Avionté PIXEL

Avionté PIXEL is an integrated, cost-effective AI chatbot and communication platform designed to assist recruiters and staffing firms in automating tasks, improving efficiency, and engaging talent. It extends the capabilities of AviontéBOLD, offering features such as conducting interviews, data capture, and automated messaging, enhancing the recruiter-talent relationship. PIXEL also provides post-interview reports to aid recruiters in identifying the best-fit candidates, with real-time alerts for talent interactions.

PIXEL offers a centralized platform for talent communication via text messages. Recruiters can view, engage, and manage talent notifications efficiently, with real-time alerts for incoming SMS messages. The system provides features like Live Chat, mass text messaging using interview bots, and the ability to insert chatbot interviews into live chats. It also allows recruiters to review messaging activity within talent records and receive notifications through the PIXEL widget for quick access to the latest interactions and completed interviews, all contributing to streamlined talent engagement and communication.

Notes:

To add Avionté PIXEL to your system, please contact your Account Manager for more information.

After acquiring PIXEL, User Administration must be completed to activate it within BOLD, serving as a necessary prerequisite.

Key Takeaways:

• PIXEL Overview: PIXEL is an integrated, cost-effective AI chatbot and communication platform designed to assist recruiters and staffing firms by automating tasks and enhancing talent engagement. It extends AviontéBOLD capabilities and provides real-time alerts for talent interactions.

• Features of Avionté PIXEL: Avionté PIXEL serves as a recruiter's assistant, offering functionalities such as conducting interviews, gathering information, and communicating with talent 24/7. It aids in determining the best-fit candidates through detailed post-interview reports.

• Alerts and Features: Recruiters can access PIXEL alerts from anywhere within AviontéBOLD. The bell icon at the top of the BOLD interface alerts recruiters to new messages and completed interviews. Live Chat, Talent Notifications, and PIXEL Bots are integral parts of PIXEL, enabling efficient talent engagement and communication.

Prerequisites 

• The user accounts seeking to use PIXEL need SMS/text messaging capability from within AviontéBOLD. If this is not already set up for the recruiter's account, see this article Text Messaging – Avionte Bold for instructions. To see talent messages in PIXEL Live Chat, users need to initiate a conversation by sending talent a text via AviontéSMS.
• PIXEL is designed to be used by AviontéBOLD accounts that have an email address. The email address should be unique; it should not be shared by any other account. See this article Creating & Configuring Users and Permissions (index) for more information.
• Administrative or managerial user accounts must have the PIXEL user claims activated to edit or administer PIXEL messages and functions. See this article User Administration (PIXEL) for more information.
• The talents the recruiter wishes to interact with using PIXEL must at minimum be entered into the BOLD system with a phone number that can send and receive text messages. (The talent needs to possess a text-capable phone.) If the talent has a smartphone with the Avionté 24/7 mobile app, messages will be sent there. See this article Creating New Applicants/Talent for more information.
• The jobs for which the recruiter wants talent to apply must have been created in the BOLD system. See this article Create a Job for more information.

 

Alerts in AviontéBOLD

When a recruiter opens AviontéBOLD for the day, PIXEL is immediately available. Click the bell icon, which is next to the Account & Settings icon.

BOLD Alerts are shown, including Pixel Alerts.

Here a recruiter can see their Latest Messages as well as Completed Interviews.

Clicking on a message will take a recruiter to the Live Chat screen with the message selected active; clicking on a Completed Interview will take them to the Interview Results screen with the completed interview details active. For more information on this, see the Live Chat and Pixel Interviews sections below. 

 

Accessing PIXEL

Start PIXEL by clicking on the Automation tab at the top of the BOLD application.

• Live Chat: A real-time communication interface that allows recruiters to engage with talent and manage notifications efficiently.

• Talent Engagement: Automated prompts and messages in PIXEL that keep recruiters informed of talent engagement, enabling end-to-end visibility.

• Pixel Bots: Custom chatbot interviews triggered through links, providing human-like interactions and scheduling capabilities.

• Pixel Interviews: Automated interviews conducted by PIXEL to assess candidates, saving time and improving efficiency in the hiring process.

• Calendar: A scheduling tool for organizing appointments and events, enhancing time management and planning.

PIXEL Text Messaging: Understanding Message Visibility Between Users

This guide explains how text messaging works within the PIXEL feature of Avionte, with a specific focus on message visibility between different users and common questions about expected functionality.

How PIXEL Text Messaging Works

Message Visibility

• Shared Message Thread: PIXEL maintains a single text message thread per talent that is visible to all users who have access to that talent record.
• Complete Message History: Any HCM user who can access a talent record can view the entire text message history for that talent, regardless of which user initiated or participated in the conversation.
• No Private Conversations: There is no functionality to have private text conversations with talent that are hidden from other users with access to the same talent record.

Expected Functionality: Text Message Visibility

When HCM User A and HCM User B both have access to the same talent record:

• User A can see all text messages sent by User B to the talent
• User B can see all text messages sent by User A to the talent
• This visibility exists regardless of which user initiated the conversation
• This visibility exists regardless of whether a user has personally texted the talent

The ability to see the entire text history is not dependent on:

• Whether you have sent a text yourself
• Whether you manually logged a "Text sent" activity
• Which office you belong to (unless specific restrictions are enabled)

Office-Based Restrictions

If complete visibility between all users is not desired:

• The 'Restrict Access to Talent by Office' setting can be used as a workaround
• This restricts talent record access (and therefore message history) to users within the same office

Common Scenarios and Clarifications

Scenario: Discovering Message History Access

What happened: HCM User A manually logged a "Text sent" activity for a talent and then noticed they could see the entire text history that HCM User B had with that talent.
Clarification:

• User A always had access to the message history
• The act of logging an activity did not grant this access
• User A simply discovered the existing access after logging the activity
  
  

Scenario: Multiple Recruiters Texting One Talent

Expected Behavior:

• All messages appear in a single chronological thread
• All recruiters with access to the talent see the complete conversation
• The talent receives all messages as one continuous conversation thread
  
  

Frequently Asked Questions

Q: Can certain text messages be hidden from other recruiters?
A: No, PIXEL is designed for transparency. All text messages are visible to any user with access to the talent record.

