User Guide

StepStone Recruiter Space Version 4.1

March 2004
Foreword

Dear StepStone Recruiter,

The purpose of this guide is to help you to make the most effective use of the features of
the StepStone site so that you can achieve the best possible return on your investment.

Our objective is to make it as easy as possible for you to navigate and make best use of
the facilities of our site. At the same time this document provides numerous tips on how
to select the most suitable Candidates from our database and on how to achieve the best
results possible with your Listings.

This User Guide is made up of seven chapters, covering all the capabilities of the
Recruiter Space. After the Introduction, one chapter is devoted to each of the navigation
Stones of the Recruiter Space. As you will see, StepStone is able to provide you with a
very wide range of products and services to support your recruitment needs.

Depending on the products you have purchased and your contracts with StepStone, you
may not be presented with all the options and capabilities described in this manual. If
you wish to take advantage of additional StepStone features and products then please
contact us by email to info@stepstone.be or call your StepStone sales consultant at
02/209.98.00.

If you find that this manual does not cover any aspect of the site clearly, then also please
let us know so that we can improve it for future users.

We would like to thank you for choosing StepStone’s services for your recruiting needs.
We can assure you that our objective in StepStone is to provide you with the very best
results from online recruitment.

We wish you every success in your search!

The StepStone Team.

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Contents
1 Introduction to the StepStone Recruiter Space..........................................4
1.1 Introduction ............................................................................................. 4
1.1.1 From passive … ................................................................................................. 4
1.1.2 … to active ....................................................................................................... 4
1.1.3 Full control ....................................................................................................... 4
1.2 The Quickest Route to the Recruiter Space .................................................... 4
1.3 Entering the Recruiter Space....................................................................... 6
1.4 Contextual Navigation ................................................................................ 7
1.5 Logging Out.............................................................................................. 8
2 Listing Centre ......................................................................................9
2.1 Introduction ............................................................................................. 9
2.2 Create a Listing (language selection)............................................................ 9
2.2.1 Step 1: Content ................................................................................................ 9
2.2.2 Step 2: Selection Criteria ................................................................................. 13
2.2.3 Step 3: Contact Details .................................................................................... 15
2.2.4 Step 4: Posting ............................................................................................... 16
2.2.5 Step 5:Confirmation ........................................................................................ 17
2.2.6 Locate Candidates Immediately......................................................................... 17
2.3 Listing Overview...................................................................................... 19
2.4 Listing Statistics ...................................................................................... 22
2.5 Listing Search ......................................................................................... 23
2.6 Image Library ......................................................................................... 24
2.7 Company Introduction.............................................................................. 25
3 CV Centre ......................................................................................... 26
3.1 Quick Search .......................................................................................... 26
3.2 Advanced Search..................................................................................... 26
3.2.1 Building the Search Profile ................................................................................ 26
3.2.2 Use of Keyword Searches ................................................................................. 30
3.2.3 CV Search – Hard Search ................................................................................. 30
3.2.4 Ranking - Soft Search .................................................................................... 32
3.2.5 Accessing CVs via Result Lists ........................................................................... 35
3.3 Favourite Searches .................................................................................. 37
3.4 CV ID Search .......................................................................................... 38
4 CV Manager ....................................................................................... 40
4.1 Managing Your CVs .................................................................................. 40
4.2 Online Applications .................................................................................. 41
5 My Account........................................................................................ 42
5.1 Company Profile ...................................................................................... 42
5.2 User Profile............................................................................................. 42
5.3 Logo & Banner ........................................................................................ 43
5.4 Contract................................................................................................. 44
5.4.1 Your Contract Data .......................................................................................... 44
5.4.2 Overview of All Contracts ................................................................................. 45
5.5 User History ........................................................................................... 46
5.6 Security ................................................................................................. 47
6 Company Presentation ........................................................................ 48
6.1 Company Presentation ............................................................................. 48
6.2 Statistics ................................................................................................ 48
6.3 Editor .................................................................................................... 48
7 Help ................................................................................................. 49

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1 Introduction to the StepStone Recruiter Space
1.1 Introduction
The StepStone Recruiter Space, which is part of the new StepStone 4.1 platform, is an
online one-stop shop for all your recruitment needs, from posting job listings to sourcing
Candidates through to managing online applications.

1.1.1 From passive …

The Recruiter Space allows you to post job requirements, and to receive automatic
notifications of matching Candidates. Within 24 hours of publishing a Listing, all
Candidates with corresponding profiles will be notified automatically via email1.
StepStone’s easy to use but sophisticated search engine allows interested Candidates to
find your vacancy quickly. Our aim is to provide you with both the quantity and quality of
Candidates you need.

1.1.2 … to active
Alternatively, where perhaps for reasons of confidentiality you prefer not to post a Listing
to a public site, you can directly search the StepStone Candidate database, using highly
targeted search criteria. Search results can be further refined and ranked, giving
immediate access to the most relevant and valuable Candidates for your specific needs.

The StepStone Recruiter Space also provides a number of ways to accelerate your results
and promote your brand as an employer. These include personalized and targeted
emailing of Candidates, branded Company Presentations, site Banners and other visibility
tools. StepStone consultants can advise you on a perfect product mix to meet your
specific recruitment needs.

1.1.3 Full control

Through a single secure entry point you have direct 24 hour a day access to all the
capabilities of the Recruiter Space. This ensures you can manage your online recruitment
activities quickly, cost effectively and whenever you choose.

Real time statistics are available at any time to give you a detailed overview of the
results of your recruitment campaign, allowing you to adjust it if necessary.

All your Candidates, whether collected via job postings or by database search, can be
processed, stored and managed online in the StepStone Recruiter Space. There is no
longer a need for bulging files of paper CVs

1.2 The Quickest Route to the Recruiter Space

For you to access the StepStone Recruiter Space, your StepStone contact person will
provide you with a login and a password. These are unique to you and should be kept
confidential.

You should note these details below for future reference.

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Every candidate receives up to 20 new Job Listings per Job Agent Mail and can go
online at any time to see the complete list of all matching Listings in his or her “My
StepStone” area.

