Admin User Guide

User Guide for eQuest Administrators.

  1. 1. eQuest Admin Guide
    1. Admin Portal Overview
    2. Admin Portal Overview (video)
    3. Resetting Admin Password
    4. ATS Admin Permissions Overview
  2. 2. Account Summary
    1. Account Summary
  3. 3. Boards
    1. Boards List Overview
    2. Setting Up a New Board Instance
    3. Setting Up a New Board Instance (video)
    4. Setting Up an eQuest Job Board Feed
    5. Managing Job Board Inventory
    6. Managing Job Board Inventory (video)
    7. Job Board Active Date Range Feature
    8. Job Board Inventory Reset Feature
    9. Updating Job Board Credentials (video)
    10. Job Board Account Lock
    11. Auto-Repost Toggle
  4. 4. Permissions
    1. Job Board Permissions Overview
    2. Job Board Permissions Overview (video)
    3. Setting Permissions by Posting Account
  5. 5. Posting Accounts
    1. Account Preferences
    2. Posting Accounts Overview
    3. Creating Accounts and Role Descriptions
    4. How Many Posting Accounts Do We Need?
    5. Adding a Posting Account (video)
    6. Posting Interface Language Support
    7. Notification Emails
    8. Editing the Account Email Field (video)
  6. 6. Reporting
    1. Job Search Tool Overview
    2. Job Requisition Search (video)
    3. Posting Alerts Portal
    4. Viewing Posting Alerts (video)
    5. Activity Reports
    6. Activity Report Breakdown
    7. Queuing Activity Reports (video)
  7. 7. Advanced Settings
    1. Job Field Rules (ATS Field Review)
    2. Custom Source ID Configuration
    3. Tracking Completed Candidate Job Applies
  8. 8. Training & Support
    1. Filing a Support Inquiry

1. eQuest Admin Guide

1.1. Admin Portal Overview

Admin Portal Overview

This article provides an overview of the eQuest admin tool.

Admin sections: Account Summary, Boards, Posting Accounts, Permissions, Advanced Settings, Reporting, Training & Support, Admin User Guide.

The "Account Summary" is the first page you will see each time you log into your Admin or Reporting account. On this page, we will display items such as:

  • Job Board Posting Alerts for active job that require your attention.
  • Notifications if you have any job board accounts that are locked or restricted due to Inventory limitations.
  • All of your active contracts, along with those contracts that expired within the past 60 days, and your future contracts.


Admin Menu

Here is where you will find all of the sections within the Admin. To navigate to a particular section, select any option from the menu. Some sections contain multiple options that will expand, click on the section to reveal more options.

The currently selected menu option is indicated with a white arrow.


Boards

This is where you can set up, manage, disable and lock your Job Boards accounts. For further details, please read our Boards articles.


Posting Accounts

This is your Posting Account tree where you have the ability to add, deactivate, and move Posting Accounts or create account subgroups.

For more details on how to do this, please read our Posting Accounts articles.


Permissions

Here is where you can assign a Job Board to Posting Accounts. Further information can be found on the Job Board Permissions Overview.


Advanced Settings

This is where you can set Job Field Rules, configure Custom Source ID's (if enabled for your company) and configure your Workday tenant (if applicable).

For further information, please visit our Advanced Settings articles.


Reporting

Here you have three options:

  1. Job Search (track all of your users job activity)
  2. Posting Alerts (view job board errors)
  3. Activity Reports (request and download your monthly activity reports)

Further information can be found on our Reporting articles.


Training & Support and Admin User Guide

We provide quick links out to the Support ticket request form and the Job Board Information knowledge books from this menu section.

Just below this you will find a quick link out to the Admin User Guide.


User Menu

In the top right corner of each page you will find a couple of additional options.

Your account username is displayed at the top with your account 'Role' noted below.

Below that is an option to 'Expand layout' which stretches the page horizontally. This is useful on pages like the 'Add Posting Account' where the text fields are somewhat narrow. 

Finally, you have the 'Logout' option at the bottom of the Menu. 

1.2. Admin Portal Overview (video)



1.3. Resetting Admin Password

Resetting your eQuest Admin Password

Follow these steps to reset your admin account password: 
  1. Go to https://admin.equest.com
  2. Click the "Reset Password" link

On the Password Reset page, you will need to provide the admin Account Name and Email address associated with the admin account. Once these two fields have been filled out, click the "Send Request" button.

If the admin username and email address combination do not match, you will be presented with the following error:


If you are not sure which email address is for the account, please file a request at https://support.equest.com.

Upon successful reset request you will be presented with the following screen:



You will receive an email that will provide you with a password reset link.  
  1. When creating a new password, the password must be at least 7 characters long.
It must also contain at least one number and one character. When you have entered a new password and confirmed it, click on the "Change Password" button.

You will be taken to the Successfully Reset password page. You can click on the Login link to go immediately to the eQuest Login page.


1.4. ATS Admin Permissions Overview

ATS Admin Permissions Overview

The ATS Admin Permission level gives select ATS partners access to client zones via a single login.


How It Works

After getting approval to allow this elevated permission level to an ATS, eQuest support will establish ATS-Admin permission level accounts.

eQuest must have a formal approval on file before access can be granted to any ATS partner. 

ATS Admins will be able to take the following actions on behalf of their customers:

  • Establish Client Group/Zone
  • Establish Posting Accounts
  • Configure Allowed Job Boards (boards must be allowed by eQuest support)
  • Configure Job Board Permissions for Posting Accounts
  • Manage Job Board Inventory Thresholds
  • Generate Activity Reports
  • Run real-time Job Queries
  • Establish Admin Accounts for clients
  • View Contracts/Usage
  • Manage Posting Alerts
  • Manager the Auto-Repost Queue

Limitations

  • Not all partners can be granted this permission level
  • Cannot allow job boards to a client account
  • Cannot create/manage client job posting contracts
  • Cannot create ATS-Admin accounts

Accessing the Admin Tool

To access the ATS Administration tool:

  1. eQuest support must establish an ATS-admin account per unique ATS user
  2. eQuest support will send the request to establish your account password using username and email
  3. Reset here https://admin.equest.com/v3/users/resetting/request
  4. Once the password has been established, log in at: https://admin.equest.com
  5. Select the company you would like to take action on (click the company name, then “Administer”)

Once within a client account, everything is nearly identical to the Admin permission level.

