Tips & Tricks

WHAT IS THE TIP?💡 Have you ever wanted to see more information in your table, combine a list of applications with a list of their other submitted applications, freeze the first X columns for easy horizontal scrolling or include hyperlinked items? Continue reading to find out how to improve your table to work for you, with our 4 tips on how to set a better table!WHAT IS THE TIP? Freezing columns Adding hyperlinks to a table layout Expandable tables with child objects Read only BENEFITS CONSIDERATIONS  COSTS ADDITIONAL INFORMATION: Freezing columns💡 Tired of scrolling back and forth in a table to find the information you are looking for? Fixing the number of columns you need with “Fix Visible Left Columns” will allow you to keep key information fixed to the left of the table.📌 Pro Tip: Combine with icons for lookup values to make the data standout when scrolling🔧 Use case: Using a large table of data or users working on small screens Fix Visible Left Columns set to 4 Table layout

WHAT IS THE TIP?💡 Save time when editing forms by dragging new items, labels, or sections straight into place - no more dragging from the bottom!WHAT IS THE TIP? Add new fields, labels, or sections exactly where you want them BENEFITS CONSIDERATIONS  COSTS NEXT STEPS Add new fields, labels, or sections exactly where you want them💡 When editing forms in Level 1 config, it’s tempting to just single-click the Add Item, Add Label, or Add Section buttons on the left. But doing that automatically places your new item right at the bottom of the form - meaning you’ll then have to scroll, drag, and fiddle with positioning to get it where it actually needs to be.Instead, click and drag your chosen item from the left-hand menu into the form layout, and drop it exactly where you want it to go. It’s quick, tidy, and saves a lot of unnecessary scrolling. Drag and Drop to add a New Item 🔧 Use case: You’re adding a new diversity question to a well-organised form with grouped sections. Simply drag

WHAT IS THE TIP?💡 Use placeholders to store reusable text – like team email addresses, signatures, or standard messaging - that you can insert across email templates, status messages, letter templates, contracts, and even some system labels. If the text ever changes, just update the placeholder and it updates everywhere it’s used. No more hunting through dozens (or hundreds!) of templates.WHAT IS THE TIP? Create a placeholder for your team email address Use placeholders to manage your standard recruiter signature block Think beyond just emails - placeholders also work in letter templates, status messages, and some system labels Keep the placeholder name simple, clear, and consistent BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Create a placeholder for your team email address💡 Placeholders are brilliant for standardised text that appears in multiple templates. For example, instead of hardcoding recruitment@company.com into 35 email templates, create a placehol

WHAT IS THE TIP?💡Tired of wrestling with related questions in your applicant searches? What if you could effortlessly connect related criteria and filter your talent with laser precision? Discover how our Grouped Search feature can unlock a faster, simpler way to find the perfect candidates – keep reading to see how!WHAT IS THE TIP? Grouped Search Grouped With Another Criterion  BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Filtering the applicants you do or don’t want to see can be a complex task, with the “Group/Grouped with another criterion” option you can seamlessly link connected items together to enhance your search capabilities. With so many options to choose from, you may sometimes wish you could filter another way to re-define your overall results. With the “Group/Grouped With Another Criterion” options, help is at hand.  Image of search criteria box with Group/Grouped with another criterion highlighted Grouped Search💡Instead of creating separate searc

WHAT IS THE TIP?💡 Instead of just having brilliantly named buttons to guide your candidates through the process, you can add a touch of personalisation too!Wherever you have a candidate facing button, you can include a data path into the name to personalise the message that is displayed.WHAT IS THE TIP? Personalise Your Call to Action Buttons BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Personalise Your Call to Action Buttons💡 Add a personal touch by including information that is specific to your candidate within your call to action buttons. 🔧 Use case: You could include your candidate’s name within a button to encourage more interaction, such as inviting them to an interview or presenting them with their offer. An example of including the candidate’s name within a button 🔧 Use case: You could present specific information which is relevant to them at this point in their recruitment journey with you, such as inviting them to confirm consent to contact a referee

