Tips & Tricks

 WHAT IS THE TIP?💡Want to find answers in the Oleeo Community faster? The platform is packed with a wealth of information; from ATS navigation guides to self-configuration tips and the latest feature updates. You can quickly pinpoint what you need using exact phrase matching, category filters, and tags. Or better yet, skip the search entirely and ask the Oleeo AI Assistant for instant, step-by-step guidance right within your system. WHAT IS THE TIP? Exact Phrase Matching (" ") Category & Status Filters Topic Tags & Wildcards (*) AI Assistant (Inside the ATS) BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION Exact Phrase Matching (" ")💡Searching for multiple words without quotes often retrieves posts where those terms appear anywhere on the page, not necessarily together. Go to the search bar at the top of the Community. Enclose multi-word terms, exact feature or product names, in double quotes (e.g., "Data Dictionary", "Vacancy Templates", or "Interview N

WHAT IS THE TIP?💡Take the manual work out of keeping everyone informed! Oleeo can automatically send emails to hiring managers, internal teams and other stakeholders as candidates progress through recruitment or vacancies move through different stages.By building these notifications into your recruitment workflows, you can help ensure the right people receive the right information at the right time, without having to send individual updates.WHAT IS THE TIP? Why Automate an Email? BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION Why Automate an Email?💡Automated emails can be configured within both application and vacancy process flows, triggered when a particular stage is reached or an action takes place.Think about how many people might need to be kept informed throughout a recruitment process. From hiring managers and interviewers to IT, Payroll and other internal departments, a single change can mean multiple emails and follow-ups.Rather than relying on recruiters

WHAT IS THE TIP?💡When was the last time you properly reviewed your Application Centre? Your Application Centre is where candidates search for opportunities, find out more about your organisation and start their application, so it's important that it's giving them the best possible experience. But once it's set up, it can be easy to leave it ticking along while links change, policies are updated, branding evolves and information becomes outdated.We recommend giving your Application Centre a full audit at least once a year. Follow these 10 simple steps to check what's working well, spot anything that needs a refresh and identify opportunities to make the candidate journey even better. WHAT IS THE TIP? 1. Can candidates find your Application Centre? 2. Does it still look and feel like you? 3. Are your policies and declarations up to date? 4. Is it accessible and easy to navigate? 5. Can candidates find the right opportunities? 6. Are your job adverts doing their job? 7. Can candida

WHAT IS THE TIP?💡Job alert emails have got better! Instead of candidates receiving an email each time a vacancy matches their job alert criteria, you can now roll all these up into a daily soundbite email to the candidate.WHAT IS THE TIP? Create a Daily Job Alert Notification For Your Candidate! BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION Create a Daily Job Alert Notification For Your Candidate!💡A new config key and data paths have been released! This means that you can now set up one daily round up email for each job alert instead of having an individual email for each position. The email can contain information showing:The number of new positions that have been made available that match the candidate’s search criteria The name of their job alert A filtered link, taking them to a list of ALL available positions that match their specific job alert criteriaNot only will this reduce the noise in a candidates email box, they will also have access to view all positi

WHAT IS THE TIP?💡At Oleeo, we’re all about letting technology handle the automated tasks while you focus on high-value, human-centric work. Our Community platform is no exception.We know you love staying up to date with Community content, but you also have a day job to do. That’s why we’ve made it simple to ‘Subscribe’ to different areas and get updates delivered straight to your inbox. WHAT IS THE TIP? Subscribe to page updates Follow that thread BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION:Subscribe to page updates💡Easily manage your subscriptions in one central place so you always stay up to date on the latest Oleeo news and resources. Ensure you have logged into your Community account or register for an account.  When you log onto the Community, scroll down and look for ‘My Subscriptions’. Click on the pages you wish to receive email notifications for updates. To ‘Unsubscribe’, click the button again.  The list of notifications include: Events - Conferences,

