Purpose

This article describes the Career Hub Projects page from the perspective of a project manager. It also provides instructions on how to create and manage projects and send project invitations to candidates.

Audience

This article is intended for Career Hub users with the Project Manager role permission enabled in their Eightfold environments. The Project Manager role permission is required to create projects in Career Hub. Customer admins and CSMs can manage role permissions by navigating to Admin Console > Provisioning > Permission & Roles.

Creating projects

The Projects page offers information regarding all company projects and tools for creating and managing projects.

To access the Projects page, navigate to Marketplace > Projects in Career Hub.

Figure 1: The Projects page in Career Hub

To create a project, take the following steps:

1. Select Create Project at the top-right of the Projects page.
2. This opens a Create Project page.
3. Enter the project details and requirements.
4. Add team members and ideal candidates if desired.
5. Select Save and Publish Project.
6. Take additional steps (such as archiving or duplicating the project) by selecting the three dots to the right of Save and Publish Project.

Figure 2: Project Requirements section of the project creation page

Figure 3: Drop-down menu for additional project actions

Managing projects

The Project Manager Console is used to manage the projects you create. From the console you can edit project details, send invitations, and browse employees on the People's page.

To access the Project Manager Console select Project Manager Console at the top-right of the Projects page. The following data points are available for each project:

• Team members
• Status
• Views
• Applicants
• Invited candidates
• Leads

Editing projects

To edit a project, take the following steps:

1. In the Project Manager Console, select the edit icon to the right of the project name for the project you’d like to edit. This opens an Edit Project Details page.
2. Edit your project. Your changes are saved automatically.
3. Return to the Project Manager Console by selecting Back to Previous Page at the top-left of the Edit Project Details page.

Figure 4: Edit project icon in the Project Manager Console

Definition of Project Status

The following are the Project status which refers to the current state of a project and what it indicates:

• Draft
• Recruiting
• Archived
• Filled
• Complete

Draft: This status indicates that a project is still in the process of being created, reviewed, or modified before it is ready to be posted. It is in a preliminary stage and not yet finalized for recruiting or visibility in the marketplace. This status allows project creators to make necessary adjustments or seek approvals before moving the project to a more active status.

Recruiting: A project marked as "Recruiting" is actively seeking candidates. It is visible on the Project Marketplace dashboard and open for applications. This status is used for projects that are in the phase of gathering potential candidates or participants. It's important to note that if a project's end date has passed but it is still marked as 'recruiting', it is no longer considered active and will not be shown in the marketplace.

Archived: Projects with the "Archived" status are no longer active or visible in the Project Marketplace. This status is used for projects that have been completed, canceled, or are no longer relevant. Archiving a project effectively removes it from active listings but retains its information for record-keeping and reporting purposes.

Filled: This status indicates that all required positions or roles within a project have been successfully filled.

Complete: This status implies that a project has achieved its goals and deliverables, and there are no pending tasks that require attention Note: Once the project is marked as "Complete", a pop-up window will appear with thumbs-up and thumbs-down options. Once you select ‘Mark Project Complete’, you will receive a confirmation that the action was successful and no further prompts for feedback are provided.

Sending project invitations

To send project invitations, take the following steps:

1. From the Edit Project Details page, select View Candidates at the top-right of the page.
   
2. Go to the Leads tab, and select the candidates you’d like to send an invitation to.
3. Select Invite to Apply.
4. Adjust the email as needed to make changes from the Project Invite to Apply template.
   • To enable follow-ups (i.e., an automated reminder to apply to the project), check the Enable Follow-ups box at the bottom of the window.
   • To save changes to the template, select Save as template > Update current template.
   • To create a new template, select Save as template > Save as new template.
5. Select Send.

To send a manual reminder of the project invitation, take the following steps:

1. Go back to the Invited tab.
2. Select the candidate name.
3. Select Send Reminder.
4. Adjust the email as needed.
5. Select Send.

Figure 5: The leads tab on the View Candidates page

Figure 6: The Project Invite to Apply email template

Project Invitation Reminders

You can also send project invitations and follow-ups from your Communications Templates tab in the main Eightfold dashboard. The primary difference between this template and the one found in the Project Manager Console is that you can only send one follow-up email with your invitation from the Project Manager Console. From the main Eightfold dashboard, you can send multiple follow-up emails and mobile notifications to candidates.

Figure 7: The Communication Templates tab under Accounts

Project managers can customize project invitation and reminder emails from the main Eightfold dashboard by taking the following steps:

1. Navigate to Accounts > Communication Templates.
2. Select the Project Invite to Apply template.
3. After selecting the template, an Edit Template window will appear. Adjust the Initial Contact section fields as needed.
4. To add a follow-up email to the template, scroll down to the Follow-up(s) section and select +Add Follow-up. This opens a Follow-up #1 email template in the same window.
   • In the Follow-up #1 template, confirm the Send Time for your follow-up email. Default times are provided.
5. To add additional follow-ups, select the +Add Follow-up option again and adjust the additional follow-up fields as needed.
6. You can also add Mobile Push Notifications in the respective section if desired.
7. Select Confirm to save your project invitation template and schedule follow-up emails to the invitation.

Project Invitation Reminders from the main Eightfold dashboard are a type of Project Marketplace notification.