Frequently Asked Questions

Created: Jun 05, 2015 02:15PM PDT      Updated: Jun 05, 2017 03:26PM PDT
Getting Started

What is TalentBin?

TalentBin by Monster is a passive candidate recruitment tool that helps recruiters discover and engage top talent by gathering implicit data from across the web and turning that data into composite profiles for candidates.

Where are the resumes?

Unlike active candidate recruitment tools (e.g. Monster Power Resume Search) or other passive candidate tools (e.g. LinkedIn Recruiter), candidates are not adding resume data directly to TalentBin. Since the profiles are based on publicly available skills data aggregated from across the open web, candidates are often not even aware they have a TalentBin profile.

Can I post jobs with TalentBin?

No. TalentBin is a passive candidate sourcing and engagement tool, featuring a robust search engine and first-in-class automation features including templates and automated follow-up campaigns.

What are the best roles for TalentBin?

Currently, TalentBin is ideal for sourcing within the following verticals:

  1. Technical: Software engineer/developer, including (but not limited to):
    • Mobile
    • Front End
    • Back End
    • Open-Source Technology: Javascript, Java, C#, .Net, C++ Ruby, Python, Perl, HTML5, CSS3, Scala, etc​
  2. Creative: UI/UX, Graphic Design, etc.
  3. Healthcare: Doctors, Nurses, Specialists, etc.
  4. Finance: Analysts, Brokers, etc.

Does TalentBin work outside of the U.S.?

It sure does! TalentBin works anywhere people use Github, StackOverflow, Twitter, and so on. In fact, because LinkedIn has such poor adoption internationally, TalentBin can be even better for sourcing passive candidates internationally. There are many international customers, and domestic customers who recruit internationally that use TalentBin with great success. However, the Healthcare and Finance vertical datasources are North American centric (for now).

What languages does TalentBin support?

TalentBin supports Norwegian, Czech, Polish, German, French, Dutch, Swedish, British English, Canadian English, and American English.

How many sites does TalentBin crawl?

TalentBin currently crawls over 40 websites and datasources, including the patent registry database, email list serves and academic journal publications. New sites are being added all the time, and some of our biggest data sources include Github, Stack Overflow, the Stack Exchange Network, Meetup, Facebook, Google Plus, Twitter, and so on.

To check out some of our crawl sites, see our 
Current List of Network Types

What browsers are supported by TalentBin?

TalentBin can be used with all current browsers:

  • Google Chrome (Recommended)
  • Internet Explorer 10 or later
  • Safari 7.0 or above
  • Mozilla Firefox 30.0 or above (Recommended)

Note: Older browsers may be partially supported, meaning not all functionality will work properly. We encourage to update your browser to the latest version.

What are the unique strengths of TalentBin vs. LinkedIn Recruiter?

TalentBin by Monster is not a replacement for LinkedIn Recruiter and LinkedIn is one of the available contact vectors in TalentBin. The tools can be used in tandem. However, we do believe there are some unique strengths to TalentBin’s approach to recruiting passive candidates. In TalentBin, you have unlimited direct mail contact and automated campaign follow-up, versus 50 LinkedIn InMail messages a month. Not only that, but you have direct access to other contact vectors like Twitter and Meetup as well.

TalentBin also makes it easier to find passive technical candidates who might not be keeping their LinkedIn profiles up-to-date. Moreover, we show you exactly where candidates' skills are being demonstrated on the open web.

The best talent is already employed. In-demand software engineering talent is being inundated with messages by recruiters on LinkedIn. You can differentiate yourself and supercharge your recruiting efforts by building relationships with passive candidates instead of just sending impersonal messages.

Do I need an account on GitHub, StackOverflow, BitBucket, etc. in order to use TalentBin?

No. TalentBin does not require you to have access to any of these accounts. In fact, that's what makes TalentBin awesome. Instead of having to have a Github and StackOverflow and Twitter and Meetup and Grokbase account to search those sources, we've done it for you!

If you want to use the communication tools on those networks (like sending Meetup or Twitter messages) you'll need an account, which can be really impactful for outreach (and TalentBin has great social communication tools, too!)


Searching

Does TalentBin use Boolean search?

Yes! Our search tool does use Boolean logic, however it is slightly different than your normal Boolean search. Instead of typing in cumbersome search string, TalentBin uses a visual search, that's easy-to-use for Boolean pros and rookies.

To learn how to navigate the search tool, you can see our support article: How to Perform an Advanced Search.

