Managing Applicants

Managing Applicants who have submitted applications for a vacancy

After logging into the Subscribe-HR portal, select the Recruitment TAB.
Select the Vacancies Folder.
Select the desired vacancy to manage.
Select the Manage sub-folder.
We should see various TABS across the page. The amount of TABS will depend on how many steps in the workflow process that was allocated to the vacancy.

Submitted Applications

When an application is submitted from the Online Portal or Intranet the applicants details will appear in the first step of the Stepping Tool.

From the Stepping Tool you can:

View Applicants details.
View the Applicants Score.
Log any interaction with the applicant.
View a log of interaction history.
Export an Applicant Summary.
Progress the Applicant through the next steps of the Recruitment Process.
Mark the Applicant as Unsuccessful or Withdrawn.
Hire the Applicant Now.

Viewing the Applicants Details and Resume

To view the applicants details select the applicants name. The applicants name should appear as a link. This will direct you to the applicant details screen.

After logging into the Subscribe-HR portal, select the Recruitment TAB.
Select the Vacancies Folder.
Select the desired vacancy to manage.
Select the Manage sub-folder.
Select the name of the Applicant
On the Applicant Details screen you will be able to view the Resume and Cover Letter of the applicant.

To quickly get back to the Stepping Tool select the << Back To Vacancy Management link at the top of the screen.

Viewing the Applicants Score

Scores can be placed on General Questions, Certificates and Licences, Education & Qualifications and depending on how the applicant answers these questions, or if the applicant has a particular Certificate or Licence they will receive points.

From here you can view all applicants that have applied for this vacancy and there score.

To view the applicants score breakdown select the score value. The score value should appear as a link. This will direct you to the Score Summary TAB.

To quickly get back to the Stepping Tool select the << Back To Vacancy Management link at the top of the screen.

Sorting the Applicants Score

A drop down located on the top right of the Stepping Tool allows you to sort the list of applicants by Score Low to High, or High to Low.

To sort all Applicants by high score, so all applicants with a high score appear at the top of the list select the Score(High to Low) value from the drop down.

To sort all Applicants by low score, so all applicants with a low score appear at the top of the list select the Score(Low to High) value from the drop down.

Assigning Flags to an Applicant

Flags are used as follow-ups, reminders or indicators to remind yourself and users of an action that maybe pending.

You can use coloured flags to manage applicants by flagging applicants with different kinds of action.
For example, use the red flag to mark applicants that you may want to call immediately to confirm they are still interested in applying for the vacancy.

To assign a flag to an applicant select the flag outline to the left of the applicant, a drop down of flags will appear allowing you to assign a flag to the vacancy.

Recording an Adhoc Interaction with the Applicant

To record an interaction with the applicant select the Contact link. This will direct you to the Contact Interaction page.

Select the Contact Date. from the date picker.
Select the Contact Type.
Enter any comments.
Select the Save button.

To quickly get back to the Stepping Tool select the << Back To Vacancy Management link at the top of the screen.

Recording an Interview with the Applicant

To record an interview with the applicant select the Contact link while the applicant is in a interview stage. This will direct you to the Contact Interaction page.

Select the Create Interview.
Enter the Interview Date.
This is the date which the interview will take place and is dependent on the Create Interview checkbox.
Select the Interview Start Time from the dropdown.
This is the time which the interview is scheduled to begin and is dependent on the Create Interview checkbox.
Select the Interview End Time from the dropdown.
This is the time which the interview is scheduled to finish and is dependent on the Create Interview checkbox.
Select the Interview Type from the dropdown.
This is the type of interview that will be conducted and is dependent on the Create Interview checkbox.
Select the Interview Location from the dropdown if applicable. This is the location which the interview will be held and is dependent on the Create Interview checkbox.
Enter any Hotel Cost if applicable.
This is whether any hotel expenses are required in order to attend the interview and is dependent on the Create Interview checkbox.
Enter any Travel Cost if applicable.
This is whether any travelling expenses are required in order to attend the interview and is dependent on the Create Interview checkbox.
Enter any Other Cost if applicable.
This is whether any other expenses are required in order to attent the interview and is dependent on the Create Interview checkbox.
Select any Interviewers from the list.
These are the interviewers that will be conducting the interview.
Select the Save button.

To quickly get back to the Stepping Tool select the << Back To Vacancy Management link at the top of the screen.

Recording Applicant's Cost During Recruitment Process

The Record Cost link enables users to records any costs that were incurred with an applicant during the entrie vacancy process. This link will direct you to that Applicant Cost page.