WHAT IS THE TIP?💡 Mark your calendars and book your spot for the Oleeo European Success Summit 2025 – the event of the year for recruitment professionals! Taking place on July 2nd, 2025, this is your chance to gain exclusive insights, experience cutting-edge recruitment innovations, and network with industry leaders.WHAT IS THE TIP? BENEFITS CONSIDERATIONS  COSTS NEXT STEPS REGISTER ADDITIONAL INFORMATION:BENEFITSStay Ahead of the Curve – Discover the latest trends in recruitment technology and talent acquisition strategies. Expand Your Network – Connect with top professionals, industry experts, and peers. Exclusive Learning Opportunities – Attend expert-led sessions, panel discussions, and hands-on demos of the latest innovations. Inspiration & Innovation – Leave with fresh ideas to take your recruitment strategy to the next level.  CONSIDERATIONS 📅 Spots are limited, so early registration is key.📍 The event takes place at Nomura, 1 Angel Lane, London, EC4R 3AB – plan your tra

WHAT IS THE TIP?💡 Get the best experience from our delivery and support teams - follow these top tips on how best to raise your Sugar cases!WHAT IS THE TIP? Raising a Support Request Raising a Change Request BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Raising a Support Request💡 Information is power! When something isn’t working, you want the quickest fix - providing as much information as possible is key to us supporting you, and the right kind of information is crucial. 🔧 For Example: You may have spotted something unexpected, it could be that something intermittently occurs or perhaps you’ve noticed that something is not responding as it should. Here are some things we’d love for you to add to your request:What: What is the issue you are experiencing? What function, feature or action is it related to? What user and profile is experiencing the issue?Where: Where are you seeing the issue? What vacancy id or application id is being impacted? What application,

WHAT IS THE TIP?💡 Get the full picture of why candidates leave your process! Instead of using a single withdrawal status, why not create multiple statuses for different stages? This allows you to track when and why candidates withdraw, enabling better reporting and insight into drop-off trends.WHAT IS THE TIP? Categorise Withdrawals by Process Stage Use Reporting to Compare Withdrawals vs. Rejections BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Categorise Withdrawals by Process Stage💡 Don't lump all withdrawals into one status - instead, set up distinct statuses for each stage, such as:Withdrawn - Apply Stage (before screening) Withdrawn - Screening Stage (post-screening but before interview) Withdrawn - Interview Stage (after scheduling or attending an interview) Withdrawn - Offer Stage (after receiving an offer)If all withdrawn candidates are moved into one status, you lose valuable data about where they exited. Instead, having withdrawal statuses defined by 

 WHAT IS THE TIP?💡 Sometimes finding applicants with the skills or qualifications to fill talent gaps is like looking for a needle in a haystack. Using the ‘Full Text Search’ feature can help you to proactively search your full applicant database to identify talent that may be right under your nose.    WHAT IS THE TIP? How to get started  Refine your results Add a snippet  BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: How to get started 💡 The Full Text Search feature looks for key words or phrases that appear anywhere in the applicant’s record i.e. application form, CV or cover letter. Boolean search operators (“AND”, “OR” and “NOT”) can be applied to make the search even more precise. You can find the Full Text search feature two ways.In the Left Hand Menu within ‘My Tasks’ menu. Left hand menu with Full Text Search highlightedIn the Left Hand Menu search tool, start typing ‘Full Text Search’ and the link to the tool will be listed. List displayed when searchi

WHAT IS THE TIP?💡 Candidate feedback is your hidden treasure map in your quest for gold. Did you know that you can elevate your feedback strategy by improving on how you capture your candidate feedback in the system?A great candidate experience creates brand ambassadors and has been shown to have a positive effect on all hiring metrics.Maybe you are looking to improve your candidate experience and want to understand where in your process to focus your attention or perhaps you wish to report improvements after implementing a change. It could even be that you are wanting to understand why candidates are not sticking with you to the end, or are just looking to understand your candidate experience overallIf so, here are some things you can do with the configuration of the system to build your own treasure map.WHAT IS THE TIP? How can I collect feedback? When can I ask for feedback? What can I ask? How can I report on it? BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION

WHAT IS THE TIP?💡 Embedding documents into your process via forms, table layouts and also in the candidate summary can be a time saving exercise. Allowing you and your team to quickly find the relevant document that has been uploaded into or generated by the ATS.WHAT IS THE TIP? Latest Generated Document In A Table Layout Latest Generated Document In The Candidate Summary Document In A Table Layout Document In A Form BENEFITS CONSIDERATIONS COSTS NEXT STEPS ADDITIONAL INFORMATION:Latest Generated Document In A Table Layout💡 Perfect for contracts/offer letters, always having the most up-to-date version of the document.Did you know you can pull the latest letter that the system has generated into forms and table layouts? This allows you to always refer to the latest document, while keeping an audit in the application history of any previous versions.Simply include an action group for the relevant letter into the below datapath and include it within your application data dictionary.

WHAT IS THE TIP?💡 Stay alert and in the know - Set up tailored personal alerts in addition to automatic process emails to keep up to date with what is important to you. Every system is set up to send emails at certain trigger points within the process, however there can be times when you would like to be informed outside of that process. You can easily control this yourself by setting up some alerts in the system.WHAT IS THE TIP? Saved Search Alerts Candidate Alerts Job Alerts Process Emails (Configuration Required) BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Saved Search Alerts💡 Create a personal alert from a saved search and you will be notified by email whenever your criteria is met, allowing you to take prompt action. Example of a search for candidates withdrawing from a specific vacancy Example of the save window - appearing once Save as New Search is selected, where you can tick Alert me when applicants are modified. NB: Your search needs to be private

WHAT IS THE TIP?💡 Finding the ROI of any recruitment campaign or job board posting has been made simple and easy with ad hoc source tracking, you can track the number of applications you are receiving from sources like our Indeed Apply, LinkedIn job posting, Multi-poster as well as custom advert URLs for manually posted sources.WHAT IS THE TIP? Adhoc Referrer Reporting Ask The Candidate Google Analytics BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Adhoc Referrer Reporting💡 Previously, it wasn't easy to report on the source of the application when using our adhoc referrer token as part of the URL (e.g /candidate/so/pm/1/pl/3/opp/38-Project-Delivery-Manager/en-GB?adhoc_referrer=source_name) meaning that it was hard to measure the return on investment on either recruitment marketing strategies, investments on specific job boards or job posting integrations.This is now a thing of the past, you can start pulling this information into statistical reports and display

WHAT IS THE TIP?💡 Updating items in bulk is a game-changer for managing your data efficiently in Oleeo. Whether you're updating fields, forms, or multiple rows at once, bulk actions save time and ensure consistency.WHAT IS THE TIP? Spreadsheet Mode: Edit Like a Pro Bulk Update Fields: Apply Uniform Changes Bulk Form Updates: Simplify Data Entry Uploading Screening & Interview Feedback: Streamline Offline Reviews BENEFITS CONSIDERATIONS COSTS NEXT STEPS ADDITIONAL INFORMATION:Spreadsheet Mode: Edit Like a Pro💡 Perfect for quick updates across multiple vacancies or applications.Did you know you can activate Spreadsheet Mode directly in your results view? This allows you to update fields as though you were editing an Excel spreadsheet - with all the ease included. Simply select the spreadsheet mode icon to activate; click into a cell, add or change the value, and save your updates - all without navigating to individual records. Symbol to activate ‘spreadsheet mode.’ Updating an

WHAT IS THE TIP?💡 Utilise our many QR code functions when having a laptop open is way too much hassle. There are a number of QR code tools on the system that can help recruiters, interviewers and candidates to perform certain actions via a mobile device quickly and simply. These include:To advertise your vacancies/opportunities to candidates To confirm event attendees as attended for face to face events To access a candidate’s full application that appeared in your CV/Resume Print Book To confirm applicant attendance at face to face interview, testing or uniform fitting. WHAT IS THE TIP? Advertise your Vacancy/Opportunity with a QR code Delegates setting themselves as attended at face to face events CV/Resume Print Book QR Codes for a deeper dive  Instant Status QR Codes BENEFITS COSTS NEXT STEPS ADDITIONAL INFORMATION: Advertise your Vacancy/Opportunity with a QR code💡 Retrieving an advertisement or direct apply QR code for an opportunity is super easy. In the posting tab of an

