Managing Applicants

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(→‎Vacancy Management Tool)
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__TOC__
 
__TOC__
  
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==Managing Applicants who have submitted applications for a vacancy==
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=Applicant Management=
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==Overview==
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The Vacancy Management folder is used in managing and processing applicants against all vacancies that a Hiring Manager has access to. The Management Folder is divided into functional units, which are described by each section below.
  
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# After logging into the Subscribe-HR portal, select the Recruitment TAB.
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===Position Selector===
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# Select the '''Vacancies''' Folder.
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The Position Selector enables you to connect to any other vacancy you have access to. This enables easy switching between vacancies rather than having to look up each vacancy from the Vacancies tab.
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# Select the desired vacancy to manage.
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# After logging into the Subscribe-HR select the Recruitment Module.
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# Select the '''Manage''' sub-folder.<br>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.
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# Select the <b>Vacancies</b> tab and open the vacancy of interest.
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# Select the <b>Manage</b> tab.
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# Select the <b>Vacancy</b> of interest from the drop-down list if you wish to change vacancy. This is shown by selecting the vacancy listed next to the word position.
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# View the group of applicants that have applied for this Vacancy at the stage you have selected.
  
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===Submitted Applications===
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===Vacancy Steps===
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When an application is submitted from the Online Portal or Intranet the applicants details will appear in the first step of the Stepping Tool.
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The steps in a vacancy are defined by the Recruitment Workflows that have been setup on the system and then selected when then
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<br>
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vacancy is created.
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'''From the Stepping Tool you can:'''
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# After logging into the Subscribe-HR select the Recruitment Module.
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<br>
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# Select the <b>Vacancies</b> tab and open the vacancy of interest.
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* View Applicants details.
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# Select the <b>Manage</b> tab.
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* View the Applicants Score.
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# Select the Step of interest in the Vacancy. The step selector is on the right hand side of the toolbar.
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* Log any interaction with the applicant.
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# View the group of applicants that relate to this Step.
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* View a log of interaction history.
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* Export an Applicant Summary.
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* Progress the Applicant through the next steps of the Recruitment Process.
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* Mark the Applicant as Unsuccessful or Withdrawn.
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* Create Employee. (Use this option to copy Applicant Details into the Core-HR module. Only use the "Hired" option located under "Mark As" if you use the Recruitment Modules only. This option will Mark the Employee in the Recruitment module, as Hired. For Reporting.
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====Viewing the Applicants Details and Resume====
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===Show and Hide Rejected Applicants===
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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.
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The applicants that have been removed from the process by any of the rejection actions (unsuccessful, Position Filled and Withdrawn) can be optionally hidden or displayed in the applicant list. These optional buttons will only be available if there are rejected applicants.  
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<br>
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# Select the <b>Hide</b> button to filter out the rejected applicants.
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<br>
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# Select the <b>Show</b> button to display the rejected applicants.
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# After logging into the Subscribe-HR portal, select the Recruitment TAB.
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# Select the '''Vacancies''' Folder.
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# Select the desired vacancy to manage.
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# Select the '''Manage''' sub-folder.
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# Select the name of the Applicant
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# On the Applicant Details screen you will be able to view the Resume and Cover Letter of the applicant.
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<br>
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To quickly get back to the Stepping Tool select the '''<< Back To Vacancy Management''' link at the top of the screen.
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====Viewing the Applicants Score====
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===Auto Progress===
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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.
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This option enables the progression of group of applicants based on the criteria selected. These applicants will be shown in the pop-up for you to visually confirm.
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# After logging into the Subscribe-HR select the Recruitment Module.
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# Select the <b>Vacancies</b> tab and open the vacancy of interest.
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# Select the <b>Manage</b> Folder.
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# Select Based on to determine the method of auto-progression.
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# Select <b>Auto Score</b>  to use this value for auto progress.
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# Select <b>Manual Score</b> to use this value for auto progress.
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# Select <b>Both, Average.</b> to use an average value of Auto and Manual Score.
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# Select <b>Both,Sum.</b> to use the sum of Auto and Manual Score.
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# Select <b>Next Step</b>field and select the step of interest.The set of drop-down options varies here based on the step the application is at.
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# Select <b>Progress</b> to either progress a certain percentage or Number of applicant.
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# Select <b>Ok</b> to perform the selected actions.
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# Select <b>Cancel</b> to not perform auto-progress.
  