Admin User Guide: https://support.equest.com/index.php?pg=kb.book&id=24

Creating New Client Accounts

From the main page, select the "New Group" option.

TIP: “Group” is eQuest terminology for unique company zone.

On the subsequent screen, name the group (this should be the client's official name). This is how we locate the customer for troubleshooting, reporting, etc.


Note the four other options on this page:

Read-only job fields
When selected, locks down job fields so they cannot be edited by users.

Auto Repost
Allows the admin for that client zone to provide the Auto-Repost option to users.

Shared Requisition Ownership
Allows users within that client group/zone to take action on jobs created by other Posting Accounts.

Append candidate response URL with
Used primarily to append a sourcing token when necessary.

See "Related Pages" for articles specific to some of these topics.

Modifying Group Settings

You can view or modify the group settings in the future via the Settings link from the main admin page.


Contact eQuest Support with any questions about ATS Admin Permissions.

2. Account Summary

2.1. Account Summary

Account Summary

The Account Summary gives customers insight into the status of eQuest Contracts (balance, expiration, etc.) as well as job board accounts that users may no longer have access to for various reasons.

The Account Summary consists of two sections; Job Board Alerts and eQuest Contracts.

Job Board Alerts

Posting Alerts

If you have any Job Board Posting Alerts you will see a notification in the "Posting Alerts" section at the top of this page.

Exhausted Inventory and Locked Accounts

Next, the "Exhausted Inventory and Locked Accounts" section will show you which Job Board buttons cannot be selected by users - the reason is displayed in the Alert Message.

Reasons include boards that have reached '0' on the Inventory counter and boards that have been locked.


eQuest Contracts

At the bottom of the Account Summary you will find your eQuest Contracts.

Included with each contract listing is the contract Status, Usage, Limit, Balance, Start Date and End Date. Please note that based on your contract with eQuest, not all of these fields may apply.

If you're only using core job boards, you will not see any contracts listed in the summary.


3. Boards

3.1. Boards List Overview

Boards List Overview

Here is where you can also set up and manage your Job Board accounts.

You have a quick overview of the Board Name/Button Label, Job Board, Inventory (Inv.), Board Specific Data enabled (or not), and the board Username.

Key Options

  1. To add a "New Board" select this button
  2. Click anywhere in the row to modify the board instance
  3. Disable board option by clicking this option presented when hovering over row (removes user access)
  4. Toggle this option to see board instances that have been disabled  optionally toggle a board back to active. 
  5. Select "Show Details" to display the Board Descriptions and eQuest Pipeline ID



NOTE: You must allow the board option(Permissions section) before the button is available as a posting option.


3.2. Setting Up a New Board Instance

 Setting Up a Board Instance

Once the support team has allowed a Job Board to your account, the next step is setting it up so Users can select it from the eQuest Posting Interface.

To get started, select the New Board button in the Boards section.

 

General Setup

In the Job Board dropdown you will see all board options that eQuest has allowed to your company.

Select the Job Board (#1 below) that you would like to configure.

Once the box refreshes, all fields specific to that board will be displayed in two separate tabs: General & Advanced

 

  1. Job Board: The name of the job board that you would like to set up.
  2. Board Name: The label for that board - seen by users on the button in the posting interface.
  3. Inventory fields: Type of inventory and number of transactions/slots purchased from board - KB
  4. Authentication fields: Board values used to authenticate account during delivery - Board Information KB

Validation Errors (for Authentication fields)
If you receive an error after attempting to save, the error is coming from the job board. However, the ability to save doesn't necessarily mean the credentials are valid - that board may not allow us to validate during board instance setup.

Example of a Monster.com error:


Advanced Setup

The fields in the Advanced section are not required, but could be useful depending on your posting needs.


  1. Board Specific Data: Toggling to "Yes" turns on our job board interactive mapping page for that board - KB
  2. Preselected: "Yes" makes board button selected by default. If set to "Required" user cannot deselect.
  3. Set Active Date Range: Define date range when board is available to users - KB
  4. Board Description: Users will see this description when hovering over the job board button "Details".
  5. Lock: When enabled the board button is no longer selectable. A field to enter note that users can see in "Details" is then displayed.
     

Tips

  • You can set up multiple instances of the same board. For example: if you have two different Careerbuilder accounts, you could set up two versions of Careerbuilder (unique username & password for each instance). Now one group of users can get access to one instance, while others get access to the other instance.
  • To edit a board instance, simply click anywhere on the row.

 

3.3. Setting Up a New Board Instance (video)



3.4. Setting Up an eQuest Job Board Feed

eQuest Job Board Feed

An eQuest job board Feed is a XML file of jobs that's in an eQuest format and is hosted by eQuest.

That Feed can be indexed by a job board - the board can in-turn publish the jobs on their site.

NOTE: If you are a customer setting up a Feed job board — skip to Step 3.

Feed Setup Instructions

1. Determine if Job Board Can Accept Feed (eQuest Support or Client)

  • Assuming eQuest has determined that a job board is a good candidate for a Feed
  • Provide job board with Feed Documentation
  • Have board confirm that Feed can be accepted

2. Add Support for Board (eQuest Support)

  • Configure top-level board
  • Allow board access to client

3. Setting Up the Feed (Client Admin)

  • Create a new board instance (see related pages)
  • Label board instance and enter your "Company Name" and "Save"
  • Copy the Feed URL from within the board instance pop up or from the Boards list (see image below)
  • IMPORTANT Provide Feed URL to board (see image below, paste from clipboard)
  • Configure user permissions to allow or deny board access
  • Post jobs  at that moment the jobs will be available in the Feed
  • Board checks the Feed URL for jobs and publishes jobs to their site

    copy Feed URL from Boards list


3.5. Managing Job Board Inventory

We offer various ways to control usage of your job board inventory.

