Contact Menu

Settings

Automatic deletion of candidate data

Where to find it: Click on your name (top right) - Account Preferences - Settings - General - Automatic Deletion of Closed Referrals

Do you need all of your candidate data to be deleted automatically? No problem! You can activate the automatic deletion of all candidate data under your account settings.

 

Automatic deletion of accepted referrals

To activate this function, check the checkbox next to "Delete accepted referrals after" and enter the number of days after which candidate data should be deleted.

Read more to learn when a candidate's status is changed to "Accepted Referrals".

 

Please note!

All candidate data will be removed once the number of days has transpired. Previously accepted candidates will also be removed. 

 

 

Automatic deletion of closed candidates

To activate this function, check the checkbox next to "Delete closed referrals after" and enter the number of days after which candidate data should be deleted.

 

Please note! 

The countdown starts as soon as a candidate's status is "Closed" by clicking the button "Close". 

 

Read more to learn when a candidate's status is changed to "Closed".

 

Please note! 

All candidate data will be removed once the number of days has transpired. Previously closed candidates will also be removed. 

 

 

Automatic deletion of hired candidates

To activate this function, check the checkbox next to "Delete closed referrals after" and enter the number of days after which candidate data should be deleted.

When adding the number of days for the countdown, please take the reward payment into account. We highly recommend being generous with the number of days.

 

Please note!

The countdown starts as soon as a candidate's status is "Hired" by clicking the button "Hire". Not by adding the first day of work! 

 

Read more to learn when a candidate's status is changed to "Hired".

 

Please note!

All candidate data will be removed once the number of days has transpired. Previously hired candidates will also be removed. 

 

Disable internal applications

Where to find it: Account Preferences - Settings - General - Employee Preferences

If you don't want to receive internal applications via Employee Referrals, you can disable the function "I would like to apply myself".

Go to "Account Preferences" - "Settings" - "General" and next "Employee Preferences". Now remove the checkmark next to "Allow internal applications".

Existing internal applications will not be influenced by disabling this feature.

 

Make upload of application documents mandatory

Where to find it: Click on your Name (top right) - Account Preferences - Settings - General - Make Upload of Application Documents Mandatory

You can decide if you wish to receive application documents with applications or referrals.

By activating this checkmark, the upload of application documents will be mandatory. Each applicant must then upload at least one document (pdf, doc, docx, zip). If the applicant does not upload a document, they will receive a warning and will not be able to submit their application until an upload is completed.

 

Mandatory Employee ID

Where to find it: Click on your name (top right) - Account preferences - Settings - General - Mandatory Employee ID

If you want to make it mandatory for employees to enter their employee ID when registering, select the "Mandatory entry of employee IDs" option.

 

Please note! The Employee ID can have any format and will not be verified by Employee Referrals.

 

Mandatory Employee ID for Newly Registered Users

As soon as new users register and enter their first and last names, they will be asked for their employee ID. The new users will be then allowed to select their location, and department (and possibly incognito mode) and complete the registration by clicking on "Get started".

Please note! Users will not be asked for their employee ID if user provisioning is activated and the employee ID is pre-provisioned. In this case, the employee ID is already filled in.

 

Mandatory Employee ID for Already Registered Users

Once the "Mandatory entry of employee IDs" configuration has been activated, the already registered users will be asked to enter their employee ID as soon as they log in. They will only be able to access their account after entering and saving their ID.

Please note! Users will not be asked for their employee ID if user provisioning is activated and the employee ID is pre-provisioned. In this case, the employee ID is already filled in. 

 

FAQ

Where can I find the employee ID?

You can find the employee ID by clicking on your name (on the top right) under the Account References in the User Management field, within the "Employee ID" column. You can also search for the employee ID by entering "employee ID" in the search bar.

The employee ID also appears next to the Talent Scout name in the "Referral" Menu, precisely within the referrals' detailed view, and in the "Rewards" Menu.

 

Deactivate direct referrals

Where to find it: Click on your Name (top right) - Account Preferences - Settings - Disable Direct Referrals

The majority of hires through Employee Referrals are generated via direct referrals.

If you would like to deactivate the direct referral anyway, please go to your "Account Settings" next to "Settings" and move to "Disable Direct Referrals".

Activate the checkbox next to "Don’t allow direct referrals", and the button "Refer" is not visible anymore.

 

 

Social network sharing options

Where to find it: Account Preferences - Settings - General - Social Network Sharing Options

If you don't want your Talent Scouts to share jobs on certain social networks, you can deactivate these networks easily.

 

Deactivate individual networks

Go to "Account Preferences" - "Settings" - "General" and scroll down to "Social Network Sharing Options". Remove the checkmark next to the network you don't want your Talent Scouts to share jobs on. Confirm your changes by clicking on the button "Save configuration".

 

Deactivate all networks

Go to "Account Preferences" - "Settings" - "General" - scroll down to "Social Network Sharing Options" and remove all checkmarks. Confirm your changes by clicking the button "Save configuration".

 

Please note!

