Beamery Convert allows you to capture candidate data for your recruitment initiatives at key candidate touchpoints, such as first contact, job application, joining a talent community, or registering for an event. Convert uses Flows, which are linked forms, to collect the information most relevant to you. Convert Flows are easy to build and offer a seamless candidate experience.
Table of Contents
Flows Dashboard
Creating a New Flow
Flow Builder Diagram
Customizing Fields
Customizing Blocks
Creating a Thank You Page
Previewing Flows
Flow Settings
Using Flows in Recipes
Flows Dashboard
The Flows Dashboard provides you with at-a-glance information on all of your Flows. From the Flows Dashboard, you can quickly and easily access your Flows, create new Flows or edit existing Flows, and check Flow submission rates.
The diagram below breaks down all of the component parts of the Flows Dashboard.
a. Convert Tab - Find Convert in the left-hand navigation bar.
b. Search Your Flows - Use these three search options to search existing Flows. Search using free text or by URL link. Filter by the Flow’s status or by the owner of the Flow.
c. Create Conversion Flow - Click this button to start the Flow creation process.
d. Flow Columns
- Name - Here, you will see all Flows. You can click the name of a Flow in this column to open and edit it.
- Status - Here, you can see the status of a Flow.
- Published - This Flow is published, and can be viewed by candidates.
- Unpublished - This Flow is in a draft state, and is not yet published. This Flow will not be seen by candidates.
- Draft - This Flow has been published, but there are recent changes that have not been published. This Flow can be viewed by candidates, but the recent unpublished changes would not be visible.
- Owner - Here, you can see which Beamery user owns a Flow.
- Last Updated - Here, you can see the date a Flow was most recently updated.
- Date Created - Here, you can see the date a Flow was initially created.
- Conversion Rate - Here, you will find the conversion rate for each of your Flows. This is calculated as a percentage. Note that this metric will be shown from April 7th 2021 onwards.
- Views - Here, you will see the number of views for each of your Flows. Note that this metric will be shown from April 7th 2021 onwards.
- Visitors - Here, you will see the number of unique visitors to each of your Flows. Note that this metric will be shown from April 7th 2021 onwards.
- Submissions - Here, you will see the number of submissions made for each of your Flows. Note that this metric will be shown from April 7th 2021 onwards.
Creating a New Flow
Creating a new Flow to convert leads into candidates and capture useful information about your candidates is simple and quick. After clicking the Create conversion flow button, you will be taken to a new page:
- Flow internal name - Enter the name of your Flow that is visible to your team. Your organization may have rules for naming Flows. These naming conventions help users organize and find Flows across teams.
- Flow external name - Candidate-facing name for your Flow.
- Flow URL - The unique URL for your Flow. Try to make this meaningful, and not too long, as this URL will be seen by candidates accessing the Flow.
- Access - Select this checkbox if you want candidates to be able to view and update their profile information after submission. Read more about Authenticated Flows here.
This option will only be available to organizations who have custom web domain and candidate authentication set up.
- Connect to a pool - Use this option to link flow submissions to a new or existing pool.
- New pool - Create a new pool and connect it to the flow
- Existing pool - Connect the flow to an existing flow
- None - Will not connect the flow to any pool
When creating a new pool this way, the pool type will be General. If you need the connected pool type to be anything other than General, navigate to pools and create the pool as you normally would and then choose Existing pool and locate the pool you created.
- Create Flow -Click here to finish creating the Flow.
Flow Builder Diagram
To capture the information you wish to gather about your candidates, you’ll need to add questions to your Flow. Your candidates will see and respond to the questions contained in your Flow, which will be captured as part of the candidate profile in Beamery. This process is intuitive and flexible, so you can get precisely the information you want at each of the touchpoints that matter to you.