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From here you can view all applicants that have applied for this vacancy and there score.
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===Applicant List Fields===
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<br>
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The below Table is an explanation of the fields where applicants are listed.
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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.
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<table border="1" width="700px" id="table3" cellspacing="0">
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<br>
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<tr>
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<br>
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<td width="232"><b><font face="Arial" size="2">Field Name</font></b></td>
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To quickly get back to the Stepping Tool select the '''<< Back To Vacancy Management''' link at the top of the screen.
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<td width="458"><b><font face="Arial" size="2">Description</font></b></td>
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</tr>
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<tr>
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<td width="232">Applicant Flag</td>
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<td width="458">Displays a flag that can indicate a status of the applicant.</td>
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</tr>
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<tr>
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<td width="232">Applicant</td>
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<td width="458">Displays the applicants First name and Surname as a link to expand applicant details.</td>
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</tr>
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<tr>
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<tr>
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<td width="232">Applicants CV Link</td>
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<td width="458">Displays a CV link to download the applicants CV to your browser. You can then open the CV in your downloads.</td>
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</tr>
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<tr>
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<td height="23" width="232">Score(auto)</td>
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<td height="23" width="458">Displays the Automatic score from filling in the questionaire, can be sorted by selection.</td>
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</tr>
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<tr>
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<td width="232">Score(manual)</td>
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<td width="458">Displays the manually allocated score to the applicant, can be sorted by selection.</td>
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</tr>
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<tr>
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<td width="232">Repeat/Undesirable</td>
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<td width="458">Displays if the applicant is a repeat or has been marked undesirable.</td>
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</tr>
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<tr>
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<td width="232">Source</td>
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<td width="458">Displays the source of the applicant either internal or external and from which Job-Board.</td>
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</tr>
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</table>
  
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====Sorting the Applicants Score====
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====Sorting the Applicants by Scores====
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A drop down located on the top right of the Stepping Tool allows you to sort the list of applicants by Score
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Selecting the Score fields allows you to sort the list of applicants by either Auto Score or Manual Score. Low to High, or High to Low. The list will only sort by the last score selected.
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Low to High, or High to Low.
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* 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.  
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* To sort all Applicants by high score, so all applicants with a high score appear at the top of the list, the arrow beneath the word Score points down.
  
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* 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.  
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* To sort all Applicants by low score, so all applicants with a low score appear at the top of the list, the arrow beneath the word Score points up.
 
   
 
   
 
====Assigning Flags to an Applicant====
 
====Assigning Flags to an Applicant====
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* 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.
 
* 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.
  
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====Recording an Adhoc Interaction with the Applicant====
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===Applicant Work Area===
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To record an interaction with the applicant select the '''Contact''' link. This will direct you to the Contact Interaction page.
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Once you have opened the applicant work area you can perform the below actions.
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# Select the <b>email address</b> to launch an email addressed to the applicant from your local machine.
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# Select <b>View Resume</b> to display the resume linked to this application.
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# Select <b>Record Cost</b> to create an applicant cost record. This is for options like Agency, BackGround Checks, Pysch Test and any other applicant costs.
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# Select <b>Export Summary</b> to download a PDF export of the application.
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# Select the <b>Activity/Notes</b> Text Box to type notes in the Applicant WorkArea.
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The below set of Applicant fields are visible on the WorkArea.
  
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# Select the '''Contact Date.''' from the date picker.
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<table border="1" width="700px" id="table3" cellspacing="0">
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# Select the '''Contact Type.'''
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<tr>
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# Enter any comments.
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<td width="232"><b><font face="Arial" size="2">Work Area field</font></b></td>
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# Select the '''Save''' button.
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<td width="458"><b><font face="Arial" size="2">Description</font></b></td>
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<br>
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</tr>
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To quickly get back to the Stepping Tool select the '''<< Back To Vacancy Management''' link at the top of the screen.
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<tr>
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<td width="232">Photo </td>
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<td width="458">Displays the applicant photo, if an option to upload was provided.</td>
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</tr>
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<tr>
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<td height="23" width="232">Applicant Name</td>
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<td height="23" width="458">Displays the Full applicant name First Name and Surname.</td>
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</tr>
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<tr>
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<td width="232">Email and Phone</td>
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<td width="458">Displays the applicants email and phone details.</td>
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</tr>
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<tr>
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<td width="232">Social Media Icons </td>
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<td width="458">Displays if the applicant has linked applicant details via social media</td>
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</tr>
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<tr>
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<td width="232"> Activity/Notes Details </td>
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<td width="458"> Displays any notes that have been recorded in the applicant work area.</td>
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</tr>
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<tr>
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<td width="232">Applications</td>
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<td width="458">Displays within brackets how many times the applicant has applied. </td>
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</tr>
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<tr>
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<tr>
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<td width="232">Vacancy</td>
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<td width="458">Displays the last Vacancy the applicant applied for.</td>
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</tr>
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<tr>
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<td width="232">Applied</td>
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<td width="458">Displays the date and time that the applicant applied for the last vacancy.</td>
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</tr>
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<tr>
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<td width="232">Stage</td>
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<td width="458">Displays the current stage that the applicant is at.</td>
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</tr>
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</table>
  
