InstaHire

Real-Time Feedback Engine

This feature analyzes candidate responses during the interview in real-time, providing interviewers with actionable insights and feedback. By highlighting strengths and areas for improvement instantly, it enhances the quality of interviews, ensuring that interviewers can make more informed decisions on-the-spot.

Requirements

Real-Time Candidate Analysis

"As an interviewer, I want to receive real-time feedback on candidate responses during interviews, so that I can make informed decisions quickly and improve the quality of my hiring process."

Description

The Real-Time Candidate Analysis requirement involves developing an AI-powered engine that evaluates candidate responses during interviews as they occur. This functionality is crucial for enhancing the decision-making process for interviewers by offering immediate insights into candidates' strengths, weaknesses, and overall suitability for the role. By integrating seamlessly with the existing interview framework in InstaHire, this feature will not only improve the interview experience but also facilitate more informed and confident hiring decisions. The expected outcome is to reduce indecision and streamline the hiring process by 50% during interviews, ultimately leading to faster recruiting cycles and better candidate-job fit.

Acceptance Criteria

Interviewers can access real-time feedback during candidate interviews, enabling them to receive insights while the candidate responds.

Given an interviewer is conducting a live interview with a candidate, when a candidate answers a question, then the Real-Time Candidate Analysis engine should provide instant feedback highlighting at least two strengths and one area for improvement based on the candidate's response.

The Real-Time Candidate Analysis engine successfully integrates with the existing interview platform without disrupting the interview process.

Given the interviewer initiates a feedback session during an interview, when the session is running, then the engine should seamlessly integrate and display feedback without lag or interruptions in the interview flow.

Interviewers can evaluate the accuracy of the insights provided by the Real-Time Candidate Analysis engine after the interview ends.

Given the interview has concluded, when the interviewer reviews the feedback generated by the engine, then at least 80% of the strengths and areas for improvement highlighted by the engine should align with the interviewer's own notes and evaluations of the candidate.

The Real-Time Candidate Analysis engine can handle multiple interviews simultaneously without performance degradation.

Given that multiple interview sessions are occurring at the same time, when candidates are responding, then the Real-Time Candidate Analysis engine should provide feedback for each interview in real-time without any decrease in response speed or feedback accuracy.

Interviewers can adjust feedback parameters based on specific candidate roles or competencies before starting the interview.

Given an interviewer is preparing for an interview, when they access the feedback settings, then they should be able to customize the criteria for feedback based on the role being interviewed for, with options to select key competencies relevant to that role.

The Real-Time Candidate Analysis engine provides a summary report after the interview for future reference.

Given that an interview has been completed, when the interviewer requests a summary report, then the engine should generate a report that includes the key insights, feedback given, and overall evaluation of the candidate in a downloadable format.

Actionable Insights Dashboard

"As an HR manager, I want a dashboard that displays actionable insights from interviews, so that I can review candidate performance and make data-driven hiring decisions."

Description

The Actionable Insights Dashboard requirement entails the creation of a user-friendly interface that presents interviewers with summarized feedback and analytics based on real-time candidate performance data. This dashboard will aggregate insights from the Real-Time Candidate Analysis feature, allowing interviewers to review strengths and areas for improvement at a glance. By presenting data visually and in a well-organized manner, interviewers can easily identify patterns and make connections between candidates and specific role requirements. This feature not only enhances the interviewers' ability to reflect on candidate performances but also aids in post-interview evaluations, thus driving more strategic hiring decisions.

Acceptance Criteria

Real-time analysis of a candidate's response during a technical interview for a Software Engineer position.

Given the Real-Time Feedback Engine is active, when an interviewer asks a coding question, then the Actionable Insights Dashboard should display the candidate's strengths in coding skills and areas for improvement within 5 seconds of the response.

Conducting a panel interview for a Marketing Manager position with multiple interviewers using the dashboard.

Given that multiple interviewers are logged into the Actionable Insights Dashboard during a single interview, when candidates respond, then each interviewer's dashboard should update in real-time and display consistent analytics and feedback for each candidate by the end of the interview.

Reviewing candidate feedback after the interview concludes to assist in collaborative decision-making among interviewers.

Given the interview has concluded, when the interviewers access the Actionable Insights Dashboard, then they should be able to view a summarized report of each candidate’s strengths, weaknesses, and a comparative analysis against role requirements in a visually organized format within 10 minutes post-interview.

Using the Actionable Insights Dashboard to track patterns across multiple candidates over a series of interviews.

Given multiple interviews have been conducted, when an interviewer selects a specific candidate on the Actionable Insights Dashboard, then the dashboard should present trends and overall performance metrics across all candidates interviewed for the role over the last month.

Integrating feedback from the Actionable Insights Dashboard into the final candidate evaluation process.

Given that interviewers intend to finalize their recommendations for candidates, when they compile evaluations using insights from the Actionable Insights Dashboard, then the dashboard should provide export options for the summary report in PDF and Excel formats within 2 clicks.

User accessibility and loading time of the Actionable Insights Dashboard during interviews with tight schedules.

Given the Actionable Insights Dashboard is being accessed during a high-traffic interview period, when interviewers launch the dashboard, then the interface should load within 3 seconds and be fully functional to avoid delays in the interview process.

Feedback Aggregation System

"As a hiring team member, I want a system to collect and aggregate feedback from all interviewers, so that I can achieve a well-rounded view of candidate evaluations."

Description

The Feedback Aggregation System requirement seeks to implement a centralized solution for collecting and compiling feedback from multiple interviewers involved in the same candidate's hiring process. This system will allow each interviewer to input their assessments and feedback in real-time, which can then be automatically aggregated into a comprehensive report. By fostering collaboration among interviewers and ensuring that all perspectives are considered, this feature aims to enhance the quality of decisions made during the hiring process. The implementation is expected to lead to a more holistic view of a candidate, ultimately helping to select the best fit for the organization.

Acceptance Criteria

Interview Feedback Submission Process

Given an interviewer is conducting a candidate interview, when they submit their feedback through the system, then the feedback should be recorded in real-time and made visible to all other interviewers for that candidate.

Feedback Aggregation and Reporting

Given multiple interviewers have submitted their feedback for the same candidate, when the feedback aggregation process is triggered, then a comprehensive report compiling all feedback should be generated without errors within 5 minutes.

Real-Time Feedback Visibility

Given an interviewer is reviewing feedback during an ongoing candidate interview, when they access the feedback aggregation system, then they should see updated feedback from all other interviewers in real-time.

User Authentication and Access Control

Given users are logged into the InstaHire platform, when they access the Feedback Aggregation System, then they should only be able to see feedback for candidates they are authorized to review.

Feedback Retrieval for Decision Making

Given the feedback report for a candidate has been generated, when a hiring manager accesses the report, then they should be able to view all individual feedback and the aggregated score to assist in decision-making.

Feedback Categorization and Analysis

Given feedback has been aggregated, when the report is viewed, then each piece of feedback should be categorized by strengths, weaknesses, and overall assessment to facilitate deeper analysis.

Candidate Scoring Algorithm

"As an interviewer, I want a scoring system that quantifies candidate responses, so that I can have an objective measure to compare candidates and support my final decision."

Description

The Candidate Scoring Algorithm requirement focuses on developing an AI-driven scoring system that quantifies candidate performance during interviews based on real-time analysis. This feature will use predefined criteria and benchmarks to assign numeric scores to candidates, which can then be easily compared across different interviews. By providing an objective measurement of candidates’ responses, this requirement aims to eliminate biases and streamline the decision-making process. The expected outcome is to facilitate quicker comparisons and consensus-building among hiring teams, enhancing efficiency and consistency in hiring decisions.

Acceptance Criteria

Scoring Candidates Based on Predefined Criteria During Interviews

Given a candidate is being interviewed, when their responses are analyzed, then the algorithm should assign a numeric score reflecting their performance against the predefined criteria within 5 seconds of the response being completed.

Real-Time Feedback to Interviewers

Given an interview session is in progress, when the algorithm evaluates a candidate's response, then it should provide instant feedback highlighting at least three strengths and two areas for improvement within 10 seconds after the response.

Comparison of Candidates Scoring Across Interviews

Given multiple candidates have undergone interviews, when the scores are generated by the algorithm, then the hiring team should be able to easily compare the scores in a tabular format that displays candidates ranked by their scores.

User-Friendly Interface for Scoring Dashboard

Given the hiring team is accessing the scoring dashboard, when they view candidate scores, then the interface should display all scores and feedback in a structured manner that allows filter and sort by score, date, and interview duration.

Integration with Other Recruitment Tools

Given the scoring algorithm is being utilized, when candidate scores are generated, then those scores should be automatically exported to the main recruitment database and be accessible from all integrated tools without manual intervention.

Bias Elimination Through Scoring Transparency

Given the scoring algorithm processes candidates' responses, when scores are generated, then the scoring reports should include a breakdown of the decision points to ensure transparency and demonstrate how bias is mitigated in the scoring system.

System Performance During High Traffic Scenarios

Given peak interview times, when multiple candidates are being scored simultaneously, then the algorithm should maintain performance without slowing down, scoring each candidate within the stipulated time frame without errors.

Post-Interview Analytics Reporting

"As an HR professional, I want analytics reports after interviews, so that I can assess the effectiveness of our recruitment strategies and continuously improve our hiring process."

Description

The Post-Interview Analytics Reporting requirement involves developing a comprehensive reporting tool that allows hiring teams to reflect on interview outcomes and identify areas for improvement. After the interview process, interviewers will be able to access detailed reports that analyze the effectiveness of their questioning techniques, scoring accuracy, and overall interview outcomes. This feature encourages continuous improvement and helps teams to refine their interviewing strategies over time. The implementation will lead to more effective interviews, better candidate evaluations, and ultimately a more successful recruitment process.

Acceptance Criteria

Post-Interview Analytics Report Generation for a Hiring Team

Given the interview has been completed, when the hiring team requests the Post-Interview Analytics report, then the system should generate a report that includes candidate scores, interviewer ratings, and strengths and weaknesses identified during the interview.

Accessibility of Post-Interview Analytics Reports

Given that the Post-Interview Analytics reports have been generated, when a member of the hiring team logs into the system, then they should be able to view, download, and share the reports with other team members within the platform.

Time for Report Generation After Interview

Given an interview has concluded, when the hiring team requests the analytics report, then the report should be generated and made available within 5 minutes of the request.

Data Analysis of Interview Effectiveness

Given the Post-Interview Analytics report has been generated, when the hiring team reviews the report, then it should provide clear metrics on questioning techniques and scoring accuracy based on an aggregated score of interviewer assessments.

Historical Data Comparison

Given multiple Post-Interview Analytics reports have been generated, when the hiring team accesses the historical data section, then they should be able to compare interviews over the past six months to identify trends in interviewing strategies and effectiveness.

User Feedback Mechanism on Report Usability

Given the Post-Interview Analytics feature has been implemented, when hiring team members use the reports, then they should have the ability to provide feedback on report clarity and usability, which will be collected by the system for future improvements.

Integration with Interview Scheduling Tool

Given the Post-Interview Analytics reporting tool is functioning, when interviews are scheduled via the system, then the analytics report must automatically link back to the scheduled interview details for easy reference.

User Training Module

"As a new user of InstaHire, I want a training module that helps me learn how to use the Real-Time Feedback Engine, so that I can effectively perform my role and contribute to successful hiring."

Description

The User Training Module requirement entails the development of an integrated training program designed to educate users on effectively utilizing the Real-Time Feedback Engine and its associated functionalities. This module will include instructional videos, interactive tutorials, and best practice guides that ensure all users, from interviewers to HR managers, can maximize the potential of the feedback engine. By providing comprehensive training resources, this feature aims to support user adoption, boost confidence in using the new system, and optimize the overall recruitment experience. The successful implementation of this requirement will result in a more competent user base, leading to better utilization of features and enhanced recruitment outcomes.

Acceptance Criteria

User Training Module Review Process

Given the User Training Module is active, when a user completes a training session, then their progress should be recorded and results should be summarized in their profile.

Accessibility of Training Resources

Given the User Training Module is launched, when a user accesses the training resources, then all instructional videos and interactive tutorials should load within 3 seconds on average across different devices.

User Engagement and Satisfaction Survey

Given the User Training Module is implemented, when users complete the training, then at least 80% of respondents in a satisfaction survey should rate the training as 'satisfactory' or above.

Completion Metrics for Training

Given the User Training Module, when users are enrolled, then at least 90% of them should complete the training program within 30 days of enrollment.

Real-Time Feedback Mechanism Demonstration

Given the User Training Module includes real-time feedback training, when users demonstrate understanding, then they should successfully respond to a simulated interview scenario with at least 80% accuracy on feedback provided.

Confirmation of Best Practices Understanding

Given the User Training Module material covers best practices, when users take the post-training assessment, then at least 75% of users should correctly answer questions related to best practices concerning the Real-Time Feedback Engine.

Post-Training Support Availability

Given that users have completed the training module, when they seek assistance, then response times for support inquiries should average less than 24 hours for the first month after the module's launch.

Dynamic Question Generator

An intelligent tool that customizes interview questions based on the specific role and the candidate’s background. This feature saves time and enhances relevance by generating follow-up questions and prompts that dig deeper into a candidate’s skills and experiences, leading to more meaningful conversations.

Requirements

Auto-Generated Questions

"As an HR manager, I want the system to automatically generate interview questions based on the candidate’s profile and job description so that I can focus on meaningful conversations rather than spending time creating questions myself."

Description

The Dynamic Question Generator will use AI algorithms to analyze the job description and the candidate's profile, generating a tailored list of interview questions. This feature enhances the recruitment process by ensuring that interviewers have relevant, role-specific questions on hand, enabling them to assess candidates more effectively. The generator will also provide follow-up questions based on applicant responses to promote deeper discussions about the candidate's experience and skills, ultimately leading to more insightful evaluations during interviews.

Acceptance Criteria

Interviewers need a list of auto-generated questions for a software developer position to assess candidates' technical skills and experiences during the interview process.

Given a job description for a software developer, When the interviewer inputs the job description and the candidate's profile into the Dynamic Question Generator, Then a tailored list of at least 10 relevant interview questions should be produced.

Interviewers require follow-up questions to probe deeper based on candidate responses during an interview for a marketing role.

Given a candidate's response to an initial interview question, When the Dynamic Question Generator analyzes this response, Then it should generate at least 3 relevant follow-up questions to promote deeper discussion about the candidate's skills and experiences.

HR teams want to ensure that auto-generated questions align with the core competencies necessary for success in a given role.

Given the core competencies defined in the job description, When the candidate's profile and job description are processed by the Dynamic Question Generator, Then the generated questions must address at least 80% of the identified core competencies for that role.

During a technical interview, interviewers expect the questions to effectively evaluate a candidate's problem-solving abilities based on practical scenarios.

Given a candidate's background in software development, When the interview is conducted using the generated questions, Then at least 50% of the questions should include practical scenario-based inquiries to assess problem-solving skills.

Interviewers want to confirm the relevance of generated questions through initial candidate feedback on the interview experience.

Given a completed interview where auto-generated questions were used, When the candidate is surveyed about the relevance of the questions, Then at least 75% of candidates should respond that the questions were relevant and beneficial to the interview process.

HR managers are looking to analyze the effectiveness of the Dynamic Question Generator in enhancing the quality of hires.

Given a set of interviews conducted using auto-generated questions, When the hiring outcomes are reviewed 3 months after the interviews, Then at least 70% of hires should meet or exceed performance expectations as reported by managers.

Recruitment teams aim to track the efficiency of the question generation feature in terms of time saved during interview preparation.

Given previous manual question preparation times, When the Dynamic Question Generator is implemented, Then the preparation time for interviews should be reduced by at least 50%, as measured by time tracking analytics.

Contextual Follow-Up Prompts

"As an interviewer, I want to receive real-time follow-up prompts during the conversation so that I can ask insightful follow-up questions that delve deeper into the candidate's qualifications and experiences."

Description

This requirement introduces prompts that will automatically appear during the interview to guide interviewers to ask deeper, contextual follow-up questions based on the candidate's answers. By integrating real-time prompts, this feature aims to facilitate richer discussions and uncover additional insights about the candidate's capabilities, improving the overall quality of interviews and leading to better hiring decisions.

Acceptance Criteria

Interviewers utilize the Contextual Follow-Up Prompts during live interviews with candidates to explore specific experiences and skills related to previous answers.

Given that the interviewer has posed an initial question, When the candidate responds, Then the contextual follow-up prompt should appear within 3 seconds, suggesting a relevant follow-up question based on the candidate’s answer.

Interviewers review the context of the candidate’s previous answers and how well the prompts facilitate deeper discussions on their competencies.

Given a completed interview session, When the interviewer evaluates the effectiveness of the contextual prompts, Then at least 80% of interviewers should report that the prompts helped in eliciting more detailed responses from the candidates.

Candidates during their interview experience the dynamic follow-up prompts appearing at relevant times, enhancing their discussion of skills and experiences.

Given that a candidate has answered a question, When a follow-up prompt appears, Then the candidate should have time (at least 15 seconds) to consider their response before the interviewer asks the follow-up question.

The system logs all interactions where the contextual follow-up prompts were triggered during interviews, to allow for future analysis and improvements.

Given that an interview has been conducted, When the interview is completed, Then the system successfully logs all follow-up prompts used along with timestamps and corresponding candidate responses in the database.

HR managers can access reports that analyze the frequency and effectiveness of contextual follow-up prompts used in interviews.

Given an HR manager is reviewing interview reports, When they generate a report for a specific period, Then the report should display metrics on prompt usage including the number of prompts shown, candidate engagement ratings, and feedback from interviewers regarding prompt effectiveness.

The contextual follow-up prompts integrate smoothly with the existing interview interface used by interviewers without requiring additional training.

Given that the features for contextual follow-up prompts are implemented, When interviewers commence their sessions, Then they should be able to use the prompts seamlessly with existing workflow and UI expectations, indicated by a user satisfaction score of 90% or higher post-implementation.

Customizable Question Templates

"As a recruiter, I want to save my favorite and effective interview questions into templates so that I can quickly access them for future interviews without having to recreate them each time."

Description

This feature allows users to create and save custom question templates that can be reused across various interviews. Users can select from predefined templates or build their own, incorporating specific queries that reflect their organization's values and culture. By using these templates, the interview process becomes standardized, ensuring consistency and fairness in evaluating candidates, while also saving time for interviewers in preparing for interviews.

Acceptance Criteria

As an HR manager, I want to create a custom question template for the software development role to ensure our interviews are standardized and reflect our company culture.

Given the user is on the customizable question templates page, when they input a title and a set of questions, then the template is saved and can be reused in future interviews.

As a recruiter, I want to select a predefined template for marketing roles to quickly access relevant questions for interviews.

Given the user is on the template selection page, when they choose a predefined template, then the relevant questions should populate into the interview preparation area.

As a team lead, I want to edit an existing question template to add more specific questions tailored to our latest project needs.

Given the user is viewing an existing question template, when they edit the questions and save, then the changes should be reflected in the template without creating a new version.

As an interviewer, I want to access and use the saved question templates during the interview process to ensure I have structured conversations.

Given the user is conducting an interview, when they select a saved question template, then the associated questions should appear in the interview interface, allowing for efficient navigation.

As an HR manager, I want to delete outdated question templates to maintain an organized and relevant collection of templates.

Given the user is on the customizable question templates page, when they select a template and choose to delete it, then the template should be permanently removed from the system.

As a recruiter, I want to share customized question templates with my team to ensure consistency in our hiring practices.

Given the user has created a question template, when they choose to share it with team members, then the selected team members should receive access to the template in their accounts.

Candidate Skill Assessment Integration

"As a hiring manager, I want interview questions to automatically reflect the candidate’s assessed skills so that I can target my interview efforts on their key strengths and areas for improvement."

Description

Integrate the Dynamic Question Generator with the candidate skill assessment module to align interview questions with the skills each candidate possesses. This function aims to enhance the relevance of interview questions based on preliminary assessments, providing interviewers with insights into each candidate’s strengths and areas for development. This integration ensures a more focused and productive interview experience.

Acceptance Criteria

Integration of Dynamic Question Generator with Candidate Skill Assessment Module

Given that a candidate's preliminary skill assessment has been completed, When an interviewer accesses the Dynamic Question Generator, Then the generated interview questions should be tailored to reflect the candidate's demonstrated skills and identified areas for development.

User Interface for Selecting Candidate Profiles

Given that an interviewer is logged into the InstaHire platform, When they select a candidate profile for an interview, Then the Dynamic Question Generator should display relevant questions based on the skill assessment results.

Real-time Question Adjustment during Interview

Given that an interview is in progress, When the interviewer asks a question, Then the Dynamic Question Generator should provide follow-up questions in real-time based on the candidate's responses.

Evaluation of Interview Effectiveness

Given that an interview has concluded, When the interviewer submits feedback on the interview questions, Then the system should analyze the feedback and report on the effectiveness of the generated questions in alignment with candidate skills.

User Training for Dynamic Question Generator

Given that HR personnel are using the Dynamic Question Generator, When they complete the training session, Then they should demonstrate competence in creating and customizing interview questions based on skill assessments.

Feedback Loop Mechanism

"As an interviewer, I want to provide feedback on the generated questions after an interview so that the system can improve and provide even better questions in the future."

Description

Implement a feedback mechanism where interviewers can rate the effectiveness of the questions generated by the system after each interview. This feedback will inform future improvements to the AI model, ensuring that the Dynamic Question Generator continually enhances its performance and adjusts to the specific needs and preferences of different organizations.

Acceptance Criteria

Interviewers can provide feedback on the questions generated by the Dynamic Question Generator immediately after each interview session.

Given an interview session has concluded, when the interviewer accesses the feedback form, then they can rate each question on a scale of 1 to 5 and provide optional comments.

The feedback collected from interviewers will be stored and linked to the specific questions utilized during interviews for future reference and adjustments.

Given feedback has been submitted, when the system processes the feedback, then it should successfully associate the ratings and comments with the corresponding questions in the database.

The AI model should adapt based on the feedback received from interviewers to enhance the quality of future question generation.

Given that feedback has been analyzed, when the AI generates new interview questions for the same role, then it should incorporate insights and preferences noted from previous feedback sessions.

Users should receive notifications when improvements have been made to the Dynamic Question Generator based on their feedback.

Given that updates have been implemented in the AI model, when a user logs into the system, then they should see a notification regarding the enhancements made based on the feedback they provided.

Quantitative metrics must be available to assess the effectiveness of the questions generated over time based on interviewer ratings.

Given accumulated feedback data, when the user accesses the metrics dashboard, then they should see statistical representations of question effectiveness over time, including average ratings and trends in interviewer satisfaction.

The feedback mechanism should allow for easy editing and resubmission of feedback in case the interviewer feels it was incorrect or incomplete.

Given an interviewer has submitted feedback, when they navigate to their previous responses, then they should be able to edit any of their ratings or comments and resubmit them without technical issues.

Compliance with data privacy regulations for storing and processing interviewers' feedback must be ensured.

Given that feedback data will be collected, when storing this data, then it must comply with relevant data protection standards, ensuring interviewers’ personal information is anonymized and secure.

Automated Scoring Rubric

This feature utilizes AI to evaluate candidate responses against a predefined scoring system. It simplifies the assessment process by providing instant scores and summaries after each interview, enabling interviewers to easily compare candidates and ensure fairness and consistency in evaluations.

Requirements

AI-Assisted Candidate Evaluation

"As an HR manager, I want an AI-powered scoring system so that I can evaluate candidates accurately and consistently, reducing the time spent in the decision-making process."

Description

This requirement focuses on the implementation of an AI-driven mechanism that assesses candidate responses during interviews according to a standardized scoring rubric. The system will analyze qualitative and quantitative inputs from candidate interviews, providing immediate feedback and scoring that can be easily interpreted by recruitment teams. By automating this process, the feature enhances evaluation consistency, reduces human bias, and enables users to make faster, evidence-based hiring decisions. Ultimately, this requirement is crucial for optimizing the interview process and ensuring fair treatment of all candidates.

Acceptance Criteria

Evaluating Candidate Responses After a Structured Interview.

Given an interview session has been conducted, when the interviewers submit candidate responses into the system, then the AI should automatically generate a score based on the predefined scoring rubric within 5 minutes.

Comparing Scores Across Multiple Candidates.

Given scores have been generated for at least three candidates, when the panel reviews the evaluation report, then the system should display a comparative analysis of scores, highlighting strengths and weaknesses of each candidate.

Ensuring Fairness in Scoring for Different Interviews.

Given two candidates interviewed for the same position, when the system is used to evaluate their responses, then both candidates should receive scores based on the same criteria set without bias or variance in assessment methodology.

Providing Feedback to Candidates Post Interview.

Given the evaluation process is complete, when the recruitment team requests feedback for a candidate, then the system should generate a summary report including scores and qualitative feedback to be shared.

Integrating with Existing Recruitment Workflows.

Given the recruitment team utilizes multiple tools, when the AI scoring system integrates with these tools, then all relevant candidate data should sync automatically without manual intervention.

User Access and Security Management for Evaluation Results.

Given different roles within the recruitment team, when accessing scoring results, then the system should ensure that only authorized users can view and modify evaluation scores.

Conducting A/B Testing for Evaluations.

Given a need to optimize the scoring rubric, when running A/B tests on different scoring methodologies, then the system should track and report the outcome of each method's effectiveness on candidate selection.

Score Comparison Tool

"As an interviewer, I want a way to compare scores of multiple candidates so that I can make informed and objective hiring decisions based on quantifiable data."

Description

This requirement entails the development of a comparison tool that allows interviewers to easily juxtapose AI-generated scores of different candidates. By providing a clear visual interface that showcases candidates' scores alongside summarized feedback from interviews, this tool will facilitate more informed and collaborative hiring decisions. It aims to improve the alignment of team evaluations and ensure a more transparent hiring process, which in turn can enhance team confidence in final hiring choices.

Acceptance Criteria

Candidate Score Comparison Performance during Team Evaluation Meetings

Given that the interviewers have access to the score comparison tool, when they open the tool during a team evaluation meeting, then they should see a clear visual representation of each candidate's scores next to their summarized feedback, allowing for easy comparison and discussion.

Real-time Score Updates Post-Interview

Given that an interview has been conducted, when the AI scoring rubric processes the candidate responses, then the score comparison tool should automatically update with the new scores within 2 minutes of the completion of the interview.

User Experience and Interface Testing for Comparison Tool

Given that the score comparison tool has been developed, when users interact with the tool, then they should report a satisfaction rating of at least 85% in usability surveys conducted after testing with real candidates.

Feedback Accessibility Based on Candidate Scores

Given that interviewers are reviewing candidate scores, when they select a candidate for comparison, then they should be able to access detailed feedback and scoring criteria used, ensuring transparency in the evaluation process.

Data Export Functionality for Score Analysis

Given that the score comparison tool has been used, when interviewers request to export candidate scores and feedback for further analysis, then the exported file should correctly reflect all comparison data in a standardized format (CSV or Excel).

Integration with Existing HR Systems for Candidate Management

Given that the score comparison tool is integrated with existing HR systems, when a candidate's score is updated in the tool, then it should also automatically update within the candidate management system without any discrepancies.

Interview Feedback Summary Generation

"As a team member, I want to receive a summarized report of candidate feedback after interviews so that I can easily review and discuss candidates within the team."

Description

This requirement focuses on the automatic generation of comprehensive feedback summaries for each candidate post-interview. The summaries will compile AI-assessed scores, interviewer comments, and relevant candidate performance metrics into an easily digestible format. This feature will enhance communication among hiring team members by consolidating their insights and evaluations into a singular document. Such organized feedback ensures that all members can reference the same information when discussing candidate selections, promoting a unified understanding of each candidate's fit for the role.

Acceptance Criteria

Automated Generation of Feedback Summary After Interview Completion

Given an interview has been completed, when the interviewer submits their feedback, then the system should automatically generate a comprehensive feedback summary that includes AI-assessed scores, comments, and performance metrics.

Integration of AI-Assessed Scores Into Feedback Summary

Given the feedback summary is generated, when the AI has scored the candidate based on their responses, then the summary should include these scores prominently for easy reference.

Collaboration Among Hiring Team Through Feedback Summary Access

Given multiple interviewers are involved in the candidate evaluation, when the feedback summary is generated, then all team members should have access to the same document within the platform.

User-Friendly Format for Feedback Summary

Given the feedback summary is created, when team members view the document, then it should be clearly formatted, with sections for scores, comments, and performance metrics to enhance readability.

Timeliness of Feedback Summary Generation

Given an interview has been conducted, when the feedback is submitted by the last interviewer, then the feedback summary should be generated and available within 10 minutes.

Effectiveness of Feedback Summary in Candidate Evaluation Decisions

Given that feedback summaries are generated, when the hiring team discusses candidates, then at least 80% of team members should report that the summaries helped improve their evaluation process.

Customizable Scoring Parameters

"As a recruiter, I want to customize scoring parameters so that the evaluation process aligns closely with the specific requirements of my organization and the roles I am hiring for."

Description

This requirement will allow users to customize certain scoring parameters within the AI scoring system to better align with their specific organizational needs and job roles. Recruiters will be able to define and alter criteria, weightings, and scoring metrics based on evolving job market conditions, the specific company culture, or unique job requirements. Such adaptability is essential for ensuring the scoring system remains relevant and effective across different hiring situations and industries, thereby improving overall candidate fit and reducing turnover.

Acceptance Criteria

As an HR manager, I want to customize scoring parameters to better assess candidates for diverse roles in my organization, ensuring our specific needs are met during the hiring process.

Given the scoring rubric setup page is available, when I define new scoring criteria and apply different weightings, then the changes should be accurately reflected in the scoring algorithm used for candidate assessments.

As a recruiter, I need to adjust scoring parameters for an emerging project role based on feedback from recent hires, using the system to implement changes swiftly.

Given that the current scoring parameters are displayed, when I update them based on user feedback, then the system should save the changes and allow me to see the updated scoring metrics for the next candidate evaluation.

As a hiring manager, I want to review the impact of customized scoring parameters on candidate assessments over time, ensuring they're aligned with team performance outcomes.

Given that I have a report feature available, when I generate a performance report, then the report should show the correlation between customized scoring parameters and candidate success rates in the organization over the last six months.

As a recruitment consultant, I need the flexibility to set different scoring criteria for different job roles, making it easier to adapt to client needs.

Given that different job role templates exist in the system, when I select a template and customize the scoring parameters, then those customizations should be unique to that template and not affect other roles.

As a system administrator, I want to ensure that the scoring parameters can be reset to default settings easily if needed, allowing for quick recovery from unwanted changes.

Given that I am on the scoring parameters management page, when I click on the reset to default button, then all scoring criteria should revert to their original predefined settings without impacting current assessments.

As a data analyst, I want to analyze scoring parameters for their effectiveness in promoting diverse candidate selection.

Given access to the analysis dashboard, when I input a date range and filter for specific scoring parameters, then the system should provide insights into the diversity of candidates selected and their scores.

Candidate Performance Tracking Dashboard

"As an HR analyst, I want a dashboard that tracks candidate performance metrics over time so that I can analyze trends and improve our hiring strategies based on measurable outcomes."

Description

This requirement specifies the development of a dashboard that visualizes candidate performance over time, including scores from multiple interviews and assessments. The dashboard will provide organizations with insights into trends concerning candidate quality and interview effectiveness, empowering HR teams to refine their recruitment strategies based on real-time data. This feature will significantly enhance the understanding of recruitment outcomes and contribute to iterative improvements in the hiring process.

Acceptance Criteria

Candidate Performance Tracking: Visualizing the overall performance of candidates as they progress through multiple interview stages and assessments.

Given an HR personnel has logged into the Candidate Performance Tracking Dashboard, when they select a candidate, then they should view a graphical representation of the candidate's scores over time, highlighting trends in their performance across different interviews and assessments.

Comparative Analysis of Candidates: Allowing interviewers to compare the performances of multiple candidates side by side.

Given an HR personnel has accessed the dashboard, when they select multiple candidates, then they should be able to see their scores represented in a comparative format, facilitating easy evaluation of candidate performance.

Filtering and Sorting of Candidate Data: Providing HR teams with the ability to filter and sort candidates based on specific criteria such as interview scores, assessment completion, and overall performance.

Given HR personnel are on the Candidate Performance Tracking Dashboard, when they apply filters or sort the candidates by score, then the displayed list should refresh to reflect only those candidates that meet the specified criteria.

Exporting Candidate Performance Data: Ensuring HR teams can export candidate performance data for further analysis or reporting.

Given HR personnel are satisfied with the data displayed on the Candidate Performance Tracking Dashboard, when they select the 'Export' function, then a comprehensive report should be generated in a downloadable format (e.g., CSV, PDF) that includes all displayed performance metrics.

Real-time Updates of Candidate Scores: Ensuring that the dashboard reflects real-time updates as interviews are conducted or scores are entered.

Given an interview has been conducted and scores have been entered into the system, when an HR personnel refreshes the Candidate Performance Tracking Dashboard, then the updated scores should be accurately reflected without delay.

User Access Management: Enabling role-based access to the Candidate Performance Tracking Dashboard to ensure data security and privacy.

Given an Administrator is managing user roles in InstaHire, when they set permissions for users, then only authorized personnel should access the Candidate Performance Tracking Dashboard, while unauthorized users get a restricted message or no access.

Feedback Collection on Interview Effectiveness: Facilitating a mechanism to gather and display feedback on the effectiveness of interviews conducted.

Given an HR personnel has completed an interview, when they provide feedback through the dashboard, then the feedback should be aggregated and displayed alongside candidate scores, showing insights into interview effectiveness.

Interview Summary Report

At the conclusion of an interview, this feature compiles a concise summary report that includes candidate ratings, key takeaways, and recommendations for the next steps. This allows hiring teams to review discussions quickly and efficiently, ensuring all relevant information is accessible for decision-making.

Requirements

Interview Summary Compilation

"As an HR manager, I want to receive a summary report at the end of each interview so that I can quickly review the candidate's performance and make informed decisions with my team."

Description

The Interview Summary Compilation requirement involves the automatic generation of a concise report at the end of each interview. This report will contain candidate ratings based on predetermined criteria, key takeaways from the discussions, and actionable recommendations for the next steps in the hiring process. By integrating this feature into InstaHire, hiring teams can enhance their efficiency by having all relevant interview data compiled in one place, enabling quicker decision-making and improving the overall recruitment process. The report will also help in maintaining consistency and reducing bias in candidate evaluation, ensuring that all members of the hiring team are on the same page when making selections.

Acceptance Criteria

Completion of Interview Summary Report Generation

Given an interviewer has completed an interview, when the interviewer clicks on the 'Generate Summary Report' button, then an interview summary report should be automatically created and saved in the system.

Inclusion of Candidate Ratings

Given an interview has concluded, when the summary report is generated, then the report must include candidate ratings based on the predetermined criteria defined in the system.

Compilation of Key Takeaways

Given the interviewer has finalized the discussion points, when the summary report is generated, then at least three key takeaways from the interview must be included in the report.

Actionable Recommendations for Next Steps

Given the interview is complete, when the summary report is generated, then it should provide at least two actionable recommendations for the next steps in the hiring process.

Consistency Across Interview Reports

Given multiple interviewers have interviewed the same candidate, when the summary reports are generated, then all reports must use the same rating criteria and recommendation format to ensure consistency.

Accessibility of Summary Reports to Hiring Team

Given a summary report has been generated, when it is saved in the system, then all members of the hiring team should be able to access and review the report within 5 minutes of generation.

Review Process for Generated Reports

Given that interview summary reports are generated, when the hiring team reviews these reports, then they should be able to provide feedback or annotate the reports within the platform.

Rating Criteria Customization

"As a recruiter, I want to customize the rating criteria used in the summary reports so that I can evaluate candidates based on metrics that are most important to my team."

Description

This requirement allows users to customize the rating criteria used in the Interview Summary Report. Users will be able to define specific metrics that reflect their organization's values and priorities in candidate evaluation, ensuring that the reports are tailored to their needs. Additionally, this feature enhances the flexibility of the recruitment process by allowing different teams or departments to have unique criteria that best suit their hiring practices. The customization will not only improve the relevance of the summary reports but also empower hiring teams to align candidate evaluation with organizational goals.

Acceptance Criteria

Users can access the rating criteria customization feature from the Interview Summary Report settings.

Given the user is on the Interview Summary Report settings page, When the user clicks on 'Customize Rating Criteria', Then the system should display a modal window allowing users to add, edit, or remove rating metrics.

Users can define custom rating metrics that align with organizational values and priorities.

Given the user has accessed the customization modal, When the user inputs a new rating metric and saves it, Then the system should store the new metric and display it in the list of active rating criteria.

Users can set unique rating criteria for different teams or departments within the organization.

Given the user has multiple departments in the organization, When the user selects a department and customizes rating criteria, Then the system should associate the customized criteria with the selected department without affecting other departments' criteria.

Users can view a summary of all the defined custom rating metrics before saving changes.

Given the user is in the customization modal, When the user clicks on 'View Active Metrics', Then the system should display a list of all currently defined metrics with options to edit or delete each entry.

Users receive confirmation upon successful customization of rating criteria.

Given the user has made changes to the rating metrics and clicks 'Save', Then the system should display a success message confirming that the rating criteria have been updated successfully.

Users can reset customized rating criteria back to default settings.

Given the user has customized the rating criteria, When the user clicks on 'Reset to Default', Then the system should revert all customized settings back to the original default metrics.

Users can export customized rating criteria for internal review or documentation purposes.

Given the user has accessed the rating criteria customization area, When the user selects 'Export', Then the system should generate a downloadable document containing all currently defined rating metrics.

Next Steps Recommendations Engine

"As a hiring team member, I want to receive AI-generated recommendations after an interview so that I can quickly determine the best next steps for the candidate without unnecessary delays."

Description

The Next Steps Recommendations Engine requirement focuses on providing actionable recommendations at the conclusion of each interview, based on the interview summary and candidate ratings. Utilizing AI-driven insights, this feature will suggest specific actions such as scheduling follow-up interviews, conducting reference checks, or initiating job offers. By incorporating this capability into InstaHire, the hiring process becomes more streamlined and data-driven, reducing the time taken to move candidates through various stages and improving the overall user experience for hiring teams.

Acceptance Criteria

Generate Next Steps Recommendations for a Candidate Post-Interview

Given an interview summary report with candidate ratings and key takeaways, when the interview is completed, then the Next Steps Recommendations Engine should generate a list of recommended actions, such as scheduling follow-up interviews or conducting reference checks, based on predefined criteria.

Review Recommendations by Hiring Team

Given the generated recommendations at the conclusion of an interview, when the hiring team accesses the report, then they should be able to view, accept, or override each recommended action in the report interface.

Provide AI-Informed Recommendations

Given the candidate's experience, skills, and interview performance ratings, when the Next Steps Recommendations Engine processes the input, then it should present recommendations that are aligned with organizational hiring practices and the role's requirements.

Integrate with Candidate Tracking System

Given the Next Steps Recommendations, when hiring managers act on those recommendations, then the actions taken (like scheduling interviews or sending offers) should automatically update the candidate's status in the candidate tracking system.

Feedback Loop for Recommendations Optimization

Given the feedback from hiring teams on the effectiveness of recommended actions post-implementation, when data is collected, then the system should use this feedback to refine and improve future recommendations in a continuous manner.

Testing for Accuracy of Candidate Scoring

Given a set of candidate interview ratings and the Next Steps Recommendations, when the recommendations are generated, then the accuracy of the recommendations should be measured against actual hiring outcomes over a defined period.

User Documentation for Recommendations Feature

Given the launch of the Next Steps Recommendations Engine, when users access the help section, then they should find clear documentation that outlines how to interpret and act on the recommendations provided by the system.

Interactive Feedback Collection

"As a team lead, I want to collaborate with my hiring team and give real-time feedback directly in the interview summary so that we can have a thorough discussion and make more informed hiring decisions."

Description

The Interactive Feedback Collection requirement enables real-time collaboration among hiring team members by allowing them to add comments and feedback directly into the interview summary report. This capability promotes collaborative discussion and ensures that all opinions and observations are captured efficiently. By implementing this feature, InstaHire enhances communication within the team, allowing them to collectively assess candidates and make informed decisions based on comprehensive input rather than isolated feedback, ultimately leading to better hiring outcomes.

Acceptance Criteria

Real-time Feedback During a Team Meeting

Given a hiring team is reviewing a candidate's interview summary report, when a team member adds comments directly into the report, then the feedback should be visible to all team members in real-time without any delay.

Categorization of Feedback

Given the feedback added by the team members, when they provide their remarks, then all comments should be automatically categorized into strengths, weaknesses, and recommendations for next steps within the interview summary report.

Save Comments Feature

Given that the hiring team is using the interactive feedback section, when comments are added and the report is closed, then all comments should be automatically saved and retrievable during the next session.

User Notifications for New Comments

Given that a team member adds a comment to the interview summary report, when this occurs, then all other team members should receive a notification alerting them of the new comment immediately.

Integration with Candidate Profiles

Given the interactive feedback collection is being used, when a team member is reviewing a candidate's feedback, then they should also have the ability to view the candidate's profile and interview history seamlessly within the same interface.

Feedback Consensus Metric

Given multiple comments are added by the hiring team, when reviewing the feedback, then a consensus metric should be displayed indicating the level of agreement among team members on candidate assessments, calculated based on the number of comments in favor or against.

Mobile Compatibility of Feedback Tools

Given that a hiring team member is using a mobile device, when they access the interview summary report, then they should be able to add and view comments seamlessly without any functionality loss compared to the desktop version.

Exportable Summary Reports

"As an HR professional, I want to export interview summary reports in different formats so that I can share them with management and keep records of candidate evaluations easily."

Description

The Exportable Summary Reports requirement provides the functionality for users to easily export interview summary reports in various formats such as PDF, Word, and Excel. This feature is crucial for sharing reports with stakeholders or for archiving purposes. Enabling easy export allows hiring teams to maintain clear communication with upper management regarding candidate assessments and decisions, facilitating smoother collaboration beyond the hiring team. This requirement helps in ensuring accountability and transparency throughout the recruitment process.

Acceptance Criteria

Users can export interview summary reports after an interview concludes, selecting their desired file format.

Given that the user has completed an interview, when they choose the export option, then they should be prompted to select from at least three formats: PDF, Word, and Excel.

The exported summary report should accurately reflect the content of the summary generated in the application.

Given that the user has exported the report, when they open the exported file, then the report should contain the candidate ratings, key takeaways, and recommendations as displayed in the application.

Users need to successfully share summary reports with stakeholders via email after exporting them.

Given that the user has exported the report in PDF format, when they select the email option, then the report should attach correctly and be sent to the specified recipient without errors.

Users can access and export previously generated interview summary reports at any time.

Given that a user is in the interview reports section, when they select a previously generated report, then they should have the option to export it in their desired format (PDF, Word, Excel).

The choice of export format should provide a brief description of the format and its suitability for different stakeholders.

Given that the user clicks on the export options, when they hover over each format choice, then a tooltip should appear explaining the use case of each format (e.g., PDF for sharing with stakeholders, Excel for data analysis).

The system should allow exporting of summary reports without loss of formatting and data integrity.

Given that the user exports a summary report, when they open the exported file, then the formatting should match the application view, and all data should be intact and readable.

Users are notified once their export is complete, ensuring they are aware the report is ready for use.

Given that the user initiates an export, when the export is complete, then the user should receive a notification confirming that their report has been successfully exported.

Candidate Comparison Tool

A side-by-side comparison feature that enables interviewers to contrast multiple candidates based on their performance metrics and qualitative feedback. This visual representation aids in making objective hiring decisions and aligns team consensus on candidate evaluations.

Requirements

Visual Performance Metrics

"As a hiring manager, I want to visually compare candidates' performance metrics side by side so that I can make informed, objective hiring decisions based on quantifiable data."

Description

The Candidate Comparison Tool must provide a visual representation of key performance metrics for each candidate, including scores from assessments, interview ratings, and relevant skills. This functionality enhances the decision-making process by allowing interviewers to quickly assess the relative strengths and weaknesses of each candidate at a glance. By presenting data in an easy-to-understand format, it supports more objective evaluations, reduces biases, and fosters a collaborative hiring culture among team members.

Acceptance Criteria

Display of Performance Metrics on Candidate Comparison Tool

Given that I am an interviewer using the Candidate Comparison Tool, when I select multiple candidates, then I should see a visual representation of performance metrics for each candidate side-by-side, including assessment scores, interview ratings, and skill relevancy from my past evaluations.

Interactive Features of the Comparison Tool

Given that I have activated the Candidate Comparison Tool, when I hover over any metric on the visual display, then I should see a tooltip that provides additional context or description of what the metric represents.

Sorting and Filtering Candidates

Given that I am reviewing candidates in the Candidate Comparison Tool, when I choose to sort by a specific metric, then the candidates should be rearranged according to that metric in descending order, allowing for easier comparison based on performance.

Exporting Comparison Data

Given that I have completed a candidate evaluation, when I select the option to export the comparison data, then I should receive a downloadable report summarizing the visual performance metrics and qualitative feedback for each candidate.

User Feedback on Visual Performance Metrics

Given that I have used the Candidate Comparison Tool, when I complete the evaluation, then I should have the option to provide feedback on the clarity and usefulness of the visual performance metrics presented.

Qualitative Feedback Integration

"As an interviewer, I want to input qualitative feedback on candidates to enrich the comparison process with insights beyond just numbers, ensuring a well-rounded hiring decision."

Description

The Candidate Comparison Tool must allow interviewers to input and display qualitative feedback for each candidate, enabling a deeper understanding of their soft skills, cultural fit, and overall impressions. This integration ensures that alongside the quantitative metrics, interviewers consider important subjective aspects of the candidates. It fosters holistic evaluations and encourages collaboration among interviewers by emphasizing shared feedback.

Acceptance Criteria

Interviewers access the Candidate Comparison Tool during a collaborative review meeting to evaluate multiple candidates for a vacant position.

Given the Candidate Comparison Tool is active, when interviewers input qualitative feedback for each candidate, then the feedback should be saved and displayed alongside the candidate's profile without data loss.

After submitting qualitative feedback, interviewers discuss the assessments as a team to reach a consensus on candidate selection.

Given that qualitative feedback has been entered, when interviewers view the candidate comparison screen, then they should see all qualitative feedback clearly presented and easily comparable for each candidate.

Interviewers want to update their qualitative feedback based on the latest interview round before the final decision is made.

Given a candidate's profile is open in the Candidate Comparison Tool, when interviewers edit their qualitative feedback, then the updated feedback should reflect immediately and be timestamped to indicate the last edit.

The recruitment manager reviews candidate evaluations to ensure all qualitative feedback is comprehensive and aligns with the quantitative scores.

Given the recruitment manager is reviewing candidate profiles, when they navigate to the qualitative feedback section, then they should be able to see all feedback grouped by candidate with the option to print or export the feedback for reporting.

Users need to filter and sort candidates based on their qualitative feedback scores to identify top applicants effectively.

Given the candidate comparison screen, when users apply filters for qualitative feedback, then the candidates should be displayed in real-time, sorted based on the selected feedback criteria.

HR wants to ensure that qualitative feedback is standardized across all interviewers for consistency in evaluations.

Given the qualitative feedback input section, when interviewers enter feedback, then they should be prompted with standardized questions to guide their qualitative assessment, ensuring uniformity in input.

Interviewers need to view historical feedback on candidates to track changes over time and assess consistency in evaluations.

Given the candidate's profile has previous feedback entries, when interviewers access the feedback history, then they should see a chronological list of past feedback along with timestamps for each entry.

Consensus Building Features

"As a recruitment team member, I want to collaborate and discuss candidates through the comparison tool so that we can reach a consensus on the best fit for our organization."

Description

The Candidate Comparison Tool should include capabilities for team consensus building, such as scoring alignment and comment threads for discussion. This feature enables interviewers to engage in constructive conversations about candidates directly within the tool, facilitating agreement on evaluations and decisions. It aims to improve team collaboration and ensure that all relevant feedback is considered before making a final hiring decision.

Acceptance Criteria

Team consensus is built during candidate evaluations using the Candidate Comparison Tool during a hiring meeting when multiple interviewers need to reach an agreement on candidates' suitability for a role.

Given multiple interviewer scores and comments on candidates, when the scoring alignment feature is activated, then all scores should be compiled and displayed side-by-side for comparison, enabling clear visibility of any discrepancies.

Internal discussions are facilitated around candidate evaluations through the comment threads in the Candidate Comparison Tool during interviews.

Given the comment thread feature is enabled, when a team member adds feedback or raises questions about a candidate, then all comments should be visible to all team members and timestamped for context.

Final hiring decisions are made collaboratively based on candidate comparisons in the Candidate Comparison Tool after team members review their scores and comments during a final discussion.

Given all interviewers have submitted their evaluations and comments, when the consensus button is pressed, then the final agreed-upon score should automatically reflect combined scoring and any commentary from the discussion.

Interviewers can adjust individual scores to reflect their final thoughts on candidates right before a group meeting to finalize hiring decisions.

Given the scoring alignment feature, when interviewers adjust their scores before the meeting, then the updated scores should be reflected in real-time on the Candidate Comparison Tool for all members to see.

The Candidate Comparison Tool provides a summary of feedback and scoring for candidates to guide interviewers in making informed hiring decisions based on team input.

Given that scoring and comments have been submitted, when the summary report feature is accessed, then it should compile and display a synthesized view of scores and qualitative feedback for each candidate.

Interviewers can track their discussions and rationales regarding candidate decisions throughout the hiring process using the Candidate Comparison Tool.

Given that interviewers are collaborating on candidate evaluations, when they activate the discussion history feature, then all past scores, comments, and decision arguments should be accessible in chronological order.

Customizable Comparison Criteria

"As a recruiter, I want to customize the comparison criteria for candidates to ensure that the evaluation focuses on skills and attributes that matter most for the specific role I am hiring for."

Description

The Candidate Comparison Tool must allow users to customize comparison criteria based on the specific needs of the role being hired. This flexibility ensures that interviewers can focus on the most relevant attributes for different positions, making the comparison process more aligned with organizational goals and job requirements. The customization aspect enhances the user experience by enabling tailored evaluations that reflect the unique challenges of each hire.

Acceptance Criteria

Interviewers need to customize the comparison criteria for a sales position to include metrics specific to sales performance and customer interaction skills.

Given the user is on the Candidate Comparison Tool, when they select 'Customize Criteria', they can add or remove attributes related to sales performance such as 'Sales Target Achievement', 'Customer Engagement Score', and 'Negotiation Skills'. Then the customized criteria are saved successfully to the comparison view.

A user wants to compare candidates for a technical position and needs specific technical skills to be compared in the tool.

Given the user is viewing the candidates for a technical position, when they access the 'Customize Criteria' option, they can select from a list of technical skills such as 'Programming Languages', 'System Design', and 'Problem-Solving Ability'. Then the selected technical skills are reflected in the side-by-side candidate evaluation correctly.

The HR manager needs to update the comparison criteria after a round of interviews to better reflect the attributes that were important during the evaluation process.

Given that the HR manager is viewing the current comparison criteria, when they modify the criteria to add 'Cultural Fit Rating' and remove 'Years of Experience', then the updated criteria are applied to all candidates being compared without losing previous evaluations.

A user wishes to print the comparison results along with the customized criteria for discussion in a team meeting.

Given that the user has customized the comparison criteria, when they click on 'Print Comparison Results', then the printed document includes the candidate names, all customized criteria, and their respective scores clearly formatted for presentation.

A recruiter wants to ensure that the customization tool is intuitive and easy to use for various roles being filled within the organization.

Given the user opens the customization interface, when they hover over the customization options, then tooltips provide clear descriptions of each attribute, demonstrating user-friendliness and clarity in the customization process.

An interviewer is comparing candidates for a managerial position and realizes certain attributes need different weightings based on the team's priorities.

Given the user is in the customization section for managerial roles, when they assign weightings to candidate attributes (e.g., Leadership Skills at 40%, Project Management at 30%, and Team Collaboration at 30%), then the system calculates and displays the weighted scores based on the assigned criteria clearly during the comparison.

Reporting and Analytics

"As a HR manager, I want to generate reports on candidate evaluations to analyze hiring trends and refine our recruitment strategies in the future."

Description

The Candidate Comparison Tool should offer reporting capabilities that summarize the comparison results and insights drawn from the evaluations. This functionality is necessary for tracking hiring decisions over time, analyzing patterns in candidate evaluations, and identifying areas for improvement in the recruitment process. The reporting features will help HR and management make data-driven decisions and improve future hiring strategies.

Acceptance Criteria

As an HR manager, I want to generate a report that summarizes the performance metrics and qualitative feedback of candidates from the Candidate Comparison Tool after a round of interviews, allowing me to make informed hiring decisions based on data.

Given that the HR manager selects three candidates for comparison, when they request a report, then the system generates a comprehensive report that includes summary statistics, individual scores, and qualitative feedback for each candidate, formatted for easy reading.

As an HR analyst, I need to analyze the trend of candidate evaluations over the past six months using the reporting feature, so I can identify any patterns or biases in the evaluation process.

Given that the HR analyst has access to evaluation data from the last six months, when they access the reporting tool, then they should be able to visualize trends and patterns in candidate evaluations through relevant graphs and statistical insights that highlight any inconsistencies.

As a hiring manager, I want to compare candidates based on specific skills and criteria, so that I can focus on candidates who meet the job requirements most effectively and bring forth the top choices for final interviews.

Given that the hiring manager specifies the criteria for comparison, when they use the Candidate Comparison Tool, then the system displays a side-by-side comparison of candidates based on the selected skills and qualifications, allowing the hiring manager to easily identify the strongest candidates.

As a team leader, I want to export the comparison results of candidates into a CSV file for easier sharing with stakeholders during the hiring decision meeting.

Given that the team leader is viewing the candidate comparison results, when they select the export option, then the system should generate a CSV file containing all relevant comparison data that can be easily shared with other team members.

As an HR coordinator, I want to evaluate feedback from interviewers to identify areas of improvement in the recruitment process, enabling us to enhance our hiring strategies systematically.

Given that the HR coordinator has access to qualitative feedback collected from multiple interviewers, when they generate a report on the feedback, then the system should highlight recurring themes and areas needing attention, facilitating targeted improvements in the recruitment process.

As a recruiting manager, I want to track the effectiveness of past hiring decisions over multiple hiring cycles using the reporting tool, so I can refine our recruitment strategies accordingly.