Regular Inventory

"Regular" Inventory limits users to the specified number of postings for a transaction-based job board account. The current number of available transactions is displayed within the Admin Boards section. Users can also see the number of available transactions for that account on the Job Board Details section (see Viewing Inventory from the User Perspective below). Once users hit '0', the job board option will no longer be available for selection.

If a value is entered into the "Low Inventory Warning" field, the assigned Admin can receive low posting email notifications while within the Low Inventory range.

More about Notification Emails.

Slots Inventory

"Slot" Inventory limits users to the number of slots that you've contracted with the job board. As jobs are posted, the "Available Inventory" decreases; while it increases as jobs are closed. Users will see the number of available transactions for that account on the Job Board button (see User Experience below). Once users hit '0', the job board button will no longer be available for selection until jobs are expired or closed.

Rolling Slots

This option guarantees that slots are available at all times by automatically deleting the oldest posting that's occupying a slot to make way for the most recent. This is a very popular option for customers using LinkedIn. 

This feature is an attribute of the Slots Inventory Type and is only available for certain Slot-based job boards.


How Do We Determine Slot Usage?

Once you have entered the Slot Inventory as an admin, eQuest determines that a slot is in use once a user selects that board option in eQuest. If the posting cannot be successfully exported, or published by the board, it will still count against your Slot Inventory limit. This means that inventory discrepancies can occur. For example; the board may report that you have slot inventory, while the eQuest Slot Inventory counter reflects no inventory.

Find Out Which Requisitions are Occupying Slots

You can determine which job postings are occupying slots by clicking on the link in the board instance.


This will help you determine which of the postings have not been published so you can work with the board to determine why, or simply delete the postings to free up slots. Once the job posting has expired based on our job board default posting period, or has been deleted by the user, a slot will be freed up.

Admin Inventory Configuration

Your eQuest Job Board instance will either have the Regular, Slots, or both Inventory Types depending on what is supported by the board. If you're able to toggle from Regular to Slots, the board supports both. If you cannot, the board only supports one or the other.


From the admins perspective, the key difference between the two Inventory fields is that the Regular Inventory value will only decrease as jobs are posted to that account. Slots increase as jobs expire or are deleted by users.

The Slots Inventory value will not change as that represents your limit. Once you've clicked the 'Save' button in the eQuest board setup, you can re-open that edit screen to see how many slots are in use. If you've just set the board up for the first time, the number of "slots in use" should be '0'.




Viewing Remaining Inventory from Boards List

When the Regular or Slots Inventory fields are used, the number of currently available transactions is always displayed to Admins on the Boards page.

Users can also see this same value on the job board button so they'll know when they're approaching this admin-set limit.


Slots Inventory Field Availability

The Slots Inventory option must be added for each job board by the eQuest Operations team. If you have a slot-based account and do not see this option, please file a support request to add the Slots Inventory option.

Moving from a Regular Inventory to a Slots Inventory

If you move from a Regular Inventory setting, to a Slot Inventory setting for the same job board account, we will calculate how many open slots should be available at that moment.

For example: if you enter a Slots Inventory value of '10' and our database reflects 8 open transactions for that account, your users would have 2 unoccupied slots - even though those 8 jobs were posted prior to the use of the Slot Inventory field.

Unpost Your Old Jobs to Free Up Slots

It's very important that users get into the habit of closing postings once a position is filled, to free up slots for other users.

Viewing Inventory from the User Perspective


3.6. Managing Job Board Inventory (video)



3.7. Job Board Active Date Range Feature

Why Use This Feature?

When setting up a Board instance the optional Active Date Range feature allows you to provide access to a board at a specific time, restrict access at a specific time, or allow the board only within a time frame.

If you choose not to add a "Set Active Date Range" users will see this board button immediately after Permissions have been set.

Configuring a Board Instance: Future Start Date - No Expiration (Advanced tab)

If you would like to set up a board instance that should not be available to users until a specific date; where your board contract does not have any particular end date, simply select a start date [left box] to future date but do not select an end date. Leaving the start date field empty and entering an end date in the future will give users immediate access (after permissions are set) to that board. User access will be removed once the end date has been reached.

Configuring a Board Instance with a Date Range

If you would like to restrict access for a specific time frame, set the start date [left box] and end date date [right box]. Users will not see this board button before the start date, or after the end date.

Active Date Range and Inventory

This can be used in conjunction with the Regular or Slot Inventory.

For example: you may want users to have access to a board between January 1, 2017 through December 31, 2017, or until they exhaust the board inventory.

Setting the Active Date Range and Quota covers you in both cases.

Once the End Date Has Passed

Users will not be able to see this board button after the end date (before the start date). eQuest has plans to add a feature where administrators are notified before the end date is reached, but we have no ETA on the feature at this time.


3.8. Job Board Inventory Reset Feature

Why Use This Feature?

When setting up a new job board, the inventory can be configured to automatically Reset Each Month  allowing you to mirror job board contracts/inventory that reset monthly.

When "Reset Each Month" is checked, a box is displayed where your "Monthly Inventory Allocation" can be entered.

On the first of each month the Available Inventory will be replaced by the Monthly Inventory Allocation value.


FAQ's

1. Can our remaining inventory roll over to the next month?

Not at this time. Based on client demand we may enhance this feature to include inventory rollover in the future. 

2. When does the reset take place each month?

We will reset the inventory counter at midnight UTC on the 1st of each month.

3. Does this feature work with slot inventory?

No. This feature will only work with regular inventory. 

4. Can we modify the day of the month or the frequency of the reset?

Not at this time. 




3.9. Updating Job Board Credentials (video)



3.10. Job Board Account Lock

Admins and the eQuest Support team can lock a job board button so it cannot be selected by users.

