Version: v2024.23


TABLE OF CONTENTS

General Features

  • Authorization via role based access control
  • Sicherheitskonzept
    • ISO 27001 certificated (d.vinci as company as well as datacentre)
    • Firewall
    • Access control
    • Time stamp of last login
    • Own database per customer
    • Encrypted data transfer
    • Automtic backups
  • Single sign-on (SAML 2.0) with automated update of the metadata XML file
  • Two-factor authentication
  • Storage of authorized signatories
  • Change password
  • Adjust minimum password length
  • Mapping complex corporate structures: distribution of organizational units across organizational levels
  • Software interface adapts to screen sizes (responsive web design)
  • Multilingual
    • German
    • English
    • Brazilian-Portuguese chargeable
    • Bulgarian chargeable
    • Croatian chargeable
    • Czech chargeable
    • Danish chargeable
    • Dutch chargeable
    • Estonian chargeable
    • French chargeable
    • Hungarian chargeable
    • Italian chargeable
    • Norwegian (Bokmål) chargeable
    • Polish chargeable
    • Romanian chargeable
    • Russian chargeable
    • Serbian chargeable
    • Slovak chargeable
    • Slovenian chargeable
    • Spanish chargeable
    • Swedish chargeable
  • News on the login page


Applicant Tracking

  • Dashboard
  • Application list per job opening
  • Clear application statuses through icons
  • Application
    • Details
    • Attachments
    • Activities
    • History
  • Scrolling back and forth between applications
  • Document preview when manually submitting applications
  • PDF conversion and fusing attachments
  • Comparing multiple applications
  • Virus scan of attachments
  • Dashboard and application list filters
  • Export application lists to Excel
  • Full-text search
    • Autocompletion
    • searches attachments,too
  • ABC-Rating
  • German data protection regulation (GDPR): request consent for applications under 16 years of age
  • GDPR: Initial status for manually entered applications without data protection consent
  • GDPR: Consent for extended use (for example for pool talents)
  • Special characteristics (Internal Applicant, Multiple Applicant, etc.) - assign manually or automatically
  • Keywords
    • Per application
    • Talent pool for keyworded applications
  • Configurable workflows
  • Reminder
  • Change job openings
  • Integrating line management
  • Differentiated viewing and action rights, e.g. for works councils
  • Delete applications
  • Integrated communication with applicants
    • Email correspondence incl. attachments
    • Written correspondence (letters in PDF format from Word templates
    • Time-delayed correspondence
    • Send questionnaires
    • Message inbox with automatic assignment to application
    • Mailbox for incoming emails

    • Deletion routine for mailboxes

    • Adding attachments to applications by assigning them from inbound mails
    • Adding attachments to applications by directly sending them per email
    • Parsing attachments (read and accept contents)
    • Capture applications from mailboxes (also with CV parsing)
    • Send info (send emails without changing the status of the application)
    • Preview of correspondence and format template when sending messages
    • Mandatory correspondence dispatch
    • Badge for unanswered messages
  • Individual attachments when changing status
  • Mass processing incl. drag & drop
  • Manage appointments
    • Arrange appointments
      • Individually per applicant
      • Simultanuously individual appointments for multiple applicants on the same day
      • Postpone or cancel appointments
      • Find appointments through calendar connection to Outlook and Co. (calendar integration)
        • Book appointments via the applicants  chargeable
        • Booking rooms chargeable
    • Conduct appointment surveys
    • Date overview for participants
    • Appointment invitation with iCal file
  • Enter and send comments
  • Confidential comments
  • Set automatic delete periods in accordance with the Federal Data Protection Act
  • Manage multiple applications
    • Recognize multiple applications
    • Conflict resolution: Same person with multiple applications or different people with the same name
    • View multiple applicants system-wide or according to viewing permission

    • Resolve conflicts system-wide or according to viewing permissions

    • Reduce applications before deletion (delete application data, retain personal data until final deletion for multiple application detection)
    • Complete overview for multiple applicants
  • Automatic confirmation of receipt
    • Across all applications
    • Indidivudally for each job opening
  • Recommend applications with feedback
  • Video short introduction in the application form (with partner Cammio)
  • Conduct job interviews with Microsoft Teams
  • Screening questions
    • Use singularily or as collections
    • Embed into workflow
    • Use collections in forms
    • Weight answers for applicant ranking
    • Hide answers from selected roles
    • Hints for screening questions
  • Customize field schema configuration of applicant lists
  • Sort application attachments
  • Sort application attachments
  • Workflows
    • Customizable application status
    • Status changes with confidential documents
    • Automated status changes
    • Custom form fields
  • Store email address of HR service providers
    • Selecting the recipient of messages


Candidate Experience

  • CV parsing: Uploadin CV and have it read out
  • CV parsing: Use files stored in Dropbox
  • Apply with Xing profile
  • Apply with LinkedIn profile
  • Obtain applicant feedback by using questionnaires
  • Feedback with kununu


Hiring Requests

  • Create hiring requests
  • Create hiring request templates
  • Dashboard
  • Field schema configuration for setting mandatory as well as optional and hidden fields
  • Custom form fields
  • Deposit instructions for correct form filling for line management
  • Wage/Salary range in accordance with the requirements of the Pay Transparency Act
  • Upload file attachment
  • Approval process
  • Filters
  • Export to Excel
  • Create a new job opening from the hiring request or assign a hiring request to a job opening


