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The Definitive Guide to Taleo Business Edition

Implementation Features and Functionality Checklist

Taleo has a comprehensive set of features to help you manage an unlimited number of open jobs, and create rich data and reporting on each.

  • Nearly unlimited user defined fields store all of your requisition related data and allow you to customize the system to meet your unique reporting and management needs.
  • Customizable field types including drop down lists, required fields, text fields, URL fields, integer fields, currency fields and others to improve and maintain data integrity.
  • Unlimited page layouts to customize the user interface for specific user types provides access control for which users can see which candidates or other data.
  • Unlimited custom user groups (hide some specific requisition data from some types of users).
  • Email driven requisition approval process does not require approvers to login to the Taleo system; they simply click to approve or reject the requisition in an email on any device.
  • Sequential or concurrent requisition approval workflows fit any requisition approval process you might wish to support.
  • Requisition approvers can be assigned automatically or on a requisition by requisition basis.
  • Ability to have multiple requisition owners of a single requisition encourages team collaboration if desired.
  • Add or remove requisition owners at any time if you need to reassign work across the recruiting team.
  • Having multiple job openings per requisition supports high volume hiring and allows you to post one job, with more than one opening, reducing posting and advertising costs.
  • Job Template Library functionality allows Taleo users "one click" requisition creation from pre-populated fields and job descriptions making it easy for users (such as hiring managers) to create accurate new requisitions and avoid creating requisitions with the wrong data or job description.
  • Job Template Library allows Taleo to become the single source of record for all of your organization’s job descriptions.
  • Taleo can automatically post requisitions to job boards once they are approved, saving time and reducing requisition management time.
  • Direct integrations with job posting services like equest.com, indeed.com, and broadbean.com allow recruiters to post jobs to many job boards, both paid and unpaid, from directly inside Taleo.
  • Taleo can automatically close and mark requisitions as filled when a candidate is moved to 'Hired' status (and also automatically rejects non-selected candidates if desired).
  • Requisition import allows the creation of bulk requisitions from offline data.
  • Automatic user notification when new candidates are added to or apply to a requisition. This allows your team to respond to "hot candidates" quickly.
  • Customizable views of all or just select requisitions which show your desired data fields make the system fast and efficient for users.
  • Bulk requisition status updates makes it easy to manage and update multiple requisitions in higher volume recruiting situations, saving recruiters time and reducing administration.
  • Customizable data fields allow for a quick drilldown into requisition data by simply hovering over the element you would like to see more information on. Eliminates clicks for everyday task.
  • Search all requisitions fields and use keywords to sort and review historical or current requisitions. This adds efficiency when organizations have many requisitions.
  • Generate more applicants and automatically capture applicants through a best in class, mobile-optimized Taleo career website that seamlessly integrates with your organization’s existing website.
  • Fully customizable career website technology (logos, colors, text, look and feel, images, etc.) to create a consistent branded candidate experience.
  • Best in class mobile-optimized career website technology (works great from any device, including the small screens of tablets or smart phones), increasing applicant flow by 30–40% compared to non-mobile optimized career websites.
  • Unlimited career websites included in all Taleo subscriptions (for example, users can create an 'internal only career website' or a 'college recruiting career website' for no additional subscription cost). This allows Taleo users to generate more candidates and tailor the candidate experience for different audiences.
  • Unlimited, customizable online candidate applications included with all Taleo subscriptions (for example, users may have different online applications for different types of candidates or jobs).
  • Staged job posting capabilities, so that jobs may be automatically posted to some career sites, then automatically posted to others after a period of time (for example, automatically post jobs to the 'internal career website' for 10 days and then automatically post to the external career website after that). This supports your candidate generation procedures or helps comply with internal policies.
  • Users may set durations for postings, and Taleo will automatically unpost jobs after the time duration, saving your team time through a reduction in administrative tasks.