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Contact person:
Telephone number:
E-mail address:

Login:
Password:

To access the StepStone site you should

select www.stepstone.be in your web
browser. This takes you to the page shown
where you can choose your preferred
language. This is known as the ‘splash-page’
and is the entry point for all visitors to the
site, recruiters and candidates alike.

After selecting your preferred language,

you will reach the StepStone “Home
Page.” You can always return to this
page by clicking the StepStone logo,
which appears in the top left hand
corner of every page of the site.

At the top of the screen you will see a row of Stones, which provide access to the various
parts of the site.

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Most of the features of the “Home Page” are used by Candidates. For the recruiter the
most important is the “For Recruiters” Stone. By clicking on this Stone, you will be taken
to the opening screen of the Recruiter Space where you will be asked to enter your
Login2 and Password, as shown below.

Immediately below your login and password, you may be shown a checkbox where you
can select SSL encryption. SSL, standing for Secure Socket Layer, is a protocol that can
be used to ensure a secure transmission of data over the Internet. For technical reasons
(such as Browser settings, Firewall settings, and certain configurations of the Windows
operating system) not all users are able to use SSL. If you have difficulties logging on
you should you deselect the SSL checkbox or contact StepStone for assistance.

Your StepStone contact will have provided you with your login and password. After you
have entered these and clicked on Login you may be asked by a Windows pop-up if you
want to store these details for future use. If you are the sole user of the computer, you
can click Yes so that when accessing the site in future you will be automatically logged
in.

1.3 Entering the Recruiter Space

After successfully logging in you will reach the welcome page of the Recruiter Space. This
page is only accessible by StepStone clients.

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Terms shown in bold in this document refer to items you will see on the screen as you
use the facilities of the Recruiter Space.

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The original row of Stones at the top of the page has now been replaced with a new set
of Stones that provide access to all the facilities you need to make use of StepStone’s
products and services and to actively manage your StepStone recruiting campaigns. The
use of each Stone is described in detail in later chapters of this manual.

1.4 Contextual Navigation

For ease of use, the left hand menus are contextual. This means that whenever you
select a top Stone, the links that appear on the left relate to the functionality of that
Stone. Whenever you select a new part of the Recruiter Space through its Stone, the
left hand menu will change to match.

Whenever you select a Stone or a link in the left hand navigation, the selected item will
turn orange. In this way you know at every stage where you are in the Recruiter Space.
As an example, you can see in the sample screen below that you are in the Listing
Centre area and in the Listing Search function.

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1.5 Logging Out
The Log out option is shown at the top of each set of left hand menus, and terminates
your Recruiter Space session.

You should always Log out before closing your browser window. If you fail to do this, you
will not be able to Login again for 20 minutes because of security measures.

TIP: Always click the Log out button to end your session in the StepStone Recruiter
Space

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2 Listing Centre
2.1 Introduction
Selecting the Listing Centre through its Stone will take you to the page shown below.
This part of the StepStone Recruiter Space provides you with all tools needed to easily
create, post and edit Job Listings. You can determine the contents of the Listing, the
publishing date and the number of vacancies. You can review your results at any time
and if necessary adjust your campaign.

2.2 Create a Listing (language selection)

The first link in the left hand menu will take you to the Listing insertion template. The
system supports Listings in Dutch, English, French and German, and you should select
the required language by clicking on it.

Inserting a new Listing is a simple 5 Step process, with the system guiding you at every
stage.

2.2.1 Step 1: Content

Selecting a language under Create a Listing takes you to the first page of the Listing
Insertion form. This page is where you define all the content as well as the look-and-feel
of the Listing.

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In Listing name you fill in the title that will appear when your job is displayed to
potential Candidates.

TIP: Make sure that your title will attract attention from Candidates whilst also being
informative and accurate. This will ensure that the right Candidates will choose to
view your jobs.

The Reference number is there to help you manage your job vacancies. This is a free
text field, which may be used, for example, to store an internal reference for your
vacancy.

In Number of Vacancies you should fill in the number of people that you aim to recruit
for this job.

Depending on the products you have purchased, you will see some or all of the options
shown below, which determine the look and feel of the Listing you are about to create.

Each of these options is described in the following sections.

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2.2.1.1 Standard Listing
The Standard Listing is available to every customer who has purchased Listings products.
As shown below, a Standard Listing provides four fields: Introduction, Description,
Profile, We Offer and Gross Annual Salary.

After completing these fields, use Save to store your work and move on to the second
step of the Listing creation process.

TIP: It is possible to enhance the appearance of your Listing through the insertion of
basic HTML code. This allows you for example to us bold, italic and underlined
fonts, text alignment and bullets.

2.2.1.2 Personalised Templates

Personalised Templates may have been set up for your specific organisation, for
example to match your brand guidelines and promote your company’s image. These will
be included in the list of layouts shown to you.

Personalised Templates are used in a similar way as Standard Templates described

below. If you want to add Personalised Templates or change existing Templates, please
contact StepStone.

2.2.1.3 Standard Templates

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The Standard Templates allow you to give a personal touch to your Listings and to
raise their attractiveness to Candidates. The Templates are designed to allow you to
produce attractive and professional Listings with ease.

Clicking the Standard Templates offers you a choice from a number of predefined
StepStone templates. Each of these provides a list of fields similar to the following:

- Listing subtitle
- Company Description
- Header 1
- Content field 1
- Header 2
- Content field 2
- Header 3
- Content field 3
- Final Paragraph
- Company subtitle
- Image 1
- Image 2
- Text colour
- Background colour
- Company name
- URL (i.e. the address of your company’s web site which you would like Candidates
to visit)
- URL to which Image 1 will link when clicked by a Candidate
- URL to which Image 2 will link when clicked by a Candidate

TIP: The exact fields shown will vary between templates

These fields are used to create and format your Listing. At any time you can use the
Preview button at the bottom of the form to show how you Listing will appear.

Your Listings can include your own images from your personal image library. You need to
have at least one image in your image library to use this functionality. The images to be
used by the Listing are selected from the drop down boxes against the Image 1 and
Image 2 fields. The number of images (none, one or two) available in the Listing varies
from template to template. To read more about the image library please see section 2.6
below.

TIPS: You can customise the look-and-feel of your Listing by selecting your preferred
Text and Background colours from the colour panels.

Use contrasting colours to optimise visibility. Avoid using colours that are to bright
and could have a negative impact on visibility.