Q: Does manually logging a text activity give me access to message history?
A: No, logging an activity doesn't change access permissions. If you can access the talent record, you already have access to the complete message history.

Q: If I have a phone number for a talent, does that automatically give me access to their text history?
A: Having a phone number alone doesn't grant access. You must have permission to access the talent record itself, then you'll see the complete text history.

Q: How do I know who sent which messages to a talent?
A: The message history shows which user sent each message, allowing you to see the complete conversation context regardless of which team members participated.

Live Chat

Live Chat allows recruiters to view, engage, and manage all talent notifications in a single system of record. Recruiters will be alerted when talent sends an inquiry and can respond to the talent.

It provides an interface for recruiters to text with talent. It can also display interview results and includes automated messages sent by the bot on the recruiter's behalf (see Talent Notifications). 

 

Key Takeaways:

1. Centralized Talent Notifications: PIXEL's Live Chat feature centralizes text notifications to talent, allowing recruiters to efficiently view, engage, and manage all talent notifications in one system.

2. Recruiter-Talent Communication: Live Chat enables recruiters to communicate with applicants through text messages, with messages appearing on the talent's mobile devices for quick responses.

3. Mass Text Messaging and Interview Bots: PIXEL facilitates mass text messaging through PIXEL Bots, streamlining communication and engagement with multiple applicants simultaneously. Recruiters can also insert bot interview links into live chats, offering a scripted interview experience to talent.

Navigation and Getting Started

To go to Live Chat, click or hover on the Automation dashboard tab at the top of the screen, then click Live Chat.

The recruiter can choose between seeing all messages sent to their talent, or only the messages they have sent. Use the option button to select. It is to the right of the Chats list.

Note: If the recruiter currently has no talent assigned, or wants to assign talent to someone else, they can do these things on the Unclaimed Talent sub-tab of the Talent screen.

To start a new chat, the recruiter has multiple options:

1. Start a new chat by selecting or entering the Talent name into the Search for Talent bar.

• Selecting a Talent
  
  
  
• Entering a Talent
  

2. Go to the desired Talent Profile screen and send a text message using the Quick Actions menu. A simple text, a PIXEL Interview Bot, or a Job can be sent. Chats must be initiated by the recruiter.

The message will appear in Live Chat.

Messages will appear on a talent's mobile device via SMS.

The talent can respond...

...and their message will appear in Live Chat:

Sending a message to a talent results in that talent going to the top of the list.

Message Threading 

Users have the ability to enter and leave conversations within the Live Chat user interface using message threading.

• Subscribe/Unsubscribe from Talent Chats
  
  • Chat Users are auto-subscribed when sending a direct message to the Talent or when the Talent sends a direct message to the Chat User.

1. Manually Subscribe to the Talent Chat by clicking the Bell icon in the corner right of the chat. It will be absent of a white checkmark and display the notification "You are currently unsubscribed to this talent's live chat".


2. Unsubscribe from the Talent Chat by clicking the Bell icon in the corner right of the chat. It will contain a white checkmark and display the notification "You are currently subscribed to this talent's live chat". 

The Chat User must then confirm they'd like to unsubscribe from the Talent's chat and the Talent will be removed from the Active Chats thread. 

• Archive Multiple Live Chat Threads

1. Click the hidden eye icon within the Active Chats thread, then select the Talent chats to Archive.

2. Click the Archive button and Confirm the archival of the Chat threads. The selected Talent chats will be removed from the Active Chats thread. 

• Unarchive Multiple Live Chat Threads

1. Click Show Inactive Chats at the bottom of the Active Chats thread.

2. Click the eye icon within the Inactive Chats thread, then select the Talent chats to Restore. Click the Restore button and Confirm the restoration of the Chat threads. The selected Talent chats will be restored to the Active Chats thread. 



Note: Mobile numbers for talent are entered on the Talent screen > Contact Information section.

The mobile number is displayed in the Contact Information widget.

• There is an edit button on the right-hand side; to add or edit a mobile number, click it.
• Make the change, and click the save button.

If a talent has chosen to Opt-Out of text messaging, recruiters cannot message them using AviontéBOLD. This is indicated by the Text Message Consent status.

For more information on talent contact information, click here: Contact Profile Overview

Emojis are available in Live Chat. Multiple lines of text can be sent using the Shift-Enter keys between each. Messages can be sent via the Enter key or the Send button.

The chats shown are the ones in which the recruiter has participated. The most recent chats are displayed first. The recruiter can scroll backward to see earlier parts of the chat. The dates are indicated for chats that took place more than a day ago.

Talent avatar icons will have colors, while recruiter avatar icons will be grey.

Additional contact details are provided on the right-hand side, including a link to the Talent Record. Clicking this reveals data for any previously Completed Interviews for the talent, including match percentages for particular roles and the dates of the interviews.

For more information on creating and managing interviews in PIXEL, see the section "Pixel Interviews" further in this article.

Mass Actions and PIXEL (Send Interview Bot)

When a mass action, such as sending a text message, is done in BOLD, the results will be displayed in Live Chat. PIXEL bots can be sent through mass actions.

To perform a mass text message in BOLD using an Interview Bot, follow these steps:

1. Go to the Talent search screen by selecting the tab at the top of the application.
2. Search for applicants according to the desired criteria, and select the applicants to whom the recruiter wants to send a text message by using the checkmarks on the left-hand side.
   For more information on searching for applicants, see this article: Search for Talent/Applicant (Basic)
3. At the bottom of the screen, select Mass Actions > scroll down in the menu > Send Text Message.
   The Send a Text Message flyout appears.
4. Select Message Type > Send Interview Bot.
   The Template Field and Include Bot dropdowns appear.
5. Selecting a value from the Template Field (for example, Candidate Full Name) will populate that value as a variable in the Message field. The recruiter can then write their own message using the variable. For example, "Hey, {{Candidate Full Name}}, are you looking for work? If so, please respond to this message for a quick interview."
6. When ready, click Send Text Message. For applicants with mobile phone numbers in the system, the messages will go to their mobile devices.