Should I use Basic or Advanced search?

We always recommend using Advanced search over Basic search, since there are a number of functional benefits to the Advanced option:

  1. Visual Boolean Logic: Use "OR" by typing keywords on the same line, or create an "AND" modifier by selecting "Add Field".

  2. Keyword Drop-Down Menu: Select the "Keyword" menu on any line in your search tree to view different options for search term refinement. Using this menu, you can select a category you want to use. For example, if you want to search by job title, select "Role" on this drop down, and the system will only focus only on job title data.
  1. Required, Optional and Prohibited Grouped Terms: By selecting and changing the Green Checkmark () on a specific line in Advanced search, you can easily designate a group of terms to either Optional () or Prohibited ().
Want to learn more? Check out our support article: How to Perform an Advanced Search.

How can I find a specific person in TalentBin?

We recommend using TalentBin to discover new candidates, not people who are already a part of your existing pipeline. TalentBin excels at skills-based searching and discovery. However, we understand there are some instances where you may wish to see if there are other web profiles available for a passive candidate with whom you already have a relationship.

To run a name search in TalentBin:

  1. Go to Advanced Search
  2. Type the first name of the candidate in the search box
  3. Select the "Keyword" drop down, and select "Name"
  4. Select "Add Field" to create a new line
  5. Type the last name of the candidate
  6. Hit the "Keyword" drop down, and select "Name" again
  7. Hit "Search"

Q: Why can't I put the whole name on one field?

A: You can, but you might be limiting the search. For example, if the TalentBin profile has a middle name "John Doe Smith", and type the name John Smith, then John Doe Smith might not come back in the search. Let's be safe and separate the terms!

Important: You can also add someone into TalentBin that's not currently in our database through our
Add New Candidate feature. If you can't find the specific person in TalentBin you are looking for, go ahead and add them!

What determines which profiles show up first in the search results?

TalentBin makes use of Solr search technology, which operates under these heuristics:

  • Higher frequency in term matches = higher relevancy
  • Higher proportional document frequency (e.g 1 hit in a field with 5 words is better than 5 hits in a document with 5K words) = higher relevancy
  • Term appearance in more relevant sources (e.g. in StackOverflow) = higher relevancy (compared to, for example, term presence on Facebook)
  • Term appearance in more relevant fields (e.g. in GitHub repository language) = higher relevancy (compared to, for example, term presence in a tweet)

What is an explode term?

An explode term is simply a type-ahead keyword in search that contains "synonyms" or related keywords. When a keyword is an explode term, you will see a Orange Plus sign next to the term after typing the word into the search bar.

Instead of having to search for all the terms associated with a keyword, explode terms will compile a list of synonyms and also search for those terms as well. For example, simply type "Java" and TalentBin will automatically search for 21 synonyms closely associated with the word (i.e. J2ee, Spring, etc.). 

You can see the entire list for any explode term by clicking on the word synonyms. From there, you can easily add other terms or remove any that aren't relevant to your job req.

You can also make your own custom explode terms (and modify any of the existing ones, specific to your bin) if there are certain groups of technologies you’re frequently looking for in TalentBin. For more information, watch our video on Synonyms, Explode Terms, and Type-Aheads.

The main goal with Explode Terms is save you time while casting a wider net, so we always recommend using the feature when appropriate!

You can see our
Current List of Explode Terms here.

Why do I get better results when searching for some software skills than others?

TalentBin is great for identifying skills of passive candidates for any open-source software engineering positions, but it can be more challenging for proprietary software roles.

The more activity someone has around the web, the more information TalentBin can aggregate and compile for candidate profiles. By nature, there will always be more public web activity around the web for an open source technologies (Java, JS, Python, etc.), since more developers use and contribute to these projects. Not as many people talk about niche and propietary software (i.e. Oracle, Salesforce, etc.) on the open web. That said, we are always looking for new data sources to add so if you have any suggestions, please contact
support@talentbin.com.

What is the difference between a skill and a keyword?

Nothing! "Keyword" and "Skill" are currently synonymous.

There is no advantage to choosing Skill over Keyword, and each Advanced Search field defaults to Keyword.

What do the Green Checkmark (), Yellow Plus (), and Red Minus () symbols mean?

These symbols are used to indicate whether a search term is Required, Optional, or Prohibited.
 

  •  Required: The search will only return candidates who possess or mention this specific keyword across the web.

  •  Optional: The search will not eliminate people that don't specifically have this keyword, but it will bring the candidates that have the keyword to the top of the search results.