Use the Preview function as you fill out the Template so you can see how your
information will appear when the Listing is published.

2.2.1.4 Personalised Templates

Personalised Templates may have been set up for your specific organisation, for
example to match your brand guidelines and promote your company’s image.
Personalised Templates are used in the same way as Standard Templates.

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If you want to add Personalised Templates or change existing Templates, please contact
StepStone.

2.2.1.5 HTML Listing

HTML Listings are generally created on your behalf by StepStone. However, recruiters
with access to specialist skills can also take on the responsibility for creating and loading
their own HTML Listings. There are two different ways to post HTML Listings to
StepStone.

2.2.1.5.1 Upload a link to an existing web page

If you have created a Listing and loaded it to your own corporate web site, you can
publish your StepStone Listing as a link to this page. Insert the URL of your Listing in the
Link to the HTML file field and click on Add. Any time a Candidate wants to view your
Listing, they will be shown the linked web page.

TIPS: Any changes you make to the linked page will be immediately visible to StepStone
Candidates.

Take care not to delete this page whilst your Listing is online on the StepStone
site since this will cause StepStone Candidates to receive an error.

2.2.1.5.2 Upload an HTML file

Click on Browse next to the Upload HTML field. On your system, locate the target
HTML file and click on Open. The address of your HTML file will appear in the Upload
HTML field. Click the Upload button to load the HTML file to the StepStone server.

All images used in the HTML file must also be uploaded to the StepStone site using the
Upload image field. All your images will be stored in an 'images' folder and listed on the
screen. You can click on any image to preview it. Make sure that the link in the 'src'
attribute of the img tag of the HTML file you upload has the following extension:
.../images/yourimagename.gif

2.2.2 Step 2: Selection Criteria

The second step in inserting your Listing involves defining the selection criteria to ensure
that your target Candidates will see the Listing.

In other words, it is here that you define when your Listing should be included in the
results of searches and in selections for Job Agent mailings.

The selection page appears as shown:

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Job location refers to the geographical area where the Candidate would work. If, for
instance, you were looking for a Sales Manager for Belgium, based in your Brussels
office, then you would select Brussels here.

Normally you would select only one location, though you can select more than one if you
have more than one vacancy in different locations or if you are able to offer a choice of
locations.

Selecting the region is done in two steps. Fields marked with * are mandatory.

Step 1: From the drop down list (please select a Region) choose the main
region. Click this to select.
Step 2: Move to the second box (Regions available) to select the sub-region.
These can be selected by double clicking, or by clicking once and using the
right arrow. Your current selections are visible in the box to the right.
Selections can be removed by clicking the left arrow.

A similar procedure is used in other parts of the StepStone site where you are required to
select from a list of available options.

Job Location is a free text field that is shown as a subtitle to your Listing on search
result screens. You can enter any information you feel appropriate.

In Job Category, Industry Sector, proposed contract and Status you should select
the appropriate options for your Listing.

Experience and Work Type are specified by clicking the appropriate checkboxes. You
can make multiple selections for these two items.

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Click Save to complete Step 2.

2.2.3 Step 3: Contact Details

On saving Step 2 you are taken to the following page where you define the contact
details for the Listing and specify how you want to receive incoming CVs.

The contact details are prepopulated from your User Profile (see section 5.2) but you can
use this screen to provide alternative contact data for any individual Listing.

The ‘Apply online’ link field enables you to enter a URL leading to a specific online
application form provided by you or created by the StepStone production team. This
option overrides all other ways of receiving applications. When the applicant clicks Apply
now on your Listing they will immediately be redirected to your online application form.

At the bottom of this screen you can specify how you want to receive the incoming
applications:
• via email: will forward all applications to the email address in the above
contact details

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 • in my CV Manager in a new folder with the same name as this
listing: creates a new folder in your CV Manager where incoming online
applications be stored
• in my CV Manager in the folder (scroll list): allows you to select from
your existing folders
• via StepStone Preview: contact StepStone if you want to take advantage
of this service for in-depth testing of Candidates

You can choose to receive CVs by email and into CV Manager at the same time.

TIP: We strongly recommend using the StepStone CV Manager so you can benefit from
the Candidate information tracking features available on StepStone. These
features are described in Chapter 4 of this manual.

2.2.4 Step 4: Posting

In Step 4 you specify when and for how long the Listing should be published.

Three alternatives are provided:

• publish this listing today: puts your Listing immediately online. The
Listing will be immediately viewable by Candidates via the link from your
company details and will be searchable within one hour
• publish this listing from: puts your Listing online for the specified
period. The three fields (start date, number of days and end date) are
linked - once you have inserted two values the third is calculated
automatically

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 • do not publish this listing yet, I will continue with this at another
time: saves your full Listing details for you to return to later

Clicking the save button takes you to the confirmation page.

2.2.5 Step 5:Confirmation

Your Listing is now complete, and this page displays a summary of the information you
have provided. It also provides the option to publish the same Listing in another
language. By default StepStone shows each Candidate only Listings in the language they
are using. Posting a Listing in multiple languages increases your potential response.

2.2.6 Locate Candidates Immediately

The Confirmation screen also gives you the option to directly search the StepStone
database for Candidates matching your Listing criteria.

Clicking the Direct Search button will use the criteria specified in your Listing for the
search. Alternatively, you can use the Edit Search button to refine your search criteria,
and then initiate a search.

You may be offered the Instant Match button allowing you to find 25 Candidates ranked
against your Listing criteria.

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To understand how these 25 Candidates have been selected against your criteria click the
? (question mark) at the button of the page.

To view details of any of the selected Candidates click the Candidate ID number to the
left of the table. You will only be able to see Candidate details if your Listing is online and
your StepStone contract gives you access to Instant Match results.

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As you view each CV, you have the option to copy it to your CV Manager or to view the
next CV or previous CV from the list of Instant Match Candidates.

When a CV is copied to your CV Manager you will see the following confirmation page.

From here you have the choice to go back to the list of CVs or to go directly to your CV
Manager box, for example to contact the Candidate.

Fuller details of how to Search for Candidates and manage CVs are given in sections 3
and 4 of this document.

2.3 Listing Overview

Listing Overview takes you to a page from where you can view and manage all your
Listings.

