Service Portal

Vacancy system Talentsoft

As of Q4 2020 the University of Twente will use Talentsoft as a system for all the recruitment processes. 

Link to Talentsoft: click here.

Why a new system?

The current system for recruitment processes (PeopleXS) is outdated. The system is no longer updated by the supplier. Therefore it was necessary that the UT needed to replace the old system. Based on a thorough public tender process, involving all kinds of end users, Talentsoft was selected as the best option. Additionally, PeopleXS didn’t offer any possibilities to align with the new Shaping2030 strategy of the UT. Talentsoft enables the UT to also implement the Shaping2030 strategy in the recruitment and selection processes and thus contribute to becoming the ultimate People-first University of Technology.

Why Talentsoft? 

Talentsoft is a so called best of breed system, which is specifically designed to fully support all recruitment processes. For example; Talentsoft gives us the option to work with specific selection questions per vacancy, or has the option for a document reader to better facilitate the work of committee members. These benefits will aid the UT to simplify the processes regarding recruitment and make them more efficient, increase the quality of candidates and shorten the processing time for candidates. It’s a win, win, win situation.

What are the advantages of This new system?

  • Applicants will receive a better and more easy application process, for instance with help of CV parsing. This will copy certain information from the uploaded CV directly into the application form and will save the applicant time.
  • Apllicants have the possibility to add online media references to their application, such as youtube links.
  • Better security of their personal data.
  • Have better selection options for quality applicants through custom made selection questions
  • Easy search and find options for candidates and vacancies
  • Possibilities to set up vacancy templates for unambiguous communication within all vacancies
  • More efficient and easy assessment of the applicants through a document reader. This ensures that all separate files provided by the applicant are bundled into 1 easily browsable file
  • Better collaboration options with other committee members through a joint notepad directly in the document reader
  • Save time on administrative tasks
  • Possibility to select your own committee members per vacancy
  • (For academic HR support) possibility to publish the vacancies directly without interference of HR central
  • More control over your own process and more responsibilities
  • Better opportunities to manage a talent pool of talented candidates
  • More opportunities for better management information

Instruction videos

Committee member instructions


Frequently asked questions

Based on the questions that we expect to receive after go live, you find the Frequently Asked Question below. These question will be updated regularly. If you have a question that is not mentioned below, please contact us via recruitment@utwente.nl.

  • FAQ
    • How can you create a vacancy in Talentsoft?
      • You do this by clicking on the plus icon in “my follow up of the vacancies” or via recruitment – vacancies - create
      • Choose the language: English or Dutch
      • Choose the entity: the department/unit you work for
      • Choose the type of application form (WP/OBP/PhD)
      • Choose to create a vacancy without a template or with a template

        - Create a vacancy without a template:
      • Fill in all mandatory fields (marked with a *) regarding the vacancy
      • Add committee members (see point 3 for explanation)
      • If it concerns a WP vacancy -> save as draft or WP publish
      • If it concerns an OBP vacancy -> OBP assessment (Inge/Rachel publish)
      • If it concerns a PhD vacancy -> save as draft or WP publish

        - Choose from a vacancy with template:
      • Choose the vacancy language Dutch/English
      • Choose the application form (WP/OBP/PhD)
      • Search vacancy template and then click the search button again
      • Below you will find a list of templates that you can use for your own vacancy
      • Click on “use” to edit the vacancy if necessary
    • Which vacancies can you create in Talentsoft?
      • WP vacancy -> you can publish this yourself (do not forget to add the end date of the publication in the publication tab)
        - Characteristics of a WP vacancy: to add pre-selection questions, you must first save the vacancy as a draft. Then you can choose -> add additional questions via the action button.

      • OBP vacancy -> this will first go to the reassignment committee and UFO check, then it will be published by Inge/Rachel.

      • PhD vacancy -> you can publish this yourself (do not forget to add the end date of the publication in the publication tab). In this vacancy you have additional questions for the applicant that relate to their study/graduation.
    • How can you add committee members?

      For each vacancy you have to add committee members. You can find them by typing the name in the search bar. You can add up to 10 committee members. Please note: the role of the chairman must also be chosen. If the chairman wants an email notification when there are 2/5/10 applicants for a vacancy, you can choose this option. Check the names that would want to receive this notification.

      Do you need to add a new committee member? Please send an email to recruitment@utwente.nl and send the name, email address and M-number of the new committee member.