Select the Cost Type from the dropdown.
This indicates what cost was incurred with this Applicant.
Select the Cost Date from the datepicker.
This was the date on which the cost was incurred.
Enter the Cost Name.
This is the name of the cost incurred.
Enter the Cost Amount.
This is the amount to which the cost total at.
Enter the Cost Description if applicable.
This provides a brief description of the cost, what it was, how it was accrued, etc.

When entering these costs into each applicant, the Cost of that vacancy is automatically updated.
To quickly get back to the Stepping Tool select the << Back To Vacancy Management link at the top of the screen.

Viewing the Interaction Log History

The View History link enables users to view any interaction with an applicant through the entire vacancy process.
If a user progresses the applicant through selecting the [Process step] (No Email) option then this is likely to result in no contact with the applicant and no contact history recorded. However if the user does progress the applicant through the vacancy using the [Process Step] and workflow is setup to email the applicant then a record of the email sent will be recorded.

To view the interaction log for the applicant select the View History link.

By selecting the hyperlink Contact Date (Type) a user can read the details of the interaction and read the email that was sent to the applicant.

To quickly get back to the Stepping Tool select the << Back To Vacancy Management link at the top of the screen.

Enabling and Disabling Workflow Emails

When progressing applicants through the recruitment process, applicants are notified by email in regards of a successful application, unsuccessful application, and pending interviews. This feature can be disabled or you can specify the name of your business which is to be attached to the workflow emails as well as to specify the email address which provides these workflow emails.

Select Settings.
Select the General TAB.
Select the Enable Emails from the dropdown.
Enter the Email From String.
Enter the From Email Address.

Exporting the Applicant Summary

The export of the applicant summary produces a PDF file of the applicants particulars, Education & Qualifications, Work History, Referees and a Profile Score.
To export a summary select the 'Export Summary link. This will generate a PDF and start a download for you.

Progressing the Applicant through the Recruitment process steps

The Recruitment process steps are shown as TABS across the screen. Each TAB is one step in the process. The steps in the process may vary per vacancy if using different workflow processes.

When progressing an applicant through the vacancy steps, if a workflow has been setup for the vacancy this may trigger email contact with the applicant. There are some instances where you may wish to progress the applicant to a next step in the vacancy process and not have an email be sent out.

Select the step in the process where you want to move the applicant FROM
Select the check box next to the applicant you wish to step through.
Select the Progress To drop down.
Select the step in the process where you wish to move the applicant TO
You will see in the drop down the [Process step], [Process step] (No Email)

The [Process step] (No Email) moves the applicant to the next stage in the vacancy and does not sent any emails to the applicant.
Please note depending on how your Recruitment Workflows are setup the applicant maybe receiving automated correspondance advising them that they have moved in the recruitment process.

Marking the Applicant as Unsuccessful, Withdrawn or Hired

Marking the applicant as unsuccessful, withdrawn or hired can happen at any stage in the recruitment process.

To mark the applicant as Withdrawn

Select the check box next to the Applicant
Select the Mark As drop down
Select Withdrawn
The Applicant record will appear with a line through and greyed out. The links still remain active.

To mark the applicant as Unsuccessful

Select the check box next to the Applicant
Select the Mark As drop down
Select Unsuccessful
You will be prompted to enter a reason
Select the reason from the Reason drop down.
Enter any comments.
Select the Ok button.
The Applicant record will appear with a line through and greyed out. The links still remain active.

To mark the applicant as Hired

Select the check box next to the Applicant
Select the Mark As drop down
Select Hired
The Applicants record's background will change to green. The link still remain active, and this does not create a new employee record in the HR Module.

Forwarding an Applicant Short Summary, Cover Letter and Resume

To Forward the applicants cover letter and resume

Select the check box next to the Applicant
Select the Other drop down
Select the Forward link
You will be shown a pop up menu to forward the Applicant cover letter and resume
Enter the recipients email address
Enter the Subject of the email
Enter a short summary of the email into the Short Message

Hiring the Applicant

To Hire the applicant now

Select the check box next to the Applicant
Select the Other drop down
Select the Hire Now link
You will be directed to the New Employee Wizard. However there are a lot less fields as the applicants particulars have been already filled out for you.
If the applicant is an Internal Applicant you will be directed to the Job page.
Select the Start Date using the date picker.
Select the Job Name from the drop down.
Enter the Employee Salary.
Enter the Hourly Rate if applicable.
Select the Salary Type from the drop down.
Select the Payment Frequency from the drop down.
Enter the Actual Hours.
Select the Save button.

Managing Applicants

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