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The buttons at the top of the page allow you to see all, only the Online or only the
Offline Listings. The question mark button gives access to a popup explaining the
various icons used on this page.

The Listings display shows 8 columns

• Select box (first column): by checking this box against several Listings
you can perform a chosen action on all those Listings at once. The options
available are shown in buttons at the bottom of the page: Offline, Online,
Refresh, Renew
• N°: your current Listings are numbered for reference
• ID: each Listing you insert is allocated a unique ID number that you can
use at any time to directly retrieve your Listing. You can use this to readily
distinguish several Listings with the same or similar names
• Listing Name: this is the name you gave to the Listing when it was
created. In many cases it will be the job function title, though you can
choose any naming convention you prefer to help you and Candidates
readily identify your listings. Clicking the title of a Listing opens up a
preview of how the Listing will appear to Candidates
• Created by: this column shows which user (login name) created the
Listing
• Created on: the date on which the Listing was created
• Last update: the last date the Listing layout, content, contact details
and/or selection criteria were changed

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 • Valid Until: the date the Listing will go offline

Immediately below the Listing details, a row of icons is displayed allowing you to take
any required actions on your Listings. The function of each of these icons is as follows:

Edit: the edit function allows you to update or correct the Listing layout,
content, contact details and/or selection criteria

Renew your Listing. With one click this allows you to improve the visibility
and response to your Listing. A renewed Listing:
• is remailed to Candidates through the Job Agent
• remains online for a further 30 days starting the day you renew
• is put back to the top of search result lists as though it were a new
Listing

Renewal requires one “Listing Credit”

Refresh your Listing. This action returns your Listing to top of search result
lists. A Refresh increases the visibility of your Listing at a fraction of the cost
of a Renew.

Refreshing a Listing requires one “Refresh Credit”.

Delete: Deletes this Listing

Make an exact copy of this Listing. This is useful for instance when creating
a new Listing which is similar to an existing Listing

History: opens up a popup window summarising the changes that have

been made to this Listing

Translate: enables you to create the same Listing in another language. By

default StepStone shows each Candidate only Listings in the language they are
using. Posting a Listing in multiple languages increases your potential
response

Instant match (where available): enables you to see 25 of the best-suited

Candidates from the StepStone CV database. For more information on Instant
Match, see the section 2.2.6 of this manual

Green means the Listing is online. Clicking on this button puts the Listing
offline

Red indicates the Listing is offline and is not visible to Candidates. Clicking
on this button will put the Listing online if your Listing is still valid.

TIP: Use the refresh and renew options to improve your results. Contact StepStone if
you do not have access to these functions or if you have questions concerning
their use.

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2.4 Listing Statistics
One of the many advantages of online recruiting is the ability to closely monitor your
results. Listing Statistics provides you with immediate and real-time feedback on the
performance of your Job Listings.

Similar to the Listing Overview page you can select whether you want to see statistics
only for online or offline Listings, or for all Listings. The question mark button takes you
to a popup explaining the usage of each column.

The table contains 14 columns. Some of the column headings are underlined. Clicking an
underlined heading sorts the rows based upon the values in that column.
• N° (first column): your current Listings are numbered for reference
• ID: Listings are allocated unique identification numbers for ease of
reference
• Date created: the date your Listing was created
• Last update: the last date the Listing layout, content, contact details
and/or selection criteria were changed
• Listing Name: this is the name you gave to the Listing when it was
created. In many cases it will be the job function title, though you can
chose any naming convention you prefer to help you and Candidates
readily identify your listings. Clicking the title of a Listing opens up a
preview of how the Listing will appear to Candidates
• Latest Date of Publication: this date indicates the last occasion a credit
has been used to put or keep this Listing online
• No. of Days Online: the total number of days the Listing has been online.
Be aware that this number can be larger than the last publishing period if
the Listing has been online before
• Status: indicates whether the Listing is on- or offline

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 • Language: language used by this Listing
• No. of Appearances in Result List: the number of time your Listing has
been shown to Candidates in job search results pages
• No. of Hits: the number of times your Listing has been opened by
Candidates
• No. of Online Applications: number of people who have submitted
applications using the StepStone online application form
• Clicks on Email Address: number of clicks on the e-mail address shown
in the Listing
• Preview / Specific Form: count of Candidates who accessed your own
online application form or your Preview campaign
• Others: the number of people who clicked on “Apply now” but did not sent
in their CV using the StepStone online application form, nor clicked on the
email address. In many cases these are Candidates who have sent in their
CV by fax or post, or who copied your email address in their own email
client
• Number of Applications: number of clicks on the “Apply now” button of
the Listing
• History: gives a summary of changes that have been made to this Listing

TIP: To help you with hard to find Candidates, or to help fill a vacancy urgently,
StepStone offers a wide range of products and services that can improve your
results. The same applies if you receive too many Candidates and you do not have
the time to follow all these up. To find out all about Refresh, Renew, Bannering,
Boost, CV Database Access, Automatic Shortlist or other products, please contact
us.

2.5 Listing Search

If you have posted a large number of Listings, it can sometimes be difficult to find the
specific Listing you are looking for. The system therefore provides a facility to search
your own Job Listings.

Click the Listing Search link in the left hand navigation of the My Listings section
allows you to access the search page. The principles used are common across all
StepStone search facilities. You specify what you are looking for and click on Submit.

The criteria on which you can search are:

• Listing Title
• Reference number
• Contact: contact person from your company identified in the Listing
• Language: language used for the Listing
• Creation date (dd/mm/yyyy)
• Last update (dd/mm/yyyy)

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 • Show listings whose categorisation has not been completed: this
can help you find Listings that may not have been fully categorised for
Candidate searches
• Status: Online or Offline i.e. is the Listing currently visible to Candidates
• Validity: Valid or Expired i.e. has a Listing credit been used for the Listing
in the last 30 days or not
• Regions: the AND/OR options allow you to make your selection more
precise. Suppose you are looking for Listing where the areas of Antwerp
and Brussels were selected. If you select AND, you will find all Listings
where you have selected both regions. If you select OR you will locate any
Listings where you have selected either Antwerp or Brussels, or both
• Region: the region(s) in which you have categorised the Listing
• Industry Sector: the industry in which you have categorised the Listing.
• Type of contract: the type of contract under which you categorised the
Listing
• Job Categories: the type(s) of function in which you have categorised the
Listing
• Worktype: indicate whether the Listing was marked as a full or part time
job.