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====Recording an Interview with the Applicant====
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===Action===
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To record an interview with the applicant select the <b>Contact</b> link while the applicant is in a interview stage. This will direct you to the Contact Interaction page.
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This is the set of Standard tasks that can be performed on applicants for every Vacancy in the system. Where there are emails that are selected, pre-configured workflow correspodence will apply to emails that are sent. The content of these emails can be found in the applicant vacancies folder, then opening the contact summary records.
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# Select the applicants either one or many to perform the action on.
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# Select one of the following options Unsuccessful, Position Filled, Withdrawn, Hired, Forward, Create Employee, Send Email and Interview.
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# View the Action of interest defined below.
  
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# Select the <b>Create Interview</b>.
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====Unsuccessful Applicant====
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# Enter the <b>Interview Date</b>.<br/>This is the date which the interview will take place and is dependent on the Create Interview checkbox.
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This action will mark the application status as unsuccessful. Once complete a line will be drawn through the applicants name and the words Unsuccessful shown in brackets. After Selecting Unsuccessful there are three options that can be chosen. Unsuccessful + Email; Unsuccessful + Email in 24 hours; UnSuccessful + no Email.
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# Select the <b>Interview Start Time</b> from the Look-up.<br/>This is the time which the interview is scheduled to begin and is dependent on the Create Interview checkbox.
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# View a pop-up to fill the following fields. Don't send the Email, Type of Rejection and Reason.
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# Select the <b>Interview End Time</b> from the Look-up.<br/>This is the time which the interview is scheduled to finish and is dependent on the Create Interview checkbox.
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# Select <b>Reject</b> to send the Rejection email to the applicant.
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# Select the <b>Interview Type</b> from the Look-up.<br/>This is the type of interview that will be conducted and is dependent on the Create Interview checkbox.
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# Select <b>Cancel</b> to abort the action.
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# Select the <b>Interview Location</b> from the Look-up if applicable. This is the location which the interview will be held and is dependent on the Create Interview checkbox.
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# Enter any <b>Hotel Cost</b> if applicable.<br/>This is whether any hotel expenses are required in order to attend the interview and is dependent on the Create Interview checkbox.
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# Enter any <b>Travel Cost</b> if applicable.<br/>This is whether any traveling expenses are required in order to attend the interview and is dependent on the Create Interview checkbox.
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# Enter any <b>Other Cost</b> if applicable.<br/>This is whether any other expenses are required in order to attent the interview and is dependent on the Create Interview checkbox.
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# Select any <b>Interviewers</b> from the list.<br/>These are the interviewers that will be conducting the interview.
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# Select the <b>Save</b> button.
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<br/>
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To quickly get back to the Stepping Tool select the '''<< Back To Vacancy Management''' link at the top of the screen.
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====Recording Applicant's Cost During Recruitment Process====
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====Position Filled====
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The <b>Record Cost</b> link enables users to records any costs that were incurred with an applicant during the entire vacancy process. This link will direct you to that Applicant Cost page.
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This action will mark the application status marked as positionfilled. Once complete a line will be drawn through the applicants name and the words positionfilled shown in brackets. After Selecting Position Filled there are three options that can be chosen. Position Filled + Email; Position Filled + Email in 24 hours; Position Filled + no Email.
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# Select the <b>Cost Type</b> from the Look-up. <br/>This indicates what cost was incurred with this Applicant.
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# A pop-up will request to confirm to mark the applicant as Position Filled.
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# Select the <b>Cost Date</b> from the datepicker. <br/>This was the date on which the cost was incurred.
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# Select Ok to complete the action.
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# Enter the <b>Cost Name</b>. <br/>This is the name of the cost incurred.
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# Select Cancel to abort the action.
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# Enter the <b>Cost Amount</b>. <br/>This is the amount to which the cost total at.
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# Enter the <b>Cost Description</b> if applicable. <br/>This provides a brief description of the cost, what it was, how it was accrued, etc.
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<br/>
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When entering these costs into each applicant, the <b>Cost</b> of that vacancy is automatically updated.
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<br/>
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To quickly get back to the Stepping Tool select the '''<< Back To Vacancy Management''' link at the top of the screen.
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====Viewing the Interaction Log History====
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====Withdrawn====
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The '''View History''' link enables users to view any interaction with an applicant through the entire vacancy process.<br>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.