  •  Prohibited: The search will remove anyone that possesses or mentions this keyword (We often remove candidates in Recruiting, Sales, or Leadership positions using this option)

How does "Years of Experience" and "Time in Current Role" work?

"Years of Experience" and "Time in Current Role" are additional filters you can use to further refine your search by using job history data. The filters will only remove candidates, they won't add candidates.

Things to Note:

  • Their values are derived from structured public data sources that have a timeline component, you can frequently end up removing otherwise perfectly valid passive technical candidates for whom we don't currently have any timeline data. Therefore, we recommend using this feature with caution.
  • This will often restrict your search to only profiles that have LinkedIn, Google+, and Facebook data. Since many of our web profiles do not have great job history timelines (i.e. GitHub and StackOverflow), and using these filters will only return candidates who have specific job history timelines, many qualified candidates will be taken out of the search.
  • With software engineers, the amount of experience is often less important qualitatively than the types of tools the passive candidate has been using most recently.
The moral of the story: Please proceed with caution with these two filters!

You can learn more about these filters by watching our videos:

How do I prioritize hard to find candidates?

Prioritizing hard to find candidates is an optional search filter available from the additional filters near the bottom left of the source tab.

To use the filter simply expand the "Additional filters" accordion on the Source tab, click on the checkbox next to "Prioritize hard to find candidates", and hit either "Update" or "Search" to run the search.


This will reshuffle the search results so that the first results that appear match your search criteria aren't candidates you would have been able to uncover with another passive candidate recruitment tool. Often, this means discovering candidates with no LinkedIn profiles or poor LinkedIn profiles. 

This filter can be a great way of finding passive candidates who haven't been inundated by recruiters through traditional passive recruitment channels like LinkedIn, as well as candidates who are displaying new skills that meet your search criteria.

What is the "Match against all known locations" filter?

Since TalentBin is reliant on data from around the web to create candidate profiles, there is some potential that we aggregate differing information for the same person. Often, this manifests itself in the location data. 

Let's say a candidate has a Facebook profile and a LinkedIn profile. If they move to a different and only update their LinkedIn profile with the new location. We will have data for the same person from two different cities or locations. 

Our system will try to determine a "main location" based
 on what the majority of social profiles normalize to (e.g. SF, San Francisco, SF Bay Area all become "SF Bay Area"), however, if a candidate only changes one profile with his new location, it will probably not be considered the "main location". In these cases, we may want to search for all of the candidate's known locations, to ensure we pull back the right set of candidates.

You can use this search filter to search across all of their "known locations", or, in other words, any location they've ever listed on a web profile.


Candidate Profile Page

What should I look for on a TalentBin profile page?

The TalentBin profile page displays all of the public web activity for a given candidate. 

The "Skills" section is considered most important component of a TalentBin profile. In this section, TalentBin compiles and rates the various skills gathered for the candidate, and provides snippets of information about that particular activity. You can use this information to not only assess the candidates, but also it should be used it your outreach emails. (i.e. "I noticed your Java skills on GitHub").

Of course, the other information on a TalentBin profile is incredibly valuable as well, including links to their web profiles, their current stage in TalentBin, their location, a hand-picked summary from one of their web profiles, job history, and education history. 


For a more in-depth overview of the profile page, see our video overview.

How are the web profile icons ordered on a candidate's detail page?

Each one of a passive candidate's web profiles is displayed within TalentBin with a small circular icon.

If you hover over any of these icons, a tooltip will reveal the name of the specific web profile.  By clicking on any of the icons from a candidate's detail page, you will open up that specific web profile for that candidate in a new browser tab.  

Note: The icons appear in a randomly generated order.

What do the interest scores under the skills section mean?

The interest scores are based on a scoring of the intensity of activity that someone is engaging in with respect to that professional or other interest. 

For instance, if someone has asked one question on StackOverflow about iOS, that's not nearly the same level of engagement as someone who has answered many many questions about iOS on StackOverflow, is a member of the iOS developer Meetup on Meetup.com, follows a number of iOS repositories on Github, and mentions iOS on his Twitter bio. 

Professional interests are ranked from highest to lowest based on these scores (they're searchable too).

Where does the summary section come from on a profile?

Similar to our professional skill data, the summary section for a candidate is pulled from one or more of their web profiles.

Our algorithm tries to find the most relevant and helpful summary for you. In the example below, you can see TalentBin pulled a summary for a UX specialist directly from his Server Fault profile:

Why can't I find one of my search terms in the skills summary?