This is useful when you don't necessarily want to remove the board button completely, but instead wish to restrict usage temporarily. Rather than having users select the job board button when jobs may not be published anyway, it may be beneficial to restrict usage until the issue is resolved.

Situations Where the Job Board Lock Could Be Used

  • When a job board contract has expired and a new contract is pending
  • When there is some board-level issue that will take a while to resolve
  • When the job board login or permissions aren't properly set

Steps for Setting a Lock

  1. Click on the board instance  enter "edit" mode.
  2. Select the "Lock" checkbox in the Advanced tab
  3. Optionally enter a "Lock Note for Users" (100 character limit)
  4. Save your changes


Viewing Locked Boards from the Boards List

You'll now see a "locked" badge displayed next to the Board Name in the Board list.


Viewing Locked Boards from the Account Summary

You will also see the locked board in your Account Summary.


From User Perspective

The button cannot be selected and users that have access to that board will see a lock icon on the job board button.  

When hovering over the "Details" users will see the note that was entered in step 3.


Removing the Lock

To remove the lock, simply go back into the board instance edit page, deselect the "Lock" checkbox and 'Save changes'.

Make sure you've resolved the job board issue, otherwise users may post to a board that is not processing the jobs.


3.11. Auto-Repost Toggle

Auto-Reposting Jobs to Boards

Our Auto-Repost option allows users to toggle their job to automatically repost at the board once it has expired. The Auto-Repost feature must be enabled by eQuest support (per request) as a company-level setting.

Once enabled by eQuest support, your admin can configure this option per job board account.

From the time of configuration forward, users will have the ability to set "Auto-Repost" by job requisition (per board).

Toggling a Job Board Posting to Auto-Repost (Posting Interface)

When one or more boards have been configured with the Auto-Repost option, users will see the Auto-Repost icon to the right of each board (in the Summary of Job Board Actions section)

That icon will either be clickable or not depending whether or not your company admin has configured that board as an Auto-Repost option.

There are three possible button states:

  1. Initial state: Auto-Repost toggled OFF
  2. Auto-Repost toggled ON
  3. Auto-Repost not available for board (not allowed by your admin)


Disabling Auto-Repost for a Job Posting

When a board has been toggled to Auto-Repost on a board, it will continue reposting until:

  1. The user deletes the job or posting via the ATS
  2. The user turns off Auto-Repost from within the eQuest Posting Interface
  3. The user disables Auto-Repost using the link provided in the email* sent out by eQuest 2 days prior to the repost date
  4. The Company admin cancels Auto-Repost (see Auto-Repost Queue section below)

* The notification email will be sent to the Account Email address passed over in the ATS job, or the one stored in the user Posting Account profile (in cases where a value was not sent by the ATS).

Auto-Repost Queue

The "Auto-Repost Queue" allows the company administrators to keep track of the job postings that were toggled for "Auto-Repost" by recruiters.

This queue can be found at: Admin > Reporting > Auto-Repost Queue


Using the Auto-Repost Queue

  • Only when one or more job boards have the Auto-Repost option enabled will you see this section
  • When jobs are posted and toggled to Auto-Repost by recruiters, they will be listed in this queue
  • You can download the list of jobs that are scheduled to Auto-Repost
  • You can cancel any job from being Auto-Reposted from within the queue
  • The date that the repost is scheduled is listed in the "Repost Date" field
IMPORTANT: Reposting will result in a new job board transaction each time the job is reposted.

4. Permissions

4.1. Job Board Permissions Overview

Job Board Permissions Overview

All active Board instances that were created in the Boards section will be listed in the left column of the Permissions section.

When a new board instance is set up in the Boards section, it is not allowed to any Posting Accounts by default. This means no one can post to this board without taking a couple of additional steps. In the screenshot below, "51Job" is not allowed to any Posting Account as noted with the "denied" status at the top/root level of the user tree (in this example, "Roritor").

All accounts below, in gray, have inherited that default status of "denied".


When Everyone Should Get Access to a Board

To allow a board to all Accounts, first select the board that you would like to allow in the left hand column. Next click the top level folder ('Roritor'), toggling it to allowed. This will allow all Posting Accounts by default (displayed in gray) below the top level folder, to inherit access to 51Job.


When Select Users Should Get Access

To allow a Board to some but not all accounts, you can toggle the top level folder to allowed followed by setting all accounts that should not get access to denied. This means the 'north-america' Posting Account in the example below inherits allowed status while all others are explicitly denied.


When Select Users Should Get Access (cont'd)

Alternatively you can toggle the top level folder to denied and then allow the board only to specific accounts. In this case we overrode the denied access for 'south-america' by toggling that account to allowed status, while all other accounts are explicitly denied.


Setting Permissions by Posting Account

This article covers setting Permissions by Job Board account, but you can also set permissions by Posting Account. See Related Articles for Setting Permissions by Posting Account.

Tips

  • Hover over the Job Board Label in the left column to see the Board account username
  • Use unique Job Board labels so you can distinguish between multiple instances of the same board
  • Filter by Job Board and/or Posting Account when you have many Boards and Accounts
  • Select the "Show Disabled" option to see the Permissions at the time an account was disabled
  • Use Allow all/Deny all to simplify setup when all users should get access or access should be removed for everyone
  • Don't forget to Save your changes!

4.2. Job Board Permissions Overview (video)



4.3. Setting Permissions by Posting Account

Setting Permissions by Posting Account

If you have not already allowed a Board to all Posting Accounts from the Permissions section, you can also do so from the Posting Accounts section.

The downside to setting permissions this way is that it will require more work to toggle the Board off for those accounts that should not have access.

Enabling a Job Board or All Posting Accounts

1. Select the 'Edit' option from the top level folder (root). In this case the root level is 'Roritor'.

 
2. Select the 'Allowed Boards' option from the Profile menu

 
3. Toggle the desired Board from the default of 'No' to 'Yes' and click Save.

At this point, all users in your account tree will have access to the Board and can post jobs to it.

You must take the additional steps below to remove access per account (below).


