Topgrading Snapshot ™ Administrative User`s Manual & Tutorial
Contents
1. Smart amp Associates Inc TopgradingSnapshotUsersManual V3 2 docx Company Confidential June 9 2011 Wadsworth IL Page Topgrading Snapshot User s Manual amp Tutorial Appendix C Expired Link Screen This is what a visitor to the Topgrading Candidate Career Center sees when they try to use a link in an expired or cancelled invitation They are referred back to the administrator who sent them the invitation CANDIDATE CAREER CENTER HOME FREQUENTLY ASKED QUESTIONS LOGIN Your Registration Link Is No Longer Active The link on the email invitation you used to access this site is no longer active Please contact Pat Smith at Radical Designs for additional information The phone number for Radical Designs is 555 555 5555 Get a Website Tell a Friend Bookmark This Website Privacy Policy Copyright 2011 All Rights Reserved TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Smart amp Associates Inc Company Confidential Wadsworth IL 312. Topgrading Snapshot Administrative User s Manual amp Tutorial June 9 2011 Topgrading Snapshot User s Manual amp Tutorial Table Of Contents The Topgrading Snapshot A Quick Overview ss 3 Your Journey Begins Here issues nasi there dn 4 Signing Up For Your Free Username amp Password 5 Welcome New Administrator sise 6 The LOGIN Page dar ek rep oen ev ou e Debe m did dei terne orto ceto dede see ie tee 7 Th Candidate Report Page 2 12 1 Ia beet eel ae aee bec taste tete a 8 Seriding An Invitation Email 2 2223 ipee erre Hr p IHE e Ir Pl RE ce e festif es hr 9 Sample INVitation anie E 12 Ho cn epe 13 Purchasing ToKeris frise a dette eset P niter ait healt ects sede one ctelidedes 14 Email Report metto ear apne dde esa dah ave ach ees eet onde state dope ni ne eat aan FR pet Ra revue Uds 15 Sample Notification Email Two Days Before Expiration es 16 Sample Notification Email Date of Expiration 17 Sample Notification Email Expiration or Cancellation 18 Candidate Report 2 5 oie deo o e P te rao te Mea Ei ed Meds en nt Mn Ne 19 Candidate Information o ett alte npe as aes tame e dta dit sedent de ee cenar 21 The Topgrading Snapshot Document ss 22 RIMIS ER 25 Appendix A Cancelling Or Resending An Invitation 26 Appendix B Administrator Profile Settings 30 Appendix C Expired ink Screen re peret ege e EE tas 31
3. Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 2 Topgrading Snapshot User s Manual amp Tutorial The Topgrading Snapshot A Quick Overview Every employer wants to hire only the best possible candidates who have great skills and work habits get along well with others and have proven records of success In addition every employer wants to be sure they are learning the truth about the backgrounds of the people they are hiring The Topgrading Snapshot is designed to make that dream into a reality by walking your candidates through the Topgrading Career History Form a document that can become your organization s application form This form is very special because it contains a built in truth serum which assures you that you are receiving truthful and complete answers about the questions that are vital to hiring the best candidates The details below will enable you to fully utilize all of the features built into the industry s best online hiring tool such as The Candidate Report This report lists details for all of the candidates that have actually started or completed their Career History Form Candidates appear on this form when they have accepted your email and logged in with the username and password they received via email as part of the signup process This report allows you to access the data in a candidate s Career History Form
4. not editable will appear in the email that is sent to your prospective candidates It furnishes them with the links to login to their personal Topgrading Career History Form as well as the other information they will need as they begin the process of completing that form To get started click below Candidate Signup On this page you ll be asked to complete you with a unique Username and P3 Form Insert Your Desired E Mail Signature Here After you have completed this informa Password for future access to your Carg enter that Username and Password Email Signature Pat Smith President This is the signature that will be at the bottom of the email created from the data above Email This Candidate Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Topgrading Snapshot User s Manual amp Tutorial Sending An Invitation Email continued As you can see from the graphic on the previous page there are several options that allow you to customize the email that is sent to your new candidates Available Tokens At the top of the screen you ll notice the grey box that indicates the number of Tokens you currently have available Each email you send to a candidate uses one token If you have no tokens available this page will display a link to the Tokens page where you can buy additional tokens Candidate Email Add
5. Cancel An Candidate Name Chris Apple Invitation Email Address chrisapple1234 yahoo com Click To From pat rad com Send An BCC pat rad com Invitation Again X Cancel Invitation Send Invitation Again Subject Thank you for your interest Message Dear Chris We are very proud of the members of our team and we believe it makes us a very special company with outstanding career opportunities Thank you for your interest in becoming part of that team We use an information gathering tool called the Topgrading Career History Form as the next step in our hiring process We look forward to receiving and reviewing your information To get started click below Candidate Signup On this page you ll be asked to complete a simple form which will then furnish you with a unique Username and Password for accessing the Career History Form After you have completed this information and received your Username and Password for future access to your Career History Form go to this address and enter that Username and Password http candidate tgsnapshot com This invitation Expires on 6 9 11 Pat Smith Human Resources Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved On this screen you ll see two buttons Clicking the Cancel Invitation button will allow you to cancel an invitation and will automatically send the candidate an email notifying him or her regarding the cancellation Smart a
