How to configure the Jobrock recruiter widget?

About the Jobrock Recruiter Widget

The Jobrock Recruiter Widget is a powerful tool designed to enhance your recruitment process & candidate engagement. It seamlessly integrates into Canvas pages and other job pages on your website, allowing your recruiters and consultants to engage with candidates in a personalized way while lowering the communication barrier.

With its intuitive features, it streamlines candidate communication via WhatsApp, simplifies scheduling appointments in a recruiter's agenda, sends emails directly to the recruiter of the vacancy, and ensures that every interaction is well-documented in Salesforce.

Additionally, the Jobrock Recruiter Widget is equipped with dynamic fields and a dynamic recruiter introduction video feature, which empowers the widget to display personalized content for every job. This is especially valuable because most jobs are managed by different recruiters within an organization. With this dynamic functionality, Jobrock allows businesses to exercise flexibility and infuse a personal touch into their interactions with candidates, tailoring the experience to align with the unique attributes of each job and the respective recruiter.

Configure the Recruiter Widget in Jobrock

This section covers the technical setup of the Recruiter Widget and its three available communication channels.

In the following steps, we will explore each section and its configuration options.

Section 1: Widget positioning & color

In the first section, you can configure fundamental widget settings, including:

1. Balloon text, refer to the screenshot below.

2. Display the duration of the widget
3. Color
4. Desktop and/or mobile activation
5. Widget placement on desktop and mobile

Section 2: Main screen

In the second section, you can customize the four text fields within the main screen, which is the screen that becomes visible after the initial click.

In the example, the job/source owner's first name variable is used in the header text and introduction field. For reference, please take a look at the example provided below.

Section 3: Channel configuration

In the third section, you have the flexibility to configure one, two, or all three channels based on the specific communication requirements of your business.

You can activate or deactivate each channel using the toggle button. While it's recommended to enable all three channels, you also have the option to configure only one channel, such as WhatsApp, if that aligns with your specific requirements.

Moreover, you can adjust the order of the channels by simply dragging each channel to the desired position, making use of the dotted symbol located on the right.

Channel: WhatsApp

First, we'll start with WhatsApp as a communication channel.

WhatsApp Channel form settings

Make sure that the initial four fields in this section are properly filled out. Refer to the example below for guidance on these four fields and their respective positions within the widget.

• Channel title
• Form title
• Form description
• Button text

Dynamic mandatory fields for contact creation

When using WhatsApp within the Recruiter widget, you encounter four fields, three of which are optional. The phone number field is the sole default selection, always enabled and unchangeable by default.

As an admin, you can determine which of the remaining three fields you wish to activate or deactivate. These three fields are dynamic in the user interface, meaning that when all are deselected, the widget will display only one field for the phone number. When you choose to enable the first name and last name, the widget will incorporate these fields into its interface.

Jobrock recommends, as a best practice, enabling the first name and last name fields. This practice allows you to craft a more personalized WhatsApp template utilizing the {{Contact.First.Name}} variable, and also enriching the contact record.

Additionally, it sends signals to Meta that you're not sending WhatsApp templates to random phone numbers but engaging with candidates who actively connect with your business, making your template a logical and meaningful follow-up.

Create a WhatsApp template

The template forms the basis of your communication with candidates via WhatsApp, so ensure it's well-crafted with content aligned with your business's tone of voice.

In this section, we will guide you through the process of creating an effective WhatsApp template.

Step 1: Create a template

Go to the Admin section in Jobrock and click "Whatsapp" under "Branding". Then, select "Lead" template under the "Standalone message" type.

Step 2: Select the Utility category

In this Jobrock best practice scenario, it's generally advisable to choose the Utility template category in the "Basic info" section. This decision is based on the fact that the message's purpose is to inform the user that the conversation has been initiated and that an automatic reply is in effect, as elaborated in step 3.

Step 3: Write the message

As a best practice, Jobrock recommends enabling the first name and last name parameters within the recruiter widget when a candidate chooses to communicate through WhatsApp (more info about that here). By doing so, the candidate's first name is obtained when a conversation is initiated, allowing it to be used as a variable within your template, as illustrated in the example below.