Occasionally, you will search on a skill and not be able to find it on skills summary. There are two reasons why this may occur:

  1. We currently cap the list for each tab at up to 100 interests, ranked in descending order by reporting strength (displayed as number of stars). If the score for the interest you're searching on is lower than those in the top 100, it won't appear on the list.

  2. These words come from a whitelist of common terms maintained by TalentBin so if you're searching for a new technology, it may not have yet been added to the whitelist. This issue can be easily remedied by contacting support.

Why do you list unidentified company or unidentified school?

We have chosen to be very conservative with displaying information and display a company name only if it can be validated with two or more trusted data sources. 

If we can’t verify it, we choose to show "Unidentified Company" or "Unidentified School” because we still feel there may be some value to this information, such as the role the passive candidate fills. 

This will become less of an issue in the future as more data sources are added to TalentBin.

Why is TalentBin listed as a source for a candidate's skill?

When reviewing a candidate's skills section, you might notice see a icon. Hovering over that icon, you'll see "TalentBin" show up as the name for that icon.

So, what's happening here?

Generally, when you hover over an icon in TalentBin, you see the name of that network that icon represents, like GitHub, Twitter, Meetup, etc. That way, when you're looking at a particular skill of a candidate, you know the reason TalentBin knows that candidate has that skill. The grey TalentBin
 icon doesn't mean we found that information on TalentBin, which wouldn't make any sense.

Instead, it's simply saying that we found that information somewhere unique that doesn't translate to an existing larger network type for which we have a network grouping. For example, maybe we found information that this person has database skills on a personal blog. In that case, you'll see the
icon.

How do I use the "Other Interests" tab?

In addition to professional interests, TalentBin also extracts "Other interests". These are interests that fall outside of our professional interest whitelists (i.e. Camping, Hiking, Beer, etc.)

We present these interests in the “Other Interests” tab.

They are searchable, and can be helpful for either building rapport during initial outreach or for zeroing in on candidates who have other interests that closely align to the role for which you’re recruiting. For example, if you are recruiting for a company in the cooking/food space, starting with candidates who have appropriate professional interests and other interests that align with cooking, food, restaurants, wine, cheese, and so forth, will naturally result in a better fit and more responsive and enthusiastic candidates.

When it comes to personalization of emails, this data is a highly valuable component of a great outreach email!

How can I see dates of employment on a particular job?

First of all, remember that TalentBin isn't a resume database. Due to this, we are reliant on the information that is publicly available around the web for a given candidate. If a candidate doesn't list a job, title, or dates of employment anywhere on the web, we have no way of gathering this information.

If we are able to provide this information, it will be located in either the "Companies" or "Titles" sections on a profile. Simply hover your mouse over a particular job or company, and you will be able to see if dates of employment data is available.

Want to know more about the job history sections on a TalentBin profile page? Check out our support article "Streamlined Job History"

Why does a candidate have a hyperlink for their location on their profile page?

In the event that the location information associated with the various web identities of a given candidate is in conflict, TalentBin preserves the conflicting information, in order to help the recruiter try to sort out where the individual is located. 

Oftentimes, an individual has moved and updated some profiles, but not others.
The main location is determined based on what the majority of social profiles normalize to (e.g. SF, San Francisco, SF Bay Area all become "SF Bay Area"). In the event that there is a tie, we defer to the network most likely to be up-to-date. The link is displayed whenever there is a conflict. When you click on the location link on the detail profile page, a pop-up menu will appear to show the conflicting location information and each reporting source.


Staging & Managing

What is a stage?

A stage in TalentBin is simply a tool to organize your pipeline, and keep track of candidates. 

Naturally, the ultimate goal is to get your candidate into the "interviewed" or "hired" Stage. But first you'll first need to find the candidate ("Promising"), conduct the initial outreach ("Attempting to Contact"), and then manage the candidate through your internal processes.

TalentBin makes it easy for you to keep track of candidates associated with any number of open requisitions through our fully customizable stages.

What do the different default stages represent? 

Here's a breakdown of our current default stages in TalentBin:
  • Promising: An initial stage (along with Bad Fit) to move a candidate out of raw search and into your pipeline. As you navigate through your search summary results, you can mark candidates who look like a good fit for the role in question using this stage.

  • Attempting to contact: To note when you have sent a candidate an outreach message through any contact vector. Note: If you have your email integrated in TalentBin, when you reach out to candidate via email, it will automatically change to this stage.