6. become a Topgrading Administrator for your company When you have completed and submitted this form by pressing the Click To Become A Topgrading Administrator button below you will receive an email containing your login credentials We welcome you to Topgrading and wish you great success in selecting A Players for your company Note All fields below are required Company Name First Name Last Name Email Address Radical Designs Pat Smith pat rad com Email BCC From Email Address pat rad com 123 Main Street lt lt lt This is the address ALL of your candidate s emails will come from Company Address 1 Company Address 2 City Country State Zip Code Phone Hometown United States Florida z 10000 x 555 555 5555 lt lt lt This is the signature on your emails Example Pat Smith Human Resources Default Email Signature Pat Smith Human Resources Sp Click To Become A Topgrading Administrator X Cancel If you would like to have the candidate s completed Topgrading Career History Form and Topgrading Snapshot also sent to someone in your company in addition to yourself input that email address as a BCC blind carbon copy here ite Tell a Friend k This Website pyright 2011 All Rights Reserved Smart amp Associates Inc TopgradingSnapshotUsersManual V3 2 docx Company Confidential June 9 2011 Wadsworth IL Topgrading Snapshot User s Manua
7. rad com Date Mon 06 Jun 2011 03 00 0500 To chrisapple1234 yahoo com Subject Applications are no longer being accepted Dear Chris On 06 03 2011 we sent you an email inviting you to visit our special Topgrading Candidate Career Center website to complete a Topgrading Career History Form the next step in our hiring process Unfortunately this email is to inform you that we are no longer accepting applications for this opening We appreciate your interest If you d like to contact us to discuss this further please feel free to do so at 555 555 5555 Pat Smith Human Resources The purpose of these emails is to both maximize responses via the reminders as well as minimize unnecessary phone calls to answer questions about the process and expiration issues Next we ll discuss the Candidate Report we mentioned earlier where you ll review Topgrading Career History Forms that have been completed by your applicants Smart amp Associates Inc Company Confidential Wadsworth IL ekg TopgradingSnapshotUsersManual V3 2 docx June 9 2011 1 8 Topgrading Snapshot User s Manual amp Tutorial Candidate Report This is the dashboard of the system It contains links to each candidate s submitted Career History Form and data about their progress Important Note When candidates initially login and begin to complete their Topgrading Career History Form they appear on this report with a status of In Process When a
8. use an information gathering tool called the Topgrading Career History Form as the next step in our hiring process We look forward to receiving and reviewing your information To get started click below to visit our Candidate Career Center Website Candidate Signup On this page you ll be asked to complete a simple form which will then furnish you with a unique Username and Password for accessing the Topgrading Career History Form After you have completed this information and received your Username and Password for future access to your Topgrading Career History Form go to this address and enter that Username and Password http candidate tgsnapshot com This invitation will expire on 06 09 2011 at midnight If you d like to contact us to discuss this further please feel free to do so at 555 555 5555 Pat Smith Human Resources Using the links in this email your candidates can access the Topgrading Candidate Career Center website receive their username and password and begin entering their data to complete the Topgrading Career History Form Important Note When a candidate completes their Topgrading Career History Form you will be notified via email This email will also contain a printable copy of his or her completed Topgrading Career History Form and Topgrading Snapshot in the Adobe PDF file format Smart amp Associates Inc Company Confidential Wadsworth IL Mis TopgradingSnapshotUsersManual V3 2 docx June
9. your username and password the first option will get that done There s no charge and we include two tokens for free Topgrading Snapshots to use for testing purposes one for you to complete and one for a candidate and two examples to study The second option will take you to the login page where you ll enter your username and password to access the Topgrading Administration Center ADMINISTRATION O Qrad ng CENTER Welcome To The Topgrading Snapshot Administration Website The Topgrading Snapshot solves three of the biggest problems in hiring 1 Candidates who fudge the truth 2 Excessive time consumed sorting through resumes 3 Interviewing weak candidates When candidates email you their resume you use the Topgrading Snapshot System to send them a pre formatted email inviting them to fill out what looks like a standard application form But this form is completely unique It s the Topgrading Career History Form which turbo boosts the screening process because it asks for full compensation history boss ratings true reasons for leaving jobs likes and dislikes in jobs a self appraisal and many eir online Career History Form you will receive a full 0 Click Here m all in a printable PDF format You Are A Returning Administrator e completed the simple one time form enabling you to be an adminisifator and used your free token each subg SF That s a drop in the bucket compared to staggering cost o
10. 002 4 1 2005 4 VP People Development 5 1 2005 3 1 2011 For example this excellent candidate one of the samples we have included has only worked for two employers in 18 years great stability and very few colors since all jobs at the same employer use the same color He indicates that all his bosses would have rated him very well and his reasons for leaving were of his own choosing All of these are solid predictors of future success On the next screen we ll show you a different candidate and the contrast is dramatic TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Smart amp Associates Inc Company Confidential Wadsworth IL 22 Topgrading Snapshot User s Manual amp Tutorial The Topgrading Snapshot Document continued Take a look at the data in the less desirable candidate s snapshot TOPGRADING SNAPSHOT NAME John Doe DATE Apr 01 2011 COMPANY Radical Designs CANDIDATE CEO s A L A R Y amp L E R F o R M A N c E Dates 88 89 90 91 92 07 08 09 10 11 Boss Ratings Reason for Leaving No Full Time Job E Excellent EN My Choice EX Very Good E Mutua Decision El Good Company s Choice I was fired Fair E Not Leaving Poor EX Other Circumstances EX impossible to Provide Employers and Positions LA Huge Educational Publisher 1 Director of Private Parochial 6 1 1987 5 1 1991 EX AAA Publishing 2 VP Marketing 5 1 1992 7 1 1993 Publisher