Each recruiter who receives a text will see it in their own Live Chat window, as they would when sending an Interview Bot individually (see below).

For more information on Mass Actions in AviontéBOLD, click here

Insert a bot interview into a live chat

The recruiter can invite talent to a scripted chatbot interview using Live Chat.

1. To do this, click the bot button. The Insert a Connected Bot/Job screen appears.
   Listed are all of the jobs and bots associated with the recruiter, where the user is a job owner or sales rep. For more information on setting up jobs and PIXEL bots, see the Interviews section of this article.
   
   
2. To insert a bot interview link into the Live Chat, click Insert.
   A variable indicating the interview bot will be displayed in the message bar; for example: {{Business Analyst / Screening #B943100}}.
   The recruiter can type an invitation for the talent to attend a bot interview.
   
   
3. Click Send to send the message.

The result will look like this:

The applicant will receive the invitation on their mobile device.

Applicants can take the interview on a mobile device.

As an interview is being completed, the status will show on the Interviews > Pixel Interviews screen.

Clicking on an interview in progress will give details in a flyout.

See the article section Interviews - Interview Results for more details.

As bot interviews are completed by talent and they meet the minimum passing percent rating, the bot will tell the talent they are a great fit and offer available time slots for a live interview. See Calendar for more details. 

Once a talent completes an interview, a notification will appear:

The match rating percentage is shown. If there is a checkmark, it means the applicant passed the interview.

The Contact Details on the right-hand side will show a "Completed Interviews" section with an entry.

An entry will be shown for each interview the candidate has taken.

If the recruiter clicks on the interview title, the candidate report will display on the right-hand side of the screen.

The recruiter's name is displayed. A link to the Applicant Record is shown. The applicant's phone number and email are also shown. 

If an interview has been scheduled, the details appear.

If there is no match and an interview is not scheduled, no interview details are shown.

View job details by clicking on the icon next to the job title.

View interview bot details by clicking on the icon next to the interview bot name.

See the Pixel Bots section of the article for more information about how PIXEL bots work, and an explanation of how the Calendar function works.

Viewing messaging activity on the talent record

The recruiter can view the PIXEL messaging history from the Talent Activity Record. To go there, select Talent > (search for talent by name or other criteria) > open talent record > click Activities.

Applicant Activities Screen

Here the system logs a recruiter's activity with the talent. Activities logged include:

• Texts sent - including onboarding task reminders
• Texts received
• Job started events
• Profile updates - including mobile phone number updates
• Talent notifications
• Reminders
• Applications

Getting the latest activity when not on the Live Chat screen (Alerts)

The recruiter can review their latest activity even while not looking at the Live Chat screen. These messages will then link to Live Chat. To do this, click on the bell icon at the top of the BOLD screen. It is to the right of the Account & Settings menu.

This opens a widget that displays the latest information.

Clicking on one of the messages will open it in the Live Chat window. There the recruiter can respond to the talent.

The widget also enables the recruiter to See all [messages] in Live Chat; this opens the default Live Chat window, with the most recent messages displayed first.

The widget also displays the most recent Completed Interviews. To view these, click on one of them. These notifications are updated as applicants complete interviews with a PIXEL interview bot. The system displays the Completed Interview selected.

The recruiter can also click See all Interviews to see all the Completed Interviews at once. The Interview Results screen appears when this is clicked.

Activity Logging

The system logs activities for messages sent through PIXEL. Activities include:

• Pixel Conversation Sent
• Pixel Interview Sent

For example, if the recruiter sends a text message and inserts an interview bot, the message will be sent to the talent, and an activity will be logged. The system also logs the responses to the talent after the interview as an activity.

Activities can be reviewed on the Talent Activities screen. This article Applicant/Talent Activities – Avionté Bold contains more information.

Talent Engagement

Avionté PIXEL allows recruiters to view, engage, and manage all talent notifications in a single system so they can get an end-to-end view of talent engagement. Notifications in PIXEL are automated prompts and messages triggered to be sent to talent based on certain criteria while keeping recruiters aware. Messages are sent via text/SMS and the Avionté 24/7 app, when the talent has a mobile number or 24/7 account set up.

Talent Engagements in PIXEL are automated prompts and messages that are triggered to be sent to talent based on certain criteria while keeping recruiters aware.

Recruiters can use Live Chat to ask questions or give directions to talent. Automated text messages and in-app messages are sent from the bot to the talent, on behalf of the recruiter.

When PIXEL is activated, automated messages will be sent to all talent unless they have opted out, or the recruiter has turned off the feature. Messages for talent are sent and received via text or in-app using Avionté 24/7. Messages are three-way, meaning they are sent by PIXEL from the recruiter's number, so that the recruiter may respond to responses from the talent.

These engagements can be found in the Activities tab of the Talent profile, and can also be searched when looking for Activities in the Talent search.

In-App Interview Experience

Administrators can configure how talent receives interview invitations through notification preferences:

• App Preferred: "Notify talent in the WorkN app, no SMS will be sent"
• SMS Only: "This notification will only be sent as SMS"

When App Preferred is selected:

• If talent is not in the app: A SmartLink text message brings them to the app for the interview
• If talent is already in the app: An in-app notification appears with no additional SMS

In-app interviews provide a more streamlined experience while maintaining all the same reporting functionality in BOLD. Interview results can still be viewed through Bell icon notifications, the PIXEL Interviews section, and the talent's Activities tab.

Clicking the menu item Talent Engagement opens the Talent Notifications library.

Here the recruiter can enable and edit the automated engagement snippets PIXEL uses. Clicking a toggle makes the notification active or inactive; if active, PIXEL will employ the notification when the associated event occurs.

By default, all engagements will be disabled, so a recruiter needs to enable them to utilize them.