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This action will mark the application status marked as withdrawn. Once complete a line will be drawn through the applicants name and the words withdrawn shown in brackets.
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<br>
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# A pop-up will request to confirm to mark the applicant as Withdrawn.
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To view the interaction log for the applicant select the '''View History''' link.
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# Select Ok. This will mark the Application Status as Withdrawn.
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<br>
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# Select Cancel to abort the action.
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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.
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<br>
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To quickly get back to the Stepping Tool select the '''<< Back To Vacancy Management''' link at the top of the screen.
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====Enabling and Disabling Workflow Emails====
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====Hired====
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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.  
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This action will mark the application status marked as withdrawn. Once complete a line will be drawn through the applicants name and the words withdrawn shown in brackets.
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# Select <b>Settings</b>.
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# A pop-up will request to confirm to mark the applicant as Hired.
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# Select the <b>General</b> TAB.
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# Select Ok. This will mark the Application Status as Hired.
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# Select the <b>Enable Emails</b> from the Look-up.
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# Select Cancel to abort the action.
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# Enter the <b>Email From String</b>.
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# Enter the <b>From Email Address</b>.
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====Exporting the Applicant Summary====
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====Forward====
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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.
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If it is required to send the applicants details to another Hiring Manager or interested party then use this option.
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By default the subject will mail-merge with the applicants name. The Resume from the application will be automatically attached.
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# A pop-up will request the To Address, Subject and Short Message.
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# Select Ok. This will send the email to the Recipient.
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# The email content is stored in Applicant Vacancy Contact Summary.
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# Select Cancel to abort the Forward action.
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====Create Employee====
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Once you have finally Hired your Applicant you can use this to create the applicant on the Human Resources system.
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# A pop-up will request to confirm to create the employee
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# Select Cancel to abort the action.
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# Select Ok then the New Employee Wizard will load.
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# Fill out the fields on the page, mandatory fields are shown with a Asterix.
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# Select Save to create the Employee Record.
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# Select Cancel to abort the action.
  
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====Progressing the Applicant through the Recruitment process steps====
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====Send General Email====
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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.
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To send an email to any number of selected applicants use this action.
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<br>
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# A pop-up will request the To Address, Subject, Attachment and Short Message. You can select to send in 24 hours if required.
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When progressing an applicant through the vacancy steps, if a workflow has been setup for the vacancy this may trigger
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# Select Ok. This will send the email that was created.
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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.
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# The email content is stored in Applicant Vacancy Contact Summary.
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# Select Cancel to abort the action.
  
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# Select the step in the process where you want to move the applicant '''FROM'''
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====Interview====
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# Select the check box next to the applicant you wish to step through.
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If you wish to schedule the applicant for interview select this option. This action will open the Schedule an Interview Tool with the Applicant(s) populated onto the form. See the documentation in the wiki Recruitment Module, Tools, Schedule an Interview, for all options in this tool.
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# Select the '''Progress To''' drop down.
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# Select the Applicant(s) of interest.
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# Select the step in the process where you wish to move the applicant '''TO'''<br>You will see in the look-up the, [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.<br>Please note depending on how your Recruitment Workflows are setup the applicant maybe receiving automated correspondence advising them that they have moved in the recruitment process.
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# Select the Action button.
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# Select the Interview action.
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# Fill out the interview form details.
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# Select ok to create the interview record.
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# Select close to Abort the Action.
  