We recommend not deactivating all networks as the "Share" button will disappear completely and your Talent Scouts will not able to spread your jobs across their networks, which could heavily impact the success of your referral program. 


 

Deactivate leaderboard

Where to find it: Click on your Name (top right) - Account Preferences - Settings - Hide Sensitive Information on the Platform

Would you like to use Employee Referrals without any competition?

You can easily deactivate the Leaderboard in your "Account Settings" at "Settings". Go to "Hide sensitive information of the platform" and activate the checkbox next to "Hide the leaderboard for all users".

As soon as this has been done, the Leaderboard will not be visible anymore in your Employee Referrals company account.

 

 

Extended security with Google reCAPTCHA

Where to find it: Click on your Name (top right) - Account Preferences - Settings - Extended Securtiy with Google reCAPTCHA

At Radancy, IT-Security is an important issue.

For additional protection against

we provide the opportunity to use reCAPTCHA by Google LLC in your Employee Referrals company account.

 

Invisible reCAPTCHA for spam protection

Log into your Employee Referrals company account and go to "Account Preferences" - "Settings" - "General" and scroll down a bit and you will find "Extended Security with Google reCAPTCHA".

 

Only by activating the check box next to "Spam protection" personal data will be processed by Google. For further information about the processing of personal data, please refer to the article "Which personal data are processed?".

 

FAQs about "invisible reCAPTCHA"

What is Invisible reCAPTCHA all about?

So-called CAPTCHAs were developed to avoid email flooding and to distinguish between real users and artificial bots.

Maybe you’re more familiar with CAPTCHAs where you have to tick the check box to confirm you’re not a bot.

mceclip0.png

In order to maintain usability, we decided to implement "invisible reCAPTCHA" by Google. The user has to tick the check box only in exceptional cases and will not be otherwise affected when using Employee Referrals.

Which personal data are processed?

Employee Referrals uses "invisible reCAPTCHA" by Google LLC.
According to Google LLC, the following personal data will be processed:

  • Users IP address

Please read more for further details.

Where in my Firstbird company account was "invisible reCAPTCHA" implemented?

As soon as the check box is activated, “invisible reCAPTCHA” will be active at the following:

  • Forgot domain
  • Forgot password
  • Application form
  • Direct referral (2nd window)

 

What do I have to consider at reCAPTCHA when it comes to data security?

When you use "invisible reCAPTCHA" by Google LLC, you have to make this service known in your data protection statement.

We are therefore happy to provide an article about reCAPTCHA for our customers in our data protection statement template (article 2.6, page 16).

If you have any questions, don’t hesitate to contact us through our contact form

 

Job view fraud protection

Where to find it: Account Preferences - Settings - General - Extended Security with Google reCAPTCHA - Job View Fraud Protection

In order to protect your Employee Referrals account from "fake" job views, you have the possibility to enable "Job View Fraud Protection" in your "Account Preferences" - "Settings" - "General" - "Extended security by Google reCAPTCHA".

 

FAQs about job view fraud protection


What exactly does this setting do?

Since a Talent Scout get points for generated job views, a Talent Scout might try to generate them in a "fraudulent" manner. In detail, a technically talented Talent Scout could program a "script" and could get too many job views or points.

In order to prevent this, we now offer the function of using "Google reCAPTCHA" as a setting in your Employee Referrals account. This setting checks if it is an automated/programmed ("bot") job view or not.

 

Please note!

Especially with ongoing competitions/challenges, this setting could prevent a Talent Scout from "cheating" and generating too many points. 

 



What do I have to consider before I activate this setting?

Please note that by enabling this setting, personal information (such as the IP address of your users) will be sent to Google servers outside the EU. To be on the "safe side" here, you can activate a consent on your job advertisement (in the form of a "cookie banner").

This checkmark is set by default ("Ask for consent on the job page"). Each user must then before he can view/apply for the job, first agree that his data may be processed through Google reCAPTCHA.

 

If the checkmark on "Ask for consent on the job page" is not set, no "cookie banner" will appear on the job ad. So there won’t be any indication for the user that Google reCAPTCHA is used. As a result, personal data is sent and processed to Google servers outside the EU without the user's active consent.

What is the impact of declining the use of cookies?

If a user does not click on "accept", which means he rejects the use of cookies, the user can view the job ad and apply for the job. However, no job view is generated and no points are given to the Talent Scout.

Do I have to adapt my privacy policy?

Yes, by enabling this feature, it is important to update your privacy policy and especially point out that personal data (such as the user's IP address) will be sent to Google servers outside the EU.

 

 

Locations and departments

Create locations or departments

Where to find it: Click on your Name (top right) - Account Preferences - Settings - General - Locations and Departments

These functions will help to keep your referral program structured and efficient for everyone. Each job you publish and every Talent Scout you invite will be assigned to a location and department.

As soon as you publish a job, your Talent Scouts with the same location or department will be informed. Each Talent Scout is allowed to see all jobs in their account.

With the aid of locations and departments, you can easily filter your jobs and Talent Scouts as well. You can set up ("add"), edit, and delete (edit) both functions at any time.