Default Notifications

Below are listed the default notifications; these ship with PIXEL as-is. The views shown below are the Edit views; they display the full details of the notification when the Edit button is clicked.

If the recruiter has chosen to use the default PIXEL messages, they're all set. If they have chosen to modify a default message, they should change the message and click "Set as Default".

If the recruiter will only use some notifications, they can toggle them on and off.

If users can edit the default notification message, have them enter their new personal default message and click "Set as Default". Users can always revert to the organizational default by clicking "Reset."

Apply and Interview

Application Received: A new applicant receives a message with a link to a bot interview.

The purpose of Application Received messages is to close the loop on the application workflow by notifying candidates that their job application has been received. If a job has an associated interview (screening) bot, the Application Received message can be used to prompt a user to take that interview.

The default PIXEL message for applications received with a bot is "We received your application for {{Job/Position Name}} - {{Job ID}}. One of our recruiters will review your resume as soon as they are available. If you would like to speed up the screening process, CLICK HERE {{Bot Interview Link}} to take an 8-minute screening interview with our bot, PIXEL."

This message can be modified to be different on a recruiter-level basis as well as if the job is not tied to an interview chatbot. Recruiters can also add dynamic variables to reference data from BOLD in the message.

There are multiple forms a message can take, depending on whether or not there is an interview bot associated with the job the candidate is applying to. If there is an interview bot associated with the job, a more personalized message is sent with a bot interview link included. 

Notice the Set As Default button. If the user is a PIXEL Admin, they can use this flag to establish that the content of the message being worked on should be the default for all other PIXEL users in their organization. As the default, all of the other recruiters will have that message sent out automatically. Only the Admin will have the ability to edit the message. This applies to all message types.

If a message's edits get out of control, the user can use the Reset button to return the message to its' last saved state.

Onboarding/HR Tasks

Onboarding Tasks Assigned: The purpose of Onboarding Tasks Assigned messages is to notify talent of onboarding tasks that need to be completed. PIXEL has a default message that can be modified to be different on a recruiter-level basis. It is sent on or at the date and time of the task assignment. 

• In-App Notification: If selected, the message will be sent to talent via the Avionté 24/7 app.

Onboarding Task Reminder: The purpose of Onboarding Tasks Reminder messages is to remind talent of tasks that still need to be completed. PIXEL has a default message that can be modified to be different on a recruiter-level basis. The recruiter can also configure the timing of the reminders according to how long it's been since the assigned tasks were assigned, the time of day the reminder should be sent, and when additional reminders should be sent.

The candidate is sent a reminder with a link to finish the remaining onboarding tasks prior to the start date. This message is sent to all talent's cell phone numbers who are "assigned to" a Talent Rep when onboarding tasks are incomplete. 

• In-App Notification: If selected, the message will be sent to talent via the Avionté 24/7 app.

The scheduling of the message is customizable. The options are:

If onboarding tasks were assigned:

• Yesterday
• Two Days Ago
• Three Days Ago

The time can also be specified.

This message type can also be sent multiple times.

The message can be sent every:

• One Day
• Two Days
• Three Days
• Four Days

Up to 1-5 times.

Starting

First Day Reminder: This is for when the candidate is about to start a new job, for example. It is sent the day before the start date or up to three days before. The message is sent to placed talent. The Date/Time sent is customizable; see Add Scheduled Times to Notification Rules below. 

Each message has options for when it will be sent out, according to the dropthe -down list.

• One day before the start date
• Two days before start date
• Three days before start date
• One business day before start date (Sat and Sun excluded)

Users with the Pixel Edit permission can edit and personalize a message; for example:

How's It Going? - This allows the recruiter to check in with a placed candidate to review their status at the client site.

Four options are available for which day the message is sent:

• One day after the start date
• Two days after the start date
• One business day after the start date (Sat and Sun excluded)
• Two business days after the start date (Sat and Sun excluded)

Employee Engagement

Happy Birthday - The Happy Birthday touchpoint creates an opportunity for the recruiter to engage with talent on a personal level. 

This message is sent to all talents if their Current Placed Status is as an active contractor and their birthday is today's date at the time specified.

Note: Talent Birth Dates are set in BOLD on the Talent screen > Tax tab. 

Notification Library

A preview of the notifications is displayed under the notification name. Here is an example:

"We received your application for {{Job/Position Name}} - {{Job Id}}. One of our recruiters will review your resume as soon as they are available. If you would like to speed up the screening process, CLICK HERE {{Bot Interview Link}} to take an 8-minute screening interview with our bot, PIXEL."

The curly braces ({{ }}) indicate variables - these are elements that change depending on the specifics of a particular job. They are filled in by the system based on the data available.

Notifications can be disabled or enabled by turning off or on the toggle to the right of the notification name. The default is On.

Editing a Notification

Clicking the Edit button allows the recruiter to change the content of a notification.

• Clicking Variable will show a list of available variables in the system. This means the recruiter doesn't have to enter variables manually; they can pick and choose from the menu.

• Clicking Bot Interview will insert a {{Bot Interview Link}} variable; this will produce an invitation to the applicant to start an automated interview with the AI bot. The results will be stored in the system and can be reviewed on the Interviews screen.

For onboarding notifications, the variable Tasks Portal Link is pre-filled.

This will insert the variables {{Tasks Portal}} {{Tasks Portal Link}}. This will then present the links to the tasks portal to the talent via messaging.

Notifications can have different outcomes depending on the status of other settings in the system. For example, the Application Received notification can have two outcomes, depending on whether or not an interview bot is associated with the job's JoblDay require advance preparation, to trigger the full automated notification snippet. If there is an interview bot associated with the job's JoblD, the first, more detailed snippet will appear in the talent notification, along with the Bot Interview Link invitation. If not, the second, more generic snippet will be displayed.

Add Scheduled Times to Notification Rules

The recruiter can add rules to notifications so that they are sent at certain dates and times.

