number from your CRM/ATS system, City and Postcode is important for allowing the client to see where the candidate resides in relation to the role, so unless it is completely irrelevant for the role, don’t skip this part:


Once completed, click “UPDATE”.


5.  Dynamic Weighting Index

You will need to set up the Dynamic Weighting Index (DWI) settings BEFORE you start inviting candidates to your campaign as they cannot be edited once the campaign has started.

This is repeated for the different weightings of each category to rank importance of each assessment of the candidate, e.g. interview weighting, background weighting. This must add up to 100%. Click Dynamic Weighting Index tab, tick which categories you would like to rank and click on the dropdown arrow to amend the percentage scores:


Once you have amended the percentage scores, click “UPDATE”.


6.  Primary Contact

You should have already created the Contact before creating the campaign, therefore the primary contact will appear in the drop-down list but if you have not created the contact, invited the contact to a previous campaign or selected Assign primary contact later, you must add the Contact before you can assign a Primary Contact. You can add a new Contact by clicking the plus icon:           



     -    ADD EXISTING CONTACT – Existing contacts will only show in the dropdown list if you have added or invited the contact before. You can also add Contacts by clicking on the “EMPLOYERS” tab:


Locate the Employer, click “VIEW MORE” and then click CREATE CONTACT:


Enter all the relevant details such as Job Title, Contact (Client) First Name, Last Name, Salutation i.e., Mr, Mrs, Miss etc, Email and Telephone Number:


Once completed, click “CREATE AND ADD”.


   -    ADD NEW CONTACT – The simplest way to add a contact is from here. Select “ADD NEW CONTACT” and enter all the relevant details such as Job Title, Contact (Client) First Name, Last Name, Salutation i.e., Mr, Mrs, Miss etc, Email and Telephone Number:


Once completed, click “CREATE AND ADD”.

7.   Fees & Remunerations

This is to confirm fees & remunerations that has been agreed with your contact (client). This is not visible to your Contacts (Clients) or Candidates.

       -    Currency – You can change the Currency by clicking on the dropdown list.

      -     Salary – Enter the salary for the Job Position.

      -     Percentage – Enter the % your contact (client) has been agreed to pay for your services, this will auto-generate the Fee, OR

      -     Fee – Enter the fee your contact (client) has agreed to pay for your services, this will generate the Percentage.


Once completed, click “UPDATE”.

8.  Campaign Status

This will need to be updated accordingly depending on the status of the campaign.

    -     Draft – All new campaigns are defaulted as Draft.

    -     Live - You will need to set to this status before you can invite candidates and Contacts (Clients) to the campaign.   

     -   Unsuccessful - If the campaign has been cancelled or you have been unable to fill the campaign, then set to this status just for reference purposes only.

    -     Complete - If the campaign is successful and your client has recruited your candidate then set to this status for reference purposes only.

    -     Archived - If the campaign has been inactive for a long period of time then set to this status for reference purposes only.


9.  Candidate Video Assessment

Video screening interviews where candidates are asked questions on camera, given time to think about their answer and then deliver their answer to the camera.  This is most often used in high volume roles or more technical roles.  If you would like to use this feature, you will need to click “CONFIGURE”.

    -     Preparation Time – select how long you want to give your candidate to read the question and think about what they are going to say.

    -     Question – Enter the question you would like to ask your candidate

    -    Time Limit – Set a time limit for your candidate to answer the question (15 – 120 seconds). Your candidate will have the option to finish the video before this time.

  -  Add Question – If you would like your candidate to answer more than one question, click “ADD QUESTION”. We would recommend no more than 3 questions.

     -   Video Assessment Instructions – If there is anything you would like to tell your candidate before they start the interview you can enter details here. This section can be left blank.


10. Campaign Documents

All new campaigns will have the following document titles set as default. These are the documents that you would like your Contact (Clients) to view when they have been invited to view the campaign.

You can either edit, add, delete and re-order the Campaign Documents:

       -    Edit Campaign Document – You will need to upload the relevant documents by clicking the edit icon:



·         New or Existing File – You can upload an Existing File by selecting the Existing Files from the dropdown list or you can upload a New File by Drag and Drop or Upload your document. As best practice we recommend that all documents uploaded are PDF files and not Word files or other file types.

·         Who can see this? Colleagues & Myself and Contacts (Clients) are set as default. Tick Candidates if you want this document to be made visible to your candidates.

·         Once completed, click “SAVE CHANGES”.