Having selected your criteria, clicking Search will provide you with a page of Listings
matching your criteria. In this list all features described in Listing Overview (section
2.3) are available.

2.6 Image Library

In the Image Library you can upload and manage the images you wish to use when
creating Listings using Standard Templates or using HTML Listings.

To upload a new image click on the Browse button and locate the appropriate image file
on your system.

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Once the image is selected, click Open in your popup window. Back on the Image Library
page click Upload to confirm and to transfer the file to the StepStone site.

The lower part of the page shows the names and sizes of files in your image library.
Clicking the name of any image allows you to preview it, whilst the Delete button in the
left column removes the image from the StepStone library.

TIP: Do not delete images used in Listings that are online or that you want to put
online in the future. If you delete an image that you have used in a Listing
creation, the image will no longer be visible in the Listing and will be replaced by a
small red cross.

2.7 Company Introduction

This allows you to provide a standard introduction to be used in each Job Listing. The
introduction can be modified on a per Listing basis

TIP: Create a standard introduction to ensure you Listings are consistent, and to save
time as they are created.

25
3 CV Centre
This section of the Recruiter Space allows you to search to locate Candidates and to
create CV Agents that will automatically send you new CVs that match your
requirements. You can also locate Candidates in the database by ranking them against
criteria that you define.3

3.1 Quick Search

A Quick Search provides a rapid way of creating simple searches. A single screen
presents the most frequently used search criteria. Search results are presented and
processed in the same way as described in section 3.2 below.

3.2 Advanced Search

3.2.1 Building the Search Profile

To initialise a new search simply click on the New Search button. You are taken to a
page where you can access all the search possible search criteria.

3
Search and Ranking operations may need to process a large number of CVs and hence
take some time to complete.

26
The centre of the screen shows the 6 major search areas, each linked to specific detailed
search criteria:
• Work Experience
• Knowledge Grids
• Personal Details and Education/Training
• Candidates' ambitions and professional preferences
• Language Skills
• Keywords

3.2.1.1 Work Experience

Within Work Experience you can search on:
• Years of Work Experience of the Candidates
• Industry Sector: in which industries the Candidate works/has worked
• Job Category: in which type of function the Candidate works/has worked
• Availability
• Current professional situation
• Keywords: within the Candidate’s work experience

27
Every field corresponds to Work Experience data in Candidates CVs. Select the criteria
you wish to search on and click on Save to store the current search criteria. The use of
keyword searches is described in more detail in 3.2.2 below.

3.2.1.2 Knowledge Grids

Clicking Knowledge grids displays an overview of StepStone’s knowledge grids. When
creating a StepStone CV, Candidates are invited to provide an overview of their skills and
experience within 13 specialist areas. This is captured through a knowledge grid that
identifies the level of understanding and experience they have of a variety of elements
within each area. The 13 specialist areas are:

• Admin & Secretarial

• Basic IT Skills
• Engineering
• Financial Skills
• General IT Skills
• General Management
• Human Resources
• IT Development & Databases
• IT Network
• IT Platforms & Administration
• IT Special Application Skills
• Marketing & Advertising
• Sales

To search for a Candidate by skills and knowledge in one of these areas, select the
knowledge grid or grids that are most relevant to you. This will bring up the various
elements each grid contains. Using the radio buttons next to each element, you can
specify on a 0 to 4 scale what the required knowledge/experience of the selected
Candidates should be:

• 0 = no experience
• 1 = a little experience
• 2 = average experience – the Candidate knows the basics but has not had
much practice
• 3 = good experience – the Candidate has used this knowledge in his/her
work
• 4 = advanced experience - this is the Candidate’s area of expertise

The value you select will be used as the minimum level required when selecting
Candidates. This means, for example, that if within “Marketing and Advertising” you
select the value of 3 for “B2B Marketing” the result list will contain CVs showing a 3 or 4
ranking when you search.

After you have made your selection click the Save button at the bottom of the page. This
will take you back to the Knowledge Grid overview where you can specify criteria against
a further grid.

You can return to any grid to change your criteria, or remove a grid from your selection
criteria.

When you have completed the required Knowledge Grids, use the Back button to return
to the main search page.

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3.2.1.3 Personal Details

The Personal Details and Education/Training criteria enable you to search the CV
database on:
• Region: where the Candidate should live
• Age
• Availability: when can they start a new job
• Highest qualification: highest level reached by the Candidate
• Special qualifications or training: this is used to search the information the
Candidate may optionally have provided in this field
• Personality: searches the Personal Message field that every Candidate is
required to complete
• Search in email address

3.2.1.4 Candidate’s Ambitions

In Candidate’s Ambitions and Professional preferences you can select on the
preferences the Candidate has expressed for their future role: in other words what he or
she wants to do.

The Candidate’s preferences are expressed in the following fields:

• Job Category: type of function he/she is interested in
• Industry Sector: industry in which he/she wants to work
• Region: where he/she wants to work
• Preferred type of Contract
• Full Time or Part time
• Preferred gross monthly salary: indication of what the Candidate wants to
earn

3.2.1.5 Language Skills

Within Language Skills you can search on the mother tongue and on up to four
additional languages selected from the scroll down lists. For each language you can
determine the minimum knowledge level required for reading, written and spoken skills.
Similar scales are used as for the Knowledge Grids:
0 = None
1 = little knowledge (Basic knowledge without practice)
2 = medium knowledge (Basic knowledge with a little practice)
3 = good knowledge (Occasional use in practice)
4 = perfect knowledge (Fluent language knowledge)

3.2.1.6 Keywords

The final option of the CV search page, Keywords, allows you to specify one or more
keywords that will be used to search the entire CV. The use of Keyword searches is
described in 3.2.2 below.

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3.2.2 Use of Keyword Searches

The system allows keyword searches to be specified at a number of points in the creation
of a search definition.

Each word entered is searched for individually, and a CV is matched against the search if
any of the words used are found. However, by linking words with “and” it is possible to
locate CVs containing multiple words.