Options include the following:

• One day before the start date
• Two days before start date
• Three days before start date
• One business day before the start date (Sat and Sun excluded)

As an example, the above notification will send a "First Day Reminder" to the talent one business day before their start date, at 10 AM. It will tell them their first day is in one day, the client/job site name, the location of the work site, a number to call the recruiter with questions, and the recruiter's name.

Save the Notification

• Click the Save button when finished editing a notification to save changes. Click the Cancel button to back out of editing a notification.

PIXEL Bots (automated interviews)

With Avionté PIXEL, the recruiter can create bot interviews that are triggered via links sent to talent. They can also create and set to trigger custom chatbot interviews via a job board or web application.

To access, click on Pixel Bots.

PIXEL bots can be used as the first touchpoint with a candidate, and they work on smartphones. If a talent passes a chatbot interview, they can schedule follow-up in-person interviews with a recruiter. When a recruiter logs in to work, the results of the previous session will be available to them, including any new prospective candidate interviews that passed the screening.

When recruiters post a job from the Job Details page, they can attach PIXEL Bots (that they have access to) to the posting. This will then send the bot out to all people applying for that job moving forward. PIXEL bots can be sent manually or attached to job postings. (This article Posting and Managing Jobs contains more information on posting jobs.)

The Pixel Bots screen allows recruiters to create and edit PIXEL bots, which use scripts run by PIXEL as it interacts with a candidate.

Create a New Interview Bot

In this task, users will build the opening, experience, and closing questions associated with an interview bot. This is where they will ask questions such as salary expectations, experience, and start date availability.

Best Practice: Before creating PIXEL bots, the recruiter should ensure their Calendar is up to date with availability for follow-up in-person interviews. This will enable prompted scheduling for candidates that pass an interview bot's screening to suggest appropriate days and times.

To create a new interview bot:

1. Click Create New. The Interview Builder screen appears.
   
   
   
2. Enter a Name for the interview bot. The interview name will be shown along with a bot ID that is automatically generated. The ID is black and the status is green (Active).
   
   
   
3. The Opening and Closing questions display default text but can be customized to say what the recruiter would like.
   
   
   
   
   If the recruiter has modified the opening or closing question before, the system will remember their modifications and give them that as an option to choose from.
   
   In the Closing message, the recruiter can specify a custom message if an applicant passes an interview (that is, all required questions were answered as expected, and all preferred questions were answered with a high enough rating).
   
   
4. Using the Interview Builder, recruiters can build custom bot Interviews and associate them with multiple jobs. The main prompts (Opening Questions, Experience Questions, and Closing Questions) have defaults to keep the interview moving.
   
   
5. To add questions to the interview, click on the "+" button in a prompt. A menu of add-on questions appears.
   
   
6. Each question has its own options depending on the question type.

   
   Question Types

   For Opening, Experience, and Closing Questions, each question type can be used 1 time. Yes and No Questions can be used 3 times each per category for up to 9 total across the Bot. Freeform Questions are unlimited, though we recommend being concise for a better candidate experience.
   
   Available Question Types for Opening:
   

   Question Type	Description	Examples
   Introduction	This is the first thing the bot displays to the candidate.	"Let's get started with the interview."
   Salary	Allows the recruiter to set a desired range for salary, per hour, or per year. The candidate is asked what salary they would like, and the system rates the response based on the range set. Available at any point during an interview. However, once a Salary question has been added to an interview section, it cannot be added again. It only appears once. If the initial answer is outside the set range, the candidate is asked what the minimum they will accept is.	$7 to $15 Per Hour "What are your hourly wage expectations?"
   Work Authorization	This question asks whether the candidate is able to work in the United States.	It is a yes/no question the candidate self-reports. "Are you authorized to work in the United States without sponsorship?"
   Commute Time	This question asks the candidate what their address is. The system rates their response based on the distance between the candidate's address and the work site location in AviontéBOLD. A 30-minute commute time or less is expected. Anything more and the talent doesn't pass the question.	"If you’d like me to calculate the commute time, enter the address you’d be commuting from. Otherwise, reply 'no'." "I found 4300 MarketPointe Drive, Bloomington, MN 55435, USA."
   Education	This question allows the recruiter to set a minimum desired education level. The question asks the candidate what their minimum level of education is. The system rates their answer by comparing it to the user's desired level.	Minimum level of education: Bachelor's Options include: High school, GED or Equivalent; Associate; Bachelor's; Master's; Doctoral "What’s the highest level of education you have completed?"
   Security Clearance	The recruiter sets a desired security clearance level for the candidate to have. The bot will ask if the candidate has a government security clearance, and if so, what level it is.	Active security clearance: Confidential Options include: Confidential; Secret; Top Secret; TS/SCI  "Do you currently hold a government security clearance?" If yes: "What level security clearance do you currently have?"
   Request Resource	This is an open-ended question that is used to determine the candidate's familiarity with a particular resource.	"Do you have a [resource] available to share at this time?"
   Freeform Question	This is an open-ended question that is used to get a candidate's response to a custom need or a question about the interview itself.	"What are your thoughts on this interview process, in terms of usability, etc.?"
   Yes Question	This is a question that anticipates a Yes answer to rate positively.	"Have you worked as a Registered Nurse in the last two years?"
   No Question	This is a question that anticipates a No answer to rate positively.	"Have you ever been charged with a federal crime?"
   Yes/No Freeform Response	This is an open-ended question type that allows a response depending on how the candidate answers. These allow recruiters to create their own yes/no question, and a response if the talent answers as expected. Not weighted or scored.	"Do you enjoy working as a business analyst?"; if the candidate answers Yes, display "Good to hear!" otherwise, continue.

   
   Available Question Types for Experience are Skill, Freeform Question, Yes Question, No Question, and Freeform Response.
   

   Question Type	Description	Examples
   Skill	This question asks the candidate about a specific skill (entered by the recruiter), with a time requirement. Unique to the Experience section. There is an "Ask about confidence" option for the question. The talent record in AviontéBOLD will be updated with the response, under "Resume/CV Tags."	[1 year] of [warehouse]. "How many years of experience do you have with Warehouse?"