  • In Discussion: To note when a candidate has responded to one of your messages. Note: If you have your email integrated in TalentBin, when a candidate responds to an email it will automatically change to this stage.

  • Phone screen: To note when a candidate has gone through a phone screen.

  • Interview: To note when a candidate has been interviewed.

  • Offered: To note when an offer has been given to the candidate.

  • Hired: To note when a hire was made. Hopefully, you will use this stage often!

  • Future Opportunity: To note when a candidate has replied and informed you that they not currently interested in making a change, but could be open to a change or might be a fit for another role in the future. This stage is useful for quickly identifying prospects for automated drip-marketing campaigns.

  • Bad Fit: The other initial stage to categorize candidates. As you navigate your search results, if you find people that are not a good fit for the req, go ahead and place them into this stage.

  • Not Interested: This is a slightly different stage than Bad Fit, but still is used for Closed Lost opportunities. If a candidate responds to one of your messages and says they are not interested or if they don’t respond at all, use this stage. Note: This stage is set automatically within Automated Follow-Up Campaigns. If a candidate does not respond to your follow-up messages, after the period of time that you determine, it will automatically place the candidate in this stage. If the customer later replies, their staging will be automatically changed to In Discussion.

  • Not Staged: No staging action has been taken yet on this candidate (in the current folder). Please note: Once you add a candidate to any stage in the current folder, you cannot remove the stage and return them to "Not Staged".

  • Email Requested: This is an Email Concierge stage, automatically used when you request an email for a candidate. You should never have to manually select this stage!

  • Email found: Another Email Concierge stage, used when our team has located an email for the candidate. You can see all of the candidates with "found" contact information under the Manage tab.

  • Email unfindable: The last Email Concierge stage, used when our team tried but was unsuccessful in locating contact information for a candidate (only happens about 20% of the time)

  • Hide from all folders: While technically not a stage, this specialized functionality appears at the bottom of the staging actions menu and is useful for hiding any candidate from all existing and future searches. Read more about Hide from all folders.

I set a stage for a candidate, and now I can't find him, where did he go?

Once you stage a candidate, you will no longer find that candidate in the search results in that particular folder. Instead, they are sent into the "Manage" tab, or TalentBin's internal CRM.

By removing candidates from the search results, we ensure we will not have to repeat the same work for the same req twice. This practice will save you lots and lots of time!

If you don’t set the stage for each candidate (or groups of candidates), you’ll continue to see the same candidates again and again for the req you’re working on, kind of like the piece of paper you keep pushing around your desk. File it the first time and move on!

Do I have to manually set stages?

Yes and no.

There are a few stages that will be automatically set based on an interaction with a candidate, the rest of the stages will need to be set manually. The automatic stages are "Attempting to Contact" and "In Discussion".

When you reach out to a candidate using TalentBin's integrated mailbox, the stage of the candidate will be automatically set to "Attempting to Contact", when they reply it will automatically switch to "In Discussion. This auto-staging feature drastically helps users stay on top of their pipeline.

How should I use the "Future Opportunity" stage?

Let's say a candidate replies to one of your messages and informs you that they are currently not looking for a switch, but could explore opportunities in the future. They are a perfect candidate to toss into your pipeline for future outreach.

Using stages, 
you can mark candidates who have replied in this way as "Future Opportunity" to build a passive candidate pipeline. 

Building a pipeline is always the most effective strategy for success with passive candidate recruiting. Yes, this can take a little while to get going, but like the ant who encourages the grasshopper to stockpile for winter, if you know you'll always have demand for certain types of roles, it's best to create a process that allows you to continually make and strengthen those relationships.

Watch a short video on building a "Future Opportunity Pipeline" here.

Is there a way to bulk stage candidates?

Yes! You can do this easily from the "Source" page to bulk stage candidate in your search results. 

  1. Run a search
  2. Select "Stage Profiles"

  1. Select the checkbox at the top of the search results to "Select All", or select the boxes next to specfic profile pictures.
  2. Choose the stage you want to use on the "Select a stage" drop-down menu
  3. Select "Change stage"
Not helpful? Watch a video walkthrough of bulk staging.

Can I create a custom stage?

Yes! Our default stages are intended to capture most use cases for staging, but naturally, recruiters have many different techniques for organizing a pipeline.

We've seen users in the past create stages such as: "Already in ATS", "Contract only", "Exported to CRM", etc.