WHAT IS THE TIP?💡 Use the Embed Media field to add 3rd‑party videos (for example YouTube or Vimeo) and the File Library Sharing feature to insert high‑quality photos into your Talent Engagement adverts and job adverts. Visual storytelling instantly elevates your advert, helping candidates connect with your employer brand before they even apply.WHAT IS THE TIP? Why use embedded video and library images How to embed a video How to insert photos from the File Library BENEFITS CONSIDERATIONS COSTS NEXT STEPS ADDITIONAL INFORMATIONWhy use embedded video and library images💡 Multimedia helps candidates form an immediate impression of your culture, role and workplace. Embedding a short YouTube or Vimeo video (a welcome from the hiring manager, a site tour, or a day‑in‑the‑life) paired with compelling photos from your File Library creates a richer advert that increases engagement and reduces drop‑off. 🔧 Use case: You're recruiting for a regulated, high‑volume intake (for example a graduat

WHAT IS THE TIP?💡 Filter your Oleeo Case Portal to stay on top of your support and change requests without getting lost in old tickets.WHAT IS THE TIP? Filter to only show open cases Use the "%" wildcard for flexible searching BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Filter to only show open cases💡 Instead of scrolling through years of history, you can narrow down your view to show exactly what's being worked on right now. Click the Build Filter button next to the search box, choose Status from the dropdown, select the operator is not any of, and pick your closed statuses like "Deployed to Live", "Resolved", "Training Delivered", and "Shelved". This keeps your view completely focused on what matters today. 🔧 Use case: You are an Oleeo supported user and you need a quick, clean overview of every pending query or active system change without old completed cases getting in the way. The "Build Filter" dropdown menu with "Status", "is not any of", and the selec

WHAT IS THE TIP?💡 Managing large recruitment programmes often means hiring across dozens (or even hundreds!) of vacancies. Rather than tracking progress in spreadsheets, Campaign Hiring Targets allow you to monitor hiring activity in one place and understand exactly how close you are to achieving your recruitment goals.The best part? There are two ways to use it, depending on how you recruit.Campaign Hiring Targets allow you to:Set an overall hiring target for a campaign. Automatically total hiring targets set across multiple child vacancies. Monitor progress towards an overall recruitment goal. View positions filled and outstanding across an entire campaign. Drill into individual vacancies when more detail is needed.WHAT IS THE TIP? Gain a High-Level View Without Losing Detail Track Targets Set on Individual Vacancies Set a Hiring Target at Campaign Level BENEFITS CONSIDERATIONS  COSTS NEXT STEPS Gain a High-Level View Without Losing Detail💡 Campaigns provide a useful single sour

WHAT IS THE TIP?💡 Keep your carefully curated content pinned to your candidate’s page as they scroll!WHAT IS THE TIP? ‘Sticky’ Talent Engagement Adverts BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: ‘Sticky’ Talent Engagement Adverts💡 If you use our Talent Engagement functionality, you can easily update your branding files (or ask us to do it for you!) to ensure your key sidebar adverts and call-to-actions don't disappear when candidates scroll down a long page on a computer browser. 🔧 Use case: We often have a long list of vacancies but want our job board visitors to engage with the video message from our CEO, so having it visible as much as possible will help with engagement.  Example of a Job Page without pinning the Talent Engagement advert Example of a Job Page with the Talent Engagement advert pinned as the candidate scrolls down 📌 Pro Tip: Before applying this update, take a look at what content you currently have sitting in your right-hand sidebar. High

WHAT IS THE TIP?💡At our recent Success Summit, Best Practice Bingo was back by popular demand. We shared 9 practical tips and hidden gems designed to help customers work smarter, save time and get even more value from Oleeo. Whether you joined us at the event and would like a refresher, or couldn't make it this time, here's your opportunity to explore all nine tips in one place.WHAT IS THE TIP? Tip 1: Ad hoc Referrer Reporting Tip 2: Archiving Automatically as Part of a Process Tip 3: Candidate Summary View  Tip 4: Embedding Documents Tip 5: Career Site - Lite Tip 6: Automatically Populate CRM Campaigns Tip 7: One Time Form for Feedback Tip 8: File Library Enhancements Tip 9: Advanced Email Branding ADDITIONAL INFORMATION: Oleeo 9 x Bingo Best Practice Tips  Tip 1: Ad hoc Referrer Reporting💡Optimise Job Board Spend: Use ad hoc source tracking and custom URLs to monitor application volumes across Indeed, LinkedIn, and manual postings to easily measure recruitment campaign ROI