Step 4: Publish the template

To complete the template, save your changes and proceed to publish it.

Step 5: Select the WhatsApp template

Go back to the Recruiter Widget and select the newly created WhatsApp template once it is approved.

Channel: Appointment

Next, let's move on to configuring the Appointment section as a communication channel.

Appointment Channel Form Settings

Much like the WhatsApp section, ensure that the first four fields in this section are adequately filled out.

Linking Calendar and Appointment Type

You'll need to link a calendar, which will serve as a backup in cases where a recruiter hasn't linked their calendar in their Jobrock profile. This means that when a recruiter has their calendar linked in their profile, it will always take precedence over the 'general' calendar linked in the settings by an admin.

Channel: Email

Finally, we will set up the Email section as a communication channel.

In this section, there are not many customizable settings. The key task here is to complete the four mandatory fields, as shown below.

When a candidate chooses to send an email, it will be directed to the recruiter associated with the specific vacancy or job.

Section 4: Form settings

In the fourth and final section, we'll explore the final configurations of the widget.

Set a Workflow and Workflow Status:

Jobrock's recommended approach is to establish a new workflow specifically designed for handling the contacts in workflow that entered your ATS via the Recruiter Widget.

In the below illustration, we will designate this workflow as "Recruiter Widget". The benefit of setting up a dedicated workflow is that it associates all newly created contact records with this new workflow in Salesforce.

Typically, when a new record is created in Salesforce, it starts with a status of "New." Therefore, defining the Workflow status as "New" is recommended.

The following screenshot is an example of how that configuration would look like in Salesforce.

Country and language settings

Next, configure the default country code and language settings that align with your business's requirements.

Privacy Statement

Write a privacy statement tailored to your business needs, and include a hyperlink to your company's privacy policy.

Finally, hit "Save" to publish your configuration.

Tip: How to see the Contact in workflow origin via Recruiter Widget?

When the Recruiter widget is enabled, you want to know via which channel a candidate has entered the workflow. This can be accomplished by following these simple steps:

Step 1: Create a field in SF

Create a new OriginType "Text (255)" field on the CiW object.

Step 2: Map the field on Contact in workflow in Jobrock

You'll find a standard field on the Contact in workflow object in Jobrock called "Origin." You can map this field in Jobrock to the newly created Salesforce field "OriginType" and enable the sync direction.

Step 3: Validate mapping

Next, validate the mapping by submitting a lead through each communication channel. Verify in Salesforce that the corresponding OriginType value is correctly displayed on the Contact in Workflow (CiW) record for each interaction.

Tasks for Recruiters/Consultants:

Your recruiters and consultants are the primary users of the Recruiter Widget. To make their work more efficient, follow the tasks they should perform within the widget below.

Task 1: Record an Introduction Video for the Recruiter Widget:

To personalize interactions with (potential) candidates, every recruiter or consultant has the option to record an introductory video for the Recruiter Widget. This video is the perfect opportunity to make a memorable first impression and provide candidates with a personalized welcome.

The video can be uploaded to an individual's profile in Jobrock.

Step 1: Go to "My Profile"

Click on "My Profile" in the top right corner of Jobrock.

Step 2: Upload media

This is an excellent chance to offer a brief self-introduction as a recruiter or consultant. Check out the example video below.

Task 2: Calendar Integration

On the profile page, each recruiter must link their calendar. This integration enables (potential) candidates to schedule appointments through the widget, selecting a date and time directly from the job-specific recruiter's agenda.

Task 3: Write a brief introduction

Within the same page, every recruiter should write an "introduction description." This section serves as an initial point of contact with potential candidates. Keep it concise and informative. For instance, an example introduction could be:

"I'm {{SourceOwner.FirstName}}, a recruiter at PrimeStaff and your point of contact for this vacancy. It's great that you have a question. Below, you can choose how you'd like to get in touch with me."

Task 4: Enable the Recruiter Widget

Last but not least, recruiters who wish to use the widget on their job page(s) should activate the toggle. If this toggle remains inactive, the widget will not appear on the job page(s).