The diagrams below will guide you through the various options available to you for building Flows with high completion rates.
a. Views - switch back and forth between the following tabs
- Form builder
- Thank You page
- Preview - window with options for desktop, tablet, and mobile window sizes
- Settings tab
- Flow name and URL
- Delete and duplicate a Flow
- Embed a Flow
- Custom branding
- Customizations - manage language customizations
- Pool - connect a Flow to a Pool, change the pool, or disconnect the pool
b. Flow Builder - Drag and drop your form fields and blocks into this area to build your flow.
c. Flow Controls - See if your flow has been published, has unsaved changes, undo your changes, or Publish your Flow.
d. Fields and Blocks - Toggle back and forth between available fields and blocks to add to your flow.
- Fields - With the fields tab active, see all profile fields and custom fields available to add to your form. This includes a search feature at the top to make finding a field easy.
- Blocks - With the Blocks tab active, see all the form components available to add to your forms.
How to Build and Customize a Flow
To bring a form field or form block into your form, drag and drop the item from the fields or blocks list into the form builder area. Click and hold to drag the component anywhere on the form you like.
Customizing Fields
When a field in the form builder is selected, a customization window appears. Use these customization tools to mark a field as required, change the way a question is asked or the language it is written in, or manage response choices for single select and multi select fields.
Short Text and Date Field Customization
a. Back to Fields - return to the fields menu.
b. Delete Field - delete the current field from the form.
c. Customize Question - change the way the question is presented to the candidate. This could be as simple as changing 'Company' to 'Current Company' or building an entire form in your candidate's language.
d. Mark as Required - require a candidate to answer a question before submitting the form.
Single Select and Multi Select Field Customization
a. Back to Fields - return to the fields menu.
b. Delete Field - delete the current field from the form.
c. Customize Question - change the way the question is presented to the candidate. This could be as simple as changing 'Company' to 'Current Company' or building an entire form in your candidate's language.
d. Select Options - Choose which responses a candidate can choose from. Use this for instances where not all response options apply to the use of the field.
e. Customize Answers - Like with the question customization, use this feature to change how answers are shown to candidates. Without needing to create a new response option for the custom field, simply customize the label shown to candidates. Use this for creating forms in a candidate's language.
f. Mark as Required - require a candidate to answer a question before submitting the form.
Customizing Blocks
Text Blocks - Insert custom text. Use this block to add titles, subtitles, or form instructions. Add links and format your text to create an easy-to-read form.
Image Blocks - Use this block to add images to your forms. File types accepted are png, jpeg, and gif. Max file size is 2MB.
Company Logo - Use this feature to add your company logo a second time on the form or add your company logo back if you've deleted it.
Divider Blocks - Divider blocks are easy ways to visually break up form sections and improve form completion rates.
Compliance Block - Add the appropriate compliance statement to your form. Choose from the dropdown list of compliance statements created by your admin.
Button - Use this block if you've deleted your submit button and need to add it back, or if you need to customize the button text. The color of the button is controlled in your company setting by your admin.
Please note: if your company color does not have a high enough contrast ratio, the color of your button will automatically be darkened to meet accessibility thresholds. The threshold for contrast is 4.5:1. Please use an online resource, often called 'Contrast Checkers', if you need to verify the contrast ratio of your company color. The background color of Convert Flows is #FFFFFF.
Creating a Thank You Page
After a candidate has submitted a Flow, they will be taken to your thank you page where they will see confirmation that their form has been submitted. This page can be created easily within the Flow Builder.
The image below will show the options you have available when creating a customized thank you page.
Text Blocks - Insert custom text. Use this block to add an additional message to candidates. Add links and format your text to create a better candidate experience.
Image Blocks - Use this block to add images to your forms. File types accepted are png, jpeg, and gif. Max file size is 2MB.
Company Logo - Use this feature to add your company logo a second time on the thank you page or add your company logo back if you've deleted it.
Divider Blocks - Divider blocks are easy ways to visually break up sections.
Button - Use this block f you've deleted your 'Go Back' button and need to add it back, or if you need to customize the button text. The color of the button is controlled in your company setting by your admin.