WHAT IS THE TIP?💡 You and your team have spent a lot of time developing, curating, and embedding your employer brand. When candidates interact with your organisation, you want that expertly crafted brand to thread through every single touchpoint, ensuring your unique culture is conveyed clearly and consistently.To help you achieve this, Oleeo offers a suite of features and products specifically designed to bring your employer brand to life.WHAT IS THE TIP? Fully Branded Email Templates  Enhance Your Home Page and Job Board Branding  Vacancy List vs Tile view? Career Site Lite! BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Fully Branded Email Templates 💡Think about how many emails a candidate receives during their hiring journey. Oleeo’s email branding tools allow you to move away from plain text and deliver a cohesive, visually engaging experience right into the candidate's inbox.By utilising our branded email features, you can: Capture Attention: Include your

WHAT IS THE TIP?💡Attach files, store documents and share information with your applicants with our enhanced File Library! This new centralised hub is perfect for storing all those essential assets that you want to share.WHAT IS THE TIP? Create a Shareable Link Go Pro! Upgrade for More Storage Space BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION:What is the standard File Library? Historically it was really an image library; where you were able to store images, logos and email templates in the file library to use in your CRM campaigns, candidate emails and on your candidate facing pages.What is the enhanced File Library? Oleeo's file library’s new enhanced feature allows you to upload and store documents (JPEG, PDF, PNG, .DOC) as well as images - which you can now either attach, embed or share with your applicants using a shareable link embedded into your candidate emails for them to click and download. Attach More than Just an Image File💡 You can now add documents

WHAT IS THE TIP?💡Use One Time Forms to collect candidate feedback or sensitive application data without forcing candidates to log in! It is fast, secure and tied directly to the application record - perfect for candidate feedback, staged data collection, compliance and follow-up screening.WHAT IS THE TIP? BENEFITS CONSIDERATIONS & BEST PRACTICES COSTS NEXT STEPSWhat is a one time form? A One Time Form (OTF) is a secure, single‑use, tokenised form instance that you send to a user (usually the candidate) by email. The link in the email bypasses the normal login and opens the specific form instance directly. Once the candidate submits, that token is permanently invalidated -any further clicks return “Form already completed” or “Link expired.” It also creates a record in the history!Example of a One Time Form requesting information for an Oleeo Event 🔧Common Use Cases: Candidate Feedback: Send a short post‑interview or post‑process feedback form to capture candidate experience withou

WHAT IS THE TIP?💡 Automatically populate your CRM campaigns from your recruitment process flow! The exciting thing is that it will work in your talent pool and event flows too!You can set up process actions within your process flow to automatically add and remove candidates as you progress them through their journey, all based on a config saved search! This will give you the confidence that all the right candidates get the right communication!WHAT IS THE TIP? Automatically Add Candidates To Your CRM Campaigns Step 1. Add the Process Actions to your process flow Step 2. Set up your Config Saved Search Step 3. Link your CRM campaign to your Saved Search BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Automatically Add Candidates To Your CRM Campaigns💡Automatically populating your CRM campaign contacts from your process flow removes the need for your Oleeo users to do this manually!  🔧 Use case: I am a recruiter working for an organisation with a long pre-employme

WHAT IS THE TIP?💡 Take your email branding to the next level by using the Advanced Edit email templates and Source Code functionality to create high-impact, automated emails. Following on from our previous tip on basic email branding, this "build-along" guide shows you how to use BBCode and structured HTML in both our Advanced Edit and Simple email templates to ensure your system-triggered emails look professional and remain consistent across every candidate touchpoint.WHAT IS THE TIP? ‘Advanced Edit’ Templates ‘Simple’ Email Templates BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: 🔧 Use case: You are an organisation who cares about your brand impact. You want to maximise candidate engagement and experience at every touchpoint from within your process flow. ‘Advanced Edit’ Templates💡Our advanced edit templates can produce engaging and attractively branded emails from within your process flow, however it does require some knowledge of BBCode (an alternative to HT