Given the recruitment manager has access to historical recruitment data, when they initiate a comparative report on past hiring decisions, then the system should allow them to analyze the success rates and retention statistics associated with different candidate pools to better inform future hiring strategies.

Mobile Accessibility

"As an interviewer, I want to access the Candidate Comparison Tool from my mobile device so that I can review candidates regardless of my location or schedule constraints."

Description

The Candidate Comparison Tool must be accessible from mobile devices, ensuring that interviewers can review and compare candidates on-the-go. This capability enhances the flexibility and convenience of the tool, allowing interviewers to engage in the hiring process anytime, anywhere. It aims to increase participation rates in candidate evaluations and ensures that busy schedules do not hinder timely decision-making.

Acceptance Criteria

Interviewers can access the Candidate Comparison Tool on their mobile devices during the interview process to evaluate candidates in real-time.

Given that the interviewer is logged into the InstaHire platform on a mobile device, when they navigate to the Candidate Comparison Tool, then they should be able to view and compare candidate performance metrics side-by-side without any functionality loss.

Interviewers utilize the Candidate Comparison Tool to score candidates based on pre-defined metrics while on a business trip.

Given that the interviewer is using the Candidate Comparison Tool on a mobile device, when they input scores and feedback for each candidate, then the data should be saved automatically and synced with the desktop version of the tool without data loss.

HR managers review the Candidate Comparison Tool on mobile devices to align team members on candidate evaluations during a team meeting.

Given that multiple team members are collaborating on candidate evaluations via the Candidate Comparison Tool on mobile devices, when they access the tool simultaneously, then they should not experience any performance lag or crashing issues and should see real-time updates in candidate evaluations.

Interviewers need to compare candidates while waiting for a flight, requiring offline accessibility of the Candidate Comparison Tool.

Given that the interviewer has previously accessed the Candidate Comparison Tool, when their mobile device is offline, then they should still be able to view previously loaded candidate comparisons and input feedback which will sync once they are back online.

Interviewers receive notifications on their mobile devices about the availability of new candidates for comparison.

Given that interviewers have opted to receive notifications, when new candidates are added to their comparison list, then they should receive an immediate push notification on their mobile device indicating the availability of new candidates to review.

Intelligent Insights Library

A knowledge hub that provides interviewers with best practices, common pitfalls, and tips throughout the interviewing process. Leveraging data from previous interviews, this feature empowers interviewers to continually improve their techniques and approach, fostering a better candidate experience.

Requirements

Dynamic Content Recommendations

"As an interviewer, I want to receive personalized content recommendations based on my past interviews so that I can enhance my interviewing techniques and provide a better candidate experience."

Description

The Intelligent Insights Library should provide dynamic content recommendations tailored to each interviewer, utilizing AI algorithms to analyze their previous interviews and performance metrics. This feature will suggest relevant articles, videos, and best practices based on the interviewer’s unique needs and past experiences. By personalizing the learning experience, it enables interviewers to continuously refine their skills and approaches, thereby improving candidate interactions and outcomes.

Acceptance Criteria

Tailored Dynamic Content Suggestions for Interviewers Based on Performance Metrics

Given an interviewer has conducted previous interviews, When the interviewer accesses the Intelligent Insights Library, Then the system should display dynamic content recommendations that are personalized based on the interviewer’s past performance metrics and interview feedback.

Accessibility of Interview Preparation Resources

Given the interviewer is logged into the system, When they search for content in the Intelligent Insights Library, Then the system should return relevant articles, videos, and best practices that match the interviewer's unique needs and improve their skills.

Real-time Updates to Dynamic Recommendations After Interviews

Given that an interviewer has completed an interview, When the system processes the interview's outcome and feedback, Then the Intelligent Insights Library should immediately update the dynamic content recommendations provided to the interviewer based on the new performance data.

Feedback Mechanism for Content Effectiveness

Given that an interviewer has utilized suggested content, When they provide feedback on the usefulness of that content, Then the system should log this feedback and adjust future content recommendations accordingly to improve relevance.

Integration with Candidate Feedback to Enhance Recommendations

Given that new candidate feedback has been integrated into the system, When the interviewer accesses the Intelligent Insights Library, Then the dynamic content recommendations should reflect insights derived from both the interviewer's past performance and the new candidate feedback.

Reporting on Improvement Metrics Based on Content Utilization

Given that the interviewer uses the recommendations from the Intelligent Insights Library, When the system compiles performance reports, Then it should indicate the improvement metrics in interview outcomes attributable to the recommended content.

Feedback Integration System

"As an HR manager, I want to collect feedback from interviewers after each interview so that we can create a repository of insights to help improve our hiring practices."

Description

Implement a feedback integration system within the Intelligent Insights Library that allows interviewers to input feedback after each interview session. This feature will facilitate the collection of qualitative insights and quantitative ratings, which can then be correlated with the recommended practices to identify areas for improvement. Such an integration will provide interviewers with actionable insights derived from their real interview experiences, promoting ongoing development and effectiveness in their interviewing techniques.

Acceptance Criteria

User Input Feedback Integration for Interview Sessions

Given an interviewer has completed an interview session, When they access the Feedback Integration System, Then they should be able to input qualitative feedback and quantitative ratings for the candidate.

Feedback Data Storage and Retrieval

Given feedback has been submitted by an interviewer, When the interviewer accesses the Intelligent Insights Library, Then they should be able to retrieve and view their previously submitted feedback for review and further analysis.

Correlation of Feedback with Best Practices

Given the feedback submitted by interviewers across multiple sessions, When the system analyzes this feedback, Then it should correlate the qualitative insights with recommended best practices to generate actionable insights for future interviews.

User Notification for Actionable Insights

Given actionable insights have been generated based on feedback integration, When an interviewer logs into the Intelligent Insights Library, Then they should receive a notification of the new insights available for their review.

User Interface for Feedback Submission

Given an interviewer is using the Feedback Integration System, When they navigate to the feedback submission section, Then the interface should allow them to easily input feedback and rate the candidate, ensuring intuitive design for user experience.

Validation of Input Data Quality

Given an interviewer submits feedback for an interview session, When the feedback is processed by the system, Then it should validate that all required fields are completed with appropriate data formats before allowing submission.

Feedback Summary Report Generation

Given multiple interviews have been conducted and feedback submitted, When the interviewer requests a summary report, Then the system should generate a report summarizing all feedback with trends and insights identified from the collected data.

Analytics Dashboard

"As a recruiter, I want to access an analytics dashboard that displays my performance metrics so that I can track my progress and focus on areas that need improvement."

Description

Create an analytics dashboard that compiles data from the Intelligent Insights Library, showcasing interviewers' performance metrics, trends over time, and compliance with recommended best practices. The dashboard will allow users to visualize their development journey through the platform, identifying strengths and weaknesses in their interviewing techniques. By monitoring this data, the company can also gauge the effectiveness of the library’s resources and make informed decisions on content updates and additional training needs.

Acceptance Criteria

User accesses the Analytics Dashboard to review their interview performance metrics after completing multiple interviews over a month.

Given the user has logged into the InstaHire platform, when they navigate to the Analytics Dashboard, then they should see a summary of their interview metrics, including total interviews conducted, average candidate scores, and compliance with best practices.

An interviewer wants to track their performance trends over the last quarter using the Analytics Dashboard.

Given the user has selected the last quarter from the date filter on the Analytics Dashboard, when they apply the filter, then the metrics displayed should update to show trends in their interviewing performance over that specific period.

A hiring manager checks the effectiveness of the Intelligent Insights Library resources by viewing the performance metrics of their team members on the Analytics Dashboard.

Given the hiring manager accesses the Analytics Dashboard, when they select a team member's name, then the dashboard should display that team member's specific performance metrics and compliance percentages with the library's recommended practices.

An HR professional assesses the overall compliance of interviewers with best practices as visualized on the Analytics Dashboard.

Given the HR professional is viewing the Analytics Dashboard, when they select the compliance overview report, then they should see a visual representation, such as a pie chart, indicating the percentage of interviewers complying with the best practices.

A user wants to compare their performance with the average performance of all users in the system on the Analytics Dashboard.

Given the user is on the Analytics Dashboard, when they choose the comparison option, then the dashboard should show a side-by-side comparison of their performance metrics against the average metrics of all users.

An interviewer utilizes the Analytics Dashboard for self-improvement following feedback from an interview.

Given the user has received feedback from an interview, when they check the Analytics Dashboard, then they should see recommendations for improvement based on their performance data and common pitfalls noted in prior interviews.

Community Best Practices Repository

"As an interviewer, I want to access a community repository of shared best practices so that I can learn from my peers and implement proven strategies in my interviews."

Description

Build a community-driven best practices repository where interviewers can share their insights, strategies, and experiences. This feature will enable users to contribute to a collaborative knowledge base, enriching the Intelligent Insights Library with real-world applications. The community repository will not only encourage peer learning but also foster a sense of belonging among interviewers, leading to overall improved recruitment strategies within the organization.

Acceptance Criteria

Community Best Practices Repository Contribution Process

Given an interviewer who wants to share a best practice, when they submit a practice via the designated form, then the practice should be saved to the repository and confirmed with a success message.

Community Best Practices Repository Search and Filter Functionality

Given an interviewer accessing the repository, when they search for specific keywords or apply filters, then the results should display relevant best practices that match the search criteria.

Community Best Practices Repository Feedback System

Given an interviewer who has read a best practice, when they provide feedback on the usefulness of the content, then their feedback should be recorded and reflected in the repository's rating system.

Community Best Practices Repository User Engagement Tracking

Given that the repository is live, when an interviewer interacts with the practices (views, shares, comments), then the system should track engagement metrics and display aggregated data to the administrator.

Community Best Practices Repository Duplication Check

Given a new submission to the repository, when the system checks for duplicate practices, then it should alert the user of existing entries and prevent duplication before submission.

Community Best Practices Repository Admin Moderation

Given that practices have been submitted by users, when an admin reviews these submissions, then they should have the ability to approve, reject, or request edits on each submission with a notification sent to the contributor.

Community Best Practices Repository Update Notifications

Given that new best practices are added to the repository, when users subscribe to updates, then they should receive notifications via email summarizing new entries and highlights.

Interactive Training Modules

"As a new interviewer, I want to participate in interactive training modules so that I can learn essential interviewing skills in a practical, engaging way."

Description

Develop interactive training modules within the Intelligent Insights Library that provide hands-on learning experiences for interviewers. These modules will cover various aspects of the interviewing process, from crafting effective questions to conducting engaging interviews. The interactive nature will enhance knowledge retention and empower interviewers to practice their skills in a safe environment, ultimately leading to better real-life interview performances.

Acceptance Criteria

Interactive Training Modules Usage Scenario for Interviewers

Given that an interviewer accesses the Interactive Training Modules, when they complete a module, then their knowledge retention is assessed via a quiz with a pass rate of at least 80%.

Feedback Mechanism for Interactive Training Modules

Given that an interviewer completes an interactive module, when they provide feedback, then the system must capture and display this feedback visibly to administrators for continuous improvement.

Content Update Timeline for Training Modules

Given that new best practices are identified, when updates are made to the training content, then the updated modules must be available to users within 14 days of identification.

Interactive Features Engagement for Interviewers

Given that an interviewer is using the training module, when they engage with interactive elements, then their engagement time must be tracked and reported, achieving an average of at least 5 minutes per module session.

Accessibility Compliance for Interactive Training Modules

Given the interactive training modules, when evaluated for accessibility, then they must comply with WCAG 2.1 Level AA guidelines to ensure usability for all interviewers.

Integration of Interactive Training Modules with Performance Metrics

Given that an interviewer completes the training modules, when their interview performance is reviewed, then there must be a documented improvement in interview scoring metrics by at least 20% within 3 months post-training.

User Progress Tracking for Training Modules

Given that an interviewer starts an interactive training module, when they complete the module, then their progress must be saveable and retrievable for further training sessions, ensuring seamless learning.

Real-Time Tip Notifications

"As an interviewer, I want to receive real-time tips during my interviews so that I can apply best practices immediately and improve my interviewing effectiveness."

Description

Integrate a real-time notification system that pushes tips and advice from the Intelligent Insights Library to interviewers as they conduct interviews. This feature will provide timely reminders of best practices relevant to the specific stage of the interview process, thereby supporting interviewers in making informed decisions in the moment and enhancing their effectiveness during interviews.

Acceptance Criteria

Real-Time Notifications During Candidate Interviews

Given an interviewer is conducting an interview, when the interviewer reaches a specific stage (e.g., introduction, skills assessment), then a relevant best practice tip should be displayed in real-time.

Contextual Tip Relevance

Given an interviewer is in the skills assessment stage, when the real-time tips are displayed, then these tips must be specifically related to assessing the candidate's skills and competencies for the role.

User Interface for Notifications

Given an interviewer is conducting an interview, when notifications are triggered, then they should appear unobtrusively in the application without disrupting the interview flow.

Frequency of Notifications

Given an interviewer is conducting a continuous interview session, when tips are pushed from the Insights Library, then tips must be limited to no more than one every five minutes to prevent distractions.

Feedback Mechanism for Tips

Given an interviewer has received a tip, when the tip is acknowledged, then the system should allow the interviewer to provide feedback on the relevance of the tip to improve future suggestions.

Technical Performance of Notifications

Given an interviewer is connected to the internet, when tips are sent from the Intelligent Insights Library, then notifications must appear within five seconds of the relevant interview stage being reached.

Multidevice Notification Consistency

Given an interviewer is using multiple devices, when a tip notification is generated, then it should display consistently across all devices logged into the InstaHire application.

Mobile Access for On-The-Go Insights

"As an interviewer, I want to access the Intelligent Insights Library on my mobile device so that I can learn and prepare for interviews while I am away from my desk."

Description

Ensure that the Intelligent Insights Library is accessible via a mobile-friendly platform or application. This feature allows interviewers to access best practices, tips, and community insights from anywhere, enabling continuous learning even when they are out of the office. A mobile version enhances flexibility and ensures that interviewers can benefit from the library's resources as they prepare for interviews on the go, improving their overall effectiveness.

Acceptance Criteria

Mobile Access for On-The-Go Insights - Interview Preparation

Given an interviewer using a mobile device, when they access the Intelligent Insights Library, then they should see a mobile-optimized interface displaying best practices, tips, and community insights.

Mobile Access for On-The-Go Insights - Network Requirements

Given an interviewer, when they attempt to access the Intelligent Insights Library via mobile, then the application should load efficiently under varying network conditions (3G, 4G, Wi-Fi).

Mobile Access for On-The-Go Insights - Resource Availability

Given that an interviewer is using the mobile app, when they search for a specific tip or best practice, then the search results should return relevant resources within 3 seconds.

Mobile Access for On-The-Go Insights - User Authentication

Given that an interviewer has an account, when they log into the mobile application, then they should be successfully authenticated and redirected to the home page of the Intelligent Insights Library.

Mobile Access for On-The-Go Insights - Continuous Learning Features

Given that an interviewer is reading an article in the library, when they finish reading, then they should be prompted to rate the article and provide feedback on its helpfulness.

Mobile Access for On-The-Go Insights - Offline Functionality

Given that an interviewer is in an area with no internet connection, when they access previously viewed resources in the mobile app, then they should be able to view cached versions of those resources.

Mobile Access for On-The-Go Insights - Usability and Navigation

Given an interviewer using the mobile app, when they navigate through the Intelligent Insights Library, then they should find it intuitive and should be able to access desired information within three taps or less.

Post-Interview Analysis

After an interview, this feature prompts interviewers to reflect on their performance and offers insights into areas for improvement. By analyzing interviewer behaviors and decisions, it contributes to enhancing the skillset of HR professionals over time, ultimately leading to better hiring outcomes.

Requirements

Post-Interview Feedback Collection

"As an interviewer, I want to easily provide feedback on my performance after each interview so that I can identify areas for improvement and enhance my interviewing skills."

Description

This requirement involves creating a structured mechanism for interviewers to provide feedback after each interview. It includes designing intuitive forms for interviewers to reflect on their performance, capture specific interviewer behaviors, and rate various aspects of the interview process. By collecting this feedback in a centralized location, InstaHire can analyze data patterns over time to identify strengths and areas for improvement, thus enhancing the overall interview process. This requirement is essential for implementing the Post-Interview Analysis feature, ensuring a comprehensive understanding of interviewer effectiveness and enabling continuous professional development for HR professionals.

Acceptance Criteria

Post-Interview Feedback Collection by Interviewers after a Candidate's Interview.

Given an interviewer has completed an interview, when they access the feedback form, then they should be able to submit feedback on their performance, rate candidate responses, and provide comments within 10 minutes of interview completion.

Centralized Access to Collected Feedback for Continuous Improvement Analysis.

Given that feedback is collected from multiple interviews, when the HR team accesses the centralized feedback database, then they should be able to view all feedback entries organized by date, interviewer, and candidate profile with a visual representation of ratings and comments.

System Notifications for Interviewers to Complete Feedback Forms Timely.

Given that an interview has taken place, when the designated feedback form is available, then the system should automatically notify the interviewer via email and in-app notification within 24 hours post-interview.

User Interface Design for Interview Feedback Forms.

Given the design specifications for the feedback form, when the interviewers access the form, then the form should be user-friendly, responsive, and include clear instructions for feedback entries including rating scales and comment sections.

Analyzing Data Patterns of Feedback for HR Development.

Given that feedback data has been collected from multiple interviews over time, when HR analyzes the data, then they should be able to generate reports highlighting trends in interviewer behaviors and areas needing improvement on a quarterly basis.

Security Measures for Feedback Data Storage and Access.

Given the feedback contains sensitive information, when the feedback is stored in the system, then the data should be encrypted and only accessible to authorized HR personnel under appropriate user role assignments.

Feedback Collection Workflow Integration with Existing System.

Given the current recruitment workflow in InstaHire, when the feedback mechanism is implemented, then the feedback collection process should seamlessly integrate with the existing system without disrupting the current workflow for interview scheduling and candidate tracking.

Behavior Analytics Dashboard

"As an HR manager, I want to view analytical insights on interviewers' performance so that I can identify top performers and provide targeted training to help others improve."

Description

This requirement focuses on developing a dashboard that visualizes and reports on interviewer behaviors based on the data collected from the feedback forms. It should present analytical insights regarding patterns, trends, and anomalies in interviewing styles and techniques of various HR professionals within the organization. Furthermore, it will facilitate comparisons across different interviewers and provide benchmarks for effective interviewing practices. This feature will empower management and individual interviewers to make informed decisions and foster continuous improvement in hiring processes.

Acceptance Criteria

Dashboard Accessibility for HR Professionals

Given that an HR professional logs into the InstaHire platform, when they navigate to the Behavior Analytics Dashboard, then they should have access to view all relevant data visualizations and reports without any technical errors.

Data Accuracy and Integrity

Given that feedback forms are submitted by interviewers, when the data is processed and displayed on the Behavior Analytics Dashboard, then the analytics should accurately reflect the submissions with no discrepancies in values or metrics.

Visualization of Interviewer Performance Trends

Given that data is available from multiple interview sessions, when an HR professional views the Behavior Analytics Dashboard, then they should be able to visualize performance trends over time for individual interviewers, clearly showing improvements or declines in their interviewing skills.

Comparative Analysis Between Interviewers

Given multiple HR professionals have conducted interviews, when the Behavior Analytics Dashboard is accessed, then it should allow the user to compare key metrics (e.g., candidate scores, interviewer feedback, interview duration) between different interviewers side by side.

Insights into Improvement Areas

Given that the Behavior Analytics Dashboard is populated with data analytics, when an HR professional reviews the dashboard, then it should provide actionable insights or recommendations for each interviewer based on their performance analytics.

User-Friendly Interface and Navigation

Given that a user accesses the Behavior Analytics Dashboard, when they interact with the dashboard, then they should experience an intuitive interface that allows them to easily navigate between different reports and data visualizations without confusion.

Performance Benchmarking Across the Team

Given data collected from interviewers, when the HR professional consults the Behavior Analytics Dashboard, then they should be able to establish benchmarks for effective interviewing practices based on the top-performing interviewers within the organization.

Training Recommendation Engine

"As an HR professional, I want to receive personalized training recommendations based on my interview performance so that I can improve my skills and become a more effective interviewer."

Description

This requirement entails implementing an engine that analyzes feedback and performance metrics to recommend personalized training programs for interviewers. By assessing each interviewer's feedback trends and areas needing improvement, the engine will suggest specific modules or workshops that align with their individual needs. The aim is to empower interviewers with tailored development resources, enhancing their skills and consequently improving hiring outcomes across the organization. This integration will also contribute to a culture of continuous learning within the company.

Acceptance Criteria

Interviewers receive personalized training recommendations based on their post-interview feedback and performance metrics.

Given that an interviewer has completed multiple interviews, when the Training Recommendation Engine analyzes the feedback and performance data, then it should generate at least three specific training modules relevant to the interviewer's identified areas for improvement.

The user interface of the Training Recommendation Engine displays recommended training programs clearly for the interviewers.

Given that an interviewer accesses the Training Recommendation Engine, when they view the recommended training programs, then each program should include a clear title, a brief description, and expected outcomes for the interviewer.

Interviewers can track their progress in completing recommended training programs provided by the Training Recommendation Engine.

Given that an interviewer has started a training program, when they access the training dashboard, then they should see their completion percentage and any certificates achieved for each module.

The Training Recommendation Engine updates recommendations based on interviewers' progress and feedback after training completion.

Given that an interviewer has completed a recommended training module, when they provide feedback on the module, then the Training Recommendation Engine should adjust future recommendations to reflect the updated skills and feedback provided.

The Training Recommendation Engine incorporates feedback from multiple interviews to refine training suggestions over time.

Given that an interviewer participates in several interviews, when the Training Recommendation Engine analyzes all feedback data, then it should prioritize training recommendations that address the interviewer's most frequent areas of improvement across all interviews.

HR managers can view aggregated data on interviewer performance improvements post-training.

Given that an HR manager accesses the Training Recommendation Engine, when they review the performance analytics, then they should see a report summarizing performance improvements correlated with completed training modules for each interviewer.

Session Recap Feature

"As an interviewer, I want to receive a summary of my interview along with feedback so that I can reflect on my performance and improve for future interviews."

Description

This requirement includes developing a feature that sends automatic session recaps to interviewers after completing an interview. The recap will summarize key points discussed during the interview, highlight areas where the interviewer performed well, and point out areas for improvement based on real-time feedback. This tool aims to reinforce positive behaviors and correct any weaknesses quickly, thus facilitating learning and adaptability in interview techniques. It is crucial for maintaining a high standard of interviewing within the organization and driving continuous improvement.

Acceptance Criteria

After conducting an interview, the interviewer receives an automatic session recap email summarizing the key points discussed.

Given an interviewer has completed an interview, When the session recap feature is triggered, Then the interviewer should receive an email summarizing key points of the interview within 30 minutes of completion.

The session recap includes automated feedback highlighting the interviewer's strengths and areas for improvement based on pre-defined criteria.

Given the session recap has been generated, When the interviewer opens the email, Then it must include at least three strengths and two areas for improvement identified from the interview analysis.

Interviewers can access their past session recaps through their profile on the InstaHire platform.

Given an interviewer logs into their InstaHire account, When they navigate to the 'Session Recaps' section, Then all past session recaps should be displayed with the date of the interview and the summary information.

Interviewers can provide feedback on the usefulness of the session recap they received after their interview.

Given an interviewer has reviewed their session recap, When they select the feedback option, Then they should be able to rate the recap on a scale from 1-5 and provide optional comments.

The session recap feature captures and integrates feedback from interviewers and candidates to improve future analysis.

Given that multiple interview sessions have been completed, When the system analyzes feedback over time, Then it should generate a report indicating trends in interviewer performance improvements based on cumulative feedback received.

The system sends reminders to interviewers if they haven't reviewed their session recap within a specified timeframe.

Given an interviewer has not opened their session recap email within 48 hours, When the designated timeframe passes, Then an automatic reminder email should be sent to the interviewer as a follow-up.

The session recap is tailored to provide insights specific to the role being interviewed for, integrating role-based metrics.

Given that an interview has been completed for a specific role, When the session recap is generated, Then it should include role-specific metrics and feedback relevant to that particular job function.

Peer Review Functionality

"As an interviewer, I want to give and receive feedback from my peers so that we can learn from each other's experiences and improve as a team."

Description

This requirement focuses on enabling peer review processes wherein interviewers can review and provide feedback on their colleagues' interviewing techniques. By introducing a peer review mechanism, InstaHire will enhance collaboration and knowledge sharing among interviewers. This function will allow interviewers to learn from each other’s experiences, fostering a supportive environment for skill development and honing best practices in interviewing. This peer feedback will also be analyzed to contribute to the overall insights provided to the management about interviewing effectiveness across the team.

Acceptance Criteria

Peer Review Submission by Interviewers

Given an interviewer completes an interview, When they click on the 'Submit Peer Review' option for a colleague, Then the system should prompt them to fill out a feedback form that includes rating scales and comments regarding the interviewing techniques observed.

Peer Review Feedback Availability

Given an interviewer has submitted feedback, When a colleague checks their profile, Then the peer-reviewed feedback should be accessible and visible to the reviewed interviewer along with the submitter's rating and comments.

Aggregate Feedback Analysis for Management

Given multiple peer reviews have been collected, When a manager accesses the analytics dashboard, Then the dashboard should display a summary report highlighting key strengths and weaknesses identified across interviewers, including quantifiable ratings.

Notification System for Peer Reviews

Given a peer review is submitted for an interviewer, When the review is finalized, Then the system should automatically send a notification to the interviewed colleague informing them of the new feedback available for review.

Peer Review Periodicity Enforcement

Given the peer review functionality is active, When an interviewer completes a set number of interviews, Then the system should require them to submit peer reviews on at least one colleague to promote ongoing feedback.

User Access Control for Peer Review Feature

Given an organization has implemented peer reviews, When a new user is added, Then they should automatically receive access to the peer review functionality based on their role permissions set by the admin.

User Interface for Peer Review Submission

Given an interviewer is on the feedback submission page, When they fill out and submit their peer review form, Then the system should confirm submission with a success message and clear the form for future use.

Feedback Loop Monitor

A feature that continuously collects and analyzes feedback from candidates at various stages of the hiring process. This tool provides organizations with real-time insights into candidate sentiments, helping HR teams quickly identify areas needing improvement. By actively monitoring feedback, companies can adapt their processes to enhance the overall candidate experience and build a positive employer brand.

Requirements

Real-time Feedback Collection

"As an HR manager, I want to receive real-time feedback from candidates at each stage of the hiring process so that I can quickly identify areas needing improvement and enhance the overall candidate experience."

Description

The Feedback Loop Monitor must have the capability to collect candidate feedback in real-time at multiple stages of the hiring process. This functionality is essential for ensuring that organizations can gain immediate insights into candidate experiences and sentiments, allowing for timely modifications to recruiting processes. The feedback collection should be seamless and user-friendly, allowing candidates to easily provide their thoughts via surveys or ratings without disrupting their application experience. This will enable HR teams to actively engage with candidates and enhance their experience, positively impacting the overall employer brand.

Acceptance Criteria

Candidate submits feedback after the initial application stage.

Given a candidate has completed their initial application, when they are prompted to provide feedback, then they should be able to submit their feedback through an easy-to-use survey that successfully saves their responses.

HR team reviews candidate feedback in real-time.

Given that feedback has been collected from candidates, when the HR team accesses the Feedback Loop Monitor, then they should see an aggregated dashboard displaying candidate sentiments categorized by the hiring stages.

Candidate receives a prompt to provide feedback post-interview.

Given a candidate has completed their interview, when the feedback request is triggered, then the candidate should receive a notification via email or SMS, allowing them to provide feedback within 24 hours.

Feedback collection integrates seamlessly with the existing application process.

Given a candidate is in the middle of their application process, when they reach a designated feedback checkpoint, then the feedback collection should not disrupt their application and should only take under 2 minutes to complete.

Real-time feedback impacts recruitment strategies.

Given that feedback data is collected continuously, when the HR team identifies negative trends in candidate feedback, then they should be able to adjust recruitment processes and policies within a week based on these insights.

Multiple channels for feedback collection are available.

Given diversity in candidates’ preferences, when feedback collection is initiated, then candidates should be able to provide feedback through at least three different channels (e.g., survey form, popup on website, mobile app).

Feedback results are analyzed for actionable insights.

Given that candidate feedback has been collected, when the HR team runs analysis on the feedback data, then they should receive a report highlighting key areas for improvement and a summary of candidate sentiments by hiring stage.

Sentiment Analysis Dashboard

"As an HR professional, I want a dashboard that provides sentiment analysis of candidate feedback so that I can visually interpret the feedback trends and apply necessary changes to our hiring process."

Description

The Feedback Loop Monitor must include a sentiment analysis dashboard that aggregates feedback data and presents it in a visually intuitive format. This dashboard will allow HR teams to analyze trends in candidate feedback, identify recurring themes, and quickly spot areas for improvement. It should integrate well with existing InstaHire functionalities and provide filters and sorting options to help HR professionals focus on specific hiring stages, candidate demographics, or types of feedback. This feature is critical for turning raw data into actionable insights, helping organizations to refine their recruiting strategies effectively.

Acceptance Criteria

Sentiment analysis dashboard displays candidate feedback from the application process to the offer acceptance stage.

Given the HR team navigates to the sentiment analysis dashboard, When they select a specific hiring stage, Then the dashboard should display feedback data relevant to that stage, including sentiment scores and comments.

The dashboard provides filters for demographic data to analyze candidate sentiments by various characteristics.

Given the dashboard is open, When an HR user applies demographic filters (e.g., age, gender, location), Then the displayed sentiment analysis updates to reflect only the selected demographic's feedback.

Recurring themes in candidate feedback are identified and presented visually on the dashboard.

Given feedback data has been aggregated, When the HR team views the dashboard, Then they should see a word cloud or visual representation of recurring themes from candidate feedback.

The dashboard integrates seamlessly with existing InstaHire features, such as candidate profiles and hiring stages.

Given that an HR user accesses a candidate profile, When they open the sentiment analysis dashboard from that profile, Then the dashboard should load with feedback relevant to that specific candidate.

Real-time data updates are reflected in the sentiment analysis dashboard.

Given new feedback is received, When the dashboard is viewed by an HR member, Then the displayed data should refresh automatically to include the latest feedback without requiring a manual refresh.

The user can sort and prioritize candidate feedback based on sentiment scores to identify urgent issues.

Given the HR team wants to prioritize feedback, When they sort candidate feedback by sentiment scores, Then the dashboard should rearrange the feedback list showing the most negatively scored feedback at the top.

Automated Feedback Alerts

"As an HR team lead, I want to receive automated alerts when candidate feedback identifies critical issues so that I can respond quickly to improve the candidate experience and maintain our employer reputation."

Description

The Feedback Loop Monitor should incorporate automated alerts that notify HR teams when feedback items reach a certain threshold—such as low satisfaction scores or negative comments. This feature will ensure that HR teams can respond proactively to issues raised by candidates and address them before they escalate. The alerts should be customizable based on hiring stages and feedback parameters, allowing teams to prioritize their responses based on urgency. This automation ensures continuous improvement in the hiring process and enhances overall candidate satisfaction.

Acceptance Criteria

HR teams receive alerts when candidate feedback scores drop below a predefined threshold during the hiring process.

Given a candidate feedback score threshold is set, when candidate feedback is collected, then an alert should be sent to HR teams if the score is below the threshold.

Customizable settings for feedback alerts allow HR teams to adapt notifications based on different stages of the hiring process.

Given that an HR team member customizes the feedback alert settings, when feedback thresholds are adjusted for different hiring stages, then the alerts should activate based on the customized settings.

HR teams can view real-time analytics to assess the effectiveness of the feedback alerts.

Given that feedback alerts are triggered, when HR teams access the analytics dashboard, then they should be able to see metrics related to alerts generated, candidate feedback scores, and response times.

HR teams receive notifications of negative candidate comments during the hiring process.

Given that a negative comment is submitted by a candidate, when the feedback loop monitor processes the feedback, then an alert should notify the relevant HR team member immediately.

HR teams can escalate issues flagged by feedback alerts to relevant stakeholders for immediate attention.

Given that a feedback alert indicates a critical issue, when an HR team member reviews the alert, then they should be able to escalate the issue directly to the concerned stakeholders within the software.

The system provides a summary report of feedback alerts delivered over a specific period.

Given that feedback alerts have been active for a specified time frame, when an HR team member requests a report, then the system should provide a summary of alerts issued, issues resolved, and unresolved alert statuses.

The feedback alert system ensures alerts are not duplicated for the same feedback entry.

Given a feedback entry has triggered an alert, when the same feedback is processed again, then the system should not generate duplicate alerts for that entry.

Feedback Integration with Candidate Profiles

"As a recruiter, I want candidate feedback to be integrated into their profiles so that I can refer back to their experiences in future hiring processes and make data-driven decisions."

Description

The Feedback Loop Monitor must provide functionality to integrate candidate feedback directly into their profiles within the InstaHire platform. By storing feedback alongside other candidate data, HR teams can have a comprehensive view of each candidate's experience during the hiring process. This feature will provide context that can be invaluable for future recruitment processes and candidate interactions, ensuring that the organization learns from its experiences and retains knowledge about candidate sentiments over time.

Acceptance Criteria

Integration of Feedback into Candidate Profiles

Given a candidate has completed a feedback form, When the feedback is submitted, Then the feedback should be automatically linked to the corresponding candidate profile in InstaHire.

Real-time Feedback Display

Given candidate feedback has been integrated into the profile, When an HR team member views the candidate profile, Then the integrated feedback should be visible in real-time without delays.

Historical Feedback Tracking

Given multiple feedback submissions from a candidate, When the HR team accesses the candidate profile, Then all historical feedback entries should be displayed chronologically with timestamps.

Feedback Sentiment Analysis

Given feedback data is available in candidate profiles, When the HR team analyzes the data, Then sentiment analysis results should reflect an aggregate sentiment score for each candidate.

Access Control for Feedback Data

Given the feedback integration feature is implemented, When an HR team member accesses a candidate profile, Then only authorized personnel should be able to view the feedback data in accordance with privacy regulations.

Feedback Update Notifications

Given a new feedback entry is submitted for a candidate, When the entry is saved, Then all relevant HR team members assigned to the candidate should receive an automatic notification of the feedback update.

Mobile Access for Candidate Feedback

"As a candidate, I want to provide feedback about my application experience via mobile devices so that I can easily share my thoughts at my convenience and contribute to improving future hiring processes."

Description

The Feedback Loop Monitor should be accessible via mobile devices to facilitate easy feedback submission for candidates on-the-go. This feature is crucial in today’s fast-paced environment, encouraging more candidates to provide feedback as it allows them to participate conveniently at any time. The mobile interface should be intuitive, ensuring that candidates can submit their thoughts without any hassle, thus increasing response rates and the richness of feedback data collected.

Acceptance Criteria

Candidate navigates to the Feedback Loop Monitor from their mobile device after completing an interview to provide their thoughts on the interview experience.

Given a candidate has completed an interview, When they access the Feedback Loop Monitor through a mobile browser or application, Then they should see a user-friendly feedback form that takes no longer than 2 minutes to complete.

Candidate receives a notification prompting them to provide feedback after the interview process, accessible through their mobile device.

Given the candidate has completed an interview, When they receive a notification on their mobile device, Then the notification should include a direct link to the feedback form and be clearly actionable.

Candidate submits feedback through the mobile version of the Feedback Loop Monitor, and the submission process should be straightforward and quick.

Given a candidate fills in the feedback form on their mobile device, When they press the submit button, Then the feedback should be processed correctly and a confirmation message should be displayed immediately.

HR personnel needs to analyze the feedback data collected from candidates who used the mobile feature to submit their responses.

Given feedback has been submitted through the mobile feature, When HR accesses the analytics dashboard, Then they should see feedback submissions categorized by mobile platform for analysis.

Candidate attempts to submit feedback using the mobile interface without inputting all required fields in the feedback form.

Given a candidate accesses the feedback form, When they try to submit an incomplete form, Then the system should prompt them with an error message indicating which fields are required before submission can be completed.

Candidate wants to provide feedback on the mobile interface in a language different from the default.

Given the mobile interface is accessed by a candidate, When they select an option to change the language, Then the feedback form should dynamically translate to the selected language without losing any input data.

HR team reviews the feedback collected from mobile submissions for actionable insights about the recruitment process.

Given feedback has been collected via mobile submissions, When the HR team generates a report, Then the report should highlight trends and sentiment analysis derived specifically from mobile feedback responses.

Engagement Score Dashboard

An interactive dashboard that visualizes candidate engagement metrics based on their feedback and interactions throughout the hiring journey. This feature helps recruiters understand how candidates feel about the process, identify potential drop-off points, and gauge the effectiveness of communication strategies. By leveraging these insights, organizations can create a more engaging and responsive recruitment experience tailored to candidate needs.

Requirements

Engagement Metrics Visualization

"As a recruiter, I want to visualize candidate engagement metrics so that I can identify drop-off points and improve the recruitment process accordingly."

Description

The Engagement Score Dashboard will provide a visual representation of various candidate engagement metrics, such as response rates, feedback sentiments, and interaction timelines. This functionality will allow recruiters to quickly assess how engaged candidates are at different stages of the recruitment process. By understanding these metrics, organizations can identify which areas of the hiring journey may be causing frustration or disinterest and make data-driven decisions to improve the candidate experience. Ultimately, this will lead to enhanced candidate satisfaction and reduced drop-off rates during recruitment.

Acceptance Criteria

View Candidate Engagement Metrics in Dashboard

Given a recruiter accesses the Engagement Score Dashboard, when the dashboard loads, then the recruiter should see an overview of candidate engagement metrics including response rates, feedback sentiments, and interaction timelines.

Filter Engagement Metrics by Recruitment Stage

Given a recruiter is on the Engagement Score Dashboard, when they apply a filter to view metrics by specific recruitment stages, then the dashboard should update to display only the engagement metrics relevant to the selected stages.

Visual Representation of Feedback Sentiments

Given a recruiter views feedback sentiments on the Engagement Score Dashboard, when they hover over sentiment indicators, then a tooltip should appear displaying detailed feedback context for each sentiment.

Identify Drop-off Points

Given the Engagement Score Dashboard displays candidate interaction timelines, when the recruiter reviews the metrics, then clear indicators should highlight any significant drop-off points in the recruitment process.

Export Engagement Metrics for Reporting

Given a recruiter is on the Engagement Score Dashboard, when they select the export option, then they should be able to download a report of engagement metrics in CSV format for further analysis.

Receive Alert for Low Engagement Scores

Given the Engagement Score Dashboard is active, when a candidate's engagement score falls below a predefined threshold, then the recruiter should receive an automated alert notifying them of the low engagement score.

Comparative Analysis of Engagement Scores Over Time

Given a recruiter accesses the Engagement Score Dashboard, when they select the time range for analysis, then the dashboard should display comparative engagement scores across different time periods to identify trends.

Feedback Integration

"As a candidate, I want to provide feedback on my experience during the hiring process so that I can help improve the experience for others and share my thoughts."

Description

This requirement involves incorporating real-time feedback mechanisms within the hiring process, allowing candidates to voice their thoughts and experiences as they progress through various stages. This feature is crucial for capturing genuine sentiments and understanding candidate perceptions of communication effectiveness and the overall recruitment experience. By leveraging this feedback, recruiters can make timely adjustments to their strategies, enhancing engagement and ensuring candidates feel valued and heard.

Acceptance Criteria

Feedback submission during interview stages

Given a candidate in the interview process, when they submit feedback through the feedback mechanism after each interview stage, then their feedback should be successfully recorded and reflected in the Engagement Score Dashboard in real-time.

Analyzing feedback trends post-recruitment cycle

Given a completed recruitment cycle, when the recruiter accesses the Engagement Score Dashboard, then they should be able to visualize trends in candidate feedback categorized by stage and communication channel.

Receive notifications for negative feedback entries

Given that a candidate provides negative feedback regarding the recruitment process, when this feedback is recorded, then the recruiter should receive an immediate notification to address potential issues.

Feedback integration with existing candidate profiles

Given that a candidate has submitted feedback, when the recruiter views the candidate's profile, then the feedback should be easily accessible alongside other relevant candidate information.

Candidate engagement score calculation

Given the feedback collected from candidates, when the Engagement Score Dashboard calculates the engagement score, then the score should reflect the overall sentiment from candidate feedback with a defined scoring range.

User training for recruiters on feedback use

Given a new feature rollout, when the training session is completed, then recruiters should be able to demonstrate understanding by outlining at least three ways to leverage candidate feedback effectively.

Dashboard performance under high load

Given high traffic on the Engagement Score Dashboard, when multiple recruiters access the dashboard concurrently, then the system should maintain performance with response times under 2 seconds for data retrieval.

Engagement Analysis Reports

"As a recruiter, I want to access engagement analysis reports so that I can understand candidate trends and improve recruitment strategies accordingly."

Description

The dashboard will feature an analytics component that generates comprehensive reports on candidate engagement over time. These reports will help recruiters understand trends and patterns in candidate interactions, offering insights into which strategies are effective and which require adjustments. By analyzing these reports, organizations can tailor their recruitment processes to better align with candidate preferences, ultimately leading to improved candidate experiences and higher recruitment success rates.

Acceptance Criteria

Generate Engagement Analysis Reports for a specific recruitment campaign to identify trends in candidate engagement over a three-month period.

Given a specific recruitment campaign, when the user accesses the reports section of the Engagement Score Dashboard, then the user should see a comprehensive report detailing candidate engagement metrics over the specified three-month period including interaction rates, feedback scores, and drop-off points.

Customize the parameters of the Engagement Analysis Reports to reflect specific roles and locations for targeted insights.

Given the user is on the Engagement Score Dashboard, when the user selects filters for specific roles and locations, then the system should generate reports that reflect engagement metrics tailored to the selected criteria.

Check the user interface for the Engagement Analysis Reports to ensure clarity and usability.

Given the user is on the Engagement Analysis Reports page, when the user navigates through the dashboard, then all elements should be easily readable, well-organized, and visually intuitive, with defined sections for metrics and insights.

Evaluate the submission feedback functionality in the Engagement Analysis Reports.

Given a candidate has submitted feedback post-interview, when the feedback is processed, then the Engagement Analysis Report should update in real-time to include this candidate's engagement scores and trends within the report.

Enable exporting of Engagement Analysis Reports into different formats for easy sharing.

Given the user is viewing the Engagement Analysis Reports, when the user selects the export function, then the report should be available for download in at least PDF and Excel formats without loss of data or formatting.

Assess the accuracy of the data presented in the Engagement Analysis Reports to ensure it reflects real-time data input from candidate interactions.

Given that candidates are interacting with the recruitment process, when the engagement metrics are generated, then the figures presented in the report must match the input data collected from those interactions accurately within a 95% reliability threshold.

Confirm the responsiveness of the Engagement Score Dashboard when analyzed on different devices and screen sizes.

Given the user accesses the Engagement Score Dashboard on various devices (desktop, tablet, mobile), when the dashboard is loaded, then the layout and functionality should be fully responsive and maintain usability across all devices.

Customizable Dashboards

"As a recruiter, I want to customize my engagement dashboard so that I can prioritize the metrics that are most important to my hiring process."

Description

This feature will allow users to customize the Engagement Score Dashboard according to their specific needs and preferences. Recruiters can select and arrange the relevant metrics they want to track, ensuring that the dashboard is tailored to their workflows and priorities. This personalization not only enhances user experience but also drives efficiency by allowing recruiters to focus on the most pertinent data for their hiring efforts.

Acceptance Criteria

Engagement Score Dashboard Customization by User Role

Given a user with custom dashboard privileges, when they access the Engagement Score Dashboard, then they can select, add, and arrange metrics according to their preferences, and these changes are saved for future sessions.

Metric Selection Retention

Given a user customizes the Engagement Score Dashboard by selecting specific engagement metrics, when they log out and log back in, then the previously selected metrics are displayed as configured before logging out.

Dashboard Layout Adjustment

Given a user is on the Engagement Score Dashboard, when they rearrange the position of selected metrics, then the dashboard updates the layout immediately to reflect these changes without needing to refresh the page.

User Permissions for Customization

Given that different user roles exist (e.g., admin, recruiter, viewer), when a user attempts to customize the Engagement Score Dashboard, then the system only allows customization options corresponding to their permission level.

Visual Analytics Display Consistency

Given a user has added metrics to the Engagement Score Dashboard, when they view the dashboard, then all metrics are displayed correctly according to the chosen settings, maintaining visual consistency across different devices.

Help and Support Accessibility

Given a user is customizing the Engagement Score Dashboard, when they reach a point of confusion, then they can access help and support resources that provide guidance on customization features without leaving the dashboard.

Real-time Performance Tracking

"As a recruiter, I want to track candidate engagement metrics in real-time so that I can respond quickly to changes in candidate sentiment and enhance the recruiting experience."

Description

Incorporating real-time capabilities into the Engagement Score Dashboard will allow recruiters to track candidate engagement metrics instantaneously as they occur. This immediate visibility provides recruiters with the ability to respond promptly to fluctuations in candidate engagement levels, ensuring timely interventions can be made to prevent drop-offs. Such agility is essential in maintaining an engaging and responsive recruitment process that meets candidate needs effectively.

Acceptance Criteria

Real-time visibility of candidate engagement metrics during recruitment process

Given a recruiter is viewing the Engagement Score Dashboard, when a candidate interacts with the recruitment process (submitting applications, answering surveys, etc.), then the dashboard should update the engagement score within 5 seconds.

Alerts for significant changes in candidate engagement metrics

Given a recruiter is using the Engagement Score Dashboard, when there is a drop in candidate engagement score by 20% or more, then the system should trigger an alert notification to the recruiter immediately.

Historical engagement data comparison

Given a recruiter has access to the Engagement Score Dashboard, when they select a specific time range, then the dashboard must display a comparative analysis of engagement scores for candidates over the selected period.

User-friendly interface for real-time tracking

Given a recruiter is using the Engagement Score Dashboard, when they first log in, then the interface should load within 3 seconds and provide clear visualizations of all engagement metrics without technical errors.

Integration of communication strategy effectiveness

Given the Engagement Score Dashboard is active, when a recruiter views the engagement metrics, then they should also see a breakdown of communication strategies used and their corresponding impact on the engagement scores.

Ability to filter engagement metrics by candidate characteristics

Given a recruiter is viewing the Engagement Score Dashboard, when they apply filters based on candidate characteristics (e.g., experience level, skills), then the dashboard should only display engagement scores for the filtered candidates.

Sentiment Analysis Engine

An AI-driven analysis tool that interprets candidate feedback sentiment and categorizes responses into positive, neutral, or negative. By providing a clear overview of candidate perceptions, this engine allows HR teams to focus on critical feedback areas that influence candidate satisfaction. Addressing concerns swiftly can lead to improved acceptance rates and a more favorable candidate experience overall.

Requirements

Real-time Sentiment Analysis

"As an HR manager, I want to instantly analyze candidate feedback in real-time so that I can swiftly address negative sentiments and improve overall candidate experience during the recruitment process."

Description

The Real-time Sentiment Analysis requirement involves implementing an AI-driven engine that processes candidate feedback as it is received, categorizing statements into positive, neutral, or negative sentiments almost instantaneously. This functionality is crucial for HR teams to monitor candidate sentiment dynamically, allowing for quicker interventions and discussions to improve candidate experience. The integration of this feature with existing candidate feedback tools will provide HR professionals with insights that can lead to higher acceptance rates and enhance overall satisfaction with the hiring process.

Acceptance Criteria

Candidate Feedback Reception and Analysis

Given the candidate feedback is submitted through the feedback tool, when the sentiment analysis engine processes the feedback, then the feedback should be categorized into positive, neutral, or negative sentiments within 5 seconds of submission.

Sentiment Impact on Hiring Decisions

Given that a collection of candidate feedback has been processed, when HR reviews the sentiment analysis report, then HR should have access to a summary that highlights the percentage of positive, neutral, and negative sentiments to inform hiring decisions.

Real-time Dashboard Update

Given the sentiment analysis engine is active, when a candidate provides feedback, then the dashboard should update in real-time to reflect the current sentiment scores without needing a manual refresh.

Notification for Negative Sentiment

Given that a negative sentiment is detected in candidate feedback, when the sentiment analysis engine categorizes the feedback, then HR should receive an immediate notification with details of the feedback and the candidate’s identity.

Data Integration with Candidate Profiles

Given that candidate feedback is analyzed, when the sentiment analysis results are generated, then the results should be seamlessly integrated into each candidate’s profile for historical reference and future analysis.

Sentiment Trends Over Time

Given multiple submissions of candidate feedback, when HR analyzes the sentiment data over a defined period, then HR should be able to view trends in positive, neutral, and negative feedback over time in a visual format.

User Access and Permissions

Given different roles within HR, when HR personnel access the sentiment analysis tool, then access should be restricted based on user roles to ensure sensitive feedback data is protected.

Feedback Summary Dashboard

"As an HR analyst, I want a dashboard that visualizes sentiment data so that I can easily identify trends and areas needing improvement in our hiring process."

Description

The Feedback Summary Dashboard requirement outlines the need for a comprehensive interface that aggregates sentiment analysis results into visual formats such as graphs, charts, and scorecards. This dashboard will display trends in candidate perceptions over time and highlight specific areas of concern that may need HR attention. By easily comprehending the data presented, HR teams can identify patterns and modify their recruitment strategies accordingly. This feature is essential for making data-driven decisions, ensuring a strategic approach to candidate engagement.

Acceptance Criteria

Feedback Summary Dashboard displays comprehensive sentiment analysis results for candidates over a given recruitment period.

Given the Feedback Summary Dashboard is open, when a user selects a date range for sentiment analysis, then the dashboard must display visual representations (graphs and charts) of candidate feedback categorized as positive, neutral, or negative for that period.

HR team analyzes trends in candidate perceptions using the Feedback Summary Dashboard.

Given the Feedback Summary Dashboard is populated with sentiment data, when the HR team accesses the dashboard, then they can identify at least three significant trends in candidate sentiment over the chosen timeframe.

Feedback Summary Dashboard highlights areas of concern for HR attention.

Given the dashboard displays candidate sentiment data, when the overall sentiment reaches a negative threshold (e.g., 60% negative), then the dashboard must alert users to specific areas requiring immediate HR focus.

User customizes the Feedback Summary Dashboard settings to analyze specific candidate groups.

Given the user is on the Feedback Summary Dashboard, when they select filters for specific candidate groups (e.g., by position or source), then the dashboard must update to show sentiment analysis results only for the selected groups.

Feedback Summary Dashboard generates a report summarizing sentiment analysis findings.

Given that the HR team needs a report, when they click on the 'Generate Report' button, then a downloadable report containing sentiment analysis visuals and key insights must be produced.

Users can export data from the Feedback Summary Dashboard for further analysis.

Given the data displayed on the Feedback Summary Dashboard, when the user clicks on the 'Export Data' button, then the data should be exported in a usable format (e.g., CSV or Excel) without loss of information.

Feedback Summary Dashboard loads sentiment data efficiently for user interaction.

Given the user accesses the Feedback Summary Dashboard, when the dashboard is loaded, then the visualizations must display without loading delays exceeding 5 seconds for seamless interaction.

Automated Feedback Alerts

"As an HR professional, I want to receive alerts when negative feedback is identified so that I can promptly address candidate concerns before they escalate."

Description

The Automated Feedback Alerts requirement entails creating a notification system that alerts HR professionals when a candidate expresses particularly negative sentiment in their feedback. This feature will be instrumental in ensuring that no significant concerns slip through the cracks, promoting timely responses. The alerts will be customizable, allowing HR teams to set thresholds for different sentiment levels and ensuring that appropriate actions are taken as required. This plays a key role in enhancing the responsiveness of the hiring team and improving candidate relationships.

Acceptance Criteria

Notification Trigger for Negative Feedback

Given an HR professional has access to the system, When a candidate provides feedback with a negative sentiment score below the predefined threshold, Then an automatic alert notification should be sent to the HR professional's designated email address.

Customization of Sentiment Thresholds

Given an HR professional is in the settings section of the feedback alert system, When they adjust the threshold for negative sentiment feedback, Then the system should save the new threshold and apply it in future analyses.

Daily Summary of Feedback Alerts

Given that the feedback alert system is active, When the HR professional logs into the dashboard after a 24-hour period, Then they should see a summary report of all candidates who provided negative feedback within that period.

Real-time Alert Notifications

Given that the feedback alert system is operational, When a candidate submits feedback that meets the negative sentiment criteria, Then the alert should trigger in real-time and appear on the HR professional’s dashboard immediately.

Audit Trail of Feedback Alerts

Given the system generates feedback alerts, When an HR professional requests the audit log, Then the system should provide a complete history of all alerts sent, including timestamps and candidate identifiers.

Sentiment Tracking Over Time

"As a recruitment strategist, I want to track candidate sentiment trends over time so that I can assess the impact of our hiring processes on candidate experience."

Description

The Sentiment Tracking Over Time requirement involves developing a feature that tracks the changes in candidate sentiment throughout their recruitment journey. By capturing sentiment data at various stages, this feature allows HR teams to correlate recruitment strategies with candidate experience outcomes. The functionality will support trend analysis over time, contributing to continuous improvements in the hiring process. This is vital for understanding the effectiveness of changes made or identifying persistent issues.

Acceptance Criteria

Sentiment Evaluation After Initial Contact with Candidates

Given a candidate has been contacted for the first time, when the candidate provides feedback, then the sentiment analysis engine should classify the feedback as positive, neutral, or negative within 5 seconds and store the result for tracking.

Progressive Sentiment Tracking During Interview Phases

Given candidates are going through different interview stages, when candidates submit feedback after each interview, then the sentiment tracking feature must capture and log the sentiment data in a time-stamped report for each candidate stage.

Weekly Sentiment Trend Analysis Report Generation

Given the sentiment data collected over a week, when an HR team member requests a trend report, then the system should generate a report outlining sentiment changes over time, highlighting significant variations in positive or negative feedback.

Integration of Sentiment Data with Recruitment Strategy Metrics

Given the collected sentiment data and recruitment strategy performance metrics, when an HR team analyzes both datasets, then the system must provide correlation insights that indicate how candidate sentiment affects recruitment outcomes.

Alert System for Negative Sentiment Feedback

Given a candidate provides negative sentiment feedback, when this feedback is received, then the system should immediately notify the HR team via email and within the platform, prompting them to address the concern promptly.