   
   Available Question Types for Closing are: Start Date, Freeform Question, Yes Question, and No Question.
   

   Question Type	Description	Examples
   Start Date	This question asks when the candidate can start at the new position. Unique to the Closing section. The rating of the question is based on two weeks from an offer.	"How soon after an offer can you start?"
   Closing	This question asks the applicant for contact information, and can display a user-defined message. Unique to the Closing section. If the applicant passes the interview, the bot can display one particular message; otherwise, it displays a default closing message.	On passing: "Could I get your full name?" "What’s your email address?" "A recruiter may want to contact you for job-related matters, which may include email correspondence and direct messages." "What's your phone number?" Otherwise: "We’re all set. Thank you for interviewing with me today! Have a nice day."

7. Selecting a question type opens a customizable panel:
   
   
   Each question has a ("?") information icon that displays what the question is about when the user hovers over it.
   
   
   
8. Set the options for each question.
   
   Weight determines the relative importance of the question in relation to other questions by affecting its weight against the overall rating. A Weight of 0 is possible; which means the question will not count towards the candidate's overall rating. Weight is set to 3 by default.
   For example, the way in which Weight affects the Work Authorization question is as follows: If the question is answered Yes, the rating is calculated as the Weight times 5. If the question is answered No, the rating is calculated as 0.
   
   
9. Select whether the question should be Required or Preferred. If Required, the interviewee's answer to the question will be flagged as a deal-breaker if it does not meet the requirements. If the applicant does not answer a Required question, then they will get a 0 rating on that question. If an applicant fails any Required questions regardless of weight, they are not prompted to schedule a follow-up interview.
   
   
10. Click Save to save the interview.
    
    
11. The recruiter can drag and drop questions within a column, to change the order in which they appear.
    
    
12. Continue adding questions and modifying the bot until the interview structure is complete. Save the changes by clicking the button. 
    

Test An Interview Bot

The recruiter can test an interview by clicking Test Bot, on the right-hand side of the screen.

A copy of the PIXEL chatbot will launch for the open interview in the lower right-hand corner.

The recruiter can test the interview questions by answering the interview bot, as a candidate would. The interview bot conducts conversational interviews to screen candidates for jobs. The recruiter can use the same interview build for multiple candidates.

Associating an Interview Bot with a Job

Once the interview script is complete, click Next: Associate Bot to find jobs to which the interview can be attached. The Associate Bot screen appears.

Prerequisite: To view associated jobs, the user must be designated as a Job Owner, Sales Rep, or a Sales Rep who nominated someone else for a job. Users may need to refresh the PIXEL page after adding themselves to jobs for the jobs to appear.

Jobs connected with this bot

This is the list of jobs currently connected to the selected interview bot. Click Disconnect to remove the association.

My open Jobs that are Not associated with any bot

Here are listed the jobs for which the user is a Sales Rep or Job Owner, that have not yet been associated with an interview bot. Click Connect to associate one of these jobs with an interview bot. 

The details shown on the Associate Bot screen are:

• Job/Title ID. There is a link here that displays additional job details in a popup.
  
  
  
• Pass (%) - this is the percentage of the interviews for the job that passed with a % threshold
• Completed - this is the count of the interviews for the job that have been completed
• Incomplete - this is the count of the interviews for the job that have not been completed
• Recruiters - This is a list; if there is more than one a link "[#] more..." will be displayed. Clicking the link will show all recruiters.
  
• Sales Rep

Click the copy button to copy the link to the computer's clipboard.

• The red "Disconnect" button will disconnect the job from this interview bot.

My open Jobs associated with other bots

If applicable, here are listed other jobs the recruiter has open that are associated with other PIXEL bots. Recruiters can click the Connect button to associate them with the job they have open.

Connect a Job to a Different Bot

If a job has had interviews conducted against it by a bot, and the recruiter tries to associate a different bot with it, they will see this message:

Clicking Yes removes the job from the previous bot and associates it with this bot.

Note: Once an interview has been associated with a bot, its status will change to read-only. Once a talent starts or completes an interview, the bot can no longer be edited.

 

Associating a PIXEL Bot with General Applies

If a user has the Interview Bot Admin user claim active, they are able to attach PIXEL bots to a General Apply job board.

With this user claim active--in the Associate Bot screen, there is a section for General Applies.

(click on the image for a larger view in a new tab)

The system will show if there is an existing bot associated with General Apply boards in the system.
Click the Connect button in that section to associate the bot with General Applies in the agency. If there is an existing bot associated with general applies, a confirmation alert will appear making sure the user wants to associate them with the new bot.

(click the animated image to open a larger view in a new tab)

This is an all-or-nothing process. Only one bot can be associated with General Applies at once. If there is more than one General Apply job board, the bot is associated with all of them.

Bots associated with General Applies are delivered in the same way as other interview bots. Talent notifications of the type Application Received will be sent. When the notifications are sent, the merge field {{Job/Position Name}} will not be used. The General Apply job board name will be used in place of {{Job/Position Name}}.

When a talent goes through a General Apply workflow, after the Thank You page, a text message will be delivered to the talent. It will use the service user's phone number. The text message will be sent according to the Talent Notification - Unclaimed Talent Queue - Application Received type, if the talent is new in the system. The message includes the associated interview bot.

Talent Notifications - Unclaimed Talent Queue - Application Received

Use the Talent > Unclaimed Talent screen to see which candidates have responded to General Apply interview bots. Click on the Candidate's name to review their scores. To assign a Candidate to the current user, select it and click Assign To Me. This will display the Talent's interview results on the user's PIXEL Interviews screen. This will also appoint the user as the representative on the talent's profile. Users can filter the Unclaimed Talent view by Office so they only see the candidates of interest to them. See the Unclaimed Talent article for more information. 

Sending PIXEL Bots

There are four ways to send or use a PIXEL bot:

1. PIXEL Live Chat - described above

2. Talent apply, through a job with a bot attached

3. Send through a talent record

4. Mass Text action on the Talent Search screen

Bot Settings/Delete an Interview

To view the settings for a bot, click on the Bot Settings option on the Interview Builder screen.