  • Candidates can sign up for 'job alerts' to be notified when new job postings meeting their search criteria become available in the future—increasing candidate engagement and automatically generating additional candidates for future recruiting efforts.
  • Abilities for candidates to 'email a job' to themselves or someone else so they may consider the job in the future (for example, if they find the job on their mobile phone they may want to email it to themselves to review later) or share with others, producing more candidates per requisition.
  • Online job application progress bar provides visual feedback to keep candidates engaged as they complete the online application.
  • Ability to offer candidates a multiple-step application process. For example, you may have candidates complete an abbreviated short form online application to capture the basic candidate data, then automatically prompt candidates who are moving forward in the process to submit more detailed information. This improved candidate experience increases candidate generation and application rates for every requisition.
  • Full integration with LinkedIn included with all Taleo subscriptions allows candidates to apply for jobs using their LinkedIn profile.
  • Full integration with DropBox, Google Drive, and other cloud storage providers to allow candidates to upload resumes easily from these sources, even from a mobile device. This improves candidate experience and increases the number of applicants per requisition.
  • Automatic resume parsing automatically fills out application data for candidates when they upload a resume.
  • Fully customizable candidate search allows you to tailor how candidates search and find jobs on your career website, enabling more candidates to quickly find the jobs that suit them, and increases the chances that they will apply for a position.
  • Fully customizable candidate job search results allows you to tailor the candidate experience to your organization or industry and make it easier for candidates to find and apply to the jobs that suit them.
  • Job search by zip code functionality allows candidates to search for jobs based on geography and proximity.
  • Best in class candidate self-service registration & full self service account management capabilities on the part of the candidate. This self-serve functionality makes it easy for candidates to update their profiles and when coupled with Taleo job alerts, drives more long term candidate engagement and ultimately produces more applicants for your organization while reducing candidate inquiries to your HR or Recruiting team. Optional features displays a candidate facing status. Automatic delayed rejection emails and automatic thank you emails come standard in Taleo Business Edition.
  • Online Candidate application auto-saves to avoid candidate application frustrations.
  • Confidential Postings can be set up to allow for the collection of candidates without displaying the position externally.
  • Unlimited and completely customizable recruiting workflow capabilities to support any number or configuration of steps in your recruiting process. Taleo also supports an unlimited number of different recruiting workflows.
  • Additional workflows included for offer letter management; optional and fully configurable offer letter approval workflows enable offer letter approval chains by email if desired.
  • Included standard with Taleo are different workflow options for different departments, users or types of jobs (for example, hourly recruiting may have a different workflow than experienced hire recruiting).
  • Workflows to manage requisitions in addition to candidates on those requisitions (for example, requisitions may want to be tracked from 'waiting for approval, to approved, to posted, to offer pending, to filled...') allowing for richer, more robust metrics and understanding on 'when things happen on a requisition.'
  • Workflows to manage candidates’ overall relationship to your organization (for example, to manage where a candidate is 'in process' or 'available',or 'not eligible for hire'), allowing recruiters to work in regard to candidates who have submitted multiple applications.
  • Help your recruiting team be more efficient with automated candidate pre-screening and best practice candidate management tools and automation.
  • Unlimited and automated pre-screening questions for candidates, so that recruiters spend valuable time reviewing the most qualified candidates.
  • Easily write pre-screening questions, (broad or job specific), with custom weighting tailored to your organization.
  • Ranking and weighting of candidates and pre-screening questions can provide easy access to the best candidates.
  • Automatically flag 'Ace Candidates'; those candidates that meet a particular threshold on the pre-screening questions so recruiters can quickly identify them and follow up.
  • CRM solution for pipelining candidates who are not being hired today, but would be interesting to consider for future roles (candidate relationship management).
  • Abilities to run customizable and branded candidate sourcing email campaigns to 'future interest' candidates and other types of candidate.
  • Ability to email up to 500 candidates at one time with branded, customizable email templates.
  • Easy, one-click' integrations with leading background check and pre-employment assessment vendors.
