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 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".

HC_PN_Autom._Deletion_ENG.jpg

 

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.

HC_PN_Autom._Deletion_1_ENG.jpg

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

HC_PN_Autom._Deletion_ENG.jpg

 

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 to be generous with the number of days.

 

HC_PN_Autom._Deletion_2_ENG.jpg

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

HC_PN_Autom._Deletion_ENG.jpg

 

 

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.

 

 

Deactivate direct referrals

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

The majority of hires through Firstbird 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".

HC_Settings_no_Referral_CA_ENG.jpg

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

 

 

Disable internal applications

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

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

HC_Deactivate_apply_myself_CA_1_ENG.jpg

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

HC_Deactivate_apply_myself_CA_2_ENG.jpg

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

 

 

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.

HC_Sharing_Options_CA_1__ENG_.jpg

 

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".

HC_Sharing_Options_CA_3__ENG_.jpg

 

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".

HC_Sharing_Options_CA_2__ENG_.jpg

HC_PN_Sharing_Options_CA__ENG_.jpg


 

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 Firstbird 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 Firstbird company account.

HC_Settings_Leaderboard_CA_ENG.jpg

 

 

Extended security with Google reCAPTCHA

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

At Firstbird, IT-Security is an important issue.

For additional protection against

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

 

Invisible reCAPTCHA for spam protection


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

HC_Settings_Spam_Protection_CA_ENG.jpg

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 Firstbird.

Which personal data are processed?

Firstbird 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 via data-security@firstbird.com.

 

Job view fraud protection


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

In order to protect your Firstbird 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".

HC_Settings_Job_View_Fraud_CA_ENG.jpg

 

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 Firstbird account. This setting checks if it is an automated/programmed ("bot") job view or not.

PN_Job_View_reCAPTCHA_CA_ENG.jpg

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 the job, first agree that his data may be processed through Google reCAPTCHA.

HC_Settings_Job_View_Fraud_Banner_1_CA_ENG.jpg

HC_Settings_Job_View_Fraud_Banner_2_CA_DE-ENG.jpg

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 users' IP address) will be sent to Google servers outside the EU.

 

 

Locations and departments

Create location or department


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.

HC_Settings_Location_Department_CA_ENG.jpg

 

Delete location or department


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 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 Firstbird 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.

HC_Customize_Terms_ENG.jpg

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 at your Firstbird account. They are visible as well in emails sent from your Firstbird domain (e.g.: customer-happiness@firstbird.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 are 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.

HC_Customize_Terms_Language_ENG.jpg

 

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 with 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.

PN_Privacy_Policy_CA_ENG.jpg

 

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".

Wenn du die Nutzungsbedingungen, die Datenschutzerkärung oder das Impressum in einer weiteren Sprache zur Verfügung stellen möchtest, scrolle nach oben und wähle die entsprechende Sprache aus.

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 Firstbird, formatting problems may occur. In order to avoid them, please "paste" the copied text in an Editor first and then "copy" and "paste" the text from the Editor to Firstbird.

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 Firstbird company account.

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

HC_Password_Policy_ENG.jpg

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 Firstbird 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 personal data of your users should not be sent to and processed in the USA, before going live (invitation of Talent Scouts) with Firstbird please send an email to support@firstbird.com to request the deactivation of the widget.

PN_ProductBoard_CA_ENG.jpg

 

 

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 the GDPR.

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

PN_Privacy_Policy_CA_ENG.jpg

If you have any questions, don't hesitate to contact us via data-security@firstbird.com.

Template last updated on 11.05.201 (v2.0)