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Knowledge Base

Overview

Hiring Team Collaboration Tools

Overview

The Hiring Team Collaboration Tools offer streamlined recruitment teamwork, including user role management, activity logging, and options to modify, activate, or delete user accounts. Enhanced communication is facilitated through email/calendar integration and a database of email templates, alongside internal feedback notes, ensuring efficient and cohesive team coordination. 

Team Collabortion

Team Collaboration

The Team Collaboration tools offer functionalities for inviting users, assigning roles, modifying details, managing user activity, and tracking through a User Activities Log, ensuring effective team management and oversight.

  1. Invite User 

Enables adding new members to the recruitment team quickly and efficiently.

  • Head to "Settings" in your Zita account and click on the "Manage Users" tab.

AI Hiring Software
  • Additionally, you can find "Manage Users" in the sidebar, providing a convenient and easy way to manage your user whenever you need.' 

AI Hiring Software
  • To add new users to your Zita account, click the "Invite New Users" button. 

AI Hiring Software
  • Fill in the necessary fields and select a Role for the new user. 

AI Hiring Tool
  • Under "User Privileges", add additional privileges to the user, while the default privileges remain unchanged. Once details are completed, click "Invite" to dispatch an invitation to the provided email address. 

AI Hiring Tool
  • After inviting a user, their status stays pending until they accept. To resend an invitation email, click the "3-dots" icon in the "Actions" column and select "Resend Invite" from the dropdown. 

AI Hiring Tool

  2. User Roles & Permissions

Zita features three unique user roles, each with its own set of privileges. Although default access for these roles is established, you can grant users additional page permissions as required.

  • Admin: This role grants unrestricted access to the entire application, with no limitations. 

  • HR: Users in this role have default access to specific modules, including: 

  1. Create & Post Job 

  2. Zita Match Candidates 

  3. Applicants Pipeline 

  4. Database 

  5. Import Candidates 

  6. Talent Sourcing 

  7. Reports 

  • Hiring: This role comes with default access to: 

  1. Zita Match Candidates 

  2. Applicants Pipeline 

  3. Database. 

  3. Modify Details 

Zita enables you to update user information and settings withing the platform. 

  • Head to "Settings" in your Zita account and click on the "Manage Users" tab.

AI Based Hiring Tool
  • Additionally, you can find "Manage Users" in the sidebar, providing a convenient and easy way to manage your user whenever you need.

AI Based Hiring Tool
  • Click the "3-dots" in the Action column and select "Edit" from the dropdown menu. 

AI Based Hiring Tool
  • In the Edit User section, you can change the Department, Contact, and Role. Choose the new role from the dropdown and click "Save"

AI Job Posting Software

  4. Inactivate or Reactivate Users 

Zita allows you to temporarily disable or re-enable user accounts in the system as needed.

Note 

Data associated with an inactivated user is securely retained in Zita, ensuring no data loss when a user is inactivated. However, inactivated users lose their login access to the Zita application. They can be reactivated at any time, restoring their access as needed. 

  • Head to "Settings" in your Zita account and click on the "Manage Users" tab. 

AI Job Posting Software
  • Additionally, you can find "Manage Users" in the sidebar, providing a convenient and easy way to manage your users whenever you need.

AI Job Posting Software
  • Click the "3-dots" icon in the Action column and select "Inactivate" from the dropdown menu.

Hiring management software
  • Click on the "Inactivate" button. This action will immediately inactivate the user, preventing them from logging in, while all their data remains securely stored on Zita. 

Hiring management software

To reactivate an inactivated user: 

  • Click the 3-dots under the Action column and select "Activate" from the dropdown menu.

Hiring management software
  • Confirm by clicking on "Active". This will immediately reactivate the user, enabling them to log back into their Zita account. 

Hiring management Tool

Tips:

You can check the status of a user under the "Status" column in Zita, which is represented with a color code for quick and easy reference.

  5. Delete Users 

Zita allows you to remove the user accounts from the application, while preserving their associated data within the application. 

Note 

  • Deleting a user blocks their Zita login but retains their data (notes, jobs, etc.) in the system. 

  • Deleted users disappear from user lists and reports. 

  • To restore, re-invite using the same email. 

  • Head to "Settings" in your Zita account and click on the "Manage Users" tab. 

Hiring management Tool
  • Additionally, you can find "Manage Users" in the sidebar, providing a convenient and easy way to manage your users whenever you need.

Hiring management Tool
  • Click the "3-dots" icon in the Action column and select "Delete" from the dropdown menu.

Automated Hiring Solutions
  • Click on "Delete" to confirm. Once done, the user is immediately deleted and will lose access to their Zita account.

Automated Hiring Solutions

  6. User Activities Log 

This section provides an overview and detailed history of each user's activities, like job creation, candidate shortlisting, hiring, and contacts unlocking.