WHAT IS THE TIP?💡 Bypass the noise and restore integrity to your hiring, using Oleeo Select! Validate the “WHAT” and the “HOW”.With the rise of generative AI, CVs are changing. It’s becoming harder than ever to distinguish between a "perfectly prompted" CV and a candidate with the actual expertise you need.WHAT IS THE TIP? WHY YOU'LL LOVE IT HOW TO GET STARTED COSTS ADDITIONAL INFORMATIONWATCH OUR KEYNOTE ON-DEMAND Oleeo Select is our selection intelligence engine. Instead of just "sifting" through keywords (which can be easily gamed), Oleeo Select acts as a corrective lens, helping you discover the true potential of every candidate through a 3D view of their capabilities.​To get the most out of Oleeo Select, you can now evaluate two critical dimensions of a candidate simultaneously:Technical Skills (The "What"): Our AI doesn't just look for words; it audits actual achievements. It analyses the context of a candidate's previous roles to ensure their experience is anchored in real-worl

 WHAT IS THE TIP?💡 Enhance your Oleeo experience by leveraging Table Layouts and the "Expand Row" feature! This allows for quick access to related information, improving efficiency for recruiters, hiring managers, and system administrators alike.WHAT IS THE TIP? Why Use Child Layouts? Examples of Effective Child Layouts BENEFITS CONSIDERATIONS COSTS NEXT STEPS ADDITIONAL INFORMATION:Why Use Child Layouts?Oleeo's Table Layouts (also known as Layout Listings) are powerful tools for displaying data in a clear, organised way. The "Expand Row" feature takes this a step further by allowing you to nest related information within a parent row. Instead of navigating to different pages or profiles, you can view essential details with a single click. Think of it as a "quick view" directly in your table!This is especially useful for:Enterprise Leaders: Get a high-level overview of key metrics without digging into individual records. Talent Professionals (recruiters, HR managers): Quickly access

WHAT IS THE TIP?💡Whether you are a new Oleeo customer or a customer who has been using the system a while, it is always wise to have a plan to keep your system data tidy! Not only will it make it easier for your users to find what they need, it can improve your system performance and make sure that you are compliant.WHAT IS THE TIP? Automatically Deactivate Your Vacancies Move Your Vacancies to a Closed Status Automatically Archive Your Vacancies Automatically Delete Your Vacancies X Years After Anonymisation Use Automation To Trigger All 4 Together! BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION:There are lots of different data management activities you can take against your vacancies and candidate applications within your Oleeo system - with this tip we aim to call out all the jargon, explain what each does and when/why to do it, with a bit of best practice thrown in there for good measure! 🔧 Use case: I am a recruiter responsible for multiple roles across se

WHAT IS THE TIP?💡 Duplicate accounts can degrade your data quality and disrupt the recruiting process. Maintaining a single profile per candidate is essential for accurate reporting, seeing a complete candidate history, and preventing different areas of the business from competing for the same person. Here is how you can use Oleeo’s duplicate detector to keep your database clean and your hiring process fair.WHAT IS THE TIP? How Duplicate Detection Works Duplicate Management Keep, Reject or Reassign?  Candidate Experience BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: How Duplicate Detection Works💡The purpose of the duplicate detector is to identify if a candidate has created a new account, using a different email address, to submit an application. Once a candidate submits their application, the duplicate checker identifies potential duplicates by comparing the new account details against prior applications.During system implementation, specific duplicate criter

WHAT IS THE TIP?💡The ‘Other Status’ tool is tempting, but it must be used wisely, sparingly and only by those who truly understand its impact.In this tip, we’ll guide you on when to use it and when to avoid the ‘Other Status’ option to manage your candidates.WHAT IS THE TIP? When NOT To Use It What If My Process Doesn’t Reflect What I Need To Do? How About When Testing - Can I Use It Then? When CAN I Use It? BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: ‘Other Status’ is accessed in the toolbar menu under Administration within the applicant record When NOT To Use It💡 Be extra cautious if using the 'Other Status' tool to skip stages! We’ve all been there: the workload is stacking up and you want to shave off every second possible. It seems harmless to save a few clicks by skipping straight to the desired stage - but tread carefully! Your system is built with multiple "hidden" actions triggered by the standard process flow. Bypassing these can cause a domino eff