Note: We do not recommend removing any of our default stages. Auto-staging for "Attempting to Contact" and "In Discussion" will break if removed.

To create a custom stage:

  1. Select "Your settings" in the top right corner
  2. Select "Manage stages"
  3. Select the "Category" of stage you wish to use:
  4. Type the name of the stage
  5. Hit "Add New Stage"
Read more about custom stages here.
 

Outreach & Templates

How many email addresses does TalentBin currently have?

As of October 2015, TalentBin has over 11 million email addresses in the database.

Of course, there are still some candidates in TalentBin without an email address. For those candidates, you can request an email address through our
Email Concierge service. 


We prioritize finding personal email addresses but, if one cannot be located, and we discover a professional email address and/or a phone number, we will also let you know about those.

Do you have phone numbers for profiles?

Yes! We have a rapidly increasing number of phone numbers in our database for candidates. You can find phone numbers under the "Contact" menu on a candidate profile page.

Also, you can refine your search to only pull back candidates who have phone numbers in our database by using the Available Contact filter. This is a best practice for healthcare (since we have more phone numbers for those candidates), but with our increasing database of phone numbers for software engineers, it may be worth a try as well. 

With this said, finding email addresses for technical talent has historically been our greatest priority. We've concentrated heavily at gathering and locating hard-to-find email addresses, because we've noticed it's consistently the most successful way to connect with developers.

In fact, in a recent StackOverflow survey, our email address compiling efforts we're backed up by a recent poll where developers strongly agreed they preferred being contacted via email.

Where do I find the email address on a profile?

We will list the various email addresses for a candidate under the "Contact" menu on the profile page.

 

Note: You might see a candidate with one email address available, and you might see another profile with over 10 email addresses. Of course, the number of email addresses in our system depends how many are publicly available for that specific candidate.

Also, use your best judgement as far as which email address to contact. Often, with developers, using a personal email address (if available) over a work email address is a best practice. You can usually tell the difference just from the email domains in the "Contact" drop down menu. For example, in the image @gmail.com is more likely tied to a personal email address, whereas the branded @visi.com domain is probably a work email.

To see the full email address, navigate to the compose message screen (Contact > Select one of the email addresses from the list > Select your template)

What other contact methods can I use besides email and phone?

If there is a candidate you really want to get in touch with, trying another contact vector could substantially improve your ability to engage the candidate.

Here are some of the more popular methods:

  1. Twitter: Is your prospective candidate active on Twitter? Open his or her Twitter page and see when he or she tweeted last. See if he or she has responded to anyone’s tweets. If both of these conditions are met, create a targeted message in 140 characters or fewer and fire away! Why not? 
    • You can even integrate your Twitter mailbox into TalentBin to speed up your workflow.
    • Twitter is also a great way to follow up with a passive candidate whom you've been attempting to reach through another contact vector.

  2. LinkedIn: Yes, InMail only has a 5% response rate but if you’re not getting through with email or tweets, it may be the next best option. Certainly doesn’t take much time. Just make sure your messages are targeted and on point for maximum impact.

  3. MeetUp: Is the candidate active on MeetUp? Try sending the candidate a targeted introductory message through the built-in MeetUp email that comes up when you click on his or her MeetUp profile.

  4. Various Vertical-Specific Sites (GitHub, StackOverflow, etc.): If the candidate you’re considering is particularly active in a coding forum, you may wish to contact or follow him or her directly on that forum. Each repository has its own culture and guidelines so be sure to familiarize yourself with the expected netiquette before posting in order to prevent yourself from being flamed.

  5. Personal Website: If the website doesn’t look like an abandoned amusement park, there may be a way to interact with your passive candidate by reading and commenting on his or her posts directly on the site. Also, vanity appeal alert. Hello. Everyone likes to be complimented.

How do I create an email template?

You can create a new email template in the "Manage templates and campaigns" page. (In the "Your Settings" menu in the top right corner of any page)

There's two basic options for creating a new template:

  1. Create a blank template: If you want to start from scratch or paste a template you currently use in another tool, you will want to add a brand new template into TalentBin. To create a new template:
    1. Go to the Manage templates and campaigns page (link above)
    2. Hit "Add new template" ( )
    3. Give the template a name, subject line, and fill in the content box
    4. Save template
  2. Make a copy of another template: We include a variety of generic default templates in every new TalentBin account. Many users use these default templates as a starting point to crafting a perfect outreach template. To copy an existing template:
    1. Go to the Manage templates and campaigns page (link above)
    2. Navigate to one of your existing outreach templates under "Manage templates not in Campaigns"  (We recommend using "Personalized Engineering Role - 1 - Outreach #1)
    3. Select the paper icon () to create a copy of the template
    4. Once you make any edits, hit "Save template"

What are template variables and how do I use them?

