Reference Materials [Admins only]

Last updated: October 6, 2025

Feature Overview

Reference Materials is a centralised content management feature that allows you to set standard information once and automatically apply it to all campaigns in Popp. Instead of repeatedly copying and pasting the same company information, policies, or requirements into each new campaign, you can store this information centrally and have it automatically incorporated into every campaign you create. This feature supports text content and URLs, streamlining campaign setup and ensuring consistency across all candidate communications.

Available Actions

This feature enables you to perform the following actions:

  1. Create centralised reference content - Store standard information that applies across all campaigns

  2. Add company-wide information - Include company overviews, values, and working models

  3. Set geographic requirements - Define location-based criteria for different roles

  4. Include standard processes - Add links to forms, policies, or required documentation

  5. Maintain content consistency - Ensure uniform messaging across all campaigns

  6. Update information globally - Modify reference materials to affect all future campaigns

Step-by-Step Instructions

Accessing Reference Materials

Navigation Process

  1. Navigate to Campaigns: Go to your Popp campaigns page

  2. Find Reference Materials: Click on "Reference Material" in the campaigns section

  3. View Existing Content: Review any pre-configured reference materials already in the system

  4. Prepare to Add Content: Identify standard information you want to include across all campaigns

Adding Reference Materials

Content Creation Process

  1. Identify Reusable Content: Determine what information should apply to all campaigns

  2. Access Creation Interface: Use the reference materials section to add new content

  3. Input Content: Enter text, URLs, or structured information you want to standardise

Types of Reference Content

Company Information

  • Company overview and background

  • Organisation values and mission

  • Working model (remote, hybrid, office-based)

  • Company culture and benefits overview

  • Team structure and reporting relationships

Geographic and Location Requirements

  • Country-specific requirements (e.g., "For UK roles, candidates must live in the UK")

  • City-specific criteria (e.g., "For Italy roles, candidates must live in Rome or Florence")

  • Regional considerations and location-based policies

  • Visa and work authorisation requirements by region

Standard Processes and Forms

  • Required application forms with URLs (e.g., "For US roles, candidates need to complete this form")

  • Background check procedures and links

  • Assessment or testing requirements

  • Onboarding documentation and processes

Policy Information

  • Equal opportunity statements

  • Data protection and privacy policies

  • Recruitment process timelines

  • Standard interview procedures

Priority Hierarchy: Job Description vs Reference Materials

Important Note: Popp prioritises job description information over reference materials when conflicts exist

Hierarchy Rules:

  • Job Description Priority: Campaign-specific job descriptions take precedence

  • Reference Material Fallback: Reference materials apply when job description doesn't address specific topics

  • Conflict Resolution: Campaign-specific information overrides general reference content

  • Complementary Use: Reference materials supplement rather than replace job descriptions

Example Scenario:

  • Reference Material: "All roles require office presence 3 days per week"

  • Job Description: "This role is fully remote"

  • Result: Job description's "fully remote" specification takes priority

Best Practices for Reference Materials

Content Strategy

  • Universal Applicability: Include only information relevant to all or most campaigns

  • Accuracy Maintenance: Regularly update to ensure current and accurate information

  • Clarity and Conciseness: Keep content clear and easy for AI to incorporate

  • Avoid Contradictions: Ensure reference materials don't conflict with typical job descriptions

Regular Maintenance

  • Quarterly Reviews: Audit reference materials for accuracy and relevance

  • Policy Updates: Update reference materials when company policies change

  • Link Verification: Check that all URLs remain active and correct

  • Feedback Integration: Incorporate insights from campaign performance

Geographic and Role-Specific Content

  • Clear Specifications: Be explicit about which roles or regions content applies to

  • Conditional Language: Use clear if/then statements for different scenarios

  • Regional Variations: Include region-specific requirements when necessary

  • Flexibility Consideration: Allow for job-specific exceptions through job descriptions

Future Enhancements

Upcoming Features

Document Upload Capability: Future releases will support uploading complete document sets

  • Upload PDFs, Word documents, or other file types

  • Eliminate need to copy and paste large text blocks

  • Attach standard policy documents or handbooks