11. 3 Director of Marketing 8 1 1993 7 1 1994 EX Religious Publishing USA 4 President 7 1 1994 6 1 2001 B Books Etc 5 VP Bus Dev 6 1 2001 6 1 2002 Major Books 6 SVP Marketing 6 1 2002 6 1 2003 Religious Health Assoc 7 SVP 6 1 2003 2 1 2006 I Ryan Pubishing 8 President amp CEO 3 1 2007 7 1 2010 First there are lots of different colors indicating lots of jobs and employers eight jobs in 23 years and he s looking for his sixth job in eleven years signs of a job hopper There are multiple gaps in his employment record and while his early boss ratings were pretty good his latter ones were mediocre to poor Finally he has multiple occurrences of Mutual Decision in the reason for leaving usually indicative of less than favorable success in that job Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 23 Topgrading Snapshot User s Manual amp Tutorial The Topgrading Snapshot Truth Serum The Topgrading Snapshot can dramatically expedite your hiring process by quickly showing you whether a candidate looks worthy of further exploration into the data within the Career History Form and a possible subsequent in person interview or they are just not a good fit Most Important Note The one additional element that makes the Topgrading Snapshot truly the ultimate information gathering and scree
12. 7 265 7415 and we ll be more than happy to help We wish you only A Players and great success Thanks again for using the Topgrading Snapshot and good luck in your search for the best possible members of your team Brad Sma yc Brad Smart President Smart amp Associates Inc Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Topgrading Snapshot User s Manual amp Tutorial Appendix A Cancelling Or Resending An Invitation If you need to cancel an active invitation ex if a position has already been filled and no longer wish to receive applications or you need to send a copy of an invitation that has expired or been cancelled to a candidate click on the candidate s last name and the Candidate Invitation Details screen shown below will be displayed see ADMINISTRATION Tor CENTER Home CANDIDATE REPORT SEND INVITATIONS EMAIL REPORT TOKENS SETTINGS LOGOUT HELP Candidate Invitation Details Details for this candidate invitation are shown below You can cancel this active invitation by clicking the Cancel Invitation button below The registration link in the email invitation will no longer allow the candidate to register and complete the Career History Form Return to the Email Report Status Active Invitation Candidate has Not Responded Invitation Sent 06 03 2011 Expiration Date 06 09 2011 Click To
13. 9 2011 1 2 Topgrading Snapshot User s Manual amp Tutorial Tokens If you need to purchase a token to send an email or simply want to review your inventory of tokens this page is where you ll go Remember that each email you send to a candidate consumes one token Important Note You will receive two free tokens as soon as you sign up We recommend you use one to complete your own Topgrading Career History Form and use the other for your organization s next serious candidate Clicking on the Use This Token button will take you to the Send Invitations page where you can compose an email invitation for a new candidate wi ADMINISTRATION HOME CANDIDATE REPORT SEND INVITATIONS EMAIL REPORT TOKENS SETTINGS LOGOUT HELP Topgrading Tokens Your Topgrading Tokens are shown below Tokens may be used to send email to your candidate s inviting them to complete their Topgrading Career History Form and their Topgrading Snapshot Each candidate invitation requires one token Click here to purchase additional tokens Important Note If you anticipate that your hiring needs will require more than fifty tokens in the next year please contact us directly at 847 265 7415 to discuss volume discounts and other options such as integration with other personnel and hiring systems and complete customization to exactly duplicate your exiting website Purchaser Name Pat Smith USE THIS TOKEN Pat Smith _ USE THIS
14. Invitation Again Now button and your candidate will receive the email displayed on this screen Pressing the Don t Send button will cancel this action without sending the email Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 29 Topgrading Snapshot User s Manual amp Tutorial Appendix B Administrator Profile Settings If you need to change your default settings ex change of address new email etc clicking on the Settings menu link will display the Update Profile Settings screen shown below allowing you to modify your administrator profile data Top TETE HOME CANDIDATE REPORT SEND INVITATIONS EMAIL REPORT TOKENS ADMINISTRATION CENTER LOGOUT HELP Update Profile Settings Edit your profile information below and click the Save button to save your changes Company Name First Name Last Name Address City State Province Zone Zip Postal Code Country Phone Email Address Email BCC Password Invitation Expire Days V Save Profile Settings Radical Designs Pat Smith 123 Main Street Hometown Florida 10000 United States 555 555 5555 pat rad com radical 5 X Cancel Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved When the data is correct just click on the Save Profile Settings and your updated profile information will be stored
15. TATIONS WY Select Status Wes LOGOUT HELP All Active Archived Click To port Radical Designs Upahte Dispt y Email Status Type Send Start Date All Emails Jun z gt f2011 EH Send End Date Jun 7 gt 2011 E8 4 Update Display First Name Status Type Email Address Stan Active Invitation Ranges Ou For Your Interest stanky yahoo com Victoria Active Invitation 0670 ank You For Your Interest ryanvic gmail com Rajivi Active Invitation 06 03 2011 Thank You For Your Interest RajiviAziz worldnet net Chris Active Invitation 06 03 2011 Thank You For Your Interest chrisapple1234 yahoo com Lem Registration Completed 06 03 2011 New Candidate Login Email Im jdaniels com Pelletiere Estelle Invitation Accepted 06 06 2011 Thank You For Your Interest estelle nyceproducts com Raughfas Carla Invitation Expired 06 06 2011 Your Invitation Has Expired runninggirl shoes net Morgenstern Rick Invitation Accepted 06 07 2011 Thank You For Your Interest bigdog myhouse com Jackson Barry Active Invitation 06 07 2011 Your Invitation Expires at Midnight bjacks14552 aol com Davies Brian Active Invitation 06 07 2011 Your Invitation Expires In Two Days briand123 comcast net Page lof1 3 20 Rows Per Page Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved To access this report just click on the Email Report menu link Important Note To cancel an invitation and send your candidate an email info
16. TOKEN 19 4 Page 1of1 20 Rows Per Page v Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved If you need more tokens just use the Click here to purchase additional tokens link shown and you ll be taken to a secure area where you can buy them Important Note If you anticipate that your hiring needs will require more than fifty tokens in the next year please contact us directly at 847 265 7415 to discuss volume discounts and other options such as integration with other personnel and hiring systems and complete customization to exactly duplicate your existing website Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 1 3 Topgrading Snapshot User s Manual amp Tutorial Purchasing Tokens When you have clicked on the link to purchase additional tokens you will see this screen This is a secure area see note below where you ll enter your credit card information to purchase one or more tokens Once you ve entered your information and reviewed it carefully to make sure it s correct just press the PURCHASE TOKENS button and you ll be all set sere ADMINISTRATION Top Fi CENTER HOME CANDIDATE REPORT SEND INVITATIONS EMAIL REPORT TOKENS SETTINGS LOGOUT HELP Purchasing Virtual Tokens The form below will allow you to purchase Virtual Tokens that you will use to send emails t