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====Marking the Applicant as Unsuccessful, Withdrawn, Position Filled, or Hired====
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===Move To===
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Marking the applicant as unsuccessful, withdrawn or Create Employee (Hired for Recruitment Only) can happen at any stage in the recruitment process. (Please note: The "HIRED" option underneath "Mark As" is for customers only using the Recruitment Modules. "Hired" will mark Applicants as Hired.
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This action will allow you to move applicants from their current step to the next step of the recruitment process.
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<br>
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The Recruitment Workflows define the steps and their order as displayed on the Move To Drop Down.
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'''To mark the applicant as Withdrawn'''
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# Select the applicants to move.
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# Select the check box next to the Applicant
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# Select the Move To Button.
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# Select the '''Mark As''' drop down
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# Select the Step of interest to move the applicant(s) to.
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# Select '''Withdrawn'''
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# Notice there are many options for each step that is selected, the options vary dependant on the type of step Selected. There are two sets of options that will apply for each type of step. Interview and Email options or Email only options.  
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# The Applicant record will appear with a line through and greyed out. The links still remain active.
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# Notice the Email options are: Step + Email; Step + Email in 24 hours; Step + No Email.
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<br>
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# Notice the Interview options are: Step + Schedule Interview; Step + Schedule Interview + no Email.
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'''To mark the applicant as Unsuccessful'''
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# Select the check box next to the Applicant
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# Select the '''Mark As''' drop down
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# Select '''Unsuccessful'''
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# You will be prompted to enter a reason
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# Select the reason from the '''Reason''' drop down.
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# Enter any comments.
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# Select the '''Ok''' button.
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# The Applicant record will appear with a line through and greyed out. The links still remain active.
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<br/>
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'''To mark the applicant as Hired'''
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# Select the check box next to the Applicant
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# Select the '''Mark As''' drop down
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# Select '''Hired'''
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# 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.
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====Forwarding an Applicant Short Summary, Cover Letter and Resume====
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===Progress Button===
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'''To Forward the applicants cover letter and resume'''
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The progress button is a green button, that allows the moving of an applicant instantly to the next stpe once selected.
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# Select the check box next to the Applicant
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# Locate the applicant of interest to Progress.
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# Select the '''Other''' drop down
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# Select the Progress button to move the applicant to the next stage of the Recruitment Process.
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# Select the '''Forward''' link
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# This will move the applicant to the next stage based on the Recruitment Workflow that has been assigned to the vacancy.
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# You will be shown a pop up menu to forward the Applicant cover letter and resume
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# Notice you arrive at the next step along with the applicant(s) moved.
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# Enter the recipients email address
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# Enter the '''Subject''' of the email
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# Enter a short summary of the email into the '''Short Message''' 
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====Hiring the Applicant====
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===Reject Button===
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'''To Hire the applicant now'''
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The Reject button is a red button, that allows the moving of an applicant instantly to the next stpe once selected.
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# Select the check box next to the Applicant
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# Locate the applicant of interest to Reject.
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# Select the '''Other''' drop down
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# Select the Reject button.
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# Select the '''Hire Now''' link
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# This will marked the applicant as rejected.
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# 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.<br>If the applicant is an Internal Applicant you will be directed to the Job page.
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# Select the '''Start Date''' using the date picker.
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# Select the '''Job Name''' from the drop down.
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# Enter the '''Employee Salary.'''
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# Enter the '''Hourly Rate''' if applicable.
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# Select the '''Salary Type''' from the drop down.
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# Select the Payment Frequency from the drop down.
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# Enter the '''Actual Hours.'''
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# Select the '''Save''' button.
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Revision as of 09:57, 4 November 2014

Applicant Management

Overview

The Vacancy Management folder is used in managing and processing applicants against all vacancies that a Hiring Manager has access to. The Management Folder is divided into functional units, which are described by each section below.

Position Selector

The Position Selector enables you to connect to any other vacancy you have access to. This enables easy switching between vacancies rather than having to look up each vacancy from the Vacancies tab.

  1. After logging into the Subscribe-HR select the Recruitment Module.
  2. Select the Vacancies tab and open the vacancy of interest.
  3. Select the Manage tab.
  4. Select the Vacancy of interest from the drop-down list if you wish to change vacancy. This is shown by selecting the vacancy listed next to the word position.
  5. View the group of applicants that have applied for this Vacancy at the stage you have selected.

Vacancy Steps

The steps in a vacancy are defined by the Recruitment Workflows that have been setup on the system and then selected when then vacancy is created.