 

     -    Add Campaign Document – You can upload any other documents relating to the campaign by clicking the plus icon:


·         Document Title – Enter what you want the document title to be called.

·         New or Existing File – You can upload an Existing File by selecting the Existing Files from the dropdown list or you can upload a New File by Drag and Drop or Upload your document.

·         Who can see this? Colleagues & Myself are set as default. Tick Contacts (Clients) and/or Candidates if you want this document to be made visible to them.

·         Once completed, click “ADD DOCUMENT”.

 

    -     Delete Campaign Document – You can delete any of the documents that are not relevant by clicking on the bin icon:



    -     Re-order Campaign Document – You can re-order the documents, putting the most important documents at the top of the list by click and dragging the document up or down the list and then “SAVE DOCUMENTS ORDER”:




11.  Required Candidate Documents

All new campaigns will have CV and McQuaig Job Fit Interview document titles set as default. These are the documents that you would like your candidate(s) to provide when they have been invited to complete their profile.

You can either edit, add, delete and re-order the Candidate Documents:








    -     Edit Candidate Document Title – You can edit the defaulted Candidate Document Titles by clicking the edit icon: 

      Simply overwrite the existing Candidate Document Title and click “SAVE CHANGES”


    -     Add Campaign Document – You can ask your candidate to upload any other documents by clicking the plus icon:



You can add a Campaign Document by typing the Document Title in the blank field and click “ADD DOCUMENT”:

    -     Delete Campaign Document – You can delete any of the documents that are not relevant by clicking on the bin icon:



    -     Re-order Campaign Document – You can re-order the documents, putting the most important documents at the top of the list by click and dragging the document up or down the list and then “SAVE DOCUMENTS ORDER”: 



12.  Key Competency Questions

This is one of the most important elements of i-intro®. This feature allows you to select questions that your client would like to ask the candidates to answer. We would suggest 3 questions max 5.

You can set the Key Competency Questions by clicking the plus icon:



Select either Invite contacts to select Key Competency Questions, deselect invite contacts to select Key Competency Questions or Create new contact under:

    -     Invite contacts to select Key Competency Questions – Existing contacts will only show in the dropdown list if you have added the Contact (Client) to the campaign. Please pre-warn your client that they will receive this link. Select your Contact (Contact) from the dropdown list and click “SEND INVITE”:



    -     Deselect Invite contacts to select Key Competency Questions – You will be able to select the questions on behalf of your Contact (Client). A list defaulted questions will be listed:



You can also edit the defaulted Key Competency Questions by clicking on the “CONSULTANCY MANAGEMENT” tab:



Click “SETTINGS” and select “KCQ SETTINGS”:

You can edit the defaulted Key Competency Questions by clicking the edit icon:



You can either edit Category Name, Delete Subcategories or Add new Subcategories:

    -     Edit Category Name – Simply overwrite the existing Category Name and click “UPDATE CATEGORY”:



    -     Delete Subcategories – You can delete a question by clicking the bin icon:


    -     Add new Subcategories – You can add a Key Competency Question by typing your question in the blank field and click “UPDATE CATEGORY”:




13.  McQuaig Institute Job Survey

You will have already been given access to your McQuaig account:

https://app.mcquaig.com/login

You should have received an email directly from McQuaig with details of how to set your password. However, if you have not received this, go to: https://app.mcquaig.com/login, click 'forgot password' and enter your email address. You will then receive an email to reset your account.

If you have not yet booked onto the McQuaig Level 1 and Level 2 Interpreter training, please email support@i-intro.com and we will confirm training dates that are available. There may be an additional charge incurred.

Once your client has completed the McQuaig Job Survey, you will need to enter the McQuaig scores from the Job Survey. If you have asked more than one Contact (Client) to complete the McQuaig Job Survey, you will need to do a comparison which will combine the McQuaig® Job Surveys into one report. You can enter the scores by clicking “EDIT CAMPAIGN MCQUAIG SCORES”:


You will need to copy and paste the summary from the McQuaig Job Survey Report into the McQuaig Behavioural Profile Summary section.

The McQuaig Job Survey Report will indicate if your Contact (Client) is looking for a Generalist, Pioneer, Persuader, Administrator, Balanced, Specialist, Co-Operator, Enthusiast or Transition individual. You will need to select the Profile Type from the dropdown list.

You will need to enter the scores manually for each of the four traits DO, SO, RE and CO. The scores must total 168:


Once completed, click “SAVE”.