17. and on the expiration date they will be informed that the applications are no longer being accepted Important Note When an invitation expires the token will be returned to you for re use at no additional charge Management vs Hourly Based on the position for which the candidate is applying please select either management salaried or hourly This will determine the questions to be asked by the Career History Form and the appearance of the actual Topgrading Snapshot Graphic Image Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Topgrading Snapshot User s Manual amp Tutorial Sending An Invitation Email continued Email Body Content You may edit the body copy in the email to meet your needs However please keep in mind that the data enclosed in the special brackets are system fields that are used to automatically insert stored system information into your emails if desired These fields are Candidate First Name Company Name and Company Phone Number By default the system field Candidate First Name is already included in the default email Important Note You may change the body of the email and or insert anything you wish Just remember if you use ANY of the system fields they must be exactly as shown Modifying them in any way will disable their functionality Startup Information This is the information highli
18. and their Topgrading Snapshot Emailing Your Candidates This is where you ll create and send emails to prospective candidates inviting them to complete the Career History Form that produces the Topgrading Snapshot The Save Audit Report This allows you to track the actual progression of entries a candidate makes into their Career History Form The Email Report This allows you track the emails you ve sent to prospective candidates The Topgrading Snapshot Of course this is the REAL PAYOFF a complete at a glance hiring tool that contains the truth about every candidate s total career Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Topgrading Snapshot User s Manual amp Tutorial So let s begin the journey Your Journey Begins Here This is where you ll start either to receive a free username and password as a Topgrading Snapshot Administrator for your organization or as a returning administrator This is where you will prepare and send invitations inviting them to continue the hiring process by completing the online Career History Form It s also where you will monitor the progress of your prospective candidates from the invitation step through delivery of their Topgrading Snapshot The URL website address is http admin tgsnapshot com On this screen you have two options First if you have not yet received
19. art Applicants Status Jan yf 1 f 2011 Es Active Applicants Last Name Application Date End jul v i f2011 E 2 Apply Filters Page lof1 H 20 Rows Per Page LastName FirstName Signup App Started AppLastSaved Status Cost Per Applicant Application Template Doe John 06 03 2011 06 03 2011 06 03 2011 Completed 25 00 Management Direct Signup Dorsman Erik 06 03 2011 06 03 2011 06 03 2011 Completed 25 00 Management Direct Signup Page lof1 H 20 Rows Per Page vf Archive Candidate s Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved We ll explain more about this report in a subsequent section but first let s take a look at how you will send email invitations to your prospective candidates Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Topgrading Snapshot User s Manual amp Tutorial Sending An Invitation Email To begin a candidate s journey toward completion of their online Topgrading Career History Form and Topgrading Snapshot you will need to send them an invitation email that directs them to http candidate tgsnapshot com This is where candidates are required to enter the necessary information to receive a username and password allowing them access to the website To prepare an invitation email for a prospective candidate simply click on the Send Invitations link an
20. button and you ll be presented with additional menu options for the administrative functions of this website and for all of the tools that are available for your use TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Smart amp Associates Inc Company Confidential Wadsworth IL 7 Topgrading Snapshot User s Manual amp Tutorial The Candidate Report Page This is the first page you ll see whenever you login to the Topgrading Administration Center Here you ll be able to look at each of the candidates who have submitted their Career History Forms and drill down into their information for further details The screenshot below shows that you have two sample candidates John Doe and Erik Dorsman We ll explain more about them in a later section but they are here for your use and when you no longer wish them to appear you can flag them to be archived by checking the small box that precedes the last name of the candidate and then clicking on the Archive Candidate button Important Note As we explained on the previous page you may have noticed as Soon as you are logged in that additional menu items have now appeared for your use For security purposes the system does not display these menu items unless you have logged in and your username and password have been validated and accepted o ADMINISTRATION SEND INVITATIONS EMAIL REPORT TOKENS SETTINGS LOGOUT HELP Candidate Report All Application Date St
21. candidate has completed their Topgrading Career History Form you will receive an Application Completed email with attachments that are printable PDF versions of each candidate s Topgrading Career History Form and Topgrading Snapshot At the point the candidate s status will change to Completed and their data and the same printable documents will then be accessible online see page 21 ADMINISTRATION Click Or Input Last Name Of Candidate uVITATIONS Click To LEM Date Range Canfidate Repog Df Display L Click To Applicants Status Update Display Active Applicants With Filters Application Date End jul i 2011 E 2 Apply Filters Click Box amp Button App Last Saved Status Cost Per Applicant Application Template To Archive iol 06 03 2011 06 03 2011 Completed 25 00 Management Direct Signup 06 03 2011 06 03 2011 06 03 2011 Completed 25 00 Management Direct Signup M 20 Rows Per Page gt Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved When you have multiple candidates in the system you can use the filters and search options See above to narrow your search You can also access any section and drill down to a specific bit of information Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 1 9 Topgrading Snapshot User s Manual amp Tutorial Candi