WHAT IS THE TIP?💡 Our Oleeo Product Release Notes have always been published in the Community - but the way you’re notified is changing.Previously, we manually sent an email linking you to the latest release notes. We’ll no longer be sending those emails.WHAT IS THE TIP? NEXT STEPS ADDITIONAL INFORMATION:🚨 Important deadline: The final release note email sent via the old process will be on 9th February. If you don’t subscribe, you will no longer receive email notifications about release notes. 👉 To continue receiving release note notifications by email, you must subscribe to the Product Release Notes channel in the Community.When you subscribe:You’ll be automatically notified by email as soon as a release note is published You’ll stay informed on new features, enhancements, and fixes You’ll have ongoing access to all previous release notes in the Community, making it easy to revisit past updates at any time Updates will go straight to your inbox, without delay  NEXT STEPS✅ Take acti

WHAT IS THE TIP?💡Our Oleeo Community - The place to be for all things Oleeo!  We have made a single “go to” for all of your most common needs including: The Knowledge Base, Product Updates, links to upcoming Webinars and a whole host of how to guides and watch at leisure video content. We know 100’s of you are accessing our Oleeo Community every week, but we know there must be a whole host of people across all of our customers who are yet to discover it!WHAT IS THE TIP? Share the love, share the Oleeo Community! Encourage Self Service BENEFITS CONSIDERATIONS COSTS ADDITIONAL INFORMATION: Share the love, share the Oleeo Community!💡 Do you ever talk with your colleagues about our Community,  inspiring them to access the wealth of knowledge, support information and training that can be found there.. No? Why not! We would love for you to share the Community wider in your team’s, from Recruiters to Hiring Managers, to Screeners and Config Builders. There is going to be content on our Co

Here are your favourite tips from 2025!💡 We’ve rounded up the top 10 tips and tricks that you, our community, viewed and liked most in 2025. Dive into these fan-favourites and see how your peers are levelling up their ATS game this year.10. Striking Gold with Candidate Feedback!9. Branding Emails 8. Vacancy Management Dashboards, The Art Of The Possible!7. Harnessing 'Current User' For A Better User Experience6. Connecting the dots between Oleeo and Google Analytics (via Google Tag Manager)5. Using AI Effectively in Recruitment4. Dynamic Offer Letter Naming 3. CUSTOMER TAKEOVER - Make Dashboards and Table Layouts Work Harder with Icons2. CUSTOMER TAKEOVER - The Pursuit of Continuous Improvement! And at the top spot….1. Setting Up a Visual Progress Tracker for Candidates NEVER MISS A TIP!In three clicks you can subscribe and receive new tips straight into your inbox so you never miss a tip. First, click the ‘Community Form’ tab at the top and click ‘Tips & Tricks’ from the drop dow

From Us to YouAs the holiday season approaches, we want to take a moment to thank you for being part of our Community and for helping make 2025 such an incredible year.From the wider rollout of the Oleeo Community to the launch of our new AI products, it’s been a busy and exciting time - and we’ve truly loved having you with us on the journey.We hope the gift wrapping is nearly done and that you haven’t become too tangled in sticky tape! While you search for that missing pen to finish labelling presents, here’s a fun thought: What’s on your Oleeo wish list for 2026? Introducing AI support tools? Automating your recruitment journey? Boosting candidate engagement? Whatever it may be, we’re here to help turn those wishes into reality.Until then, may your days be merry, your inboxes light, and your cups filled with your favourite festive tipple. Wishing you a joyful holiday season from all of us at Oleeo. 🎄✨ 

 WHAT IS THE TIP?💡 Research shows that approximately two-thirds of candidates apply to jobs from a mobile device. To ensure you attract the best talent, your application form should be designed with the mobile user in mind; focusing on streamlining the application process, optimising content for small screens and using technology that enhances the mobile experience..   WHAT IS THE TIP? Implement Responsive Design  Optimise Job Descriptions Simplify Application Forms Streamline Communication Test Across Devices BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Implement Responsive Design 💡 Ensure your career site and application forms automatically adapt their layout to different screen sizes (smartphones, tablets, etc.) for a seamless user experience.📌 Pro Tip: Put your EVP front and centre with Oleeo’s mobile responsive Career Sites.  Optimise Job Descriptions💡 Mobile users tend to skim content, so structure your job postings for easy reading.Use concise, impa