 

Delete location or department

Where to find it: Click on your Name (top right) - Account Preferences - Settings - General - Locations and Departments

Only Administrators are able to delete a location or department if they are not in use within an active job or user.

Click on your name top right, move to "Account Preferences" and "User Management". You can easily change the location/department by clicking the arrow next to the user’s location/department.

To change the location/department of your jobs go to "Jobs" and "Active". Use the filters top right to look for all jobs with this location/department you would like to change. With the job, click on the "Edit" function and change the location/department.

 

 

Add your terms of use, data privacy and imprint

Where to find it: Click on your Name (top right) - Account Preferences - Settings - Customize Terms

Each company has its own terms of use and privacy policy. To take them into account, you can add in Employee Referrals your company terms of use and privacy policy. Each new user or applicant has to accept these terms by registration or application. Furthermore, you can add your imprint as well.

 

If you customize your terms, they will be visible on the following pages:

  • User Registration
  • Page for Applicants
  • Login

Your terms are not only visible in your Employee Referrals account. They are visible as well in emails sent from your Employee Referrals domain (e.g.:customer-happiness@radancy.com).

In case you do not customize the terms, we will display our terms of use and privacy policy.

Before you start, go to the drop-down menu and choose the language in which you would like to edit your terms of use, data privacy, and imprint.

 

Primary language

 

You can set one language as a "Primary" language.

By setting this "Primary" language, you decide in which language a potential Talent Scout or candidate will see your terms of use, data privacy, and imprint in case his browser language is not one of the languages you offer.

Example: The "Primary" language for your terms of use, data privacy and Imprint is English and the browser language of the new Talent Scout and candidate is Spanish. If the Talent Scout or candidate reads your terms of use during the registration or application process, the Talent Scout or candidate will see your Terms of Use in English as you set English as your "Primary" language.

 

 

Edit your terms of use

 

To add your terms of use, click on your name (top right) and go to your "Account Preferences" - "Settings" -"Customize Terms".

Go to the first editor and add your terms of use by using "copy" (Ctrl +C) and "paste" (Ctrl + V). To confirm your changes, please scroll to the bottom of this page and click the button "Save" or continue adding your privacy policy.

 

 

Edit your privacy policy

Go to the second editor and add your privacy policy by using "copy" (Ctrl +C) and "paste" (Ctrl + V). To confirm your changes, please scroll to the bottom of this page and click the button "Save" or continue with adding your Imprint.

 

Please note!

Our customers are responsible for a legally correct privacy policy! 

 

Edit your imprint

Go to the third editor and add your Imprint by using "copy" (Ctrl +C) and "paste" (Ctrl + V). To confirm your changes, please scroll to the bottom of this page and click the button "Save".

 

If you would like to add your terms of use, data privacy, and imprint in multiple languages, scroll to the top of the page and choose another language

 

Tip for editing

 

While copying texts from Microsoft Word to Employee Referrals, formatting problems may occur. In order to avoid them, please "paste" the copied text into an Editor first and then "copy" and "paste" the text from the Editor to Employee Referrals.

This way "hidden" formatting will be removed and will not interfere with editing.

 

Password policy

Where to find it: Click on your Name (top right) - Account Preferences - Settings - Password Policy

The password policy helps our customers to implement their internal password policy in their Employee Referrals company account.

Go to "Account Preferences" - "Settings" and next "Password Policy".

 

You can define the following requirements:

High

  • must be different from the previous 5 passwords
  • must be at least 10 characters long
  • must include letters in mixed case and numbers
  • must include a character that is not a letter or number
  • 5 attempts allowed before lockout

Medium

  • must be at least 8 characters long
  • must include letters in mixed case and numbers
  • must include a character that is not a letter or number
  • 5 attempts allowed before lockout

Low

  • must be at least 6 characters long
  • 5 attempts allowed before lockout

Custom

  • must be different from at least this many previous passwords
  • must be at least this many characters long
  • must include numbers and special characters
  • must include letters in mixed case
  • number of failed attempts until lockout

Increasing your password security level or increasing the complexity of your password characteristics will result in all your users’ current passwords becoming invalid.

Upon saving, an email will be automatically sent to all your users asking them to set a new password in accordance with your new policy.

 

 

Feature request widget (ProductBoard)

By sending us a feature request via the widget in your Employee Referrals account, personal data will be sent to the USA (only after consent has been given).

Please read more for further details about the feature request process.

 

Deactivate Feature Request Widget

If the personal data of your users should not be sent to and processed in the USA, before going live (invitation of Talent Scouts) with Employee Referrals please send a request using our support form

 

Please note!

Employee Referrals only execute instructions, like deactivation of the feature request widget, given by admins. 

 

 

Privacy policy template

We provide the following template to support you in creating a privacy policy for your referral platform in compliance with the law.

Furthermore, you find a summary of the minimum requirements for a privacy policy according to the GDPR.

This merely represents a non-binding template that must be filled out and, if necessary, completed by you.

 

Please note!

Our customers are responsible for a legally correct privacy policy! 

 

If you have any questions, don't hesitate to contact us through our support form

Template last updated on 11.05.201 (v2.0)