Disabling Job Board Access for Some Accounts

To toggle disable access for a specific account, go back to the Posting accounts tree and locate the account that you would like to modify. The next steps are the same as those above; you are just modifying permissions at the Posting Account level versus the top/root level of the Posting Account tree.

Setting Permissions by Job Board

This article covers setting Board Permissions by Posting Account, but you can also set Permissions by Board account.

See Related Articles for setting Permissions by Board.


5. Posting Accounts

5.1. Account Preferences

Account Preferences

In the Account Preferences section you can set:

  • The Job Posting Interface Language
  • Enable Posting Email Confirmations
  • Configure Job Posting Expiration Alerts (coming soon)

You can also enable/disable the Preferences tab for users.

To access Account Preferences select the top level of the Account tree or any account or Subgroup in the tree.


Preference Options

  1. Interface Language (select the eQuest Post Interface language)
  2. See Confirmation Page (in the current version, the confirmation page will always be displayed)
  3. Send Email Posting Confirmations with option to use an alternate email address.
  4. Allow users to change these settings (when set to 'No' these settings are locked)
Toggle or set any of these options to the desired values. Don't forget to 'Save' your changes.


From the User Perspective

Click the user icon on the Job Posting Interface to get the "Settings" option.


The User will see the default value Settings with an option to override some of the values.


5.2. Posting Accounts Overview

Posting Accounts Overview

The Posting Accounts section is where you can add and manage all of your accounts.

This includes Posting Accounts, Reporting Accounts, and Admin Accounts (admin account must be created by eQuest).

For more information regarding the three different account types, see the Account Roles article.

Getting around the Posting Accounts page:

  1. This is your list of active accounts (also referred to as your Account Tree)
  2. Checking the "Show disabled" box makes disabled accounts visible
  3. If you have many accounts, you can use the search box to search for an account by username
  4. Account type legend


Tips

  • We often refer to the highest level of the account tree as the "root group" (in this example it's "Roritor")
  • Holding down SHIFT and clicking the root group folder will open all folders
  • Many ATS users can be linked to a single Posting Account. There is no requirement to have an account per user.

5.3. Creating Accounts and Role Descriptions

Creating Accounts and Role Descriptions

All accounts belong to one of three role classifications: Admin, Posting, or Reporting.

The account role can be determined by the icon to the left of the account username.


Admin Account

Admin accounts can only be set up by the eQuest support team.

Admins have full control over their eQuest Admin system with the ability to:

  • add/modify board accounts
  • create Posting Accounts and Subgroups
  • set board Permissions, etc

We suggest a single admin per account, however, up-to-5 admins is acceptable in certain cases.

Posting Account

A Posting Account is restricted to job posting activity. Once set up, your Posting Account credentials must be stored within your ATS  those credentials are then passed over in the job requests so we can authenticate the user and determine which job board options to present. 

Reporting Account

A Reporting account can only access the Reporting and Account Summary sections.

Subgroup Folder

Subgroups are useful when you want to clean up your Posting Account tree and classify Accounts by region, brand, etc. Job board Permissions can be set at the Subgroup level and inherited by the accounts within that Subgroup. The 'Add Subgroup' option can be found just to the right of the 'Add Posting Account' button (see screenshot below).

Adding Posting and Reporting Accounts

To add a new Posting or Reporting account, go to the Posting Accounts selection and select the root group (or a Subgroup). Then select the 'Add Posting Account' button in the menu.

 
Next, click the 'Add Account' button and then select the Posting or Reporting option from the Role drop down. Enter all of required fields and then click 'Save'.


New Account Setup Fields

  • Username (account username, must be unique. Email is often used, if setting up individual accounts)
  • Password (account password)
  • Company Name (this will not be passed to the job boards)
  • Account Name (this is an account label that will be displayed in the eQuest activity report)
  • Account Email (used for eQuest job posting confirmations when turned on in preferences)
  • Apply Email (used when a board does not accept an apply URL)
  • Group (the group you would like the account added into)

Binding Your ATS User to the Posting Accounts

All eQuest Enterprise posting accounts are linked to your ATS system via the account username and password.

Tips

  • Inherited values from the root group or Subgroup will be displayed in the text boxes with an option to override.
  • If you would like to add more than one account, click the 'Add Account' button multiple times.
  • It is important to note that username must be unique across the eQuest system, not just within your company.
  • When beginning setup, the root group (top-level group) will be the only option in the Group picklist. If you've added Subgroups, those will be options as well. The selected Group is where each Posting account will be added. The new account will inherit the job board Permissions of the group it's added into.

5.4. How Many Posting Accounts Do We Need?

How Many Posting Accounts Do We Need?

Each Enterprise Posting Account links your ATS system to eQuest via the Posting Account username and password. These credentials are stored within your ATS and sent (behind the scenes) to eQuest when the user posts. Users don't actually log into eQuest manually. Users will see the eQuest boards allowed to that Posting Account, based on the username/password combination.

One Account or Many Accounts?

eQuest Posting Accounts are generally used to dictate Job Board Permissions. So even though you may have many Users on the ATS side, it doesn't necessarily mean you need more than one account within eQuest. The number of Posting Accounts you'll need primarily depends on your job board Permission needs.

For example, if all users should have access to the same job board accounts, there may not be a need for more than one eQuest Posting Account. As displayed in the Option 1 diagram below, you can have many ATS Users funneled through a single eQuest Posting Account.

Basic Setup

Multiple ATS Users using one eQuest Posting Account with shared boards

In this case all Users will have access to the exact same job board accounts.

Advanced Setup

Multiple ATS Users using their own individual eQuest Posting Account with unique board permissions per Posting Account.

In this case each ATS User will only have access to the Job Board accounts that were allowed to their eQuest Posting Account. If all Users shouldn't have access to all job boards, you may want to set up one eQuest Posting Account per unique set of job board Permissions. In the diagram above eQuest Posting Account 'a' only has access to Monster, while account 'b' only has access to Careerbuilder. Account 'c' has access to Dice and eFinancialCareers. Additionally, if you have more than one account at a job board you can grant each eQuest Posting Account access to their specific job board account.

