Doc Number

PRO - 572

Version

V1

Review Date

16/4/2024

Office Location

Workforce Extensions Offices using SmartAI - Engage

Contents

SmartAI - Engage. 1

1. Activate your user account & log in. 1

2. Access to SmartAI from FastTrack360 Dashboard. 2

3. Access to SmartAI from the Job Order in FastTrack360. 4

4. Sending a Job Order to SmartAI 6

5. Candidate Experience. 9

6. Viewing Chats with Wendi 10

7. Reviewing Chats with Wendi 12

Step 1

National Office IT Helpdesk will add you as a user in SmartAI. You will then receive an email to activate your account. When received, click on Set Password

Step 2 

Set your password

Step 3 

Log into SmartAI

https://app.smartai.com.au/#/

Step 1

From within the FastTrack Dashboard click on Manage Dashboard Tiles which is accessible via the notepad icon in the top right-hand side

Step 2

Click on Add Tiles

Step 3

Select smartAI Dashboard > click on Add

Step 4

smartAI Dashboard will default to the bottom of the section list. To relocate this section, click on the section then using the arrows in the top right hand side reposition the section to where you'd like to see it on your dashboard. The section order will be retained in FastTrack360 each time you log in.

Click on Apply

Step 5

SmartAI Dashboard will now appear on your FastTrack360 Dashboard. Click on Launch Dashboard to go into the SmartAI platform

Step 1

Open a Job Order record in FastTrack360, click on Manage Sections which is accessible via the notepad icon in the top right-hand side

Step 2

 Click on Add Sections

Step 3

Select smartAI Job Card Widget, click on Add

Step 4

SmartAI Job Card Widget will default to the bottom of the Job Order record sections. To relocate this section, click on the section then using the arrows in the top right hand side reposition the section to where you'd like to see it in the Job Order record. The section order will be retained in FastTrack360 each time you log in.

Click on Apply

Step 5

The SmartAI Job Card Widget will now be visible within the Job Order record in FastTrack360. After sending the Job Order to SmartAI you can click on this to be taken into the job within the SmartAI platform

Step 1

Create a Job Order in FastTrack360 ensuring that the Referral Workflow in the Job Order is your office's referral workflow that contains Wendi stages

Step 2

Click on Custom Actions in the Quick Access menu of the job order record

Click on Send Job To SmartAI

Step 3

A SmartAI window will appear.

The position field is auto populated from the Position in FastTrack360. This position is visible to the candidate in the email invitation to the candidate asking for them to chat about the role so this should reflect the position they potentially applied for so they can easily recognise the role they are chatting to Wendi about.

Click on the dropdown arrow to select the relevant Screening Profile.

The Reminder Email Intervals and Number of Reminders are both 2 by default and the expiry of the job is ~ 6 weeks from the date you create the job in SmartAI.

You can change any of these fields to suit your needs.

If you are using Calendly to book candidates into interviews, you can insert the Calendly Interview Booking Link so that candidates can book themselves into an interview timeslot in your nominated calendar.

Step 4

You also have the option to include Additional Questions which will appear at the end of the chat with the candidate.

Click on Additional Questions to add up to 3 additional questions.

Step 5

Enter your additional questions.

Two of the questions will give the option of Yes, No or Sometimes as a response to the candidate. Where the candidate responds with 'No' or 'Sometimes', they will go into the list of 'Maybe' candidates. If they answer 'Yes' to the custom question, they will go into 'Shortlisted'

Enter your custom question(s) then click on Save

Please note: You must include a brief description for the custom question as this is what will appear in the chat summary, not the whole question. To do this click on the pencil icon next to Custom Question 1, 2 or 3 and enter a brief description

You'll then be taken back to the Job Details screen then click on Save

Step 1

Within approximately 1 hour of a candidate landing in the Database Search, Applied or Applied Existing stages of the Referral Workflow, Wendi will send them an email inviting them to chat. The candidate will receive a slightly different email based on if they are in the Database Search stage (see the first email example to the right) or if they are in either of the Applied stages (see the second email example to the right).

In both instances, the candidate needs to click on 'Let's Chat' to prompt the chat to commence

Step 2

The chat window will open up in front of your office's webpage and Wendi will proceed to ask the candidate questions from your Screening/Chat Profile.

If a candidate responds in such a way where the chat profile is set to 'Reject', they will receive a message similar to the one to the right that politely rejects them and ceases the chat with Wendi.

If the candidate makes it through the entire chat with either a Shortlisted or Maybe assessment, they will see a message similar to the message to the right which indicates that their responses are being passed on to the WE recruitment team for review and follow up.

Step 1

A summary of the chat is saved in the candidate record with standard description of 'Wendi Screening' and depending on the outcome of the chat, the candidate is moved to the relevant 'Wendi' stage within the Referral Workflow of the Job Order.

Step 2

To view all outcomes from the chat with Wendi, click on the Job Card within the SmartAI widget in the job order in FastTrack360 to go directly into the job card in SmartAI OR 'Launch Dashboard' in the SmartAI Dashboard from your FastTrack360 Dashboard or finally log directly into SmartAI.

If using one of the last 2 options to gain access to SmartAI, click on the note page icon, second from the top on the left hand side to view all of the job cards which are applicable to your office.

Step 3

You will see all of the jobs which Wendi is working on when in the Screening and Shortlisting Dashboard including the name of the position, the job order number (from FastTrack360), the date the job was sent to Wendi and the number of invitations that have gone out to chat and the number of candidates screened by Wendi.

Click on the job card to view all information relating to the work Wendi has done on the job, paying particular attention to the Screened, Shortlisted, Maybe, Rejected & Interview booked stats/summary at the bottom of the page.

When you click on a candidate from the list you'll notice that it is broken down into 3 sections:

1. Left hand side contains 'Applicant' information, 'Events', 'notes' and page number so you can move to the next page if there are multiple chats with the candidate.

2. In the middle of the screen, you'll see the full chat with the candidate.

3. The right hand side shows the Summary from the chat with Wendi and the option to change Wendi's decision on the outcome of the chat at the bottom along with the options to interview and Onboard (Note: an integration with Calendly and Onboarded must be active for these 2 features to be available to select)

Step 1

Review candidates where the result from the chat was 'MAYBE'. A quick way to do this is by filtering on Assessment > click on the filter icon to the right of Assessment and select MAYBE, this will list all of the MAYBE candidates.

Step 2

To review and make a decision on the MAYBE candidates > click on the first candidate in the list

Step 3

Check why the candidate was assessed as 'MAYBE' by viewing the responses in orange

Step 4

Decide if you'd like to 'Shortlist' or 'Reject' the candidate by clicking on one of the blue buttons at the bottom of the Summary

Step 5

To quickly work through your list of MAYBE Candidates, click on the right arrow to the right of the candidate's name at the top to move to the next candidate in the list until you have made a decision on all the MAYBE candidates.

Once done, work through calling and further shortlisting or booking in the Shortlisted candidates for interview/registration.

Tip

Another option to view all candidates and filter further is to Export the list of candidates. To do this click on 'Export' at the bottom of the list of candidates, next to the summary of candidates screened, shortlisted etc.

This will create a csv file in your downloads containing all candidate information and responses to the chats with Wendi, enabling you to filter further to find your perfect candidate/s.