14.  Terms and Conditions

You can set the defaulted Terms and Conditions for your Candidate and Contact (Client) by clicking the “CONSULTANCY MANAGEMENT” tab:



Click “CONSULTANCY DETAILS” and in “CAMPAIGN TERMS AND CONDITIONS”. You can add your Candidate Terms and Conditions by typing in the blank field and clicking “SAVE CHANGES”.

Click “CONTACT”. You can add your Contact (Client) Terms and by typing in the blank field and clicking “SAVE CHANGES”.


These Terms and Conditions will be set as default and will appear for all new campaigns created. This will not update existing campaigns that have already been created. If you have agreed new terms with your Contact (Client) you can make changes to the Contact (Client) Terms and Conditions within the campaign itself by clicking the edit icon:


Edit the text within and click “UPDATE”.


This will change the Terms and Conditions for this campaign only.

If you need to revert to the defaulted Terms and Conditions, click “RESET TO DEFAULT”.


15.  Background and Overview

Background & Requirements is your description of what the client is looking for. Include an in-depth description of the role and the desired skills and experiences of the candidates. This will be visible to your Contact (Client) only.

Assignment Overview is your Contact (Client) job description or your interpretation of that. This will be visible to your Candidate only.

You can edit the Background Overview and Assignment Overview by clicking the edit icon:


Edit the text within and click “UPDATE”.

This will change the Background & Assignment Overviews for this campaign only.


16.  McQuaig Institute Word Survey

The McQuaig Word Survey® is personality profiling tool and includes 10 easy to read reports. It is online and takes 10-20 minutes to complete. The McQuaig Word Survey® is a personality test that measures core personality traits as well as how a person is behaving in their current role or job. The analysis between the two shows any adjustments the individual is making. This is important as it includes high and low morale etc.

You should have already received access to your McQuaig account. If you haven't yet completed your McQuaig Administration training, please contact us at support@i-intro.com, and we'll arrange for you to be booked into a session. This training will guide you through the process of issuing McQuaig Job Surveys to your clients.

Click the McQuaig Login button:



You should have received an email directly from McQuaig with details of how to set your password. However, if you have not received this, click on the McQuaig Login button, click 'forgot password' and enter your email address. You will then receive an email to reset your account.

If you have not yet booked onto the McQuaig Level 1 Interpreter training, please email support@i-intro.com and we will confirm training dates that are available. There may be an additional charge incurred.

Once your candidate has completed the McQuaig Word Survey, you will need create a Job Fit Interview Guide Report from within your McQuaig account. The McQuaig Job Fit Interview Guide Report will need to manually be uploaded to your candidates’ profile (see below 19. Candidate Profiles).


17.  Campaign Candidates

Once your campaign build is complete you will want to invite your candidates to complete their profile.

You can add Candidates to your Campaign by clicking the “CAMPAIGN CANDIDATES” tab:


 Select either “ADD EXISTING CANDIDATES” or “CREATE NEW CANDIDATE”.

    -     ADD EXISTING CANDIDATES – Existing candidates will only show in the dropdown list if you have added or invited the Candidate before. You can also add a Candidate by clicking on the “CANDIDATES” tab:


Select either “CREATE CANDIDATE” or “IMPORT CANDIDATES”.


    -     CREATE CANDIDATE - Enter their details such as Job Title, First Name, Last Name, Email, Postcode, Country: 


Once completed, click “CREATE”.


    -     CREATE NEW CANDIDATE – The simplest way to add a candidate is from here. Select “CREATE NEW CANDIDATE” and enter all the relevant details such as First Name, Last Name, Email, Postcode and Country:


Once completed, click “CREATE”.


18.  Invite Candidates

Once you have added all the candidates to your campaign it is important that you provide your candidates with all the information to complete their profiles. As best practice you should contact your candidate before this invitation as part of your briefing with them and include a bullet point check list in the body of the email of everything that they need to complete (see below for example):



Once you have informed your candidates. You will then need to select the recipients you want to invite to the campaign and click “INVITE TO CAMPAIGN”:



You can customise the email invitation that is sent to the candidate by editing the text but please ensure you do not remove any defaulted links:




Your candidate will receive an email titled “Registration Confirmation”. The email will confirm their Username: (their email address). They will need to click on the link to activate their account and create a password. Password must be between 6-15 characters long and contain at least one digit.

Once password has been created your candidate will be able to gain access to their profile.

Your candidate will have also received another email titled “Job Application for Contact Name. They can click on the Campaign link to gain access to their profile.