22. d you ll see the screen below This Displays The Current Number Of Tokens You Have Available Send Let s Get Started Email You have 1 token available One token will be used for each candidate invitation you send gt Please complete the information below to create ands ailio your candidate so that they can login to the candidate website and complete their Career Insert Your snapshot For additional information please refer to your Administrator s Manual Candidate s Email Address amp is Fi Candidate s Email Address Name Here Use This Field To Change The Subject Email From Address pat rad com S Of The Email To Send Email BCC Your Candidates Email Subject Candidate s First Name Select Management Candidate s Last Name or Hourly Invitation Expires pe 9 Manag Email Body E Source 9 y i maris Show Hide Editor U ig Don t Change This Will Automatically Add Your Candidate s Name Here Dear CANDIDATE FIRST NAME Use This To Set The Expiration Date Of Your Invitation Thank you for your recent application We use an information gathering tool called the Topgrading Career History Form as the next step in our hiring process We look forward to receiving and reviewing your information Startup Information The startup information shown below in the yellow box for display purposes only
23. date Report continued Candidate Search You can search for a specific applicant by entering all or part of the desired applicant s last name and click on Apply Filters button or by simply clicking on the candidate s last name if it is already displayed Sorting The columns on this report can be sorted simply by clicking on the up down arrows that precede each column header Date Range The display can be sorted for a range of dates by changing the Application Date Start and or Application End Apply filters Once a change is made to either or both dates pressing the Apply Filters Button will change the display to reflect the desired date range Archiving You may Archive a candidate once a hiring decision has been made This means that this candidate will no longer appear in your Active default view However by changing the Candidate Status filter you can look at AI Active or Archived applicants To Archive one or more candidate s data simply click on the checkbox next to their last name and click on the Archive Candidate s button on the bottom of the page Important Note Remember to pay close attention to Date Range and Archiving options when searching for candidates Occasionally you may feel you are unable to locate a candidate s information only to realize that your filters are hiding it Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 doc
24. e Of Expiration Your Candidate Will Receive This Email From pat rad com Date Thu 9 Jun 2011 03 00 0500 To chrisapple1234 yahoo com Subject Your invitation expires tonight at midnight Dear Chris On 06 03 2011 we sent you an email inviting you to visit our special Topgrading Candidate Career Center website to complete a Topgrading Career History Form the next step in our hiring process According to our data you have not yet accepted our invitation This email is to inform you that unfortunately your invitation will automatically expire tonight at midnight If you are still interested in pursuing a career with Radical Designs please visit our website and complete the form To get started click below Candidate Signup On this page you ll be asked to complete a simple form which will then furnish you with a unique Username and Password for accessing the Topgrading Career History Form After you have completed this information and received your Username and Password for future access to your Topgrading Career History Form go to this address and enter that Username and Password http candidate tgsnapshot com This invitation expires tonight at midnight If you d like to contact us to discuss this further please feel free to do so at 555 555 5555 Pat Smith Human Resources Important Note At 3 00 AM Eastern Time on the morning following the expiration date the system will no longer accept any login from an invitatio
25. ease feel free to do so at 555 555 5555 Pat Smith Human Resources Cancel Invitation Now Don t Cancel Invitation Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved When you are satisfied that the information is correct click on the Cancel Invitation Now button and the email will be delivered At that time the system will no longer accept that candidate s login to receive a username and password see Appendix C for example Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 27 Topgrading Snapshot User s Manual amp Tutorial Reactivating An Expired or Cancelled Invitation If an invitation has been cancelled or has expired you may choose to re activate it by clicking on the Reactivate amp Send Invitation Again Button oer ADMINISTRATION Top jo CENTER CANDIDATE REPORT SEND INVITATIONS EMAIL REPORT TOKENS SETTINGS LOGOUT HELP Candidate Invitation Details Details for this candidate invitation are shown below Return to Candidate Invitation Report YE H Lj ReActivate amp Send Invitation Again i Status Invitation Expired Invitation Sent 06 06 2001 Cancel Date 06 08 2011 Candidate Name Chris Apple Email Address chrisapple1234 yahoo com From pat rad com BCC Subject Applications are no longer being accepted Message Dear Chris On 06 03 2011 we sen
26. ed Field ee Click To Review or Print The Complete Application Or Just The Snapshot Last Name First Name Middle Name Home Address 523 Hudson St City Rolling Meadows Please review the included Topgrading Career History Form samples to familiarize yourself with the information that is gathered about your candidates and the Topgrading Snapshot that is created from this information TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Smart amp Associates Inc Company Confidential Wadsworth IL 21 Topgrading Snapshot User s Manual amp Tutorial The Topgrading Snapshot Document The most unique aspect of this system is of course Topgrading Snapshot itself This at a glance representation of your candidates will tell you a great deal about them TOPGRADING SNAPSHOT NAME Erik Dorsman DATE Mar 31 2011 COMPANY Radical Designs CANDIDATE Chief Talent Officer lt m r gt u amp P E R F o R M A N c E ZO 1 WO TT Boss Ratings Reason for Leaving No Full Time Job H Excellent EX My Choice EX Very Good E Mutual Decision Good Company s Choice I was fired Fair E Not Leaving EX Poor E Other Circumstances EX impossible to Provide Employers and Positions EX South Bend Community School 4 Teacher 8 1 1992 6 1 1997 H Educational Management Int l 2 Director Information Technology 6 1 1997 12 1 2002 3 VP Information Technology 12 1 2