Please note that some of our ATS partners do not allow more than one account per company, so option 2 may not be available. Check with your ATS to confirm this is possible.

Reporting Needs

If you need to determine which users are posting to each job board account, you can accomplish this with either setup approach. The "Posting" account username is included in the eQuest Activity Reports, as well as the Posting Account/Recruiter Name. Although you may have opted for a single eQuest Posting account, your ATS may be able to pass over the individual Account/Recruiter Name. 'recruiter_name' is the name of the Account/Recruiter Name field in the eQuest API. If your ATS is not sending the Account/Recruiter Name at all, the value stored in the eQuest account profile will be used in the eQuest Activity Reports.


5.5. Adding a Posting Account (video)



5.6. Posting Interface Language Support

Posting Interface Language Support

Admins can change the eQuest Posting Interface Language from the English default to any of 31 language options.

This can do done at the top level of a group (for all users), for a subgroup, or at the individual Posting Account.

Currently Supported Languages:

  • Arabic
  • Bengali
  • Bulgarian
  • Canadian French
  • Catalan
  • Croatian
  • Czech
  • Danish
  • Dutch
  • English
  • Estonian
  • Finnish
  • Flemish
  • French
  • German
  • Greek
  • Hindi
  • Hungarian
  • Icelandic
  • Indonesian
  • Italian
  • Japanese
  • Korean
  • Latvian
  • Lithuanian
  • Malay
  • Norwegian
  • Polish
  • Portuguese
  • Punjabi
  • Romanian
  • Russian
  • Serbian
  • Simplified Chinese
  • Slovak
  • Slovenian
  • Spanish
  • Swedish
  • Taiwanese
  • Tagalog
  • Thai
  • Turkish
  • Ukrainian
  • Vietnamese
  • Welsh


Changing the Posting Interface Language

  1. Select the section 'Posting Accounts' (left in Admin menu)
  2. Select the Posting Account or Subgroup that you would like to modify
  3. Click the 'Edit' icon from the account menu
  4. Select the Preferences option
  5. Change interface language
  6. Save your changes


From the User Perspective

If users are allowed to modify their preferences (profile setting), they can override it while in the Posting Interface.


5.7. Notification Emails

Notification Emails

Notification emails can be sent to the admin for the following:

  • Job Board Low Inventory Warnings
  • Job Board Posting Alerts
  • New Activity Reports Available

Notification emails are sent to the Account Email address that is stored in the Profile section of the admin account.

Steps for Setup

1. To modify or add this email address, locate the account in the 'Posting Accounts' section, click on the admin account username and select the 'Edit' option from the pop-up menu.


2. Once the account Profile page is open, expand the 'Edit Profile" option.


3. The notifications are sent to address stored in the 'Account Email' field.

If any changes are made, don't forget to 'Save' at the bottom of the page.


Tips

  • If more than one email address is needed, you may add an additional email addresses separated by a comma

5.8. Editing the Account Email Field (video)



6. Reporting

6.1. Job Search Tool Overview

Job Search Tool Overview

This tool gives customers access to job and posting details.

This includes posting dates, delivery status, posting expiration, etc.

The "Job Search" option can be found after expanding the Reporting section of the admin menu.


Features

You will be presented with the following options in the "Add Search Term" menu:

  • Requisition Number (default option)
  • Date Range
  • Board
  • Board Username
  • eQuest Username
  • Active
  • Deferred

Select one or more options; enter/select search values, and hit the 'Search' button.

Your results will be displayed below (20 per page).

Search Results

Once the results are displayed, click on the Job Title or Requisition Number to view the job details.


Around the Postings Header

The 'Postings' section is displayed at the top of the Job Details page.


  1. Requisition number (sent over by your ATS, this is the number generally published to the job boards)
  2. eQuest Job ID (eQuest internal Job identifier. This is unique for each job and not published on the boards. 
  3. eQuest Posting ID. If you have selected multiple boards, each board will have a unique Posting ID.
  4. The posting timestamp  the time when the posting was created in eQuest
  5. The selected job board (the value is our internal ID for that board, often referred to as our "Pipeline ID")
  6. The username of the job board that was selected
  7. Estimated date that the job will expire on the job board
  8. Delivery status - see table below
  9. Posting status - see table below
  10. Timezone for action timestamps

Delivery status (8)

Status Description
EXPORTED The job was exported to the job board or the data entry team (for manually supported boards

NOT EXPORTED

The job has not yet been delivered to the job board or has been delivered but not yet published by the job board. Please refer to the job boards delivery time, noted in the boards Overview article,see https://support.equest.com/index.php?pg=kb.book&id=25

DEFERRED

The job was exported, but could not be processed by the board (dependent on board response)

Posting status (9)

Status Description
ACTIVE The job is active in the eQuest database. If you want the job reposted, you must close it and repost

DELETED

The job has been explicitly closed

EXPIRED

The job is expired in the eQuest database due to the default post period at the job board. However, it could remain active at the board. The board post periods in the eQuest database are defaults and are not supplied by the board in most cases. Monster and Careerbuilder are exceptions - those boards do send us the actual posting end date at the time of posting.

Job Details (everything below Posting details)

Most of the information below the 'Postings' section is data that was submitted by your ATS.

In some cases, the values displayed in this section may have been entered manually by your users while in the eQuest posting interface.

Posting Details (Board-specific information)

Click on the the Posting ID to find additional posting details, including:

  • ATS Candidate Response URL that was passed over by your ATS
  • eQuest (ARS) tracker URL that is sent to the job boards (which redirects to the ATS Candidate Response URL)

6.2. Job Requisition Search (video)



6.3. Posting Alerts Portal

Posting Alerts Portal

A Posting Alert is a notification from the job board, stating that a job action could not be processed successfully due to a specified issue.

The general course of action is to contact the job board to resolve the problem, or to request clarification on the error. Once the issue has been resolved at the job board, use the Push Postings option to queue the posting(s) for re-export.

