New Instance Checklist

Welcome to EVA! We are excited to partner with you on this journey to optimise your recruitment and talent management processes using EVA’s AI-driven platform. To get your instance up and running, we’ll need a few details from you to tailor the experience perfectly to your needs.

Our team will begin setting up your EVA instance and guide you through the initial configuration. We’ll ensure your platform is ready to automate your recruitment processes, manage candidate interactions, and provide a seamless experience for your team and candidates​​.

What we need from you:

1. Preferred Instance Address: Please provide the URL of the instance you would like to use for your EVA platform instance for the Agent and the Candidate portal. Example: <yourplatformname.eva.ai/Agent> and <yourplatformname.eva.ai/Candidate>

2. Main Point of Contact: We need the contact information of an individual or team who will be regularly responsible for administering the Agent Portal.

3. Training Session: We would like to arrange training and explain our support process, ensuring you can operate autonomously moving forward. This will help equip your team with everything needed for smooth ongoing management.

4. Home Page for Agents: Once we receive the instance URL, you can create customised home pages for your team within the Agent Portal. Click here to learn more about how it can be customised.

5. Home Page for Candidates: Talent Portal’s homepage is designed to engage candidates who have registered and promote <company’s> added value. You can easily add images, video content, information about your brand, to-do lists, documents, or training materials. We’ve also pre-configured a Job Recommendation widget, which will provide personalised job suggestions to your candidates. This page can be further customised by clicking here 

6. Company Options: We can help you incorporate your official website's logo, images, and colour scheme into the EVA instance. If there are any changes to branding elements or additional visuals you would like us to include, Please check this training article to update the Company Options: Training Article

7. System Email Configuration: EVA can send notifications to Agents and Candidates for various actions taken by agents and candidates within the EVA platform. These drafts cover key stages such as application submissions, interview scheduling, status updates, and other relevant interactions.The email templates can be accessed under Utils > Email Template Editor

We can train you to configure the system email that will be used to send all automated communications and notifications to candidates and agents. Please confirm the email address you prefer for official system communications. For example, we can use something like <example>, or you may suggest another email address.

Enabling synchronisation allows agents to email directly from their own addresses if needed. This training article provides more details on how agents can customise and send emails.

8. Invite Agents and Setup Notifications: As per our contract agreement, we can provide access to allocated user accounts of your organisation: The user accounts can be broadly divided into the following categories based on the access permissions required: 

• Client Admins (Access of Agent Portal including Admin configuration)

• Agents (Access of Agent Portal without Admin) 

Please refer to this article, to learn more about user groups and access levels,  

Additionally, as mentioned earlier, Agents can be notified for certain actions. Please click this training article regarding Notifications.

9. Workflows: http://EVA.ai ’s platform enables job, job request, and pipeline workflows to be configured according to the specific states and transitions required by hiring managers and agents throughout the talent acquisition process. These workflows can be customised to manage every step, from job requisition initiation to candidate shortlisting, screening, and assessment. Additionally, the platform automates notifications for agents and candidates for required transitions, ensuring all parties are updated in real time. This includes alerts for actions such as job status updates, interview scheduling, and assessment outcomes, further streamlining the recruitment process and improving communication​​​.

Job, Job Request Pipeline workflows can be configured in Utils > Business Workflows

Refer to this training article to know more about configuring business workflows: Business Workflow Configurations and Pipeline Workflows 

10. Candidate File Types: You can request specific documents from your candidates at any point in your workflow. Please click this training article. These are the current candidate file types available in the instance. Please let us know if you want to add more attachment types for candidates.

    Candidate file types can be Settings > Candidate File types

11. Email Templates: The email templates for candidate communication are fully customisable. Please take a moment to review them, and if any adjustments are required, they can be made by referring to the following training resources: Email Templates (Candidates and Contacts) and Creating Emails with Unlayer. Should you need any further assistance, we are here to support you.

Utils > Email Template Editor > Email template type “System”
System Settings > Email Templates (for Candidates and Contacts)

12. Terms & Conditions: To ensure compliance, we need you to update the company Terms & Conditions that candidates will accept. This can be managed directly within the Agent Portal using training article. 

Terms and Conditions can be updated under Settings > Skill Taxonomies

13. Skills / Profiles: If you wish to ask specific skills and proficiencies of your candidates at some point in your workflow, please follow this training article. Asking for skills and proficiencies helps better filter and match candidates to jobs. 

Skill Taxonomy can be created and managed under Settings > Skill Taxonomies

14. Tags: The Tag feature allows you to create custom labels for jobs and candidates, making it easier to organise, filter, and categorise data within the system. Tags provide flexibility in tracking specific attributes or statuses relevant to your Recruitment Marketing purposes, helping your team quickly identify and manage candidates or job listings based on custom criteria pertinent to your business needs. If you wish to add any custom tags for jobs/candidates to differentiate them for filtering or categorisation, you can add tags referring to this training article.

15. BOT Settings (Onboarding, Rephrasing topics, engagement campaigns): We can customise phrases EVA Bot asks the candidate for onboarding. If you have specific content or phrasing preferences for candidate registration topics, these can be adjusted by accessing EVA Settings > Onboarding and Conversational Topics, as detailed in the training article. We would happily show how this can be done or pre-configure it for your convenience.

16. Migration of jobs, candidates, companies, and skills: Candidates and Jobs data managed by external applications can be imported to our EVA application through manual migrations. For this, we prepare migration data templates with all the required data needed to be transferred to the EVA instance. 

These templates are uploaded to the migration gun after validation, following specific steps.

17. GDPR Compliance: EVA is designed with GDPR in mind, providing robust data privacy and management options. You can configure data collection processes to ensure all candidate interactions are secure and compliant with data regulations​​.