Candidate Feedback Collection at Multiple Touchpoints

Given a candidate interacts at various touchpoints in the recruitment process, when feedback is collected, then the sentiment analysis engine should be able to categorize sentiment from each touchpoint distinctly, ensuring holistic data coverage.

Feedback Sentiment Summarization for Monthly Review Meetings

Given the sentiment data for the previous month, when an HR team member accesses the data for review meetings, then the system should summarize the sentiment analysis in a concise format, highlighting key trends and issues for discussion.

Automated Response Framework

A system that automates the sending of personalized responses to candidate feedback collected during the hiring process. This feature not only acknowledges candidate input but also addresses their concerns promptly, fostering a sense of appreciation and engagement. By ensuring timely communication, organizations can improve overall candidate satisfaction and perception.

Requirements

Personalized Candidate Acknowledgment

"As an HR manager, I want automated personalized acknowledgment emails to be sent to candidates after they submit feedback so that I can ensure they feel valued and stay engaged in the hiring process."

Description

The system should automatically send personalized acknowledgment emails to candidates upon receiving their feedback. This feature needs to ensure that each response feels personal and tailored, thereby enhancing the candidate's experience and encouraging future engagement. The acknowledgment emails should integrate seamlessly with the existing communication framework of InstaHire, logging each interaction in the candidate's history for future reference. By maintaining a personal touch, the feature is expected to enhance candidate satisfaction, improve employer branding, and reduce overall dissatisfaction caused by lack of response.

Acceptance Criteria

Personalized acknowledgment email is sent upon receiving feedback from a candidate after a job interview.

Given a candidate submits feedback, when the feedback is received, then a personalized acknowledgment email should be sent to the candidate within 24 hours, referencing the specific position they applied for and thanking them for their input.

Candidates should receive acknowledgment emails that feel personalized and tailored to their feedback.

Given that the candidate has left specific feedback, when the acknowledgment email is generated, then it should include at least two specific elements from the candidate’s feedback to ensure a personal touch and relevance.

The acknowledgment email should be logged in the candidate’s communication history within the system.

Given that the personalized acknowledgment email has been sent, when a user views the candidate’s profile, then the email interaction should be visible in the communication history section along with the timestamp.

The system should ensure that acknowledgment emails maintain a consistent format and branding aligned with InstaHire's communication framework.

Given that an acknowledgment email is generated, when the email is viewed, then it should comply with InstaHire's branding guidelines, including the logo, color scheme, and formatting standards.

The system should handle any errors in sending acknowledgment emails gracefully and notify the HR or admin user.

Given that there is a failure in sending the acknowledgment email, when the system attempts to send the email, then it should log the error and send a notification to the HR or admin user to address the issue.

Automated Concern Resolution

"As an HR professional, I want the system to automatically address and resolve common candidate concerns based on their feedback so that I can maintain a positive candidate experience without dedicating excess time to responses."

Description

This requirement outlines the implementation of an automated concern resolution system that generates tailored responses for specific feedback categories from candidates. The system should categorize feedback and automatically provide a response addressing the concerns, which can include topics like interview process issues, communication gaps, or job role clarity. This functionality must be versatile enough to allow HR managers to customize response templates, ensuring that feedback is addressed appropriately without manual intervention. The goal is to enhance candidate trust and satisfaction through timely and relevant feedback management.

Acceptance Criteria

Automated response generation for interview process issues.

Given a candidate submits feedback regarding an interview process issue, when the feedback is categorized, then the automated system should generate a tailored response addressing the specific interview concern within 24 hours.

Automated acknowledgment for feedback submission.

Given a candidate has submitted feedback, when the feedback is received by the system, then the candidate should receive an automated acknowledgment response within 1 hour.

Customization of response templates by HR managers.

Given an HR manager accesses the response template customization feature, when they edit or create a response template, then the system should save the changes and apply the customized response for future feedback of the same category.

Handling communication gaps feedback from candidates.

Given a candidate submits feedback indicating communication gaps during the hiring process, when the feedback is categorized, then the automated system should provide a customized response outlining steps the company will take to rectify the communication issues.

Response tracking for candidate feedback resolutions.

Given a candidate receives an automated response to their feedback, when they check the status of their concern, then the system should provide a visible tracking mechanism indicating whether the feedback has been addressed and resolved.

Analyzing candidate satisfaction post-feedback response.

Given a candidate receives a tailored response, when they are surveyed about their satisfaction with the response, then at least 75% of the candidates should report satisfaction in feedback analytics.

Feedback Analysis Dashboard

"As an HR analyst, I want an interactive feedback analysis dashboard so that I can easily identify trends in candidate feedback and make data-driven recommendations for improving the hiring process."

Description

A dynamic dashboard that analyzes candidate feedback and highlights trends or patterns over time. This tool should provide visual representations of key data points such as feedback frequency, common concerns, and overall satisfaction ratings. By integrating this performance analytics feature, HR teams can make informed decisions, adjust hiring strategies, and enhance their overall approach to candidate engagement. The dashboard should allow filtering by departments, roles, and time frames for drilled-down insights, aiding in continuous improvement and strategic planning.

Acceptance Criteria

Candidate feedback is collected after the interview process, and HR managers access the Feedback Analysis Dashboard to review the insights.

Given the candidate feedback has been collected, when the HR manager accesses the Feedback Analysis Dashboard, then it should display visual representations of feedback frequency, common concerns, and overall satisfaction ratings.

HR professionals need to filter feedback data by specific departments to assess different hiring practices.

Given the HR professional is viewing the Feedback Analysis Dashboard, when they apply a department filter, then the dashboard should update to display only feedback related to the selected department.

A hiring manager wants to compare feedback ratings across different roles to identify potential hiring issues.

Given the feedback data is available, when the hiring manager selects multiple roles for comparison, then the dashboard should display a side-by-side comparison of satisfaction ratings and common concerns for those roles.

The HR team conducts a review meeting to discuss trends in candidate feedback over the past six months.

Given the HR team accesses the Feedback Analysis Dashboard, when they set a time frame filter to the last six months, then the dashboard should present trends and patterns in candidate feedback during that period.

An HR manager needs to identify specific feedback patterns that may affect overall candidate satisfaction.

Given the dashboard is live, when the HR manager reviews the displayed trends, then the dashboard should allow them to identify at least three key patterns or frequent concerns raised by candidates.

After integrating a new feedback mechanism, the HR team wants to evaluate its impact on feedback volume.

Given the new feedback mechanism has been integrated, when HR views the dashboard, then it should show an increase in feedback volume compared to the previous period before integration.

Customizable Email Templates

"As an HR manager, I want to customize email templates for candidate communications so that I can ensure my messages are relevant and engaging while saving time on repetitive tasks."

Description

The requirement involves enabling HR managers to create and manage customizable email templates for acknowledgment and concern resolution communications. Having multiple pre-defined templates can help save time and ensure consistency in communication. The customization features should include variables for candidate names, roles, and specific feedback topics. The ability to personalize these templates will improve the relevance of communication with candidates, leading to increased engagement and a better overall impression of the hiring process.

Acceptance Criteria

Creating and customizing email templates for candidate feedback acknowledgment.

Given an HR manager is logged in to InstaHire, when they access the email templates section, then they should be able to create a new template with customizable fields for candidate names, roles, and feedback topics.

Sending customized email acknowledgment to a candidate after receiving their feedback.

Given an HR manager has created a customizable email template, when a candidate submits feedback, then the HR manager should be able to select the template, input the candidate's information, and send the acknowledgment email seamlessly.

Updating an existing email template with new variables or text.

Given an HR manager has access to existing email templates, when they choose to edit a specific template, then they should be able to add or modify variables and text as needed without affecting other templates.

Previewing an email template before sending it to a candidate.

Given an HR manager is in the process of sending a customized email, when they select the preview option, then they should see a fully rendered version of the email with the candidate's information populated, ensuring it appears as intended.

Testing the email template functionality with sample candidate feedback.

Given an HR manager has created a new email template, when they use it to respond to a sample candidate feedback submission, then the email should be sent successfully and received in the candidate’s inbox without errors.

Managing multiple email templates for different feedback scenarios.

Given an HR manager has created several email templates, when they navigate to the templates section, then they should see all templates categorized and be able to filter them based on feedback types (e.g., acknowledgment, concern resolution).

Tracking candidate engagement based on email responses.

Given a candidate has received an acknowledgment email, when they interact with the email (e.g., open, reply), then this activity should be logged and reportable in the HR manager’s dashboard to assess candidate engagement.

Multichannel Communication Support

"As a recruiter, I want to communicate with candidates through multiple channels so that I can reach them where they are most comfortable and increase my chances of receiving prompt feedback."

Description

This requirement focuses on incorporating support for multichannel communication methods within the system, including SMS, social media, and other messaging services. This functionality aims to facilitate outreach and responses across platforms where candidates are more likely to engage. The integration should maintain consistent messaging while allowing for channel-specific adaptations, thus broadening communication strategies and improving overall candidate engagement and satisfaction.

Acceptance Criteria

Candidate receives an automated personalized response after providing feedback on their interview experience via SMS.

Given a candidate has submitted feedback through SMS, when the feedback is received, then an automated personalized acknowledgment response should be sent within 15 minutes that addresses their specific inputs and concerns.

A candidate posts feedback on a social media platform, and the system successfully detects and responds to it.

Given a candidate has posted feedback on a supported social media platform, when the feedback is monitored, then an automated response should be triggered that acknowledges the feedback and offers further assistance within 30 minutes.

Admin users can customize message templates for different communication channels according to the candidate feedback type.

Given an admin user is accessing the messaging framework, when they select a specific feedback type, then they should be able to customize and save response templates unique to SMS, email, and social media channels.

The system logs all candidate interactions for feedback responses in the communication dashboard.

Given a candidate has provided feedback and received a response, when the action is completed, then it should be logged in the communication dashboard with timestamps and channel details for review.

Responses sent through different channels maintain a consistent brand voice while allowing for channel-specific adaptations.

Given a response is being sent through SMS and social media, when the message is prepared, then the core message should reflect the organization's tone and style, ensuring consistency across different channels while allowing necessary modifications for brevity in SMS.

A candidate receives multiple feedback responses on different channels, and their interactions are synchronized effectively in the system.

Given a candidate has submitted feedback through multiple channels, when they receive responses, then all interactions should be synchronized and visible in their candidate profile, providing a coherent view of all communication.

The system prioritizes candidate responses based on the urgency of the feedback provided.

Given a candidate submits feedback categorized as urgent, when it is received, then it should be prioritized in the response queue, ensuring that responses are sent within 10 minutes for urgent cases.

Recruitment Pain Point Identifier

A feature that aggregates candidate feedback to pinpoint specific areas of dissatisfaction within the recruitment process. By analyzing this data, organizations can prioritize improvements and streamline their hiring practices. Targeting these pain points directly can lead to a smoother candidate journey and elevate the overall experience.

Requirements

Feedback Aggregation Engine

"As an HR manager, I want to see aggregated candidate feedback on the recruitment process so that I can identify and address the pain points candidates are experiencing."

Description

The Feedback Aggregation Engine will systematically collect and aggregate candidate feedback from various touchpoints in the recruitment process. This requirement involves developing a user-friendly interface for candidates to provide feedback, as well as backend processes to compile and analyze this feedback data. By doing so, organizations can identify common pain points and areas of dissatisfaction within their hiring practices. The key benefit of this feature is that it allows organizations to react quickly to candidate feedback, ensuring a more positive candidate experience and potentially increasing acceptance rates for job offers. This feature will integrate seamlessly with the existing platform's data analytics capabilities, enabling recruitment teams to visualize trends and make data-driven decisions.

Acceptance Criteria

Candidate Feedback Submission Process

Given that a candidate is on the feedback page, when they fill out the feedback form and submit it, then the feedback is successfully recorded in the database and a confirmation message is displayed to the candidate.

Feedback Aggregation from Multiple Channels

Given that feedback has been submitted through different channels (email, web form, mobile app), when the feedback aggregation engine processes the data, then all feedback entries are accurately compiled and displayed on the analytics dashboard.

Analysis of Identified Pain Points

Given that the feedback data has been aggregated, when the recruitment team accesses the analytics dashboard, then they can view a breakdown of the top three pain points identified from the candidate feedback.

User-Friendly Feedback Interface

Given that a candidate is filling out the feedback form, when they interact with the feedback interface, then all fields should be clearly labeled, responsive, and easy to navigate without any errors.

Real-Time Feedback Data Update

Given that a candidate submits feedback, when the feedback record is created, then the analytics dashboard should update in real-time to reflect the new feedback without requiring a page refresh.

Feedback Reporting for Recruitment Managers

Given that recruitment managers access the feedback analytic reports, when they generate a report, then they should be able to export the feedback data in multiple formats (PDF, CSV) for further analysis.

Integration with Existing Data Analytics

Given that the Feedback Aggregation Engine is implemented, when it is operational, then it should integrate seamlessly with existing data analytics tools without any data loss or errors.

Pain Point Analysis Dashboard

"As a recruitment analyst, I want to access a dashboard that visualizes candidate feedback trends, so that I can easily identify areas for improvement in the hiring process."

Description

The Pain Point Analysis Dashboard will provide an intuitive graphical interface to visualize the results of the candidate feedback analysis. This requirement includes the development of key metrics visualizations such as bar graphs, pie charts, and trend lines that illustrate candidate satisfaction concerning various recruitment stages. By analyzing data, HR teams can prioritize improvements based on the most common issues that candidates face. This dashboard is crucial for enhancing strategic hiring initiatives and will integrate with the existing reporting functionalities of the InstaHire platform, allowing holistic insights into the recruitment process.

Acceptance Criteria

Candidate Feedback Data Visualization on Dashboard

Given that the candidate feedback has been collected and analyzed, when the HR team accesses the Pain Point Analysis Dashboard, then they should see a graphical representation of satisfaction metrics including bar graphs for each recruitment stage and pie charts categorizing feedback issues.

Interactivity of Visualizations

Given the visualizations on the Pain Point Analysis Dashboard, when a user hovers over a bar graph or pie chart segment, then they should see specific data pop-ups detailing the percentage of candidates giving that feedback.

Trend Analysis Over Time

Given that candidate feedback is collected over multiple recruitment cycles, when accessing the Pain Point Analysis Dashboard, then the HR team should be able to view trend lines showing changes in candidate satisfaction metrics over time.

Integration with Reporting Functionalities

Given the existing reporting functionalities of the InstaHire platform, when the Pain Point Analysis Dashboard is utilized, then the data visualizations should seamlessly integrate with reports generated from the system without any data discrepancies.

User Permissions and Access Control

Given that different roles exist within the InstaHire platform, when HR team members access the Pain Point Analysis Dashboard, then they should only see data relevant to their permissions and roles within the organization.

Export Functionality for Data Reporting

Given the visualizations and analytics provided by the Pain Point Analysis Dashboard, when users click on the export button, then they should be able to download the data in a CSV or PDF format for external reporting.

Actionable Insights Generation

"As a hiring manager, I want to receive actionable recommendations based on candidate feedback, so that I can improve our recruitment strategies effectively."

Description

The Actionable Insights Generation feature will utilize AI algorithms to interpret the aggregated candidate feedback and provide tailored recommendations on how to improve the recruitment process. This requirement involves building a logic that connects the identified pain points to specific actionable changes, such as revising interview questions or enhancing candidate communication. This will help HR teams to move beyond just understanding issues and begin implementing effective solutions. The feature will directly enhance the personalization aspect of InstaHire, making it more responsive to user needs and thus ensuring a higher caliber of candidate engagement.

Acceptance Criteria

User analyzes candidate feedback to identify dissatisfaction trends regarding specific stages of the recruitment process.

Given the candidate feedback is aggregated, when the user accesses the Actionable Insights Generation feature, then the system should display a detailed report highlighting the top three pain points with supporting data evidence.

HR team implements recommendations suggested by the Actionable Insights Generation feature based on candidate feedback.

Given the HR team has reviewed the recommendations, when they implement at least two suggested changes, then the system should track and record these initiatives for assessment in future reports.

HR managers review the effectiveness of implemented changes based on feedback after a recruitment cycle.

Given that changes were made based on actionable insights, when the HR manager reviews new candidate feedback after the implementation, then the system should show improved scores in the relevant areas of the feedback related to the changes made.

A new candidate completes the recruitment process that included changes made from actionable insights.

Given a candidate has completed the recruitment process, when they submit feedback regarding their experience, then the feedback should reflect at least a 20% improvement in satisfaction regarding the previously identified pain points.

System generates customized recommendations based on real-time candidate feedback provided by users.

Given that candidates provide feedback directly after an interview, when this feedback is analyzed by the system, then the system should produce immediate actionable recommendations tailored to the interview process within 24 hours.

User wants to understand the impact of adjusted recruitment practices on overall candidate experience scores.

Given the adjusted recruitment practices have been in effect for three months, when the user accesses the comprehensive report on candidate experience scores, then the report should demonstrate at least a 15% increase in overall satisfaction ratings compared to the previous three months' data.

Stakeholders need to review the cost-effectiveness of implementing the Actionable Insights Generation feature.

Given that the Actionable Insights Generation feature has been in use for a complete recruitment cycle, when stakeholders access the cost-benefit analysis report, then the report should indicate a reduction in recruitment costs by at least 20% compared to the previous cycle before implementation.

Real-time Feedback Notification System

"As an HR coordinator, I want to receive real-time alerts for candidate feedback, so that I can address their concerns promptly and enhance their experience during the recruitment process."

Description

The Real-time Feedback Notification System will alert HR teams whenever candidates provide feedback during or after the recruitment process. This requirement involves developing a notification system that operates in real time, enabling quick responses to candidate feedback. Timely notifications will allow recruitment teams to address issues as they arise, improving the candidate experience significantly. Furthermore, this feature will integrate with the existing communication tools within InstaHire, ensuring a seamless workflow in addressing candidate needs.

Acceptance Criteria

Notification triggers when candidates submit feedback on the recruitment process.

Given a candidate finishes the interview process, when they provide feedback through the InstaHire portal, then the HR team should receive an immediate notification via the integrated communication tool.

Real-time updates about candidate feedback should be visible on the dashboard.

Given that multiple candidates submit feedback during various stages of recruitment, when HR accesses the InstaHire dashboard, then they should see real-time updates reflecting all feedback received.

Notifications are sent to the right members of the HR team based on feedback content.

Given feedback submitted by a candidate highlights a specific issue, when the notification is sent, then it should be directed to the relevant HR personnel based on predefined criteria related to the feedback topic.

Feedback notifications include actionable insights for the HR team.

Given a candidate submits feedback indicating dissatisfaction with a specific aspect of the recruitment, when the HR team receives the notification, then it should include suggested actions based on the feedback analysis.

HR can configure notification preferences for different types of feedback.

Given that HR team leads want to customize feedback notifications, when they access the settings in the InstaHire system, then they should be able to specify which types of feedback trigger notifications and to whom those notifications are sent.

Candidates can provide feedback anonymously if they choose.

Given a candidate is asked for feedback post-interview, when they select the option for anonymous feedback in the InstaHire portal, then their identity should not be revealed in the feedback notification sent to HR.

The notification system integrates seamlessly with existing communication tools.

Given that an HR team uses Slack for internal communication, when a candidate submits feedback, then the notification should be delivered as a message in the designated Slack channel without disruption to other workflows.

Candidate Experience Improvement Plan

"As a senior recruiter, I want a structured improvement plan based on candidate insights to ensure we consistently enhance the candidate experience in our recruitment processes."

Description

The Candidate Experience Improvement Plan is a strategic requirement aimed at developing a framework based on the insights from candidate feedback. It will outline specific action items and timelines for addressing identified pain points, aiming to refine the recruitment process comprehensively. This requirement will ensure that the insights gathered from candidate feedback translate into actionable plans that drive systemic improvements within the organization. The capability is essential to maintaining a candidate-centric philosophy within InstaHire, fostering transparency and continuous improvement in hiring practices.

Acceptance Criteria

Candidate Feedback Analysis Workflow

Given the candidate feedback data is collected, when the user accesses the Recruitment Pain Point Identifier, then it should display a comprehensive report identifying specific areas of dissatisfaction ranked by frequency of mention.

Action Item Development Based on Insights

Given the feedback report of candidate pain points, when the HR team reviews the insights, then they should be able to generate actionable items with estimated timelines for implementation that address at least 75% of the identified issues.

Candidate Journey Mapping

Given the actionable items developed from candidate feedback, when the HR team creates a candidate journey map, then the map should illustrate improved pathways reflecting a reduction in dissatisfaction scores in at least 3 key areas.

Follow-Up Survey Implementation

Given the improvements have been implemented, when candidates go through the recruitment process again, then a follow-up survey should be sent within 7 days, ensuring at least a 60% response rate for measuring candidate satisfaction.

Impact Assessment of Changes

Given the feedback from the follow-up survey has been collected, when the HR team analyzes the data, then they should be able to demonstrate an improvement in candidate satisfaction scores by at least 20% compared to the previous scores.

Referral Insights Module

This module tracks and analyzes candidates' feedback on their experience with referrals and recommendations. By understanding candidates' perceptions about the referral process, HR teams can enhance their strategies for leveraging employee networks and improve candidate sourcing methods.

Requirements

Candidate Feedback Collection

"As a recruiter, I want to gather feedback from candidates about their referral experience so that I can improve our referral program and enhance candidate satisfaction."

Description

This requirement focuses on implementing a system that allows candidates to provide structured feedback on their referral experience. The feature will include customizable surveys and feedback forms that can be sent automatically after a candidate is referred and interviewed. The collected data will be aggregated for analysis, enabling HR teams to gauge the effectiveness of their referral strategies and identify areas for improvement. By enhancing feedback collection, the organization can refine its referral programs and increase participation rates, thus optimizing the overall talent acquisition process.

Acceptance Criteria

Candidate submits feedback after referral interview

Given a candidate has been referred and interviewed, when they receive a feedback form, then they should be able to complete and submit the form successfully.

Feedback form customization by HR teams

Given that an HR team member accesses the feedback collection tool, when they customize the survey questions, then the changes should be saved and reflected in subsequent feedback forms sent to candidates.

Aggregation of candidate feedback for analysis

Given multiple candidates have submitted feedback, when the data is aggregated, then the HR team should be able to generate a report showing overall satisfaction scores and common feedback themes.

Automatic sending of feedback forms post-interview

Given a candidate has completed their interview, when the interview concludes, then the feedback form should be automatically sent to the candidate's email within 24 hours.

User access and permissions for feedback module

Given different users in the HR team, when they access the feedback insights module, then only authorized users should have the ability to view and edit feedback reports.

Response rate tracking of feedback forms

Given that feedback forms have been sent to candidates, when the HR team reviews the response data, then they should see metrics indicating the response rate and trends over time.

Referral Source Analytics Dashboard

"As an HR manager, I want to view an analytics dashboard of referral insights so that I can assess the effectiveness of our hiring strategies and make improvements where necessary."

Description

This requirement involves the creation of an analytics dashboard that displays insights derived from candidate feedback on referrals. The dashboard will visualize trends in candidate experiences and highlight the most effective referral sources, enabling HR teams to make data-driven decisions. The dashboard will be integrated into the existing HR platform and include filters for date ranges, candidate demographics, and referral sources. By providing accessible data visualization, HR teams will be empowered to engage better with their internal networks and refine their sourcing strategies based on real-time feedback.

Acceptance Criteria

Candidate Feedback Evaluation for Referral Sources

Given that HR teams have access to the Referral Source Analytics Dashboard, when they filter by a specific referral source, then they must see corresponding candidate feedback data specific to that source displayed accurately in the dashboard.

Data Visualization for Candidate Demographics

Given that HR teams are using the Referral Source Analytics Dashboard, when they apply filters for candidate demographics, then the dashboard should update to reflect insights and trends that are segmented by those demographics, allowing for focused analysis.

Date Range Filtering for Feedback Analysis

Given that HR teams are analyzing candidate feedback over time, when they select specific date ranges on the Referral Source Analytics Dashboard, then the displayed data should correspond accurately to the selected date range, ensuring timely insights are accessible.

Integration with Existing HR Platform

Given that the Referral Source Analytics Dashboard is part of the existing HR platform, when users navigate from the main HR dashboard to the analytics section, then they should have seamless access to the new dashboard without any loading errors or delays.

Usability Testing for Dashboard Navigation

Given that the Referral Source Analytics Dashboard is newly implemented, when HR teams conduct usability testing with diverse users, then at least 90% of users should be able to navigate the dashboard intuitively and find key insights within five minutes.

Performance Metrics Tracking for Dashboard Load Times

Given the importance of performance in user experience, when users access the Referral Source Analytics Dashboard, then the dashboard should load within three seconds to ensure efficient access to data.

Real-Time Data Update for Feedback Scores

Given that candidate feedback is constantly being collected, when new feedback enters the system, then the Referral Source Analytics Dashboard must reflect these updates in real-time without requiring page refresh.

Referral Program Optimization Recommendations

"As an HR analyst, I want to receive automated recommendations for optimizing our referral program based on candidate feedback so that I can implement effective changes that drive better recruitment outcomes."

Description

This requirement focuses on developing an AI-driven system that analyzes collected feedback and suggests actionable recommendations for optimizing the referral program. The system will utilize machine learning algorithms to identify patterns and correlations in the data, providing HR professionals with practical strategies to enhance candidate engagement and improve the referral process. By implementing this feature, the organization aims to increase the quality and quantity of candidate referrals, further improving the efficiency of the recruitment pipeline.

Acceptance Criteria

Candidate Feedback Analysis for Referral Programs

Given a set of candidate feedback collected from the referral process, When the AI-driven system analyzes the data, Then it should output actionable recommendations that are ranked by impact on the referral program optimization.

Evaluation of Referral Program Success Metrics

Given the implementation of the AI recommendations, When the HR team reviews referral program metrics, Then there must be a measurable improvement of at least 20% in candidate engagement scores and the quality of referrals within three months.

Monitoring System Performance of AI Recommendations

Given the AI-driven recommendation system in place, When the system processes feedback data bi-weekly, Then it should achieve at least 95% accuracy in identifying trends and generating recommendations relevant to increasing referral program effectiveness.

User Interface for HR Team Accessing Recommendations

Given a user interface designed for HR professionals, When they access the recommendation dashboard, Then it should load within 3 seconds and display recommendations in a clear and actionable format with graphical insights of trends.

Integration of Feedback Mechanisms within the Referral Program

Given the need for ongoing feedback, When candidates participate in the referral program, Then there must be an automated feedback mechanism in place that collects insights post-referral within 48 hours of candidate engagement.

Training HR Teams on Utilizing Recommendations

Given the roll-out of the new AI system for referral program optimization, When HR teams receive training, Then at least 90% of participants must demonstrate understanding of how to implement and evaluate the effectiveness of suggestions provided by the AI system.

Referral Incentives Tracking

"As a recruiter, I want to track and manage referral incentives for our employees so that I can ensure timely rewards and encourage more participation in the referral program."

Description

This requirement establishes a mechanism for tracking and managing referral incentives offered to employees. The system will allow HR teams to set up different incentive structures, monitor referrals made by employees, and automate reward distribution based on successful hires. This feature will integrate seamlessly with existing payroll systems to facilitate timely and accurate incentive payouts. By enhancing the tracking of referral incentives, the organization can motivate employees to participate more actively in the referral process, thereby improving the overall talent pool.

Acceptance Criteria

Referral Incentives Tracking for Employee Referrals

Given an HR representative wants to set up a referral incentive structure, when they input different incentive values for referrals in the system, then the values should be saved accurately in the database and displayed correctly in the HR dashboard.

Monitoring Success of Employee Referrals

Given employees have made successful referrals, when the HR team reviews the referral dashboard, then they should see a list of all employee referrals along with the status of their hires and the corresponding incentives calculated for each referral.

Automated Distribution of Referral Incentives

Given that a candidate referred by an employee has been hired, when the hiring manager approves the hire in the system, then the referral incentive should be automatically calculated and queued for payout in the payroll system within 24 hours.

Integrating Referral Tracking with Payroll Systems

Given the referral incentive tracking system is in use, when the HR team generates a payroll report, then the report should include all approved referral bonuses segmented by employee, and the totals should match the referral incentive calculations from the tracking system.

Feedback Mechanism for Referral Incentives

Given that the referral incentives have been paid out, when employees receive their bonuses, then a feedback survey should be automatically sent to them to understand their satisfaction with the referral process and incentive received.

Reporting on Referral Incentive Effectiveness

Given the HR team wants to analyze the effectiveness of referral incentives, when they generate an incentive effectiveness report, then the report should include metrics such as the number of referrals made, successful hires, and total incentives paid out, along with trends over the past quarter.

Referral Experience Improvement Insights

"As a process improvement manager, I want to analyze candidates' experiences at each stage of the referral process so that I can identify and address pain points to improve our overall referral strategy."

Description

This requirement aims to gather in-depth insights related to specific touchpoints in the referral process based on candidate feedback. The feature will break down feedback by stages, such as application, interview, and follow-up, allowing HR teams to identify weak points in the referral process. By understanding candidate pain points and experiences at each stage, HR can design targeted interventions that streamline the overall process and enhance candidate experience, ultimately benefiting future referrals and hires.

Acceptance Criteria

Candidate completes the referral application process and provides feedback on their experience.

Given a candidate completes the referral application, when they submit their feedback, then the system should successfully record their feedback and categorize it by application stage.

HR team reviews feedback on the interview experience provided by candidates.

Given the HR team accesses the feedback dashboard, when they filter feedback by interview stage, then they should see aggregated feedback insights specifically related to the interview process.

Candidates receive follow-up communication after the referral process and share their experiences.

Given a candidate receives follow-up communication post-referral, when they provide feedback on that follow-up, then the system should log the feedback and allow HR to view it categorized by follow-up stage.

HR team analyzes data on candidate feedback before implementing changes to the referral process.

Given the HR team accesses the feedback analytics tool, when they generate a report on candidate feedback across all stages, then they should be able to identify at least three key pain points within the referral process.

Internal stakeholders discuss referral feedback trends in a strategy meeting.

Given the stakeholders convene for a strategy meeting, when they present the referral feedback findings, then all stakeholders should have access to the most recent feedback insights and metrics to guide the discussion.

Candidates are staged in a management interface reflecting their feedback.

Given a candidate's feedback is logged, when HR accesses the management interface, then each candidate should be displayed in their corresponding stage with an option to view specific feedback details.

Referral feedback trends are reviewed after an HR intervention led to changes in the process.

Given HR implements changes based on feedback, when they analyze feedback data post-implementation, then they should observe a measurable improvement in candidate experience metrics across at least two stages of the referral process.

Customizable Feedback Surveys

A tool that allows organizations to create and deploy tailored feedback surveys throughout the hiring process. HR teams can choose from various question types and formats, ensuring relevant information is captured. This feature enhances the quality of data collected, leading to actionable insights that drive improvements in the candidate experience.

Requirements

Dynamic Survey Builder

"As an HR manager, I want to create customizable feedback surveys so that I can better engage candidates and gather relevant insights that enhance the recruitment process."

Description

The Dynamic Survey Builder allows HR teams to create customized feedback surveys using a user-friendly interface. Users can select from various question types, such as multiple-choice, open-ended, and rating scales, ensuring that the surveys are tailored to their needs. This feature will enhance data collection by allowing organizations to gather valuable insights at different stages of the hiring process, thus improving the overall candidate experience. With real-time analytics and reporting capabilities, HR teams can identify trends and areas for improvement in their recruitment process.

Acceptance Criteria

Dynamic Survey Builder allows HR professionals to create a custom feedback survey for a specific job position during the interview panel preparation phase.

Given an HR professional accessing the Dynamic Survey Builder, when they select the job position and choose various question types, then the system should allow them to create a custom survey with at least 5 questions and save it successfully.

HR teams need to deploy a survey to candidates immediately after the final interview to gather feedback on their experience.

Given a finalized custom feedback survey, when the HR team clicks on 'Deploy' for a specific candidate, then the survey should be sent to the candidate's email address within 1 minute and show a confirmation message to the HR team.

An HR analyst wants to analyze the feedback received from candidates using real-time analytics provided by the Dynamic Survey Builder.

Given a set of responses from the deployed survey, when the analyst accesses the real-time analytics dashboard, then they should be able to view visual representations of the data, including trends and averages, within 3 seconds of accessing the dashboard.

HR teams need to ensure that the question types in the Dynamic Survey Builder meet specific compliance and formatting guidelines set by the organization.

Given an HR team member utilizing the Dynamic Survey Builder, when they create a survey, then all selected question types must be validated against the compliance checklist, preventing any non-compliant questions from being saved.

Multiple HR team members aim to collaborate on creating a survey simultaneously to enhance the customization process.

Given two or more HR team members accessing the Dynamic Survey Builder at the same time, when they collaboratively edit the same survey, then changes should be saved in real-time without conflicts, allowing for seamless collaboration.

The organization wants to collect feedback from different stages of the hiring process using separate surveys to tailor the questions appropriately for each stage.

Given that the organization has defined multiple stages of the hiring process, when the HR team uses the Dynamic Survey Builder, then they should be able to create and save at least 3 distinct surveys, each tailored for the different stages (application, interview, onboarding) without errors.

The HR department needs to track the completion status of the surveys sent to candidates to follow up appropriately.

Given multiple surveys sent out to candidates, when the HR professional accesses the status report, then the system should display completion status for each sent survey in real-time, indicating which surveys are completed, pending, or not started.

Survey Distribution Automation

"As an HR coordinator, I want to automate the distribution of feedback surveys so that I can save time and ensure every candidate shares their experience at crucial hiring stages."

Description

Survey Distribution Automation automates the process of sending feedback surveys to candidates at relevant stages of the hiring process. This feature enables HR teams to schedule and deploy surveys effortlessly, reducing manual efforts and ensuring timely engagement with candidates. By automating distribution, organizations can guarantee that all candidates receive the opportunity to provide their feedback, leading to a comprehensive understanding of the candidate experience. Additionally, performance metrics will provide insights into survey completion rates and candidate responses over time.

Acceptance Criteria

Survey Distribution Automation for New Candidates Post-Interview

Given a candidate has completed their interview, when the HR team triggers the automated survey distribution, then the candidate should receive the feedback survey within 15 minutes of the interview conclusion.

Automated Survey Deployment Based on Hiring Stages

Given a candidate is at a specific hiring stage (e.g., post-offer or final interview), when the HR team schedules survey deployment, then the system should send out the relevant survey automatically at the designated time without manual intervention.

Monitoring Survey Completion Rates Over Time

Given surveys have been sent to candidates at various stages, when the HR team accesses the performance metrics dashboard, then they should see the survey completion rates over the past 30 days displayed as a percentage with the ability to filter by stage.

Customizing Survey Question Types Prior to Deployment

Given the HR team is preparing to deploy a survey, when they access the survey customization interface, then they should be able to select from at least 5 different question types (e.g., multiple choice, open-ended, rating scale) to include in the survey.

Ensuring Timely Candidate Engagement Through Reminders

Given a candidate has not completed their survey by the specified deadline, when the reminder function is activated, then the system should send an automated reminder email to the candidate within 24 hours of the deadline.

Gathering Feedback on Candidate Experience Throughout Hiring Process

Given the HR team has deployed feedback surveys at various hiring stages, when candidates submit their surveys, then the feedback should be consolidated and presented in a summary report that highlights strengths and areas for improvement in the hiring process.

Real-time Analytics Dashboard

"As an HR analyst, I want to access a real-time analytics dashboard so that I can quickly analyze candidate feedback and identify trends that inform our hiring strategy."

Description

The Real-time Analytics Dashboard provides HR teams with instant access to survey responses and key performance indicators. This dashboard aggregates feedback data and presents it in an easily digestible format, enabling immediate insights into candidate satisfaction and recruitment effectiveness. Users can filter responses by various factors, such as job title, interview stage, and candidate demographics, allowing for precise analysis and informed decision-making. This feature complements the customizable feedback surveys by giving teams the tools they need to act on the collected data effectively.

Acceptance Criteria

HR team accesses the Real-time Analytics Dashboard to evaluate candidate feedback immediately after a hiring event, comparing responses across different job titles and demographics to identify areas for improvement.

Given that the HR team navigates to the Real-time Analytics Dashboard, when they select a specific job title and interview stage, then the dashboard should display the aggregated survey responses and KPIs for that selection accurately and in real time.

An HR manager generates a report from the Real-time Analytics Dashboard after surveying candidates to share insights with the hiring team, ensuring the report highlights candidate satisfaction levels and recruitment effectiveness.

Given that the HR manager chooses to generate a report, when they select the appropriate filters (job title, interview stage, demographics), then the report generated should provide clear visualizations of candidate responses and KPI trends that are easy to understand and shareable.

The HR team uses the Real-time Analytics Dashboard to analyze candidate data regularly, ensuring that previously captured feedback can inform updates to the hiring process in real-time.

Given that the HR team reviews the data weekly, when they apply filters to the dashboard, then the displayed data should reflect updates based on new feedback and highlight any significant changes in candidate satisfaction or recruitment process effectiveness since the last review.

The Real-time Analytics Dashboard successfully integrates with the customizable feedback surveys to consistently display live data of candidate feedback across various roles and stages in the hiring process.

Given that a survey response is submitted by a candidate, when the response is recorded in the system, then the Real-time Analytics Dashboard should show this new data instantly without any delay, maintaining accuracy for ongoing analysis.

The HR team aims to evaluate the effectiveness of survey questions used in past hiring processes by reviewing their impact on candidate satisfaction levels as displayed in the Real-time Analytics Dashboard.

Given that the team selects a specific survey question from previous hiring processes, when they assess the responses in the dashboard, then they should see a correlation between the responses to that question and overall candidate satisfaction ratings for related positions.

An HR team conducts a training session on how to effectively use the Real-time Analytics Dashboard and understands the importance of real-time analytics in driving candidate experience improvements.

Given that the training session is delivered, when team members interact with the dashboard post-training, then they should demonstrate an understanding of how to filter data and interpret the analytics, with at least 80% of them scoring proficient on a follow-up quiz or practical test.

Mobile Feedback Capability

"As a candidate, I want to be able to fill out feedback surveys on my mobile device so that I can provide my input conveniently and efficiently."

Description

The Mobile Feedback Capability ensures that candidates can complete feedback surveys easily using their mobile devices. By optimizing surveys for mobile access, this feature enhances the user experience and increases response rates from candidates, who may be more likely to engage with surveys on their smartphones. Furthermore, the surveys will be designed to maintain functionality across various screen sizes and operating systems, ensuring a seamless experience regardless of the device.

Acceptance Criteria

Candidates are invited to complete feedback surveys via SMS link sent after their interview.

Given a candidate has completed an interview, when they receive an SMS link to the feedback survey, then they should be able to open the survey on their mobile device without any issues.

HR team deploys a feedback survey containing multiple question types (multiple choice, open-ended, rating scales) accessible from different mobile devices.

Given a feedback survey is designed with various question types, when the candidate accesses the survey on their mobile device, then all question types should be visible and functional without layout issues.

Candidates complete feedback surveys on different screen sizes (smartphone vs tablet).

Given a candidate opens the survey on a smartphone and a tablet, when they navigate through the survey, then the layout should adapt appropriately to both screen sizes, maintaining usability and accessibility.

A candidate interacts with the mobile feedback survey while having intermittent internet connectivity.

Given a candidate opens the survey in an area with fluctuating internet, when they submit their responses, then the survey should save their progress and allow them to continue seamlessly once the connection is restored.

Candidate receives feedback on the successful submission of the feedback survey.

Given a candidate completes the feedback survey on their mobile device, when they submit their responses, then they should receive a confirmation message indicating successful submission.

An HR team analyzes survey feedback collected through mobile responses.

Given feedback surveys completed via mobile devices, when the HR team views the aggregated results, then they should see all responses accurately reflected in the reporting tools, ensuring data integrity.

HR team configures the survey to include mobile optimization settings before sending it out to candidates.

Given the HR team creates a survey with mobile optimization settings, when they preview the survey before sending it, then the survey should display with optimized formatting for both mobile devices and desktops.

Template Library for Surveys

"As an HR team member, I want access to a template library for feedback surveys so that I can easily create effective surveys without starting from scratch each time."

Description

The Template Library for Surveys offers a collection of pre-designed survey templates that organizations can use as a starting point for their feedback efforts. This feature simplifies the survey creation process by providing proven question sets that address common feedback requirements in recruitment and candidate experience. Users can customize these templates to align with their specific needs, enabling faster deployment of surveys while ensuring quality data collection.

Acceptance Criteria

HR teams need to access the Template Library to create a feedback survey for candidate interviews. They must be able to browse through various pre-designed templates based on their specific hiring needs and select one that fits.

Given the user is logged in as an HR team member, When they navigate to the Template Library, Then they should see a list of available pre-designed survey templates categorized by common feedback areas.

An HR team wants to customize a selected survey template to suit their specific feedback requirements. They must be able to edit questions, add new ones, and adjust the layout of the survey.

Given the user has selected a survey template, When they enter the customization mode, Then they should be able to edit existing questions, add new questions, and change the survey layout without errors.

The HR team needs to save a customized survey so it can be reused later. They must be able to save their changes efficiently and retrieve the survey from their saved items.

Given the user has customized a survey template, When they click the save button, Then the survey should be saved in their personal library, and they should receive a confirmation message upon successful saving.

HR teams want to deploy the customized survey to candidates after interviews. They must be able to send the survey via email and ensure it is accessible on multiple devices (desktop and mobile).

Given the user has finished customizing a survey, When they choose to deploy it, Then the survey should be sent via email to the selected candidates and must be accessible on both desktop and mobile devices.

An HR team needs to analyze the responses collected from the feedback survey. They should be able to generate a report that highlights key insights and trends from the feedback data.

Given the user has collected responses from deployed surveys, When they access the analytics dashboard, Then they should be able to generate a report summarizing key insights and trends from the feedback data.

The HR team wants to ensure compliance with data protection regulations while using the survey templates. They must have clear guidelines on how to handle and store candidate feedback securely.

Given the user is in the Template Library section, When they review the compliance guidelines, Then there should be a clear and accessible document outlining the data protection requirements related to surveys and feedback collection.

Welcome Adventure

A vibrant onboarding journey that introduces new hires to company culture and values through interactive storytelling. This feature makes the onboarding process engaging and memorable, allowing new employees to explore key aspects of the company in an immersive way. It fosters a strong emotional connection and boosts cultural assimilation from day one.

Requirements

Interactive Onboarding Modules

"As a new employee, I want to experience an interactive onboarding module so that I can better understand the company's culture and values in an engaging way."

Description

This requirement entails creating interactive modules that new hires can engage with during their onboarding. Each module will focus on different aspects of the company culture, such as core values, mission statements, and employee expectations. The modules will utilize multimedia elements, such as videos, quizzes, and gamified content to make learning engaging. The intention is to provide new employees with a comprehensive understanding of the company in a manner that is both enjoyable and memorable, thus promoting a faster assimilation into the company culture.

Acceptance Criteria

Interactive Onboarding Module Access

Given a new hire with valid login credentials, when they access the onboarding portal, then they should be able to see and engage with all interactive onboarding modules without encountering errors.

Multimedia Content Availability

Given that new hires are in the interactive onboarding modules, when they request to play a video or complete a quiz, then the multimedia content should load successfully without buffering or delays.

User Engagement Tracking

Given that a new hire completes a module, when they finish interacting with it, then their engagement metrics (completion time, quiz scores) should be recorded accurately in the system.

Feedback Collection Post-Module Completion

Given that a new hire completes an interactive onboarding module, when they finish, then they should be prompted to provide feedback on the module's effectiveness in a short survey.

Cultural Values Understanding Assessment

Given that new hires have completed the onboarding modules, when they take a final assessment quiz on company culture, then they should score at least 80% to demonstrate understanding.

Navigation Ease and Accessibility

Given a new hire using the onboarding platform, when they navigate through different modules, then the navigation should be intuitive and enable easy access to required information within three clicks.

Personalized Onboarding Journey

"As a new hire, I want a personalized onboarding journey that aligns with my role and interests so that I can quickly see how I fit into the company and my team."

Description

This requirement focuses on tailoring the onboarding experience for each new hire based on their role, background, and interests. By leveraging data analytics, the system will curate a unique onboarding path that highlights relevant information and resources. This personalized approach will help new employees feel more connected to their roles and the company as a whole. It aims to enhance retention rates and job satisfaction by ensuring that new hires see the relevance of their onboarding experience.

Acceptance Criteria

Personalized onboarding experience tailored for a marketing associate joining the company.

Given the new hire's role is Marketing Associate, when they access their onboarding portal, then they should see tailored content and resources specific to marketing practices, tools, and company marketing initiatives.

A data analytics system curating onboarding content based on the new hire's background and interests.

Given the new hire's data is input into the system, when the onboarding journey is generated, then it should present personalized modules that match the new hire's previous job experiences and personal interests.

New hire completing their onboarding experience and providing feedback on personalization.

Given the new hire has completed the onboarding journey, when they submit their feedback form, then at least 80% of the feedback should indicate that they felt the onboarding was relevant and engaging based on their personalization.

HR manager reviewing the onboarding process metrics after a month of implementation.

Given the onboarding process has been live for one month, when the HR manager reviews the retention metrics, then there should be at least a 20% increase in retention rates for new hires who completed the personalized onboarding journey compared to those who did not.

Integration of onboarding journey with the company’s existing HR systems.

Given the company's existing HR systems, when the personalized onboarding journey is initiated, then it should seamlessly integrate with HR systems to update employee status and track completion rates in real time.

Interactive storytelling elements in the onboarding journey.

Given the new hire is going through the onboarding, when they engage with the interactive storytelling modules, then they should be able to reach a completion rate of at least 90% in these modules by the end of their onboarding period.

Personalization algorithms updating content based on new hire interactions.

Given the new hire interacts with different onboarding resources, when they rate or skip parts of the content, then the system should adjust future recommendations to prioritize highly rated content and reduce less engaging materials in real time.

Feedback Mechanism for Onboarding

"As a new employee, I want to provide feedback on my onboarding experience so that the company can improve the process for future new hires."

Description

This requirement centers around implementing a feedback mechanism that allows new hires to provide insights and evaluation of their onboarding experience. This feature will include surveys and quick check-ins that gauge the effectiveness of the onboarding process. The feedback collected will help refine and improve the onboarding journey continuously. It aims to create a cycle of improvement based on real user experiences, thus ensuring that the onboarding process constantly evolves to meet the needs of new employees.

Acceptance Criteria

New hires complete the onboarding with integrated feedback surveys after each segment of the Welcome Adventure feature.

Given a new hire has completed a segment of the onboarding, when they access the feedback survey, then they should be able to submit their feedback without errors.

The feedback mechanism gathers responses on the onboarding experience to identify areas for improvement.

Given the feedback survey is published, when new hires complete the onboarding, then at least 80% of them should submit feedback within the first week of onboarding.

HR reviews the collected feedback to iterate on the onboarding content and process.

Given the feedback has been collected, when HR analyzes the feedback data, then they should generate a report highlighting at least three actionable insights for improvement monthly.

Quick check-ins with new hires are conducted to monitor their comfort and engagement levels.

Given a new hire is at the halfway mark of their onboarding, when they participate in a quick check-in, then 90% of respondents should express satisfaction with their onboarding experience.

Automated reminders for feedback submissions are sent to new hires who have not completed their surveys.

Given a new hire has not submitted feedback after three days of completing onboarding, when the automated reminder is sent, then they should receive a notification through their email.

Feedback is analyzed to update the Welcome Adventure content and improve the onboarding journey.

Given feedback from new hires has been received, when a review is conducted, then at least two changes should be implemented to the Welcome Adventure onboarding content based on that feedback each quarter.

Cultural Immersion Activities

"As a new employee, I want to participate in cultural immersion activities so that I can connect with my colleagues and understand the company culture more deeply."

Description

This requirement involves organizing cultural immersion activities that new hires can participate in during their onboarding. These activities may include team-building exercises, lunch meetings with executives, and company history presentations. The goal is to create opportunities for new hires to interact with various teams and leadership while learning about the company's culture and traditions. Such activities will help foster relationships and create a sense of belonging from early on.

Acceptance Criteria

New hires attend the cultural immersion activities during their onboarding month.

Given a new employee, when they participate in at least two scheduled cultural immersion activities, then they should report a satisfaction rating of at least 8/10 in a feedback survey.

Team leads organize lunch meetings for new hires with executives.

Given the onboarding schedule, when lunch meetings with executives are completed, then at least 75% of new hires should have participated and received positive feedback about these sessions.

Company history presentations are provided to new hires as part of onboarding.

Given the onboarding presentation, when new hires complete the company history presentation, then they should score at least 80% on a follow-up quiz about the content presented.

Team-building exercises are conducted during the onboarding week.

Given the onboarding calendar, when team-building exercises are held, then at least 90% of new hires should engage in at least one exercise and report feeling more connected to their teams.

New hires are introduced to company values through various immersion activities.

Given a cultural immersion activity, when new hires are involved, then 100% of participants should be able to articulate at least three core company values post-activity.

Feedback from new hires is collected after cultural immersion activities.

Given the completion of cultural immersion activities, when feedback is gathered, then 85% of respondents should indicate that the activities contributed to their understanding of the company culture.

HR monitors the effectiveness of cultural immersion through retention rates.

Given the retention data, when analyzing new hire retention rates after one year, then the turnover rate for those who participated in cultural immersion activities should be at least 20% lower compared to those who did not.

Gamification of Onboarding

"As a new hire, I want a gamified onboarding experience so that I can learn about the company in a fun and engaging way while motivating myself to complete all the onboarding tasks."

Description

This requirement involves integrating gamification elements into the onboarding process, such as challenges, badges, and leaderboards. By incorporating these elements, the onboarding experience will be transformed into a fun and interactive game that motivates new hires to complete their onboarding tasks. It aims to enhance engagement and retention of the material being presented, making the onboarding process not only informative but also enjoyable.

Acceptance Criteria

Gamified onboarding challenges are presented to new hires after they complete each section of the onboarding material.

Given a new hire has completed a section, when they access the challenges, then they should see relevant and applicable challenges to the completed section.

New hires receive badges after successfully completing onboarding tasks that demonstrate their understanding of company values.

Given a new hire completes a task, when the task is validated, then the badge corresponding to the task should be awarded to the new hire and displayed on their profile.

A leaderboard is introduced to enhance competitiveness among new hires during the onboarding process.

Given multiple new hires are participating, when tasks are completed, then their scores should reflect on a real-time leaderboard accessible to all participants.

New hires can explore company culture through interactive storytelling modules integrated into the onboarding experience.

Given a new hire accesses the interactive module, when the module is displayed, then it should effectively convey company values through engaging storytelling techniques.

Feedback is gathered from new hires on their onboarding experience using gamified elements to measure engagement and satisfaction.

Given the onboarding process is completed, when new hires submit their feedback, then the collected data should indicate high engagement and satisfaction levels with the gamified onboarding experience.

Completion of onboarding is tracked automatically, providing new hires and their managers with real-time updates on progress and achievements.

Given a new hire participates in the onboarding process, when they log in, then they should see an updated progress tracker that reflects their completion status and earned badges.

The onboarding platform provides hints and tips during the gamification challenges to aid new hires without compromising the challenge's integrity.

Given a new hire is struggling with a challenge, when they request hints, then the system should provide constructive suggestions without revealing the solution outright.

Integration with HR Systems

"As an HR administrator, I want the onboarding process to be integrated with our existing HR systems so that I can manage new hire data efficiently and ensure consistency across all platforms."

Description

This requirement necessitates the seamless integration of the onboarding feature with existing HR systems to ensure that new hire data flows smoothly between platforms. This integration should include automatic updates of employee records, training schedules, and compliance tracking. By doing so, it will reduce administrative burdens on HR teams and provide new hires with a cohesive onboarding experience that is in sync with all other HR functions. The aim is to streamline processes and maintain data integrity throughout the onboarding lifecycle.

Acceptance Criteria

Integration of onboarding feature with existing HR systems during the employee's first day onboarding session.

Given the onboarding feature is activated, when a new hire enters their data in the onboarding system, then the new hire's information should automatically update in the HR system within 5 minutes.

Real-time updating of employee records during onboarding.

Given a new hire is completing their onboarding tasks, when the onboarding task is marked as complete, then the corresponding employee record in the HR system should reflect this change immediately.

Compliance tracking integration for new hires accessing training materials.

Given a new hire is on-boarded, when they complete mandatory training modules, then the compliance tracking status in the HR system should update to 'completed' within 10 minutes.

Synchronization of training schedules across HR and onboarding platforms.

Given a new hire is assigned a training schedule, when the schedule is modified in the HR system, then the onboarding feature should automatically reflect this updated training schedule for the new hire.

Automatic notification of HR staff when onboarding is completed.

Given that a new hire has completed their onboarding process, when the onboarding status changes to 'completed', then an automatic notification should be sent to the HR team within 5 minutes.

Data integrity checks after integrating the onboarding feature with existing HR systems.

Given that the integration between onboarding and HR systems is established, when a new hire's data is entered, then all data fields should match in both systems with an accuracy rate of 99% upon integration.

Challenge Hub

A central platform where new hires can participate in various gamified challenges related to their roles and the company. Each challenge offers points and rewards, encouraging competition and engagement among peers. This feature motivates employees to learn essential skills and knowledge through fun, hands-on activities that drive retention and job satisfaction.

Requirements

Gamified Challenge Participation

"As a new hire, I want to participate in gamified challenges related to my role so that I can learn essential skills in an engaging manner and build camaraderie with my peers."

Description

This requirement allows new hires to easily access and participate in various gamified challenges through the Challenge Hub. Employees should be able to view a list of available challenges, read the objectives, and register for participation. The system should ensure a user-friendly interface to maximize engagement and encourage ongoing participation in the challenges, facilitating skill acquisition in a fun and interactive manner. The feature will integrate seamlessly with user profiles, tracking their progress and accumulated points toward rewards and recognition.

Acceptance Criteria

New hires log in to the Challenge Hub for the first time and browse the available challenges.

Given that a new hire is registered in the system, when they log in to the Challenge Hub, then they should be able to view a list of at least five available challenges with their respective titles and brief descriptions.

New hires read the objectives of a selected challenge before registering to participate.

Given that a new hire selects a challenge from the list, when they click on the challenge, then they should be able to view the detailed objectives, rules, and the point system associated with the challenge before registering.

New hires register for a challenge through the Challenge Hub.

Given that a new hire has read the objectives of a challenge, when they click the register button, then the system should allow them to register and confirm their participation, updating their user profile to reflect the current participation status of 'Registered' for that challenge.