As an example, a search for “project manager” will find CVs containing the word “project
“or the word “manager”. A search on “project and manager” will only find CVs containing
both the word “project” and the word “manager.”

Search terms are not case sensitive.

3.2.3 CV Search – Hard Search

3.2.3.1 The Principle

As you create and modify search profiles and run searches, you will notice that each time
you change or add criteria the number of matching CVs is likely to change. As you add
more criteria the number of results will fall.

Search results are based upon a 'hard' match, in other words the information a Candidate
has provided in his or her CV must be exactly the same as you have specified in your
search4. If a Candidate fails to match even just one of the selected criteria, or did not
provide information against that criterion, they will not appear in the result list. The more
criteria you select and the more detailed your search is, the fewer CVs will show in the
result list. Once the number becomes zero, there are no CVs that fully match your search
profile.

If you are having difficulty locating enough Candidates who match your criteria, you may
prefer to use Ranking (see 3.2.4) which provides a ‘softer’ search technique.

TIP: Each time you see a search Result List you can use the number of matching CVs
to guide you to make your search more precise (if you have too many CVs) or to
broaden your search (too few CVs). This way you can save a lot of time reviewing
CVs.

3.2.3.2 CV Result List

Once you have defined your search criteria, click on Show Results to see a summary of
matching Candidates.

4
Exceptions as mentioned above are the Language Knowledge and the Knowledge Grids
where the value you select is used as a minimum requirement. Candidates with a higher
score than you have specified are also included in the result list.

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The first line of the results page shows you the number of CVs available in your results
list, which ones are currently displayed (1-20, 21-40, 41-60…) and the number you have
currently selected. Results are shown in groups of up to 20 CVs at a time and you can
navigate between groups by clicking on the group you wish to display (1-20, 21-40, 41-
60…).

The results page shows a select box and a 3-column summary of the CVs:
• ID, name and email address,
• CV One line description and
• CV Created/Update dates.

The CV One line description is the headline used by Candidates to help persuade you
to read their CV

CV Created/Updated indicates the date on which the CV was created or the last date it
was updated. CV result lists are ordered on this date, with the most recent shown at the
top.

For Candidates who you have never previously viewed, the dates are shown in bold. Any
Candidate who you have previously viewed but has since updated their CV is flagged with
a blue arrow.

Clicking the ID of a Candidate opens up the CV in a popup window. Clicking their Email
address allows you to contact them by email from your own email client.

31
You can use the select box against result to identify Candidates for the follow up actions
shown below the Results List. These allow you to email the selected Candidates via the
StepStone mailing tool or to copy the selected CVs to the CV Manager.5

At both the bottom and top of the results page, 3 additional buttons provide convenient
access to features for New Search, Edit Search and Save Search:

New Search clears your existing search criteria, and allows you to start with a new CV
search

If however the results are too few or the CVs
you can use the Edit Search to modify your
search form where all your selected criteria
narrow your search. This feature allows you
and effectively.
do not exactly match to your expectations,
search criteria. This returns you to the CV
will be shown for you to easily extend or
to improve and refine your results rapidly

Save Search allows you to save the search profile for later use or to use it as a CV
Agent so you will automatically receive all new CVs matching to your criteria. Chapter 3.3
“Favourite Searches” describes how to use this feature.

TIP: Situations in which you typically can benefit from the Save Search feature are:
- you are satisfied with the results but you do not have the time at present to
process the CVs
- you want to re-execute the search at a later time to locate any newly added
CVs which match
- you know you will be looking for a similar profile in the future. In this case you
can reuse the search profile, refining it as necessary, without having to build it
from scratch
- you want to receive new and updated CVs that match the search profile
automatically by email

3.2.4 Ranking - Soft Search

Ranking allows you sort a selection of CVs according to criteria you specify so that you
can focus on the best matching CVs. Search criteria must be defined first and Ranking is
performed on the results of applying those criteria.

Clicking the Ranking button takes you to a page where you can define the importance of
the search criteria you have used.

5
If you select a large number of CVs to move to your CV Manager in a single step, the
operation may take some time to complete.

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The screen lists all the criteria you have included in your search profile. Next to each
criterion you can specify a degree of importance: Low, Normal or High. The more
importance you attribute to a criterion, the more this factor will impact the scores and
rankings of the matching Candidates.

Alternatively you can choose to set a criterion to be a Killer. If the Candidate does not
posses that criterion (or does not obtain the minimum level you have specified for skill or
language questions) he or she will not appear in the result list. If you were to set all
criteria as Killer criteria, then the result of your ranking would be the same result list as a
conventional search and all CVs would be ranked at 100%.

TIPS: Ranking is the ideal solution where:

- you want your results ordered so that you need only spend time reviewing the
top matching CVs
- you are searching using many criteria at the same time so that a hard search
will deliver few candidates
- you are searching for a hard to find profile such that the number of exactly
matching Candidates is very low or zero.

To get the best results from the ranking you should only set the absolutely
essential criteria as Killers.

You will normally see more CVs in your result list than you would see from a hard
search using the same search criteria. This is because Ranking runs through the
whole CV database and does not require exact matches except for Killers.

3.2.4.1 Result list Ranking

The Result List from a Ranking is presented in a slightly different way from a hard
search. Two columns are used to show the scores of the Candidates against the Ranking
criteria.

33
The first of these, the Score column tells you to what extent the CV matches your
requirements and ranges between 0 and 100%. For languages or individual special skills
where you can indicate a preferred level between 0-4, this score only takes into account
whether the Candidate has obtained the minimum level.

Candidates that match on all your requirements (those who would have been found by a
hard search using the same criteria) will obtain a 100 % score.

Candidates that match to none of your criteria, but who have not failed on any of the
Killers will score 0 %.

Between these extremes, Candidates are ranked according to the number of criteria they
match and the importance you attached to each criterion.

The following example shows how scores for Candidates are calculated and how you
might interpret them.