    • How can you add pre-selection questions?
      • Please note: save the vacancy as a draft before you add the selection questions.
      • At the top right you will find the button “action”, via the drop down menu you go to “add questions”.
      • Double-click on the question you want to add -> then choose what the desired answer should be -> make the question mandatory and active (so that the question is visible to the applicant). Click on confirm. Go to the tab publication to be able to publish the vacancy. Do not forget to enter the end date.
      • If you miss a question, please inform Inge/Rachel via recruitment@utwente.nl, they can add it to Talentsoft for you.
    • Why do you have to save a WP vacancy as a draft if you want to add pre-selection questions?

      Because the vacancy is immediately published on the site, there is a good chance that applicants have applied without the pre-selection questions being visible.

    • Why don't you see your published vacancy online?

      You must have filled in the end date, otherwise your vacancy will not be published.

    • How do you register external committee members?

      If you have a committee member who is not a UT employee, send a message with the following information to recruitment@utwente.nl : full name and email address, the new account will then be created. Note: the processing time is a maximum of 2 working days.

      After processing the committee member will receive an email with his or her login details and a link to the instruction video and website.

    • How can you see which emails have been sent to applicants from Talentsoft?

      Go to the applicant, scroll down, bottom left under the heading “log” -> sent messages. Here you can find all correspondence that has been sent.

    • How can you reject applicants in bulk?

      Tick all the applicants you want to reject, go to the button “Run” and choose “send rejection”, then press the play button. Select the language of the message. And click on send.

    • Which media channels do you have to publish yourself?
      • Internet (vacancy overview UT)
      • Intranet (internal vacancies)
      • Twitter (the email will pop up when you press the "play" publish button)
      • Twente.com (the email will pop up when you press the "play" publish button)
      • LinkedIn (you can share the link of the vacancy in your own network) 

      Please note: do not forget to schedule the end date of the publication.

    • To which media channels will your vacancy automatically be sent?
      • Academic Transfer
      • Career.edu
      • Euraxess
      • Academic Positions
      • ResearchGate
      • Indeed
    • How can I add a picture to a vacancy profile?

      Click on the photo icon in the toolbar when you're creating the vacancy. Please note: the picture needs to be added via a link. It isn't possible to add a picture from your computer, which isn't published online. If you have a picture which isn't online yet, please contact recruitment@utwente.nl and they can add the picture online, to generate a link.

Who are involved?

  • Test panel

    On Wednesday, 8 and Thursday, 9 April the last online user tests will take place by colleagues participating in the test panel. Below you will find a part of the test panel that has been involved in the testing and implementation process from the start. Thanks to everyone who participated!

    • Stefano Stramignoli - EWI-RAM
    • Eefke Bril - LISA-STAFF
    • Sofia Boekholt- HR-DIR
    • Gert-Willem Römer - ET-OPMTR
    • Evelien Schulenberg - ET-BH
    • Alice Kragt - BMS-CSO
    • Marleen Blijleven- BMS-HR
    • Joost oude Heuvel - TNW-HR
    • Lidy Harryvan - TNW-HR
    • Carin Krijnen-Smid - TNW-XUV
    • Henk Swaters - LISA-DSM
    • Jose Vroom-van Gorcum - LISA-STAFF
    • Netty Kollen - HR-ADVIES
    • Mandy Lokken - HR-ADVIES
    • Nadine van Wijchen -TNW-HR
    • Inge Meeuwenoord - EWI-HR
    • Susan Emde - BMS-HR
    • Liset Werkman - BMS-HR
    • Rita Schoonbeek - ET-HR
    • Miranda van Wijk - ET-HR
    • Erwin Reudink - CFM, CES-HR
    • Wim Somsen - HR - FIN, M&C, SP
  • Steering committee

    The project team will report to the steering committee:

    • Tanya Bondarouk (Professor HRM, Chair department HRM)
    • Anja Smit (HR-manager Faculty EEMCS)
    • Erik van den Bosch (Head of Projects and Development LISA)
    • Netty Kollen (HR-manager Service departments and HR-MT member)
    • Hans Oeloff (director HR)
  • Project group
    • Mette Strubbe (policy advisor HR Recruitment & Internationalisation)
    • Inge Busschers (HR-assistent)
    • Rachel Santos (HR-assistent)
    • Christine Maas (HR-assistent)
    • Daniëlle de Vries-Luisman (Functioneel Beheer)
    • Rick Mos (M&C online marketing, Online/Webhare)
    • Saloa Omari (M&C communication)
    • Marcella Claase (project manager)
  • Tender
    • Arjen Grinwis - LISA
    • Rick Mos  – M&C
    • Mette Strubbe - HR
    • Christine Maas - HR
    • René Belt - CFM
    • Inge Busschers-Lohuis - HR
    • Marja Roelofs-Kamphuis - HR

CONTACT

If you have any questions and/or remarks, please contact one of the project members via recruitment@utwente.nl.

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