Configure the Recruiter Widget in Google Tag Manager

To display the Recruiter widget on your job pages, you must ensure that the script is accurately set up within the Google Tag Manager (GTM) and subsequently triggered based on your business's needs.

Follow the steps outlined below to accomplish this.

Step 1: Copy the script

In the Jobrock admin section, go to "Jobrock scripts", and then select "Basepixel". Also, enable the "Widget" checkbox.

Step 2: Create a new GTM tag

Login to your GTM account, create a new "Custom HTML" tag and paste the script from Step 1 in there.

Step 3: Add a custom line of code (for Canvas pages)

Above the </script> line, paste the following line:

jrq('init-widget', {atsId: {{jrJobId}}}); 

Step 4: Add a trigger

The firing trigger type should be "Dom ready". In the example below, the Recruiter widget will fire when the domain contains "jobs.primestaff.work".

In many scenarios, you may want to limit widget display to job pages and exclude it from the homepage or contact page, for instance. To achieve this, you can choose an alternative parameter like "Page Path" containing "/vacatures", for example. The correct configuration for this depends on your site structure. It's advisable to consult with your website developer and/or GTM administrator for proper setup.

Then hit "Save" to complete the tag setup.

Step 5: Add a variable

Next, go to "Variables" in the left-side menu and click "New". Select "Data Layer Variable" as the variable type and name it "jrJobId". In the "Data Layer Variable Name" field, you must enter "jrCaseId". Finally, hit "Save".

When a GTM is present on a job page, Jobrock will fire the 'JobrockEvent' in the Data Layer of the page with the variable name "jrCaseId" containing the job/vacancy ID of the job page.

By configuring it as described earlier, the Recruiter widget can identify the vacancy associated with the Canvas page. Consequently, all candidates entering your ATS via the widget will be categorized under the appropriate job listing.

Validation & Verification of all Channels

Before deploying the Recruiter Widget into your production environment, thorough validation and verification are crucial. This step ensures that all configured communication channels function as intended and that records are created in Salesforce accurately.

In this section, we'll outline the steps for testing and validating the widget to guarantee a smooth and effective candidate engagement process.

Step 1: Create a Canvas page

Create a Canvas page for testing purposes and make sure the Recruiter Widget only fires on that specific page (configure this in the GTM by adjust the trigger.

Step 2: Validate content

Double-check if all content such as the video, introduction, and other fields are correctly configured.

Step 3: Create a test lead per channel

In this step, we will assess the functionality of each configured channel by submitting a test lead and conducting an end-to-end evaluation. The following acceptance criteria should be considered:

1. Confirm the creation of a Contact in the Workflow record.
2. Ensure that test results are visible within Salesforce.
   1. Verify that records are correctly displayed under the configured Workflow and Workflow status.
   2. Validate the visibility of the OriginType, such as "Recruiter Widget Whatsapp," within the Contact in Workflow records.
3. Ensure that the communication content for each channel is accurately configured and relevant to the respective channel.
   1. Confirm the correctness of WhatsApp templates.
   2. Check that your Salesforce WhatsApp inbox registers a new unread message when sending a test message from your personal phone to the company's WhatsApp number after template reception.
   3. Verify that emails are received correctly and it's correctly displayed on the activity timeline in Salesforce.
   4. Verify that the appointment communication templates are correct for all stages, including confirmation, rescheduling, and so on.
   5. Confirm the proper configuration of the calendar and available timeslots.
   6. Ensure that appointment records are accurately created within Salesforce.
4. If applicable, validate the integration of Cloudflare.

Step 4: Tasks for Recruiters/Consultants

• Ensure that recruiters and consultants understand their responsibilities within the Recruiter Widget. Confirm that they have recorded an introduction video, integrated their calendars, written a concise introduction, and activated the widget for their job pages.

By following these steps, administrators can comprehensively validate and confirm the accuracy of the Recruiter Widget configuration. This ensures that it aligns with your business requirements and offers a seamless experience for candidates and recruiters.