27. f making a bad firing decision Click 2 Free Signup to recgife your FREE credentials as an administrator Click Administrator Login to login with your username and password as a returning administrator We wish you great success as you address your hiring needs by employing the A Players that the Topgrading Snapshot helps you discover If you have any questions please contact us at 847 265 7415 P S If you like to take a quick look at the Topgrading Snapshot User s Manual before you get your administrator s credentials just click HERE to download your FREE copy Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved If you don t already have a username and password click on the first option and get started so we can proceed When you have received your username and password on subsequent visits you ll click on the second option and proceed directly to the Login Page Smart amp Associates Inc Company Confidential Wadsworth IL ekg TopgradingSnapshotUsersManual V3 2 docx June 9 2011 4 Topgrading Snapshot User s Manual amp Tutorial Signing Up For Your Free Username amp Password This page is a very simple web form Just complete the requested information and press the Click TO BECOME A Topgrading Administrator button and you ll be ready to go ADMINISTRATION CENTER TO Topgrading Administrator Information Please enter the information below to
28. ghted in the yellow box that is sent to a candidate to allow him or her access to the Candidate Career website This information is automatically included in the email your candidates receive Email Signature This is what will be displayed on the last line of the email your candidates receive You may add whatever closing text you choose Important Note Note that at the top of this page we show you the number of tokens you currently have available You are charged for one token each time you send an email The next section explains how to buy additional tokens Once you are satisfied with the data and are ready to send your email just click on the Email This Candidate button and your email will be on its way Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Topgrading Snapshot User s Manual amp Tutorial Sample Invitation Email Your candidate will receive an email such as the one shown below when you invite them to visit the website and complete Topgrading Career History Form Here s what the invitation says From pat rad com Date Fri 3 Jun 2011 03 00 0500 To chrisapple1234 yahoo com Subject Thank you for your interest Dear Chris We are very proud of the members of our team and we believe it makes us a very special company with outstanding career opportunities Thank you for your interest in becoming part of that team We
29. ied For low performers with spotty careers this is a deterrent to even completing the application This is desirable because you only want to look at the very best candidates and not squander your precious time and money looking at less desirable candidates who look great on paper and can t back up their resume with facts Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 24 Topgrading Snapshot User s Manual amp Tutorial Summary Now that you ve seen what this amazing tool has to offer and how valuable it can be in making sure you hire the best possible candidates to help grow your business it s time for you to get going Please explore every aspect of this system Send yourself an invitation email and complete your own Topgrading Career History Form and look at the Topgrading Snapshot it creates Then select a candidate you are considering for employment and send them an email inviting them to complete a Topgrading Career History Form The results will amaze you Thanks for considering Topgrading for your company and if you would like to learn more not only about Topgrading but all of the other products and services Smart amp Associates provides for employers and the talent acquisition industry please visit our website at http www smarttopgrading com If you have any questions or require further assistance please call us at 84
30. ing Career History Form the next step in our hiring process According to our data you have not yet accepted our invitation This email is to inform you that unfortunately your invitation will automatically expire at midnight on 06 09 2011 If you are still interested in pursuing a career with Radical Designs please visit our website to complete the form To get started click below Candidate Signup On this page you ll be asked to complete a simple form which will then furnish you with a unique Username and Password for accessing the Topgrading Career History Form After you have completed this information and received your Username and Password for future access to your Topgrading Career History Form go to this address and enter that Username and Password http candidate tgsnapshot com This invitation will expire on 06 09 2011 at midnight If you d like to contact us to discuss this further please feel free to do so at 555 555 5555 Pat Smith Human Resources Each email includes the Candidate Signup information and login information and reminds the candidate of the date and time the invitation will expire Smart amp Associates Inc Company Confidential Wadsworth IL ekg TopgradingSnapshotUsersManual V3 2 docx June 9 2011 1 6 Topgrading Snapshot User s Manual amp Tutorial Sample Notification Email Date of Expiration This email goes out as a last warning on the date of expiration On The Dat
31. l amp Tutorial Welcome New Administrator When you have submitted the signup you ll see this page which contains your Username and Password Please make sure to write these down and keep them in a safe place as you would with any valuable business asset Once you have taken care of that click on the Administrator Login button and you will be logged in automatically ville ADMINISTRATION Bograd ng CENTER CANDIDATE REPORT CANDIDATE EMAIL EMAIL REPORT TOKENS LOGOUT HELP Welcome Administrator Welcome Administrator Click the Administrator Login button below to access the administrator area Be sure to write down your administrator login username and password shown below Username patsmith rad com Password xyz123 Q Administrator Login Click the Administrator Login button above to login Important Note An email containing this information has also been sent to your email address Please make certain that you received this email If it isn t in your inbox look in your SPAM or junk mail folder Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved Important Note This is the ONLY time you ll be logged in automatically without having to enter your username and password On all subsequent visits to the Topgrading Administration Center you will need to click on the link for Returning Administrators which will take you to the Login Page that is explained in the next sec
