How to use a data collection chatbot?

At any stage in the hiring process, if you find a candidate with uploaded details that are outdated, you can use the Initiate Chatbot feature to collect details from that candidate. The chatbot can be initiated for a candidate from the candidate repository, Candidates >  Data collection > Initiate chatbot, 

or from the job stage in which the candidate is present, Jobs > View job page > Candidate's current Job stage > Initiate chatbot.

How to configure a data collection chatbot?

You can configure the chatbot to ask specific questions to the candidates. Follow these steps to configure the chatbot on the Candidate Repository.

Step 1: Select the candidate(s) you wish to initiate the chatbot with and select the Initiate Chatbot option from the Data Collection list.

The chatbot panel will open.

Step 2: Add questions from the library. 

Select the questions by checking the checkbox and click on Update Questions to add the selected questions. 

These questions will be shown on the right side. The library provides suggested questions from various categories, including personal, general, education, work experience, etc. 

It also includes Candidate custom fields created by the administrator. For more information on Candidate custom fields, refer to the article “How to add a candidate custom field?”

Step 3:  To remove selected questions, click on the delete icon next to each question. You can also reorder the sequence of questions by dragging and moving them. 

Step 4: If you can't find a question from the suggested list, click on Create new question to add a new one. 

A drop-down list to select the answer type will be displayed. For instance, if you want to add a question like "How many years of experience do you have in Marketing?", you can select "Number" as the answer type from the drop-down list, as the expected answer format for this question is numerical.

Any question created by the user can be edited. To edit click on the edit sign to the right of the question.

Step 5: Once you have configured the chatbot, click on "Initiate Chatbot" to complete the process.

Chatbot statuses

When the data collection chatbot is triggered, the chatbot icon color changes to yellow to indicate that the chatbot is in the “Chatbot Initiated” state. This means that the chatbot is initiated by the recruiter, but the candidate has not yet completed the chatbot. 

Once initiated, you can hover over the icon to find the re initiate option along with the initiated date.

Similarly, once the chatbot is completed the color of the icon changes to green and displays the date in which the candidate has last updated the chatbot.

Filters associated with the Initiate Chatbot feature

a. In the candidate repository you can use the Data enriched via chatbot filter to display candidates according to their chatbot initiation status.

To apply, go to Candidate repository > Filter > Data enriched via chatbot, and select, 

i. Yes to display candidates who has completed the chatbot.

ii. No to display candidates to whom the chatbot has not initiated.

iii. In Progress to display candidates to whom the chatbot has been initiated but not completed. 

b. You can filter out candidates based on the date in which the chatbot was completed by them. 

To apply, go to Candidate repository > Filter > Chatbot enriched on and give a start date and end date. 

All the candidates who has completed the chatbot in the selected dates will be displayed.

c. In the view job page, you can filter out candidates based on the chatbot statuses. 

To apply, go to Home > View job page > Filter > Chatbot status and select the status.

All the candidates mapped to that particular job will be displayed according to the selected chatbot status .