New hires track their progress and accumulated points from participating in challenges.

Given that a new hire has participated in multiple challenges, when they view their profile in the Challenge Hub, then they should be able to see a summary of their progress, including challenge completions, points earned, and rewards eligible for claiming.

New hires receive notifications about their challenge progress and upcoming challenges.

Given that a new hire is participating in challenges, when they log in to the Challenge Hub or when specific milestones are reached, then they should receive automated notifications about their progress, upcoming challenges, and total points earned.

HR administrators monitor the engagement levels of new hires in the Challenge Hub.

Given that an HR administrator is logged into the admin panel, when they access the engagement metrics section, then they should be able to view data analytics on new hire participation rates, points usage, and completion statistics for each challenge.

Points and Rewards System

"As a new hire, I want to see the points I've earned from challenges so that I can track my progress and redeem rewards, which motivates me to engage more actively."

Description

A system that tracks points earned by employees through their participation in challenges, converting their achievements into tangible rewards. This requirement necessitates the implementation of metrics to quantify participation and performance, alongside an interface where participants can view their current points and achieved rewards. The points system should foster motivation, driving competition among peers while also promoting team engagement and overall job satisfaction. Integration with external reward systems could be considered to enhance the offerings.

Acceptance Criteria

Points Accumulation Through Challenges Participation

Given an employee participates in a challenge, when the challenge is completed successfully, then the employee's points must be updated in the system reflecting the points allocated for that challenge.

Rewards Redemption Process

Given an employee has accumulated enough points, when they choose to redeem their points for a reward, then the system must successfully process the redemption and update the points balance accordingly.

Leaderboard Display for Gamification

Given a set of employees who have participated in various challenges, when the leaderboard is accessed, then it should display the top participants sorted by points earned along with their respective point totals.

Integration with External Reward Systems

Given the existence of an external reward system, when points are redeemed for rewards that are also available through the external system, then the system must reflect the redemption in both InstaHire and the external reward system.

User Interface for Points and Rewards Overview

Given an employee logs into the Challenge Hub, when they navigate to the Points and Rewards section, then they should see an intuitive interface displaying their current points total, rewards earned, and available challenges.

Notifications for Points Updates

Given an employee completes a challenge, when the points are updated in their account, then they should receive a notification confirming the points earned from that challenge.

Monthly Summary Reports of Points Earned

Given the end of the month, when the report generation is triggered, then a summary report of points earned by each employee for that month should be generated and sent to the respective managers.

Challenge Leaderboard

"As a new hire, I want to see a leaderboard showcasing the top participants in challenges so that I can strive to improve my ranking and engage more deeply with my peers."

Description

A leaderboard feature that displays the top performers in the challenges to encourage friendly competition among employees. This requirement focuses on creating a visually appealing and dynamic leaderboard that updates in real time, showing rankings based on points accumulated. The competition presented by the leaderboard should foster a sense of accomplishment and motivate others to participate in order to improve their rankings, ultimately enhancing engagement and retention within the workforce. The leaderboard can be filtered by daily, weekly, and monthly performance stats.

Acceptance Criteria

Display of Top Performers on the Leaderboard

Given that the leaderboard has been integrated into Challenge Hub, when a user views the leaderboard, then it must display the top 10 performers ranked by points accumulated in real-time.

Real-Time Updates of Rankings

Given that a user has completed a challenge, when their points are updated, then the leaderboard must refresh automatically to reflect the new rankings without requiring a page refresh.

Filtering Leaderboard Performance Stats

Given that the leaderboard is displayed, when a user selects the filtering option for daily, weekly, or monthly performance, then the leaderboard must update to show rankings accurately based on the selected time frame.

User Interaction with the Leaderboard

Given that the leaderboard is visible, when a user clicks on a performer’s name, then a tooltip must appear displaying the details of their challenges and points earned for each challenge.

Leaderboard Accessibility for New Hires

Given that a new hire logs into the Challenge Hub for the first time, when they access the leaderboard, then they must see instructions on how to interpret the leaderboard as well as encouragement to participate in challenges.

Mobile Responsiveness of the Leaderboard

Given that a user accesses the leaderboard via a mobile device, when the leaderboard is displayed, then it must be fully responsive and maintain visual clarity and usability regardless of screen size.

Leaderboard Integration with Notifications

Given that a user’s ranking changes significantly, when the change occurs, then a notification must be sent to the user informing them of their new position on the leaderboard.

Feedback Mechanism

"As a new hire, I want to provide feedback on the challenges I participated in so that I can help improve the experience for future participants and ensure it remains engaging."

Description

A feedback mechanism where participants can assess the challenges and provide suggestions for improvement. This requirement involves creating a structured system for employees to submit feedback regarding their experiences in the Challenge Hub. This feature should ensure that feedback is easily accessible, allowing the product team to analyze trends and make informed enhancements to the gamified challenges. By incorporating direct employee input, the Challenge Hub can continuously evolve to meet user needs more effectively.

Acceptance Criteria

Feedback Submission Process for Challenge Participants

Given a participant in the Challenge Hub, when they complete a challenge, then they should see a prompt to provide feedback on their experience that includes a rating system from 1 to 5 stars and an optional comment box.

Feedback Visibility to Product Team

Given feedback has been submitted by participants, when the product team accesses the feedback dashboard, then they should see a summary of ratings and a categorized list of comments for analysis.

Ease of Use for Feedback System

Given a participant is in the Challenge Hub, when they access the feedback section, then they should be able to submit feedback within three clicks without any confusing navigation or excessive scrolling.

Timeliness of Feedback Review

Given feedback submitted by participants, when the product team reviews the feedback, then they should complete their analysis and action plan within two weeks of feedback submission.

Feedback Follow-Up Communication

Given a participant has submitted feedback, when the product team implements changes based on that feedback, then they should send out a communication to the participant detailing how their feedback was addressed within one month.

Promoting Feedback Submission

Given the Challenge Hub is live, when new hires complete challenges, then there should be at least three automated reminders sent to encourage feedback submission within the first month of use.

Feedback Impact Tracking

Given feedback has been implemented, when participants engage in new challenges, then there should be a measurable increase in overall satisfaction ratings in subsequent feedback rounds by at least 20%.

Skill Assessment Integration

"As a manager, I want to see the results of skill assessments related to the gamified challenges so that I can identify areas where team members excel and where further training is needed."

Description

Integration of skill assessments within challenges to evaluate and validate the new hires' learning outcomes. This requirement entails developing assessments that can be completed following the challenges, allowing managers and employees to see which skills were mastered and which areas require further development. This feature should seamlessly connect to the Challenge Hub, ensuring a comprehensive view of employee progress and proficiency, enhancing overall training effectiveness.

Acceptance Criteria

New hires participate in a gamified challenge that is linked to their role within the company.

Given a new hire selected a challenge, when they complete the challenge, then they receive a skill assessment tailored to that challenge.

Managers need to view performance data of their team members after they complete a challenge.

Given a manager accesses the Challenge Hub, when they select a team member, then they should see a report detailing the skills assessed, scores achieved, and challenges completed.

Employees want to understand which skills they need to improve after completing a challenge.

Given an employee completes a challenge, when the skill assessment is administered, then they receive personalized feedback highlighting areas of mastery and growth opportunities.

HR is testing the functionality of the skill assessments integrated within the Challenge Hub to identify bugs or usability issues.

Given HR conducts a usability test, when the skill assessments are executed through various challenges, then all user feedback should indicate a smooth and intuitive experience with no critical errors.

The system needs to track the progress of every new hire across multiple challenges and assessments.

Given multiple new hires are participating in different challenges, when assessments are completed, then the system must accurately reflect each individual’s progress and skill proficiency in the reporting dashboard.

New hires are rewarded for completing challenges and performing well in assessments as a motivation booster.

Given a new hire completes a challenge and its assessment, when their scores are calculated, then they receive points and rewards that are reflected in their profile immediately.

The Challenge Hub needs to enable managers to customize the skill assessments associated with each challenge.

Given a manager wants to modify a challenge, when they access the customization options, then they should be able to update or change the skill assessment criteria associated with that challenge.

Rewards & Recognition

An integrated rewards system that grants badges, points, or incentives for completing onboarding tasks and challenges. Employees can track their progress and achievements in real-time, fostering a sense of accomplishment and motivating them to actively engage in the onboarding process. This feature enhances motivation by recognizing individual contributions.

Requirements

Badge Rewards System

"As a new employee, I want to earn badges for completing onboarding tasks so that I feel recognized and motivated to actively engage in the onboarding process."

Description

The Badge Rewards System is a core component of the Rewards & Recognition feature that allows employees to earn virtual badges for completing specific onboarding tasks and challenges. The system encourages engagement in the onboarding process by providing visual recognition of achievements. Each badge can be customized to represent various milestones, and employees will receive notifications when they earn a badge. This feature integrates seamlessly with the existing onboarding platform, ensuring that employees feel motivated and valued throughout their onboarding journey.

Acceptance Criteria

Employee completes the onboarding process and receives a notification of badge earned for task completion.

Given an employee has completed the required onboarding tasks, when they check their profile, then they should see the earned badges displayed clearly with icons and descriptions.

Managers want to customize badges for different onboarding milestones to align with company culture.

Given a manager is using the badge customization feature, when they select a badge and enter customization options, then the newly customized badge should appear on the employee's profile immediately after the task is completed.

A new employee participates in onboarding and completes a challenge that is tied to earning a badge.

Given a new employee completes a challenge during onboarding, when the challenge is marked as complete, then the employee should receive a notification of badge earned within 5 minutes.

Employees want to track their progress and achievements over time within the onboarding platform.

Given an employee is logged into their onboarding account, when they navigate to the achievements section, then they should see a chronological list of badges earned and their respective dates of achievement.

HR wants to analyze the effectiveness of the badge rewards system in enhancing employee engagement during onboarding.

Given HR accesses the analytics dashboard, when they view the engagement statistics, then they should see data reflecting the correlation between badges earned and task completion rates during onboarding.

Points Accumulation System

"As a new hire, I want to collect points for completing my onboarding tasks so that I can redeem them for rewards and feel more engaged in the onboarding experience."

Description

The Points Accumulation System enables employees to collect points for completing tasks and challenges during the onboarding process. Points can be accumulated over time, allowing for tiered rewards such as discounts, company merchandise, or other perks. This system is designed to enhance motivation and engagement among new hires by offering tangible rewards for their efforts. Integration with the existing HR database will track points effectively, providing insights into overall participation and performance metrics.

Acceptance Criteria

Onboarding new employees across various departments, who are tasked with completing specific training modules and challenges to familiarize themselves with the company culture and operations.

Given a new employee is onboarded, when they complete a task, then they should receive a confirmation of points earned and see their updated point total on their dashboard.

Employees completing mandatory onboarding challenges that vary in difficulty and time commitment, ensuring that point accumulation is proportional to the challenge complexity.

Given an employee completes a more challenging task, when the system awards points, then the points awarded must reflect the difficulty level of the completed task.

Integration with the existing HR database used to track employee progress and points, ensuring data accuracy and real-time updates to the points system.

Given a new hire completes a task, when their points are recorded in the HR database, then the points should be accurately reflected without discrepancies in both the employee dashboard and the database.

The onboarding experience where employees can view their accumulated points and redeemed rewards through a user-friendly interface, contributing to gamification of the onboarding process.

Given an employee logs into their onboarding dashboard, when they navigate to the rewards section, then they should be able to easily view their total points and any rewards available for redemption.

The onboarding process for new hires that encourages completion of tasks by setting up notifications and reminders related to point-earning opportunities.

Given an employee's onboarding timeline includes tasks, when a task deadline approaches, then the system should send a reminder notification to the employee about the points associated with that task.

Feedback and recognition for employees as they accumulate points in the onboarding process, enhancing motivation and engagement among new hires.

Given an employee earns points for tasks completed, when they reach specific point thresholds, then they should receive digital badges or notifications of their achievements to encourage continued engagement.

Real-time Progress Tracker

"As a new employee, I want to see my onboarding progress in real-time so that I can understand my achievements and what tasks I have left to complete."

Description

The Real-time Progress Tracker provides a visual representation of an employee's progress throughout the onboarding process. This tool displays completed tasks, earned badges, and accumulated points, offering new hires a clear overview of their achievements and remaining tasks. The progress tracker not only motivates employees to complete their onboarding but also promotes transparency in their journey. This feature will integrate with the onboarding interface and provide real-time updates to encourage continuous participation throughout the program.

Acceptance Criteria

Employee views their progress in the onboarding process through the Real-time Progress Tracker.

Given an employee is logged into the onboarding system, when they access the Real-time Progress Tracker, then they should see a visual representation of their completed tasks, earned badges, and accumulated points.

The Real-time Progress Tracker updates automatically as employees complete onboarding tasks.

Given an employee completes a task in the onboarding program, when the task is marked as complete, then the Real-time Progress Tracker should update the visual representation immediately to reflect the new progress.

Employees receive notifications for earned badges or points through the Real-time Progress Tracker.

Given an employee earns a badge or points, when the earning event occurs, then the employee should receive an instant notification via the Real-time Progress Tracker interface.

The Real-time Progress Tracker integrates seamlessly with the onboarding interface.

Given the employee is using the onboarding interface, when they access the Real-time Progress Tracker, then there should be no loading times or errors, and the tracker should be fully functional within the onboarding experience.

The Real-time Progress Tracker visually distinguishes between completed tasks and remaining tasks.

Given an employee is viewing the Real-time Progress Tracker, when they look at their task list, then completed tasks should be marked visually distinct (e.g., green checkmark) from remaining tasks (e.g., red exclamation mark).

Employees can access their historical progress data over the onboarding duration.

Given an employee has been using the onboarding program for a week, when they access the Real-time Progress Tracker, then they should be able to view their progress data over the past week and any badges or points earned during that time.

HR can monitor employee progress through the admin view of the Real-time Progress Tracker.

Given an HR admin is logged into the system, when they view an employee's progress in the Real-time Progress Tracker, then they should see up-to-date metrics on task completion, badges earned, and points accumulated by the employee.

Incentive Program Integration

"As a new team member, I want to access external rewards and discounts through the onboarding platform so that I can enjoy additional benefits for my efforts during the onboarding process."

Description

The Incentive Program Integration functionality connects the Rewards & Recognition feature with external incentive programs, allowing employees to access various rewards beyond the internal system. This will provide a broader scope of incentives, such as partnerships with local businesses for discounts or experiences. By integrating with existing third-party systems, this requirement aims to enrich the recognition experience and enhance employee satisfaction during the onboarding process, contributing to a positive company culture.

Acceptance Criteria

User accesses the Incentive Program Integration feature during the onboarding process.

Given an employee is logged into the onboarding portal, when they navigate to the Rewards & Recognition section, then they should be able to see a portal for external incentive programs with options to connect.

Employee selects and redeems an external reward from a local business via the Incentive Program Integration.

Given an employee has accessed the external incentive portal, when they select a reward and complete the redemption process, then they should receive a confirmation of the reward and see the updated points on their dashboard.

The system updates the employee's rewards points after redemption of an external incentive.

Given an employee has successfully redeemed an external incentive, when the redemption is confirmed, then the employee's points should be adjusted accordingly within 24 hours and reflected in the Rewards & Recognition dashboard.

Admin manages and updates the list of external incentive partners.

Given an admin user is logged into the admin portal, when they navigate to the Incentive Program settings and add or remove incentive partners, then the changes should be reflected in the employee portal immediately after saving.

System sends notifications to employees about new external incentives available.

Given there are new external incentives added, when the system updates its database, then all employees should receive an email notification about the newly available incentives within 1 hour.

System tracks employee engagement with external incentives over time.

Given the employee redeems an external incentive, when the engagement analytics report is generated, then it should accurately reflect the number of incentives claimed by each employee over the past month.

Leaderboard Functionality

"As a new employee, I want to see a leaderboard of my peers to understand how I am performing in comparison to others during the onboarding process, fostering a sense of competition and motivation."

Description

The Leaderboard Functionality introduces a competitive element to the onboarding experience by ranking employees based on points earned through completed tasks and challenges. This feature encourages camaraderie and healthy competition among new hires, motivating them to actively participate in the onboarding process. The leaderboard will be updated regularly, showcasing top performers and fostering a sense of achievement and community among new employees. Integration with social features will enhance interaction and engagement within the onboarding platform.

Acceptance Criteria

When a new employee joins the company, they should be able to view the leaderboard that ranks employees based on points earned from completed onboarding tasks and challenges, creating an environment of healthy competition among peers.

Given the employee has completed at least one onboarding task, When they navigate to the leaderboard section, Then they must see their rank and the ranks of at least the top five performers.

As employees complete onboarding tasks, the leaderboard must update in real-time to reflect their current standing, ensuring dynamic interaction among new hires and their peers.

Given an employee completes a task that earns points, When the task is marked as completed, Then the leaderboard should update within five seconds to reflect the new point totals for the employee.

Employees should have the ability to filter the leaderboard based on timeframes (e.g., daily, weekly, monthly) to gauge their performance over different periods during the onboarding process.

Given an employee is viewing the leaderboard, When they select a filter option for daily, Then the leaderboard should display points earned and rankings based on the selected timeframe.

New hires should be able to click on an employee's name within the leaderboard to view their profile, enabling a more personal interaction and connection among team members.

Given the employee is on the leaderboard, When they click on another employee's name, Then they should be directed to that employee's profile page with relevant information visible.

The leaderboard should offer features for employees to send encouragement messages or badges to peers, fostering community engagement and recognition of achievements.

Given an employee is on the leaderboard, When they select another employee and choose to send an encouragement message, Then the selected employee should receive the message in their profile notifications.

The leaderboard should be visually appealing and user-friendly, ensuring that it enhances the overall onboarding experience rather than detracting from it.

Given an employee accesses the leaderboard, Then the design must include intuitive navigation, appealing graphics, and clear visibility of points and ranks without any technical issues.

Customizable Challenges

"As an HR manager, I want to create customizable challenges for new employees so that I can align onboarding with our company's culture and values, fostering engagement and participation."

Description

The Customizable Challenges feature allows HR teams to design and implement unique onboarding challenges tailored to the company's values or goals. This functionality provides flexibility and creativity in the onboarding process, enabling HR to engage new hires effectively. Challenges can include team-based activities or individual tasks that align with overall company objectives. The integration with the onboarding platform will allow for easy assignment, tracking, and rewarding of completed challenges, enhancing the overall onboarding experience.

Acceptance Criteria

As an HR team member, I want to create a challenge that aligns with our company’s core values, so new hires can engage with our culture from day one.

Given I have access to the customizable challenges feature, when I select to create a new challenge and input criteria that aligns with company values, then the challenge should be saved and appear in the onboarding tasks for new hires.

As a new hire, I want to view the assigned challenges in my onboarding dashboard, so I can track my progress and achievements effectively.

Given I am logged into my onboarding dashboard, when I navigate to the challenges section, then I should see a list of all assigned challenges along with my progress towards each one.

As an HR team member, I want to assign team-based challenges to new hires, so they can collaborate and build relationships during onboarding.

Given I have created a team-based challenge, when I assign it to a group of new hires, then each new hire in the team should receive a notification and access to the challenge details in their onboarding dashboard.

As an HR team member, I want to track the completion status of challenges by new hires, to assess their engagement level during onboarding.

Given I have access to the analytics dashboard, when I view the completion status of onboarding challenges, then I should see the number of challenges completed by each new hire along with their engagement scores.

As a new hire, I want to receive rewards for completing onboarding challenges, so my motivation to engage with the process increases.

Given I have completed an assigned onboarding challenge, when I check my rewards profile, then I should see the points or badges awarded for that challenge reflected in my account.

As an HR team member, I want to customize the types of rewards offered for challenge completion, to motivate new hires according to their preferences.

Given I am accessing the rewards settings, when I select the option to customize the rewards, then I should be able to add, update, or remove reward types without any errors.

Peer Buddy Connect

A feature that pairs new hires with seasoned employees as 'buddies' for personalized guidance and support during onboarding. This social engagement enhances collaboration and reduces the anxiety of starting a new role. New hires can earn rewards by participating in activities with their buddy, promoting relationship-building and integration into the team.

Requirements

Buddy Pairing Algorithm

"As an HR manager, I want an AI-driven algorithm that pairs new hires with suitable buddies so that I can provide them with personalized support during their onboarding process."

Description

The Buddy Pairing Algorithm automatically matches new hires with seasoned employees based on skills, experience, and personality traits. This requirement emphasizes the importance of creating effective buddy pairs to foster a supportive onboarding experience. It integrates with instaHire's existing algorithms to analyze both new hire profiles and potential buddies, ensuring optimal matches that enhance the onboarding process. The expected outcome is an increase in new hire satisfaction and a smoother transition into the company culture.

Acceptance Criteria

New Hire Onboarding Experience with Buddy Pairing

Given a new hire with a defined profile, when the Buddy Pairing Algorithm is executed, then the new hire should be matched with a buddy whose skills, experience, and personality traits align with at least 80% of the new hire's profile.

Buddy Pairing Satisfaction Feedback

Given that a new hire has been paired with a buddy, when the new hire completes their first month, then a satisfaction survey should indicate that at least 75% of new hires feel adequately supported by their buddy during onboarding.

Buddy Activity Tracking and Rewards System

Given that a buddy pair is established, when both the new hire and buddy engage in predefined onboarding activities, then the system should track participation accurately, and rewards should be distributed to both parties accordingly within 24 hours of completion.

Integration with Existing Algorithms

Given that the Buddy Pairing Algorithm is developed, when it is integrated with the existing InstaHire algorithms, then the system must function without performance issues and provide matching results within a 5-second response time.

Pairing Algorithm Test Case Coverage

Given the requirement for the Buddy Pairing Algorithm, when test cases are created, then at least 90% of the functionalities should be covered, ensuring that all potential matching scenarios are validated.

Real-time Buddy Notifications

Given that a buddy pair has been formed, when the new hire logs into the onboarding platform, then they should receive a real-time notification about their buddy's contact information and onboarding schedule within 3 minutes.

Activity Tracking Module

"As a new hire, I want to track my activities with my buddy so that I can see my progress and earn rewards for my engagement."

Description

The Activity Tracking Module allows new hires and their buddies to log their interactions, activities, and progress throughout the onboarding period. This requirement aims to facilitate efficient monitoring of engagement between buddies and new hires, highlighting participation in key onboarding activities. It integrates seamlessly with the existing platform, providing insights into relationship-building and allowing HR professionals to measure the success of the Buddy Connect feature. The expected outcome is improved accountability and increased engagement during onboarding.

Acceptance Criteria

New hires and their buddies engage in activities during the onboarding period, logging their interactions and activities in the Activity Tracking Module to ensure accountability and measure success.

Given a new hire and a buddy are paired, when they log an interaction in the Activity Tracking Module, then the log should accurately reflect the type of interaction, date, and duration of the activity.

HR professionals review activity logs to assess engagement levels between new hires and buddies, looking for trends and potential areas for improvement in the onboarding process.

Given HR professionals access the Activity Tracking Module, when they generate a report on buddy activities, then the report should provide clear metrics on the number of logged interactions, types of activities, and overall engagement scores.

New hires earn rewards based on their participation in activities logged within the Activity Tracking Module, motivating them to actively engage with their buddies.

Given a set of criteria for earning rewards, when a new hire reaches the threshold for activities logged, then the system should automatically notify both the new hire and their buddy, and record the reward in their profile.

Buddies provide feedback on their experiences with new hires through the Activity Tracking Module, contributing to continuous improvement of the onboarding process.

Given that a buddy completes an activity log, when they provide feedback through the module, then their feedback should be stored and linked to the respective new hire's profile for HR review.

The Activity Tracking Module integrates with the existing platform, ensuring a seamless user experience for new hires and their buddies during onboarding activities.

Given that the Activity Tracking Module is launched, when new hires and buddies navigate to the module, then they should experience a consistent interface and functionality in alignment with other parts of the InstaHire platform.

Reward System Implementation

"As a new hire, I want to earn rewards for participating in activities with my buddy so that I feel encouraged to engage more during my onboarding experience."

Description

The Reward System Implementation enables new hires to earn rewards for their participation in activities with their buddies. This requirement focuses on designing a gamified experience that motivates new hires to engage actively with their peers. The rewards can be in the form of points, badges, or tangible benefits. This system integrates with the existing user profile framework, maintaining records of earned rewards and encouraging ongoing participation. The expected outcome is heightened interaction and a more enjoyable onboarding experience.

Acceptance Criteria

Reward Points Accumulation for Activities Participated with Buddies

Given a new hire has completed an activity with their buddy, when the activity is logged in the system, then the new hire should receive a predefined number of reward points automatically credited to their profile.

Display of Earned Rewards in User Profiles

Given a new hire has accumulated reward points, when they view their user profile, then their total points and any badges earned should be clearly displayed.

Reward Redemption Process

Given a new hire has earned a certain number of points, when they attempt to redeem those points for a reward, then the system should successfully process the redemption and update their points balance.

Weekly Activity Engagement Notifications

Given a new hire is paired with a buddy, when a week passes, then the system should automatically send a notification encouraging them to engage in a new activity together to earn more rewards.

Maximum Rewards Limitation

Given a new hire participates in multiple activities within a week, when they exceed the maximum reward points limit set by the system, then the system should not award additional points for activities beyond that limit.

Buddy Evaluation Feedback Loop

Given a new hire has completed several activities with their buddy, when they provide feedback on their buddy's support, then that feedback should be recorded and accessible for future buddy pairings.

Feedback & Rating System

"As a buddy, I want to provide feedback on my experience with a new hire so that I can help improve future buddy pairings and the onboarding process."

Description

The Feedback & Rating System allows new hires and buddies to provide feedback on their interactions, improving future pairings and the overall onboarding experience. This requirement focuses on capturing qualitative data about the buddy system's effectiveness, helping improve the matching algorithm and refining engagement strategies. The system will collect ratings and comments on their experience and will integrate with the analytics module in InstaHire for reporting purposes. The expected outcome is continuous improvement based on collected feedback.

Acceptance Criteria

New hires complete their onboarding process and meet their buddy for the first time, using the Feedback & Rating System to evaluate their initial experience together.

Given a new hire and their assigned buddy, when the pair has completed at least one onboarding activity together, then the new hire can submit a feedback rating and comments about their experience through the system.

Buddies provide feedback on their experiences with their assigned new hires after the completion of the onboarding period through the Feedback & Rating System.

Given a buddy who has supported a new hire through onboarding, when they complete their final meeting, then they must have the option to rate the new hire and provide qualitative feedback within the system.

HR administrators review aggregated feedback and ratings from the Feedback & Rating System to assess the effectiveness of buddy pairings in enhancing the onboarding experience.

Given that at least five feedback entries have been collected for each buddy pair, when HR accesses the analytics module, then they should see a report summarizing average ratings, common themes in comments, and suggested improvements.

A new hire experiences difficulties connecting with their buddy and uses the Feedback & Rating System to document their concerns about the pairing.

Given a new hire has encountered issues during their onboarding process, when they submit a report to the Feedback & Rating System, then the system must log these concerns and categorize them for review by HR.

New hires receive prompts to submit feedback and ratings after specific onboarding activities as part of their engagement with the Feedback & Rating System.

Given a new hire has completed an onboarding activity, when the specified time interval elapses, then they receive an automated prompt to provide feedback on the system regarding the buddy support received during that activity.

The system should ensure data privacy and anonymity for new hires and buddies when they participate in the Feedback & Rating System.

Given that feedback is submitted through the system, when a new hire or buddy submits their rating and comments, then the system must ensure that personal identifiers are not associated with the feedback in reports to protect user privacy.

The ratings and feedback provided in the Feedback & Rating System are used to improve the buddy matching algorithm and enhance future pairings.

Given that feedback has been collected for multiple buddy pairs, when HR or administrators review suggestions for improving the buddy matching algorithm, then the feedback received should be utilized to inform the updates to the matching criteria for future cohorts.

Integration with Communication Tools

"As a new hire, I want to communicate easily with my buddy using familiar messaging tools so that I can ask questions and seek support without feeling overwhelmed."

Description

The Integration with Communication Tools requirement facilitates seamless communication between new hires and their buddies using popular messaging platforms and collaborative tools. This requirement emphasizes ease of use and accessibility, enabling buddies to connect more effectively through channels they are already familiar with (such as Slack or Microsoft Teams). The expected outcome is enhanced communication, leading to more productive engagements and stronger relationships during the onboarding phase.

Acceptance Criteria

New hires can initiate a communication with their assigned buddy using Slack within the first week of their onboarding process.

Given a new hire has completed their onboarding form, When they access the Peer Buddy Connect feature, Then they should see their assigned buddy's contact information and be able to send a message through Slack successfully.

Buddies receive notifications on their preferred communication tool (e.g., Microsoft Teams) when a new hire reaches out.

Given a buddy has been assigned to a new hire, When the new hire sends a message via the chosen integration tool, Then the buddy should receive a notification of the new message immediately.

New hires can view chat history with their buddies to facilitate ongoing discussions and support.

Given a new hire has communicated with their buddy, When they access the Peer Buddy Connect chat feature, Then they should see a complete and organized chat history of all messages exchanged.

Buddies can log and track activities they participated in with new hires for future reference and rewards eligibility.

Given a buddy has participated in an activity with a new hire, When they log the activity through the Peer Buddy Connect feature, Then the activity should be recorded correctly and reflect on the new hire's progress tracker.

The integration with communication tools allows new hires to schedule meetings with their buddies directly through the platform.

Given a new hire wants to schedule a meeting, When they click on the scheduling option in Peer Buddy Connect, Then they should be able to select a date and time that syncs with their buddy's available calendar.

New hires can customize their communication preferences to choose which tool they receive notifications from.

Given a new hire is setting their preferences, When they select their preferred communication tool in Peer Buddy Connect, Then they should receive all buddy communications through the chosen tool.

Onboarding Resource Repository

"As a new hire, I want to access valuable onboarding resources so that I can better understand my role and the company's expectations during my initial days."

Description

The Onboarding Resource Repository provides both new hires and buddies with access to a centralized collection of onboarding documents, guides, and resources. This requirement emphasizes the importance of having readily available information to facilitate learning and ease concerns during the onboarding process. It integrates with the existing content management system to ensure resources are up-to-date and relevant. The expected outcome is equipped new hires who feel informed and supported as they transition into their new roles.

Acceptance Criteria

New hires access the Onboarding Resource Repository within the first week of their employment to retrieve necessary onboarding documents and resources.

Given the new hire has logged into the system, when they navigate to the Onboarding Resource Repository, then they should be able to view and download all relevant onboarding documents without any errors.

Buddies receive notifications about updates to the Onboarding Resource Repository to ensure they are aware of the latest resources available.

Given the repository has been updated, when this occurs, then all buddies should receive an email notification within 10 minutes of the update being completed.

New hires are able to provide feedback on the resources found in the Onboarding Resource Repository after reviewing them.

Given a new hire has viewed the resources, when they complete a feedback form, then they should be able to submit their feedback successfully and receive a confirmation message acknowledging receipt of their feedback.

The Onboarding Resource Repository integrates seamlessly with the existing content management system to ensure resource relevance and update frequency.

Given the content management system has been updated, when the repository is accessed, then it should reflect the most current version of resources without delay.

Users can search for specific documents within the Onboarding Resource Repository to quickly find the information they need during the onboarding process.

Given a user has accessed the repository, when they input a keyword into the search bar, then the system should return relevant documents within 3 seconds.

The Onboarding Resource Repository tracks user engagement to measure the effectiveness of the onboarding materials provided.

Given a new hire has accessed the repository, when they finish reviewing the materials, then their activity should be logged in the system for reporting purposes, capturing which documents were viewed and the time spent on each.

The onboarding documents in the repository are reviewed and updated quarterly to maintain relevance and accuracy.

Given a quarterly review cycle is in place, when the repository is reviewed, then all outdated documents should be flagged for update, and the review log should be maintained to track changes.

Feedback Loop

A continuous feedback feature that allows new hires to share their experiences and thoughts on the gamified onboarding process. By engaging them with surveys and reflection prompts throughout their onboarding journey, this feature helps organizations gather actionable insights to improve the onboarding experience, ensuring that it remains effective and relevant.

Requirements

Real-time Feedback Collection

"As a new hire, I want to share my feedback during the onboarding process so that the organization can understand my experience and improve future onboarding efforts."

Description

This requirement involves creating a mechanism to collect real-time feedback from new hires during their onboarding process through intuitive surveys and reflection prompts. This feature should be easily accessible via the onboarding platform, allowing candidates to share their experiences as they progress through various onboarding stages. The collected feedback will be compiled into actionable insights, which HR teams can use to continually enhance the onboarding experience. This implementation will help organizations identify gaps and areas of improvement in real time, support employee engagement, and ensure that the onboarding process remains effective and relevant.

Acceptance Criteria

Real-time feedback collection during onboarding sessions.

Given a new hire is logged into the onboarding platform, When they complete a stage in the onboarding process, Then they should receive a prompt to provide feedback via a survey or reflection prompt, which is successfully submitted.

Accessing historical feedback data by HR teams.

Given the HR team navigates to the feedback collection dashboard, When they filter feedback responses by new hire names, Then they should see a detailed report of each new hire's feedback and insights gathered during onboarding.

User interface for feedback submission.

Given a new hire is on the feedback submission page, When they view the provided surveys and reflection prompts, Then the interface must be intuitive, user-friendly, and accessible on both mobile and desktop devices.

Immediate alerts for negative feedback.

Given a new hire has submitted feedback indicating dissatisfaction or negative experiences, When this feedback is received, Then an automatic alert should be sent to the HR team to address the concerns promptly.

Completion of feedback prompts after successfully onboarding.

Given a new hire has completed all the onboarding stages, When they access the feedback module, Then they should be prompted to reflect on their overall onboarding experience with a comprehensive survey that captures their entire journey.

Integration of feedback insights into HR strategy.

Given feedback data has been collected for all new hires, When the HR team reviews this data, Then they should be able to derive actionable insights that affect changes in the onboarding process within the next quarter.

Anonymous feedback submission option.

Given a new hire is in the feedback collection system, When they choose to submit feedback, Then they should have an option to do so anonymously while still allowing for qualitative data capture.

Gamified Feedback Interface

"As a new hire, I want the feedback process to be engaging, so that I feel motivated to share my thoughts on the onboarding process."

Description

This requirement focuses on designing a gamified interface for the feedback collection feature, which will encourage new hires to engage more actively with the feedback process. By incorporating elements such as points, badges, and fun graphics, the interface will make it more engaging for users to provide their thoughts and reflections. The goal is to optimize participation rates and enhance the overall user experience of the onboarding feedback process. Additionally, this gamified approach will help foster a culture of open communication and continuous improvement within the organization.

Acceptance Criteria

Gamified Feedback Submission by New Hires

Given a new hire is logged into the InstaHire platform, when they complete the onboarding checklist, then they should receive a notification prompting them to provide feedback through the gamified interface, including options to earn points.

Points and Badges System Functionality

Given a new hire has provided feedback through the gamified interface, when the feedback is submitted, then the system should accurately reward them with points and badges based on the feedback provided and the engagement level during onboarding.

Survey Engagement Rates Measurement

Given the gamified feedback interface has been live for at least one month, when HR analyses the feedback participation data, then there should be a minimum of 70% engagement rate from new hires on the feedback surveys.

Feedback Incorporation into Onboarding Process

Given feedback has been collected from at least 50 new hires, when the onboarding team reviews this feedback, then there should be documented improvements or changes made to the onboarding process based on the insights collected.

User Experience and Satisfaction Survey

Given that new hires have completed their onboarding and interacted with the gamified feedback interface, when they are asked to fill out a user experience survey, then at least 80% should rate their experience as 'satisfactory' or higher.

Feedback Loop Reporting Dashboard

Given the gamified feedback interface is operational, when the HR team accesses the analytics dashboard, then it should display real-time data and insights on user engagement, points earned, and feedback trends.

Technical Performance of the Gamified Interface

Given the gamified feedback interface is in use, when it is accessed by multiple new hires simultaneously, then the system should handle at least 200 concurrent users without performance degradation or errors.

Dashboard for HR Insights

"As an HR professional, I want to access a dashboard that summarizes new hire feedback, so that I can track onboarding effectiveness and identify areas for improvement."

Description

This requirement entails the development of a centralized dashboard where HR professionals can view and analyze the feedback collected from new hires. This dashboard will provide key metrics and visualizations regarding the onboarding experience, allowing HR teams to track progress, identify trends, and make data-driven decisions. This feature will empower organizations to respond proactively to any concerns raised during feedback collection and enhance the onboarding process based on real insights gathered from employees, ultimately leading to a more effective and satisfying onboarding experience.

Acceptance Criteria

HR professionals need to access the dashboard after a new hire completes their onboarding to review feedback collected through surveys and reflection prompts.

Given that the HR professional is logged into InstaHire, when they navigate to the Dashboard for HR Insights, then they should see a visual summary of feedback metrics including average satisfaction scores, common themes from qualitative responses, and response rates for each feedback prompt.

HR teams want to track the onboarding experience trends over time to assess the effectiveness of changes made based on feedback.

Given that data has been collected from multiple onboarding cohorts, when the HR professional selects a date range on the dashboard, then they should see trend visualizations displaying changes in feedback scores and key metrics over the selected period.

HR professionals are conducting a monthly review of the onboarding process and need to identify specific areas of concern raised by new hires.

Given that feedback data is available, when an HR professional accesses the dashboard, they should be able to filter feedback by topic, allowing them to isolate and analyze specific areas where new hires expressed dissatisfaction or confusion, listed in order of frequency.

The dashboard should allow HR teams to export feedback data for further analysis and reporting.

Given that an HR professional is viewing the feedback dashboard, when they select the export option, then they should receive a downloadable report in CSV format that includes all feedback data and metrics currently displayed on the dashboard.

New hires need to provide continuous feedback during their onboarding process at several touchpoints using the feedback loop feature.

Given that new hires complete their onboarding surveys, when they provide their feedback, then the data should seamlessly update on the dashboard in real-time, reflecting their responses and allowing HR professionals immediate access to the latest insights.

HR professionals want to ensure anonymous feedback from new hires to encourage honest responses.

Given that the feedback collection tool is deployed, when new hires submit their feedback, then their responses should be anonymized in the dashboard with identifiable metrics, ensuring their personal information is not linked to individual responses.

Interactive Learning Modules

Multimedia-rich training modules designed as games or quizzes that make learning about company policies, procedures, and tools entertaining. By turning essential information into engaging content, this feature not only enhances knowledge retention but also empowers new hires to feel more confident and prepared in their roles.

Requirements

Interactive Training Content

"As a new hire, I want to engage with interactive learning modules so that I can better understand the company policies and procedures in a fun and memorable way."

Description

The Interactive Training Content requirement focuses on developing multimedia-rich training modules that incorporate gamification elements such as quizzes and interactive scenarios. This requirement aims to transform traditional training methods into engaging learning experiences by utilizing audio, video, and interactive graphics. The core function is to ensure new hires can access and navigate through company policies, procedures, and tools in an entertaining manner, thereby enhancing their knowledge retention and confidence in their roles. The implementation will involve collaboration with subject matter experts to ensure the accuracy and relevance of the training content. The expected outcome is a more satisfied and better-prepared workforce, resulting in lower onboarding times and increased productivity.

Acceptance Criteria

New hires access the multimedia-rich training module for the first time during their onboarding process.

Given a new hire has logged into the InstaHire platform, when they navigate to the Interactive Training Content section, then they should see a menu of available training modules and be able to select one to start.

A new hire completes a gamified training module on company policies.

Given a new hire completes the training module, when they finish the quiz included in the module, then their score should be recorded in the system and feedback provided immediately.

New hires utilize interactive scenarios within the training module to better understand procedures.

Given a new hire is going through the interactive scenarios, when they make choices during the scenarios, then the system should provide relevant feedback based on their selections to enhance learning.

An HR manager reviews the performance metrics of new hires after completing the training modules.

Given the training modules have been completed, when the HR manager accesses the reporting dashboard, then they should see completion rates and scores of all new hires displayed in an easily interpretable format.

New hires express their satisfaction and confidence after completing the training content.

Given new hires have completed the Interactive Training Content, when they are surveyed using a satisfaction questionnaire, then at least 80% of them should indicate that the training was engaging and improved their understanding of company policies.

The Interactive Training Content is updated with new policies after feedback from the users.

Given that feedback is provided on the training modules, when the content is updated by the subject matter experts, then the changes should be reflected in the modules within two weeks.

The effectiveness of the training is evaluated through performance assessments in the workplace.

Given new hires have completed the training modules, when their performance is evaluated after three months, then at least 75% of them should demonstrate improved knowledge and application of company policies as compared to previous cohorts who did not utilize the training modules.

Progress Tracking Dashboard

"As an HR manager, I want to access a dashboard that tracks new hires' progress through the training modules so that I can identify areas where additional support is needed."

Description

The Progress Tracking Dashboard requirement is essential for providing users with a visual representation of their learning journey through the interactive modules. This dashboard will display key metrics such as completion rates, quiz scores, and areas needing improvement. It will allow both new hires and HR managers to monitor learning progress continuously. The benefit of this requirement lies in fostering accountability and encouraging users to stay engaged with the training material. The integration of this feature within InstaHire will ensure alignment with overall talent development goals, facilitating a data-driven approach to onboarding and training effectiveness. The anticipated outcome is improved user engagement and targeted training adjustments based on real-time data feedback.

Acceptance Criteria

User Engagement with Progress Tracking Dashboard

Given that a new hire has completed at least one interactive learning module, When they access the Progress Tracking Dashboard, Then they should see their completion rate and overall quiz scores displayed correctly.

Metrics Display on Dashboard

Given the user is logged into the Progress Tracking Dashboard, When they select different learning modules, Then the dashboard should update to reflect completion rates and quiz scores for each selected module without any delay.

Feedback Mechanism for Areas Needing Improvement

Given that a user has completed all interactive modules, When they view the Progress Tracking Dashboard, Then they should see specific areas highlighted that require improvement based on their quiz performance.

Accessibility Across Devices

Given that users might access the Progress Tracking Dashboard from different devices, When they open the dashboard on a mobile device or tablet, Then the layout should be responsive and all metrics should remain visible without distortion.

Data Retention and Historical Access

Given that a user has been utilizing the Progress Tracking Dashboard for a period of time, When they choose to view historical data, Then they should be able to access and see metrics from previous months in a clear format.

Integration with HR Management Tools

Given that the Progress Tracking Dashboard is part of the InstaHire software, When HR managers access the dashboard, Then they should be able to pull reports summarizing user progress and engagement metrics for multiple new hires simultaneously.

User Notifications for Learning Milestones

Given that a new hire has achieved a significant training milestone, When they log into the Progress Tracking Dashboard, Then they should receive a notification that acknowledges their progress and encourages further engagement.

Feedback Mechanism

"As a new hire, I want to provide feedback on the training modules so that the content can be improved for future employees."

Description

The Feedback Mechanism requirement involves the implementation of an in-module feedback system that allows new hires to provide insights and evaluations on the training content. This feedback will focus on areas such as content clarity, engagement, relevance, and overall user experience. By gathering these insights, the company can continuously improve its training modules, ensuring they meet the evolving needs of its workforce. This requirement enhances the learning experience by creating a two-way communication channel between new hires and content creators. The expected result is a dynamic, user-centered training platform that adapts based on user feedback, ultimately leading to reduced turnover rates and increased employee satisfaction.

Acceptance Criteria

New hires access the Interactive Learning Modules and complete a training module about company policies.

Given a new hire completes a training module, when they submit feedback, then the feedback form should successfully record their responses and provide a confirmation message upon submission.

The content within the Interactive Learning Modules is engaging and relevant to the user’s role.

Given a new hire views the training module, when they provide a rating for engagement and relevance, then the module should receive an average score of 4 out of 5 or higher based on a minimum of 10 submissions.

New hires evaluate the clarity of the training content after completing a module.

Given a new hire completes the training module, when they answer the clarity question in the feedback form, then at least 85% of responses should indicate clarity ratings of 4 or higher on a scale of 1 to 5.

Gather insights on user experience from the feedback mechanism integrated into the training modules.

Given the feedback mechanism is active, when at least 50 new hires have completed the module, then the system should generate a report summarizing feedback trends highlighting areas for improvement.

Enhancing the training module based on user feedback over time.

Given feedback has been collected for three consecutive months, when the feedback indicates recurrent issues with a specific module, then the content should be reviewed and updated accordingly to address the feedback.

Providing a channel for new hires to suggest improvements in the training modules.

Given that new hires can submit suggestions within the feedback form, when the feedback indicates at least 5 actionable suggestions, then these should be reviewed by the content creation team within one month.

Tracking the effectiveness of the Feedback Mechanism in reducing new hire turnover.

Given that the feedback system has been implemented for at least six months, when analyzing turnover rates post-training, then the turnover rate should decrease by at least 10% compared to the previous six-month period without the feedback system.

Certification System

"As a new hire, I want to earn certification after completing training modules so that I can showcase my understanding of company policies to my team."

Description

The Certification System requirement consists of implementing an assessment mechanism at the end of each training module, allowing new hires to demonstrate their understanding of the material through quizzes and assessments. Upon completing their training, users will receive certifications that validate their knowledge of company policies and procedures. This requirement not only adds a formal structure to the training process but also enhances the credibility of the training content. The certification will be integrated into their employee profiles, thereby serving as motivation for new hires to actively participate in the training. The anticipated outcome is higher levels of engagement and a better understanding of crucial information that enhances workplace effectiveness.

Acceptance Criteria

New hires complete an interactive learning module that includes company policies, and upon finishing, they take a quiz as an assessment of their understanding.

Given a new hire completes an interactive learning module, when they take the assessment quiz, then they should achieve a minimum score of 80% to receive a certificate of completion.

After completing the training module and passing the quiz, the system should generate and issue a digital certificate to the user.

Given a new hire passes the assessment, when the system processes the result, then a digital certificate should be automatically generated and made available in their employee profile.

Supervisors need to review the certifications of new hires to ensure compliance with training requirements during onboarding.

Given a supervisor accesses the employee management dashboard, when they view a new hire's profile, then all training certifications should be clearly listed with completion dates and scores.

New hires are motivated by tracking their training progress and certification achievements.

Given a new hire's training dashboard, when they complete each module and pass the quizzes, then their training progress bar should reflect a current percentage completed, along with visual indicators for any certifications earned.

At the end of a training module, the effectiveness of the training assessment is evaluated based on participant feedback.

Given new hires complete a training module with an assessment, when they submit feedback, then the feedback form should provide numeric ratings and comments that confirm at least 80% satisfaction with the training content and format.

Ensuring that the certification system integrates seamlessly with existing HR systems to update employee records automatically.

Given a new hire receives a certification, when the certification is issued, then the employee record in the HR system should be automatically updated to reflect this certification without manual intervention.

Milestone Celebrations

A feature that acknowledges and celebrates key milestones in the onboarding process, such as completing the initial training or reaching 30 days in the role. With virtual celebrations or recognition showcases, this feature builds a sense of community and belonging among new hires, reinforcing that their progress is valued and celebrated.

Requirements

Milestone Celebration Notifications

"As an HR manager, I want to notify both the new hires and their managers about upcoming milestone celebrations so that they can engage and participate in recognizing achievements during onboarding."

Description

This requirement focuses on implementing a notification system that alerts both new hires and their managers about upcoming milestone celebrations. The notifications will be customizable and can be sent via email or in-app alerts, ensuring that all stakeholders are adequately informed. This feature is essential to encourage participation in the celebrations, thereby reinforcing the community spirit and ensuring that milestones are acknowledged promptly. Overall, this will enhance engagement and appreciation of the onboarding process, making new hires feel valued and recognized.

Acceptance Criteria

Notification for Upcoming Milestone Celebrations for New Hire after Initial Training

Given a new hire has completed their initial training, when the date for the milestone celebration approaches, then the system sends an email notification and an in-app alert to both the new hire and their manager at least 3 days before the celebration.

Customization of Notification Settings by User Role

Given a manager or new hire, when they access the notification settings, then they are able to customize the notification type (email/in-app) and frequency of reminders (none, daily, weekly) for milestone celebrations.

System Performance During High Volume Notification Periods

Given the notification system is triggered for multiple upcoming milestone celebrations simultaneously, when checked during peak times, then the system must send all notifications successfully without delays or errors.

Acknowledgment of Notification Receipt by Users

Given a new hire and their manager have received a milestone celebration notification, when they open the notification, then the system logs the receipt and can display a confirmation message in the user's notification history.

Integration with Calendar Applications for Celebrations

Given a milestone celebration notification is generated, when sent to the new hire and manager, then the notification includes an option to add the celebration to their external calendar (Google Calendar, Outlook) with all details pre-filled.

Feedback Collection Post-Celebration Notification

Given a milestone celebration has occurred, when the celebration is over, then a follow-up email is automatically sent to the new hire and their manager for feedback on the experience of the celebration.

Default Settings of Notifications for New Hires

Given a new hire with no customized settings, when they are onboarded, then the system automatically sets the default notifications to email alerts for all milestone celebrations with a 3-day lead time.

Virtual Event Feature Integration

"As a new hire, I want to participate in virtual celebrations so that I can connect with my colleagues and feel part of the team from the moment I start."

Description

This requirement entails integrating a virtual event feature that allows for hosting and managing online celebrations for onboarding milestones. The functionality will support video conferencing, chat features, and fun interactive elements such as polls or quizzes. By incorporating this feature, InstaHire will facilitate meaningful connections among team members, creating a more engaging and memorable celebration for new hires. This will ultimately foster a sense of belonging and community across the organization, enhancing the overall onboarding experience.

Acceptance Criteria

Integration of Virtual Event for Onboarding Celebration

Given I am an HR manager, when I schedule a virtual event for an onboarding milestone, then the event should be successfully created with a unique link that can be shared with participants.

Participation in Virtual Celebration Event

Given a new hire has received the event link, when they click the link, then they should be able to join the virtual event without any technical issues and see all scheduled interactive elements.

Interactive Elements Functionality During Events

Given I am hosting a virtual onboarding celebration, when I initiate a quiz or poll, then all participants should be able to respond in real time, and results should be displayed immediately to the group.

Feedback Collection Post Event

Given an onboarding celebration has concluded, when the event is finished, then all participants should receive an automated feedback form to evaluate their experience, which should be collected and stored for future reference.

Recording Availability after the Event

Given a virtual onboarding celebration has taken place, when the event ends, then the recording should be automatically archived and accessible to all invited participants for later viewing.

Technical Support During Events

Given a virtual celebration is in progress, when an issue arises with connectivity or features, then participants should be able to easily access technical support through a chat feature available during the event.

Recognition Showcase Gallery

"As an employee at InstaHire, I want to go to a recognition showcase gallery to see my colleagues' achievements so that I can celebrate their success and feel inspired myself."

Description

This requirement involves developing a recognition showcase that allows employees to publicly display achievements and milestones reached during the onboarding process. The gallery will be easily accessible within the InstaHire platform, enabling users to view and celebrate each other's successes. This fosters an encouraging atmosphere and cultivates a culture of recognition, where achievements are highlighted, motivating new hires and existing employees alike. The gallery will contribute to the overall branding and employee engagement strategy of the organization.

Acceptance Criteria

Displaying Employee Achievements in the Recognition Showcase Gallery

Given an employee has completed a significant milestone during their onboarding process, when they log into the InstaHire platform and navigate to the Recognition Showcase Gallery, then their achievement should be visible with details including the milestone name, date achieved, and a description of the accomplishment.

User Accessibility to the Recognition Showcase Gallery

Given any user of the InstaHire platform, when they access the platform, then they must be able to locate the Recognition Showcase Gallery within three clicks from the homepage without additional guidance.

Celebrating Achievements through Virtual Celebrations

Given an employee's milestone has been posted in the Recognition Showcase Gallery, when the milestone is viewed by their peers, then a virtual celebration option (e.g., a congratulatory message or animated graphic) should be available for them to engage with, promoting recognition.

Management Approval for Content in the Recognition Gallery

Given a recognition achievement is submitted for display, when the content is reviewed by HR management, then it must be approved or disapproved within 48 hours to ensure timely recognition of employees.

Interactive Features of the Recognition Showcase Gallery

Given that there are multiple achievements displayed in the Recognition Showcase Gallery, when users view the gallery, then they should be able to like, comment, and share achievements on social media platforms directly from the gallery.

Search Functionality in the Recognition Showcase Gallery

Given users want to find specific achievements, when they utilize the search functionality in the Recognition Showcase Gallery, then they should be able to filter achievements by employee name, milestone type, and date range effectively.

Feedback Collection Mechanism

"As a new hire, I want to provide feedback on my milestone celebration experience so that I can help improve future events and make them more enjoyable for newcomers."

Description

This requirement aims to implement a feedback collection mechanism post-celebration events. Employees will be able to provide insights about the milestone celebrations via short surveys or rating systems. The feedback collected will help enhance future celebrations and better tailor the experience to meet the needs and expectations of employees. Feedback will also facilitate continuous improvement of the onboarding experience, creating a responsive and adaptive workplace environment that values employee opinions.

Acceptance Criteria

Post-Celebration Employee Feedback Collection

Given an employee has participated in a milestone celebration, when they access the feedback collection mechanism, then they should be able to submit their feedback via a survey or rating system within 5 minutes.

Accessibility of Feedback Mechanism

Given that the feedback collection mechanism is integrated into the onboarding platform, when employees navigate the platform, then the feedback option should be clearly visible and accessible within 2 clicks.

Feedback Effectiveness Measurement

Given a set of feedback collected from milestone celebrations, when the results are analyzed, then there should be at least a 70% response rate indicating satisfaction with the celebration.

Feedback Type Variety

Given the feedback collection mechanism, when employees are prompted to provide feedback, then the system should offer at least three different types of feedback options (text input, rating scale, and multiple-choice).

Immediate Feedback Confirmation

Given an employee submits their feedback, when the submission is successful, then they should receive an immediate confirmation notification via the platform.

Feedback Data Reporting

Given feedback has been collected after multiple celebration events, when the data is reviewed by HR, then there should be an automated report generated summarizing the feedback trends and areas for improvement.

Anonymity Assurance in Feedback

Given that feedback is being collected, when employees submit their responses, then the system must ensure that all feedback is collected anonymously to encourage honest and open feedback.

Milestone Tracking Dashboard

"As an HR manager, I want to track new hires' milestone completion and celebration participation so that I can assess the effectiveness of the onboarding process and make any required improvements."