32. mp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 26 Topgrading Snapshot User s Manual amp Tutorial Cancelling An Invitation Clicking on the Cancel Invitation button from a Candidate Information Details display will display the screen shown below On it you can change either the Subject of the email or the information contained in the body copy ADMINISTRATION Top ct CENTER CANDIDATE REPORT SEND INVITATIONS EMAIL REPORT TOKENS SETTINGS LOGOUT HELP Cancel Candidate Invitation Are you sure you want to cancel this candidate invitation The candidate will no longer be able to register and complete a Career History Form using the invitation that was previously sent You can include a followup email to the candidate if desired Candidate Name Chris Apple Email Address chrisapple1234 yahoo com BCC To pat rad com Subject Applications are no longer being accepted amp D i o 1 E Font Message Show Hide Editor EJ Source Dear Chris On 06 03 2011 we sent you an email inviting you to visit our special Topgrading Candidate Career Center website to complete a Topgrading Career History Form the next step in our hiring process Unfortunately this email is to inform you that we are no longer accepting applications for this opening We appreciate your interest If you d like to contact us to discuss this further pl
33. n whose expiration date has passed The system will inform them that their invitation s expiration date has passed Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 1 T Topgrading Snapshot User s Manual amp Tutorial Sample Notification Email Expiration or Cancellation After an invitation s expiration has occurred and the system will no longer accept the candidate s application your candidate receives this email On The Day Following Expiration Your Candidate Will Receive This Email From pat rad com Date Fri 10 Jun 2011 03 00 0500 To chrisapple1234 yahoo com Subject Your invitation has expired Dear Chris On 06 03 2011 we sent you an email inviting you to visit our special Topgrading Candidate Career Center website to complete a Topgrading Career History Form the next step in our hiring process According to our data you did not accept our invitation and this email is to inform you that unfortunately your invitation has automatically expired and our system can no longer accept your application If you d like to contact us to discuss this further please feel free to do so at 555 555 5555 Pat Smith Human Resources If an invitation is cancelled before its expiration date this email is sent immediately If you choose to cancel an invitation before its expiration date your candidate will receive this email From pat
34. ning tool for personnel is its built in truth serum Candidate Login Change Password Log Out Welcome Test This Is Your Topgrading Career History Form Please provide information about EVERY full time job you have held in your career and EVERY part time job you have held in the past 6 years A final To get started on this process or if you are returning to your session for further edits updates or additions just click on the Edit My Career History Form button below to access your Career History Form You may SAVE your information on each of the following pages by clicking on the SAVE button on the bottom of each page EDIT MY CAREER HISTORY FORM Remember don t be concerned if you don t have all the information at your fingertips You may save your data at any time and return later to this site before submission and log back in to update your Career History Form or add additional information To return at a later time before submission simply revert to the Welcome Candidate email and click on the Click here to login now link You are in control and it will not be updated or submitted until you are totally comfortable with the data it contains This one simple line is displayed on the screen your candidate sees just before they move forward to begin completing their Career History Form This makes it obvious that you are serious about this process and any statements of salary and success will need to be verif
35. o your candidate s so that they may complete their Topgrading Career History Form and their Topgrading Snapshot Please carefully verify that the following billing information is correct before submitting your information Token Price 25 00 each Token Quantity 1 Enter Your Billing Information Below Note All fields are required First Name Last Name Address City State Province Zip Postal Code Country United States Phone Card Type Visa Credit Card Number Expiration Select Expiration zi Verification Code PURCHASE TOKENS Get a Website Tell a Friend Bookmark This Website Privacy Policy Copyright 2011 All Rights Reserved Important Note The VeriSign Trusted logo on the bottom of the screen is your indication that all transactions processed using this website are secure Now that you understand how to purchase and use tokens and how to send emails to prospective candidates let s take a look at the Email Report which tracks this process Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 14 Topgrading Snapshot User s Manual amp Tutorial Email Report The Email Report allows you to track the emails you ve sent to candidates and correlate that to the Candidate Report to determine activity completion ratios etc ADMINISTRATION CENTER Input or Click Candidate Name To Search amp REPORT SEND INVI
36. ress amp Name Insert the candidate s email address and first and last name in these fields Addressing Options Insert the candidate s email address in the appropriate field and any additional addresses you wish to add to the Blind Carbon Copy field separate with commas if more than one BCC is needed The email from address for the administrator is a default setting that is created when your account is setup It can be changed by clicking on the Settings menu link Email Subject The subject line of the email can be anything you choose Be careful to not make this too wordy and avoid words that might get your email flagged as SPAM such as awesome fantastic free super big money etc It s better to be factual and insure that your candidate receives the email without having to hunt for it in a Junk Mail folder Important Note To be certain that your candidate actually receives your email monitor the candidate report regularly and if a candidate has not even logged in it would be a good idea to call and make sure your email was received and not languishing in a SPAM folder If your candidate says they never received it use the copy in your inbox that came via the Blind Carbon Copy and send it again Invitation Expiration Date This field allows you to determine how long your invitations will remain open for a response Two days prior to the expiration date your applicant will be reminded that the closing date is near