Template variables are auto-populating "fill-in-the-blanks" that you can throw into an email template in TalentBin. They will will appear as variable strings when you add them into a template, but will change to specific content when the message is ready to be sent.

For example, the variable for candidate's first name, {!CANDIDATE_FNAME}, will automatically change based on the first name of candidate that you are contacting.

You can add a variable into your email template easily while making any edits. Use the drop-down menu on the right-hand side of the template editor window, select the variable you wish to use, and simply paste the string into your template.

For more information, we have a great step-by-step guide for adding variables on our support site. 

Can I send a bulk email to a group of candidates?

Yes, but this is HIGHLY discouraged. TalentBin's main advantage is pulling back tons of professional and personal data from all over the web that you can use in your outreach emails. With a mass email, it is impossible to personalize messaging using this data.

On that same note, because we want to avoid spammy behavior from our users, we cap the total number of bulk messages to 150 a month.

Also, when you send bulk messages, you're not able to make use of an automated follow-up campaign and many passive candidate responses will require some persistence, i.e. a second, third, or fourth message.

However, we realize there are a few scenarios where bulk messaging can be a successful practice, so we do give you the option in the "Manage" tab. Here's a 
short video that will walk you through the process.


Follow Up & Campaigns

What is a TalentBin campaign?

Using the campaign feature in TalentBin, you can schedule a series of messages to automatically go out to candidates. It is designed to automate a tedious and time-consuming process, so that you can spend your valuable time on other sourcing tasks.

There are two types of campaigns in TalentBin:

What's the difference between Drip Marketing and Automated Follow-up campaigns?

Automated Follow-up Campaigns:

  • The follow-up messages cannot have subject lines. The intention of an automated follow-up campaign is to follow-up with unresponsive promising candidates who don't reply to your initial outreach message. By excluding subject lines, we ensure the follow-up campaign messages will live in the same email thread as your first outreach message.
  • You can only add someone to this type of campaign once, before initial outreach message is sent.


Drip Marketing Campaigns:

  • These messages will have unique subject lines, and are all sent as separate emails. Get creative with the subject lines to maximize open rates!
  • Often, these campaigns are used to stay warm with candidates, and remind them why your company or client is a great place to work.
  • These campaigns can be targeted to the role just like automated follow-up campaigns so that they're relevant to the candidate. For instance, if you're hiring for a technical role, make sure that you're highlighting new innovations, technical blog posts, and awards the team has won.

Still confused? You can read more information (and see a great fishing analogy) here.

How do I add someone to a campaign? 

This depends on the type of campaign, but in either case, the process is quite simple. 

Automated Follow-up: You can add someone to a campaign BEFORE sending your initial outreach message in the compose message screen. Watch the animation below, or you can see a more detailed step-by step in our
Automated Follow-up campaign support article.

 


Drip Marketing: You can add someone to this type of campaign on the candidate profile page, under Campaigns. You can only add someone to a drip marketing campaign AFTER the initial outreach message has been sent. 

Important Note: The "Add to campaign" button will not be selectable until you send the candidate an outreach message.

Can I remove someone from a campaign?

Of course!

Let's say a candidate replies to one of your emails with a phone call instead, our system will not track that call, and the candidate will remain on the campaign. If you don't remove that candidate, they will still receive campaign messages, and it will cause lots of confusion. 

To remove a candidate from a campaign, you can either:

  1. Go directly to their profile and remove the candidate (see image)
  2. Go to your campaign dashboard and remove one or more candidates by hitting "X" next to the candidate's name.
You can read more about removing candidates from a campaign in our Drip Marketing Campaign article.

Exporting

What ATS and CRM systems do you integrate with?

We currently integrate with the following applicant tracking systems:

  • Avature
  • Bullhorn
  • Compas
  • Greenhouse
  • Hirebridge
  • iCIMS
  • Jobs2Web
  • Jobvite Engage
  • Salesforce

If your system is not present, you can always export profiles to a PDF file or a CSV file which should be compatible with any system.

When should I export to my ATS?

There is no hard and fast rule here. It’s up to your organization to decide what workflow works best for you.

Typically, users will move candidates into an ATS as soon as they actively apply for a position, moving from passive to active candidates.