  • Included candidate reference checking templates and ability to store candidate references in the candidate record, lets your organization keep track of all of the candidate details in one place.
  • Whew! This is a very long list. If you’ve read this far, mention this code: LongList to receive $300 off any implementation services. Did we mention we are fun to work with?
  • Taleo Attachments feature allows users and candidates to upload any additional documents to candidate records in applicant tracking system (for example, the ability to upload letters of reference or work samples in addition to the resume) helping your team get the complete picture on every applicant.
  • Ability to create a staffing agency portal to allow third party recruiting firms to submit candidates directly into the applicant tracking system. This allows you to track these submissions and prevents overpaying for third party recruiting services.
  • Available automatic dispositioning of unselected candidates. This greatly aids in compliance and reporting, as unselected candidates can be automatically dispositioned (rejected) including assigning fully customizable 'reasons for rejection.'
  • Generate more and higher quality applicants by implementing or managing an entire employee referral program easily with Taleo.
  • Full employee referral module & functionality included at no extra charge with every Taleo subscription.
  • Easily create an employee referral program or support and manage an existing program with Taleo.
  • Create a branded Employee Referral Portal that allows employees to learn about and submit employee referrals right into Taleo, without having to login into the system.
  • Customize referral data collection to learn why employees are referring each candidate or how they know the referral, and the ability to report on this employee provided data to develop rich insight into employee referral effectiveness.
  • Easily track employee referrals in Taleo, to see who got hired, who didn’t, and from which employee the candidate was referred.
  • Full reporting capabilities to determine who was hired as an employee referral, and to understand the effectiveness of your employee referral efforts.
  • Ability to fully brand an employee referral portal or landing page to promote and internally market the employee referral program.
  • Improve your candidate experience with Taleo best in class candidate facing features and functionality.
  • Mobile optimized so the Taleo career website works from any device, including smart phones & tablets.
  • Fully customizable and branded candidate email correspondence (for example, 'thank you for applying' or 'rejection letter' email correspondence may be fully customized with your logo and message to create memorable candidate experiences and support your employment brand.
  • Fully configurable automatic candidate updates on status of their application (this is completely optional).
  • Job Alerts allow candidates to set Job Alerts and Taleo will automatically email them when new jobs are posted that meet their search criteria.
  • One-click to apply from LinkedIn means candidates can quickly apply, and don't need resumes.
  • Resume parsing technology automatically extracts data from a candidate’s resume, and pre-fills the online application, saving time for the candidate and increasing candidate applications.
  • 'Email a job' functionality allows candidates to 'email a job to themselves' to revisit for later.
  • Online application auto saves to minimize candidate frustrations or website 'time outs'.
  • Reduce administration by automating offer letters and utilizing Taleo e-signature technology.
  • Full Offer Letter module & functionality included with every Taleo subscription.
  • Unlimited offer letter template capabilities to support all of your organization’s different types of offer letters to support the variety of offer templates that your organization may need (for example: US Exempt Mgr Level, AMEA Exempt Mgr Level, or simply Exempt and Non-Exempt template.
  • Customizable offer letter templates with unlimited 'merge field' capabilities to automatically populate the offer letter with key information such as candidate first name, candidate last name, candidate address, salary, plus any other fields you need to support your offer letter component.
  • Full automated delivery of offer letters to candidates via email automatically; at the push of a button, Taleo emails the candidate a PDF offer letter, with a hyperlink for the candidate to click to e-sign, reducing administration, improving compliance, and delivering a modern candidate experience.
  • Full e-signature capabilities allow candidates to sign offer letters electronically without having to print, scan or email.
  • Automatic storage of signed and unsigned offer letters in the candidate record inside of Taleo.
  • Configurable 'Offer Letter Approval Workflow' to allow Taleo users to route offer letters to stakeholders for review and approval, if desired.
  • Ability to send other documents to candidates along with the offer letter to automate the paperwork required to extend offers and hire candidates.
  • Customizable and branded email templates for offer letter delivery to candidates.