37. rming him or her that applications for the position are no longer being accepted or to send a previous invitation that may not have been received or has expired click on the candidate s name See below and Appendix A for additional information on these options as well as instructions about how to re activate a cancelled or expired invitation The following pages contain examples of the emails candidates will automatically receive as their invitation expiration date approaches as well as what they receive when the expiration deadline has passed or if you cancel the invitation for example if the position has already been filled Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 1 5 Topgrading Snapshot User s Manual amp Tutorial Sample Notification Email Two Days Before Expiration As the expiration deadline approaches your candidate will receive email notifications such as these ones shown below System emails are processed for delivery at 3 00 AM Eastern Time allowing for Pacific Time Zone issues Two Days Before Expiration Your Candidate Will Receive This Email From pat rad com Date Tue 7 Jun 2011 03 00 0500 To chrisapple1234 yahoo com Subject Your invitation will expire in two days Dear Chris On 06 03 2011 we sent you an email inviting you to visit our special Topgrading Candidate Career Center website to complete a Topgrad
38. t you an email inviting you to visit our special Topgrading Candidate Career Center website to complete a Topgrading Career History Form the next step in our hiring process Unfortunately this email is to inform you that we are no longer accepting applications for this opening We appreciate your interest If you d like to contact us to discuss this further please feel free to do so at 555 555 5555 Pat Smith Human Resources Get a Website Tell a Friend Bookmark This Website Privacy Policy Copyright 2011 All Rights Reserved This will take you to the screen below where you can edit the email and resend it Smart amp Associates Inc Company Confidential Wadsworth IL 28 TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Topgrading Snapshot User s Manual amp Tutorial Sending An Invitation Again Clicking on the Send Invitation Again Now button on an active invitation or on the Reactivate amp Send Invitation Again button on an expired or cancelled invitation from the Candidate Information Details display will display the screen shown below On it you can change either the candidate s email address to correct a spelling error or choose a different address or the expiration date of the invitation see ADMINISTRATION ALL grad ng CENTER HOME CANDIDATE REPORT SEND INVITATIONS EMAIL REPORT TOKENS SETTINGS LOGOUT HELP Send Candidate Invitation Again Use this option to send ano
39. ther copy of the original invitation to the candidate Update the expiration date if desired and click Send Invitation to send another copy of the invitation to the candidate Candidate Name Chris Apple Email Address chrisapple1234 yahoo com Change BCC To pat rad com Address Subject Thank you for your interest Or Expiration Expiration Date 06 09 2011 Date Message Dear Chris We are very proud of the members of our team and we believe it makes us a very special company with outstanding career opportunities Thank you for your interest in becoming part of that team We use an information gathering tool called the Topgrading Career History Form as the next step in our hiring process We look forward to receiving and reviewing your information To get started click below Candidate Signup On this page you ll be asked to complete a simple form which will then furnish you with a unique Username and Password for accessing the Career History Form Click To Send Invitation te vou have completed this information and received your Username and Password for future access to your Again areer History Form go to this address and enter that Username and Password http candidate tgsnapshot com This invitation Expires on 6 9 11 Pat Smith Human Resources _Send Invitation Again Now Don t Send Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved When the data is correct just click on the Send
40. tion Smart amp Associates Inc Company Confidential Wadsworth IL Page TopgradingSnapshotUsersManual V3 2 docx June 9 2011 Topgrading Snapshot User s Manual amp Tutorial The Login Page When you are a Returning Administrator you will visit this page where you will enter the credentials you received in the previous steps Tame ADMINISTRATION Ton Eui CENTER Administrator Login Enter your login information below to access the features available only to Administrator Administrator Login Help Enter your username and password to access the Administrator area Username pat rad com If you have forgotten your password or you are having trouble logging into the Administrator area click Password here for help M Remember Login Q Administrator Login Important Note The Topgrading Administration Center is a secured system that requires you to login with a unique Username and Password To protect your privacy and security after 30 minutes of inactivity your access to this website will expire Remember that it s always a good idea to save your data and logout whenever you will be away for any extended period on this system or any other system you may be accessing This simply assures that no unauthorized person can access or enter data into your records Get a Website Tell a Friend Bookmark This Website Copyright 2011 All Rights Reserved Just enter your Username and Password and click the Administrator Login
41. x June 9 2011 Topgrading Snapshot User s Manual amp Tutorial Candidate Information When you click on a candidate s name the screen below will appear with your candidate s information You can click on the various tabs to review every page of the candidate s Topgrading Career History Form or click on one of three buttons shown below to Download a PDF file containing a printable copy of the complete Topgrading Career History Form including the Topgrading Snapshot Download a PDF file containing a printable copy of only the Topgrading Snapshot portion of the Topgrading Career History Form in a landscape larger version Review a screen display of the Topgrading Snapshot ADMINISTRATION Bograd ng CENTER CORNE Click On Individual SECCHE SECTE Tabs To Review Each Section John Doe Career Personal Information Job History Military Education Qualifications amp Goals Review Submit This information will not be the only basis for hiring decisions You are not required to furnish any information that is prohibited by law You will be asked for some Contact Information information about all your jobs information on your military experience if applicable and your education and some miscellaneous questions Please fill out each section carefully before submitting your completed Career History Form Download Application Packet PDF Download Snapshot PDF _ Candidate Snapshot Requir
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