What is Video Profiling?
The Video Profiling feature by Occy allows you to request a video response from candidates accompanied by a pre-written set of questions.
Recruiters can send a video profile request directly from the candidate profile, or set up a Send Video Profile event to automatically send an email or SMS with the video profile request to candidates once they move to a specific stage or as a condition of another event being completed. The Send Video Profile event can be added to any stage of a pipeline template or a specific job.
If you're looking for a specific stage of the process, navigate to the section with our handy contents table:
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How To Set Up Video Profiling
Setting up video profiling can be broken down into two simple steps – creating your questionnaires and then adding them to a job or pipeline template.
First, let’s look at how to create a questionnaire:
- Navigate to Settings>Forms>Video Profile and click the +New Video Profile button highlighted below:
- Next, add a video profile name. This will only be used internally as a reference for your team.
- Then, add a video profile title. This will be the title that is seen by candidates in an email and SMS, and will contain the link to the video profile.
You have the option to further customise the candidate experience by updating the welcome and completion descriptions. If you choose not to add your own text, the placeholder text shown in the boxes will be sent to candidates instead.
- Click the toggle to reveal the Welcome Description and Completion Description boxes, and update the text.
- Then, click the Create Video Profile button.
Now it's time to add your questions.
- Type a question into the box. There is an optional description box if you would like to add more detail.
- Choose a time from the Maximum Duration box. In the example below, candidates will be able to provide video responses up to a maximum of five minutes.
- Then, choose how long the candidate will have to prepare before each video response. This can also be set to 'No Time'.
- Finally, choose how many retakes the candidates will be allowed.
- Click Save to finalise the question.
- Click Add Another Question to add further questions.
Once you have added all of the questions, you will see an overview of information for each question in the list.
- Change the order of the questions by dragging and dropping questions by clicking and holding the six-dot icon on each question.
- Edit or delete questions with the pencil and bin icons.
- Use the pencil icon at the top of the page to edit the video profile titles and the welcome and completion description boxes.
- Use the clock icon to activate the Global Timer, which allows you to change the length of time the candidate has to complete the questions before the video profile link expires.
There are two parts to the Global Timer.
The first shows the default amount of time it will take the candidate to complete the questions by calculating the preparation time and maximum allowed response time for each question.
The second allows you to adjust the amount of time that candidates have to complete the full list of video profile questions before it expires. By default, candidates have 21 days to complete the list of questions.
- Click the toggle to adjust this timer, then change the length of time with the slider.
- Finally, click Activate Global Timer.
Sending Video Profile Links
- Automatically, by adding an automation to a stage within a job, so the link is triggered when a candidate enters that stage.
- Manually, by sending the link directly from the candidate’s profile.
Adding Video Profiling as an Automation
Occy gives you the option to add your video profile to a pipeline template to be reused without the need to attach it each time or to add it to a specific job if required.
To add your video profile to a specific job, go to the Jobs section, click the job you would like to add the video profile to, and then click the Workflow tab as highlighted below.
Note: Before beginning the set-up process, please ensure you have created an email or SMS template to accompany your video profile when sending it to candidates. To successfully send the video, this template must include the shortcode [VIDEO_PROFILE_LINK], which can be found in the list of shortcodes available for template creation. For a reminder of how to create email templates, click here, and for a reminder of how to create SMS templates, click here.
Choose the stage at which you would like to add your video profile automation. When a candidate is moved into this stage, the video profile will be sent to them automatically using the automation function.
Next, click More Events at the bottom of the stage and choose Send Video Profile.
On the Add Automation page, choose your desired Video Profile from the Template section highlighted below:
Next, select the email/SMS template that you created for video profiles. Remember to ensure the shortcode [VIDEO_PROFILE_LINK] is included in the text.
To add any additional conditions or actions to occur, such as follow-up emails if there is no response from a candidate or moving a candidate to another stage once they have completed the video profile, choose the Condition and Action buttons on the right-hand side of the screen. For a recap on using Conditions and Actions, take a look at our Hiring Automations Knowledge Base article.
To complete the process, hit Add at the bottom of the screen.
Your Video Profiling questionnaire will now be sent to candidates automatically once they are placed in the specified stage.
Adding Video Profiling to a Pipeline Template
Adding a Video Profiling automation to a pipeline template can be achieved using a similar method, as above.
Firstly, navigate to Settings>Job Settings>Pipeline Templates. If you are creating a new pipeline template, choose Create New Template, fill out the information and hit Create. For a more detailed overview of creating pipeline templates, click here.
Now, find your new or existing pipeline template in the list and choose the Edit action highlighted below:
Choose Workflow at the top of the screen and follow the steps from the section above to add your Video Profiling automation.
Whenever you use this pipeline template, your video profiling questionnaire will be sent to candidates automatically.
Manually Sending the Video Profile Link
Send video profile links directly to individual candidates rather than setting up an automation by navigating to the Communication tab of the candidate profile.
Next, click New. You can choose between email and SMS by clicking the dropdown menu.
Next, select an email or SMS template or add a message to the text box.
Important Note: To ensure that the correct video profile link is sent, the email must contain the custom shortcode link for the video profile.
This can be found in the Video Profile Shortcodes box when creating an email or SMS template:
Or in the Video Profile library.
Track the candidate's progress from the candidate profile:
The Candidate's View
Below is an overview of what the candidate will see once they are sent a video profile request.
- Once the candidate has clicked the link sent via email or SMS template, they will be presented with an intro screen that explains the video profile task.
- A screen will appear to allow the candidate to test their microphone and camera.
- Once started, candidates will see the first question. If preparation time is allowed, the camera screen will count down to the start time. A button will appear at the bottom of the video box to finish the question if the candidate doesn't want to use all of the allotted time.
- Afterwards, the candidate can review their answer and retake if allowed. There is also the option for them to download the answer.
- Once completed, the candidate will see a confirmation page and a link to log into their Candidate Portal if they have created one.
Viewing A Completed Video Profile
Track Progress and view candidate responses from the Overview tab of the candidate profile.
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