How to Create a Position Journey
Creating a journey is an essential part of providing an exceptional candidate experience. A Journey is a series of personalized messages sent to candidates throughout your hiring process via emails and/or SMS. Journey’s allow for automated & consistent communication that’s integrated between ConveyIQ and your Applicant Tracking System (ATS).
Step 1:
There are two ways to create a journey in ConveyIQ:
- Option 1: On the Home page, click the "Create Journey" button
- Option 2: Navigate to the Journeys page from the menu panel. Then click "Create Journey"
You will then be presented with the "Journey Creator". There are four components to this step:
- Setting up Journey Settings
- Setting up Journey Triggers
- Setting up Stage Messaging
- Reviewing & Confirming Journey
Step 2:
The first step is to define the Journey settings. In this step, you will be able to define the journey name (which is required to be unique) and to set the date in which only candidates who have changed stage or had a tag updated will be pulled into the journey and receive communications for it.
Step 3:
Here, click on "Positions" to begin the process. Creating a Journey at the Position level will allow for a much more customized communication path for each position. If the types of roles that are open in one department vary greatly in terms of experience/skills etc., it may make sense to create Position level journeys.
Step 4:
Trigger Criteria: Next, you will need to look for the specific position for which this journey should belong. Use the search bar to find the appropriate position by clicking the drop-down or typing in the position name. Click on your selection to add (this should match exactly as it appears in your ATS). Then click ‘Next’
Note: You can also create a Journey and save it as a draft.
Step 5:
Stage Messaging: This will allow a user to select a stage to apply custom messaging. Users can choose one or multiple stages and create individual messaging for each stage that a communication (email / SMS) should be sent out for.
We have a set of pre-made templates to choose from for the most common stages in the hiring process. The user can choose the content or make modifications to suit their needs.
For users who want to use an On-Demand interview for their hiring process, choose "Send On Demand" and select the appropriate On-Demand template.
Once you’re satisfied with your selections, click "ADD".
The ‘Email Subject’ must be filled out here. The ‘Reply-To’ and ‘Reply-To Email’ will be pre-populated based on the configuration in the Settings section of the application. Font, font size, color, fill and alignment are all customizable. Links, merge fields, images, and buttons can also be added to your messaging. Click ‘SAVE’ to move to the next step.
Email and SMS content can still be edited after the stage messaging steps have been added in.
- Click on the down arrow to the far right of the stage name that you wish to edit
- Click on the respective icons (envelope for email, chat for SMS)
- A pop-up will appear for you to review or edit the messaging
- Click ‘PREVIEW’ to send yourself or another person a preview of the content via email / SMS
- Click ‘NEXT’ to move into the final stage of creating a Journey
Step 6:
Journey Review: This is the final of three steps in creating a Journey. Here you will title your Journey and review the stages/communications. Pencil icons for each section will allow you to edit the journey. The pencil icons navigate you to the appropriate step in the journey build to make modifications.
After all the reviews have been completed and you are satisfied with the Trigger Criteria and Stage Messaging steps, create a title for your Journey and click ‘SAVE & LAUNCH’. By doing so, you will be prompted with confirmation that you are ready to launch this Journey. Click ‘START’.
Edit a Journey / Make a Copy of a Journey: A journey can still be edited after launch. Click
on the pencil icon to make edits, or the paper icon to make a copy of the journey.