Criteria Importance/Killer Candidate A Candidate B Candidate C

Want to work High Importance Yes No Yes
in Antwerp
Want to work Low Importance No Yes Yes
in Construction
Industry
Experience as Killer Yes Yes No
Sales Manager

The first column contains the criteria you are searching on, the second the importance
and column 3 to 5 are the answers of 3 Candidates.
• Candidates A and B will appear in the result list. Candidate A will have a higher
score then Candidate B because she or he wants to work in Antwerp, which is
your most important criterion

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 • None of the Candidates will obtain a 100% score since none of them fully
meets all your needs
• Candidate C will not appear in the result list. Although he meets two of the
requirements, he does not have experience as Sales Manager, which you have
specified as a Killer.

Next to the Score column is a measure of the Overscore of each Candidate. The
Overscore indicates to what extent Candidates have over performed on the language
and/or skills criteria.

Using the same scenario as above, the following example illustrates how to interpret the
Overscore.

Criteria Importance/Killer Candidate A Candidate B

Want to work in Medium Importance Yes Yes
Antwerp
International Medium Importance 2 4
Sales (minimum
level = 2)

• Candidates A and B will both have a 100% score. They both meet minimum
requirements on all criteria
• Candidate A will have no overscore
• Candidate B will have a maximum overscore since he/she has knowledge level
of 4 (= the maximum level).

Candidates are ranked in descending order, on their score. Equal ranking candidates are
ranked based on any overscore and then on date.

TIPS: Always consider both the score and the overscore when evaluating Candidates. An
overscoring Candidate may be better for your role, but might be overqualified.

Both the regular CV Search and the Ranking are based upon data that Candidates
themselves have provided in their CVs. This data of represents their own
evaluation and StepStone has not verified these details.

3.2.5 Accessing CVs via Result Lists

By clicking on the ID number in any CV result list, you can look at the CV in detail. The
CV will appear in a separate pop-up window.

35
TIP: It is preferable not to close this window if you want to look at other CVs. If you do
close this window, the next CV you open (on some software packages) may be
illegible. If this does happen, you need close the browser you are working in and
re-open it.

Let’s take a closer look at the different elements in a CV.

At the top of each CV you see a drop down list of folder names from your CV Manager. If
you have not previously created any folders, the only one available will be the All folder.

Selecting a folder and clicking on Copy to folder places this CV into your CV Manager.
As soon as you have copied a CV to a folder, this is shown on top of the CV: This CV is
available in the following folder in your CV Manager. Whenever you encounter this
CV again this message will continue to appear as long as the CV is in your CV Manager.
You can also save copies of a CV into more than one folder.

Below the CV folder list you will see the title of the CV in bold, the CV ID number, the
date of creation, the date the last time the CV was updated and how many recruiters
have looked at this CV before you. If you have located the CV through a Keyword search,
you will also be shown the search terms used. At the top and bottom of each CV there is
a link allowing you to immediately print the CV.

TIP: it is possible that certain systems will not be able to print from these links.

The CV details are shown in 7 sections:

36
 • Personal Data
• Career Objective
• Candidates Ambitions
• Work Experience
• Education
• Language Skills
• Your Knowledge

When you first open a CV, you will see all the data available in each area. You can use
the minus and plus signs in front of each group’s heading to hide or show details of each
group.

TIPS: The layout and the order of the information that appears when you view CVs can
be adapted to your personal preferences. Contact your StepStone consultant for
more information.

Gain time when screening CVs by using the minus signs to hide less important
details so that you can focus on the content that is most relevant to you.

Use the minus signs before printing out CVs, to hide details that you do not
require.

3.3 Favourite Searches

Clicking the Save Search button (on the CV Search, Ranking or CV Result page) will ask
you to name the search for future use. You can also provide a descriptive Comment to
help you in the management and usage of your saved searches.

Your saved searches can be accessed from the Favourite Searches link on the left hand
menu whenever you are in the CV Centre.

37
The Favourite Searches page contains an overview of all searches you have saved.

The first column simply contains a serial number for the search.

The second column contains the name and the comment you have provided for this
search. Clicking the name of a search re-executes the search and you will be presented
with a CV result list containing all CVs that currently match your search.

The third column indicates the date you created the search profile.

The fourth column allows you to edit the Search profile. Clicking the edit button takes
you to the CV Search form where all your selected criteria will be populated for you to
easily extend or narrow your search.

The fifth column enables you to delete the search from your favourite searches.

In the last column you can determine whether you want to automatically receive
new/updated CVs that match the search profile on a daily, weekly or monthly base.

3.4 CV ID Search
The CV ID Search is useful where you have the ID of a CV available, for example on a
printed copy, but you no longer have access to the CV in your CV Manager. Fill out the
unique CV ID in the text box and click search. If the ID you have entered is valid and
refers to a searchable CV your result list will contain the CV you are looking for.

38
39
4 CV Manager
The CV Manager is used to manage both incoming job applications and CVs that you have
located and saved whilst searching the StepStone database.

The CV Manager screen displays each of your CV Folders.

To delete a complete folder including all its contents, click on the delete icon to the right
of the folder. New folders can be created using the Create New Folder feature at the
bottom of the screen. You are in full control of the number of folders you create and their
names.

Clicking the plus sign opens up a folder so that you can see the CVs stored in that folder.
At the top of the page you can choose to go to another folder or to display only a certain
type of CVs (Database CVs or Online Applications). Clicking any CV’s ID will display
the contents of that CV.

4.1 Managing Your CVs

For each CV available in the folder you see the ID (Click to open the CV), the CV Title,
your Comment, the date of creation/ last update and Edit CV column which can display
4 icons. These icons are used to carry out the following actions:

send an email. This icon takes you to a form where you can write an email
message. Do not forget to insert any contact details you wish the Candidate to use
for their response.

40
 edit comment. This feature opens up a new page where you can add comments
to the CV.

At the top of the Add/Edit Comment screen you can rate CVs as High, Medium or
Low. When you return to the CV Manager, you will see that these ratings are
indicated in the Comment column by Green, Amber and Red arrows. In the first
comment box you can type a short comment that will be visible in your CV Manager.
The second comment box can be used to add longer comments that will be visible
whenever the comment dialogue is opened and included when you mail the CV to a
colleague.

move this CV including its comments to another folder. The CV will no longer be
available in the current folder.

delete this CV, including its comments.

enables you to send this particular CV to a colleague by email, including any

comments associated with the CV.

4.2 Online Applications

If you have linked a Listing to a folder, all online applications for that Listing arrive in the
folder you have specified.