  • Head to "Settings" in your Zita account and click on the "Manage Users" tab. 

Automated Hiring Solutions
  • Additionally, you can find "Manage Users" in the sidebar, providing a convenient and easy way to manage your users whenever you need.

Collaborative Hiring Software
  • Click on the "Username" in the user list table to view their Activity Log. 

Collaborative Hiring Software
  • The "Overview" presents a summary of the user’s activities. 

Collaborative Hiring Software
  • The "History" details each specific activity performed by the user. 

HR Software for Job Postings
Team Communication

Team Communication (Feedback Notes)  

Zita offers real-time internal communication for team discussions about candidates, with the ability to tag team members in profiles, streamlining collaboration and enhancing hiring precision.

  • This is available across various screens such as the Applicant Pipeline Profile Page, Zita Match Candidate Profile Page, and Database Profile Page, allowing team members to leave and access notes or feedback for candidates. 

  • You can find more information about the Feedback Notes feature in the Team Communication section under Candidate Management. Click here to view more details. 

Email and Calendar Integrations

Zita streamlines workflow management by efficiently integrating both calendar events and email communications within its system, using popular platforms like Google and Microsoft. This integration significantly boosts recruitment efficiency and minimizes manual tasks. 

  • Head to "Settings" in your Zita account and click on the "Integrations" tab. 

HR Software for Job Postings
  • Additionally, you can find "Integrations" menu under communication section in the sidebar, providing a convenient and easy way to manage your integration whenever you need.

HR Software for Job Postings
Email and Calendar Integrations

  1. Email Integration: You have two integration options available for emails: Outlook Mail and Google Mail.

  • Google Mail integration

  1. Under the Email Integration section, simply click on "Connect with Google" to integrate with Gmail. 

Adaptive Hiring Management System

  2. You will be redirected to the Gmail platform where you will need to provide credentials and grant permission to Zita         to send and receive emails. That's it! Your Gmail is now connected to Zita.

Adaptive Hiring Management System
Hiring Management System
Adaptive Hiring Management System
Hiring Management System
  • Outlook Mail Integration 

  1. Under the Email Integration section, simply click on "Connect with Outlook" to integrate with Outlook. 

Hiring Management System

  2. You will be redirected to the outlook platform where you will need to provide credentials and grant permission to               Zita to send and receive emails. That's it! Your Outlook is now connected to Zita. 

ATS for Resume Management
ATS for Resume Management
ATS for Resume Management

  2. Calendar Integration: You can choose between two calendar integration options: Outlook Calendar and Google Calendar. 

  • Google Calendar integration

  1. Under the Calendar Integration section, simply click on "Connect with Google" to integrate with Google calendar.

Calendar Management Tool

  2. You will be redirected to the google calendar platform where you will need to provide credentials and grant                         permission to Zita, That's it! Your Gmail is now connected to Zita.

Calendar Management Tool
Calendar Management Tool
Recruitment Analytics Tools
Recruitment Analytics Tools
  • Outlook Calendar Integration

  1. Under the Calendar Integration section, simply click on "Connect with Outlook" to integrate with Outlook. 

Recruitment Analytics Tools

  2. You will be redirected to the Microsoft platform where you will need to provide credentials and grant permission to          Zita. That's it! Your Outlook is now connected to Zita. 

AI-powered recruitment Software
AI-powered recruitment Software
AI-powered recruitment Software

Email Template Database 

In Zita, the Email Template Database is a versatile tool designed to enhance your email communication efficiency. 

Zita enables you to create and use your custom email templates directly within the email composition interface.

Create an Email template 

  • Head to "Settings" in your Zita account and click on the "Workflow" tab.

Resume Parsing Tools
  • Additionally, you can find "Tailor Workflow" in the sidebar, providing a convenient and easy way to customize the JD templates whenever you need.

total workflow
  • In the "Templates" card, click on the "Manage Templates" button. 

Resume Parsing Tools
  • Email Templates: On this card, choose "Configure Templates".

Resume Parsing Tools
  • Click on the "Add Template" button. 

Resume Parsing Tools
  • Enter the title for your template, Subject content and the Email content in the provided fields. 

  • Once completed, click on the "Add" button to save your new template.

Interview Coordination Software

Update an existing template.

  • In the list of templates within Zita, find the template you wish to update and click on the "Edit" icon to make changes.

Interview Coordination Software
  • Make the necessary changes to the template. 

  • Once you're done, click on the "Update" button to save your changes. 

Interview Coordination Software
  • In the list of templates within Zita, find the template you wish to delete and click on the "Delete" icon. 

Delete Template

Calendar Management Tool
  • In the confirmation popup, click on the "Delete" button to proceed with the deletion.

Calendar Management Tool
JD Template Customization
Calendar Integration
Email Template Database
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