Welcome to the Agency Portal

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Contents


The Agency Portal

The Agency Portal is designed for Recruitment Agencies to be able to manage their applicants, submit applicants, and apply for jobs on behalf of the applicant.

Logging into the Agency Portal

  1. Select the Login button.
  2. Enter the email address that you registered with.
  3. Enter the password that you registered with.
  4. Select the Login button.

Overview

After logging in you should see List Jobs, My Applicants, My Applications and Agency Profile.
My Applicants is the area that you enter your applicants particulars, upload Cover Letters and Resumes.
You must enter an applicant before you can apply for any jobs advertised.
My Applications is the area where you will see Applicants, the Jobs they have applied for and the stage they are upto in the recruitment process.
Agency Profile is the area where you can update any Agency Particulars, such as contact name and phone numbers.

My Applicants

  1. Select the My Applicants TAB
  2. Select the Create New hyperlink
  3. Fill in the fields about the applicant.
  4. Select the Save button.

My Applicants fields explained

Field Name Description
Title The title of the applicant.
First Name The first name of the applicant.
Surname The surname of the applicant.
Email The email address of the applicant.
Address 1 Address Line 1 where the applicant resides.
Address 2 Address Line 2 where the applicant resides.
Suburb Suburb where the applicant resides.
State State where the applicant resides.
Post Code Post Code where the applicant resides.
Country Country where the applicant resides.
Phone Number Phone number of the applicant.
Mobile Mobile number of the applicant.

It is important to note that the Applicant will not receive emails directly from the system.
Agencies will receive the email indicating if they have been progressed through the recruitment process.

Uploading Resumes and Cover Letters

To Upload a Resume please ensure the file that is being uploaded is in the format of DOC, DOCX, PDF, RTF or ODT

  1. Select the Click here to upload
  2. You will be presented with a window to browse for the file.
  3. Select the file and select the Open button.


Education

To add education details about the applicant select the add hyperlink.

  1. Fill in the details.
  2. Select the Save button.
  3. To delete the education record select the x next to the particular record.
  4. To edit the education record select the pen next to the particular record.


Education fields explained
Field Name Description
Education Type The delivery method to obtain this education.
Graduation Date The date the applicant had graduated from the education.
Institution The name of the institution who delivered the education.
Other Institution If the name of the institution does not appear select the Other Instituion and enter the name.
Institution Country The country where the applicant studied for this particular education.
Start Date The date the education started.
End Date The date the education finished.
Qualification Type The qualification the applicant received from studying.
Qualification Name The name of the qualification the applicant received.

Work History

To add work history details about the applicant select the add hyperlink.

  1. Fill in the details.
  2. Select the Save button.
  3. To delete the work history record select the x next to the particular record.
  4. To edit the work history record select the pen next to the particular record.


Work History fields explained
Field Name Description
Employer The business name of the employer.
Role The role the applicant played while employed with this business.
Industry The industry name the role was in.
Years Experience How many years experience has the applicant had in a similar role.
From Date The date the applicant started with this employer.
To Date The date the applicant finished with this employer.

Referees

To add Referees for the the applicant select the add hyperlink.

  1. Fill in the details.
  2. Select the Save button.
  3. To delete the referees record select the x next to the particular record.
  4. To edit the referees record select the pen next to the particular record.


Referees fields explained
Field Name Description
Title The title of the referee.
First Name The first name of the referee.
Surname The surname of the referee.
Company The company name the referee works at if the applicant used to work with them.
Job Title The job title of the referee if the applicant used to work with them.
Phone The phone number of the referee.
Mobile The mobile number of the referee.
Relationship The type of working relationship the applicant had with this referee.
Work History You can link this referee to any previous work history.

Certificates and Licences

To add Certificates and Licences for the the applicant select the add hyperlink.

  1. Fill in the details.
  2. Select the Save button.
  3. To delete the Certificates and Licences record select the x next to the particular record.
  4. To edit the Certificates and Licences record select the pen next to the particular record.


Certificates and Licences fields explained
Field Name Description
Certificate / Licence Type The certificate of licence the applicant holds.
Obtained Where Who provided the certificate or licence.
Date Obtained The date the licence was obtained by the applicant.
Expiry The expiry date of the licence held by the applicant.

Applying for Jobs

  1. Select the My Applicants TAB.
  2. Select the Apply button.
  3. Select the Job the applicant is applying for.
  4. At this point you can select the Complete later option if you do not have all
    the details about the applicant. A record will appear in the My Applications list with a status of incomplete.
  5. If you wish to apply for the job now select the Next button.
  6. You will see at the top of the screen the Recruitment Steps, the next
    button will step you through these steps.
  7. You maybe asked some questions before being able to submit the application.
    Answer any questions and select the NEXT button.
  8. You will be asked to confirm if you wish to submit the application for the job. Select the APPLY button.

At any stage before selecting Apply you can select the complete later
option and come back to the application.

Withdrawing a Job Application

You can only withdraw a job application that has been submitted and has the status pending.
Applications for jobs that have not been submitted cannot be withdrawn.

  1. Select the My Applications TAB.
  2. Select the Application you wish to withdraw.
  3. Select the Withdraw button.

My Applications

My Applications is the area where you will see Applicants, the Jobs they have applied for and the stage they are upto in the recruitment process.
You can withdraw an application by selecting the application and clicking the withdraw button.

Agency Profile

To update your agency details

  1. Select the Agency profile TAB
  2. Fill in the details.
  3. Select the Save button.

Agency Filter

Agencies can be set-up to only see Vacancies that have been assigned to them. This can be done by:

  1. Selecting Maintenance
  2. Selecting On-line Portal Settings
  3. Tick the "Enable Agency Filtering" Check Box

br This will then enable a multi-select field un the Vacancy Masterfile page. File:subscribehr_logo.gif

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