WHAT IS THE TIP?💡 Archiving is a great way to keep your system tidy and efficient.  This method ensures your system retains key data while keeping your active records manageable. WHAT IS THE TIP? How does it work?  Archive in Bulk or individually BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION:How does it work? 💡 Archiving is managed within the vacancy and automatically archives all associated applications. This approach means you don’t need to manually archive each application—saving you time and effort while maintaining a clean system.🔧 Use case: End of a Hiring Campaign: Once your hiring process is complete and you no longer need the vacancy active, archive it to remove it from your current workflows. Data Retention Compliance: Ensure you’re retaining application data in line with your organisation’s policies without cluttering your active dashboards.📌 Pro Tip: Before archiving a vacancy, ensure all necessary reporting has been completed. Once archived, the va

WHAT IS THE TIP?💡 Have you ever wondering where all of your hours go? Is it the candidate, hiring manager, recruiter or inefficiencies in your process that eats up all of your time.The Time in Stage reporting suite can help identify the areas of focus with actionable insights of where time is slipping away from you, by reporting how long your candidates are spending in each stage of your recruitment workflow.WHAT IS THE TIP? Setup different status groups to tell a story Compare the candidate experience for successful vs unsuccessful hires BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION:📝Data used in this tip are taken from our Customer Success demo site, figures shown are not representative of actual recruitment timeframes.  Setup different status groups to tell a story💡 Tell a story - What is your overall time to hire? How does that break down?.... set up a couple of different status groups to present different answers to your questions and display them together

As we count down to the new year, we want to wish you a fantastic start to 2025! 🎉Let’s make it a year filled with success, innovation, and plenty of helpful insights.Speaking of insights… we want to hear from YOU!👉 What kind of tips would you like to see in the community next year?More how-tos? Best practices from other customers? Hidden gems in the system? Anything else?Drop your suggestions in the comments below! Your feedback will help us make 2025’s Tip Tuesdays even better.Here’s to a happy, healthy, and productive new year from all of us at Oleeo! 🥂

WHAT IS THE TIP?💡 Pulling a Configuration Report from your Config environment is like creating a detailed map of your system’s setup. Whether you’re managing forms, processes, table layouts, or decision actions, these reports give you a clear, exportable view of your current configuration. It’s a must-have for keeping track of where things are, what’s happening, and what needs changing.WHAT IS THE TIP? How to Pull a Configuration Report Forms: Know What’s Happening Processes: Follow the Flow Table Layouts, Autoscores & Decision Actions: Stay in Control BENEFITS CONSIDERATIONS COSTS NEXT STEPS ADDITIONAL INFORMATION How to Pull a Configuration Report💡 Ready to get started? Here’s how to pull a Configuration Report to keep your system specifications at your fingertips.Navigate to Configuration > Config Push Options > Config Reports in the left-hand menu. Navigate to Config Reports Tick the areas you want to export, for example: Forms, Processes, Table Layouts, Autoscores

WHAT IS THE TIP? 💡 Vacancy Multi-forms are here to simplify your vacancy or event creation process. This feature allows you to split your forms into manageable sections, making collaboration seamless and ensuring each piece of information is handled by the right person at the right time.WHAT IS THE TIP? Break It Down, Build It Better Clarity BENEFITS CONSIDERATIONS COSTS NEXT STEPS ADDITIONAL INFORMATION Break It Down, Build It Better💡 Vacancy Multi-forms let you split your vacancy or event creation forms into smaller, manageable sections. Whether it’s sharing the workload or protecting sensitive data, this feature makes collaboration and control effortless. 📌 Pro Tip: Ideal for high-volume hiring or collaborative workflows where multiple stakeholders contribute to the process. 🔧 Use case: Collaboration Across TeamsA hiring manager enters vacancy basics, a departmental approver signs off, and a finance manager adds cost details—all without overlap or delays. Multi-forms can make