How many profiles can I export each month?

While you can view basically* an unlimited number of profiles every month, we do cap exports at 100 profiles per calendar month per user.

This number is managed at the TalentBin account level. So, for example, if you have three users in your TalentBin account, one user could export up to 300 profiles each month.

If you think you have received the export limitation in error, please contact us at
support@talentbin.com


*If we notice strange activity in your account, we may cap the number of views as well. This is very rare, and should not be an issue for most users.


Mailbox & Email Integration

Do I have to integrate my email account?

You are not required to integrate your email, however it is HIGHLY recommended. It is extremely rare that a TalentBin user has success with the tool without using email integration to initiate passive candidate outreach.

Everyone can integrate their email or use
Mailbox Lite!

If you chose not to, you can still use TalentBin without integrating your email and you can still make use of templates. When you choose a template, it will be copied to your clipboard so when your email client opens with the candidate’s email address populated, you can paste in the content and send the message. Here's a video on the non-integrated email workflow.

Keep in mind, without integrating your email into TalentBin, you cannot:

  • Utilize our automated follow-up campaign feature, which is crucial to drive response rates!
  • Send messages through your email servers (e.g. not through a third-party email service)  
  • Auto-manage your pipeline (TalentBin automatically stages candidates based on emails sent and received)
  • Track how often a candidate is opening emails that you sent to him or her
  • Track how often a candidate clicks on a link in an email

How secure is email integration?

Very secure! TalentBin uses industry standard encryption to protect the passwords and usernames before storing them. This data is never stored in plain text.

Here's a separate FAQ devoted to Email Integration and Security

What are my options if I'm unable to integrate my email account?

While you should always try integrating your own mailbox, some mail servers (POP3, Lotus Notes, Exchange 2003) are not supported in TalentBin. Also, we realize there are other external circumstances that prevent users from integrating their mailboxes.

For these cases, the best option is a feature we call
Mailbox Lite.

This feature is basically a TalentBin-specific email account you can use to send and receive messages from the tool. After adding Mailbox Lite, you will have access to all of the great features of email integration (see above).


Read more about Mailbox Lite here (including setup instructions).

How do I see if a candidate opens one of my emails?

You can see when a candidate opens one of your emails or clicks a link within your email under the Mailbox tab, then under "Activity".

There will be a red notification on the Mailbox tab in your account (similar to a notification on your smartphone), there's any new activity to see with one of your emails.

This information is incredibly valuable in gauging the level of candidate interest. If a candidate is opening your emails multiple times, or clicking a link within your email, there's obviously some level of interest and it might be time for you to follow up!

Why do multiple instances of the same activity appear in my Mailbox?

We embed an invisible pixel in the email message so any time that email is loaded it records another "view."

In rare cases, this may not always accurately reflect the number of times a candidate has viewed your email, especially when the time stamps are so close together, as pictured below. There are three scenarios where you'd see multiple instances of an email being viewed in your activity tab:

  1. Passive candidate is using an email client like Thunderbird and keeps your email open, email client refreshes and each time sends another "view" to our server.
  2. Passive candidate opens email multiple times or on multiple devices.
  3. Passive candidate forwards email to others and they each open it.

Will my responses to a candidate appear in TalentBin’s mailbox even if I reply in my native Outlook or Gmail?

Yes. Once you email a contact through TalentBin’s integrated email, all future email correspondence with that email address will be automatically integrated directly into TalentBin. Emails do not need to share a subject line, and emails in which the candidate is cc’d will also be included.

Does open tracking continue to work if a message is forwarded?

Yes, we do track forwards as long as the invisible pixel image isn't stripped and it is the most current email in a thread. However, often when you forward an email, it strips it of images, in which case tracking would not follow the forward.

Why do my co-worker's emails end up copied in my account?

If you contact a co-worker through TalentBin via integrated email while testing the application, it will treat it like any candidate email and erroneously assume it is from someone in your pipeline whose responses you wish to track.

Alternately, sometimes if you forward a candidate you've been in contact with in TalentBin through your email to a work colleague, TalentBin will begin copying these emails to your TalentBin mailbox as well. 

In either instance, it's easy to correct! All you need to do is
contact support with the email addresses you wish to have removed, and our team will blacklist those email addresses for your account and remove those emails from your TalentBin inbox. 

 
See also:
Q​uestions? Thoughts? Either c​ontact your Product Specialist, reach out to us at support@talentbin.com anytime, or leave a comment below!
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