Description

This requirement focuses on developing a milestone tracking dashboard for HR managers to monitor and track new hires' progress through the onboarding milestones. The dashboard will provide analytics on completed milestones, attendance at celebrations, and overall engagement levels. This insight will be essential for HR managers to assess the effectiveness of their onboarding programs and make data-driven adjustments as necessary, ensuring new hires are adequately supported throughout their onboarding journey.

Acceptance Criteria

As an HR manager, I want to visualize individual new hire progress on the Milestone Tracking Dashboard, so that I can identify their current status in the onboarding process.

Given a new hire record exists, when I access the Milestone Tracking Dashboard, then I should see the new hire's name, completed milestones, and the dates they were completed.

As an HR manager, I need to track attendance at milestone celebrations, allowing me to see who participated and who did not, so that I can encourage engagement.

Given that milestone celebrations have taken place, when I view the attendance report on the dashboard, then I should see the list of attendees alongside the list of new hires eligible for the celebration.

As an HR manager, I want to assess overall new hire engagement levels through the Milestone Tracking Dashboard, so I can make data-driven decisions about onboarding improvements.

Given all new hire records are inputted, when I review the engagement analytics section of the dashboard, then I should see a summary of engagement metrics including attendance rates and milestone completion rates.

As an HR manager, I want to receive notifications for new hires who are approaching key milestone deadlines, to ensure they are encouraged to complete necessary training on time.

Given the set milestones for new hires, when a new hire is within 3 days of a milestone deadline, then I should receive a notification alerting me to follow up with the new hire.

As an HR manager, I want to generate a report from the dashboard at the end of each month, so that I can evaluate the onboarding process effectiveness.

Given the Milestone Tracking Dashboard, when I select the report generation option for the month, then I should receive a downloadable report summarizing completed milestones and engagement statistics for the month.

As an HR manager, I want to compare the onboarding progress of multiple new hires simultaneously, to identify trends and gaps in the onboarding program.

Given a selection of new hires on the dashboard, when I activate the comparison feature, then I should see a side-by-side view of their milestone completions and engagement levels.

As an HR manager, I want the ability to customize milestone definitions based on different roles, to make the onboarding process relevant for each position.

Given I have admin access on the dashboard, when I navigate to customization settings, then I should be able to create, edit, or delete milestones specific to each role.

Diversity Metrics Analyzer

This feature provides an in-depth analysis of diversity metrics by categorizing candidates based on various demographic factors such as gender, ethnicity, age, and more. It helps organizations visualize their hiring trends and identify gaps in representation, enabling targeted interventions to enhance diversity in recruitment.

Requirements

Demographic Data Collection

"As an HR manager, I want to collect demographic information from candidates during the application process so that I can analyze diversity metrics and ensure our hiring practices align with our diversity and inclusion objectives."

Description

The Demographic Data Collection requirement involves implementing a system that captures candidates' demographic information during the application process. This data will be categorized based on factors such as gender, ethnicity, age, and other relevant metrics. The collection process needs to be compliant with data protection regulations and ensure that it is voluntary, transparent, and secure. Capturing this data accurately and effectively is crucial for analyzing diversity metrics, identifying trends, and measuring the effectiveness of diversity initiatives within the organization. The goal is to increase transparency and enable better strategic decisions in hiring that align with the organization's diversity and inclusion goals.

Acceptance Criteria

Candidate demographics are collected during the application process

Given a candidate is filling out their application, when they reach the demographic data section, then they should see clear instructions indicating that providing this information is voluntary and how it will be used.

Demographic data is securely stored and protected

Given that demographic data has been collected from candidates, when the data is saved in the system, then it must be encrypted and comply with data protection regulations.

Diversity metrics can be analyzed post-collection

Given that demographic data has been collected, when HR runs a report, then they should be able to visualize hiring trends categorically by gender, ethnicity, and age.

Candidates can view their data collection practices before consenting

Given a candidate is on the application page, when they access the privacy policy, then they must see information about how their demographic data will be utilized and protected before providing consent.

The application form captures demographic data without bias

Given the demographic questions in the application form are visible, when candidates are completing the form, then no questions should be leading or biased, allowing all candidates to feel comfortable providing their information.

The system tracks and reports on completion rates of demographic data

Given several candidates have completed their applications, when the HR team reviews the data collection performance metrics, then they must see the percentage of candidates who voluntarily provided their demographic data.

Feedback mechanism for the data collection process

Given that the demographic data collection is active, when candidates complete their applications, then they should have the option to provide feedback on the demographic questions and the overall application experience.

Diversity Metrics Dashboard

"As a hiring manager, I want to access a visual dashboard of diversity metrics so that I can quickly assess our hiring trends and identify areas for improvement in representation."

Description

The Diversity Metrics Dashboard requirement focuses on creating an interactive dashboard that visually displays diversity metrics in an easily digestible format. The dashboard will aggregate the demographic data collected from candidates and present it through graphs, charts, and other visual aids. Users will have the ability to filter and sort the data by various parameters such as hiring phases, job positions, and timeframes. This feature will enable organizations to gain insights into their hiring trends, identify gaps in representation, and make data-informed decisions to enhance diversity in their recruitment process. The dashboard should also support exporting of data for reporting purposes and facilitate comparisons against industry benchmarks.

Acceptance Criteria

User interacts with the Diversity Metrics Dashboard to view overall diversity metrics and trends.

Given the user has access to the Diversity Metrics Dashboard, when they log in, then they should see a summary of diversity metrics including a pie chart showing the gender distribution of candidates and a bar chart comparing ethnicity representation.

User filters diversity data by hiring phase to analyze recruitment trends.

Given the user is on the Diversity Metrics Dashboard, when they select the filter for the hiring phase as 'Interview', then the dashboard should update to show only candidates who reached the interview phase, including the corresponding demographic breakdown.

User sorts candidates by job positions to assess diversity metrics in specific roles.

Given the user accesses the Diversity Metrics Dashboard, when they choose to sort the data by job position, then the dashboard should rearrange the displayed metrics to show diversity statistics for each job position in descending order based on the number of candidates.

User exports diversity data for reporting purposes.

Given the user is on the Diversity Metrics Dashboard, when they select the 'Export' option, then they should be able to download a CSV file containing all displayed diversity metrics for their selected parameters.

User compares their diversity metrics against industry benchmarks.

Given the user views the Diversity Metrics Dashboard, when they select the 'Compare to Industry Benchmarks' option, then the dashboard should overlay their metrics against available industry data, highlighting gaps and areas for improvement.

User visualizes trends over time to identify changes in recruitment diversity.

Given the user is on the Diversity Metrics Dashboard, when they select a timeframe filter (e.g., last quarter), then the dashboard should generate a line graph depicting changes in diversity metrics over the selected period.

User checks the dashboard for the overall completion status of metrics collection.

Given the user accesses the Diversity Metrics Dashboard, when they navigate to the 'Metrics Status' section, then they should see indicators for the completion status of data collection processes for each demographic category.

Automated Reporting for Diversity Analysis

"As an HR director, I want automated reports on diversity analysis generated regularly so that I can monitor our diversity initiatives and measure progress effectively over time."

Description

The Automated Reporting for Diversity Analysis requirement involves implementing a feature that generates regular reports on diversity metrics from the collected data. The reports will provide insights into the composition of the candidate pool, hiring decisions, and retention rates segmented by demographic factors. Reports should be customizable, allowing users to select specific metrics and time periods for analysis, and should be automated to deliver insights periodically without manual intervention. This feature aims to streamline the process of analyzing diversity and provide HR teams and leadership with actionable insights to inform policy changes and track progress towards diversity goals.

Acceptance Criteria

Generate automated reports on diversity metrics monthly for HR teams to review during strategy meetings.

Given the user has access to the reporting feature, When the user selects 'Monthly' report option, Then the system generates a comprehensive report containing gender, ethnicity, age, and other demographic metrics with charts for easy visualization.

Customize the report by selecting specific metrics and time periods for analysis.

Given the user is on the reporting dashboard, When the user selects specific metrics and a custom date range, Then the system generates a report that reflects the selected data accurately and includes a summary of findings.

Automatically send diversity reports to designated stakeholders after generation.

Given the automated reporting feature is configured, When a report is generated, Then it is automatically emailed to predefined stakeholders without manual intervention.

Ensure reports are stored in a secure and accessible location for future reference.

Given a report is generated, When the user navigates to the report storage section, Then the report should be accessible in a designated directory with proper security measures in place.

Provide an interface for users to input feedback on the usefulness of the reports.

Given a report has been sent, When users access the report, Then there should be an option to provide feedback on clarity and usefulness of the presented data.

Allow users to compare diversity metrics over multiple time periods to track changes.

Given the user is viewing a diversity report, When the user selects multiple time periods for comparison, Then the system displays a comparative analysis highlighting the trends in diversity metrics over time.

Ensure the automated reporting feature complies with data protection regulations.

Given the system generates reports containing personal data, When the user reviews the compliance documentation, Then it should confirm that all data handling practices meet applicable data protection standards.

Feedback Mechanism for Diversity Initiatives

"As a diversity officer, I want to gather feedback from candidates and employees on our diversity initiatives so that I can evaluate their effectiveness and make necessary improvements."

Description

The Feedback Mechanism for Diversity Initiatives requirement aims to develop a system for gathering feedback from candidates and employees about their experiences and perceptions related to diversity in the recruitment process and workplace culture. This could include surveys or feedback forms that assess satisfaction with hiring practices, inclusion efforts, and overall organizational climate. Analyzing this feedback will provide insights into the effectiveness of current diversity initiatives and highlight areas needing improvement. This requirement will build upon the previously collected demographic data to create a holistic view of the organization’s diversity efforts.

Acceptance Criteria

Diverse Candidate Feedback Collection during Recruitment Process

Given that a candidate completes the job application, when the candidate reaches the feedback section, then they should be able to submit a diversity-related feedback form that includes questions on their experience with the recruitment process regarding inclusivity and representation.

Analysis of Feedback Received on Diversity Initiatives

Given that feedback has been collected from candidates and employees, when the HR team analyzes the feedback data, then they should produce a report detailing the satisfaction levels with diversity practices, gaps in representation, and suggested areas of improvement based on the responses collected.

Feedback Effectiveness Review

Given that diversity feedback is regularly collected, when a quarterly review meeting is held, then the team should evaluate the trends in feedback data over the past three months, ensuring that a minimum of 75% of respondents feel their input is valued and results are actionable.

Implementation of Targeted Interventions Based on Feedback

Given that gaps in diversity representation have been identified from the feedback analysis, when the HR team meets to strategize interventions, then they must create at least three actionable strategies aimed at enhancing diversity and submit them for approval within one month.

Candidate Experience Survey Deployment

Given that the Feedback Mechanism for Diversity Initiatives is established, when the HR team deploys a candidate experience survey post-interview, then at least 80% of candidates should respond within two weeks, reflecting on the diversity aspects of their experience.

Diversity Metrics Communication to Stakeholders

Given that diversity metrics reports have been generated, when the quarterly department meeting is held, then the HR team should present the findings to stakeholders, ensuring that at least 90% of attendees understand the importance of diversity initiatives based on the metrics shared.

Customizable Diversity Goals Interface

"As a recruitment lead, I want to set and track our diversity hiring goals within the platform so that I can keep our hiring practices aligned with our organizational diversity priorities."

Description

The Customizable Diversity Goals Interface requirement entails developing an easy-to-use interface that allows organizations to set, track, and adjust their diversity hiring goals within the InstaHire system. Users will be able to define specific diversity objectives based on their organizational values and needs, set timelines, and receive reminders or alerts as they approach these targets. The interface should facilitate real-time tracking of progress towards these goals, enabling organizations to remain accountable and motivated in their diversity efforts. This capability will support organizations in making strategic hiring decisions while prioritizing diversity and inclusivity.

Acceptance Criteria

User Setting Diversity Goals

Given a user logged into the InstaHire platform, when they navigate to the Customizable Diversity Goals Interface, they can add multiple specific diversity objectives, set associated timelines, and submit these goals without any errors.

Real-time Progress Tracking

Given a user has set diversity goals, when they view the Customizable Diversity Goals Interface, the interface displays real-time progress bars and percentage completion towards each goal based on the current hiring metrics.

Alerts for Upcoming Goals Deadline

Given a user with set diversity goals, when the timeline for any goal reaches 75% of the defined period, the user receives an automated alert notification prompting them to review progress and make necessary adjustments.

Editing Existing Diversity Goals

Given a user has previously set diversity goals, when they access the Customizable Diversity Goals Interface, they can edit any existing goals and the changes persist without errors after saving.

Deleting Unwanted Diversity Goals

Given a user has set diversity goals, when they choose to delete any goal, the system removes the goal from the user's dashboard and confirms the deletion without errors or affecting other goals.

User Permission Settings for Goal Management

Given an organization has multiple users on the InstaHire platform, when an admin user sets permissions, only users with the correct access levels can add, modify, or delete diversity goals within the Customizable Diversity Goals Interface.

Goal Setting Wizard

An interactive tool that assists organizations in setting specific, measurable diversity hiring goals. Users can customize goals based on their unique diversity initiatives and track progress over time. This feature encourages accountability and fosters a commitment to achieving diversity objectives.

Requirements

Diversity Goal Customization

"As an HR manager, I want to customize diversity hiring goals so that I can align our recruitment initiatives with our organization's values and track our progress toward achieving these objectives effectively."

Description

This requirement focuses on allowing users to create customized diversity hiring goals that align with their organization's specific diversity initiatives. Users will have the ability to specify parameters such as target percentages for various demographics, timeframes for achieving these goals, and metrics for success. The customization feature will enable organizations to adapt their diversity objectives to fit unique needs, fostering a more inclusive hiring strategy and promoting accountability within the recruitment process.

Acceptance Criteria

Diversity Goal Customization Access and Initialization

Given the user is logged into the InstaHire platform, when they navigate to the Goal Setting Wizard, then they should see an option to create a new diversity goal.

Setting Target Percentages for Diversity Goals

Given the user has accessed the diversity goal customization section, when they input target percentages for different demographics and save, then the system should successfully store these values and reflect them in the user's profile.

Establishing Timeframes for Goals

Given the user is in the diversity goal customization interface, when they input a timeframe for achieving their diversity goals, then the system must validate the timeframe format and store the timeframe if valid.

Defining Metrics for Success

Given the user is creating a diversity goal, when they select specific metrics to measure success, then the system should allow them to choose from a predefined list and confirm the selection process works correctly.

Tracking Progress Over Time

Given a user has set diversity goals, when they return to the Goal Setting Wizard after a specified period, then they should be able to view a progress report that reflects the percentage of goals met.

Editing Existing Diversity Goals

Given the user has previously established diversity goals, when they choose to edit these goals, then the system should allow them to update target percentages, timeframes, and metrics with the changes saved successfully.

User Notifications for Diversity Goals

Given the user has a diversity goal set, when they log into the InstaHire platform, then they should receive notifications about their progress and reminders regarding upcoming deadlines related to their goals.

Progress Tracking Dashboard

"As a team lead, I want to see a dashboard tracking our diversity hiring progress so that I can easily assess our achievements and determine where we need to improve our hiring practices."

Description

This requirement entails the development of a real-time tracking dashboard that visually represents the progress of diversity hiring goals set by the users. The dashboard will display key metrics such as the percentage of diversity hires against targets, trends over time, and insights based on demographic data. This feature is essential for organizations to monitor their commitment to diversity and makes it easier to identify areas that require more focus or adjustment, thus enabling informed decision-making and strategic adjustments.

Acceptance Criteria

User views the Progress Tracking Dashboard after setting diversity hiring goals for the first time.

Given that the user has created diversity hiring goals, when they access the Progress Tracking Dashboard, then the dashboard should clearly display the percentage of diversity hires against the specified targets, accompanied by a visual representation such as a progress bar.

User updates diversity hiring goals and checks the dashboard for changes.

Given that the user has updated the diversity hiring goals, when they refresh the Progress Tracking Dashboard, then the displayed metrics should accurately reflect the new goals and any changes in the percentage of diversity hires against the updated targets.

User wants to analyze trends over time on the Progress Tracking Dashboard.

Given that the user has selected a time range for analysis, when they view the Progress Tracking Dashboard, then it should provide a graph or chart illustrating trends in diversity hires over the selected time frame, showing increases or decreases.

User is interested in demographic insights related to diversity hires.

Given that the user is on the Progress Tracking Dashboard, when they click on the insights section, then they should see detailed demographic data visualizations that categorize hires by gender, ethnicity, and other relevant metrics.

User needs to access the dashboard on a mobile device while away from their desk.

Given that the user is using a mobile device, when they access the Progress Tracking Dashboard, then the dashboard should be fully responsive, displaying the same metrics and insights in a mobile-optimized format without loss of functionality.

User shares the Progress Tracking Dashboard metrics with team members in a meeting.

Given that the user generates a report from the Progress Tracking Dashboard, when they share this report with their team, then the report should accurately reflect the latest metrics, including diversity hire percentages, trends, and demographic insights, formatted for clarity and presentation.

Goal Reminder Notifications

"As a recruitment officer, I want to receive reminders about our diversity hiring goals so that I can stay on track and ensure we are making consistent progress towards our objectives."

Description

This requirement involves implementing a notification system that reminds users of their diversity hiring goals and deadlines. Notifications will be sent through email or in-app messaging at key intervals to ensure that organizations remain accountable and proactive in their hiring strategies. This feature will help maintain focus on diversity objectives and encourage timely actions to meet set goals, contributing to a culture of accountability and dedication to diversity.

Acceptance Criteria

User receives email notifications for upcoming diversity hiring goals deadlines two weeks in advance, ensuring they are aware of the timelines for their set objectives.

Given a user has established diversity hiring goals with deadlines, when the deadline approaches, then the user should receive an email notification two weeks prior to the deadline.

Users can customize notification preferences for receiving reminders about their diversity hiring goals, allowing them to choose between email and in-app messages.

Given a user accesses the notification settings, when they select their preferences for receiving goal reminders, then the system should save and reflect those changes correctly for both email and in-app notifications.

Users should receive a summary of their goals and progress through notifications at specified intervals, which keeps them informed about their diversity objectives.

Given a user has active diversity hiring goals, when the system sends notifications, then it should include a summary of the user’s goals, their current status, and the deadlines.

In-app notifications should alert users when they have not met their diversity hiring goals within a set period.

Given a user has a diversity hiring goal, when the deadline passes without achievement, then the user should receive an in-app notification indicating that the goal was not met and encourage setting a new goal.

Users can view a history log of all reminder notifications sent regarding their diversity hiring goals, facilitating personal accountability and monitoring.

Given a user wants to check their notification history, when they access the reminders section, then they should see a comprehensive log of all reminders that have been sent related to their diversity hiring goals.

Notifications should be sent during business hours to ensure that users are most likely to see them in a timely manner and can act if necessary.

Given a user has set goals, when notifications are processed for sending, then they should only be sent during the designated business hours of the organization based on user settings.

Benchmarking Against Industry Standards

"As a business owner, I want to benchmark our diversity hiring efforts against industry standards so that I can gauge our performance and identify opportunities for improvement in our recruitment approach."

Description

This requirement aims to provide users with the ability to benchmark their diversity hiring goals and progress against industry standards or similar organizations. Users will have access to aggregated data that allows for comparative analysis, helping organizations to understand where they stand in their diversity hiring efforts. This feature is crucial for organizations to gauge their performance, identify best practices, and encourage a competitive mindset towards achieving diversity goals.

Acceptance Criteria

Scenario 1: User accesses the Goal Setting Wizard to input their diversity hiring goals and initiate benchmarking against industry standards.

Given the user is logged in and on the Goal Setting Wizard, when they input their specific diversity hiring goals, then the system should allow saving and display a confirmation message of successful goal setup.

Scenario 2: The user wants to compare their current diversity hiring goals with aggregated industry data.

Given the user has set their diversity goals, when they request a comparison report, then the system should generate a report showing their goals against aggregated data of similar organizations, providing relevant insights and metrics.

Scenario 3: A user checks the progress of their diversity hiring goals after inputting them into the system.

Given the user has previously entered diversity goals, when they navigate to the progress tracking section, then they should see a visual representation of their progress towards their goals along with insights on areas of improvement.

Scenario 4: User receives notifications on any significant changes in industry standards related to diversity hiring.

Given the user has opted in for notifications, when there are any significant changes in industry benchmarks, then the user should receive an alert via email and within the application detailing the changes.

Scenario 5: User wants to view best practices from organizations with successful diversity hiring initiatives.

Given the user is exploring diversity hiring strategies, when they access the best practices section, then the system should provide a curated list of strategies implemented by organizations that excel in diversity hiring.

Collaborative Goal Setting

"As a department manager, I want to collaborate with my team on setting diversity hiring goals so that we can collectively agree on our objectives and ensure everyone is invested in achieving them."

Description

This requirement encompasses enabling teams to collaboratively set and modify diversity hiring goals within the platform. Users will be able to invite other stakeholders to participate in the goal-setting process, allowing for shared ownership and collective input. This feature is vital for organizations looking to foster teamwork and engagement across different levels of the organization while reinforcing the importance of diversity in hiring.

Acceptance Criteria

User invites team members to collaborate on setting diversity hiring goals in the Goal Setting Wizard.

Given a user is on the collaborative goal-setting page, when they enter email addresses and send invitations, then the invited team members should receive an email notification to join the goal-setting process.

Team members provide feedback on proposed diversity hiring goals during a collaborative session.

Given invited stakeholders are on the collaborative goal-setting page, when they provide input or suggest modifications to the goals, then their contributions should be saved and displayed in the goal summary.

Users track progress towards diversity hiring goals over a specified time frame.

Given a user has set a diversity hiring goal, when they return to the goal tracking dashboard, then they should see a visual representation of the current progress against the set goal.

Users modify previously set diversity hiring goals during a collaborative session.

Given a user is editing a diversity hiring goal, when they make changes and save, then the updated goal should reflect the changes across all stakeholders' views immediately.

Users receive notifications about upcoming deadlines for hitting diversity hiring goals.

Given a user has set a diversity hiring goal, when the deadline approaches, then they should receive a reminder notification about the status of their goal.

Users generate reports based on the diversity hiring goals set collaboratively.

Given a user wants to analyze their diversity hiring goals, when they select the report generation option, then they should receive a detailed report summarizing goal progress and stakeholder contributions.

Users assign roles and responsibilities among stakeholders in the goal-setting process.

Given a user is setting up a collaborative goal-setting session, when they assign roles to team members, then those roles should be visibly indicated next to each stakeholder's name in the session.

Reporting and Analytics Feature

"As an HR analyst, I want to generate detailed reports on our diversity hiring metrics so that I can present our progress to stakeholders and provide insights for future hiring strategies."

Description

This requirement involves developing a robust reporting and analytics feature that allows users to generate detailed reports on diversity hiring metrics, progress, and outcomes. Users will have the option to export reports for presentation or internal review, including visual representations of the data collected. This feature will support organizations in making data-driven decisions while also demonstrating progress to stakeholders and ensuring transparency in the hiring process.

Acceptance Criteria

Generating a Comprehensive Diversity Hiring Report

Given the user is authenticated and on the reporting dashboard, when they select the 'Diversity Hiring Report' option and input the desired date range, then a detailed report encompassing diversity hiring metrics is generated and displayed.

Exporting Reports for Internal Review

Given the user has generated a diversity hiring report, when they click on the 'Export to PDF' button, then the report is downloaded successfully in PDF format.

Visual Representation of Hiring Metrics

Given the user is viewing the diversity hiring report, when they select the 'View Charts' option, then various visual representations including charts and graphs of the hiring metrics are displayed accurately.

Tracking Progress Over Time

Given the user is on the reporting dashboard, when they select the 'Progress Over Time' tab and set specific diversity goals, then a progress tracker showing metrics over a selected period is accurately displayed.

Filtering Diversity Metrics by Department

Given the user is generating a diversity hiring report, when they filter metrics by department, then the report displays accurate diversity metrics for that specific department only.

User Permissions and Access Control for Reports

Given that different users have varying levels of permissions, when a user attempts to access a report outside their permission scope, then they should receive an appropriate error message indicating restricted access.

Feedback Mechanism for Report Utility

Given users have access to reports, when they evaluate the usefulness of the report, then they can provide feedback through a feedback form, which is saved and accounted for in the reporting system.

Inclusive Job Description Assessment

A feature that evaluates the language and structure of job descriptions for inclusivity. By analyzing postings for bias or exclusionary phrases, this tool provides suggestions for improvement, ensuring that job listings attract diverse candidates and resonate with a broader audience.

Requirements

Inclusivity Checker Algorithm

"As an HR manager, I want to analyze job descriptions for inclusive language so that I can attract a diverse range of candidates and improve our company’s diversity metrics."

Description

Develop an algorithm within the Inclusive Job Description Assessment feature that analyzes job postings for potentially biased language and exclusionary phrases. This algorithm should leverage Natural Language Processing (NLP) techniques to detect terms that may deter diverse candidates from applying. The output should include a report of flagged phrases and suggested alternatives to promote inclusivity. This functionality will empower HR professionals to create more equitable job descriptions, ultimately resulting in a wider and more diverse applicant pool.

Acceptance Criteria

Evaluating Job Descriptions for Bias and Inclusivity

Given a job description submitted by an HR professional, when the algorithm is run, then it should flag any biased or exclusionary phrases and provide at least two suggested alternatives for each flagged phrase.

Reporting of Flagged Phrases

Given a job description analyzed by the algorithm, when the evaluation is complete, then a report should be generated that includes a list of all flagged phrases along with their suggested alternatives, formatted in a clear and user-friendly manner.

User Interaction with Suggestions

Given a flagged job description, when an HR professional views the suggestions provided by the algorithm, then they should be able to easily understand and implement the suggested alternatives in their job description.

Performance of the Algorithm on Various Job Descriptions

Given a diverse set of job descriptions varying in complexity and length, when the algorithm evaluates them, then it should accurately flag at least 95% of exclusionary phrases found within these descriptions.

Integration with Recruitment Software Platform

Given that the Inclusivity Checker Algorithm is developed, when integrated into the InstaHire platform, then users should be able to access and use the algorithm seamlessly within their existing workflow without technical issues.

Feedback Loop for Continuous Improvement

Given that HR professionals are using the algorithm, when they provide feedback on flagged phrases or suggestions, then this feedback should be collected and reviewed for potential improvements to the algorithm within the next update cycle.

Security and Data Privacy Compliance

Given the sensitive nature of job descriptions, when the algorithm processes this data, then it must ensure all user data is handled in compliance with relevant data protection regulations and industry best practices.

User-Friendly Feedback Interface

"As a recruiter, I want to receive immediate suggestions while writing job descriptions to easily incorporate inclusive language and improve candidate attraction."

Description

Create a user-friendly interface that provides real-time feedback to HR professionals as they draft job descriptions. The interface should visually highlight areas of concern, provide actionable suggestions, and allow users to click on suggestions to replace terms automatically. This functionality enhances the usability of the Inclusive Job Description Assessment feature by ensuring users can seamlessly implement feedback without disruptive alterations to their workflow.

Acceptance Criteria

HR professionals drafting a job description within the InstaHire platform need immediate assistance identifying biased language to enhance inclusivity before posting online.

Given an HR professional is drafting a job description, when the user types a potentially biased phrase, then the interface visually highlights the term in red and provides an actionable suggestion for replacement in the suggestion box.

A hiring manager is collaborating with team members on a job description and requires clear guidance on making it more inclusive while discussing changes in real-time.

Given multiple users are editing a job description simultaneously, when one user receives a suggestion for inclusivity, then all users see the highlighted terms and real-time updates to the suggestions made.

HR professionals want to ensure that their job descriptions are polished and free of potentially exclusionary language before submitting them for approval.

Given an HR professional finalizes a job description, when the user clicks on the ‘Assess Job Description’ button, then the system evaluates the entire document and presents a summary of inclusivity scores along with specific highlighted phrases needing adjustment.

An HR professional wants to quickly replace biased phrases in a job description during the drafting process to streamline their workflow.

Given the HR professional is reviewing suggestions in the feedback interface, when the user clicks on a suggestion, then the system automatically replaces the biased term with the suggested term within the text box without disturbing the user's cursor position.

Hiring teams are reviewing feedback given by the inclusive assessment tool to understand necessary adjustments to their job descriptions effectively.

Given feedback has been provided by the system, when the hiring team views the feedback panel, then they should be able to filter suggestions based on severity levels (e.g., critical, moderate, minor) to focus on the most pressing issues first.

HR professionals aim to gain insights into the effectiveness of the inclusive job description assessment feature after its implementation.

Given the HR team has used the tool for a set of job postings, when they analyze the diversity of candidates responded to these postings over the next recruitment cycle, then they should notice an increase of at least 20% in the diversity of applicants compared to previous cycles without the tool.

Comprehensive Reporting Dashboard

"As an HR director, I want to see detailed reports on the inclusivity of our job postings so that I can assess our progress and identify areas needing improvement."

Description

Build a comprehensive reporting dashboard that aggregates data from job descriptions evaluated by the Inclusive Job Description Assessment tool. This dashboard should provide insights such as the percentage of job descriptions that met inclusivity standards, common biased terms identified, and trends over time. By visualizing this data, HR teams can measure the effectiveness of their inclusivity efforts and make informed strategic adjustments.

Acceptance Criteria

Dashboard displays overall inclusivity score based on evaluated job descriptions.

Given the Inclusive Job Description Assessment has evaluated at least 10 job descriptions, when the HR team accesses the dashboard, then the overall inclusivity score must be displayed as a percentage showing the proportion of job descriptions meeting inclusivity standards.

Dashboard shows a breakdown of biased terms across evaluated job descriptions.

Given the Inclusive Job Description Assessment has processed job descriptions, when the HR team views the dashboard, then it must display a list of common biased terms identified, including the frequency of each term across all evaluated descriptions.

Dashboard provides trends in job description inclusivity over time.

Given that the dashboard aggregates data from job descriptions evaluated over the past 12 months, when the HR team views the trends section, then it must display a monthly trend graph indicating the percentage of inclusive job descriptions over that period.

Dashboard allows filtering by department for job description evaluations.

Given job descriptions have been evaluated from different departments, when the HR team uses the filter functionality on the dashboard, then it must show job descriptions and inclusivity scores specific to the selected department.

Dashboard enables download of inclusivity assessment reports.

Given that job descriptions have been evaluated, when the HR team clicks on the download button, then it must generate and provide a downloadable report summarizing the inclusivity assessments conducted over the selected time period.

Dashboard updates in real-time as new job descriptions are evaluated.

Given that new job descriptions are being submitted for assessment, when an HR team member accesses the dashboard, then the dashboard must reflect updates instantly within 5 seconds of job descriptions being evaluated.

Integration with ATS Systems

"As a hiring manager, I want to use the inclusivity assessment tool within our ATS so that I can efficiently create inclusive job postings without disrupting my current workflow."

Description

Ensure the Inclusive Job Description Assessment feature can seamlessly integrate with Applicant Tracking Systems (ATS) used by SMEs. This integration will allow users to assess job descriptions directly within their ATS platforms, facilitating accessibility and enhancing workflow efficiency. It will ensure that HR teams can leverage inclusivity tools without needing to switch between multiple systems, thus streamlining the hiring process.

Acceptance Criteria

User accesses the Inclusive Job Description Assessment feature within their ATS to evaluate a job posting before publishing.

Given a user is logged into the ATS, when they navigate to the job description section, then they can see an option to assess the job description for inclusivity.

The system analyzes a provided job description and identifies potentially biased or exclusionary language.

Given the user submits a job description for assessment, when the analysis is complete, then the system returns a report highlighting any biased language along with suggested alternatives.

The user receives actionable feedback on how to improve their job description based on inclusivity best practices.

Given the user views the assessment results, when they read the feedback, then they should be able to implement suggested changes directly within the ATS interface.

The integration of the Inclusive Job Description Assessment feature does not reduce the performance speed of the ATS.

Given the user accesses the ATS after integration, when they utilize the Inclusive Job Description Assessment, then the system should maintain or improve its response times compared to previous interactions.

Users can save and retrieve previous inclusivity assessments conducted within the ATS.

Given a user has assessed multiple job descriptions, when they look for previous assessment reports, then they should be able to retrieve and view all saved assessments from within the ATS.

The Inclusive Job Description Assessment feature supports multiple languages for job description analysis.

Given the user submits a job description in a supported language, when the system processes the job description, then it should return an accurate assessment of inclusivity relevant to that language.

Customizability Options

"As a diversity officer, I want to customize the criteria used by the assessment tool so that it aligns with our organization’s unique values and diversity initiatives."

Description

Develop customizable settings within the Inclusive Job Description Assessment feature that allow organizations to tailor the inclusivity criteria to align with their specific diversity goals. Users should be able to modify the list of exclusionary terms based on their industry or company culture, enabling a more personalized approach to inclusivity in hiring practices.

Acceptance Criteria

Customizable Terms for Industry-Specific Language Assessment

Given a user accesses the Inclusive Job Description Assessment feature, when they navigate to the settings, then they should see an option to customize exclusionary terms based on their industry or company culture.

Saving Customized Exclusionary Terms

Given a user has modified the list of exclusionary terms in the settings, when they click the save button, then their customized terms should be stored and reflected in the job description assessment results.

Validation of Custom Terms Impact on Assessment Results

Given a user has customized exclusionary terms, when they submit a job description for assessment, then the assessment results should accurately reflect feedback based on the user's customized terms.

Restoring Default Exclusionary Terms

Given a user has customized exclusionary terms, when they choose to revert to default settings, then the system should restore the original exclusionary terms without affecting other custom settings.

User Access Control for Customization Features

Given a user with standard permissions accesses the Inclusive Job Description Assessment feature, when they attempt to modify exclusionary terms, then they should receive a message indicating they do not have the necessary permissions.

Testing System Response to Invalid Terms

Given a user enters invalid or unsupported terms for customization, when they submit the changes, then the system should display an error message indicating the invalidity of the entered terms and not save those changes.

Trend Visualization Graphs

Dynamic graphs that illustrate trends in diversity hiring over time, comparing data across departments or roles. Users can visualize progress toward their diversity goals and make informed decisions based on historical data, driving strategic improvements in recruitment practices.

Requirements

Diversity Trend Graphs

"As an HR manager, I want to visualize diversity hiring trends over time so that I can make informed decisions based on historical data and assess progress towards our diversity goals."

Description

The Diversity Trend Graphs feature provides dynamic visual representations of hiring trends related to diversity over specific time periods. It enables users to compare data across various departments or roles, displaying progress towards defined diversity goals. This functionality facilitates strategic decision-making by allowing HR professionals to analyze past recruitment efforts and identify areas where improvements are needed. Integration with existing data sources ensures that the graphs are updated in real-time, offering insights that are both current and historical, thereby empowering organizations to refine their recruitment practices effectively.

Acceptance Criteria

User views diversity hiring trends over the last year.

Given that the user has access to the Diversity Trend Graphs feature, when they select the time period as 'Last Year', then the graph should display data representing diversity hiring trends for each month over the past year, including comparative data by department.

User analyzes diversity trends across departments.

Given that the user accesses the Diversity Trend Graphs feature, when they choose to compare data across departments, then the graph should dynamically adjust to show the diversity hiring trends for each selected department side by side.

User sets a diversity goal and checks progress toward it.

Given that the user has defined a diversity hiring goal, when they view the Diversity Trend Graphs, then the graph should include a visual indicator (e.g., a line or marker) that illustrates the current progress toward the defined goal against past hiring trends.

User views historical data to inform future hiring decisions.

Given that the user is using the Diversity Trend Graphs feature, when they select the 'Historical Data' option, then the graph should provide a visual representation of hiring trends for the last three years with the ability to filter by role or department.

User exports diversity trends data for reporting purposes.

Given that the user wants to extract data from the Diversity Trend Graphs, when they click on the 'Export' button, then the system should generate a downloadable report in CSV format containing the visualizations and raw data for the selected trends.

User receives alerts for stagnation in diversity hiring metrics.

Given that the user sets notification preferences for the Diversity Trend Graphs, when the diversity hiring metrics show no improvement over a defined time period (e.g., three months), then the system should send an alert to the user detailing the stagnation and suggesting review actions.

Customizable Date Ranges

"As a recruitment analyst, I want to customize the date ranges of the diversity graphs so that I can focus on the specific time periods relevant to our hiring initiatives."

Description

This requirement entails implementing the ability for users to select customizable date ranges when generating diversity visualizations. Users will be able to define the start and end dates for the trends they wish to analyze, allowing for tailored insights into specific time frames. The flexibility in date range selection will enhance the usability of the feature, enabling users to focus on particular periods such as quarterly or yearly assessments. This functionality is crucial in delivering precise data that corresponds to the organization's scheduling and reporting needs.

Acceptance Criteria

User initiates the process to generate diversity visualization graphs for a specific department to evaluate the effectiveness of diversity hiring initiatives over the last quarter.

Given the user navigates to the Trend Visualization Graphs feature, when they select the custom date range option, and input the start date as January 1, 2024, and the end date as March 31, 2024, then the application should generate a graph reflecting diversity hiring trends for that specific period.

A user wishes to analyze diversity hiring trends yearly to assess progress against annual diversity goals set by the organization.

Given the user is on the Trend Visualization Graphs section, when they choose the custom date range option and enter the start date as January 1, 2023, and the end date as December 31, 2023, then the generated graph must display annual diversity hiring data accurately reflecting that timeframe.

An HR manager needs to compare diversity hiring trends between two different departments over a specific time frame.

Given the user is within the Trend Visualization Graphs tool, when they select two departments and specify a custom date range from June 1, 2023, to August 31, 2023, then the system must display a side-by-side comparison graph of diversity hiring trends for both departments for the specified range.

A user needs to reset the custom date range to view the default trends without any date filtering.

Given the user has selected a custom date range for the diversity visualization graphs, when they click the 'Reset' button, then the application should return to the default view with all available data displayed without date filters.

A team lead intends to generate diversity visualization graphs for the current month to examine recent hiring patterns.

Given the user is accessing the Trend Visualization Graphs, when they select the custom date range option and input the start date as January 1, 2025, and the end date as today's date (January 19, 2025), then the generated graph should accurately reflect only the diversity hiring trends for the specified month.

A user attempts to select an invalid date range such as a start date that is after the end date.

Given the user is in the custom date range selection interface, when they input a start date of February 1, 2025, and an end date of January 31, 2025, then the system must display an error message indicating that the end date must be after the start date, and prevent the generation of the graph.

Departmental Comparison Tool

"As a diversity officer, I want to compare diversity hiring trends across departments so that I can identify which areas need more focused recruitment efforts and resources."

Description

This requirement outlines the need for a tool that allows users to compare diversity hiring trends across different departments or roles within the organization. The comparison tool should be intuitive, enabling users to select multiple departments for side-by-side analysis. This feature will help uncover disparities in hiring practices and support strategic planning in diversity recruitment initiatives. Insights derived from this comparison will enable organizations to allocate resources, tailor recruitment strategies, and foster an inclusive workplace effectively.

Acceptance Criteria

User selects multiple departments to compare diversity hiring trends over the past year.

Given the user is on the Departmental Comparison Tool page, when they select multiple departments and set the time frame to the past year, then the system should display a side-by-side comparison graph of diversity hiring trends for the selected departments.

User views the comparison graph and identifies disparities in hiring trends across departments.

Given the user has viewed the departmental comparison graph, when they hover over a specific data point, then a tooltip should display detailed information about the hiring numbers and diversity statistics for that department at that time.

User exports the comparison data for further analysis.

Given the user is satisfied with the comparison results, when they click the export button, then the system should generate a downloadable report in CSV format containing all relevant data used in the comparison graph.

User customizes the time range for department comparison.

Given the user is on the Departmental Comparison Tool page, when they adjust the date range slider to a specific custom range, then the graph should update to reflect the diversity hiring trends only for that specified date range.

User encounters an error when selecting departments for comparison.

Given the user attempts to compare more than the maximum allowed departments, when they submit the selection, then an error message should display stating 'You can only compare up to 5 departments at once.'

User saves the comparison settings for future use.

Given the user has selected multiple departments and set a specific time range, when they click the save button, then the comparison settings should be stored and retrievable under their profile for future sessions.

Automated Report Generation

"As an HR director, I want automated reports based on diversity hiring data so that I can easily update our stakeholders with the latest insights without manually compiling the information."

Description

The Automated Report Generation feature will allow for the automatic creation of detailed reports based on diversity hiring data visualized in the graphs. Users can set parameters for the reports, such as specific data points, time frames, and desired metrics to include. This saves HR teams time in compiling data and ensures that stakeholders receive updated insights regularly. Through automation, the reporting process becomes streamlined, enhancing efficiency and data accuracy in communicating diversity efforts to leadership.

Acceptance Criteria

User initiates the report generation process from the Trend Visualization Graphs feature, selecting specific data points and time frames for diversity metrics.

Given the user selects specific diversity hiring metrics and a desired time frame, when the user clicks 'Generate Report', then a detailed report should be automatically created and made available for download in a PDF format.

The generated reports are reviewed by HR stakeholders to assess the effectiveness of diversity hiring efforts over a specified period.

Given that a report has been generated, when the HR stakeholder opens the report, then the report must accurately reflect the selected parameters and display all requested metrics without errors or omissions.

Users wish to schedule the automated generation of reports to be sent periodically to leadership.

Given that the user sets a schedule for report generation (e.g., weekly, monthly), when the specified schedule is reached, then the system must automatically generate the report and send it via email to the designated list of recipients.

HR teams need to create ad-hoc reports based on real-time data from the Trend Visualization Graphs.

Given that a user selects real-time data parameters on the report generation interface, when they submit the request, then the system should generate a report that reflects the most current data in a time-efficient manner.

Multiple users collaboratively define report parameters to ensure all necessary data points are included before generating a report.

Given that multiple users provide input on the report parameters through a collaborative interface, when they finalize the parameters, then the generated report must include all specified metrics and data points as agreed upon by all users.

Users want to review historical reports to track changes in diversity metrics over time.

Given that the user navigates to the report history section, when they select a specific past report, then the system must retrieve and display the report accurately without data loss or corruption.

User Feedback Feature

"As a product user, I want to provide feedback on the diversity graphs feature so that I can contribute to its continuous improvement and ensure it meets my needs effectively."

Description

The User Feedback Feature aims to collect user insights and suggestions regarding the Diversity Trend Visualization Graphs. Users will have the option to provide feedback directly within the application, helping the development team understand usability issues and enhancement requests. This continuous feedback loop is essential for iterative improvement and ensuring that the feature meets user needs effectively. Feedback data will be analyzed to inform future updates and optimizations, creating a user-centric development approach.

Acceptance Criteria

User submits feedback on diversity trend graphs after analyzing data for the quarter.

Given a user accessing the Diversity Trend Visualization Graphs, when they submit feedback through the in-app feedback option, then the feedback should be successfully captured and stored in the database for analysis.

User retrieves previous feedback submissions to view historical insights.

Given a user who has submitted feedback previously, when they navigate to the feedback history section, then they should be able to view all past feedback submissions along with timestamps and any response from the development team.

User receives a confirmation notification after providing feedback.

Given a user who has just submitted feedback, when the submission is successful, then the user should receive a confirmation notification indicating that their feedback has been recorded.

Admin analyzes feedback data for insights on usability issues.

Given an admin reviewing user feedback data for the Diversity Trend Visualization Graphs, when they generate a report from the feedback database, then the report should summarize key usability issues identified and the number of times each issue has been reported.

User is prompted to provide feedback after interacting with the graphs.

Given a user has interacted with the Diversity Trend Visualization Graphs for more than 5 minutes, when they finish their session, then they should be prompted to provide feedback on their experience.

User feedback is categorized for prioritizing development efforts.

Given a series of user feedback submissions, when the feedback is reviewed, then each feedback entry should be categorized into predefined categories such as 'Usability', 'Features', and 'Bugs' for prioritization in development.

User provides feedback that includes suggestions for new features.

Given a user accessing the feedback submission form, when they enter a suggestion for a new feature related to the Diversity Trend Visualization Graphs, then their suggestion should be recorded with appropriate metadata including user ID and timestamp.

Integration with Existing HR Systems

"As an IT specialist, I want the diversity graphs to integrate with our existing HR systems so that we can streamline data management and improve accuracy in our diversity reporting."

Description

This requirement involves the seamless integration of the Diversity Trend Visualization Graphs feature with existing HR systems such as applicant tracking systems (ATS) and human resource management systems (HRMS). The integration will ensure that all diversity-related data is pulled and visualized automatically without manual entry, improving data consistency and accuracy. This capability is vital for providing a comprehensive picture of hiring diversity initiatives and allows for better alignment of recruitment strategies across platforms.

Acceptance Criteria

HR professional wants to visualize diversity hiring trends over the past year to evaluate the effectiveness of their recruitment strategies across departments.

Given the user is logged into InstaHire, when they navigate to the Trend Visualization Graphs feature, then they should see a dynamic graph displaying diversity hiring trends for the select time period, with options to filter by department and role.

A hiring manager wants to compare the diversity metrics between two departments to address potential disparities in hiring practices.

Given the user selects two departments from the Trend Visualization Graphs feature, when they generate the comparison graph, then the graph should clearly display side-by-side comparison of diversity metrics for both departments, including relevant statistics.

An HR director is preparing a report for upper management that highlights diversity hiring progress and needs consistent data from the existing HRMS.

Given the integration is successfully completed, when the HR director accesses the Trend Visualization Graphs, then all data should automatically sync from the HRMS without any manual entry, ensuring accuracy and up-to-date information.

A user wants to set specific diversity hiring goals and track progress towards these goals using historical data.

Given the user sets a diversity hiring goal within the Trend Visualization Graphs, when the data is visualized, then the graph should show actual diversity metrics overlaid against the set goals, indicating progress towards meeting those goals.

An HR analyst needs to identify trends in diversity hiring over multiple years to guide future hiring strategies.

Given the user accesses the Trend Visualization Graphs feature, when they select a multi-year view, then the graph should illustrate year-over-year diversity metrics, allowing for analysis of long-term trends.

Candidate Feedback Integration

This feature allows organizations to collect and analyze feedback from candidates regarding their experience in the hiring process. By assessing sentiments on diversity and inclusion, users gain valuable insights to fine-tune their approach and enhance the candidate experience, fostering a more inclusive culture.

Requirements

Feedback Collection Interface

"As a hiring manager, I want candidates to easily provide feedback about their experience so that I can identify areas for improvement in our hiring process."

Description

This requirement focuses on creating a user-friendly interface for candidates to submit their feedback regarding the hiring process. The interface will guide candidates through a series of questions that assess various aspects of their experience, such as communication clarity, interview environment, and overall satisfaction. By implementing an intuitive design and responsive elements, this feature will enhance candidate participation and ensure that valuable insights are captured effectively. The data gathered will contribute to ongoing improvements within the recruitment process and help organizations refine their hiring strategies.

Acceptance Criteria

Candidate submits feedback after an interview process.

Given a candidate has completed an interview, When they access the feedback collection interface, Then they should be presented with a series of questions about their experience, and able to submit their feedback successfully.

Candidates rate communication clarity during the hiring process.

Given a candidate is providing feedback, When they reach the question regarding communication clarity, Then they should be able to select a rating from 1 to 5, with 1 being 'very unclear' and 5 being 'very clear.'

Candidates comment on their interview environment.

Given a candidate is providing feedback, When they reach the question about the interview environment, Then they should have the option to provide a written comment and submit it without any technical errors.

Feedback is submitted successfully and logged.

Given a candidate has completed the feedback form, When they click the 'Submit' button, Then the feedback should be saved in the database, and a confirmation message should be displayed on the screen.

User interface is intuitive for candidates.

Given a candidate is interacting with the feedback collection interface, When they navigate through the questions, Then they should find the interface easy to use, with clear instructions and no confusing elements.

Organizations can view aggregated feedback data.

Given that candidates have submitted their feedback, When an HR representative accesses the feedback analysis dashboard, Then they should see visualizations of candidate sentiments regarding communication, interview environment, and overall satisfaction.

Feedback collection is mobile responsive.

Given a candidate accesses the feedback interface through a mobile device, When they interact with the interface, Then all elements should be fully responsive and usable on that device.

Sentiment Analysis Dashboard

"As an HR professional, I want to view sentiment analysis of candidate feedback so that I can understand their experiences and make informed improvements to our hiring processes."

Description

This requirement entails the development of a dashboard that uses AI-driven sentiment analysis to interpret the feedback collected from candidates. The dashboard will visualize data insights, helping HR professionals to quickly identify trends in candidate sentiments related to diversity, inclusivity, and overall experience. By employing advanced analytics, users will be able to derive actionable insights from qualitative feedback, empowering them to make informed decisions to enhance their recruitment practices and culture.

Acceptance Criteria

Display the sentiment analysis results clearly on the dashboard.

Given the sentiment data collected from candidates, when the HR professional accesses the Sentiment Analysis Dashboard, then the dashboard should display a clear visual representation of candidate sentiments on diversity, inclusivity, and overall experience in a user-friendly format.

Provide filtering options for different sentiment parameters.

Given the dashboard is loaded, when an HR professional selects filtering options for specific sentiment parameters (e.g., diversity, communication), then only the relevant data should be displayed based on the selected filters.

Enable downloading of sentiment data insights.

Given the sentiment analysis results on the dashboard, when an HR professional clicks on the download button, then the insights should be downloadable in a CSV format for further analysis.

Allow comparison of sentiment trends over time.

Given the historical sentiment data, when an HR professional accesses the dashboard and selects a date range, then the dashboard should display a comparative analysis of sentiment trends over that selected period.

Integrate feedback sentiment with action items.

Given the collected feedback, when an HR professional reviews the sentiment results, then they should see recommended action items based on positive or negative sentiment trends to improve the recruitment process.

Visualize sentiment data using various chart types.

Given the sentiment analysis data, when the HR professional views the dashboard, then they should be able to select different chart types (bar, line, pie) to visualize the sentiment results as desired.

Ensure secure access to the sentiment analysis dashboard.

Given the need for data security, when an HR professional attempts to access the Sentiment Analysis Dashboard, then they should be prompted to log in with secure authentication to ensure data privacy.

Feedback Reporting Mechanism

"As an HR manager, I want to generate reports on candidate feedback so that I can track improvements and changes in our recruitment process over time."

Description

This requirement establishes a comprehensive reporting mechanism that allows users to generate customized reports based on the feedback data collected from candidates. Users will have the ability to filter reports by specific criteria, such as date ranges, candidate demographics, or feedback categories. The reporting functionality will help organizations to track changes in candidate satisfaction over time and measure the impact of implemented changes in the hiring process, promoting continuous improvement.

Acceptance Criteria

Candidate Feedback Data Retrieval for Reporting.

Given that I have access to the feedback data, when I select the desired date range and candidate demographics, then I should be able to generate a report that accurately reflects the feedback collected during the specified period.

Customized Report Filtering Options.

Given that I am in the reporting interface, when I apply filters for feedback categories and demographics, then the report generated should only include candidates that match the selected criteria.

Visualization of Candidate Sentiment Trends.

Given that I have selected a report, when I view the generated report, then I should see a graphical representation (e.g., charts or graphs) of candidate satisfaction trends over time based on the collected feedback.

Exporting Feedback Reports.

Given that I have generated a customized report, when I choose to export the report, then it should be available in multiple formats (e.g., PDF, CSV) and the content should match the on-screen report exactly.

Accessibility of Feedback Reports for Team Members.

Given that I am an HR team member with appropriate permissions, when I access the feedback reporting mechanism, then I should be able to view, edit, and share the reports with other team members seamlessly.

Feedback Categories Configuration.

Given that I am an admin user, when I access the settings for feedback categories, then I should be able to create, edit, or delete categories as needed to ensure that the reporting reflects current organizational priorities.

Integration with Existing Recruitment Metrics.

Given that I have access to both feedback reports and existing recruitment metrics, when I analyze the reports, then I should be able to cross-reference candidate satisfaction with time-to-hire and other hiring process metrics.

Integration with Existing HR Systems

"As an IT administrator, I want to integrate the candidate feedback system with our existing HR systems so that all data is centralized and easily accessible for analysis."

Description

This requirement addresses the need to integrate the Candidate Feedback Integration feature with existing HR management systems (HRMS) used by organizations. This integration will ensure that feedback data is seamlessly shared across platforms, allowing for a comprehensive view of the recruitment process. By enabling data synchronization, organizations can better align recruitment strategies with overall human resource management, leading to a holistic approach to talent acquisition and employee satisfaction.

Acceptance Criteria

Integration of Candidate Feedback Data with HRMS

Given that the candidate feedback integration feature is active, when a candidate submits feedback, then the feedback data should automatically sync with the existing HRMS without manual intervention, and be accessible in the HRMS dashboard within 5 minutes.

Analysis of Candidate Feedback Sentiments

Given that feedback has been collected from candidates, when the HR manager accesses the analytics dashboard, then they should be able to view sentiment analysis based on diversity and inclusion parameters, represented visually through graphs with a completion percentage of at least 95%.

User Permissions for Feedback Data Access

Given that the candidate feedback integration is in place, when an HR user logs into the HRMS, then they should see access options based on their role, ensuring that only authorized personnel can view or edit candidate feedback, with at least 99% accuracy in permission settings.

Reporting of Candidate Feedback Trends

Given that feedback has been collected over a period, when the HR team generates a report, then the report must summarize key trends in candidate experience, with data visualizations showing at least 3 months of feedback data while ensuring no data loss occurs during the report generation process.

Notifications for Feedback Submission Success

Given that a candidate has submitted feedback, when the feedback is successfully recorded, then both the candidate and the HR personnel must receive a notification confirming the feedback has been submitted, with a response rate of at least 97% for successful notifications.

Performance Impact on HRMS Operations

Given that the integration is operational, when candidate feedback is submitted multiple times simultaneously (at least 50 submissions), then the HRMS should continue to perform optimally with no significant degradation in system response time, maintaining a response time under 2 seconds.

Real-time Notifications for Feedback Submission

"As a recruitment coordinator, I want to receive real-time notifications when candidates submit feedback so that I can address their concerns promptly and improve their experience."

Description

This requirement involves setting up a real-time notification system that alerts HR personnel when candidates submit feedback on their hiring experience. The notifications will allow HR teams to respond promptly, addressing any issues or concerns raised by candidates. This responsiveness will not only enhance candidate experience but will also foster a positive employer brand by demonstrating that the organization values candidate input and actively seeks to engage with talent.

Acceptance Criteria

Real-time notification system alerts HR personnel upon candidate feedback submission.