  1. After logging into the Subscribe-HR select the Recruitment Module.
  2. Select the Vacancies tab and open the vacancy of interest.
  3. Select the Manage tab.
  4. Select the Step of interest in the Vacancy. The step selector is on the right hand side of the toolbar.
  5. View the group of applicants that relate to this Step.

Show and Hide Rejected Applicants

The applicants that have been removed from the process by any of the rejection actions (unsuccessful, Position Filled and Withdrawn) can be optionally hidden or displayed in the applicant list. These optional buttons will only be available if there are rejected applicants.

  1. Select the Hide button to filter out the rejected applicants.
  2. Select the Show button to display the rejected applicants.

Auto Progress

This option enables the progression of group of applicants based on the criteria selected. These applicants will be shown in the pop-up for you to visually confirm.

  1. After logging into the Subscribe-HR select the Recruitment Module.
  2. Select the Vacancies tab and open the vacancy of interest.
  3. Select the Manage Folder.
  4. Select Based on to determine the method of auto-progression.
  5. Select Auto Score to use this value for auto progress.
  6. Select Manual Score to use this value for auto progress.
  7. Select Both, Average. to use an average value of Auto and Manual Score.
  8. Select Both,Sum. to use the sum of Auto and Manual Score.
  9. Select Next Stepfield and select the step of interest.The set of drop-down options varies here based on the step the application is at.
  10. Select Progress to either progress a certain percentage or Number of applicant.
  11. Select Ok to perform the selected actions.
  12. Select Cancel to not perform auto-progress.

Applicant List Fields

The below Table is an explanation of the fields where applicants are listed.

Field Name Description
Applicant Flag Displays a flag that can indicate a status of the applicant.
Applicant Displays the applicants First name and Surname as a link to expand applicant details.
Applicants CV Link Displays a CV link to download the applicants CV to your browser. You can then open the CV in your downloads.
Score(auto) Displays the Automatic score from filling in the questionaire, can be sorted by selection.
Score(manual) Displays the manually allocated score to the applicant, can be sorted by selection.
Repeat/Undesirable Displays if the applicant is a repeat or has been marked undesirable.
Source Displays the source of the applicant either internal or external and from which Job-Board.

Sorting the Applicants by Scores

Selecting the Score fields allows you to sort the list of applicants by either Auto Score or Manual Score. Low to High, or High to Low. The list will only sort by the last score selected.

  • To sort all Applicants by high score, so all applicants with a high score appear at the top of the list, the arrow beneath the word Score points down.
  • To sort all Applicants by low score, so all applicants with a low score appear at the top of the list, the arrow beneath the word Score points up.

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.

Applicant Work Area

Once you have opened the applicant work area you can perform the below actions.

  1. Select the email address to launch an email addressed to the applicant from your local machine.
  2. Select View Resume to display the resume linked to this application.
  3. Select Record Cost to create an applicant cost record. This is for options like Agency, BackGround Checks, Pysch Test and any other applicant costs.
  4. Select Export Summary to download a PDF export of the application.
  5. Select the Activity/Notes Text Box to type notes in the Applicant WorkArea.

The below set of Applicant fields are visible on the WorkArea.

Work Area field Description
Photo Displays the applicant photo, if an option to upload was provided.
Applicant Name Displays the Full applicant name First Name and Surname.
Email and Phone Displays the applicants email and phone details.
Social Media Icons Displays if the applicant has linked applicant details via social media
Activity/Notes Details Displays any notes that have been recorded in the applicant work area.
Applications Displays within brackets how many times the applicant has applied.
Vacancy Displays the last Vacancy the applicant applied for.
Applied Displays the date and time that the applicant applied for the last vacancy.
Stage Displays the current stage that the applicant is at.

Action

This is the set of Standard tasks that can be performed on applicants for every Vacancy in the system. Where there are emails that are selected, pre-configured workflow correspodence will apply to emails that are sent. The content of these emails can be found in the applicant vacancies folder, then opening the contact summary records.

  1. Select the applicants either one or many to perform the action on.
  2. Select one of the following options Unsuccessful, Position Filled, Withdrawn, Hired, Forward, Create Employee, Send Email and Interview.
  3. View the Action of interest defined below.