The Bot Settings popup appears.

• The recruiter can change the Status of a bot to Inactive (deactivate it) or restore it to Active. Setting a bot to Inactive will display the setting in grey. Inactive bots cannot be sent to talent.
• The recruiter can change the Passing Percent required for an interview to succeed. In order for PIXEL to set up a follow-up interview with a recruiter, the candidate will need to pass any required questions and meet the minimum score percent.
• The recruiter can Delete a Bot from this screen. Clicking the button will result in a follow-up screen:
  
  Clicking Yes will confirm the deletion of the interview bot. When the bot is deleted, the list of existing bots will reappear. Interview results associated with the deleted bot will be kept for future reference.

Log PIXEL Interviews in the Talent Record

When interviews occur through PIXEL bots, they will be logged into the talent activities. To see this, follow these steps:

1. From anywhere in the BOLD application, click Talent.
   
   
   
2. Search for talent by a criterion. (Here I'll use Name as an example.)
   
   
   
3. Click Done.
4. Click the search button on the right-hand side.
   
5. Select the desired talent.
   
   
   
6. Click Activities.
   
   
7. The Talent Activities screen is shown.

Recruiters can also log talent interviews with PIXEL manually.

• In the Talent profile, under Quick Actions, click Log Activity.

The Add Activity flyout appears.

• For the Activity type, select Pixel Interview.
• Add any additional details desired.
• Click Submit.

The PIXEL Interview with details will be saved and shown in the Talent Activities. 

How PIXEL Calculates Interview Ratings (Scores)

The details in this section will help you decide what options to set for each question type.

Question Type	Rating type and scoring mechanism	Required/Preferred setting effects
Work Authorization	Rating: Pass or Fail "0" points or all points, depending on the weight	Scoring: ignored Schedule interview: if set to “Required” and the applicant fails the question, they will not be scheduled for an interview
Education	Rating: Linear At or above the desired level gets full points	If below desired level: Preferred: simple linear formula (see below) Required: "0" rating, no interview scheduled
Commute Time	If within the ideal distance (30 min) - the maximum points are allotted. Otherwise, the question fails. Note: the 30-minute range is hard-coded; this is not configurable.	If not within acceptable distance: "0" points (Required and Preferred)
Yes or No Question	Rating: Pass or Fail 0 points or all points, depending on the weight	Scoring: ignored Schedule interview: if set to “Required” and the applicant fails the question, they will not be scheduled for an interview
Salary	If within the ideal range, assign maximum points If not within the ideal range, check for Required or Preferred	If Required: "0" rating, no interview scheduled If Preferred: Linear An acceptable limit exists if you are within 120% of the acceptable range E.g., if the Acceptable range is $80k-$100k, and the applicant answers $110, they receive half of the max points (110 is halfway between 100 and 120). Note: This is calculated from the applicant's minimum acceptable amount. Example 2: if the Acceptable range is  $80k-$100k, and the applicant answers $120, they receive "0" points.
Security Clearance	Rating: Linear At or above the desired level: give full points If below desired level: see Preferred/Required	Preferred: reference simple linear formula Required: "0" rating, no interview scheduled
Skills	At or above the desired level: give the maximum number of points If below the desired experience level, see Required/Preferred.	Preferred: the score is calculated on a curve (parabola) Required: the applicant receives a linear score The score is adjusted for the confidence level in both cases.
Start Date (2 weeks)	If within 2 weeks, assign the maximum points (2 weeks is hard coded and not configurable) If greater than 2 weeks, and less than 6 weeks, check for Required or Preferred If greater than six weeks, assign "0" points (Required and Preferred) and do not schedule an interview.	If Required: "0" rating, no interview scheduled If Preferred: Linear, based on date range

Note: For all questions, if a Required Question is failed, that question receives a "0" score (except for Skills) and PIXEL does not schedule a follow-up interview.

Simple Linear Formula Example

(used when responses equate a numeric value)

e.g. Education; has 5 levels

Doctoral - 5; Masters - 4; Bachelors - 3; Associates - 2; High School, GED or equivalent - 1; None - 0

Equation:

Math.round((userInput / requirement) * MAX_ANSWER_SCORE * weight)

Example:

Weight = 5; Desired level = 4; User input = 3 

(3/4) * 5 * 5 = 19 (or 76%)

There are more complex formulas used in PIXEL interview ratings, the details of which are not included here. If you would like to know the details of these formulae, please reach out to your Account Representative and we will do our best to assist you.

Details for Weight

0 = Not scored (receives a happy, neutral, or sad face emoji)
1 = 5 pts
2 = 10 pts
3 = 15 pts
4 = 20 pts
5 = 25 pts

Detail on "Commute Time"

The system will use the associated job's work site address from BOLD to calculate the distance between the talent's home address and the work site address.

For these cases, be sure to associate the bot with a job from BOLD that has a valid address, and the system will use that when calculating the Location portion of the Logistical Match.

The calculations are done using the Google Maps API. If an address is incorrect, the API will attempt to find the closest match. If it is completely omitted, the interview will not be rated correctly. For this reason, it is crucial that worksite information be entered correctly within BOLD. For more information on entering a worksite, see Create and Manage Company Offices.

When a Commute Time question is marked as "Required," it is not required that the talent responds to the question. (An applicant cannot be legally required to answer this question.) However, it will affect the scoring negatively if an applicant says they are commuting from a distance that is more than 30 minutes.

Natural language processing* provides a human touch and more conversational interviews. The recruiter can automatically schedule a follow-up interview, provide notifications, and send reminders.

PIXEL Interviews

Interview Results

On opening, the Interviews tab displays the results of completed interviews.

