Version: v2024.23

TABLE OF CONTENTS

• General Features
• Applicant Tracking
• Candidate Experience
• Hiring Requests
• Job Openings
• Job Publications
• Job Boards
• Events
• Reporting
• Career Portal / Intranet
• Job List with filters (JavaScript widget)
• Administration & Configuration
• Interfaces (APIs)
• Help Menu

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
• Users Authorized to Issue Instructions
• 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
• Comparison of the attachments of multiple applications
• Virus scan of attachments
• Dashboard and application list filters
• Export application lists to Excel
• Application 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 communications 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 lists at
  • Application Attachments
  • Application Portals
  • Job Advertisement Template
  • Job Publication Channels
  • Questionnaires
  • Media
  • Layouts
• Workflows
  • Customizable application status
  • Status changes with confidential documents
  • Automated status changes
  • Custom form fields
• Store 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
• Dashboard
• Field schema configuration for setting mandatory as well as optional and hidden fields
• Create hiring request templates
• 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 application 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
• Analysisof 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
• Search engine optimisationof 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
• Multiposting

Events

• Events 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 grafic reports
• Charts with parameters for
  • Application entries
  • Status changes
  • Candidate feedback
  • Application structure
  • Process times
  • Idle times
  • Time to hire
  • Time to appointment
• KPIs for process times
  • Time to hire
  • Time to appointment
  • Processing time
  • Feedback time
• 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

• Layout management 
  • 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 job publication channels
• Job advertisements
• 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)

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 lists
  • Google Maps 
  • Keyword search
  • Organizational units
  • Company
  • Category
  • Location
  • Target group
  • Language
• Hit list
• Marking new job advertisements
• Neutral layout with responsive webdesign
• Configurable by the customer
• Target group oriented configuration
  • Corporate design layout
  • Individual labels of filters

Administration & Configuration

• Personalize menu
• 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