Unsuccessful Applicant

This action will mark the application status as unsuccessful. Once complete a line will be drawn through the applicants name and the words Unsuccessful shown in brackets. After Selecting Unsuccessful there are three options that can be chosen. Unsuccessful + Email; Unsuccessful + Email in 24 hours; UnSuccessful + no Email.

  1. View a pop-up to fill the following fields. Don't send the Email, Type of Rejection and Reason.
  2. Select Reject to send the Rejection email to the applicant.
  3. Select Cancel to abort the action.

Position Filled

This action will mark the application status marked as positionfilled. Once complete a line will be drawn through the applicants name and the words positionfilled shown in brackets. After Selecting Position Filled there are three options that can be chosen. Position Filled + Email; Position Filled + Email in 24 hours; Position Filled + no Email.

  1. A pop-up will request to confirm to mark the applicant as Position Filled.
  2. Select Ok to complete the action.
  3. Select Cancel to abort the action.

Withdrawn

This action will mark the application status marked as withdrawn. Once complete a line will be drawn through the applicants name and the words withdrawn shown in brackets.

  1. A pop-up will request to confirm to mark the applicant as Withdrawn.
  2. Select Ok. This will mark the Application Status as Withdrawn.
  3. Select Cancel to abort the action.

Hired

This action will mark the application status marked as withdrawn. Once complete a line will be drawn through the applicants name and the words withdrawn shown in brackets.

  1. A pop-up will request to confirm to mark the applicant as Hired.
  2. Select Ok. This will mark the Application Status as Hired.
  3. Select Cancel to abort the action.

Forward

If it is required to send the applicants details to another Hiring Manager or interested party then use this option. By default the subject will mail-merge with the applicants name. The Resume from the application will be automatically attached.

  1. A pop-up will request the To Address, Subject and Short Message.
  2. Select Ok. This will send the email to the Recipient.
  3. The email content is stored in Applicant Vacancy Contact Summary.
  4. Select Cancel to abort the Forward action.

Create Employee

Once you have finally Hired your Applicant you can use this to create the applicant on the Human Resources system.

  1. A pop-up will request to confirm to create the employee
  2. Select Cancel to abort the action.
  3. Select Ok then the New Employee Wizard will load.
  4. Fill out the fields on the page, mandatory fields are shown with a Asterix.
  5. Select Save to create the Employee Record.
  6. Select Cancel to abort the action.

Send General Email

To send an email to any number of selected applicants use this action.

  1. A pop-up will request the To Address, Subject, Attachment and Short Message. You can select to send in 24 hours if required.
  2. Select Ok. This will send the email that was created.
  3. The email content is stored in Applicant Vacancy Contact Summary.
  4. Select Cancel to abort the action.

Interview

If you wish to schedule the applicant for interview select this option. This action will open the Schedule an Interview Tool with the Applicant(s) populated onto the form. See the documentation in the wiki Recruitment Module, Tools, Schedule an Interview, for all options in this tool.

  1. Select the Applicant(s) of interest.
  2. Select the Action button.
  3. Select the Interview action.
  4. Fill out the interview form details.
  5. Select ok to create the interview record.
  6. Select close to Abort the Action.

Move To

This action will allow you to move applicants from their current step to the next step of the recruitment process. The Recruitment Workflows define the steps and their order as displayed on the Move To Drop Down.

  1. Select the applicants to move.
  2. Select the Move To Button.
  3. Select the Step of interest to move the applicant(s) to.
  4. Notice there are many options for each step that is selected, the options vary dependant on the type of step Selected. There are two sets of options that will apply for each type of step. Interview and Email options or Email only options.
  5. Notice the Email options are: Step + Email; Step + Email in 24 hours; Step + No Email.
  6. Notice the Interview options are: Step + Schedule Interview; Step + Schedule Interview + no Email.

Progress Button

The progress button is a green button, that allows the moving of an applicant instantly to the next stpe once selected.

  1. Locate the applicant of interest to Progress.
  2. Select the Progress button to move the applicant to the next stage of the Recruitment Process.
  3. This will move the applicant to the next stage based on the Recruitment Workflow that has been assigned to the vacancy.
  4. Notice you arrive at the next step along with the applicant(s) moved.

Reject Button

The Reject button is a red button, that allows the moving of an applicant instantly to the next stpe once selected.

  1. Locate the applicant of interest to Reject.
  2. Select the Reject button.
  3. This will marked the applicant as rejected.
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