Guide to Consent in Recruit

It is important to get consents set up correctly in Recruit so that the storage of candidates' data becomes 100% compatible with the Data Protection Regulation (GDPR).

In this article, we will guide you through step by step, so that the consents are set up correctly.

We will review the following: 

• Consent
• Email templates and consents
• Attach a consent to a job posting
• Issue consent to candidates

Consent

1. You must first create a consent. To do this, go to Settings and then click on Consents.
   
   
2. Here you will see an overview of the consents that have already been created in the system. HR-ON has created a standard consent, which is an example of what a consent can look like. We recommend that you customize it to suit your needs.
   
   
3. To create a new consent, click on the blue Create consent button.
   
   
   
   
4.  A pop-up window will appear. Complete the various fields and press Save.
   
   
   • Under the field called Number of days the consent is valid, before it needs to be renewed, you must set how long the consent will be valid for. This should be written in number of days - e.g. 180 for six months.
     
     
     

Email templates and consents

1. Before using the consent, it is also important to review the email templates that may be associated with the consent. You can find the templates under Settings > Email Templates.
   
   
2. Here you will find a number of consent templates, which include the word CONSENT in the title. You can review these and edit them if needed to suit your company. You can also create a brand new template by clicking on Create Email Template.
   
   
3. If you create a consent, make sure you select the correct Template type, so that it can be generated automatically: (AUTO) Issue consent.
   
   
   
   

Attach a consent to a job posting

This is a very important step in order for the consent function to work properly. Once you have created a consent and have your email template ready, the next step is to attach it to a job posting.

If consent is attached to the job posting, candidates must decide whether they want their data stored beyond the recruitment process. If they do not give consent, they will be automatically deleted when the status of the application process is set as completed. In this way, you do not store data on candidates who have not given written permission. This ensures you are abiding by the GDPR rules.

1. When you are creating or editing a job posting, if you scroll down you will see the Add Consents field. Here you can choose a consent from a drop-down list.
   
   You can choose to have a consent set up by default, so that there is automatically a consent attached when you create a job posting. If this is not set up for you, you can contact our support team and we will set it up for you.
   
   
2. To add a consent, click on Add.
   
3. Once you have added a consent, you have the option of checking the box next to Consent required. If you check this box, it means the candidate cannot submit an application without giving their consent. If you do not check the box, the candidate will be able to choose whether they want their data stored in addition to the recruitment process.
   
   
4. In the Renew consent box, you can choose whether the candidates should have the opportunity to renew the consent when the original one expires. If you select Once or Continuously, the candidate will automatically receive an email when the consent is about to expire. If the candidate does not choose to renew when the first period is completed, all data will be deleted from the CV database.
   
   
5. As the picture above shows, for this example, it has been decided that the consent must be renewed once. Two new fields will then appear where you have to choose which consent form is to be sent for renewal and which email template is to be used.
   
   
6. Once these options are set up, potential candidates will need to approve the consent just before submitting the application.
   
   

Issuing Consents to Candidates 

If you need to issue a consent to a specific candidate, this is quick and easy to do via Recruit.

1. Find the desired candidate and check the box next to their name to select them. 
   
   
   
2. Then scroll down to the bottom of the page where you select Issue Consents.
   
   
   

3. Now you see a pop-up window like this:
   
   
   

   • Next to Template: Select the consent template you want the candidate to receive.

   • Email template: Select the email to be sent to the candidate, which will include the link to the consent form.

   • Title and content, Accept text, Days to accept and Running time: These fields are filled in automatically once you have selected the template.

   • Renew consent: You can edit this. You can choose between Never, Once or Continuously.

     If you select Once or Continuously, some more fields will unfold where you can select the consent template and the email template to be used for renewal.
     
     

4. When you're done, click on Save and issue consent . The candidate will then receive an email with a link to the consent form. If the candidate accepts, it will automatically show on the candidate's profile in the system.

   

Also read the article Publishing a Job Advertisement on External Media.