Your candidate must accept the Candidate Terms and Conditions before they can complete their profile. Your candidate will need to click “VIEW” to access their profile:



Your candidate will be asked to upload a Profile Image, CV, upload a short Profile Video about themselves and answer the Key Competency Questions. A video assessment will also be required if you have set this within the campaign.

Once your candidate has completed this, they will need to click “SUBMIT APPLICATION”.

You will receive a notification confirming that your candidate has submitted their profile.


19.  Candidate Profiles

Click on the candidate to review what they’ve added.  All being well, everything will look great but be prepared for the possibility that you might need to make some cosmetic adjustments.

To access your candidates’ profile, click on their photo: 




You will now see your candidate’s profile:




You will need to add additional information to your candidates’ profile, this can be done before you invite the candidate or after your candidate has submitted their profile.

Maybe the photo is a little too busy and needs to be cropped, perhaps the KCQ responses have a lot of typos or formatting problems that you want to improve.

Naturally you want to be careful not to spend too much time improving the candidate’s submission because part of this effectiveness of this process is that it genuinely reflects the time and effort the candidate has put into their application.

Once your candidate has submitted their profile, you will see Profile Image they have uploaded, their Profile Video, CV and answers to the Key Competency Questions. The video assessment will also be shown if you had set this within the campaign. 


19.1  Candidate Profiles - CV

If your candidate has uploaded their own CV, we suggest that you replace this with the recruiters reformatted CV (company letterhead). As best practice we recommend that all documents uploaded are PDF files and not Word files or other file types.


19.2  Candidate Profiles - McQuaig Job Fit Interview Guide

If your candidate has uploaded their own CV, we suggest that you replace this with the recruiters reformatted CV (company letterhead). As best practice we recommend that all documents uploaded are PDF files and not Word files or other file types.


You can upload an Existing File by selecting the Existing Asset from the dropdown list or you can upload a New File by Drag and Drop or Upload the McQuaig Job Fit Interview Guide Report. This report will only be visible to your contact (Client).

Once completed, click “SAVE CHANGES”.


19.3  Candidate Profiles - Executive Summary

The Executive Profile is one of the last pieces of the puzzle.  Not only is this a way to summarise the candidate’s strengths but it also allows you to position the candidates based on who you feel to be the best fit for the role.  If you believe one particular candidate should be considered a front-runner, then this is the place to say so. This will only be visible to the Contact (Client).

You can add your comments by typing in the blank field and clicking “SAVE”:



19.4  Candidate Profiles - Career Highlights

These sections will give you the opportunity to sell the candidate and explain why you feel this candidate is relevant for the role. Please note that these sections are not visible to the candidate. This will only be visible to the Contact (Client).

You can add your comments by typing in the blank field and clicking “SAVE”:




19.5  Candidate Profiles - Suitability Chart

This will be shown after your clients have ranked the candidates based on the criteria set in the Dynamic Weighting Index. See Section 20. Dynamic Weighting Index.


19.6  Candidate Profiles - Candidate’s McQuaig Report

You will need to enter the McQuaig scores from the McQuaig Job Fit Interview Guide Report by clicking “EDIT CANDIDATE MCQUAIG SCORES”:


You will need to copy and paste the summary from the McQuaig Job Fit Interview Guide Report into the McQuaig Behavioural Profile Summary section.

The McQuaig Job Fit Interview Guide Report will indicate if your Candidate is a Strong Match, Potential Match or Does not Match. You will need to select the Profile Type from the dropdown list.

You will need to enter the Situational and Real scores manually for each of the four traits DO, SO, RE and CO. The scores must total 168. You will find these scores from their completed McQuaig Word Survey:


Once completed, click “SAVE”.

If you would like to tell your Contact (Client) anything else about your candidate, you can add additional comments to your candidates’ profile by clicking “COMMENTS”:



19.7  Candidate Profiles – Manage Details

Status will need to be updated accordingly depending on the status of the candidate.

    -     Not Submitted – Your candidate has not yet completed their profile.

    -     Submitted - Your candidate has completed their profile and has submitted. They will no longer be able to make changes in this status. You can change the status back to Not Submitted so your candidate can make changes.

    -     Shortlisted - Important! You must set to this status before you invite your Contact (Client).

    -     First Interview - If your candidate is successful and your Contact (Client) has invited your candidate for interview then set to this status for reference purposes only.

    -     Further Interview - If your candidate has passed first interview then set to this status for reference purposes only.

    -     Rejected - If your candidate has been unsuccessful then set to this status for reference purposes only.