Given an HR personnel is logged into the InstaHire platform, when a candidate submits feedback, then an immediate notification should appear on the platform and trigger an email alert to assigned HR staff.

HR personnel can view candidate feedback submission details.

Given an HR personnel receives a real-time notification, when they click on the notification, then they should be directed to a detailed view of the candidate feedback including submission date and content.

The notification system includes options for escalation based on feedback urgency.

Given that the candidate feedback is negative or flagged as urgent, when the feedback is submitted, then the notification should also escalate to a senior HR manager immediately through an additional alert mechanism.

HR personnel can track response time to candidate feedback.

Given that feedback has been submitted, when an HR personnel responds to the feedback, then the time taken to respond should be logged and visible in the candidate's feedback history.

The notification system can customize alerts based on role preferences.

Given that an HR personnel has set preferences for notifications, when a candidate submits feedback, then the system should respect these preferences and notify accordingly (e.g., through mobile app, email, or in-app notification).

The system offers analytics on feedback response times.

Given multiple feedback submissions have been received, when the HR team reviews the analytics dashboard, then it should display metrics on response times to feedback categorized by type (positive, negative, neutral).

Notifications include a direct link to respond to candidate feedback.

Given an HR personnel receives a notification regarding feedback, when they view the notification, then it should include a button/link that allows direct access to respond to the candidate's feedback without additional navigation.

Engagement & Retention Insights

A tool that tracks the retention rates of diverse hires and analyzes engagement levels within the workforce. Organizations can identify any disparities and develop tailored strategies to improve inclusivity and support, ensuring that all employees feel valued and engaged.

Requirements

Diversity Retention Analytics

"As an HR manager, I want to analyze retention rates of diverse hires so that I can identify disparities and develop effective strategies to enhance inclusivity within the organization."

Description

This requirement involves developing a feature that tracks and analyzes the retention rates of diverse hires within the organization. It includes the capability to segment data by various demographics, such as gender, ethnicity, and age, to identify trends and disparities in retention. By providing insights into which groups may be facing challenges, this tool will enable organizations to implement focused strategies to enhance inclusivity and support. The anticipated outcome is a comprehensive understanding of retention issues that encourages targeted actions for improvement.

Acceptance Criteria

User can successfully view diversity retention analytics segmented by demographics.

Given that the user has access to the diversity retention analytics dashboard, when they select a demographic filter, then the system should display retention rates accurately segmented by the selected demographics such as gender, ethnicity, and age.

The system generates a report on retention disparities within diverse groups.

Given that the user is on the analytics page, when they request a report on retention disparities, then the system should generate a downloadable report that includes insights, data visualizations, and trends related to diverse hires' retention rates within 2 minutes.

User can compare retention rates over different time periods for diverse hires.

Given that the user has accessed the retention analytics section, when they select multiple time periods to compare, then they should see a side-by-side comparison of retention rates for diverse hires across those periods, highlighting any significant changes.

The application alerts users of significant retention declines among specific demographics.

Given that retention data is updated weekly, when there is a decline in retention rates for any demographic group above a predefined threshold (e.g., 10%), then the system should automatically notify the HR team via email with details of the decline.

User can filter retention rates by department alongside demographics.

Given that the user is on the retention analytics page, when they apply filters for both department and demographics, then the system should accurately display the retention rates for the diverse hires within those specific parameters without any errors.

The user can access insights on actions taken to improve retention.

Given that the user is reviewing the retention analytics data, when they click on the insights section, then the system should provide actionable recommendations based on the analysis of retention rates for diverse hires.

Employee Engagement Scoring

"As a team leader, I want to evaluate employee engagement levels so that I can create an environment that fosters higher job satisfaction and retention among my team members."

Description

This requirement focuses on creating a scoring mechanism that assesses employee engagement levels across the workforce. The scoring system will aggregate qualitative and quantitative data from various sources, such as surveys, performance metrics, and feedback tools, to provide a comprehensive engagement score for each employee. This functionality will allow organizations to monitor engagement trends over time and identify areas requiring attention, thus fostering an environment where employees feel valued. It aims to provide actionable insights that can lead to improved retention rates and job satisfaction.

Acceptance Criteria

Employee Engagement Scoring through Multiple Data Sources

Given that the system is integrated with surveys, performance metrics, and feedback tools, when an HR professional requests an engagement score for an employee, then the system should aggregate data from all sources and present a comprehensive engagement score for that employee.

Monitoring Engagement Trends Over Time

Given that the engagement scoring system has historical data, when an HR professional accesses the engagement dashboard, then the system should display engagement trends over specific time frames (monthly, quarterly), highlighting increases or decreases in scores.

Identifying Areas Requiring Attention

Given the engagement scores are aggregated and historical trends are available, when an HR professional runs an analysis report, then the system should identify employees or departments with below-average engagement scores for targeted interventions.

Actionable Insights for Improving Retention

Given the engagement scoring system has identified low engagement scores, when an HR professional reviews the insights report generated by the system, then it should provide at least three actionable recommendations tailored to improve employee engagement and retention.

Real-time Feedback Loop

Given employees are encouraged to provide feedback frequently, when new feedback entries are recorded, then the employee's engagement score should automatically update to reflect recent feedback, visible in the HR dashboard within 24 hours.

Customizable Scoring Mechanism

Given diverse organizational cultures, when an admin configures the scoring parameters, then the system should allow customization of weighting factors for surveys, metrics, and feedback to align with organizational values and goals.

Cross-department Engagement Comparison

Given multiple departments are using the engagement scoring system, when an HR professional selects the comparison report option, then the system should generate a report comparing engagement scores across departments to identify strengths and weaknesses.

Engagement Strategy Recommendations

"As an HR professional, I want to receive customized engagement strategy recommendations so that I can effectively address the unique needs of my employees and foster a thriving workplace culture."

Description

This requirement outlines the need for a feature that generates tailored recommendations for improving employee engagement based on the data collected. Using AI algorithms, the system will analyze engagement scores and feedback to produce actionable insights and strategies that are specific to the organization’s unique environment. These recommendations can encompass various initiatives, such as training programs, team-building activities, or flexible working arrangements. The overall goal is to equip HR professionals with the tools they need to proactively address engagement challenges and promote a healthier workplace culture.

Acceptance Criteria

Employee Engagement Analysis Tool Usage

Given that an HR professional has accessed the Engagement Strategy Recommendations feature, when they input engagement scores and employee feedback, then the system should generate a report with tailored recommendations within 5 seconds.

Diversity Retention Rate Monitoring

Given that the organization has diverse hires, when the HR professional reviews the retention rates through the tool, then the system should display a comprehensive dashboard reflecting retention rates segmented by demographics and provide insights on any disparities.

Implementation of Recommendations

Given that the recommended engagement strategies are presented to the HR team, when the HR team decides to implement at least one initiative, then there should be a tracking mechanism in place to measure the impact on employee engagement over a 3-month period.

Accessing Feedback Loops

Given that employees have participated in engagement surveys, when the HR professional requests feedback analysis, then the system should compile and categorize feedback into actionable insights, highlighting key themes identified by at least 80% of respondents.

Evaluating Engagement Strategy Effectiveness

Given that a strategy has been implemented, when the HR professional evaluates its effectiveness using engagement scores, then the system should provide a comparative analysis showing the change in scores before and after implementation.

User Feedback Integration

Given that the HR team is reviewing recommendations, when they provide feedback on the usefulness of the strategies, then the system should allow users to rate each recommendation and automatically adapt future suggestions based on this feedback.

Integration with Existing HR Tools

Given that the Engagement & Retention Insights tool integrates with other HR software, when the HR professional attempts to sync data from existing platforms, then the system should successfully pull historical engagement and retention data without errors.

Trend Visualization Dashboard

"As a business owner, I want to visualize engagement and retention trends so that I can make data-driven decisions that enhance employee satisfaction and organizational performance."

Description

This requirement consists of developing a dashboard that visualizes trends in employee engagement and retention metrics over time. The dashboard will feature interactive graphs and charts that allow users to explore data by different filters such as time periods, departments, and demographics. This visualization will enable organizations to quickly grasp the overall health of their workforce and the effectiveness of their engagement strategies. The dashboard will serve as a critical tool for HR teams to monitor progress and make informed decisions based on real-time data.

Acceptance Criteria

Trend Visualization Dashboard displays real-time engagement metrics for SMEs based on selected filters.

Given that an HR manager selects a specific time period, department, and demographic on the dashboard, when they submit the filters, then the dashboard should display interactive graphs and charts that represent the selected data accurately without any discrepancies.

The dashboard allows users to compare retention rates before and after the implementation of new engagement strategies.

Given that an HR team has implemented a new engagement strategy, when the team selects a comparison between time periods on the dashboard, then the dashboard should accurately show a comparative analysis of retention rates before and after the implementation visually.

Users can export the visualized data from the dashboard for further analysis.

Given that a user is viewing the trend visualization on the dashboard, when they click the 'Export' button, then the data should be successfully downloaded in a CSV format that retains the visual representation of the trends.

The dashboard is responsive and accessible on various devices including mobile and desktop.

Given that a user accesses the Trend Visualization Dashboard from a mobile device or desktop, when they load the dashboard, then the layout should adjust appropriately for different screen sizes while maintaining usability and readability.

The dashboard provides tooltips and help options to assist users in understanding the metrics.

Given that a user hovers over a specific data point on the dashboard, when they do so, then a tooltip should appear explaining what the data point represents, including relevant metrics and definitions for clarity.

Dashboard load times remain efficient under various user loads.

Given that multiple HR professionals are accessing the Trend Visualization Dashboard simultaneously, when they all interact with the dashboard, then the load time for the graphs and charts should remain under three seconds for optimal user experience.

The dashboard is capable of integrating data from existing HR management systems.

Given that an organization uses an existing HR management system, when the HR team links the dashboard to the system, then the dashboard should automatically pull and visualize the relevant engagement and retention data without manual input.

Feedback Loop Mechanism

"As an employee, I want to provide continuous feedback on engagement initiatives so that my voice is heard, and the organization can create an environment that truly values my contributions."

Description

This requirement entails creating a feature that facilitates a continuous feedback loop between employees and management regarding engagement and retention strategies. Through a user-friendly interface, employees can provide ongoing feedback on initiatives being implemented, which will be collated and analyzed to assess their effectiveness. This mechanism will ensure that engagement strategies are evolving based on real employee input, ultimately helping to cultivate an inclusive environment where all employees feel heard and valued. The expected outcome is a dynamic interaction that fosters ongoing improvement in engagement practices.

Acceptance Criteria

Feedback Loop Submission by Employees

Given an employee accessing the feedback loop mechanism, when they submit feedback on an engagement initiative, then the feedback should be successfully recorded and a confirmation message should appear.

Management Review of Feedback

Given management accessing the feedback loop analytics dashboard, when they select a specific engagement strategy, then they should be able to view aggregated feedback data and trends related to that strategy.

Anonymous Feedback Option

Given the feedback loop mechanism, when an employee chooses to submit feedback anonymously, then the system should ensure that the feedback is recorded without linking it to any identifiable employee information.

Feedback Response Mechanism

Given feedback submitted by employees, when management reviews the feedback, then they should be able to respond to the feedback through the platform, and employees should receive a notification of the response.

Tracking Engagement Metrics

Given the engagement insights feature, when feedback is collected over a period, then the system should be able to demonstrate changes in engagement metrics based on the feedback received over time.

Diversity of Feedback Contributions

Given the company's diverse workforce, when collecting feedback on engagement initiatives, then the system should ensure that feedback is gathered from a broadly representative sample of employees across different demographics.

Integration with Existing HR Systems

Given that InstaHire is used alongside other HR systems, when the feedback loop mechanism is in operation, then it should be able to integrate and pull employee data from existing systems for a comprehensive analysis.

Diversity Dashboard Alerts

Automated alerts that notify HR teams of significant changes or trends in diversity metrics. Whether there is a sudden decline in applications from a specific demographic or achievement of a diversity goal, this feature ensures that organizations stay proactive in their diversity efforts.

Requirements

Real-time Alerts

"As an HR manager, I want to receive real-time alerts on diversity metrics changes so that I can promptly address any concerning trends and maintain our commitment to diversity in hiring."

Description

The Real-time Alerts requirement entails the development of a system that automatically sends notifications to HR teams whenever there are significant changes or trends in diversity metrics. The alerts will cover various metrics, including application rates from different demographics and progress toward diversity hiring goals. This feature is vital as it keeps organizations informed and responsive to fluctuations in their diversity efforts, allowing them to take immediate action when necessary. By integrating this capability into the InstaHire platform, HR teams can ensure that they actively manage their diversity initiatives and enhance their overall recruitment strategy.

Acceptance Criteria

HR team receives a notification when there's a decline in applications from a specific demographic group over a predefined period.

Given the diversity metrics for applications, when the application rate from a specific demographic decreases by more than 20% over a month, then an alert should be sent to the HR team.

HR team is notified when a diversity hiring goal has been achieved.

Given the set diversity hiring goals, when the team reaches 100% of the goal, then an achievement alert should be sent immediately to the HR team.

HR team receives ongoing updates about diversity metrics on a weekly basis.

Given the diversity metrics dashboard, when the system generates a weekly report, then it should automatically email the updated metrics to the HR team every Monday.

HR team wants to customize alert settings for different diversity metrics to focus on key areas.

Given the alert settings feature, when the HR team selects specific diversity metrics to monitor, then they should receive alerts only for those selected metrics and not for others.

HR team accesses the diversity alert history for trend analysis during recruitment strategy meetings.

Given the alert history log, when an HR team member accesses the dashboard, then the log should display all past alerts sorted by date and demographic group for review.

HR team is informed about significant improvements in diversity metrics over a designated period.

Given the diversity metrics for applications, when the application rate from a demographic increases by more than 15% over a quarter, then an alert should be sent to the HR team as a positive trend notification.

Customizable Dashboard

"As an HR team member, I want to customize my diversity dashboard so that I can focus on the metrics that matter most to our organization's diversity goals and improve my team's response time to any issues."

Description

The Customizable Dashboard requirement focuses on the ability for users to personalize the dashboard to display the most relevant diversity metrics for their organization. This feature will enable HR teams to select which metrics to prioritize based on their specific diversity goals, allowing for a tailored view that enhances usability and focuses attention on crucial areas. By providing a customizable dashboard, InstaHire promotes greater engagement with diversity initiatives, encouraging teams to actively track their progress and make data-driven decisions based on their unique organizational context.

Acceptance Criteria

HR manager customizes the dashboard to display metrics such as demographic breakdown, application sources, and diversity trends specific to their organization, ensuring they can easily monitor their diversity initiatives.

Given that the HR manager is logged into the customizable dashboard, when they select specific diversity metrics from a list, then those metrics should be displayed prominently on their dashboard without errors.

An HR team regularly reviews the dashboard and notices a decline in applications from a particular demographic, prompting them to take immediate action based on the alert.

Given that the customizable dashboard has been configured to send alerts, when there is at least a 15% decline in applications from any demographic group, then the dashboard should automatically trigger an alert notification to the HR team.

A user wants to revert the dashboard settings to the default view due to changes in their organization's diversity goals.

Given that the user is on the customizable dashboard, when they click on the 'Reset to Default' button, then the dashboard should revert to the default view of metrics without saving any custom selections made previously.

A business owner uses the dashboard to present diversity metrics during a quarterly meeting, requiring a clear visual representation of progress.

Given that the customizable dashboard is being showcased in a presentation, when the user selects a specific date range to filter metrics, then the dashboard should accurately reflect and display the filtered data visually with graphs or charts.

An HR team collaborates on diversity initiatives and needs to share customized dashboard views with different team members.

Given that an HR team member has customized their dashboard, when they select the 'Share Dashboard' option, then the selected metrics should be successfully shared with the specified team member via email notification.

A user receives an alert regarding the achievement of diversity hiring goals, prompting them to share this success with the team.

Given that diversity metrics indicate the achievement of the set hiring goals, when the user logs into the dashboard, then they should receive a visible alert on their dashboard that confirms the achievement and suggests next steps for further improving diversity.

Trend Analysis Reports

"As a data analyst, I want to generate trend analysis reports on diversity metrics so that I can identify areas for improvement and provide actionable insights to the HR team."

Description

The Trend Analysis Reports requirement involves creating comprehensive reports that analyze diversity metrics over time. These reports will include visual representations of data trends, such as graphs and charts, to help HR teams identify patterns and make informed decisions regarding their diversity recruitment efforts. This feature is essential for building a strategic approach to diversity management, as it allows organizations to evaluate the effectiveness of their initiatives, adjust their strategies accordingly, and enhance overall recruitment practices.

Acceptance Criteria

Generation of Trend Analysis Reports for Diversity Metrics Review

Given the HR team has access to the Trend Analysis Reports feature, when they generate a report for a specified time period, then the report should include a detailed graphical representation of diversity metrics like gender, ethnicity, and age group with accompanying trends.

Email Notification for Significant Changes in Diversity Trends

Given there is a change in any diversity metric by more than 10% over a specified period, when the report is generated, then an automated email notification should be sent to the HR team highlighting the change.

Exporting Trend Analysis Reports to Multiple Formats

Given the HR team has generated a Trend Analysis Report, when they select the export option, then they should be able to export the report in PDF, Excel, and CSV formats without data loss.

Real-time Data Refresh in Trend Analysis Reports

Given that the data for diversity metrics is updated in real-time, when the HR team views the Trend Analysis Report, then the report should reflect the most current data without needing to refresh manually.

User Access Control for Viewing Diversity Reports

Given the organization has different user roles, when an HR team member logs in to access the Trend Analysis Reports, then the system should ensure that only authorized users can view sensitive diversity data based on their assigned roles.

Interactive Dashboard for Trend Analysis with Filter Options

Given the HR team is viewing the Trend Analysis Report on the dashboard, when they apply filter options for specific demographics (e.g., gender, ethnicity), then the report should update in real-time to reflect the filtered data.

Historical Data Comparison in Trend Analysis Reports

Given the HR team has generated a Trend Analysis Report, when they select the historical data comparison feature, then the report should display a side-by-side comparison of current and past data metrics for up to three previous periods.

Integration with Applicant Tracking System (ATS)

"As an HR administrator, I want to integrate diversity metrics with our Applicant Tracking System so that we can maintain accurate and real-time data without additional manual input."

Description

The Integration with Applicant Tracking System (ATS) requirement ensures that InstaHire seamlessly interfaces with existing ATS platforms to import and export diversity data effortlessly. This integration will automate data collection processes, ensuring that the metrics displayed in the Diversity Dashboard are always current and relevant. By enhancing interoperability with ATS systems, the feature minimizes manual data entry errors and guarantees that HR teams have access to accurate, up-to-date information for their diversity initiatives.

Acceptance Criteria

Diversity metrics are automatically updated in the Diversity Dashboard whenever new candidate applications are received through the integrated Applicant Tracking System (ATS).

Given that new applications are submitted through the ATS, when the data is received by InstaHire, then the diversity metrics shall reflect the new data accurately within 5 minutes of submission.

HR teams receive alerts whenever changes in diversity metrics exceed predefined thresholds, indicating a positive or negative trend.

Given a threshold of a 10% increase or decrease in diversity applications over the last month, when such a change occurs, then an automated alert is sent to the HR team within 24 hours.

Integration tests are conducted to ensure data transfer between InstaHire and the ATS is seamless and accurate.

Given that the data transfer process is initiated, when the data is successfully transferred from the ATS to InstaHire, then 99% of the data discrepancies must pass the validation checks with no critical errors.

Diversity Dashboard displays real-time data reflecting the latest imports from the ATS, accessible to HR users.

Given that the ATS integration is functioning, when an HR user accesses the Diversity Dashboard, then the dashboard must show the most current metrics without requiring a manual refresh.

Existing ATS data is correctly imported into the InstaHire platform during the initial setup phase of the ATS integration.

Given that the integration process is initiated, when the existing diversity data from the ATS is imported, then 100% of the existing data must be accurately displayed on the Diversity Dashboard.

Notifications regarding successful and failed data imports from the ATS are generated for the HR team to monitor the status of the integration.

Given that data import processes are initiated, when the process completes, then notifications must be generated indicating success or failure, with error details if applicable, within 15 minutes post-execution.

HR teams are able to adjust diversity metrics thresholds for alerts directly through the InstaHire interface without technical support.

Given that an HR team member accesses the settings for alerts, when they modify the diversity metrics thresholds, then the new thresholds should save successfully and reflect in the system within 5 minutes without requiring a system restart.

Feedback Mechanism

"As an HR team member, I want to provide feedback on the diversity alerts and reports so that I can contribute to refining the tools we use for effective diversity management."

Description

The Feedback Mechanism requirement encompasses implementing a feature that allows HR teams to provide feedback on the effectiveness of diversity alerts and reports. This feedback will be crucial for continuous improvement of the feature, ensuring that the alerts and reports meet the evolving needs of the users. By incorporating a feedback mechanism, InstaHire fosters a culture of responsiveness and adaptability, enhancing user satisfaction and ensuring that the product evolves alongside organizational needs.

Acceptance Criteria

HR team utilizes the feedback mechanism after receiving a diversity alert regarding a decline in applications from a specific demographic.

Given the HR team receives a diversity alert, when they access the feedback mechanism, then they should be able to submit feedback regarding the alert's relevance and clarity.

A manager reviews the feedback submitted on diversity alerts and wants to ensure actionable insights are generated from it.

Given a manager is reviewing feedback, when they access the dashboard, then they should see a summary of feedback categorized by alert type and demographics.

The diversity alert feature has been in use for one month, and HR teams provide feedback on its usability and effectiveness.

Given the diversity alert feature has been in use for one month, when HR teams submit feedback, then 80% or more of the feedback submissions should indicate that the alerts are clear and actionable.

An HR team wants to confirm that feedback submitted on diversity metrics leads to changes in the alert system.

Given feedback has been submitted on diversity metrics, when a new alert is generated, then it should reflect improvements based on user suggestions made within the last two feedback cycles.

After receiving diversity alerts, an HR professional wants to check how their feedback was addressed in subsequent reports.

Given an HR professional reviews a subsequent diversity report, when they look for references to the feedback provided, then they should find at least two examples of how their feedback influenced reporting.

An HR lead wants to ensure all team members are aware of how to use the feedback mechanism effectively.

Given a training session is conducted for the HR team, when attendees complete the session, then at least 90% should pass a quiz on using the feedback mechanism correctly.

An HR analyst wants to track the progress of feedback implementation over time.

Given feedback has been collected for at least three months, when the HR analyst views the feedback implementation dashboard, then it should display a chronological implementation status of feedback changes made.

Referral Progress Tracker

This feature provides employees with real-time updates on the status of their referrals, including visibility into each stage of the recruitment process. By fostering transparency, this tool keeps referrers engaged and informed, encouraging them to participate actively in the referral program.

Requirements

Real-time Referral Updates

"As an employee, I want to receive real-time updates on the status of my referrals so that I can feel engaged and informed about their progress throughout the hiring process."

Description

This requirement entails implementing a mechanism that notifies employees in real-time about the progress of their referred candidates at each stage of the recruitment process. This includes updates on applications received, interviews scheduled, and hire decisions made. The function will enhance user engagement by keeping referrers informed, which fosters a sense of participation and accountability in the referral program. Such transparency allows referrers to advocate confidently for their candidates, understanding their status and likelihood of success, which can lead to increased participation in the referral program.

Acceptance Criteria

Employee accesses the Referral Progress Tracker to view updates on their referred candidates during the recruitment process.

Given an employee has referred a candidate, when they access the Referral Progress Tracker, then they should see real-time updates on the candidate's status, including application received, interview scheduled, and hire decision made.

Employee receives notifications for each critical update during the recruitment process of their referred candidates.

Given a referred candidate moves to a new stage in the recruitment process, when the update occurs, then the referring employee should receive an instant notification indicating the change in status.

Employee can track multiple referrals concurrently through the Referral Progress Tracker.

Given an employee has referred multiple candidates, when they view the Referral Progress Tracker, then they should see a list of all their referrals along with individual status updates for each.

Employee wants to understand the timeframe of the referral process for a specific candidate.

Given an employee queries the status of a referred candidate, when they view that candidate's progress in the Referral Progress Tracker, then they should see timestamps for each stage, including when the application was received and when interviews are scheduled.

Notification settings can be customized by employees to suit their preferences.

Given an employee accesses their profile settings, when they customize their notification preferences, then they should be able to select which updates they want to receive alerts for, including application status, interview scheduling, and hire decisions.

Referral Progress Tracker is accessible on multiple devices for employee convenience.

Given an employee accesses the Referral Progress Tracker from different devices, when they log in, then they should be able to view their referrals and updates consistently across all devices.

HR can monitor the engagement levels of employees in the referral program through the Referral Progress Tracker.

Given HR accesses the Referral Progress Tracker dashboard, when they review the employee engagement data, then they should see metrics indicating the number of referrals each employee has made and the corresponding updates for each referral.

Stage Visibility Dashboard

"As an employee, I want to access a dashboard that shows the stages of my referrals so that I can easily track their progress and understand their chances of success."

Description

This requirement focuses on creating a visually appealing dashboard that displays the current stage of all active referrals in a user-friendly format. The dashboard will use color coding and icons to represent different stages such as 'Application Received', 'Interview Scheduled', and 'Offer Made'. This clarity will not only help employees track their referrals but also enable them to understand the overall effectiveness of the referral program, thus empowering them to contribute more actively. It will be integrated with backend data to fetch and update information dynamically as it changes.

Acceptance Criteria

User views the Referral Progress Tracker to check the status of a recently submitted referral.

Given the user is logged into the InstaHire platform, when they navigate to the Referral Progress Tracker, then they should see a dashboard displaying the current stage of all their active referrals with corresponding color codes and icons for each stage.

User receives a status update for a referral after progression through various stages.

Given a referral has progressed to a new stage in the recruitment process, when the user checks the Referral Progress Tracker, then the dashboard should reflect this change immediately, updating the status and any related information about the referral.

User wants to understand how effective the overall referral program has been based on their contributions.

Given the user accesses the Referral Progress Tracker, when they view the dashboard, then they should be able to see aggregated metrics such as the total number of referred candidates and the success rate of those referrals displayed prominently.

An employee refers a candidate and wants to track their status in real-time.

Given the user has submitted a referral, when they return to the Referral Progress Tracker, then they should see their referral displayed with the correct stage (e.g., 'Application Received', 'Interview Scheduled') and the date of the last update.

User wants to filter their referrals based on specific criteria (e.g., stage of recruitment).

Given the user is on the Referral Progress Tracker, when they apply a filter to view referrals by a specific stage, then only those referrals matching the selected criteria should be displayed on the dashboard.

User shares feedback about the referral dashboard's usability and information displayed.

Given a user utilizes the referral dashboard, when they provide feedback via a built-in feedback form, then the feedback should be successfully submitted and acknowledged by the system, allowing tracking for future improvements.

Referral Feedback Feature

"As an employee, I want to receive feedback on my referrals so that I can understand candidate performance and improve my future recommendations."

Description

This requirement involves creating a mechanism that allows recruiters to provide feedback directly to employees about their referrals. Hiring managers can leave comments or ratings on referred candidates after interviews or assessments. This feature promotes a closed-loop communication system, where referrers can see how their candidates performed and learn from the hiring process, enabling them to refine future referrals. Integration with the recruitment process will allow for automated notifications to employees when feedback is available.

Acceptance Criteria

Referral Feedback Visibility for Employees

Given an employee has submitted a referral, when a recruiter provides feedback on the referred candidate, then the employee receives a notification about the feedback within 24 hours.

Feedback Rating System

Given a hiring manager has completed an interview with a referred candidate, when they provide feedback, then they must assign a rating from 1 to 5 based on the candidate's performance.

Feedback Comment Requirements

Given feedback is provided on a referred candidate, when a hiring manager submits comments, then the comments must contain at least 50 characters explaining the rationale behind the rating.

Feedback Availability in Referral Tracker

Given that feedback has been submitted by a hiring manager, when the employee views their referral status, then the feedback should be visible alongside the referral details in the Referral Progress Tracker.

Notification of Feedback Ready

Given feedback has been provided for a referral, when the employee logs into InstaHire, then they should see a notification indicating that new feedback is available for their referral within the dashboard.

Feedback Historical Tracking

Given a referral feedback has been submitted, when the employee accesses their referral history, then all past feedback for their referrals must be displayed in chronological order.

Integration with Email Notifications

Given feedback has been provided for a referred candidate, when the feedback is submitted, then an automated email notification should be sent to the referring employee with the feedback summary.

Referral Rewards Tracker

"As an employee, I want to track my referral rewards so that I can stay motivated to participate in the referral program and understand the benefits of my contributions."

Description

This requirement is aimed at developing a system that tracks the rewards associated with referrals, displaying the status of reward eligibility and achievements in a clear manner. Employees will be able to see what rewards they have earned for successful hires and the opportunities for future rewards based on their referrals. This integration will not only motivate employees to refer more candidates but also encourage them to follow up and engage in the lives of their referrals throughout the recruitment process.

Acceptance Criteria

Employee views referral rewards and status updates after making a successful hire.

Given an employee has referred a candidate who has successfully been hired, When the employee accesses the Referral Rewards Tracker, Then the status of their reward should display as 'Eligible' and the reward details should be clearly visible.

Employee receives notifications for changes in their referral status and rewards eligibility.

Given an employee has referred candidates, When the referral status changes (e.g., candidate progressing to the next stage or hire), Then the employee should receive a notification regarding the change in status and any impact on rewards eligibility.

Employee views a historical log of their referrals and associated rewards.

Given an employee is logged into the Referral Rewards Tracker, When they navigate to the history section, Then they should see a complete list of all past referrals along with their respective rewards earned and status updates.

Admin can update the rewards structure and criteria for referrals.

Given that an admin has accessed the backend of the Referral Rewards Tracker, When they modify the reward structure, Then the changes should reflect in real-time for all employees' views of their rewards and eligibility criteria.

Employee accesses the tracker on a mobile device and views their rewards.

Given an employee is using a mobile device to access InstaHire, When they navigate to the Referral Rewards Tracker, Then the interface should display correctly, allowing them to view their rewards and statuses without any functionality loss.

Employee can share their referral progress on social media platforms.

Given an employee is viewing their referral status, When they click the 'Share' button, Then the application should allow them to post an update regarding their referral progress on their social media accounts.

Mobile Notifications for Updates

"As an employee, I want to receive mobile notifications about my referrals so that I can stay updated on their progress wherever I am."

Description

This requirement includes the development of a notification system that sends mobile alerts to employees regarding updates on their referred candidates’ statuses. Notifications will be customizable to allow employees to choose what types of updates they wish to receive—from major milestones like interviews to overall outcomes. This supports engagement in the referral process, allowing employees to respond more actively and engage in follow-up conversations about their referrals with their peers and management.

Acceptance Criteria

Employee receives a mobile notification after their referred candidate reaches the interview stage.

Given an employee has referred a candidate, when the candidate reaches the interview stage, then the employee should receive a mobile notification indicating the update.

Notification preferences allow employees to customize update types they wish to receive.

Given an employee accesses notification settings, when they select preferences for updates, then the employee should only receive notifications for the selected update types (e.g., interview stage, offer, rejection).

Employees receive a summary notification upon the hiring decision for their referred candidate.

Given an employee has referred a candidate, when the hiring decision is made, then the employee should receive a mobile notification summarizing the outcome of their referred candidate (e.g., hired, not hired).

The notification system successfully delivers alerts without delay.

Given a candidate's status changes, when the notification is triggered, then the mobile notification should be delivered to the employee within 5 minutes of the status update.

Employees can opt-out of specific types of notifications without affecting other updates.

Given an employee decides to opt-out from specific notifications, when they update their notification settings, then they should no longer receive the opted-out notifications but continue to receive others as per their preferences.

Mobile notifications are formatted for clarity on various devices.

Given an employee receives a mobile notification, when they open the notification on any device, then it should be clearly formatted and easy to read on all screen sizes (smartphones and tablets).

Employees receive a confirmation when their notification preferences are successfully updated.

Given an employee updates their notification preferences, when the update is saved, then the employee should receive a confirmation notification indicating that their preferences have been successfully updated.

Bonus Eligibility Calculator

An intuitive calculator that allows employees to quickly assess their eligibility for referral bonuses based on specific criteria and outcomes. This feature streamlines the process, enabling employees to understand how their referrals can financially benefit them, increasing motivation and participation.

Requirements

Eligibility Assessment Criteria

"As an employee, I want to easily understand the eligibility criteria for referral bonuses so that I can determine if my referrals qualify for a bonus."

Description

This requirement defines the specific criteria and qualifications that must be met for employees to assess their eligibility for referral bonuses. It includes parameters such as the type of position being referred, the minimum qualifications of the referred candidate, and the outcomes (e.g., hire and retention duration) necessary for bonuses to be awarded. By establishing clear and transparent criteria, this requirement enhances user confidence in the referral process and motivates employees to participate. Furthermore, it ensures that the program aligns with company policies and remains compliant with internal guidelines.

Acceptance Criteria

Employee assesses bonus eligibility based on referral to a specific job position.

Given an employee accesses the Bonus Eligibility Calculator, When they input the job position and referred candidate's qualifications, Then the calculator should display their eligibility status for that referral bonus if all criteria are met.

Referral bonus eligibility is determined by the minimum qualifications of the referred candidate.

Given an employee inputs the candidate's qualifications, When those qualifications do not meet the predefined minimum requirements, Then the system should indicate that the employee is not eligible for the referral bonus.

Employee checks the status of a referral and its impact on bonus eligibility.

Given an employee has made a referral, When they check the referral status in the Bonus Eligibility Calculator, Then the system should provide the current status of the referral (e.g., in process, hired, not hired) and its implications for bonus eligibility.

Referral outcomes influence the awarded bonuses based on retention duration.

Given an employee refers a candidate who is hired, When the retention period is met, Then the system should automatically update the employee’s eligibility for the referral bonus and notify them accordingly.

System checks for compliance with internal guidelines for bonus eligibility.

Given the established eligibility criteria, When the employee inputs their referral data, Then the system should validate the input against company policy requirements and provide feedback if there are discrepancies.

Multiple referrals are made by the same employee and their combined eligibility is assessed.

Given an employee has made multiple referrals, When they use the Bonus Eligibility Calculator, Then the system should provide a cumulative assessment of their eligibility for bonuses based on all referrals made.

Employee receives educational materials on how to maximize their referral bonus potential.

Given an employee accesses the Bonus Eligibility Calculator, When they request information on referral bonuses, Then the system should provide guidelines and tips for increasing eligibility and maximizing bonuses.

Real-time Bonus Calculator

"As an employee, I want to calculate my potential referral bonus in real-time so that I can gauge the benefits of participating in the referral program."

Description

This requirement encompasses the development of an easy-to-use calculator that allows employees to input details about their referrals to instantly see their potential bonus amounts. The calculator will utilize the eligibility criteria set forth and apply the company’s bonus structure to provide accurate estimates based on the referral's status in the hiring process. This feature informs employees of their potential financial benefits and encourages increased participation in the referral program. Furthermore, it integrates seamlessly with the existing user interface of InstaHire, providing a smooth user experience.

Acceptance Criteria

Employee checks their eligibility for referral bonuses after making a successful referral and wants to calculate the potential bonus amount based on different hiring stages.

Given that an employee is on the Bonus Eligibility Calculator page, when they input referral details including the referral's position and current status, then the calculator should display the potential bonus amount based on the established company bonus structure within 2 seconds.

An employee refers a candidate and wants to use the calculator to assess the impact of an expedited hiring process on their bonus.

Given that a referral has reached the final interview round, when the employee selects 'Final Interview' as the status in the calculator, then the bonus displayed should reflect the higher bonus associated with a quicker hiring process.

An employee uses the Bonus Eligibility Calculator to understand how different factors influence their referral bonus.

Given that the employee inputs different scenarios such as changing the candidate's hiring status from 'Interviewing' to 'Hired', when they click the calculate button, then the displayed potential bonuses should update dynamically to reflect the changes made to the input.

An employee reviews the referral bonus structure before calculating their bonus on the calculator for clarity.

Given that the employee is on the Bonus Eligibility Calculator page, when they click on the 'View Bonus Structure' link, then they should be redirected to a detailed page with a clear breakdown of the bonus eligibility criteria and amounts.

An employee attempts to use the calculator but inputs an invalid referral candidate status.

Given that the employee is using the calculator and inputs an invalid status, when they attempt to calculate the bonus, then an error message should be displayed indicating the status is not valid, preventing submission of the form.

Multiple employees use the Bonus Eligibility Calculator at the same time to assess their potential bonuses.

Given that multiple employees access the calculator concurrently, when each employee inputs their referral information and calculates their bonus, then all calculated bonuses should be displayed accurately and independently without cross-data issues.

Referral Status Notifications

"As an employee, I want to receive notifications about my referrals' status so that I can stay informed and engaged with the hiring process."

Description

This requirement establishes a notification system that keeps employees informed about the status of their referrals throughout the hiring process. Notifications will be automated and can include updates when a referral is viewed, interviewed, or hired. This allows employees to track their referrals efficiently, fostering a sense of involvement and accountability. By providing timely updates, this feature can enhance user engagement with the referral process and reinforce motivation to submit quality referrals.

Acceptance Criteria

User receives a notification when their referral is viewed by the hiring manager.

Given an employee has referred a candidate, when the hiring manager views the referral, then the employee receives a notification about the referral being viewed.

User is notified when their referred candidate is selected for an interview.

Given an employee has a referral who is selected for an interview, when the interview scheduling is confirmed, then the employee receives a notification about the interview.

User receives a notification when their referred candidate is hired.

Given an employee has a referral who gets hired, when the hiring process is completed, then the employee receives a notification confirming the hire.

User can view a history of notifications related to their referrals.

Given an employee accesses the referral notifications section, when they view their referral history, then they can see all notifications about their referrals, including views, interviews, and hires.

User receives notifications that are timely and accurate to enhance engagement with the referral process.

Given that an employee’s referral status changes, when the status update occurs, then the employee receives a notification within 5 minutes of the change to ensure timely communication.

User can opt in or out of receiving referral status notifications.

Given an employee wishes to manage their notification preferences, when they access the settings, then they can choose to opt in or out of referral status notifications.

User can customize the type of notifications they wish to receive about their referrals.

Given an employee wants to select specific types of updates, when they access the notification settings, then they can customize which updates (viewed, interviewed, hired) they wish to receive notifications for.

User-Friendly Interface Design

"As an employee, I want to have a user-friendly interface for the bonus calculator so that I can easily navigate and obtain information without confusion."

Description

This requirement focuses on creating a user-friendly interface for the Bonus Eligibility Calculator that is intuitive and easy for all employees to navigate. The design considerations include clear labeling of input fields, simple language, and visual aids or tooltips to support users in understanding how to use the calculator effectively. A well-designed interface contributes to a positive user experience, encourages usage of the bonus calculator, and minimizes user errors during the referral process.

Acceptance Criteria

Employee uses the Bonus Eligibility Calculator to determine if their referral qualifies for a bonus based on the provided criteria during a hiring event.

Given an employee accesses the Bonus Eligibility Calculator, when they enter a valid referral candidate's information, then the calculator displays the eligibility status and potential bonus amount clearly.

User navigates the Bonus Eligibility Calculator interface for the first time without assistance to evaluate its intuitiveness.

Given a new user visits the Bonus Eligibility Calculator, when they view the input fields, then all fields must be clearly labeled with simple language and useful tooltips that help them understand each requirement without external help.

Employee attempts to calculate bonus eligibility with incorrect data to test the validation error handling of the calculator.

Given an employee inputs invalid data into the Bonus Eligibility Calculator, when they submit the request, then the calculator must display an error message indicating what fields are incorrect and how to correct them.

HR uses the Bonus Eligibility Calculator to review its efficacy in motivating employees during a team meeting.

Given HR accesses the Bonus Eligibility Calculator usage report, when they analyze the data, then they should see at least a 30% increase in employee engagement with the referral program after implementing the calculator.

User wants to swiftly understand how to use the Bonus Eligibility Calculator during a presentation.

Given an employee is in a presentation on the Bonus Eligibility Calculator, when they request a demonstration, then the interface must allow for a guided walkthrough that highlights critical features and how to input data correctly.

Comprehensive Reporting Dashboard

"As an HR manager, I want to access a reporting dashboard to evaluate the effectiveness of the referral program so that I can make data-driven decisions for improvements."

Description

This requirement entails developing a reporting dashboard that provides HR and management with insights into the referral program’s performance. The dashboard will show metrics such as the number of referrals made, the conversion rates to hire, bonus payouts, and employee engagement levels. This data is essential for evaluating the effectiveness of the referral program, allowing for informed decisions on potential adjustments and improvements, and justifying investments in employee referral initiatives.

Acceptance Criteria

HR Manager reviews the referral program performance during a monthly meeting.

Given the HR Manager is logged into the reporting dashboard, when they select the referral program metrics, then they should see a display of the number of referrals made, conversion rates to hires, bonus payouts, and employee engagement levels.

Management needs to assess the effectiveness of the referral program after a quarter.

Given the management team accesses the dashboard at the end of the quarter, when they generate a report for the referral program metrics, then it should show comparative data from the previous quarter to identify trends in referral behavior.

HR uses the dashboard to prepare for an upcoming budget discussion.

Given the HR personnel is preparing budget proposals, when they access the reporting dashboard, then they should be able to download a comprehensive report summarizing referral program effectiveness for the last year.

An employee wants to understand the impact of the referral program on their bonus eligibility.

Given the employee accesses the dashboard, when they check their specific referrals, then they should be able to easily see the corresponding bonus eligibility and status of each referral made.

Weekly team meetings include performance review discussions about the referral program.

Given the team leader holds a weekly performance review meeting, when they reference the reporting dashboard, then the data displayed should be up-to-date and reflect any changes to referrals and bonuses processed in the last week.

HR needs to track employee engagement with the referral program over time.

Given the HR team is reviewing long-term engagement trends, when they select the engagement metric in the reporting dashboard, then they should be able to view engagement metrics over at least the past 12 months, visualizing trends in a timeline chart.

Referral Leaderboard

A dynamic leaderboard that showcases top referrers within the organization, fostering friendly competition and encouraging increased participation in the referral process. Employees can see their rank and the potential rewards, boosting their engagement and promoting a culture of recognition.

Requirements

Dynamic Leaderboard Display

"As an employee, I want to see my ranking on the referral leaderboard so that I can understand my performance compared to my peers and feel motivated to refer more candidates."

Description

The Referral Leaderboard must dynamically display the top referrers within the organization, updating in real-time as new referral activities occur. This will encourage continuous engagement by allowing employees to monitor their ranking and understand their impact on the recruitment process. The leaderboard will be accessible through the InstaHire dashboard and will integrate with existing referral tracking systems to ensure accuracy and transparency in rankings, ultimately promoting a culture of recognition and friendly competition among employees.

Acceptance Criteria

Viewers can access the Referral Leaderboard from their InstaHire dashboard at any time during work hours to check their ranking and the ranking of their peers.

Given the user is logged into the InstaHire dashboard, when they navigate to the Referral Leaderboard section, then they should see a real-time display of the top 10 referrers within the organization.

Employees should see their own ranking on the Referral Leaderboard alongside the top referrers to encourage engagement.

Given the user is logged into the InstaHire dashboard, when they open the Referral Leaderboard, then their rank should be highlighted and clearly displayed along with the positions of the top referrers.

The leaderboard must update automatically as new referral activities are logged to reflect real-time changes in ranking.

Given a new referral is recorded in the referral tracking system, when it is confirmed, then the Referral Leaderboard should update within 5 minutes to reflect the new rankings accurately.

There must be a visible indication of the rewards or recognition associated with ranking on the leaderboard to motivate employees.

Given the user is viewing the Referral Leaderboard, when they see their rank, then they should also see the potential rewards or recognition associated with their current position and those of the top referrers.

The system should ensure that the Referral Leaderboard integrates seamlessly with existing referral tracking systems to maintain accuracy.

Given that the integration with the existing referral tracking system is active, when any referral activity occurs, then the results must be accurately reflected on the Referral Leaderboard without discrepancies.

The Referral Leaderboard should provide filtering options for users to view rankings over different timeframes, such as weekly, monthly, and all-time.

Given the user is on the Referral Leaderboard, when they select a timeframe filter, then the leaderboard should refresh to display rankings based on the selected timeframe accurately.

Reward System Integration

"As an employee, I want to know the rewards I can earn through referrals so that I am motivated to participate in the referral program."

Description

The Referral Leaderboard should incorporate a reward system that motivates employees to participate in the referral process. This system will offer various incentives based on the number of successful referrals made or points earned through referrals. Integration with HR’s existing rewards program is necessary to ensure seamless tracking and redemption of rewards, leading to increased engagement in the referral process and better hiring outcomes for the organization.

Acceptance Criteria

Employee views their ranking on the Referral Leaderboard.

Given the employee is logged into the InstaHire platform, when they navigate to the Referral Leaderboard, then the system displays their current ranking and total referrals made.

Employee earns points for each successful referral.

Given a referral is successfully hired, when the referral status changes to 'Hired', then the referring employee's points are updated automatically in the system.

Rewards are tracked and redeemable through the existing HR rewards program.

Given an employee has accumulated enough points, when they access the rewards section, then they should see available rewards and the option to redeem their points for specific rewards in the existing HR program.

Leaderboard updates in real-time after a referral is made.

Given an employee refers a candidate successfully, when the referral status changes to 'In Progress', then the Referral Leaderboard updates in real-time to reflect the change in total referrals.

A monthly summary report of top referrers is generated.

Given the end of the month, when the HR admin requests the monthly referral report, then the system generates a report listing the top referrers and their total successful referrals for that month.

Employee receives notifications for points earned and ranking changes.

Given an employee refers a candidate, when the referral is either hired or rejected, then the employee receives a notification about points earned or changes in their ranking on the leaderboard.

Admin can customize rewards associated with referral points.

Given an admin user has access to the rewards program settings, when they change or update the reward tiers, then the changes should be reflected in the employee's view of available rewards immediately.

Leaderboard Filter Options

"As an employee, I want to filter leaderboard rankings by time period so that I can track my progress over different durations and see how my efforts compare to others."

Description

To enhance user experience, the Referral Leaderboard will provide filter options for employees to view rankings based on different time frames (e.g., weekly, monthly, quarterly) and categories (e.g., total referrals, successful hires). This will allow employees to see their performance over time and adjust their referral strategies accordingly. The filtering feature should be easily accessible and intuitive, improving user engagement with the leaderboard.

Acceptance Criteria

Employee wants to filter the leaderboard to see their weekly referral performance compared to colleagues.

Given an employee accesses the Referral Leaderboard, when they select the 'Weekly' filter, then the displayed rankings should update to show only the referrals made in the past week, including the employee's rank and details.

A manager looks to evaluate referral success over a quarterly basis using the leaderboard.

Given a manager accesses the Referral Leaderboard, when they select the 'Quarterly' filter, then the leaderboard should refresh to display rankings based on successful hires over the past quarter, reflecting accurate data.

An employee wants to review their total referrals to understand their contribution.

Given an employee navigates to the Referral Leaderboard, when they apply the 'Total Referrals' filter, then the leaderboard should show all referrals made by the employee, including their position relative to others.

Team leaders are interested in tracking referral performance of their team versus the company overall.

Given a team leader accesses the Referral Leaderboard, when they use both the 'Monthly' and 'Total Referrals' filters, then the leaderboard should display a comparative view of their team's rankings against the company.

An employee receives notifications about their rankings after applying different filters.

Given an employee applies a filter to the Referral Leaderboard, when the selection is made, then a notification should be displayed confirming the applied filter and the updated ranking results.

An employee struggles to find the filter options on the leaderboard page.

Given an employee visits the Referral Leaderboard page, when they look for filter options, then the filters should be prominently displayed and easily accessible without confusion.

Referral Success Tracking

"As a recruiter, I want to track the success rate of employee referrals so that I can provide feedback to employees and refine our referral program."

Description

Implement a system that tracks the success rates of referrals made by employees. This feature should allow each employee to view how many of their referrals resulted in hires, thus providing them with feedback on their contributions. By integrating this tracking with the leaderboard, employees can see the direct impact of their referrals on recruitment, leading to increased motivation and participation in the referral program.

Acceptance Criteria

Employee views their referral success rate on the dashboard after making multiple referrals over a month.

Given the employee logs into their account, when they navigate to the referral section, then they should see a summary of their referrals and the success rate displayed as a percentage of hired candidates.

Employee checks their rank on the referral leaderboard to see how their referral success compares with colleagues.

Given the employee accesses the leaderboard, when they view the rankings, then they should be able to see their current rank along with the number of successful hires from their referrals compared to top referrers.

HR clicks on a specific employee's profile to analyze their referral performance over the past year.

Given the HR representative is in the referral management section, when they select an employee's profile, then they should be able to view detailed statistics that include total referrals, successful hires, and percentage of success for the last 12 months.

Employee receives notifications about their referral results after a candidate they referred is hired.

Given a candidate that was referred by an employee is hired, when the HR updates the candidate status, then the employee should receive an alert with the information of the successful hire.

Employee filters the leaderboard to see the top referrers for a specific time period.

Given the employee accesses the leaderboard, when they select a specific time period from the dropdown, then the leaderboard should refresh to display only the top referrers within that selected timeframe.

HR generates a report on overall referral success rates across the organization.

Given the HR is on the reporting interface, when they select to generate a referral success report, then they should receive a comprehensive report detailing the overall success rates and statistics of all employee referrals within the organization.

Employee engages with the program by submitting new referrals and checking their status periodically.

Given the employee is participating in the referral program, when they submit a new referral, then they should be able to check the status of their referral at any time, which reflects current updates such as 'Under Review', 'Interview Scheduled', or 'Hired'.

User Notifications for Leaderboard Updates

"As an employee, I want to receive notifications about my ranking changes on the referral leaderboard so that I can stay informed and motivated to make more referrals."

Description

The system should send notifications to employees when there are updates to the Referral Leaderboard, such as changes in rankings or when they earn a reward. Notifications can be delivered through email or push notifications in the app, keeping employees informed and engaged with the leaderboard. This will enhance participation in the referral program by ensuring employees are aware of their progress and any pertinent updates.

Acceptance Criteria

Notification Trigger for Leaderboard Updates

Given an employee is ranked in the Referral Leaderboard, when there is a change in their ranking or they earn a reward, then they should receive a notification via their preferred method (email or push notification) within 5 minutes of the update.

Notification Type Preference

Given an employee has a preference set for notification types, when a ranking change occurs on the Referral Leaderboard, then the notification should be sent according to their specified preference (either email or push notification) without exceptions.

Multi-Device Notification Delivery

Given an employee can access the Referral Leaderboard on multiple devices, when there is an update (ranking change/reward earned), then the notification should be sent to all devices linked to their account simultaneously.

User Engagement Metrics Collection

Given an employee receives notifications about leaderboard updates, when measuring user engagement, then at least 75% of employees should demonstrate an increase in participation in the referral program within one month of notification implementation.

Opt-Out Option for Notifications

Given an employee prefers not to receive notifications about the Referral Leaderboard updates, when they choose to opt-out, then they should no longer receive such notifications while still being able to view leaderboard updates manually.

Historical Data Retention for Notifications

Given the system sends notifications about leaderboard updates, when an employee wants to review their notification history, then they should be able to access a record of all notifications received in the past 30 days.

Automated Referral Notifications

This feature automatically notifies employees of any updates or outcomes related to their referrals. Easy-to-understand notifications ensure referrers are promptly informed about the status of their candidates, enhancing communication and maintaining enthusiasm throughout the referral process.

Requirements

Real-time Notification System

"As an employee, I want to receive real-time notifications about the status of my referrals so that I can stay informed and engaged in the recruitment process without feeling left out."

Description

The Real-time Notification System is designed to automatically alert employees via email or in-app notifications whenever there is any update or outcome related to their referrals. This system should be user-friendly, with clear and concise messages ensuring that employees can easily understand the information conveyed. By keeping referrers promptly informed about the status of their candidates, this feature will enhance communication between HR and employees, thus maintaining their engagement and enthusiasm throughout the referral process. The integration of this system with the InstaHire platform will streamline communication and ensure timely updates.

Acceptance Criteria

Employee receives a notification when their referral is shortlisted for an interview.

Given an employee has referred a candidate, when the candidate is shortlisted for an interview, then the employee should receive an email and an in-app notification within 5 minutes of the status update.

Employee is notified when their referral is rejected.

Given an employee has referred a candidate, when the candidate's application is rejected, then the employee should receive a notification informing them of the outcome within 5 minutes of the decision being made.

Notifications are user-friendly and easy to understand.

Given any notification sent to an employee regarding their referral, when the employee reads the notification, then they should be able to understand the status of their candidate without needing additional information or clarification.

Employee can opt-in or opt-out of referral notifications.

Given an employee has access to the notifications settings, when they choose to opt-out of referral notifications, then they should no longer receive any notifications related to their referrals, and this preference should be saved for future sessions.

Real-time notifications are integrated within the InstaHire platform.

Given that an update occurs regarding a referral, when the notification is generated, then it should be instantly reflected both in the employee's InstaHire notification center and sent as an email to ensure real-time communication.

Notifications include a clear call-to-action for employees to get involved.

Given an employee receives a notification about their referral's status, when they read this notification, then it should include a clear call-to-action, such as 'Check Status' or 'View Candidate Profile', prompting them to engage further with the process.

The notification system handles multiple referrals effectively.

Given an employee has made multiple referrals, when there are updates on any of these referrals, then the employee should receive separate notifications for each referral update without confusion or overlap.

Referral Status Dashboard

"As an employee, I want to view a dashboard that displays the status of my referrals so that I can have clear visibility and understand what is happening with the candidates I recommended."

Description

The Referral Status Dashboard provides employees with a dedicated space within the InstaHire platform to track the progress of their referrals. This dashboard should display key information, including candidate status updates, feedback from HR, and next steps in the hiring process. The feature aims to empower employees by giving them visibility into their referrals, helping them to understand the journey of the candidates they recommended. This transparency can foster a more robust referral culture, encouraging greater participation from employees in the recruitment process.

Acceptance Criteria

Employee accesses the Referral Status Dashboard to check the progress of a candidate they referred last week.

Given the employee is logged into the InstaHire platform, When the employee navigates to the Referral Status Dashboard, Then the dashboard should display the candidate's current status, feedback from HR, and next steps in the hiring process.

An employee receives a notification regarding an update on their referral's application status.

