New Vacancy Wizard

New Vacancy Wizard

The New Vacancy Wizard aims to provide a faster way for you to create a Vacancy, and search the data related to your current Employees and previous Applicants in your system before publishing your Vacancy to a Job Portal. The whole process can be completed in a smart pop-up window which will be triggered though a link on the Subscribe-HR e-recruitment dashboard. The Vacancy Wizard is a simple process and includes the following 4 steps:

• Core Vacancy Setup.
• Vacancy Attributes (keyword/s, skill/s, education etc).
• Talent search.
• Vacancy publication.

New Vacancy Wizard Navigation Functionality

There are multiple navigation options available to you throughout the New Vacancy Wizard. These navigation options are outlined below.

1. START - The "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
2. View - To View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
3. Select - Select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
4. Create New - Allows you to create a New Record within a particular Wizard (where relevant).
5. Create - Allows you to 'save' a New Record you've created.
6. Edit - Allows you to Edit a Record.
7. Save - Allows you to Save a Record.
8. Delete - Allows you to Delete a Record.
9. Previous - Allows you to go Back one step.
10. Clear - Allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
11. Submit - Allows you to Submit the data or Record/s you've added into a Wizard.
12. Close - Allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
13. Search - A Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
14. Next - To to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
15. Breadcrumbs - On the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

Creating a vacancy through the New Vacancy Wizard

1. After logging into the Subscribe-HR HCM Platform, make sure you are in the Recruitment dashboard by selecting Recruitment from the top left dropdown of the dashboard.
2. On the top right, click the "START" option and select "New Vacancy". Click Select to proceed.
3. You will have the option to create a "New Vacancy from Scratch" or "Clone Vacancy". Selecting "Clone Vacancy" will allow user to then select an existing vacancy to clone from.
4. You can enter in General information such as the related Vacancy Requisition if appropriate, vacancy reference number, Vacancy Name and configure the Job Board steps.
5. You can enter in the Hiring Manager responsible for the vacancy, Questionnaire for applicant to fill out and the relevant recruitment workflow. Click Next.
6. Dates can then be entered in such as the Closing Date, Interview Commencing Date, Short List Date, Target Date for vacancy to be fulfilled and the date the vacancy was filled. Click Next.
7. Further vacancy classification can be entered such as Location, Department, Division and Business Area. Click Next.
8. Work type and salary details can be entered in such as Work Type, Hours, Pay Structure, Number of Hires required, Salary Cost, Total Salary Cost, minimum salary and maximum salary. Click Next.
9. Vacancy selling points can then be entered as well as a short description of the vacancy. Click Next.
10. A more detailed description can then be entered. Text can be further formatted and images/links inserted in this step. Click Next.
11. Add specific Keywords related to vacancy and assign scores to them. Click the Add button to add more. Click Next.
12. Add specific Certificates/Licences related to the vacancy and assign scores to them. Click the Add button to add more. Click Next.
13. Add specific Types/Industries related to vacancy and assign scores to them. Click the Add button to add more. Click Next.
14. Add specific Education/Qualification related to vacancy and assign scores to them. Click the Add button to add more. Click Next.
15. Add specific Skills related to vacancy and set whether they are mandatory to have. Click the Add button to add more. Click Next.
16. Talent Attributes can be selected here to set up recruitment talent cubes for this vacancy. Click Next.
17. Select the platforms you'd like to publish this vacancy into and enter in relevant details. Platforms include Online (your Subscribe-HR Job Portal), Seek, CareerOne and Adzuna. Click Next.
18. Before submitting, a quick summary will appear allowing you to review the Vacancy Name, Hiring Manager, Questionnaire, Recruitment Workflow and Number of Hires.
19. Click Submit.

How to Trigger The ‘New Vacancy Wizard’?

After logging in to the Subscribe-HR system, go to your recruitment dashboard by selecting ‘Recruitment’ in the top right corner. There you will see a link called ‘New Vacancy Wizard’ at the bottom of the page.

Create A New Vacancy

After clicking the ‘Create New Vacancy’ link, a pop-up window will be displayed where you can input the following information to complete your New Vacancy:

• General
• Date
• Location
• Work
• Selling Point and
• Job Description

(Hint: all mandatory fields that need to be filled are in ‘General’).

You can also view the status bar, which indicates how much of the Vacancy Wizard is complete. For example, the below image shows 21% of vacancy fields have been filled.

Vacancy Attributes

This step allows you to complete the Vacancy attributes such as; keyword/s, skill/s and education requirements. These attributes are saved as keywords to enable you to search existing Applicants and Employees before publishing your Vacancy to your job portal.

Talent Search (Keyword/s)

In this step, the Wizard will include all Vacancy attributes you have created previously, including the Vacancy name from the first step. These Keywords are placed into the text area and used to search your data in the Subscribe-HR system for relevant matches. You can also add or remove keywords at this stage if needed.

Talent Search (Result/s)

The results page will show existing Applicants and Employees that match the information you have input into your Vacancy Wizard. The information that the Wizard will pull from the system includes:

• Email address
• Mobile number

For any candidates that have attributes which match those you have input into your Vacancy Wizard, or Vacancy name. The score fields show how much this Applicant or Employee is qualified/suitable for your Vacancy.

Vacancy Publication

This is the last step in the Vacancy Wizard. If the Vacancy Wizard does not indicate that you have any matches amongst your Employees, or previous Applicants, you can use the information to publish your Vacancy to one (or all) of the following Job Boards:

• Seek
• Careerone
• Adzuna
• Indeed
• EthicalJobs

After completing your Vacancy Wizard, simply click the submit button and all information will be created in your Subscribe-HR system.