WHAT IS THE TIP?💡 Protect candidate information from prying eyes by making your system generated iCals private.WHAT IS THE TIP? Default your iCals to private meetings BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: Default your iCals to private meetings💡 You can set up the system so that any iCal that is sent automatically to recruiters, interviewers or co-ordinators is set as a private meeting by default. This means that when a candidate books onto a slot and the calendar invite updates with their name, and potentially their CV, their details are only shared with those who need to see that information. 🔧 Use case: Have you shared your calendar with a colleague? Do you want to protect an applicant’s details from other colleagues? Are you interviewing internal candidate(s) and want to protect their application(s)? If the answer to any of these are yes then this feature may help you. Example of a system generated calendar invite for an interview slot, created as a p

 WHAT IS THE TIP?💡Hold onto your hats folks, you may want to sit down for this.Effortlessly track bounced emails to ensure timely and reliable communication with all recipients. WHAT IS THE TIP? New Datapaths Create a Global Table Layout  Dashboard Widgets  Saved Search Alerts  BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: New Datapaths💡 First, you will need to add the following datapaths to your Application Data Dictionary in order to use in reports and table layouts.application.any_email_status.any:3This is a boolean search that indicates whether or not the application has ANY bounced emails.application.last_email_status.any:3This is a boolean search that indicates whether or not the LAST email sent bounced  📌 If you don’t know what a datapath or a data dictionary is, please reach out to your Supported User, System Admin or raise a Sugar Support case.   Create a Global Table Layout 💡 Create a global table layout to allow all users to view bounced emails in

WHAT IS THE TIP?💡 Keep your user list up to date and secure by setting an inactivity period after which users are automatically deactivated. WHAT IS THE TIP? How it works BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: How it works💡 By default, ATS users retain uninterrupted access until they are manually deactivated. To deactivate users automatically after a specified number of inactive days, a configuration value can be enabled, with a defined number of days of inactivity. 🔧 Use case: Team members are required to complete refresher training if they have not recruited within six months. The system will automatically deactivate their account after a period of inactivity, prompting them to contact the recruitment team for access and flagging the need for training. 😊 Will this help your team ensure system admin doesn't slip through the cracks?  BENEFITSEnsure users list is up to date. Keep your data more secure ensuring users who do not require access are unable to

WHAT ARE THE TIPS?💡 Here are our top 10 things that you wish you knew but were afraid to ask.WHAT ARE THE TIPS? 1 - Widget layout templates for Report Hub 2 - Maximise your view 3 - Naming convention for stats reports 4 - Hiding the tooltip for sensitive data 5 - Toggling the chart 6 - Top X or full year results 7 - Layout cloning 8 - “Are you receiving me?” 9 - Want a monthly or yearly report to land in your inbox without manual intervention?​​​​​​​ 10 - Make your email stand out BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION: 1 - Widget layout templates for Report Hub💡 Save time and stay organised by creating reusable widget layout templates. These templates allow you to maintain consistency while building reports in the Report Hub creation menu.🔧 Use Case: Quickly apply pre-set layouts to new reports, perfect for teams sharing similar reporting requirements. Widget Layout template selector 2 - Maximise your view💡 Not everyone uses a second monitor, la

WHAT IS THE TIP?💡 Searching is now easier! Use shortcuts for quick, numeric searches. Need to find a specific skill across an entire candidate application? Try our full-text search shortcut.WHAT IS THE TIP? But First… Some Information…  Numerical Wildcard Searching Navigate Directly to an Application Navigate Directly to a Vacancy Full Text Searching BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION:But First… Some Information… We’ve improved how the quick search processes certain searches. From now on, if you type in a number then the quick search will ONLY search IDs which makes the search run significantly faster. This will work for an exact or partial match of say an Application ID or Vacancy ID.  It will no longer search for numerical values as a wider search in a field such as a vacancy title for example.This will help our larger customers with their speeds as the system is now no longer having to return several results.  Example of a numerical search returni