It's important to note that not all job boards return errors that allow us to expose these alerts. However, Monster, Careerbuilder, Linkedin, Jobstreet and JobsDB are a few examples of boards that return errors that we can display to admins, in the form of Posting Alerts.

This article describes the features of the Posting Alerts section, as well as FAQ's.

Getting to the Posting Alerts Section

On the Account Summary page you will see a "Posting Alerts" section.

If you have any Posting Alerts you will see a message stating that "You have Postings Alerts to review..."

Click on the hyperlink to be directed to the list of alerts.

Alternatively, you can get there by expanding the 'Reporting' section (select the "Posting Alerts" option).


Getting Around the Posting Alerts Page

Once you're in the Posting Alerts section you will see all alerts for active postings.

Here you will see the date posted, Req Number, Board Label, Board Username and Deferred Reason (from the board).


1. Push Postings Option

The "Push Posting" option will re-queue those [checked] postings for delivery to the board without the need for the user to send an ATS update.

This option should be used once the board issues that caused the Posting Alert have been resolved. If the issues have not been resolved, this will just result in another Posting Alert.

If you've ignored posting that you would like to Push, you can select the "Show Ignored" option, and then check those previously ignored posting and Push.

2. Ignore Alerts Option

This option hides the Posting Alerts in the list.

To ignore alerts, select the alert and click the "Ignore Alerts" button at the bottom of the page.

Please note that ignored alerts will no longer be visible by default to any other admins within your company. However, there is an option on that same page to "Show Ignored" alerts.

3. Show Ignored Alerts

Toggle this on to see Posting Alerts that were ignored (but remain active).

Posting Alert Email Notifications

If new Posting Alerts are generated in a given day, those with admin accounts will be notified via email. If you have more than one alert that day, all will be sent in the same email.

It's important that you make sure a valid email address is stored in the Account Email field of your admin account profile. See the Notification Emails article for details on this setup.

Posting Alert Messages Format

The "Deferred Reason" message verbiage is coming directly from the job board.

In a few cases we've attempted to clean up the alert messages when they're overly vague, or too technical.

What should I Do When I Receive a Posting Alert?

The general course of action should be contacting the job board to resolve the problem, or requesting clarification on the error from your job board account representative. Once the issue has been resolved at the board, use the Push Postings option to queue the postings for re-export.


6.4. Viewing Posting Alerts (video)



6.5. Activity Reports

Activity Reports

In the Activity Reports section clients can request/download monthly activity reports.

Those with Admin and Reporting permissions can generate reports.


Requesting a Monthly Activity Report

Once in the Activity Reports section of Reporting, select the reporting month and "Add to queue".

Your requested report will be displayed in the "Your reports" list below.


Frequently Asked Questions

How Long Until My Report is Ready?

Once queued, reports for past months may take anywhere from 1-3 days before they're available for download. Much of it depends on the number of reports ahead of you in the queue.

Can I Request a Report for the Current Month?

If you have requested a report for the current month, it will be added to the queue on the first day of the following month. We only generate full month reports at this time, this is why we wait for the end of the current month to generate reports for that month.

Will I Be Notified Once the Reports are Available?

Yes, the email addresses stored in the 'Account Email' field in the Admin account will be notified by email.

Which Email Address Will You Use to Notify Me?

We will use the value stored in the 'Account Email' field of your eQuest account profile. As a result, it's important that a valid email address is entered in the 'Account Email' section of the your Admin or Reporting account profile.

Read more about Notification Emails.

How Long Will the Reports be Available?

Reports will remain available for download for 6 months from the date the report is made available.

Who is Named in the "Requested By" Column?

This is the username of the account that made the request. Check your user tree to see if that username exists somewhere in the list (use search box if you have many users).

If you cannot find the account, it's possible that the eQuest support team queued the report on your behalf.


6.6. Activity Report Breakdown

Activity Report Breakdown

Below is a description of the fields and values in the eQuest Activity Reports.

You will be presented with 2 tabs in your report:

  • Summary
  • Posting Details

A sample report is available in the Downloads section below.

Summary tab

The Summary will give you a breakdown of your eQuest Contracts, usage stats, activity by subgroup and usage by board.


Posting Details tab

The Posting details tab lists all posting actions that were performed during the reporting period.


If a posting resulted in a charged eQuest transaction, the "eQuest Transaction" column displays a value of '1'.  

If the action was not charged, a value of '0' is displayed.

Tips

  • If the board is supported via an automated Batch delivery it results in 1 transaction per session (for 1+ Batch boards)
  • The value of '1' is arbitrarily applied to one of the Batch job boards from that session (when Batch boards > 1)
  • Manual transactions are generally billed as '1' transaction, per action. For example; if you ADD, UPDATE and DELETE a job on a manual board, that generally results in '3' eQuest transactions.

6.7. Queuing Activity Reports (video)



7. Advanced Settings

7.1. Job Field Rules (ATS Field Review)

Job Field Rules (ATS Field Review)

This feature allows your eQuest administrator to modify system behavior for the list of fields below.

Users can be forced to review the value being sent by your ATS (Force review), and/or require input for fields that are otherwise optional and may not be passed by the ATS.

Force Review vs Required

You have the option of setting the selected field to Force review and/or Required field.

