Welcome to Screenloop!
As a new admin user, you're just a few quick steps away from being fully set up. You should have received an invite from your organisation. Once you’ve accepted the invite, set your password, and log in. Follow this guide to get started.
1. Review your User Settings
Click on your initials on the top right of the screen.
Select User Settings.
Navigate to User Details
Here you can edit your First Name, Last Name and Email, if needed.
Note: Changes to email must be confirmed via email verification for changes to be reflected.
Navigate to Security
Change your password if needed.
If your organisation requires two-factor authentication, click Setup under this section and follow the instructions.
2. Set up your Integrations
Navigate to Integrations
2.1 Connect your Calendar
Click Connect in the Calendars section. Select your provider and click Link Account.
Note: If Google is your provider, and you see the below option to 'Select what Cronofy can access' ensure to tick the below option.
You can now schedule interviews within Screenloop. Candidates can also book into your calendar when you're free with our automated emails and self-scheduling links, according to your email integration permissions.
You will be prompted to define your availability.
2.2 Updating your Availability
By default, candidates will not be able to book interviews during times you already have events in your calendar. Should you wish to block reoccurring slots in addition to your calendar events, follow the below steps:
Select Define Availability.
Deselect the slots you wish to exclude from your availability. They will turn white.
Click Save Availability in the top right.
Candidates will no longer be able to schedule meetings with you during the blocked slots, as well as during any other events in your calendar.
2.3 Connect your Email
Click Connect in the emails section. Select your email provider.
For Google, you will be prompted to 'Select what Screenloop can access', you need to Select All for the integration to work correctly.
Allowing ongoing access (see blue notice box below) is optional, but please note you will be prompted to reconnect in 6 months.
These permissions enable the following:
View your email messages and settings
Allows us to see email exchanges between you and the candidate, and display them in the candidates activity. Including emails sent via your email client.
Send emails on your behalf
Allows us to send emails you write from within Screenloop, as well as send out any configured email automations.
You should be directed back to the previous page and see a popup stating your email is now connected.
3. Download the Screenloop Chrome Extension
Download Screenloop's Chrome Extension here if you plan to use Interview Intelligence.
Click Add to Chrome in the top right
Click Add Extension
This will enable the AI Notetaker to do its magic in your interviews. No more manual note taking!
4. Configure Organisation Account Settings
To go to your Organisation Settings, Navigate to Settings in the left navbar.
4.1 Users
As an organisation Admin, you can invite team members to join Screenloop as new users. When inviting a member you must select the relevant role.
Under Settings > Users
Click Add User in the top right
Complete all the fields in the form
Select the Role for this user according to the level of permissions they should have. For more information on user permissions, see here.
Click Invite to create the user
Notify the user to accept their email invitation to join Screenloop.
Please remind users to follow our documentation on Onboarding for Basic Users to ensure their accounts and integrations are correctly set.
Confirm their Status in the status column:
Invited – The user has received an invite but hasn’t accepted it yet.
Active – The user has accepted the invite and can log in.
Inactive – The user can no longer log in to Screenloop.
4.2 Authentication
Enable your organisation to sign in with Google or a SAML2 Identity Provider by clicking Set up for one of the two options.
Follow the setup guidelines outlined in our documentation for the relevant provider:
For existing users, authentication setup will apply automatically without the need for a new account, or any further action.
4.3 Integrations
Applicant Tracking Systems
Only for TA Teams using Screenloop as a point solution alongside their ATS.
Skip this step if not applicable.
Human Resources Information Systems
Setup this if you want to integrate your HRIS with Screenloop.
We only integrate with the HRIS listed:
Video Communications Systems
Enable with your VCS (GMeet, Teams or Zoom).
This lets Screenloop pull through interviews.
Slack
Connect to Slack to have notifications from Screenloop sent to Slack.
Background Check Systems
Background Checks through Screenloop are done on a pay-per-check basis.
To enable this, contact Screenloop support.
4.4 Data Privacy
Under Settings > Data Privacy, you can update settings for the following:
Candidate Consent
Customise the candidate consent information displayed on your application forms.
Anonymised Candidate Screening
Toggle on to enable candidate anonymisation. This will allow you to hide candidate information in specific job stages. This is set while creating or editing your job workflow.
Data Retention Policy
Choose how long to retain candidate data after rejecting all their applications.
For more information on Data Privacy & Security, see here.
4.5 Recordings
Under Settings > Recordings, you can update the settings for the following:
Auto-recording and Opt-out
For both options, Click Setup.
On the next page you can either:
Click Enable all, to enable auto-recording or opt-out option by default for all users.
Toggle enabled/disabled by user from the user list.
4.6 Locations
Under Settings > Locations, you can add locations for your organisations Jobs.
Add a new Location
Click the Add a Location in the top right.
Fill the Location Name, and Location fields.
Click Save.
Tip: Avoid duplicating or overlapping locations, in order to keep your data clean.
Edit an existing Location
Click the edit icon to the right of the location you want to edit.
Update the necessary fields
Click Save.