When viewing CVs from online applications you have the following additional options

- the View link takes you to the Letter of Application the Candidate provided
- the icon gives access to the attachment(s) the Candidate has provided. This
Icon does not appear if no attachments were sent.

TIP: The ID column will only show a value if the Candidates applied using their
StepStone CV.

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5 My Account
This part of the Recruiter Space allows you to manage all the information related to your
company details and your relationship with StepStone.

Clicking the My Account Stone takes you to the following welcome page:

5.1 Company Profile

This contains the general contact information for your company and will already have
been completed by StepStone.

This information will be shown to candidates who access your details through a Company
Search, view the Listing overview of your company, or Enquire on your company
presentation.

You can update this information by keying in required changes and clicking the Save
button at the bottom of the page.

5.2 User Profile

The User Profile contains information related to you as an individual recruiter. Most of
this will have been set up for you.

When you create a new Listing the contact details for the Listing are automatically
populated with the information available in your User Profile. You can also override this
information on a per Listing basis.

You can update this information by keying in required changes and clicking the Save
button at the bottom of the page. Any changes that you make will only be applied to
subsequent Listings.

The email address in the User Profile is used to receive the CVs you have requested from
the CV Agent. This address will also be used by StepStone to notify you of new
developments, promotions or other useful, relevant information.

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5.3 Logo & Banner
StepStone offers the opportunity to use your company Logo on the site to help attract
Candidates and build your brand.

Your Logo will be shown in the Result Lists, in all your Job Listings, in your Company
Presentation and in the Logo Gallery.

Your Banner will appear at the bottom of each of your Job Listings and in the overview of
your vacancies. Your Banner can be used to link to your own web site.

StepStone Customer Service usually loads Banners and Logos to the site. However, you
can change these items yourself.

To do this you should first select the language for which you wish to change the Banner
or Logo. Alternatively you can choose to use the same Logo and/or Banner for all
languages.

To load a new item, use the Browse button to locate the Logo or the Banner on your
own system and select the item you want to use. Click Upload to transfer this to
StepStone. For Banners you are also required to provide the address of a web page to
which the Banner should link.

Logos should be 160x80 pixels and Banners 180x50 pixels in size.

TIP: The Banners referred to here NOT the promotional Banners that are shown to
Candidates under the blue line at the bottom of each StepStone page. Please

43
 contact us if you wish to take advantage of the additional visibility that these can
provide.

5.4 Contract
The Contract area provides you with information on your current contract status and
usage of StepStone services.

5.4.1 Your Contract Data

Clicking the Contract button in the My Account area will show you the contract
overview of your account.

The information lists each of your contracts by number, with contract start and end
dates. Each contract shows the type of products for which you have credits Allocated, or
Added since the start of the contract. Subtracting the credits which are shown as Used,
gives the number Left and hence available. Credits may also be Reserved, where
Listings have been booked for future periods, leading to the final figure Free that shows
the credits actually available for use.

The numbers in the Used column are clickable, taking you to a display of how these
credits were consumed.

44
5.4.2 Overview of All Contracts
If you are a Master User you will also see an additional button All Contracts that will
take you to the following page:

45
All your contracts are listed with their unique contract ID number, the start date and the
end date of the contract. Clicking the plus signs in the first column opens up the details
of the contract and shows the subsidiaries and / or the users linked to the contract.

The colour of the row(s) per contract may vary between blue and grey, and in the last
column there may be a C or an L. These are used to distinguish different contract status
values:
• Contracts shown in blue are current, and those with a C have available
credits
• Contracts shown in grey are expired or locked

Contracts that are locked or expired cannot be used to publish Listings, conduct Searches
etc. even if they still have credits available in the contract.

For each type of product bought you will see:

• Product name
• Bought: the number of credits you initially acquired. For most products
this number indicates the number of times you can use the product or how
many items you have of that product.
• Added: in exceptional cases (e.g. promotions) credits may be added to
your contract.
• Used: counted every time you perform an action on the StepStone site
that requires a credit
• Left: the number of credits not yet consumed
• Reserved: the number of credits you have reserved for future actions
which have been scheduled
• Free: the number of credits that are not used or reserved.

At the bottom of each contract you see also the subsidiaries and/or the users linked to
this contract, along with their individual Product and usage data.
• A subsidiary is another company/division recruiting through StepStone,
using a predefined number of credits from your contract.
• Corporate users are each linked to contracts through their unique login

The only difference between the contract details for a company and those for subsidiaries
or corporate users is that the Bought column has been replaced with the Allocated
column. This represents the number of credits that this subsidiary or user is entitled to
use.

5.5 User History

Whereas the Contract function provides an overview of your credits and usage of the
StepStone site, the User History provides a detailed historical view of your use of
StepStone’s services.

On entering User History you can access your usage data in two ways:
• Click the plus signs in front of each period to drill down for a certain period

46
 • Use View history for a specified period to choose your own reporting
interval

At lowest level of detail you will be presented with a table showing the Date, the
Contract ID used and a description of each action.

For your convenience this table can be downloaded as a comma separated list so that
you can store it locally or transfer to you own spreadsheet or reporting system.

5.6 Security
You can change your Password to the StepStone Recruiter Space at any time.

Fill out your new password in the designated field and confirm it by rekeying in the
second field.

Click on Save to store the changes made.

TIPS: Do not write down your Password where others could find it.

If you forget your User ID or Password, you should contact StepStone.

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6 Company Presentation
Your Company Presentation allows Candidates to find out more information about your
company and can increase both your visibility and the quality of applications you receive.

6.1 Company Presentation

Clicking the Company Presentation Stone takes you to a page where you can preview
your presentation in a choice of available languages.

6.2 Statistics

The Statistics page give you access to the number of times your Company Presentations
was seen per month since it has been online.

These statistics are real time so as new visitors see your Presentation they are
immediately added to the count of the current month.

6.3 Editor

The Editor enables you to Create, Update or Preview your Company Presentation. The
interactive form will guide you as you through each field as you create your Presentation.

48
In addition to the standard Company Presentation format supported by the Editor,
StepStone is able to offer Personalised Company Presentations to meet your specific
requirements.

7 Help
The Help Stone provides access to brief Help information on the site. You can also
download a copy of this User Guide.

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