There is an important action that is needed to ensure reliability of outbound emails to your employees and job applicants, from your email address(es).

Records need to be added to your domain so Wrkplace (and email service Postmark) can reliably send emails from any email address on your domain.

We will email you instructions upon signing up to Wrkplace. We can also help you or your IT team with this process.

Specifically, these instructions will show you how to add DKIM and Return Path records to your domain name settings (DNS). A bit technical, but with our help, it’s not a big job.

If you are already a Prism subscriber, these records are likely to be already added to your DNS. In this case we will not email you instructions. Our onboarding team will check everything upon your Wrkplace account being enabled.

The Wrkplace Recruitment module now allows employers to setup any number of document templates and email new or existing employees for electronic completion and signature. 

This article details how to send a document template for electronic signature. Please review how to create document templates for electronic signature before reading this article.

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Send Document for e-signature

Once you have saved a document template or templates, you can populate any of those templates with data from an employee record and send for e-signature.

• Navigate to Wrkplace > Configure > People
• Select the Employee
• Review Personal Information, Employment and Payroll information, and update where necessary. Some or all of this data may be configured to display in your templates
• Navigate to the Documents tab
• Click Send Document for e-Signature button
• Select the Document Template

An email window will open. You can choose from two email templates:

• a “letter of employment offer” template; or
• a blank email template

After selecting your preferred email template, modify the email content if you desire.

Ensure you do not edit or move the URL of the document. This URL provides your employee with an easy way to click and sign.

Upon sending, you will see the document added to the Documents tab in the Employee record, along with the date the document was sent.

Upon the employee signing the document:

• you will be emailed a PDF version of the signed document;
• the signed document will be saved and viewable in the Documents tab
• the Signed Date will be updated

The Wrkplace Recruitment module now allows employers to setup any number of document templates and then email new or existing employees for electronic completion and signature. 

Adding new document templates and configuring them for electronic signature, is a breeze. Wrkplace integrates with renowned e-signature solution HelloSign for the most flexible and easiest template creation experience.

Whether you are sending an employment contract to a new hire or workplace policies to new or existing employees, the Wrkplace Recruitment module can save you and your employees hours of administration.

This article details the two steps to setup document templates:

1. Upload document
2. Decide who needs to sign and what data needs to be displayed

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Upload Document

1. Navigate to Wrkplace > Configure > e-Sign Templates
2. Click Create New Template
3. Choose your document to upload (typically a PDF or MS Word document)
4. Name your Template

Decide who needs to sign and what data needs to be displayed

Continue to configure the data you wish to populate in your template document.

• Select Sender in the Signers drop-down list to configure the text boxes you (the Sender) wish to populate
• Drag a Text Box onto your document template, placing the box and re-sizing it to suit your document
• For each Text Box, specify the data to be displayed from the Employee Record. The data available is from the Personal Information, Employment and Payroll tabs of the Employee record

• Then select ‘Signer’ (‘Employee’ or ‘Client’) in the Signers drop-down list to configure the signature field or other data field you want the Signer to complete
• Drag the Signature field into your document template
• Drag the Date Signed field into your document template
• Optionally drag a Text Box or Check Box into your document template if you wish the Signer to provide more information when they sign.

You can email and SMS applicants who have applied for job vacancies posted in Wrkplace, and record notes about those applicants.

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Here’s how to Email or SMS a single applicant, or multiple applicants in batch, any time. 

• Navigate to Recruitment > Applicants
• Apply filters if necessary
• On any Applicant record, click the Email or SMS action icon
• Or, select multiple Applicant records and click the green Send Email or Send SMS buttons.

Here’s how to record a Note against a single applicant. 

• Navigate to Recruitment > Applicants
• Apply filters if necessary
• On any Applicant record, click the➕ action icon

In all cases, click anywhere on the Applicant row to view Emails or SMS sent to the applicant, or notes recorded.

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Pre-requisites:

• Add Job Vacancy 🔗

You can review each job application directly in the Wrkplace HR module, and rate and manage each application.

You can also semi-automate an email notification to the applicant upon starting to review their application, or upon recording the applicant as being unsuccessful for the role. More automations will be available soon.

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Here’s how to review, rate and manage each application.

• Navigate to Recruitment > Applicants
• Apply filters if necessary
• Click on the View Application action icon for any application
• Review applicant details, applicant’s message and any CV or cover letter submitted
• If the applicant has emailed a CV or Cover letter separately, upload those files
• Update the Application Stage from New (default) to: Review > Interview > Shortlist > References. Or you can record an applicant as being Unsuccessful in their application.
• Record an Application Rating, representing their suitability for the role they have applied for.

When updating the Application Stage to Review, you can easily notify the applicant that you have received their application and are currently reviewing.

This is a pre-drafted email template which you can modify if you wish, prior to send the email.

When updating the Application Stage to Unsuccessful, you can easily notify the applicant.

This is a pre-drafted email template which you can modify if you wish, prior to send the email.

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