Note: You can add more locations at any point. If you need to delete a location, please contact support.
4.7 Departments
Under Settings > Departments, you can add departments for your organisations Jobs.
Add a new Department
Click Add Department on the top right.
Fill the Department Name.
Click Save.
Tip: Avoid duplicating or overlapping departments, in order to keep your data clean.
Edit an existing Department
Click the ellipsis (...) to the right of the department you want to edit.
Click Edit
Update the Necessary fields.
Click Save
Note: You can add more departments at any point. If you need to delete a department, please contact support.
5. Posting your first Job to Screenloop
In this section we'll take you step-by-step through the essential configuration needed to add your very first job to Screenloop.
5.1 Create a Job Workflow
Under Settings > Job Workflows.
Click Add Job Workflow in the top right.
Give your job workflow a Name and select Start from Scratch.
Click Add Stage to the first stage to this workflow:
Give the stage a Name
Toggle yes/no for the following optional settings:
Bulk candidate review process - Enables the option to bulk review candidates in this stage of the job pipeline
Send an Offer in this stage - Only available for one stage per workflow.
Anonymised Candidate Screening - Redacts candidate information for this stage. Note: Interviews are disabled for stages where candidate data is anonymised.
Does this stage have an interview? If yes, the following fields become available:
Interview Questions - Select a question template from the dropdown. You can choose from the default template, or create your own beforehand. See more details here.
Interview Scorecard - Select the default scorecard from the dropdown, or create your own beforehand. See more details here.
Assign a Scheduling Template - If yes, select your Scheduling template from the dropdown. For more information on creating custom scheduling templates, see here.
Click Submit to save this stage.
Repeat all of Step 4 to add more stages to this job workflow.
Once you've completed your workflow, click Save in the top right.
For more details on creating and editing Job Workflows, see here.
5.2 Create an Email Template
Email templates are required if you intend to send email automations for your job.
Under Settings > Email Templates
Click Add Email Template in the top right.
For a new email template from scratch, leave the toggle on Custom.
Give your template a Name and Subject
Type the content of your email in the Body section.
Tip: Use personalised variables (Candidate Name, Job Title, Company Name and Sender Name) in the subject or body of the email. Click the relevant variable, this will automatically copy the variable for you. Next, paste it into the subject or template.
Click Attach to upload any attachments (optional).
Click Save.
Repeat the process to create more email templates if needed. For more information on creating email templates, see here.
5.3 Adding a new Job
Navigate the Jobs tab.
Click Add Job on the top right.
Complete the following form steps:
Job Details
Give the job a Title and select a Department from the dropdown. You'll see the Departments you created in step 4.7.
Select the number of Job Openings for this role.
Add Hiring Team members by selecting their name, and assigning them a role for this job. For information on roles and permissions, see here.
Click Save and Continue.
Job Post
Select a Location for this job. You'll see the locations you created in step 4.6.
For Employment Type, select between On-site, Remote and Hybrid.
Select an Experience Level.
Write your job Description. This is pre-filled with our default description, which you can edit as needed.
Tip: Simplify this step by using out Fill with AI feature.
Click Preview to see what your job post will look like.
Click Save and Continue.
Application From
Select an the default application for from the dropdown.
For custom application forms, see here.
Click Preview to see what your application form looks like.
Click Save and Continue.
Job Workflow
Select your job workflow from the dropdown. You'll see the workflow you created in step 5.1.
Job Workflow Automation
Set these up if you want to automatically send candidates emails and/or reject them based on certain criteria. E.g. you want to send a "thank you for applying" email to everyone who applies. Or you want to auto-reject candidates that don't have the right to work in your location.
If you wish to add an automation, toggle Does this job include triggers? to Yes. There a three standard automations:
Send Email
Auto-reject
Send Self-scheduling Link
Send Emails
Select an Email Template. You'll see the email template created in step 5.2.
Select the Candidate Status - Candidates will receive this email when they are at Active, Hired or Rejected in the selected stage. You can select one, or multiple.
Select the Stage at which you want this email template to go out.
Select the number of Delay Days. If you choose 2, the email will go out 2 days after the conditions of the trigger are met.
E.g. if you want all candidates who apply to get the "application review" template on the same day they applied, you would select email template = application review, status = active, if candidate stage = applied, delay days = 0.
Auto-reject
Select an Application Form Field, this is the question you wish to consider for rejecting candidate on based on their response.
Select an Application From Answer, this is the answer required for rejection.
Auto-rejection does not send out emails by default. Check the Send Rejection Email box if you wish to send the candidate an auto-rejection email.
Select the Email Template from the dropdown
Select the number of Delay Days.
Self-scheduling Link
Select an Email Template from the dropdown.
Select the Stage at which you want this email template to go out.
Select the number of Delay Days.
Click Save and Close to save the job without publishing. You can publish at a later date by editing the job, or continue to publish now.
Free Job Boards
Enable Indeed and/or our Posting bundle.
For Indeed, Easy Apply is checked by default. You can uncheck the box to disable this option.
Fill the required fields for Job Posting Details on the right hand side.
Click Publish.