Job Openings

  • Create job openings
  • Dashboard
  • Filtering
  • Field schema configuration to set mandatory as well as optional and hidden fields
  • Job Openings with different statuses (active, inactive, archived)
  • Link job opening with hiring requests
  • Select applicant form per job opening
  • Screening questions per job opening for applications
  • Matching: Automatic search of matching applications from other job openings
  • Attachments for job openings
  • Autogenerated reference numbers
  • Autogenerated internal name (for data transmission)
  • Use of permanent posts
  • Wage/Salary range in accordance with the requirements of the Pay Transparency Act
  • Capture of costs
  • Reminder
  • Overview of tasks related to the job opening
  • Comments on job openings
  • Copy job openings
  • Job opening history
  • Logging access permissions
  • Analysis of job openings
    • Graphical representation of important KPIs of the current job opening
      • Received Applications für Current time period
      • Received Applications over Time

      • Received Applications in Total

      • Page Views per Application Portal

      • Application Ratio by Rating

      • Received Applications by Source

      • Reasons for Rejection

      • Applicant Feedback

      • Applicant Feedback: Text Responses

      • Application Idle Times

      • Indication of poor performance and offer of support

Job Publications

  • Job opening with job advertisement (job publication)
  • Create job publication
  • Create job publication template
  • Field schema configuration to set mandatory as well as optional and hidden fields
  • Unsolicited job openings without job publication (application form only)
  • Publication period to be planned individually
  • Set images if desired incl. slider per job publication
  • Set images for social media
  • Privacy-compliant video embedding
  • HTML editor for text input
  • Customise the job advertisement with custom code
  • Search engine optimisation of job advertisements

    • Creation of the short description using AI

  • Security through signed links (JWT authentication)
  • Display benefits in job advertisements (also with FontAwsome icon)
  • Several application buttons in the job advertisement
  • Change the labelling of the application buttons

  • Create a job video for external publication

  • Output job advertisements as PDF
  • Send job advertisemens by email with zip HTML and/or PDF attachment
  • Copy job publications


Job Boards

  • Interface connection of a large number of external job boards with booking via the d.vinci system
  • Submit job advertisements to our media team for posting on suitable job boards
  • Interface with application import
  • Interface with StepStone QuickApply
  • Iframe integration for job boards


Events

  • Extention module chargeable
  • Dashboard
  • Create events
    • Determine maximum and optimal number of participants
    • Determine observers
  • Workflow integration: invite applicants via status change, with attendance reservation and confirmation


Reporting

  • Reporting dashboard with personalized reports
  • Charts with parameters for
    • Application entries
    • Status changes
    • Candidate feedback
    • Application structure
    • Process times
    • Waiting times
    • Time to hire
    • Time to appointment
  • KPIs for process times
    • Time to hire
    • Time to appointment
    • Processing time
    • Feedback time
  • Idle time chart for dwell time per application status
  • Excel raw data export with time period, filters, report type
    • Applicant Feedback
    • Application Status Transition
    • Applications
    • Appointment Participants
    • Appointments
    • Events
    • Job Opening Costs
    • Job Openings
    • Permanent Posts of Job Opening
    • Process Times
  • Sources
  • Reasons for rejection
  • OData reporting interface for the transmission of reporting data to external business intelligence systems or for use in Excel


Career Portal / Intranet

  • Portal designer
    • Texts
    • Images
    • Layout
    • Language per portal
    • Access protection
  • Create multiple portals with different layout and content
  • Dedicated section for security-related configurations
  • Copy layouts for different subsidaries
  • Copy application portals and jop publication channels
  • Job offers
  • Application forms
  • Automatic setting of special characteristics
  • Support for tracking tools (e.g. Google Analytics)
  • Support for consent management
  • Integration with customer website in form of
    • iFrame
    • New window
    • Interface to CMS and job boards (XML, Jason)
  • Multiposting


Job List with filters (JavaScript widget)

  • Configuration of job lists for different purposes
  • Copy job lists
  • Easy integration into websites regardless of the CMS used
  • Filter for job offers
    • Google Maps 
    • Keyword search
    • Organizational units
    • Company
    • Category
    • Location
    • Target group
    • Language
  • Hit list
  • Marking new vacancies
  • Neutral layout with responsive webdesign
  • Configurable by the customer
  • Target group oriented configuration
    • Corporate design layout
    • Individual labels of filters


Administration & Configuration

  • Personalize menus
  • Access administration menu without leaving page
  • Search administration menu
  • User, user groups
  • Export users as excel list
  • Filter users
  • Restrict user login by date
  • Roles and permissions
  • Reorganize organizational structure
  • Correspondence templates (emails and letters) incl. HTML editor for text input
  • Letter templates (2 layouts for any number of templates)
  • Document template according to DIN-5008: Type B
  • Email-Templates with layout and footer
  • Define signing authority for users
  • Master data
    • Categories
    • Companies
    • Contract periods
    • Degrees
    • Employee benefits
    • Function groups
    • Keywords
    • Locations
    • Occupational groups
    • Pay grades
    • Reasons for rejection
    • Screening question collections
    • Sources
    • Special characteristics
    • Target groups
    • Test methods
    • Types of cost
    • Working times
  • Media
  • Email sender for correspondences
  • Job publication channels
  • Own SMTP server at the customer
  • IP access restrictions
  • Exceptions for IP access restrictions
  • License properties viewable
  • Address in system emails (formal/informal) configurable
  • Daily email notifications for new applications and tasks
  • Status-independent viewing permissions for special characteristics


Interfaces (APIs)

  • Job openings (REST-API)
  • Job publications (REST-API), RSS feed possible as well
  • Applications/ Persons (REST-API)
  • Attachments for applications (REST-API)
  • Status changes (REST-API)
  • Jop opening changes (REST-API)
  • Form fields (REST-API)
  • Hiring requests (REST-API)


Help Menu

  • Article-based help portal (knowledge base) with knowledge articles, instructions, guides, etc.
  • Context-sensitive help: Open help article for displayed d.vinci page
  • Provide contact information for the human resources department
  • Contact to the d.vinci support