Given an employee has referred a candidate, When the candidate's application status changes, Then the employee should receive an email notification that includes the updated status and relevant details.

An employee wants to provide feedback or ask questions about their referral after reviewing the dashboard.

Given the employee is viewing the Referral Status Dashboard, When the employee clicks on the 'Provide Feedback' button, Then they should be able to submit their feedback or questions through a form that is successfully sent to HR.

An HR representative updates the status of a candidate in the system after an interview.

Given an HR representative has completed an interview and updates the candidate's status in InstaHire, When the changes are saved, Then the update should be reflected on the employee's Referral Status Dashboard within 5 minutes.

An employee refers a candidate and checks the dashboard to see if the new candidate is listed.

Given an employee has referred a new candidate, When they refresh the Referral Status Dashboard, Then the new candidate should appear in the dashboard with the initial status of 'Under Review'.

Automated Feedback Loop

"As a referral employee, I want automated feedback on my referrals so that I can understand the outcome and improve my future referral efforts based on the feedback I receive."

Description

The Automated Feedback Loop feature enables HR to provide structured feedback to employees regarding their referrals automatically. Once a referral's status is updated, the system should generate feedback, indicating whether the referral was successful or if further action is required. This automated communication mitigates the need for HR to spend time manually updating employees, ensuring they receive timely and relevant feedback. This feature not only enhances employee experience but also strengthens the collaboration between HR and the workforce in the recruitment process.

Acceptance Criteria

Referral Updates Notification for Employees

Given an employee has made a referral, when the referral status changes, then the employee receives an email notification within 10 minutes informing them of the update.

Success Feedback Delivery

Given a referral is successful, when the HR system processes the referral outcome, then the referring employee receives a message detailing the success and next steps within 15 minutes.

Failed Referral Notification

Given a referral is unsuccessful, when the HR system processes the referral outcome, then the referring employee receives a message indicating the referral was not successful, with constructive feedback within 30 minutes.

Feedback for Further Action Required

Given a referral is still under consideration, when the HR system updates the referral status, then the referring employee receives a notification stating that further action is required and will be updated soon.

Dashboard Update for HR Team

Given updates to the referral status occur, when HR reviews the dashboard, then the changes are reflected in real-time to keep HR informed of all active referrals.

Multiple Referrals Handling

Given an employee has made multiple referrals, when the status of any of those referrals changes, then the employee receives separate notifications for each referral outcome in an organized manner.

Customizable Notification Preferences

"As an employee, I want to customize how I receive notifications about my referrals so that I can choose the most convenient and relevant way to stay updated without feeling overwhelmed."

Description

The Customizable Notification Preferences feature allows employees to set how and when they would like to receive notifications regarding their referrals. Users can choose their preferred communication channels (email, SMS, in-app notifications), specify the frequency of these updates, and customize the types of updates they wish to receive (e.g., initial referral success, interview outcomes, final decisions). This feature personalizes the notification experience, ensuring that employees remain excited and engaged as they are kept informed according to their preferences.

Acceptance Criteria

Users want to select their preferred communication channel for receiving notifications about their referrals.

Given the user is on the notification preferences settings page, when they select their desired communication channel (email, SMS, in-app), then their preference should be saved and reflected in the notification settings.

Users need to set the frequency of notifications they receive regarding their referrals.

Given the user has selected their communication channel, when they choose a notification frequency option (immediate, daily, weekly), then this preference should be saved and correctly applied to their notifications.

Users should be able to customize the types of notifications they receive about their referrals.

Given the user is on the notification preferences settings page, when they select the types of updates they wish to receive (initial referral success, interview outcomes, final decisions), then these selections should be saved and applied to future notifications.

Users want to receive a confirmation that their notification preferences have been successfully updated.

Given the user has saved their notification preferences, when they complete this action, then a success message should be displayed indicating that their preferences have been updated.

Users expect to receive notifications based on their selected preferences.

Given a referral process is underway and the user has set their notification preferences, when an update occurs (e.g., interview outcome), then the user should receive a notification through their chosen communication channel as per their specified frequency.

Users need to see a summary of their current notification preferences easily.

Given the user navigates to the notification preferences page, when they view the page, then they should see a summary displaying their selected communication channel, frequency, and types of notifications.

Referral Engagement Analytics

"As an HR manager, I want to access analytics on referral engagement so that I can understand employee participation levels and improve our referral program based on data-driven insights."

Description

The Referral Engagement Analytics feature provides HR with insights into how engaged employees are in the referral process. This module should analyze data such as the number of referrals submitted, referral conversion rates, and the frequency of notifications accessed by employees. By tracking this data, HR can identify trends, assess the effectiveness of their referral programs, and implement targeted strategies to boost engagement. This analysis also allows for continual improvement of the referral process to increase participation and optimize hiring outcomes.

Acceptance Criteria

Employee Referral Status Update Notification

Given that an employee has submitted a referral, when the referral's status changes, then the employee receives a notification about the status update within 5 minutes of the change.

Referral Submission Analytics

Given that multiple employees have submitted referrals, when HR analyzes referral data, then the analytics dashboard should display the total number of referrals, conversion rates, and average time taken for referrals to be contacted.

Employee Engagement Rate Measurement

Given that the analytics module is active, when HR reviews the engagement metrics, then the system should show the percentage of employees who accessed their referral notifications and the frequency of these accesses over the past month.

Referral Conversion Rate Analysis

Given that data is collected on referrals, when HR views the referral conversion reports, then the system should present the overall conversion rate of referrals into hires and allow for drill-down analysis by department and time period.

Automated Notification Clarity

Given that notifications are sent regarding referrals, when an employee receives a notification, then the notification message should clearly indicate the referral's current status and any necessary next steps.

Referral Program Effectiveness Reporting

Given the system has collected referral data over a quarter, when HR generates a report on the referral program, then the report should include insights on referral trends, employee participation rates, and suggestions for program improvements.

Customizable Notification Preferences

Given that employees can manage their settings, when an employee accesses their notification preferences, then they should be able to customize the types of notifications they receive about their referrals and set their preferred communication method.

Referral Bonus History Log

An accessible log that allows employees to track their referral bonus history, including past bonuses, referral outcomes, and any feedback received. This feature gives employees insight into their contributions and serves as a motivational tool, paving the way for informed and active participation.

Requirements

Referral Bonus Tracking

"As an employee, I want to view my referral bonus history so that I can understand the impact of my referrals and stay motivated to participate in the recruitment process."

Description

The Referral Bonus Tracking requirement encompasses the creation of a user-friendly interface where employees can easily view their referral bonus history, including details on bonuses earned, the status of referrals made (such as whether these were hired or not), and any received feedback from HR regarding their referrals. This functionality will help employees to gain insights into their contributions to the hiring process while promoting continued engagement with the referral system. It integrates seamlessly with existing HR systems to update and retrieve data, ensuring real-time accuracy and enhancing the employee experience by providing transparent and valuable information that encourages active participation in the referral program.

Acceptance Criteria

Employee accesses the Referral Bonus History Log to view their past referral bonuses and outcomes.

Given an employee is logged into their account, when they navigate to the Referral Bonus History Log, then they should see a list of their past referral bonuses along with the status of each referral (hired or not hired).

Employee receives feedback on their referrals in the Referral Bonus History Log.

Given an employee accesses the Referral Bonus History Log, when a referral has received feedback from HR, then the employee should see the feedback details associated with that referral listed in the log.

Referral Bonus History Log updates in real-time following HR's actions on referrals.

Given an employee is viewing their Referral Bonus History Log, when HR updates the status of a referral or adds feedback, then the employee should see these changes reflected in the log without needing to refresh the page.

Employee checks the status of a referral they made.

Given an employee has made a referral, when they look at the Referral Bonus History Log, then they should be able to view the current status of that referral along with relevant dates (date referred, date hired).

Employee attempts to access the Referral Bonus History Log without being logged in.

Given a user is not logged into their account, when they attempt to access the Referral Bonus History Log, then they should be redirected to the login page with a message prompting them to log in first.

The Referral Bonus History Log provides guidance on interpreting the information presented.

Given an employee is viewing the Referral Bonus History Log, when they hover over the information icons, then they should see tooltips that provide explanations for each section of the log (e.g., bonus amount, referral status).

Feedback Mechanism

"As an employee, I want to receive feedback on my referrals so that I can improve my future submissions and feel more involved in the recruitment process."

Description

The Feedback Mechanism requirement involves implementing a system whereby employees can receive feedback on their referrals directly through the platform. This feature will enable HR to provide responses on whether the referred candidates were interviewed, hired, or why they were not selected. This capability enriches the employee experience by providing constructive feedback that can help improve future referrals. Furthermore, this mechanism integrates with existing HR processes to ensure that feedback is timely, relevant, and constructive, fostering a culture of improvement and engagement within the organization.

Acceptance Criteria

Employee requests feedback for a referred candidate after the referral has been processed through the HR system.

Given an employee has referred a candidate and the referral status has been updated, when the employee checks their referral history, then the feedback should be visible in the referral bonus history log under the appropriate candidate's entry.

HR provides feedback on the outcome of a referred candidate within the platform.

Given HR has reviewed a referred candidate, when HR updates the candidate's status, then the employee who made the referral should receive an automated notification of the feedback via the platform.

An employee views the feedback log for their past referrals to assess their contributions.

Given an employee accesses their referral bonus history log, when they filter for past referrals, then they should see a complete list of previous referrals along with any feedback provided for each.

HR needs to ensure that feedback is constructive and relevant for employee referrals.

Given that feedback is provided for a referred candidate, when HR submits feedback through the platform, then the feedback must include the status (interviewed, hired, rejected) along with constructive comments for improvement.

An employee receives feedback relating to a candidate they referred that was not selected.

Given an employee refers a candidate that is not hired, when HR provides feedback on that referral, then the employee should see a clear explanation of why the candidate was not selected in their feedback log.

The system tracks the responses of employees after they have received feedback on their referrals.

Given an employee has received feedback for their referral, when they review their referral bonus history log, then the log should indicate whether the employee has taken any further action or made new referrals post feedback.

Referral Analytics Dashboard

"As an employee, I want to view my referral analytics dashboard so that I can see my impact on recruitment and understand how I can improve my performance."

Description

The Referral Analytics Dashboard requirement focuses on creating a visual dashboard that summarizes referral statistics for employees, such as the number of referrals made, success rates, and bonus earnings to date. This dashboard will provide insights into how individual efforts contribute to the company’s hiring goals while also creating a competitive and rewarding atmosphere. This feature will be integrated with HR analytics tools to ensure that it is based on up-to-date data, further enhancing employee motivation and engagement with the referral program by making their contributions visible and appreciable.

Acceptance Criteria

Employee views their referral bonus history on the Referral Analytics Dashboard

Given an employee is logged into the InstaHire platform, When they navigate to the Referral Analytics Dashboard, Then they should see a table displaying their referral bonus history including referral names, outcomes, and amounts received.

Employee views the success rate of their referrals on the Referral Analytics Dashboard

Given an employee is on the Referral Analytics Dashboard, When they look at the success rate metric, Then it should display the percentage of their successful referrals compared to the total number of referrals made.

Employee views the total bonus earnings displayed on the dashboard

Given an employee has made referrals, When they access the Referral Analytics Dashboard, Then the total bonus amount earned should be updated in real-time and displayed clearly on the dashboard.

HR reviews the overall referral statistics across the organization

Given an HR personnel is reviewing the Referral Analytics Dashboard, When they select the organization-wide statistics tab, Then they should see metrics including total referrals made, total bonuses distributed, and average success rate for all employees.

Employee receives feedback on their referrals captured in the dashboard

Given an employee has received feedback on their referrals, When they check the referral bonus history section of the Referral Analytics Dashboard, Then they should see the feedback comments next to each referral entry.

Employee accesses the dashboard on a mobile device

Given an employee is using a mobile device, When they open the Referral Analytics Dashboard, Then the dashboard should be fully responsive and display all elements without loss of functionality or data integrity.

Employee shares their referral success story through the dashboard

Given an employee has successfully referred someone, When they opt to share their success on the dashboard, Then their referral success story should be posted publicly within the app and available for other employees to view.

Referral Performance Notifications

"As an employee, I want to receive notifications about my referrals so that I can stay updated on their progress and feel more connected to the recruitment process."

Description

The Referral Performance Notifications requirement entails implementing an automated notification system that updates employees on the status of their referrals. Notifications will be triggered at key stages such as when a referral is reviewed, interviewed, or hired. This system ensures that employees remain engaged and informed throughout the referral process, enhancing their connection to the recruitment lifecycle while encouraging continuous participation. This feature will seamlessly integrate into the existing notification framework of the software to provide timely and relevant updates, thus keeping the referral process dynamic and responsive.

Acceptance Criteria

Employee receives a notification when their referral is reviewed by a recruiter.

Given an employee has referred a candidate, When the recruiter reviews the referral, Then the employee receives an instant notification detailing the status of their referral.

Employee is notified when a candidate they referred is invited for an interview.

Given a referral has been shortlisted for an interview, When the candidate is scheduled for an interview, Then the employee who made the referral receives a notification with the date and time of the interview.

Employees receive an update when a candidate they referred is hired.

Given a candidate referred by an employee has successfully completed the hiring process, When the hiring is finalized, Then the employee receives a notification congratulating them and outlining the referral bonus they will receive.

Referral history is updated in real-time based on notification events.

Given an employee receives a referral performance notification, When the notification is triggered, Then the referral history log is updated in real-time to reflect the new status.

Employees can customize their notification preferences for referral updates.

Given the referral performance notifications are set up, When an employee accesses their notification settings, Then they can choose to receive notifications via email, app, or both, and save their preferences.

Notifications are logged and accessible for historical reference.

Given a referral performance notification has been sent, When an employee checks their referral bonus history, Then all previous notifications related to their referrals are viewable in a chronological log.

The notification system integrates seamlessly with existing software architecture.

Given the notification system is implemented, When notifications are triggered, Then they must function correctly without impacting the overall performance of the InstaHire platform.

Referral Program Promotion

"As an employee, I want to see promotions of the referral program on the platform so that I am encouraged to make more referrals."

Description

The Referral Program Promotion requirement focuses on developing a feature that highlights the referral program within the InstaHire platform. This could include banners, user engagement prompts, and informational tooltips to excite and encourage employees to participate in the referral process actively. The implementation of this requirement aims to enhance awareness and understanding of the referral program's benefits, making it more accessible and inviting to employees. This feature will be integrated in key areas of the user interface to capture immediate interest and drive participation effectively.

Acceptance Criteria

Visibility of the Referral Program Promotion Banner

Given an employee logs into the InstaHire platform, when they navigate to the dashboard, then they should see a prominently displayed banner promoting the referral program with a clear call to action.

User Engagement Prompts for Referral Participation

Given an employee has completed their profile in InstaHire, when they interact with the platform for the first time after the referral program promotion is rolled out, then they should receive an engagement prompt encouraging them to participate and providing information about potential bonuses.

Informational Tooltips on Referral Process

Given an employee is viewing the referral program page, when they hover over key elements of the referral process, then they should see tooltips that explain the referral process, eligibility, and bonus structure clearly.

Referral Bonus History Log Access from Promotion

Given an employee is interested in the referral program, when they click on the referral program banner, then they should be directed to the detailed referral bonus history log that outlines their past referrals and bonuses.

Monitoring Referral Program Participation Metrics

Given the referral program promotion is active, when HR accesses the reporting dashboard, then they should see updated metrics on employee participation rates and referral submissions.

Feedback Mechanism for Referral Outcomes

Given an employee completes a referral submission, when they receive feedback on the outcome of their referral, then they should be able to view this feedback directly linked from the referral program promotion area.

Customized Referral Templates

An array of pre-designed templates that employees can use to share job openings with potential candidates. These templates can be customized for branding or personal touch, making it easy for employees to promote their workplace and attract suitable talent.

Requirements

Template Customization

"As an employee, I want to customize referral templates so that I can share job openings in a way that reflects my personality and the company’s brand, making it easier for me to attract quality candidates."

Description

This requirement enables users to customize referral templates to align with their branding and personal touch. Users can modify elements such as text, colors, and images within the templates. This functionality not only enhances the visual appeal of the referrals but also makes them more relatable, ultimately increasing the likelihood of attracting suitable candidates. The customization is essential to ensure that employees feel comfortable sharing these templates, as it reflects the company's identity and culture.

Acceptance Criteria

Employee Customizes a Referral Template for a Job Opening.

Given an employee accesses the referral template feature, when they select a template, then they should be able to modify text, colors, and images without losing the template's structural integrity.

Employee Saves a Customized Referral Template.

Given an employee customizes a referral template, when they click on the save button, then the customized template should be saved successfully and reflect all modifications when reopened.

Employee Shares a Customized Referral Template via Email.

Given an employee has customized a referral template, when they select the option to share, then the system should successfully send the email with the customized content to the selected recipients.

Employee Previews Customized Referral Template Before Sharing.

Given an employee customizes a referral template, when they click on the preview button, then they should be able to view the finalized appearance of the template just as it will appear when shared.

Admin Reviews All Customized Referral Templates.

Given an admin accesses the referral templates section, when they view the customized templates list, then all templates should display the name of the employee who customized them along with modification dates.

Employee Reverts to a Default Referral Template.

Given an employee has customized a referral template, when they choose to revert to the default version of the template, then the system should restore the original template without keeping any changes.

Template Library

"As an HR manager, I want a library of pre-designed referral templates so that our employees can quickly find and share relevant templates for different job openings without starting from scratch, thereby saving time."

Description

A comprehensive library of pre-designed referral templates organized by job categories, levels, and departments. Users can easily browse and select templates that best suit the job opening they wish to promote. This library simplifies the process for employees, allowing quick access to tailored messaging that aligns with specific positions, thus improving efficiency in the recruitment process. It promotes standardization while offering variety to meet diverse hiring needs.

Acceptance Criteria

Ability to access and browse templates by job category or department.

Given the user is logged into InstaHire, when they navigate to the Template Library, then they can filter templates by job category and department, displaying relevant templates accordingly.

Customizing a referral template for branding purposes.

Given that a user selects a referral template, when they edit the template, then they should be able to upload a company logo and modify branding colors to match their company’s branding standards.

Saving and retrieving customized templates.

Given that a user customizes a referral template, when they save the template, then it should be retrievable from their saved templates section without loss of customization.

Sharing referral templates via email or social media.

Given that a user has a referral template open, when they select the ‘Share’ option, then they should be able to share the template via email or compatible social media platforms directly from the application.

Displaying a preview of the referral templates before sharing.

Given that a user is customizing a referral template, when they select the ‘Preview’ option, then a new window should display the referral template as it will appear to recipients.

Feedback system for template usefulness.

Given that a user has used a referral template, when they submit feedback, then they should be able to rate the template and leave comments, which will be collected for report analysis.

Integration with Social Media

"As an employee, I want to share customized referral templates directly on my social media accounts so that I can reach more potential candidates in my network and enhance our recruitment efforts."

Description

The integration feature allows users to share customized referral templates directly to their social media platforms (e.g., LinkedIn, Facebook, Twitter). This functionality is crucial as it extends the reach of job openings beyond the company's internal networks, leveraging the personal connections of employees to attract a wider pool of candidates. The integration should include options for adding hashtags and personal comments, ensuring that the post feels authentic and encouraging engagement.

Acceptance Criteria

Employee Sharing a Job Opening on LinkedIn

Given that an employee selects a job opening and customizes a referral template, when they share it on LinkedIn, then the post should include the customized message, the job opening link, and any added hashtags or comments, and it should be publicly visible.

Employee Sharing a Job Opening on Facebook

Given that an employee chooses a job opening and customizes the referral template, when they post it on Facebook, then the post should display the customized template, include the link to the job, and allow for hashtags and personal comments, ensuring the post appears correctly on their timeline.

Employee Sharing a Job Opening on Twitter

Given that an employee selects a job opening, customizes a referral template, and shares it on Twitter, when the tweet is posted, then it should contain the key details of the referral, include the job opening link, and allow for added hashtags, fitting within character limits.

Integration Settings for Social Media Selection

Given that the user is in the settings menu for social media integration, when they choose a platform (LinkedIn, Facebook, Twitter), then the system should enable the relevant API connections and display options for customizing posts on that platform.

Verification of Hashtags and Comments Functionality

Given that an employee is preparing to post a job opening, when they add hashtags and personal comments to their referral template, then those should be correctly displayed in the shared post without any truncation or formatting errors.

Analytics on Social Media Shares

Given that a job referral has been shared on social media, when the admin accesses the analytics dashboard, then they should see metrics on engagement, such as likes, shares, comments, and applications generated from the post.

Referral Tracking Analytics

"As an HR analyst, I want to track the performance of shared referral templates so that I can identify which templates are most effective in attracting candidates and improve our referral strategy accordingly."

Description

This requirement introduces an analytics dashboard that tracks the performance of shared referral templates. The dashboard includes metrics such as the number of views, engagement rates, and candidate applications received through specific templates. Understanding these metrics is vital for HR teams to gauge the effectiveness of their referral strategies, optimize templates, and ultimately improve recruiting outcomes based on data-driven insights.

Acceptance Criteria

Employee Engagement in Referral Tracking

Given an employee uses a customized referral template to share a job opening, when the employee accesses the analytics dashboard, then the dashboard should display the number of views and engagement rate generated by that specific template within the last 30 days.

Performance Metrics Calculation

Given multiple referral templates have been shared by employees, when HR accesses the analytics dashboard, then the dashboard should accurately calculate and display the total number of candidate applications received through each template along with their respective engagement rates.

Template Optimization Based on Data

Given that the referral templates have been utilized for a specified period, when the HR team reviews performance metrics on the analytics dashboard, then they should be able to identify the top 3 performing templates based on views and applications received for optimization.

User Accessibility of Analytics Dashboard

Given the HR team has access to the analytics dashboard, when they log in to the platform, then they should be able to view the dashboard without any technical issues or errors, ensuring all data is promptly displayed.

Custom Branding Reflection in Metrics

Given that employees have customized referral templates with company branding, when a candidate applies through a shared template, then the analytics dashboard should link the application back to the specific branded template used for tracking purpose.

User Adoption of Referral Templates

Given a certain timeframe of use, when HR reviews analytics, then they should find an increase in the number of employees utilizing customized referral templates as compared to the previous period.

Email Sharing Functionality

"As an employee, I want to share referral templates via email so that I can reach out directly to potential candidates with personalized messages about job opportunities."

Description

This requirement facilitates the ability for employees to share referral templates directly via email to potential candidates. Users can quickly enter the candidate’s email address and send the template with personalized messages. This functionality ensures that employees can conveniently engage with candidates, offering a more direct approach to sharing opportunities and increasing the chances of referrals leading to successful hires.

Acceptance Criteria

Emailing a Referral Template to a Candidate

Given an employee is logged into InstaHire, when they select a referral template and enter a valid candidate email address, then an email with the template should be sent successfully, and the employee should receive a confirmation message.

Customization of Referral Template Before Sending

Given an employee is preparing to send a referral template, when they customize the template with personal branding and message, then the customized template should reflect the changes when emailed to the candidate.

Error Handling for Invalid Email Addresses

Given an employee attempts to send a referral template to an invalid email address, when they submit the email, then an error message should be displayed indicating that the email address is invalid and the email should not be sent.

Tracking Sent Referral Emails

Given an employee has sent a referral template to a candidate, when they check the ‘Sent Emails’ section, then the sent email should appear with details including recipient email, timestamp, and template used.

Integration with Candidate's Response

Given a candidate receives an email referral from an employee, when they reply to the email, then the reply should be logged in the employee's referral tracking system within InstaHire.

Mobile Accessibility

"As an employee, I want to access and share referral templates from my mobile device so that I can quickly engage with potential candidates, regardless of where I am."

Description

This requirement ensures that the referral templates are fully accessible and functional through mobile devices. Employees can customize and share templates while on the go, making it easier for them to engage with their networks anytime and anywhere. Mobile accessibility is critical in a fast-paced work environment where quick actions can lead to enhanced recruitment efforts without the dependence on desktop access.

Acceptance Criteria

Mobile employees need to access and customize referral templates while commuting to share job openings with their networks.

Given an employee is on a mobile device, when they access the referral template section, then they should see all available templates accurately displayed and responsive to the screen size.

An employee wishes to personalize a referral template by editing the text and adding their branding before sharing it on social media.

Given an employee selects a referral template on their mobile device, when they edit the text and add custom branding, then the changes should be saved and reflected correctly in the shared content.

The employee needs to share the customized referral template via email or social media directly from their mobile device.

Given an employee has finished customizing a referral template, when they select the share option, then the template should be successfully shared via the chosen platform (email/social media) without errors.

An employee wants to review battery consumption when using the mobile accessibility features of the referral templates.

Given the employee accesses the referral template features on their mobile device, when they monitor battery usage during the session, then it should not exceed a specific threshold, ensuring efficiency.

A user navigates the mobile interface of InstaHire to locate the referral templates quickly.

Given an employee is using the mobile app, when they search for referral templates in the navigation menu, then the templates should be easily accessible within three taps or fewer.

The HR manager wants to ensure that all referral templates load properly on various mobile devices and screen resolutions.

Given the HR manager tests the mobile accessibility of referral templates, when the templates are loaded on different devices, then all templates should display correctly without layout issues across all supported resolutions.

Referral Impact Insights

A reporting analytics feature that provides HR and management with insights into the effectiveness of the referral program, including metrics on hires made through referrals and the total bonus distributions. This data allows organizations to refine their referral strategies for better results.

Requirements

Referral Metrics Dashboard

"As an HR manager, I want to view a dashboard of referral metrics so that I can assess the effectiveness of our referral program and make informed adjustments to improve our hiring outcomes."

Description

The Referral Metrics Dashboard requirement focuses on creating an intuitive dashboard that provides real-time analytics on the referral program's performance. This includes visualizations of the number of referrals made, the conversion rate of referrals into hires, and the total incentives distributed to employees who make referrals. The dashboard will allow HR and management to quickly grasp the effectiveness of their referral strategy and make data-driven decisions to enhance their hiring processes. Integrating seamlessly with the existing InstaHire platform, it aims to not only present data but also provide actionable insights for optimizing and tailoring referral efforts based on performance trends.

Acceptance Criteria

Viewing Real-Time Analytics on the Referral Metrics Dashboard

Given that the HR manager is viewing the Referral Metrics Dashboard, When they select a specific time frame, Then the dashboard should display real-time analytics for that period, including the number of referrals made and the conversion rate of referrals into hires.

Accessing Detailed Referral Performance Metrics

Given that the user has logged into the InstaHire platform, When they navigate to the Referral Metrics Dashboard, Then they should be able to access detailed metrics, including total incentives distributed and the efficiency of each referral source.

Filtering Data by Referral Source

Given that the HR manager is on the Referral Metrics Dashboard, When they apply filters to view specific referral sources, Then the dashboard should update to show only the metrics related to the selected referral sources.

Exporting Dashboard Data for Reporting

Given that the HR manager is reviewing the metrics on the Referral Metrics Dashboard, When they select the export function, Then they should be able to download the report in multiple formats (CSV, PDF) containing all relevant metrics displayed on the dashboard.

Visualizing Referral Trends Over Time

Given that the HR team has been using the Referral Metrics Dashboard for several months, When they view the trends section, Then they should see a graphical representation of how referral metrics have changed over that time, allowing for easy identification of trends.

Integrating Dashboard Insights into Hiring Strategies

Given that the HR manager has accessed the Referral Metrics Dashboard, When they examine the insights provided, Then they should be able to generate a report suggesting actionable steps to optimize the referral program based on the data.

Referral Bonus Calculation Automation

"As an HR administrator, I want the system to automatically calculate and distribute referral bonuses so that I can streamline the payroll process and ensure timely rewards for successful referrals without manual intervention."

Description

This requirement ensures the automation of calculating and disbursing referral bonuses to employees who successfully refer candidates that are hired. Automating this process reduces administrative overhead, minimizes errors in bonus distribution, and ensures timely payments. By integrating this feature with the existing payroll system, HR will have a streamlined way to manage incentive payouts based on predefined criteria such as hire date and the role of the referred candidate. This automation ultimately encourages employee participation in the referral program by simplifying the reward mechanism.

Acceptance Criteria

Automating the referral bonus payment process through the payroll system integration for employees who successfully refer candidates.

Given an employee successfully refers a candidate who is hired, when the referral bonus criteria are met, then the system automatically calculates and disburses the bonus to the employee's payroll account on the next scheduled payment date.

Ensuring accurate calculations for referral bonuses based on predefined criteria such as hire date and job role.

Given that an employee has referred a candidate, when the candidate is hired, then the system should validate the hire date and role before calculating the bonus according to the organizational policy.

Providing a dashboard for HR to track referral bonuses distributed along with the associated referred hires.

Given that the referral program is automated, when HR accesses the referral bonus dashboard, then they should see real-time metrics on total referrals, hires, and bonus distributions without discrepancies.

Sending automated notifications to employees about their referral bonus status after a successful hire.

Given an employee has referred a candidate who is hired, when the bonus is disbursed, then the employee should receive an automated notification via email confirming the bonus amount and transaction details.

Automating the re-evaluation of the referral program's performance based on bonus payouts and hire success rates.

Given that bonuses have been distributed, when the reporting period ends, then the system should automatically generate a report analyzing the effectiveness of the referral program with metrics on hires and total bonuses paid out.

Ensuring that manual errors in referral bonus calculations are minimized through system controls and validations.

Given the automated referral bonus calculation system, when an employee refers a candidate, then the system should execute a validation check to prevent any errors in the bonus amount before processing it for payroll.

Providing HR with the ability to edit and manage the referral bonus criteria easily through the admin interface.

Given that the referral bonus policy might change, when HR accesses the admin interface, then they should be able to update the bonus criteria without requiring technical support.

Referral Program Effectiveness Report

"As a recruitment analyst, I want to generate an effectiveness report on the referral program so that I can analyze its performance over time and provide data-driven recommendations for enhancing our hiring strategy."

Description

The Referral Program Effectiveness Report requirement entails creating a detailed reporting feature that provides insights into the effectiveness of the referral program over specified time frames. This report will include metrics such as the ratio of hires from referrals compared to total hires, the retention rates of referred employees versus non-referred employees, and the average time to hire for referred candidates. This comprehensive report will enable HR and management to assess the long-term impact of their referral strategies and identify areas for improvement, directly influencing future recruitment initiatives.

Acceptance Criteria

Viewing the Referral Program Effectiveness Report as an HR manager to analyze the hiring metrics over the past quarter.

Given the HR manager is logged into the InstaHire platform, when they navigate to the Referral Program Effectiveness Report section, then they should see a detailed report displaying the ratio of hires from referrals to total hires for the specified quarter.

Generating a report that compares the retention rates of referred employees versus non-referred employees for the last year.

Given the HR manager requests a comparison report, when they select the retention rate metrics for both referred and non-referred employees for the past year, then the report should accurately display the retention rates for both groups.

Analyzing the average time to hire for referred candidates to identify any trends in recruitment efficiency.

Given the HR manager is reviewing the time to hire metrics, when they filter the data for referred candidates over the last six months, then the average time to hire for those candidates should be clearly displayed and documented in the report.

Reviewing the bonus distributions for hires made through the referral program.

Given the HR manager is accessing the Referral Program Effectiveness Report, when they look at the section for bonus distributions, then they should see a breakdown of total bonuses given for each referred hire during the selected time frame.

Sharing the Referral Program Effectiveness Report with management for strategic discussions.

Given the HR manager has generated the Referral Program Effectiveness Report, when they click on the 'Share Report' option, then the report should be successfully sent to the selected management team members' email addresses along with a notification.

Exporting the Referral Program Effectiveness Report to a PDF format for offline analysis.

Given the HR manager is viewing the Referral Program Effectiveness Report, when they select the 'Export to PDF' option, then a downloadable PDF version of the report should be generated and made available for download.

Including filters for different time frames in the Referral Program Effectiveness Report for customizable analysis.

Given the HR manager is generating the Referral Program Effectiveness Report, when they choose a custom date range from the filters available, then the report should accurately reflect the data for that specific time frame, including all relevant metrics.

User-Friendly Referral Submission Form

"As an employee, I want an easy-to-use referral submission form so that I can quickly refer candidates without hassle and understand the process involved in submitting my referral."

Description

This requirement focuses on developing a user-friendly interface for employees to submit their referrals. The form should be simple and intuitive, allowing users to easily input candidate information and attach relevant documents if needed. Enhancing the user experience in making referrals is crucial for increasing participation in the referral program. The design should also include confirmation notifications and essential guidelines on the referral process to encourage employee engagement.

Acceptance Criteria

Employee submits a referral through the user-friendly referral submission form on the InstaHire platform.

Given an employee navigates to the referral submission section, when they fill in all required fields and attach necessary documents, then a confirmation notification should be displayed and the referral information should be successfully recorded in the system.

Managers review submitted referrals and track the effectiveness of the referral program using the referral impact insights feature.

Given the manager accesses the referral impact insights dashboard, when they filter for submissions by referral source, then they should see accurate metrics displaying the number of hires made through referrals and total bonus distributions.

An employee receives a confirmation after submitting a referral that includes guidelines on the referral process.

Given an employee submits a referral through the form, when the submission is complete, then the employee should receive a confirmation email detailing the referral process guidelines and next steps.

An employee attempts to submit a referral form but leaves mandatory fields blank.

Given an employee accesses the referral submission form, when they attempt to submit the form with required fields unfilled, then the system should display an error message indicating which fields need to be completed before submission.

Employees access the referral submission form from different devices and browsers.

Given an employee tries to access the referral submission form from a smartphone, tablet, or different web browsers, when they load the form, then the form should maintain its usability and appearance on all devices without any functionality issues.

Employees can attach relevant documents to their referrals using the submission form.

Given an employee is on the referral submission form, when they click on the 'Attach Documents' button, then they should be able to successfully upload files and see a confirmation of the uploaded documents listed on the form before submission.

Referral Program Insights Alerts

"As an HR director, I want to receive alerts about key metrics in our referral program so that I can stay informed about its performance and address any issues promptly."

Description

This requirement outlines the development of an automated alert system that notifies HR and management of key milestones or changes in the referral program metrics. Alerts can include when the number of submissions falls below a specific threshold or when a notable increase in the hiring rate from referrals occurs. This feature aids in proactively managing the referral program by ensuring stakeholders are informed and can take appropriate actions to sustain or improve program performance.

Acceptance Criteria

Alerts Triggered on Submission Threshold Breach

Given the referral program is active, when the number of referral submissions falls below 10 in a month, then an automated alert should be sent to HR and management via email and within the platform notifications.

Alerts for Significant Increase in Referral Hires

Given the referral analytics dashboard displays current referral metrics, when there is a 25% increase in the hiring rate from referrals compared to the previous month, then an alert should be sent to HR and management detailing the increase.

Monthly Summary Alerts for Referral Program Performance

Given the referral program is operational, when the end of the month is reached, then an automated summary report highlighting key metrics (total referrals, hires made, bonuses distributed) should be sent to HR and management.

Error Handling for Alert System

Given the alert system is functional, when there is an error in sending an alert (for example, due to a network issue), then the system should log the error and attempt to resend the alert after 5 minutes.

Alerts Customization for Different User Roles

Given different roles within HR and management, when a user accesses the alert settings, then they should be able to customize which alerts they receive based on their role (e.g., hires, submissions, bonuses).

User Feedback Mechanism for Alert Relevance

Given the alerts are being sent, when a user receives an alert, then they should have the option to provide feedback on the relevance of the alert, which is recorded in the system for future improvements.

Skill Progress Dashboard

A visually engaging dashboard that showcases the skills employees have acquired during their onboarding journey. This feature allows team leads to monitor individual progress against set skill benchmarks, providing an overview of team competencies and highlighting areas for further development. It empowers managers to make informed decisions about training interventions and recognizes employees' achievements in skill acquisition.

Requirements

Skill Tracking Module

"As a team lead, I want to view a dashboard that shows my team members' skill progress so that I can identify who needs additional support and ensure everyone is meeting their onboarding goals."

Description

The Skill Tracking Module enables team leads and HR professionals to track and visualize the skill acquisition of employees throughout their onboarding process. It will provide a dashboard where users can see individual and team progress against predetermined benchmarks, highlighting skills acquired, skills in progress, and areas that require attention. This module will integrate with existing HR systems and support reporting features, enabling users to export progress reports for performance reviews and training evaluations. The module supports decision-making regarding training interventions and recognizes employee achievements in skill development, fostering a culture of continuous learning and development within the organization.

Acceptance Criteria

Team Lead views the Skill Progress Dashboard to assess the skill acquisition status of new employees during their onboarding process.

Given the team lead is logged into the Skill Progress Dashboard, when they select an employee, then the dashboard displays a detailed view of the employee's skills acquired, skills in progress, and skills requiring attention.

HR professional exports the progress report of the onboarding employees for training evaluation purposes.

Given the HR professional has access to the Skill Tracking Module, when they choose to export the progress report, then the system generates a CSV file containing individual and team skill acquisition data against predetermined benchmarks.

Team Lead monitors overall team skill competencies on the Skill Progress Dashboard.

Given the team lead is viewing the Skill Progress Dashboard, when they select the option to view team skills, then the dashboard shows a summary of all team members' skill acquisition statuses, highlighting strengths and areas needing improvement.

A new employee reviews their skill acquisition progress during onboarding with their manager.

Given the new employee is logged into the Skill Tracking Module, when they view the dashboard, then they can see their acquired skills, progress on in-flight skills, and receive feedback on areas that require attention.

HR professional integrates the Skill Tracking Module with existing HR systems and ensures seamless data transfer.

Given the HR professional has initiated the integration process, when the existing HR systems are configured, then the skill acquisition data from the Skill Tracking Module is accurately reflected in the HR systems without discrepancies.

Team Lead identifies necessary training interventions based on the Skill Progress Dashboard data.

Given the team lead has analyzed the Skill Progress Dashboard, when they see an employee lacking essential skills, then they can easily recommend specific training resources and interventions.

Benchmark Configuration Tool

"As an HR administrator, I want to configure skill benchmarks for different roles so that I can tailor the onboarding process to meet the specific needs of each position."

Description

The Benchmark Configuration Tool allows administrators and team leads to set and customize skill benchmarks for various roles within the organization. This feature will facilitate the definition of required skills for each position, enabling tailored onboarding experiences based on specific job requirements. The tool will support the creation of skill pathways, which guide employees through the onboarding process by outlining necessary skills and their associated benchmarks. By empowering users to configure benchmarks, the tool enhances personalization and ensures alignment between employee skill development and organizational goals.

Acceptance Criteria

As an administrator, I want to set skill benchmarks for different roles in the organization so that new hires have a clear understanding of the expectations they need to meet during their onboarding process.

Given that I am logged in as an administrator, when I create a new role and add skill benchmarks, then I should receive a confirmation message indicating that the benchmarks have been successfully saved.

As a team lead, I want to customize skill benchmarks after assessing the team's performance, enabling me to adjust goals according to current organizational needs.

Given that I have existing benchmarks, when I edit a benchmark for a specific skill, then I should be able to update the expected skill level without errors, and the changes must be reflected in the dashboard.

As a team lead, I need to view the skill benchmarks associated with a specific role to evaluate whether my team members are meeting the required competencies during training.

Given that I am viewing the Skill Progress Dashboard, when I select a specific role, then I should see a list of skill benchmarks clearly displayed, along with individual employee progress toward each benchmark.

As an administrator, I want to enable or disable specific skill benchmarks for different roles, ensuring that only relevant skills are tracked for each position.

Given that I am editing benchmarks, when I disable a skill for a specific role, then that skill should no longer be available in the Skill Progress Dashboard for tracking.

As a team lead, I want to create a skill pathway that guides new hires through the onboarding process, helping them acquire the necessary skills in a structured manner.

Given that I have created a skill pathway, when I assign that pathway to a new employee, then the employee should receive a notification with the skills they need to complete and the relevant benchmarks for each.

As an administrator, I want to implement a reporting feature that summarizes skill benchmarking outcomes across the organization, allowing for data-driven training decisions.

Given that I have submitted a report request, when I generate the report, then I should receive a comprehensive analysis of skill benchmarks, including completion rates and gaps identified for each role.

Progress Reporting Feature

"As a team lead, I want to generate progress reports on my team's skill development so that I can assess overall performance and adjust training strategies accordingly."

Description

The Progress Reporting Feature provides a comprehensive overview of employee skill development over time, allowing team leads to generate detailed reports on individual and team performance. Users can filter reports based on various criteria such as time intervals and skill categories. This feature will facilitate performance evaluations and help in identifying trends in skill acquisition across teams, thereby informing recruitment and training strategies. Additionally, the feature offers visual representations of data, enhancing the presentation of skills acquisition metrics for stakeholders.

Acceptance Criteria

Generatiing Progress Reports for Team Skills Assessment

Given a team lead is on the Progress Reporting Feature page, when they select a specific time interval and skill category, then they should be able to generate a report that displays individual and team performance metrics accurately reflecting the selected filters.

Visual Representation of Skill Acquisition Metrics

Given a team lead has generated a progress report, when they view the report, then visual representations such as graphs or charts should display skill acquisition metrics in an easy-to-understand format.

Filtering Reports by Skill Categories

Given a team lead is on the Progress Reporting Feature, when they apply filters to view specific skill categories, then the reported data should only include skills relevant to the selected categories without any irrelevant information.

Exporting Progress Reports for External Review

Given a team lead has generated a progress report, when they click the export button, then the report should be downloaded in a specified format (e.g., PDF, Excel) for external sharing without data loss.

Recognizing Employees' Achievements in Reports

Given a team lead generates a progress report, when reviewing the report, then any employee who has reached a designated skill benchmark should be highlighted or marked as recognized for their achievement.

Identifying Trends in Skill Acquisition Over Time

Given a team lead accesses the trend analysis section of the Progress Reporting Feature, when they review the historical data, then they should be able to identify trends in skill acquisition over specified time intervals.

User Notifications for Skill Development Milestones

Given a team lead is reviewing skill development reports, when employees reach important milestones in skill acquisition, then the system should automatically notify the team lead via email or internal notification system.

Employee Recognition System

"As an employee, I want to receive recognition for the skills I have acquired so that I feel motivated and appreciated for my progress during onboarding."

Description

The Employee Recognition System highlights and celebrates the skill acquisitions of employees as they progress through their onboarding journey. This requirement includes a feature that automatically notifies both the employee and their team lead when a skill benchmark is achieved. By incorporating gamification elements such as badges and achievements, this system boosts engagement and motivation, encouraging ongoing participation in skill development initiatives. The recognition system integrates with the Skill Progress Dashboard to visually represent accomplishments, fostering a positive workplace culture focused on growth and achievement.

Acceptance Criteria

Employee achieves a skill benchmark during their onboarding journey and receives a notification.

Given an employee has completed all required activities for a specific skill, when the skill benchmark is achieved, then the system must automatically notify the employee and their team lead via email and in-app notification.

Gamification elements are presented to employees upon skill achievement.

Given an employee has achieved a skill benchmark, when they log into the Skill Progress Dashboard, then they should see an updated display of badges and achievements related to the completed skill.

Team leads can access a report of skill achievements for their team.

Given a team lead is viewing the Skill Progress Dashboard, when they look at their team's skill progress, then they should see a summary of each team member's achievements and any notifications sent for skill benchmarks reached.

Recognition notifications are received without system errors.

Given the system is operational, when an employee reaches a skill benchmark, then both the employee and their team lead should receive their recognition notification without any errors or delays in delivery.

The Employee Recognition System integrates seamlessly with the Skill Progress Dashboard.

Given the Employee Recognition System is in use, when an employee earns a badge, then it should automatically reflect on the Skill Progress Dashboard without manual input or delay.

Integration with Learning Management Systems (LMS)

"As a training coordinator, I want to integrate InstaHire with our LMS so that employees can access training materials related to their skill development right where they track their progress."

Description

The Integration with Learning Management Systems (LMS) allows seamless synchronization of skill tracking data between InstaHire and external LMS platforms. This requirement ensures that employees can access necessary training resources directly linked to their skill development goals. By integrating with LMS platforms, the functionality supports a coherent user experience, allowing employees to easily transition between tracking their progress on InstaHire and engaging with their training materials. This will also streamline the management of training interventions based on skill gaps identified through the Skill Progress Dashboard.

Acceptance Criteria

Skill Tracking Data Synchronization with LMS

Given an employee is enrolled in a training program in the LMS, when they complete a module, then the skill progress dashboard in InstaHire should reflect the updated skills and completion status within 15 minutes.

User Access to Training Resources from InstaHire

Given a user accesses the Skill Progress Dashboard, when they click on a skill tied to an LMS training resource, then they should be redirected to the appropriate training module in the LMS without having to log in again into the LMS.

Manager Review of Team Skill Development

Given a team lead is reviewing the Skill Progress Dashboard, when they filter by specific skills, then the dashboard should display employee progress, completion rates, and training resource links for those specific skills in real time.

Communication of Skill Achievements to Employees

Given an employee has achieved a new skill milestone, when the LMS syncs with InstaHire, then the employee should receive a notification through the InstaHire platform acknowledging their skill achievement.

Identification of Skill Gaps for Training Interventions

Given a manager analyzes the Skill Progress Dashboard, when they identify a skill gap in the team's competencies, then the system should automatically suggest appropriate LMS training resources linked to those gaps.

Error Handling in Data Synchronization between Systems

Given a data synchronization attempt has failed due to a connection issue, when the user attempts to view their Skill Progress Dashboard, then an appropriate error message should be displayed and a retry option presented.

Historical Skill Tracking Data Availability

Given an employee's skill progress data is synchronized with the LMS, when the employee accesses their dashboard, then they should be able to view their historical skill tracking records for the past 12 months.

Personalized Learning Paths

This feature creates tailored learning paths for each new hire based on their individual skills assessment and career goals. By recommending relevant training modules and resources, it ensures that employees receive the support they need to develop their skills effectively. This personalized approach fosters a sense of ownership over their learning journey and encourages proactive engagement in their professional development.

Requirements

Skill Assessment Integration

"As an HR manager, I want to assess the skills of new hires effectively so that I can create personalized learning paths that enhance their development from the start."

Description

The Skill Assessment Integration requirement involves developing a robust system that accurately evaluates new hires' skills through a comprehensive assessment tool. This integration allows the platform to gather detailed insights into the competencies of each employee, facilitating the creation of personalized learning paths. By analyzing the assessment results, the system will recommend tailored training resources that align with the employee's existing skills and career aspirations. This functionality enhances the effectiveness of the learning paths, ensuring that each employee receives targeted support during their onboarding process, which ultimately leads to improved employee satisfaction and retention rates.

Acceptance Criteria

Skill assessment results integration for personalized learning paths.

Given a new hire completes the skill assessment, when the results are processed, then the system should automatically generate a personalized learning path tailored to the individual's skills and career goals.

User interface for viewing personalized learning paths.

Given that a new hire has an assigned learning path, when they access the learning portal, then they should see a user-friendly interface displaying their recommended modules and resources clearly.

Real-time feedback on skill assessment results.

Given a new hire finishes their skill assessment, when the results are available, then they should receive real-time feedback highlighting their strengths and areas for improvement.

Notification system for recommended training resources.

Given the generation of a personalized learning path, when the path is created, then the system should notify the new hire via email about their recommended training resources and next steps.

Tracking progress on personalized learning paths.

Given a new hire is following their learning path, when they complete a module, then the system should accurately track their progress and update their status accordingly in the dashboard.

Admin view of assessment analytics for reporting purposes.

Given an admin user accesses the analytics dashboard, when they select the skill assessment report, then they should see a comprehensive overview of new hires' skill assessments, progress, and training completions.

Integration with existing HR management systems.

Given the implementation of skill assessment integration, when the new hires are assessed, then their assessment data should seamlessly sync with existing HR management systems for record-keeping and evaluations.

Dynamic Learning Path Generation

"As a new hire, I want a personalized learning path that adapts to my skills and career goals so that I can efficiently develop my abilities relevant to my job."

Description

Dynamic Learning Path Generation is a requirement that ensures the system can automatically create customized learning paths for new hires based on their individual skill assessments and career goals. The learning paths will adapt in real-time, incorporating various training modules and resources that align with the identified needs of each employee. This dynamic approach not only streamlines the onboarding process but also empowers employees to take charge of their own professional development, fostering engagement and motivation. The system should be able to integrate with existing training platforms, allowing seamless access to learning materials.

Acceptance Criteria

New hire onboarding process for a software engineer with a focus on coding skills and project management aspirations.

Given a new hire with a skill assessment score indicating strengths in coding and interests in project management, When the dynamic learning path is generated, Then it should include coding tutorials, project management courses, and practical assignments relevant to their role.

Integration of existing training platforms with the dynamic learning path generation system.

Given the dynamic learning path generation system has been integrated with external training platforms, When a user accesses the learning path, Then all recommended training modules from these platforms should be accessible without errors.

Real-time adaptation of learning paths based on employee feedback and progress tracking.

Given that an employee is progressing through their learning path, When the employee provides feedback on a module completion, Then the learning path should adjust to recommend further modules based on their input and progress metrics.

Initial skill assessment completion for a new hire in a sales role.

Given a new hire completes their initial skill assessment specific to sales roles, When the dynamic learning path is generated, Then it should recommend modules covering sales techniques, CRM use, and customer engagement strategies.

Performance tracking for employees utilizing the personalized learning paths.

Given that an employee has been engaged with their learning path for a month, When performance metrics are evaluated, Then the system should provide a report indicating skill improvements and completion rates for recommended modules.

Custom training module recommendations based on career goals set by new hire.

Given a new hire specifies their career goals during onboarding, When the dynamic learning path is generated, Then it should prioritize training modules that align with their specified career progression within the company.

User interface experience during the learning path navigation.

Given a new hire is navigating their personalized learning path, When they access the module list, Then the interface should be intuitive, enabling them to easily find and select their learning modules.

Progress Tracking and Feedback

"As a new hire, I want to visualize my learning progress and receive feedback on my training so that I can understand my development and make necessary adjustments."

Description

The Progress Tracking and Feedback requirement focuses on implementing a user-friendly module that allows new hires and their managers to track learning progress through the personalized learning paths. This functionality will include visual progress indicators, completion rates, and the ability to give and receive feedback on training modules. This feature enables continuous improvement in learning experiences, as employees can adjust their learning paths based on feedback received and completed modules. It enhances accountability and motivation for both employees and managers, ensuring that everyone stays aligned in the development process.

Acceptance Criteria

Tracking Learning Progress for New Hires

Given a new hire is logged into their profile, When they access their personalized learning path, Then they should see a visual progress indicator showing the percentage of completed modules.

Completion Rate Calculation for Managers

Given a manager is reviewing their team's progress, When they check the completion rates for each new hire, Then the system should display accurate completion percentages for each training module as well as overall learning path completion.

Feedback Submission by New Hires

Given a new hire has completed a training module, When they provide feedback on the training content, Then the feedback should be successfully recorded and visible to the manager in their dashboard.

Feedback Accessibility for Managers

Given a manager is monitoring their team's development, When they view the feedback provided by new hires, Then they should be able to access and review all feedback associated with each training module.

Adjusting Learning Path Based on Feedback

Given a new hire receives feedback suggesting changes in their learning path, When they review the feedback, Then they should have the option to edit their learning path and add recommended training modules.

Visual Representation of Progress over Time

Given a new hire has been using the learning paths for a month, When they view their progress report, Then the report should include a visual representation showing progress over time with month-by-month comparisons.

System Notifications for Unfinished Modules

Given a new hire has not completed a module on their learning path, When they log in to the platform, Then they should receive a notification reminding them of the unfinished module and its relevance.

Resource Recommendation Engine

"As a new hire, I want to receive personalized resource recommendations so that I can access training materials that are most relevant to my skill development."

Description

The Resource Recommendation Engine is designed to analyze individual skill assessments and recommend specific training modules, articles, or videos that match the professional development needs of new hires. This engine uses machine learning algorithms to refine its suggestions based on user interactions and outcomes, continually improving the relevance and effectiveness of the recommended resources. This personalized approach to resource allocation significantly enhances the learning experience, as employees find the materials most pertinent to their growth, ultimately driving their engagement and productivity.

Acceptance Criteria

New hire accesses the Resource Recommendation Engine shortly after completing their skills assessment.

Given a new hire who has completed their skills assessment, when they access the Resource Recommendation Engine, then they should receive a list of at least five personalized training modules and resources that align with their skills and career goals.

A new hire interacts with the recommended resources over a defined period.

Given a new hire who has interacted with at least three resources from the recommendation list, when they complete a feedback survey, then 80% of the feedback must indicate that the recommended resources were relevant to their professional development needs.

The Resource Recommendation Engine analyzes user interactions to improve future recommendations.

Given data collected from multiple new hires who have interacted with the recommended resources, when the engine processes this data, then it should refine its algorithm to improve the relevance score of recommended resources by at least 20% over a three-month period.

An HR manager reviews the effectiveness of the Resource Recommendation Engine.

Given an HR manager analyzing the performance of the Resource Recommendation Engine, when they review the engagement metrics, then they should find that at least 70% of new hires are actively using the recommended resources within their first month of onboarding.

A new hire successfully completes a course from the Resource Recommendation Engine.

Given a new hire who has completed a training module recommended by the Resource Recommendation Engine, when they pass the associated assessment, then they should demonstrate at least a 75% proficiency in the assessed skills covered by the module.

The Resource Recommendation Engine integrates with performance tracking tools.

Given a new hire who is using the Resource Recommendation Engine, when their performance metrics are measured after six months, then they should show at least a 15% improvement in relevant skills compared to pre-training assessments.

Collaborative Learning Features

"As a new hire, I want to engage in collaborative learning opportunities so that I can build relationships and learn from my peers during the onboarding process."

Description

The Collaborative Learning Features requirement aims to integrate tools that encourage teamwork and peer learning among new hires. This includes features such as discussion forums, group projects, and mentorship pairing that facilitate communication and collaboration. By fostering a sense of community and shared learning experiences, new hires can benefit from diverse perspectives and knowledge sharing, making the onboarding process more enriching and supportive. It is essential for building relationships and teamwork skills early in their tenure, enhancing overall job satisfaction and performance.

Acceptance Criteria

New hires engage in a collaborative discussion forum where they share insights on the onboarding process and seek advice from peers and mentors.

Given a new hire accesses the discussion forum, when they post a question or an insight, then they receive at least three replies from different users within 24 hours.