The following items are shown:

• A Filter drop-down list. The recruiter can narrow down the list by Bot, Job, Office, Talent Name, or Talent Location.
• The Candidate's name.
  • If there is a globe displayed next to their name, like this: it means that the talent came from a public site.
• An indicator for a Match. This displays a green check mark if the candidate's rating is greater than the Passing % set for the interview. No check mark is shown if the candidate's rating is less than the Passing %. (Recruiters can quickly view the Passing % by opening the pop-over window from the Bot Name - ID column.) 
• The percentage Rating for the interview. Recruiters can sort by this column, ascending and descending.
• The Time length of the interview is shown.
• How long ago the interview was Completed.
• When the last Face-To-Face interview was held, if applicable.
• The Bot Name & ID for the Interview. Click the arrow symbol to the right to view the Bot details.
  
  Clicking Edit Bot will open the Pixel Bots - Interview Builder screen.
• The Job Name & ID associated with the interview. Click the arrow symbol to the right to view job details.
  
  Multiple Recruiters per job are supported. Click Visit Job Record to view the job details in a new tab.
• The Client name assigned to the interview.
• The Recruiter's name that was assigned to the interview.
• The Sales Rep's name that was assigned to the interview.

Recruiters can sort records in ascending or descending order by last Completed date. 

Clicking on a Candidate's Name displays a scorecard on the right-hand side:

The following items are shown:

• A graph displaying the rating for the interview. This estimates how good a fit the applicant will be for the position, based on the job and applicant data in the system. For candidates that have passed the interview, a green check box will additionally appear by the 0-100 rating graph.
• The Job name with a view detail arrow button, including an option to visit the job record
• The Bot name with a view detail arrow button, including an option to Edit the Bot
• The Date of the interview
• The Duration of the interview is shown
• The Recruiter assigned to the candidate.
• If a follow-up interview was scheduled by the bot, the message "Interview Scheduled" is shown along with the interview details. An option to Cancel Interview is shown.
• A link to the Applicant Record is available.
• The phone number of the candidate is shown.
• A link to the candidate's email is shown.

Various matches between the candidate and the interview answer results are shown below. For example, for an "Education" question, if the Candidate has a Bachelor's degree or higher, this would meet the minimum requirement of a Bachelor's degree.

The matches are calculations of multiple questions and answers taken together.

A Skill Match shows the best match for a position's skills vis-à-vis the applicant's answers to skill interview questions. These are customizable.

A Logistical Match shows the best match for a position's general attributes vis-à-vis the applicant's answers to the interview questions.

Recruiters can create Custom Questions for an interview and track their matches as well. 

A Written Response allows recruiters to see a candidate's responses to written response questions and a rating for each.

Clicking the "eye" icon for a question allows recruiters to see the details of a particular question.

The overall rating is based on the summation and evaluation of the individual skill or attribute ratings.

Calendar

The PIXEL calendar is used to manage interviews. It is distinct from the BOLD calendar, as well as another scheduling system recruiters may use, such as Microsoft Outlook.

To navigate to the Calendar, click Calendar in the Automation menu.

Prerequisites

Especially after a new deployment of PIXEL, the recruiter's calendar may not be active. If this is the case, the following screen will display:

Click Go to Calendar Settings to activate the Calendar.

Alternatively, click the gear icon at the top of the Calendar screen to open the Calendar settings.

The Settings screen appears.

Here the Calendar can be disabled or enabled, and the Time Zone can be changed, along with the Default Weekly Availability. The settings are saved when the recruiter clicks Calendar to return to the Calendar screen.

If the recruiter changes the time zone, all scheduled interviews will display according to the time zone chosen.

 

The Calendar allows the recruiter to see what interviews have been scheduled, and with whom. It allows them to transition from successful bot interviews to in-person interviews where the recruiter can evaluate candidates at a deeper level.

PIXEL is able to schedule interviews with candidates. Recruiters should add their availability in PIXEL so that PIXEL can reference recruiter availability when proposing interview times to candidates. To do this, schedule all of the available times by clicking on available time slots.

Hovering and clicking over the available time slots in the Calendar allows the recruiter to reserve them for future interviews. The slots turn grey when this is done. To remove a reservation from a time slot, click it again.

The green-colored slots indicate recruiter default availability. Default availability is set using the Settings screen. Time slots are set to 30 minutes by default.

Clicking Show All Hours expands the calendar view to include times beyond standard availability (a 24-hour view).

Recruiters can schedule availability up to 20 days in advance.

How the PIXEL Calendar is Used

As bot interviews are completed by a candidate and they meet the minimum passing percent rating, the bot will tell the candidate they are a great fit and offer available time slots for a live interview.

 

The time slots offered are based on the availability recruiters have set up in the Calendar. If a candidate selects one, the bot completes the interview and informs the candidate that a recruiter will follow up with them.

The flyout on the Interview Results screen will update with the details of the interview scheduled.

At the same time, the time slot in the calendar the candidate selected will turn blue, indicating a live interview has been scheduled. Selecting a blue timeslot will show the results of the bot interview in a flyout.

Notice the Cancel Interview link. Clicking this will produce an "Are you sure?" popup. If the recruiter confirms by clicking Yes, the interview will be canceled. Afterward, a message is displayed: "This interview has been canceled and removed from your calendar. To notify the talent, contact them directly." Only the logged-in user assigned to the talent can cancel an interview.

An email is also sent to the candidate with a calendar invite (.ICS file). The email contains the details of the interview's time and date, the position name, the number to call the candidate, and the recruiter's name and email.

Live interviews will not be offered to candidates who do not meet the passing minimum percentage rating. 

Note:

Natural language processing (NLP) is an interdisciplinary subfield of computer science and linguistics. It is primarily concerned with giving computers the ability to support and manipulate speech. It involves processing natural language datasets, such as text corpora or speech corpora, using either rule-based or probabilistic (i.e. statistical and, most recently, neural network-based) machine learning approaches. The goal is a computer capable of "understanding" the contents of documents, including the contextual nuances of the language within them. The technology can then accurately extract information and insights contained in the documents as well as categorize and organize the documents themselves

Natural language processing, https://en.wikipedia.org/w/index.php?title=Natural_language_processing&oldid=1175983943 (last visited Sept. 19, 2023).