    -     Offer Made - If your candidate has been successful then set to this status for reference purposes only.

    -     Hidden – Used for reference purposes only. Clients will not be able to see this profile.

Ensure your candidate details are correct. Enter all the relevant details, Salutation i.e., Mr, Mrs, Miss etc, Contact (Client) First Name, Last Name, Telephone Number, Address Line 1, Address Line 2, City, Postcode and Country (some of the details will already be pre-filled).

You can view what your client will see by clicking “VIEW AS CLIENT”:




20.  Dynamic Weighting Index (DWI) – Contact Weighting

Help your clients create more informed hiring decisions by objectively assessing candidates against each other using the scores. This allows the decision-makers to each have their own say on the candidate based on several different factors such as skills, background etc as chosen by you or your clients.

You will need to set up the Dynamic Weighting Index (DWI) settings BEFORE you start inviting clients to your campaign as they cannot be edited once the campaign has started.

Click Dynamic Weighting Index tab and to amend the percentage scores:


Dynamically change the influence of each decision-maker by allocating a weighting to their score, the higher the weighting the greater influence they have on the overall score - this allows those who will be impacted most by the new hire to have a greater say. This must add up to 100%. 


21.  View as Client

You’re almost ready to send the campaign to the client but first, click on “VIEW AS CLIENT” to preview exactly what your client will see.

 Test the downloads and make sure you are happy with them.

Check the rankings graph and make sure everything looks exactly as it should.

Double check the candidate profiles, if you want the candidates in a specific order you can drag and drop them to a different order.

Once you’re 100% sure that the campaign is ready, change the campaign Status to “LIVE”.


22.  Invite Client

If you are ready for your client to view your campaign. Click “INVITE”:



You can customise the email invitation that is sent to the Contact (Client) by editing the text but please ensure you do not remove any defaulted links. You will then need to select the recipients you want to invite to the campaign and click “INVITE TO CAMPAIGN”:


Your Contact (Client) will receive an email titled “Registration Confirmation”. The email will confirm their Username: (their email address). They will need to click on the link to activate their account and create a password. Password must be between 6-15 characters long and contain at least one digit.

Once password has been created your candidate will be able to gain access to the campaign.

Your candidate will have also received another email titled “Your campaign for (Company Name) Job Vacancy”. They can click on the Campaign link to gain access to the campaign.

Your Contact (Client) must accept the Terms and Conditions before they can view the campaign. Your Contact (Client) will need to click “VIEW” to access the campaign.


23.  Interview Scheduler

If your Contact (Client) would like to set up an interview date and time, your client will be able to invite the candidate from their campaign login. Alternatively, you can manually confirm interview and send interview invite(s). Ensure you select the correct Time zone before sending any invites.

You can manually confirm interview by clicking on “MANUALLY CONFIRM INTERVIEW”:



Manually Confirm interview will need to be updated accordingly for each candidate:

    -     Title – Description of the interview

    -     Additional Information – Enter any advice you would like to give to your candidate

    -     Select Clients – All clients added to the campaign will appear in the dropdown list

    -     Select Candidate – All candidates added to the campaign will appear in the dropdown list

    -     Start Time – Select date and time

    -     End Time – Select date and time


Once completed, click “CREATE”.


Select the Interview Duration and which days your client is available on. You may select more than one date:




Choose the time on each of the days selected that the client is available to conduct an interview. You may select more than one time slot on each day as candidates will be able to choose from these selected times:




Complete the Title and Description of the interview. You may wish to include the meeting details such as location in the Description.

Select which of the clients will be conducting the interviews:




Finally confirm the details and click Submit. This will send an email to each of your candidates alerting them they have been invited to an interview. They will be asked to sign in and select an interview slot from the available times. Once a candidate has selected, all parties will receive an email confirmation:



Congratulations!

You will still be able to edit and view the campaign at any time. It’s just a case of waiting for feedback from the client. You will receive notifications every time the client logs in to the campaign or sends you any requests such as Invite to first interview, invite to further interview, make offer or reject.




Your Contact (Client) and Candidate will receive an email confirming the interview and they can click on the link to add into their calendar.

If you need to cancel the interview, you can click on the appointment and click “CANCEL”. Your Contact (Client) and Candidate will receive an email confirming the interview has been cancelled.

Send Interview Invite(s) allows your clients to select a few different interview times for candidates to choose from. This can be done while your client is logged in or you can do this step on behalf of your client:




Select the candidates you wish to invite for an interview:



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