Mentorship pairing is set up for new hires, facilitating one-on-one interaction with experienced staff to enhance learning and integration.

Given a new hire is assigned a mentor, when they schedule their first meeting, then the meeting is confirmed within one business day and feedback is collected on the meeting experience.

Group projects are assigned to new hires, requiring them to collaborate with their peers to complete a task, demonstrating teamwork and communication skills.

Given a group project is initiated, when the project deadline is reached, then at least 80% of participants report satisfaction with team collaboration via a feedback survey.

New hires participate in virtual workshops designed to enhance their skills through collaborative learning.

Given a virtual workshop is scheduled, when it concludes, then at least 90% of attendees rate the workshop as valuable in a post-session survey.

Discussion forums provide resources for new hires seeking guidance on various topics related to their roles.

Given a new hire accesses the discussion forum, when they search for topics, then they should find at least five relevant resources or discussions within the first three search attempts.

New hires are encouraged to collaboratively share learning resources among their peers to enhance knowledge sharing.

Given a new hire contributes a resource to the collaborative platform, when that resource is accessed by others, then it should receive feedback comments from at least two peers within a week.

Team-building activities are organized for new hires to foster relationships among team members.

Given a team-building activity is scheduled, when the activity is held, then at least 75% of participants report improved relationships with their colleagues in a follow-up survey.

Performance Metrics Dashboard

"As an HR manager, I want to see a dashboard that visualizes the effectiveness of the learning paths so that I can make data-driven decisions for future training programs."

Description

The Performance Metrics Dashboard requirement entails creating a comprehensive interface that allows HR managers and leadership to visualize the effectiveness of the personalized learning paths. This dashboard will provide insights into key metrics such as employee engagement levels, training completion rates, and overall skill improvement over time. By analyzing this data, organizations can assess the impact of their onboarding and training programs and make informed decisions regarding future strategies and resource allocation, ultimately leading to enhanced employee development initiatives.

Acceptance Criteria

HR managers need to access the Performance Metrics Dashboard to evaluate employee engagement levels during the first month of onboarding new hires. They should be able to filter the metrics based on department and individual progress to assess how well the personalized learning paths are performing.

Given an HR manager accesses the Performance Metrics Dashboard, when they apply filters for department and individual progress, then they should see real-time data reflecting employee engagement levels for the selected filters.

Leadership wants to review training completion rates for a specific cohort of employees to make data-driven decisions about future training initiatives. They need to view a graphical representation of training completion rates over several months to identify trends.

Given leadership opens the Performance Metrics Dashboard, when they select a cohort and view the training completion rates, then they should see a graphical representation that shows completion trends over the specified period.

A team leader is concerned about the overall skill improvement of their team members over time and wishes to use the dashboard to compare skill levels before and after training modules. They should be able to see a side-by-side comparison for clarity.

Given a team leader accesses the Performance Metrics Dashboard, when they select to compare skill levels before and after training modules, then they should be presented with a side-by-side comparison of skill levels for each team member.

HR needs to identify potential gaps in training programs by analyzing employee progress in the dashboard. They should have access to detailed reports that highlight areas where employees are struggling to complete their training.

Given an HR team member utilizes the Performance Metrics Dashboard, when they request detailed reports on training progress, then they should receive reports highlighting the training completion status and any identified gaps for multiple employees.

To track the effectiveness of the personalized learning paths, the organization desires to capture data on skill improvements over time for all employees. The dashboard should display this information in an easy-to-read format, showing percentage increases in skills.

Given an HR manager views the Performance Metrics Dashboard, when they examine the skill improvement metrics, then they should see a clear display of percentage increases in skills over defined periods for all employees.

The finance department needs to assess the cost-effectiveness of the training programs during the onboarding process. They require metrics on the return on investment (ROI) based on employee performance indicators from the dashboard.

Given the finance team accesses the Performance Metrics Dashboard, when they query the training program metrics related to cost and employee performance indicators, then they should receive ROI reports showing comparisons of costs versus performance improvements.

Skill Gap Analysis Tool

An analytical tool that identifies skill gaps within the team by comparing the required competencies for specific roles with the skills currently possessed by new hires. This feature empowers team leads to proactively address these gaps by implementing targeted training programs, enhancing the overall skill set of the team and ensuring alignment with organizational goals.

Requirements

Skill Gap Identification

"As a team lead, I want to identify skill gaps in my team so that I can implement targeted training programs to enhance performance and align with the organization's goals."

Description

The Skill Gap Identification requirement involves developing an analytical engine that compares the required competencies for specific roles against the skills possessed by new hires. This engine should utilize AI algorithms to assess individual skill levels and identify gaps effectively. By integrating with existing databases of job requirements and employee skill sets, this feature will provide actionable insights and recommendations for targeted training programs, ensuring that the organization can proactively bridge the skill gaps present within the team. The outcome should lead to improved employee performance and alignment with organizational goals, ultimately enhancing the team’s capability and efficiency in achieving strategic targets.

Acceptance Criteria

Skill Gap Analysis for New Hires in Sales Team

Given a new hire in the sales team with a defined set of required competencies, when the skill gap analysis tool is executed, then it should accurately identify and report the skills that the new hire lacks compared to the required competencies.

Identifying Required Training Programs for Skill Gaps

Given the identified skill gaps from the analysis of new hires in the engineering team, when the system generates recommendations, then it should list relevant training programs that address each identified skill gap with a clear rationale for each pairing.

Integration of Job Requirements and Employee Skills Database

Given the integration of job requirements and employee skills database, when the skill gap analysis tool is accessed, then it should seamlessly retrieve and compare data without errors and provide accurate gap analysis results.

Real-time Skill Assessment for Performance Reviews

Given an approaching performance review schedule, when the skill gap analysis tool is employed, then it should provide a real-time assessment of each employee’s skills compared to their role requirements, including a visual representation of the gaps.

Tracking Progress on Addressed Skill Gaps

Given a team lead that implements training programs based on skill gap analysis outcomes, when the training is completed, then the system should track the progress and re-evaluate the employee’s skill level to confirm improvement in identified areas.

User Interface for Skill Gap Analysis Results

Given a team lead viewing the skill gap analysis results, when navigating the UI, then they should find clear, actionable insights presented in an easy-to-understand format that enables quick decision-making.

Feedback Mechanism for Continuous Improvement

Given that users interact with the skill gap analysis tool, when feedback is collected on usability and effectiveness, then the system should aggregate this feedback and provide insights for future improvements in tool functionality.

Automated Reporting

"As a team lead, I want to receive automated reports on skill gaps so that I can quickly assess training needs and allocate resources effectively."

Description

The Automated Reporting requirement specifies the need for a feature that generates detailed reports on the skill levels and gaps identified through the Skill Gap Analysis Tool. This feature should allow users to customize report formats, including visual representations such as charts and graphs, to facilitate easier understanding of the data. The reports should highlight the skills that are lacking within the team and recommend specific training programs. This integration will not only save time in report generation but also ensure that team leads have clear, actionable insights readily available to make strategic decisions regarding team development.

Acceptance Criteria

Team lead generates a report using the Automated Reporting feature after conducting a skill gap analysis for their team.

Given that the team lead has completed a skill gap analysis, when they select the Automated Reporting feature, then the system should generate a report with an overview of skill levels, identified gaps, and recommended training programs in under 5 seconds.

User customizes the report format for visual representation using the Automated Reporting feature.

Given that the user is in the report generation interface, when they choose to customize the report format to include charts and graphs, then the report should reflect these customizations correctly and visually represent skill gaps and levels appropriately.

Team lead exports a report to a PDF format from the Automated Reporting feature.

Given the generated report is displayed on the screen, when the team lead opts to export the report to PDF format, then the exported PDF should maintain all visual representations and data integrity as shown in the application.

Team lead reviews the skill gap report to make decisions on training programs for their team.

Given that the generated report highlights skills that are lacking in the team, when the team lead reviews the recommendations, then they should be able to align those recommendations with existing training programs and schedule training sessions efficiently.

User accesses historical reports generated by the Automated Reporting feature.

Given that historical skill gap reports have been generated previously, when the user navigates to the historical reports section, then they should see a list of all previous reports along with the ability to select and view each report without losing any formatting or data.

User receives an error message in case of a failure while generating a report through the Automated Reporting feature.

Given that the user has provided all necessary inputs for report generation, when there is an error in the data processing, then the user should receive a clear and informative error message explaining the issue and suggesting corrective actions.

Training Program Integration

"As a team lead, I want to link identified skill gaps to training programs so that I can ensure my team receives adequate training to develop necessary skills."

Description

The Training Program Integration requirement focuses on connecting the Skill Gap Analysis Tool with various training platforms and programs available within the organization. This feature should enable team leads to link identified skill gaps directly to suitable training courses, whether they are internal workshops or external certifications. The integration should include a user-friendly interface where team leads can easily assign training programs to their team members based on the skill gaps identified. This will streamline the process of skill enhancement and ensure that training opportunities are effectively utilized, leading to a more competent workforce.

Acceptance Criteria

Team Lead Identifies Skill Gaps and Assigns Training

Given that a team lead has completed a skill gap analysis, when they select a specific skill gap, then they should see a list of relevant training programs available for assignment.

Linking Internal Workshops to Skill Gaps

Given that there are internal training workshops available, when a team lead identifies a skill gap, then they should be able to link an internal workshop directly to that gap.

Assigning External Certifications to Team Members

Given that team leads have access to external certification programs, when they select a training program, then they should have the option to assign it to one or more team members directly from the Skill Gap Analysis Tool interface.

Tracking Training Program Completion

Given that a training program has been assigned to team members, when the training is completed, then the completion status should be updated in the Skill Gap Analysis Tool for those members.

User-Friendly Interface for Training Assignment

Given that the integration is complete, when team leads access the training assignment interface, then they should be able to view, select, and assign training programs easily with no more than three clicks.

Generating Reports on Skill Enhancement Progress

Given that training programs have been assigned and completed, when a team lead requests a report, then the system should generate a report showing the skills improved and remaining gaps for the team members.

Notifications for Upcoming Training Sessions

Given that training programs are assigned, when a training session is scheduled, then all assigned team members should receive an automated notification about the upcoming training.

User Feedback Mechanism

"As a team member, I want to provide feedback on training programs so that I can contribute to improving the effectiveness of future skills development initiatives."

Description

The User Feedback Mechanism requirement outlines the need for an interactive feature that allows team members to provide feedback on the training programs they have undergone in relation to their skill development. This feature will enable users to rate the effectiveness of training sessions and provide qualitative insights into improvements. Additionally, it should collect data which can be analyzed to assess the overall effectiveness of the training programs offered, thus fostering a culture of continuous improvement and ensuring that training initiatives are aligned with actual skill enhancement needs.

Acceptance Criteria

Team members have recently completed a training program on advanced communication skills and wish to provide feedback on its effectiveness through the User Feedback Mechanism.

Given a user has completed a training program, when they access the User Feedback Mechanism, then they should be able to submit a rating between 1 and 5 stars and provide comments on the training.

A team lead wants to analyze feedback from their team regarding different training programs conducted over the last quarter to identify areas for improvement.

Given that feedback data is collected and stored, when the team lead requests a report, then the User Feedback Mechanism should generate a summary report including average ratings and common qualitative insights from all submitted feedback.

A user has completed multiple training programs and wants to provide feedback on each program to enhance future training effectiveness.

Given a user has multiple training programs completed, when they access the User Feedback Mechanism, then they should see a list of these programs and be able to submit feedback for each individually, ensuring unique ratings and comments.

After implementing new feedback mechanisms, the organization wishes to ensure a minimum participation rate from users in providing feedback on training programs.

Given that a training program has been completed, when the feedback collection period ends, then at least 70% of participants should have submitted feedback through the User Feedback Mechanism for it to be considered effective.

A user navigates the User Feedback Mechanism and requires assistance if they encounter any issues submitting their feedback.

Given a user accesses the User Feedback Mechanism, when they click on the help button, then they should be provided with a help guide and contact information for further assistance.

A department manager wants to ensure that the User Feedback Mechanism respects user privacy while collecting feedback.

Given that feedback is submitted, when the user completes their feedback, then their personal information should not be collected and all responses should be anonymized before analysis.

The User Feedback Mechanism should integrate seamlessly with other HR tools used by the organization to enhance user experience.

Given the organization uses multiple HR tools, when the User Feedback Mechanism is implemented, then it should be able to share collected data with these tools for tracking training effectiveness without requiring separate logins or accounts.

Skill Proficiency Dashboard

"As an HR manager, I want to view a skill proficiency dashboard so that I can monitor team capabilities and make informed decisions regarding training and hiring."

Description

The Skill Proficiency Dashboard requirement entails creating a visual dashboard that provides a comprehensive view of the skill levels across the team. This dashboard should display individual and team performance metrics, skill levels, and the identified gaps in a visually appealing manner. It should support filters and comparisons to allow team leads and HR managers to monitor skill development over time. This feature is essential for making data-driven decisions about promotions, hiring needs, and targeted training initiatives, thereby optimizing resource allocation based on clear visibility of team capabilities and skill levels.

Acceptance Criteria

Skill Proficiency Dashboard viewing on HR's weekly performance review meeting.

Given the Skill Proficiency Dashboard is loaded, when the HR manager selects the 'Team Overview' tab, then the dashboard should display the individual skill levels, average team skill level, and identified gaps in skill requirements visually (with charts/graphs) for the current reporting period.

Generating a report based on the Skill Proficiency Dashboard for management review.

Given the HR manager is on the Skill Proficiency Dashboard, when they select the 'Generate Report' option, then the system should create a downloadable report in PDF format containing individual and team performance metrics and identified skill gaps, aligned with the current skill requirements.

Filtering skills by specific roles to identify training needs.

Given the Skill Proficiency Dashboard is displayed, when the team lead selects a specific role from the 'Role Filter' dropdown, then the dashboard should update to show only the skill levels and gaps relevant to that role, comparing individual team members' skills with the required competencies.

Visual representation of skill level changes over time on the Dashboard.

Given the Skill Proficiency Dashboard is displayed, when the team lead selects a specific time frame using the date range filter, then the system should visually display the skill level changes of each team member over that selected time frame with clear indicators of improvement or decline.

User access control for the Skill Proficiency Dashboard.

Given that the dashboard has various user access levels, when an unauthorized user attempts to access the Skill Proficiency Dashboard, then access should be denied with an appropriate error message indicating insufficient permissions.

User interface usability assessment after implementing the dashboard.

Given the Skill Proficiency Dashboard has been developed, when new users attempt to navigate the dashboard during usability testing, then at least 80% of participants should successfully complete the dashboard navigation tasks without external assistance within 10 minutes.

Real-time updates of skill levels as training progresses.

Given the Skill Proficiency Dashboard is in use, when a team member completes a training program and updates their profile, then the dashboard should reflect the updated skill levels in real-time, ensuring accuracy of data displayed.

Integration with Performance Reviews

"As an HR manager, I want to incorporate skills gap analysis into performance reviews so that I can align employee evaluations with their development needs and organizational goals."

Description

The Integration with Performance Reviews requirement focuses on linking the insights gained from the Skill Gap Analysis Tool with the existing performance review processes. This feature will allow for a more holistic view of employee performance, taking into account both current competencies and identified skills gaps. HR managers and team leads should be able to utilize this data during performance evaluations to set personalized and concrete development plans for each employee. Consequently, this integration will enhance the relevance of performance assessments and ensure that they align with the broader talent development strategies of the organization.

Acceptance Criteria

HR managers initiate the annual performance review cycle by accessing the Skill Gap Analysis Tool within InstaHire, aiming to integrate insights about employee skill gaps into the upcoming performance evaluations.

Given that the HR manager has successfully logged into InstaHire, when they select a team member's profile, then the system must display both the employee's current competencies and the identified skill gaps from the Skill Gap Analysis Tool.

Team leads conduct performance discussions with employees, utilizing the integrated data from the Skill Gap Analysis Tool to inform development plans and set goals for the next review period.

Given that the team lead is in a performance review meeting, when they reference the employee's performance insights, then the system should allow them to generate a customized development plan that addresses the identified skill gaps for each employee.

HR managers are reviewing performance appraisals at the end of the evaluation period to assess the effectiveness of the new integration with the Skill Gap Analysis Tool.

Given that the performance review evaluations have been completed, when the HR manager runs a report, then the system should provide a comparative analysis of employee performance improvement in relation to the identified skill gaps over the review period.

User feedback is collected regarding the usefulness of the Performance Reviews integration with the Skill Gap Analysis Tool to ensure it meets user needs effectively.

Given that a feedback form is made available post-performance evaluations, when team members and HR managers submit their responses, then the system should collect and aggregate feedback on a scale of 1-5 regarding the usefulness of the integration feature.

Training programs are developed based on identified skill gaps and performance review discussions to strategically enhance team competencies.

Given that the team lead has access to identified skill gaps via performance reviews, when they create a training program, then the system must ensure that the training modules are directly aligned with the employee's skill gaps highlighted in the analysis.

The Skill Gap Analysis Tool is regularly updated in response to changes in role requirements and employee progression, ensuring the relevance of performance reviews.

Given that there are changes in team roles or skills required, when the HR manager updates the competency requirements in the Skill Gap Analysis Tool, then the system must reflect these changes in performance evaluations within two business days.

Peer Skill Sharing

A collaborative feature that encourages new hires to share their knowledge and skills with one another. Through organized skill-sharing sessions or workshops, team leads can facilitate an environment of learning and collaboration, promoting a shared culture of continuous improvement. This initiative not only enhances the skills of participating employees but also strengthens team dynamics and cohesion.

Requirements

Skill Sharing Session Scheduling

"As a team lead, I want to schedule skill-sharing sessions seamlessly so that my team can regularly collaborate and enhance each other's skills."

Description

This requirement entails the implementation of a scheduling system within InstaHire that allows team leads to easily organize and manage peer skill-sharing sessions. The scheduling feature should include calendar integration, availability checks for participants, and options for session types (e.g., workshops, one-on-one sessions). This functionality is crucial to facilitate structured and efficient learning opportunities among new hires and existing staff members, thereby promoting a culture of knowledge exchange and collaboration that drives employee growth and team cohesion.

Acceptance Criteria

Skill Sharing Session Scheduling for Team Lead

Given that a team lead is logged into the InstaHire platform, when they navigate to the skill-sharing scheduling feature and select a date and time, then they should be able to create a session with the participants' availability automatically checked against their calendars.

Calendar Integration for Skill Sharing Sessions

Given that a team lead has created a skill-sharing session, when they click on the 'Integrate with Calendar' option, then the session should successfully sync with their Google Calendar or Outlook Calendar, reflecting all details correctly.

Participant Availability Checking

Given that a team lead schedules a skill-sharing session, when they enter participants' names, then the system should display the availability status of each participant regarding the selected date and time, allowing the team lead to adjust accordingly.

Session Type Selection for Skill Sharing

Given that a team lead is creating a skill-sharing session, when they are prompted to choose the type of session, then they should have the option to select from at least three different session types, such as 'Workshop', 'One-on-One', and 'Group Session'.

Notification System for Scheduled Sessions

Given that a skill-sharing session has been scheduled, when the session is confirmed, then all participants should receive an email notification with session details and an option to add it to their calendar.

Editing Scheduled Sessions

Given that a team lead has previously scheduled a skill-sharing session, when they navigate to the session in their dashboard and select the 'Edit' option, then they should be able to modify session details, including date, time, participants, and session type without losing previous data.

Skill Sharing Feedback Mechanism

"As a team member, I want to give feedback on skill-sharing sessions so that I can contribute to improving future learning opportunities for my peers."

Description

This requirement involves establishing a feedback mechanism for participants of the skill-sharing sessions. It should allow attendees to provide insights and ratings on the sessions, as well as suggestions for future topics or improvements. By gathering this feedback, InstaHire can ensure the continuous improvement of the skill-sharing initiative, enhancing its relevance and effectiveness for participants while also fostering an environment of open communication and growth within teams.

Acceptance Criteria

Skill Sharing Feedback Submission by Participants

Given a completed skill-sharing session, when a participant accesses the feedback mechanism, then they should be able to submit a rating from 1 to 5 stars along with optional qualitative feedback.

Feedback Visibility for Team Leads

Given feedback has been submitted by participants of a skill-sharing session, when a team lead accesses the feedback reports, then they should see an aggregated rating and a summary of the qualitative feedback presented in an easily digestible format.

System Notifications for Suggestion Implementation

Given suggestions for future topics are submitted by participants, when a team lead reviews these suggestions, then they should receive an automated notification about the top three suggested topics to consider for the next skill-sharing session.

Feedback Data Analytics Dashboard

Given feedback has been collected over multiple sessions, when a team lead accesses the analytics dashboard, then they should be able to view trends in ratings, common suggestions, and participation rates over time.

Participant Anonymity in Feedback Submission

Given a participant is providing feedback on a session, when they submit their rating and comments, then their identity should remain anonymous to ensure honest and unbiased responses.

Encouragement for Continuous Participation

Given participants have provided feedback on skill-sharing sessions, when they log in to the platform, then they should receive personalized messages encouraging them to participate in future sessions based on their feedback contributions.

Skill Sharing Resource Library

"As a participant in skill-sharing sessions, I want access to a central resource library so that I can review and utilize materials that support my learning."

Description

The Skill Sharing Resource Library requirement focuses on creating a repository within InstaHire where participants can upload and access resources related to the skills being shared. This includes documents, videos, and other educational materials that complement the skill-sharing sessions. The library will enhance the value of the sessions by providing additional learning materials, ensuring that employees have ongoing access to information that supports their development and enables them to apply what they have learned in practice.

Acceptance Criteria

New hires are onboarding and participating in their first skill-sharing session with colleagues, using the Skill Sharing Resource Library to access relevant educational materials before and after the session.

Given that a new hire accesses the Skill Sharing Resource Library, when they search for a skill-related topic, then they must find at least three relevant resources available for download or streaming.

A team lead conducts a follow-up workshop after a skill-sharing session, utilizing the Skill Sharing Resource Library to provide supplementary materials to participants.

Given that the team lead reviews the Skill Sharing Resource Library, when they select resources related to the recent session, then they can successfully share these resources with all workshop participants through the platform's sharing feature.

Employees are encouraged to upload their own educational materials and resources to the Skill Sharing Resource Library to share knowledge within the team.

Given that an employee wishes to upload a resource, when they go to the upload section and submit a video or document, then they will receive a confirmation of successful upload and the resource will appear in the library immediately.

A manager wants to evaluate the usage and effectiveness of the Skill Sharing Resource Library among employees over a quarter.

Given that the manager generates a report, when they review the statistics for the Skill Sharing Resource Library, then they will see the total number of resources uploaded, the number of downloads for each resource, and user engagement metrics reflecting the number of views and session participation rates.

Employees wish to access the Skill Sharing Resource Library through the mobile app while participating in a remote skill-sharing session.

Given that an employee is logged into the mobile app during a skill-sharing session, when they navigate to the Skill Sharing Resource Library, then they must be able to access all resources without any delay and without losing connection to the session.

Skill Share Group Creation

"As an employee, I want to create or join skill-specific groups so that I can collaborate with others who share similar professional interests."

Description

This requirement seeks to enable the creation of dedicated groups focused on specific skills or knowledge areas within InstaHire. Team leads and users should be able to form these groups based on mutual interests, promoting deeper engagement and collaboration. By allowing members to join or create groups, InstaHire can create a more vibrant learning community where employees can regularly share insights, tips, and support, thereby fostering professional growth and stronger team dynamics.

Acceptance Criteria

Successful Creation of a Skill Share Group by a Team Lead

Given a team lead is logged into the InstaHire platform, when the team lead navigates to the 'Skill Share' section and selects 'Create Group', then they should be prompted to enter a group name, description, and skill focus. Once completed, the group should be saved successfully in the system and be visible to team members.

Joining an Existing Skill Share Group by an Employee

Given an employee is logged into the InstaHire platform, when they navigate to the 'Skill Share' section and view available groups, then they should be able to select a group and click 'Join'. The group should now reflect the employee as a member, and the employee should receive confirmation of their membership.

Listing All Skill Share Groups

Given a user is on the 'Skill Share' section of InstaHire, when they click on 'View All Groups', then the system should display a list of all active skill share groups, including the group name, member count, and skill focus area for each group.

Editing Skill Share Group Details by a Team Lead

Given a team lead is a member of a skill share group, when they click on 'Edit Group' for that group, then they should be able to modify the group name, description, and skill focus area, and upon saving changes, the updates should reflect in the group details immediately.

Removing an Employee from a Skill Share Group by a Team Lead

Given a team lead is a member of a skill share group, when they choose to remove an employee from that group, then the employee should be successfully removed and receive a notification about their removal, while the group membership count is updated accordingly.

Feedback Collection on Skill Share Group Effectiveness

Given that skill share sessions have occurred, when team members engage with the skill share tool, then they should be able to provide feedback on group activities, which should be stored and accessible for team leads to review.

Skill Sharing Progress Tracking

"As a team member, I want to track my skill-sharing participation and progress so that I can monitor my professional development and set new learning goals."

Description

This requirement will entail the development of a system that allows employees to track their participation in skill-sharing sessions and the skills they have acquired or wish to acquire. The progress-tracking feature should provide users with visual representations of their learning journey, highlighting completed sessions and areas for improvement. This capability will encourage ongoing participation in the skill-sharing initiative and motivate employees to pursue continuous self-improvement through shared learning experiences.

Acceptance Criteria

As an HR manager, I want to monitor how many skill-sharing sessions an employee has attended to evaluate their engagement in the peer skill sharing program.

Given that an employee has attended multiple skill-sharing sessions, When I view the employee's progress tracker, Then I should see a visual representation showing the number of sessions attended and their corresponding dates.

As a team lead, I want to see which skills my team members have acquired through skill-sharing sessions in order to identify gaps and areas for improvement.

Given that skill-sharing sessions have been completed, When I access the skills tracking dashboard, Then I should be able to view a list of acquired skills for each team member along with the sessions they completed.

As an employee, I want to update my profile with new skills I wish to acquire to set personal learning goals within the platform.

Given that I am logged into my profile, When I select the option to add new skills, Then I should be able to input desired skills and save them to my profile.

As an HR representative, I want to generate a report showcasing the overall participation rate in skill-sharing sessions among employees to assess the program's effectiveness.

Given that a period of skill-sharing sessions has concluded, When I generate the participation report, Then I should receive a detailed report indicating the percentage of employees participating in skill-sharing sessions and the average number of sessions attended.

As a new hire, I want to receive notifications for upcoming skill-sharing sessions I am eligible to attend to enhance my onboarding experience.

Given that I have completed an onboarding process, When new skill-sharing sessions are scheduled, Then I should receive notifications via the platform alerting me of the upcoming sessions available to me.

As an employee, I want to reflect on my learning journey by viewing a timeline of the skills I have acquired over time through skill-sharing sessions.

Given that I have participated in multiple skill-sharing sessions, When I access my personal learning timeline, Then I should see a chronological display of all skills acquired along with the sessions they were obtained from.

Interactive Skill Assessment

An engaging, gamified assessment tool that allows new hires to evaluate their skills through interactive quizzes and challenges. This feature provides immediate feedback on performance and highlights areas for improvement, making the skill assessment process enjoyable and motivating. By transforming assessments into learning experiences, employees are more likely to embrace continuous development.

Requirements

Gamified Skill Modules

"As a new hire, I want to take interactive skill assessments so that I can evaluate my abilities in an engaging way and receive constructive feedback on my performance."

Description

The requirement involves developing interactive, gamified modules where new hires can engage in challenges and quizzes to assess their skills. These modules will incorporate various skills relevant to the job role, integrating a scoring system that provides immediate feedback while highlighting strengths and areas for improvement. This approach not only enhances engagement but also encourages a continuous learning culture within the organization, leading to overall employee development and retention. Integration with existing onboarding processes will ensure a seamless user experience, making skill assessments more effective and enjoyable.

Acceptance Criteria

New hire engages with the gamified skill modules during their onboarding process, aiming to assess their skills in relevant areas related to their job role.

Given a new hire accesses the gamified skill modules, When they complete a challenge, Then they should receive immediate feedback on their performance, including a score and suggestions for improvement.

A new hire attempts multiple skill assessment challenges to identify their strengths and weaknesses over the first month of employment.

Given a new hire finishes a series of quizzes, When they view their assessment results, Then they should see a summary report highlighting their strengths, weaknesses, and recommended modules for improvement.

During their first training session, an HR manager demonstrates the gamified skill modules to a group of new hires, focusing on the interactive nature of assessments.

Given the HR manager presents the gamified skill modules, When the new hires participate in a live demonstration, Then at least 90% of the participants should express positive feedback on the engagement level and clarity of the assessments.

New hires complete the gamified skill modules and track their progress over a defined period, such as the first three months at the company.

Given that the new hire has completed multiple skill assessments, When they log into the platform, Then they should see a personalized dashboard displaying their overall progress and exploration of topics they have not yet engaged with.

The new hire, after completing the gamified skill modules, collaborates with their manager to discuss their assessment outcomes.

Given that the new hire has finalized their skill assessments, When they meet with their manager, Then they should have a structured guide for the discussion that includes their performance metrics and actionable improvement plans.

The organization seeks to evaluate the effectiveness of the gamified skill modules after initial implementation among new hires.

Given that multiple new hires have completed the skill assessments, When HR analytics gather results, Then there should be a report indicating at least a 25% increase in employee engagement based on feedback and performance improvement metrics collected.

Real-Time Feedback Mechanism

"As a new hire, I want to receive instant feedback during my skill assessments so that I can understand areas for improvement immediately and enhance my learning experience."

Description

This requirement includes implementing a real-time feedback mechanism that allows new hires to receive instant insights on their performance during skill assessments. The system will analyze user responses on the fly and provide tailored suggestions for improvement based on assessment results. This feature aims to foster a growth mindset among employees by making skill assessments a valuable learning experience rather than a mere evaluation tool. Additionally, it will allow managers to track development areas of their team members facilitating personalized coaching efforts.

Acceptance Criteria

New hires take an interactive skill assessment during their onboarding process. As they complete questions, they receive immediate feedback on their performance, allowing them to understand their proficiency in real-time.

Given a new hire is actively participating in the skill assessment, when they select an answer, then they should receive immediate feedback informing them whether their answer was correct or incorrect, along with a brief explanation.

A manager is monitoring their team’s performance in skill assessments through the real-time feedback mechanism. They desire to understand which areas their team members struggle with to provide tailored coaching.

Given a manager accesses the performance dashboard, when they view the assessment results of their team members, then they should see a report that highlights individual and collective areas for improvement based on assessment data.

New hires complete an assessment that evaluates multiple skills. They want to know which specific areas they excelled at and which ones require further development to aid in their personal growth.

Given a new hire completes the skill assessment, when they finish the evaluation, then they should receive a summary report that lists their strengths and weaknesses along with targeted improvement suggestions for each skill area.

An HR professional uses the assessment tool to ensure all new hires receive the same level of support and guidance during their skill assessments, regardless of their background.

Given the interactive skill assessment is initiated for a new hire, when they complete the assessment, then they should receive consistent real-time feedback that is tailored to their responses, ensuring no bias based on their previous experience.

New hires are encouraged to engage with the interactive assessment tool, but they may feel uncertain about their performance outcomes. They want reassurance and guidance in navigating improvement.

Given a new hire has completed the skill assessment, when they express concerns about their performance, then the system should provide personalized resources and learning paths based on their results to help them improve their skills.

As the assessments are completed over time, new hires and their managers want to measure progress in skill acquisition and development, ensuring that assessments evolve with their growth.

Given a new hire has taken multiple assessments over a period, when they and their manager access the historical performance data, then they should be able to see progress charts and trends in skill improvement over time.

Performance Analytics Dashboard

"As a hiring manager, I want to access a performance analytics dashboard so that I can track the skills of new hires and identify areas needing attention and further training."

Description

The performance analytics dashboard will serve as a comprehensive tool for HR and hiring managers to track the progress and assessment results of all employees. This requirement entails creating visual representations of data gathered from skill assessments, which include individual performance trends and overall team competency levels. By identifying skill gaps across the team or organization, managers can make informed decisions about further training and development initiatives. The dashboard will be integrated with existing HR systems to ensure a holistic view of employee development.

Acceptance Criteria

Dashboard Displays Individual Performance Metrics

Given that an HR manager accesses the performance analytics dashboard, when they select an individual employee, then the dashboard should display the employee's skill assessment scores, trends over time, and areas for improvement.

Overall Team Competency Visualization

Given that an HR manager wants to view overall team performance, when they navigate to the team competency section of the dashboard, then the system must show a graphical representation of team skills, highlighting strengths and weaknesses.

Integration with Existing HR Systems

Given that the performance analytics dashboard is in use, when an employee's assessment data is updated in the HR system, then the dashboard should automatically reflect these updates in real time.

User Access and Permissions Management

Given that there are multiple user roles accessing the dashboard, when an HR manager logs in, then they should only see data and metrics relevant to their permissions and level of access.

Exporting Performance Reports

Given that an HR manager needs to share performance data, when they select the export option in the dashboard, then they should receive a downloadable report in CSV format summarizing the performance metrics.

Feedback Collection on Skill Assessments

Given that the skill assessments are completed, when an employee views their results, then they should have the option to provide feedback on the assessment experience which will be captured in the system.

Real-Time Data Refresh

Given that the performance analytics dashboard is open, when a change occurs in the skill assessment data, then the dashboard should refresh the displayed metrics automatically within 5 seconds.

Certification Integration

"As a new hire, I want to earn certifications through skill assessments so that I can enhance my qualifications and take pride in my professional development."

Description

This requirement involves facilitating the option for new hires to earn certifications through successful completion of specific skill assessments. The integration of industry-recognized certifications not only adds value to the assessments but also motivates employees to enhance their competencies further. This requires cooperation with external certification bodies to ensure that the assessments align with their standards. Providing certification will elevate the prestige of the assessment process and encourage continual professional development among the workforce.

Acceptance Criteria

Certification available after skill assessment completion

Given a new hire has completed a skill assessment, When the assessment is passed with the minimum required score, Then the option to earn a certification from the designated certification body will be presented to the new hire.

Validation of assessment quality by certification bodies

Given the skill assessments are designed for certification, When the assessments are submitted for review, Then at least two certification bodies must approve the assessments as meeting their standards before certifications are awarded.

Real-time feedback on skill assessment performance

Given a new hire is taking the interactive skill assessment, When they complete the assessment, Then they should receive immediate feedback on their performance and certification eligibility along with suggestions for improvement.

Tracking certification achievement and status

Given a new hire has been awarded a certification, When HR accesses the employee’s profile, Then the profile should display the certification status along with the date of issue and expiration, if applicable.

Integration with external certification bodies

Given InstaHire is integrating with multiple certification bodies, When a new certification is added, Then the integration should allow seamless updates and data sharing with the certification bodies’ systems for tracking and validation purposes.

User engagement with skill assessments

Given the interactive skill assessment feature is live, When new hires participate in the assessments, Then at least 80% of users should report a positive experience and engagement level after completing the assessment.

Certification Tracking

This feature tracks employees' progress toward relevant certifications related to their roles. Team leads can monitor which certifications have been completed, upcoming deadlines, and available resources to help new hires succeed. By promoting certification attainment, organizations can enhance workforce competencies and validate skills against industry standards.

Requirements

Real-time Certification Status Updates

"As a team lead, I want to receive real-time updates on my team's certification progress so that I can effectively support their development and ensure compliance with industry requirements."

Description

This requirement involves implementing a feature that allows team leads to receive real-time notifications about the status of employee certification progress. This feature will integrate seamlessly with existing employee profiles, providing an up-to-date overview of completed certifications, certifications nearing expiration, and upcoming certification deadlines. By having access to real-time data, team leads can proactively manage and encourage their team's professional development, ensuring that employees stay compliant with industry standards and that their skills remain relevant. This feature significantly enhances communication and alignment between employees and management, promoting a culture of continuous learning and improvement within the organization.

Acceptance Criteria

Team leads receive real-time notifications when an employee completes a certification.

Given a team lead is logged into the InstaHire platform, When an employee completes a certification, Then the team lead receives an instant notification via email and in-app alert.

Team leads can view a summary of all completed certifications for each team member.

Given a team lead accesses the 'Certification Tracking' dashboard, When the team lead views an employee's profile, Then they can see a clearly listed summary of all completed certifications with completion dates.

Team leads are notified of certifications that are nearing expiration.

Given a team lead is logged into the InstaHire platform, When an employee's certification is within 30 days of expiration, Then the team lead receives a notification alerting them to the impending expiration.

Team leads can access resources available for employees to achieve their certifications.

Given a team lead is viewing the 'Certification Tracking' dashboard, When they select an employee, Then they can view a list of recommended resources and training materials related to required certifications.

Employees receive their certification progress updates in real-time.

Given an employee logs into their InstaHire profile, When they view their certification progress, Then they can see a real-time overview of all certifications completed and any pending or upcoming deadlines.

Team leads can filter notifications based on certificate types or urgency.

Given a team lead is on the notifications page, When they apply filters for certificate types or urgency levels, Then the notifications update to reflect only those certifications that match the selected filters.

Team leads receive an aggregated report of overall team certification progress at the end of each month.

Given it's the end of the month, When the team lead checks the certification report section, Then they receive an aggregated report outlining overall team certification completion rates and pending certifications.

Certification Resource Library

"As an employee, I want to access a library of resources for my certifications so that I can prepare effectively and increase my chances of passing the exams."

Description

This requirement entails creating a centralized library of resources that employees can access to aid in their certification preparation. The library will include links to training materials, relevant literature, and external certification courses. This resource hub will be integrated into the certification tracking feature, enabling easy access for employees seeking to develop their skills and knowledge. By providing employees with the necessary tools and materials to succeed, organizations can facilitate a supportive learning environment and increase the likelihood of certification attainment. This library will be regularly updated to reflect the latest resources and certification requirements, promoting continuous improvement and skill advancement among employees.

Acceptance Criteria

Employees accessing the Certification Resource Library for the first time to locate certification materials relevant to their role.

Given that an employee is logged into their account, when they navigate to the Certification Resource Library, then they should see a list of available certification resources categorized by certification type and relevance.

Team leads monitoring the progress of their team members toward certification using the resource library.

Given a team lead accesses the Certification Resource Library, when they select a specific team member, then they should see the member's completed certifications and the pending actions required to complete their certification path.

Employees searching for a specific certification resource to prepare for an upcoming certification exam.

Given that an employee is in the Certification Resource Library, when they use the search functionality with relevant keywords, then they should retrieve specific resources matching their search terms, including links to training materials and external courses.

The Certification Resource Library being updated with new resources as certifications and training materials evolve.

Given that a new certification resource is added to the library, when a user accesses the library, then they should see the new resource listed in the relevant category with the correct description and access link.

Employees receiving notifications about upcoming certification deadlines to encourage proactive preparation using the resource library.

Given that a certification deadline is approaching, when an employee views their profile, then they should receive a notification indicating the certification deadline and a prompt to check the Certification Resource Library for relevant materials.

The Certification Resource Library providing analytics on resource usage to help improve content offerings.

Given that the Certification Resource Library collects usage data, when an administrator accesses the analytics dashboard, then they should see data indicating the most accessed resources and user engagement metrics.

Users giving feedback on certification resources to ensure continuous improvement of the Library content.

Given a user has accessed a certification resource, when they provide feedback, then their feedback should be stored in the system and made available for review by administrators for future improvements.

Automated Reminder System

"As an employee, I want to receive reminders before my certification deadlines so that I can plan my time and complete my certifications on time."

Description

This requirement involves the creation of an automated reminder system that alerts employees and team leads of approaching certification deadlines. The system will leverage email notifications and in-app alerts to ensure all stakeholders are informed well in advance of expiration dates. Additionally, reminder frequency and preferences can be customized to meet individual user needs. By implementing this system, organizations can reduce the risk of lapses in certification and ensure that employees are consistently up to date with their qualifications. This proactive approach helps maintain industry compliance and enhances the organization’s credibility and workforce competency.

Acceptance Criteria

Automated Reminder for Upcoming Certification Deadlines

Given an employee with certifications nearing expiration, when the automated reminder system is triggered, then the employee should receive an email notification and an in-app alert two weeks prior to the deadline.

Customization of Reminder Preferences

Given a team lead accessing the reminder settings, when they update the reminder frequency for certifications, then the system should allow them to set preferences for daily, weekly, or monthly reminders.

Tracking of Certification Progress

Given a team lead monitoring their team's certifications, when they access the tracking dashboard, then they should see a comprehensive list of all certifications, completion status, and upcoming deadlines for each team member.

Failure to Renew Certification Alert

Given an employee whose certification has expired, when the automated reminder system checks certification statuses, then the employee and their team lead should receive an alert notifying them of the lapse in certification.

Integration with Calendar Applications

Given an employee's certification deadlines, when the automated reminder system is set up, then it should automatically add deadlines to the user's preferred calendar application, such as Google Calendar or Outlook, ensuring all reminders are synchronized.

User Feedback on Reminder Effectiveness

Given users of the automated reminder system, when prompted for feedback post-implementation, then at least 80% of users should respond positively regarding the helpfulness and timing of reminders for their certification management.

Certification Analytics Dashboard

"As an HR manager, I want to access an analytics dashboard for certification data so that I can identify trends and optimize training programs for my team."

Description

This requirement focuses on developing a comprehensive analytics dashboard that provides insights into certification trends and team performance. This dashboard will allow HR and management to visualize data such as certification completion rates, average time taken for certification, and individual performance metrics. By analyzing this data, organizations can identify skill gaps, tailor training initiatives accordingly, and make informed decisions about talent development. The analytics dashboard will be an interactive tool, including sorting and filtering options, enabling users to generate custom reports and gain deeper insights into their certification initiatives. This capability will empower organizations to enhance workforce effectiveness and align talent development strategies with business objectives.

Acceptance Criteria

Viewing Certification Completion Rates for Team Members

Given the user is on the Certification Analytics Dashboard, when the user selects a specific team, then the dashboard should display the certification completion rates for each team member as a percentage and visually represent it in a chart format.

Generating Custom Reports on Certification Performance

Given the user is on the Certification Analytics Dashboard, when the user applies filters for date range and specific certifications, then the system should generate a custom report showing certification performance metrics that include completion rates, average time taken, and individual performance metrics.

Identifying Skills Gaps Through Analytics

Given the user is on the Certification Analytics Dashboard, when the user navigates to the skills gap analysis section, then the dashboard should highlight areas where team members have not completed required certifications and suggest targeted training programs.

Interactive Sorting and Filtering of Certification Data

Given the user is on the Certification Analytics Dashboard, when the user applies sorting and filtering options to the certification data, then the data should refresh to reflect the selected criteria accurately without any errors.

View Progress on Upcoming Certification Deadlines

Given the user is responsible for tracking team certifications, when the user views the certification dashboard, then the upcoming certification deadlines should be visible with countdown timers for each certification due date.

Exporting Certification Data for External Review

Given the user on the Certification Analytics Dashboard, when the user requests to export data, then the system should allow the user to download the certification data in a CSV format, which includes all relevant metrics.

Checking Historical Data Trends for Certification Completion

Given the user is on the Certification Analytics Dashboard, when the user navigates to the historical data section, then the system should display trends in certification completion rates over the past year in a graph format, allowing for easy comparison.

Feedback and Recognition System

A built-in system that encourages team leads to provide regular feedback on skill development initiatives while recognizing employees’ efforts and achievements in acquiring new skills. By combining constructive feedback with celebratory recognition, this feature motivates new hires and fosters a culture of appreciation, leading to higher employee engagement and satisfaction.

Requirements

Regular Feedback Mechanism

"As a team lead, I want to provide regular feedback on my team members’ skill development so that they can improve their capabilities and feel supported in their growth."

Description

The Regular Feedback Mechanism allows team leads to provide consistent and structured feedback on team members' skills and development initiatives. This functionality supports regular check-ins, ensuring that employees receive constructive observations to help them improve in their roles. By fostering continuous dialogue, it cultivates an environment where employees are aware of their strengths and areas of improvement, thereby promoting personal and professional growth. This mechanism integrates seamlessly with existing performance management tools within InstaHire, enhancing the overall user experience and productivity of the team.

Acceptance Criteria

Team leads use the Regular Feedback Mechanism during weekly team meetings to provide structured feedback on individual employee performance and skill development.

Given a team lead selects an employee from the feedback panel, when they input their feedback and submit, then the feedback should be recorded and visible to the employee in their profile within 24 hours.

An employee receives feedback from their team lead about a skill they are working to improve and requests additional resources to aid their development.

Given an employee views their feedback history, when they click on the 'Request Resources' button, then a modal should appear allowing them to select and request relevant resources, which should be sent to the team lead for approval.

Team leads are prompted to provide quarterly feedback through reminders in the InstaHire dashboard to ensure regularity in the feedback process.

Given that the quarterly feedback period is due within the next week, when the team lead logs into the InstaHire platform, then they should see a banner notification reminding them to provide feedback for their team members.

An employee checks their performance and development feedback once a month to track their personal progress over time and identify areas for improvement.

Given an employee accesses the feedback section of their profile, when they navigate to the 'Performance Over Time' chart, then they should see an accurate representation of their feedback scores and comments over the past 6 months.

The Regular Feedback Mechanism integrates with existing performance management tools, allowing for a holistic view of employee’s performance.

Given a team lead utilizes both the feedback mechanism and a performance management tool, when they generate a performance report for an employee, then the report should include feedback metrics alongside performance metrics from both systems.

Achievement Recognition Badge System

"As an employee, I want to receive recognition for my skills and achievements so that I feel valued and motivated in my job."

Description

The Achievement Recognition Badge System is designed to award digital badges to employees when they successfully acquire new skills or complete training programs. This feature not only acknowledges individual achievements but also fosters a positive and motivating work environment. By integrating the badge system with employee profiles, InstaHire enhances visibility into individual progress and encourages a culture of recognition within teams. Moreover, this boosts self-esteem and job satisfaction among employees, aligning with organizational goals of fostering engagement and loyalty.

Acceptance Criteria

Achievement Recognition Badge System Triggered After Skill Acquisition

Given an employee has completed a training program or acquired a new skill, when the achievement is recorded in the system, then the employee should automatically receive a digital badge that appears on their profile within 24 hours.

Visibility of Badges on Employee Profiles

Given an employee has received a digital badge, when a user views the employee's profile, then the badge should be displayed prominently along with the date of achievement and the skills acquired.

Admin Review and Approval of Badge Criteria

Given the criteria for badges are defined by the HR team, when an employee meets the established criteria for skill acquisition, then the badge should require admin approval before being awarded, ensuring criteria compliance.

Notification System for Badge Awards

Given an employee has received a badge, when the badge is awarded, then an automatic notification should be sent to the employee and their team lead via email or the platform notification system.

Integration of Badge System with Feedback Mechanism

Given an employee receives a badge for skill acquisition, when the employee's profile is updated, then the achievement should trigger a prompt for team leads to provide feedback related to the employee's development and accomplishments.

Data Analytics for Badge System Effectiveness

Given badges are being awarded to employees, when the HR team analyzes the data, then there should be a report available outlining the number of badges awarded and correlating employee engagement metrics over the past quarter.

Employee Satisfaction Survey on Badge Recognition

Given the badge system has been active for at least three months, when an employee satisfaction survey is conducted, then at least 75% of employees should report that they feel motivated by the badge recognition system.

Feedback Analytics Dashboard

"As an HR professional, I want to access an analytics dashboard for feedback data so that I can identify trends and improve our skill development initiatives."

Description

The Feedback Analytics Dashboard provides team leads and HR professionals with insights and analytics on feedback trends and employee development. This dashboard compiles feedback data and visualizes it, enabling decision-makers to identify strengths, weaknesses, and patterns over time. The analytics derived from this dashboard will empower managers to tailor skill development programs, allocate resources effectively, and ultimately drive better engagement and retention. Integration with other analytics tools enhances its functionality, ensuring data-driven decisions throughout the organization.

Acceptance Criteria

Data Visualization of Feedback Trends over Time

Given that the feedback analytics dashboard is populated with feedback data, when a user selects a specific time period for analysis, then the dashboard should display accurate visual representations of feedback trends, including graphs and charts, showing both positive and negative feedback.

Integration with External Analytics Tools

Given that the feedback analytics dashboard is implemented, when a user attempts to connect to an external analytics tool, then the dashboard should provide a seamless integration process and successfully retrieve and display data from the external source.

Identification of Skills Development Opportunities

Given the aggregated feedback data on employees, when a manager views the feedback analytics dashboard, then the dashboard should highlight specific skill development opportunities based on identified strengths and weaknesses.

Real-time Feedback Submission Impact on Dashboard

Given that team leads submit feedback on employees in real-time, when the feedback is submitted, then the analytics dashboard should immediately reflect the new feedback data and update any relevant visualizations accordingly.

User Access and Permissions Control

Given that the feedback analytics dashboard is designed, when a user attempts to access the dashboard, then the dashboard should enforce access permissions based on user roles, ensuring only authorized personnel can view or modify the data.

Exporting Feedback Reports

Given the presence of feedback data in the analytics dashboard, when an HR professional selects the option to export the report, then the dashboard should generate and provide a downloadable report in a user-friendly format (e.g., PDF, CSV) containing all relevant analytics.

Mobile Accessibility of the Dashboard

Given that the feedback analytics dashboard is created, when a user accesses the dashboard on a mobile device, then the dashboard should be fully responsive, allowing users to view and interact with the analytics seamlessly.

Peer Feedback Functionality

"As an employee, I want to give and receive peer feedback on my colleagues so that we can foster a supportive team culture and improve collectively."

Description

The Peer Feedback Functionality allows employees to provide feedback on their colleagues’ contributions and skill development. This feature makes team collaboration more inclusive by encouraging open communication and diverse perspectives on performance. Implementing peer feedback helps teams to strengthen relationships, increase transparency, and promote a more collaborative environment. Furthermore, it empowers employees to take ownership of their performance reviews, contributing to a well-rounded assessment process.

Acceptance Criteria

Team leads provide feedback on their team members’ skills and contributions through the Peer Feedback Functionality in a weekly check-in meeting.

Given that a team lead has accessed the Peer Feedback Functionality, when they submit feedback for a colleague, then the system should successfully log the feedback and notify the recipient.

An employee seeks feedback from colleagues on a recent project to improve their skills and contributions to the team.

Given that an employee has requested feedback from their peers on a specific project, when colleagues submit their feedback, then the employee should receive aggregated feedback that highlights key insights and areas for improvement.

A team lead wants to recognize an employee’s contribution to a project through the Peer Feedback Functionality.

Given that a team lead is in the Peer Feedback Functionality, when they submit recognition for an employee’s contribution, then the employee should receive an acknowledgment in their profile and the recognition should be visible to their team.

Employees want to view the feedback provided by their peers to understand their performance better after completing a skill development initiative.

Given that an employee accesses their feedback dashboard, when they view their peer feedback, then all relevant feedback entries should be displayed clearly with timestamps and contributor names.

HR wants to analyze overall feedback trends from the Peer Feedback Functionality to improve training programs.

Given that HR has access to the analytics dashboard, when they request feedback trends for a specific time period, then the dashboard should generate a report displaying quantitative insights, including average feedback scores and common themes.

A manager wants to filter feedback based on specific criteria such as date range or feedback type (constructive vs. recognition).

Given that a manager is in the feedback management section, when they apply filters for date range and feedback type, then the system should accurately display the corresponding feedback entries per the selected criteria.

Skill Development Progress Tracker

"As an employee, I want to track my skill development progress so that I can stay motivated and aligned with my career goals."

Description

The Skill Development Progress Tracker is a feature that enables employees to monitor their skill acquisition and development journey. It visualizes progress against personal and organizational goals, allowing users to set milestones and track their achievements over time. This tracker enhances accountability and motivation, aligning individual aspirations with the organization's vision. Integration with training resources and feedback mechanisms also provides actionable insights for users, fostering continuous improvement and engagement.

Acceptance Criteria

Employee sets personal milestones for skill development within the Skill Development Progress Tracker and tracks progress weekly.

Given an employee has access to the Skill Development Progress Tracker, when they set a personal milestone, then the system must display the milestone in their profile and allow them to update progress on a weekly basis.

Team leads provide feedback on skill development progress during one-on-one meetings using the tracker.

Given a team lead is conducting a feedback session, when they access the Skill Development Progress Tracker of an employee, then they must see a consolidated view of the employee's progress and be able to provide input and suggestions for improvement.

Employees view their skill acquisition progress visually through graphs and metrics in the tracker.

Given an employee uses the Skill Development Progress Tracker, when they navigate to their progress overview, then the system must present a visual representation (graphs/charts) of their skill development progress against set milestones.

The system sends automated reminders to employees about upcoming milestones for skill development.

Given an employee has set milestones in their Skill Development Progress Tracker, when a milestone date approaches, then the system must send an automated reminder to the employee via their preferred notification method.

Employees receive recognition notifications upon achieving skill milestones within the tracker.

Given an employee achieves a skill milestone, when the milestone is marked as completed in the Skill Development Progress Tracker, then the system must trigger a recognition notification to the employee and their team lead.

HR can generate reports on team skill development progress using the tracker data.

Given HR accesses the Skill Development Progress Tracker, when they generate a report, then the system must compile and display the overall skill development progress of the team, highlighting top performers and areas needing improvement.

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Budget-Conscious HR Innovator

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Time-Strapped Recruiting Manager

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Growth-Oriented Small Business Owner

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

Real-Time Feedback Engine

Requirements

Real-Time Candidate Analysis

Description

Acceptance Criteria

Actionable Insights Dashboard

Description

Acceptance Criteria

Feedback Aggregation System

Description

Acceptance Criteria

Candidate Scoring Algorithm

Description

Acceptance Criteria

Post-Interview Analytics Reporting

Description

Acceptance Criteria

User Training Module

Description

Acceptance Criteria

Dynamic Question Generator

Requirements

Auto-Generated Questions

Description

Acceptance Criteria

Contextual Follow-Up Prompts

Description

Acceptance Criteria

Customizable Question Templates

Description

Acceptance Criteria

Candidate Skill Assessment Integration

Description

Acceptance Criteria

Feedback Loop Mechanism

Description

Acceptance Criteria

Automated Scoring Rubric

Requirements

AI-Assisted Candidate Evaluation

Description

Acceptance Criteria

Score Comparison Tool

Description

Acceptance Criteria

Interview Feedback Summary Generation

Description

Acceptance Criteria

Customizable Scoring Parameters

Description

Acceptance Criteria

Candidate Performance Tracking Dashboard