Field Type Field Description Use Case
Force Review When enabling the Force Review option, users will be prompted to review the field/value even though the ATS may be passing a value for that field. Your ATS is not passing a field/value that you would like used at your job boards, or in the eQuest activity reports (check with eQuest to make sure it actually is passed to the board). In this case you can mark the field as "Required".
 Required Enabling the Required option forces the recruiter to supply a value for the field if one is not passed over by the ATS. Your ATS is sending a field value that you aren't satisfied with. Marking the field for "Force review" allows the user to see the incoming ATS value, with an option to override it

Supported Fields

Default Field Label Field Name
Recruiter Name recruiter_name
Recruiter Organization recruiter_org
Company Division company_division
Company Department company_department
Candidate Response Email candidate_response_email
Classification Time classification_time
Classification Type classification_type
Compensation Amount compensation_amount
Compensation Currency compensation_currency
Compensation Minimum compensation_range_min
Compensation Maximum compensation_range_max
Compensation Type compensation_type
Education education
Job City location_city
Job Country location_country
Job State/Province location_stateprovince
Job Zip/Postal Code location_postalcode
Job Function Job Function

Configuring Job Field Rules

  1. Log into http://admin.equest.com
  2. Navigate to "Advanced Settings" and select "Job Field Rules"
  3. Toggle fields to Required or Force review
  4. Save your changes

 
NOTE: eQuest has already marked some fields as required as these fields are required in all cases. In those cases, "Required" will already be selected, but you do have the option to "Force review".

Changing eQuest Field Labels

Once you have decided on which Field Label you would like to change in order to give it a more meaningful description, click on the Pencil/ Paper icon to the far right of the Field Label you wish to change.

To modify any of the labels seen by users (from list above) in the eQuest post interface, click the "edit" icon to the left of each Field Label.

This will enable the ability to edit the Field Label. Set the Field Label to the desired value and Save your changes.

After modifications (note that the field is still company_division but the label has changed to "Division ID").


From the Users Perspective

For all future job postings, the user will be presented with the new field label when they enter into the eQuest system.

Where "Needs Review" and "Required" are enabled, users are first prompted to review.

If not "Required", they can move onto the Select Destinations page after reviewing the value that was passed by the ATS.

If required and no value is entered, the user cannot move forward, and the field is flagged as "Required".


Tips

It is important to note that not all of these fields and values are passed to the job boards. Even though one parameter may be passed to one of your selected boards, it may not be used by others.

Also, once you change a Field Label or enable "Required" or "Force Review" for a job field, it will affect all of your users.


7.2. Custom Source ID Configuration

Custom Source ID Configuration

This option gives customers the ability to specify Custom Source ID's for their boards in cases where our Pipeline ID (pipeline_id) will not work for sourcing. When the Custom Source Id's feature is enabled, you will see a new tab in that admin account that displays a list of allowed boards.

Getting Started in the Custom Source ID Section

Select Custom Source ID Advanced Settings; here you will see the list of boards that are allowed to your company.

This is where you will enter your Custom Source ID's. Remember to Save.


Changes Required on the ATS Side

In order for your new Custom Source ID's to be appended to the apply URL's, a {custom_source_id} token MUST be included in the eQuest ' candidate_response_url'.

Example: http://jobs.ats.com/1033/ASP/TG/cim_jobdetail.asp?partnerid=256&siteid=39&Codes={custom_source_id}&req=54239

Note: the Custom Source ID can be used in conjunction with the {pipeline_id} and {board_instance_id} tokens.

https://support.equest.com/index.php?pg=kb.page&id=233

Example ATS Apply URL with Custom Source ID: Assuming the {custom_source_id} token was included in the eQuest 'candidate_response_url' and you set up Dice (Pipeline ID "Dice"), with a Custom Source ID value of '12345', the following apply URL would be used at Dice:

http://jobs.ats.com/1033/ASP/TG/cim_jobdetail.asp?partnerid=256&siteid=39&Codes=12345&req=54239

Setting Custom Source ID Per Board Instance

Many customers have multiple accounts at boards such as Linkedin.

Within eQuest you can apply a unique Custom Source ID to each board account/board instance.

When editing a board instance, you will now see which Custom Source ID has been Inherited based on the standard setup mentioned above, with an option to override that value.



7.3. Tracking Completed Candidate Job Applies

Completed Apply Tracking Beacon

The eQuest tracking beacon gives you the ability to track completed candidate job applies from within your ATS.

Why Use the Tracking Beacon?

Gaining insight into job board and social media performance is critical. eQuest provides you the candidate source information (from which board the candidate responded) and can measure which career sites provide more completed applications than others. It can also measure "candidate drop off rate";– the difference between the numbers of candidates hitting your site compared to how many are completing an application. 

How it Works

Once eQuest has published a recruiters job to one or more boards, a candidate apply button "click" (at the job board) is tracked and stored by eQuest.  When the new 'Completed Apply' HTML pixel is embedded in the "thank you" page of your career site, eQuest can then determine that the candidate that just completed the application process is the same candidate that initiated the apply process at the job board. This is key to tracking job board effectiveness.

Setup is Simple

Companies using an ATS system will display a static "thank you" page confirming a completed apply. The eQuest Tracking Pixel needs to be added into the HTML of a single page by your IT team, ATS Admin or which party has access to the source code. It shouldn't require more than a few minutes of actual effort. 

  1. Ask eQuest Support for the HTML Tracking Pixel string
  2. Simply include the HTML Tracking Pixel string anywhere in the "thank you" page, or whichever static page follows a completed candidate resume submission.
The string should be placed within the "thank you" page in its entirety.

Candidates will never actually see the tracking beacon; it quietly captures the completed job apply record.

8. Training & Support

8.1. Filing a Support Inquiry

Filing Support Inquiries

As the admin for your company, you are authorized to file inquiries, requests for setup, etc, via the eQuest Support portal.


Getting to the Request Form (Admins Only)

Go directly to https://support.equest.com and select the "Create" a Request option.

 
Alternatively, expand the Training & Support section in the admin.equest.com menu and select the "File a Request" option.


Filing a Request

1. Fill in your Contact Information at the top of the request form.

 
2. Select Your Relationship to eQuest.

 
3. Select an inquiry type.

 
You'll now see more options displayed that relate to the selected inquiry type.

Enter values into all fields that relate to your inquiry.

 
4. Click the Submit Request button


After Your Request Has Been Filed

After submitting the request you will see your access key at the top of the page.


An email receipt of the request will also be sent to the email address used in step 1.

The email will include your Access Key, and a link to the request.

Updating a Request

Use that link to check for updates or to submit additional details in the ticket.

You can also check the request status from the front page of support.equest.com or here.