Taleo delivers features and functionality to help your organization stay up to date on compliance matters and delivers customizable metrics and reports to help you improve your processes.

  • Full reporting module & functionality included at no extra charge with every Taleo subscription helps you measure and improve your recruiting operations.
  • Full EEOC reporting as standard including EEO-1, Affirmative Action applicant flow report, and adverse impact reporting helps you maintain compliance.
  • Automatically updated federal compliance forms such as online candidate application EEOC statement and new hire forms such as W-4 and I-9 forms; Taleo keeps these up to date automatically so you don’t have to worry about maintaining and remaining compliance.
  • Unlimited report writing included with every Taleo subscription means you can create as many reports as you need for your organization.
  • Fully customizable reporting on both requisition and candidate fields and a host of other fields means reports can be loaded with data.
  • Automatically schedule reports to be generated and emailed based on your requirements means you don’t need to run reports every week, Taleo will do it for you.
  • Over 25 standard reports included with every Taleo subscription; all are customizable to your requirements and needs, plus you can create as many custom reports to meet your needs.
  • Taleo helps you generate a greater number of high quality candidates with modern recruiting features like Social Media integrations.
  • Increase employee referrals using social media.
  • Easily post jobs to Facebook, Twitter and LinkedIn to generate more and better applicants.
  • Generate candidate pipelines and create passive candidate talent communities that candidates may join without having to apply for a specific open role.
  • Ability to run branded, customizable email campaigns right from Taleo.
  • Customizable search to enable easy retrieval of candidates from the Taleo database. Search on unlimited candidate data fields with keywords or powerful Boolean search terms so your team can source viable candidates directly from the your Taleo database.
  • Ability to save searches and search criteria to be repurposed for future needs.
  • Track and report on all of your social media recruiting from one dashboard.
  • Support multiple brands and languages.

Automate all aspects of the new hire paperwork and onboarding process to create a truly paperless new hire experience and eliminate 'old school' paperwork and administration. For more information on Taleo Onboard including a video and comprehensive screen shots, visit our microsite at TBEOnboard.com.

  • The Taleo new hire Onboarding system is included at no extra charge with every Taleo Applicant Tracking System, to help you automate all aspects of your recruiting and new hire onboarding processes.
  • Taleo Onboard enables all new hire "paperwork" to be completed electronically online and enables new hire self-service capabilities, saving you time and creating a modern new hire experience. No more paper new hire packets!
  • Seamless integration of data between Taleo’s recruiting system and the Taleo New Hire Onboarding system means that new hire data is pre-populated eliminating manual entry of data.
  • Fully automated new hire tasks and forms management allows for full candidate self-service.
  • Automatic and fully configurable and editable reminder emails sent to users with overdue tasks or forms helps you create a modern new hire experience. Taleo does the follow up on overdue forms for you, reducing administration.
  • Taleo allows for unlimited new hire forms, including state and federal tax forms, but also organization-specific forms such as the 'employee handbook' or 'direct deposit authorization'.
  • Full e-signature capabilities means candidate review, complete, and sign the forms online. This improves compliance and reduces administration.
  • Employee and hiring manager self-service functionality allows employees to update core HR data, for example their own mailing addresses or phone numbers.
  • Ability to customize 'new hire packets' of required forms based on geography, job type, or other requirements. This allows different types of new hires to receive the right forms upon hiring, automatically (for example, people hired in Oregon receive the Oregon new hire and tax forms, while people hired in California receive all the appropriate California forms).
  • Full reporting to see progress of completion for any new hire packet and forms.
  • Ability to support dual signatures by both the newly hired employee and, for example, their hiring manager signatures.
  • Ability to send company-wide or department-wide forms for mass signature (TaleoOnboard is not just 'new hire' forms), for example if a new policy is rolled out that requires employee acknowledgment and signature Taleo can manage the entire process.
  • Also manage off-boarding staff members who are exiting your organization, conduct exit interviews, and other related activities.

Taleo offers unlimited abilities to create and manage different user roles to customize the data and functionality that is available to each user, making the system flexible and enabling more self-service from hiring managers and other stakeholders

  • Abilities to define organizational hierarchies such as divisions, regions and departments and create different roles, views, and setups for each.
  • Abilities to change each page layout and what data can be seen per user role.
  • Ability to assign different workflows based on user roles.
  • Customizable mobile-friendly talent portal for hiring managers to do basic recruitment tasks on the go.