Please note: if your company color does not have a high enough contrast ratio, the color of your button will automatically be darkened to meet accessibility thresholds. The threshold for contrast is 4.5:1. Please use an online resource, often called 'Contrast Checkers', if you need to verify the contrast ratio of your company color. The background color of Convert Flows is #FFFFFF.
Previewing Flows
When you select the Preview tab you will be able to see and test the form as a candidate would.
Use the dropdown at the top right of the page to change the preview from Desktop, to Tablet, and to Mobile views.
Flow Settings
The Settings tab can be used to make changes and customizations globally to your Flows.
Name Settings - Change the internal name, external name, or the URL of your flow. You can also access options to delete, duplicate, or unpublish, a flow as well as copy the flow URL.
Custom Branding - If your organization has multiple brands, use this feature to change the logo on your form without changing the parent company logo in company settings. Activate Custom Branding by ticking the box. Then name the brand (to be used as alt text for your brand logo). And then upload your logo. Click Save to accept your changes.
Customizations
Under the Customizations tab, you'll find controls to customize all the form text on the Flow. This includes placeholder text, error handling and more. Use this to align flows to your brand standards or perfect a flow in another language.
Single Select - Change the placeholder text for single select questions. Default statement is "Select an option".
Multi Select - Change the placeholder text for multi select questions. Default statements are "Select an option" and "Selected".
Typeahead - Change the text that appears for location answers if the entry doesn't return a result. Default text is "No results".
Error Test - Change the placeholder text for the error statement when a candidate does not answer a required field. Default statement is "The is required".
Character Limit - Change the statement that tells users how many characters they are able to use in a field. Default text is "Characters remaining".
Using Flows in Recipes
Beamery Flows can be used as the trigger action in recipes, making the information gathered actionable and allowing you to customize a candidate’s experience based on the information they provide. All types of flow questions can be used to trigger recipes, for example, a candidate’s responses to a form question about areas of interest can be used to automatically add them to relevant pools. You can find out more about recipes here.
The diagram below will show you how Flow submissions can be used as recipe triggers.
a. Flow Submission Recipe Trigger - Choose ‘has submitted Flow’ from the drop-down, to begin creating a recipe that is triggered when a candidate submits a Flow. If you would like the recipe to be triggered by the submission of a Flow, you will need to select this option.
b. Flow Selection - If you would like the recipe to trigger only when a specific Flow is submitted, select the name of the Flow here. If you would like the recipe to trigger based on all submissions of any Flow, select ‘Any form’. For example, if you would like the recipe to be triggered only when a candidate submits your talent community sign-up Flow, choose this Flow from the drop-down menu.
c. Question Selection - If you would like the recipe to trigger only when a Flow has been submitted with an answer to a specific custom question, you can indicate that here. If you would like the recipe to trigger when a Flow has been submitted with an answer to any custom question, select ‘Any custom field’ from the drop-down. For example, if you would like your Flow to trigger only when a candidate has answered a question on your Flow about areas of interest, select this question from the drop-down menu. All types of flow questions are available as recipe triggers, including free text, single-select, multi-select and date. For more on adding a custom question to your flow, check out this article.
d. Answer Selection - if you would like the recipe to trigger only when a Flow has been submitted with a specific answer, select that answer from the drop-down. If you would like the recipe to trigger when a Flow has been submitted with any answer to the question you have selected, choose ‘any answer’ from this drop-down. For example, if you would like the recipe to only be triggered when a candidate has responded to a question about areas of interest with a specific area, select that answer from this drop-down list.
In Summary…
Beamery Convert allows you to create modern, easy to use forms that allow you to convert leads into candidates. With Convert, you can easily link form questions to custom fields to gather meaningful, actionable data from your candidates. Convert also allows for the submission of forms - or even of specific answers to custom questions - to trigger recipes.
Have questions about Beamery Convert? Reach out to support@beamery.com
Additional Resources
How to Create a Flow
How to add a Custom Question to a Flow
What's the Difference Between a Convert Flow and a Beamery Form?