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Watch the walkthrough in the video above, then use this article summary of the webinar as a quick reference.
Before you start
The Hub appears under Talent > Redeployment once two things are in place:
- Talent Network is enabled. If you see Talent Pools at the top of your dashboard rather than Talent, you are on standard Talent Pools and will need Talent Network. Contact your account manager to add it.
- You have the right permissions (covered in Setup below).
Add a redeployee
- Go to Talent > Redeployment and select Add redeployee.
- Complete the redeployment form with the employee, capturing their details and preferences (locations, categories, employment types and so on). These drive filtering and job matching later.
- Add your declaration if you use one, then Save.
If they already have a Jobtrain record, the system flags the match so you can link it. Either way, an automated email tells them an account has been created and gives them access to their redeployment portal. You can customise this email.
On the record, a hover over the R icon shows Redeployment, managed by the user who added them. The older, self-declared question still works and its icon reads Self-declared, so you can tell the two apart.
The candidate portal
The portal (web address ending in /redeployment) is only reachable once someone is on the caseload and has had the email. Redeployees can view and favourite opportunities, filter roles and sign up to redeployment job alerts, which also include matching internal roles. Applications follow your normal internal process. It is web-based, so people can use it anywhere and while they are active they cannot delete their profile or application.
Advertise a role on the portal
Roles follow the internal application process, so there is no separate advert tab or toggle.
- On Post the job, set the status to Live and choose a closing date.
- Turn on the advert close toggle. A row for the redeployment portal appears.
- Set it live to the portal and Save.
To give redeployees a head start, use the calendar in the advert live column to schedule future live dates, for example live to the portal now, internal next week, external the week after. Scheduled toggles turn orange and Jobtrain advertises each one automatically.
Manage your caseload
- Assign to a job: select a candidate, choose Assign to a job and review the matched live roles (based on their form preferences). Confirm to assign them as an incomplete application. They get an email and complete the full internal application themselves. Assigning bypasses bulk recruitment and killer questions.
- Statuses: redeployment statuses are separate from application statuses and act as a sub-status. Candidates stay Active until you move them on. You control the statuses and terminology, and can bulk update.
- Withdrawing: keep a separate list of redeployment withdrawal reasons (reportable and within your control). Marking a withdrawal status moves the person to Previous cases, removes the R icon and revokes portal access. Use this for temporary cases too, such as a work trial, and change the status back to active to return them.
- Placed: when a candidate reaches the Started application status, their redeployment status updates to Placed and they move to Previous cases automatically, with full history kept.
- Reassign a manager: select candidates, choose Assign to other user and pick from the list of redeployment managers.
Setup (super users)
- Security roles > Jobs and Talent Pools: use Ctrl+F for "redeployment" and enable the toggles you need (List Candidate Redeployment, Redeployment Cases, Caseload View All, Redeployee Assigned to Other Manager). Check the four redeployment settings under Settings too.
- System users: edit the user, open Permissions, turn on Redeployment Manager and set their access to view own or view all.
- Redeployment forms: build these under Talent > Application forms (relabel standard fields, add custom fields, drag and drop). Copy a form before editing it, as changes to a live form apply everywhere it is used.
- Settings > Redeployment: assign which forms are redeployment forms, and manage your declaration, statuses and withdrawal reasons here.
Questions from the webinar
Do redeployees need to be at work to use the portal? No. It is web-based, so they can access it anywhere, at a time that suits them.
Can a redeployee be assigned to a role before it is advertised more widely? Yes. Use future live dates so the role reaches the portal first, or assign a redeployee directly to a live role from the caseload. You can also assign them to a closed role, though you would submit the application on their behalf.
If a candidate withdraws, how do we capture why? Use redeployment withdrawal reasons. They are a separate, reportable list, and marking a withdrawal status also moves the person to Previous cases and removes portal access.
Can we set an end date for a redeployee? Not as a built-in field yet (it is logged as feedback). For now, record an end date on the starter form and, with the Advanced Insights module, report on it and set reminders for dates coming up in the next 7 or 30 days.
What can the Hub be used for beyond redundancy? Clients also use it for medical redeployment (with a tailored form and statuses), bench resources in IT or project teams, and fixed-term or grant-funded roles in education, such as research associates coming to the end of a contract.
More help
Select the question mark icon in the top right of any Jobtrain screen for guidance and support or contact your account manager for a personalised demo.