Taleo offers a full stack of modern technical features and benefits for integrations and other requirements.

  • Ability to integrate with any HR or Payroll system through an industry standardized REST application program interface (API) allows your recruiting and new hire data to flow automatically into the HR or payroll system.
  • Pre-built integrations with major payroll providers such as ADP keeps integration costs and customization requirements low.
  • Supports single sign on (SSO) technology to allow Taleo users to use the same login and credentials they use for other business applications at your organization, simplifying and making it easy for non HR staff to use Taleo.
  • Best practice and time-tested security protocols (user authentication, password storage, etc.).
  • Accessible by all web browsers (Internet Explorer, Chrome, Firefox, etc.) and added support for easy access from mobile devices such as phones and tablets.
  • Fully configurable and customizable system notifications such as automated messages to users regarding an overdue task which requires completion.
  • Taleo install base of over 5,000 customers globally who trust and rely on Taleo Business Edition to run their recruiting and HR operations means you can trust the functionality and system.
  • Having been in production over 15 years means Taleo is more stable than any newly developed recruiting or HR system.
  • Taleo supports 16 different languages (contact us for the list).
  • Rich ecosystem of Taleo third party providers such as background check vendors, assessment companies and other bolt-on technologies to enhance Taleo in different areas means there’s almost always a way to increase functionality and automation to meet unique needs if require.
  • Online community of users to share and gather knowledge of features and functionality helps you network and share best practices; free online Taleo users forum for all Taleo users.
  • Ability to self-administer and make changes to the system in an agile, dynamic way means it is easy to make Taleo adjustments, turn on new features, and reconfigure to meet your organization’s changing needs.
  • Quarterly release cycles means new features are being added to Taleo every 3 months, providing more functionality and features at no additional cost, throughout the life of your Taleo subscription.
  • Your system will continue to scale with organization. Large global firms like Tesla, Gensler, and Barnes & Noble all use Taleo Business Edition to run their recruiting and HR operations.
  • Increase employee job satisfaction by designing custom collections of competencies for each job that define successful job performance.
  • Improve the quality of employee review feedback using the automated 360 review process.
  • Ensure that all employee reviews are done on schedule with Taleo’s review cycles that automate distribution of review documents and reminder emails when due dates are approaching.
  • Decrease the time commitment required from your managers to execute regular reviews by going digital with reviews that can be filled out anytime from anywhere - including mobile devices!
  • Reduce risk by storing all review results in Taleo, indefinitely, and creating a true system of record for employee reviews.
  • Customizable compensation plans ensure that you are offering competitive pay on all high-value positions and attracting top talent.
  • Team-based compensation plan tools establish equity across positions, even through turnover.
  • Merit-based rewards plans - including performance-based bonuses, raises, benefits, stock options - motivate your high performing employees, improve employee satisfaction across the organization, and encourage employee retention.
  • The ability to review and monitor compensation costs across the organization help you control and reduce costs.


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WHY CHOOSE RECRUITINGDASH

  • RecruitingDash delivers both expertise in Taleo Business Edition software AND expertise in Human Resources best practices (our founder led recruiting at Starbucks and Google) allowing us to share the absolute best knowledge and experience in Taleo.
  • Our consultants have successfully completed over 500 Taleo engagements making us the world leader in all things Taleo Business Edition. No one has more experience.
  • We work with organizations of all sizes and across all industry sectors.
  • We will guide you through the implementation following the path of best practices.
  • We help your HR and management team work smarter, not harder. We will partner to implement best practices, eliminate manual processes, reduce paperwork and automate key HR functions with Taleo.
  • Most of our customers choose one of our low cost ongoing support options. We will be your long term partner to keep your Taleo system up to date and working perfectly.
  • Let’s face it, setting up a new HR system is not like a trip to Disneyland. We guarantee you’ll enjoy working with us and learn a lot of best practices along the way.