A consent template is a ready-made set of clauses that a candidate ticks in the application form. An administrator prepares it under Settings → GDPR templates. A template is then picked in a project, in the general application links or in the referral system, so the consent wording is written once and not separately in each recruitment.
The list of GDPR consent templates
A new system usually comes with two sample templates, "Proces rekrutacyjny" (a recruitment process) and "Przyszłe procesy" (future processes). Read them and adjust the wording to your company, ideally together with the person responsible for data protection.
A new template
Click Create Template. The "New GDPR consent template" window opens with three parts:
Template name. It is required, and only system users see it, in selection lists. Name the template so that it is clear which recruitments it is for.
Introduction. This is an optional text the candidate sees above the consents, for example information about the data controller.
Consents. The window opens with one empty consent. Add more with Add. When there is more than one consent, change the order by dragging a consent by the handle on its left. The red bin icon removes a single consent.
The template window: name, introduction and consents
The fields of one consent
The type, the name and the content are required in every consent.
Consent type. "Recruitment process" covers one recruitment. "Future recruitment process" lets you come back to the candidate in later ones. "Other consent" is for any other statement, for example a marketing consent. How long the first two types stay valid is set separately, which is covered in Consent types and validity.
Consent name. This is a working label for your team. The candidate does not see it.
Content. This is the exact wording of the clause that the candidate sees next to the checkbox.
Required consent during application. The candidate cannot submit the form without ticking such a consent.
Allows communication with the candidate. Automatic messages about an expiring consent and about anonymisation go only to candidates who hold a valid consent with this mark.
Finish with Save.
The default template
The Default box in the window header marks the template that the system puts into every newly created project by itself. Only one template can be the default: ticking the box in another template removes the mark from the previous one. In the list the default template carries a green "Default" label.
If no template is the default, a new project has no consents until you pick a template in it by hand.
Where you use a template
In a project, on the GDPR tab of the project settings, from the "Consent templates" list. See GDPR consents in a project.
In the general application links and in the referral system, under Settings → GDPR settings. A template containing a "Recruitment process" consent cannot be saved for a general link, so prepare a separate template for it, without that consent. More in Where the consent a candidate ticks comes from.
Changing a template does not change projects
Picking a template copies its consents and introduction into the project or into the general link settings. When you correct the template later, projects that already used it keep the old wording. To get the new wording into a running recruitment or into the general links, pick the template there again.
Candidates who have already ticked their consents keep them in the wording from the moment they ticked them. Neither a correction in the template nor picking it again in the project changes that.
Editing and removing
The pencil next to a template opens the same window with the fields filled in. The bin icon removes the template after you confirm. Projects that picked the removed template earlier keep their consents, because they hold their own copy.
Before your first recruitment
Prepare a template for recruitments for specific positions and mark it as Default.
Prepare a separate template without the "Recruitment process" consent and pick it for the general application links.
Set how long consents stay valid in the GDPR settings.