• Authorise/Reject/Forward - Authorise, Reject or Forward the Vacancy Requisition.
  
  • Note: Users can include multiple Employees in the Authorisation process. The original recipient of the Authorisation request has the option to 'Authorise' or 'Forward' the Authorisation. If Authorised, the request is completed. If forwarded, it is assumed that the forwarding Employee has given their Authorisation for that request and is forwarding the request on tot he next Authoriser. This process can be done multiple times. When forwarded, the request isn't completed/full Authorised until the an Employee (the most senior or final in the process) selects 'Authorise.' This completes the Authorisation process. A history of all Employees with a date and time stamps is added to the Authorisation request each time it is forwarded, so that all previous Authorisations can be seen by the subsequent Employee.
• Create Vacancy - create a New Vacancy using the New Vacancy Wizard.
  
• View Details - allows the User to View the authorised Vacancy Requisition Form.
  

The information that is available via "View" includes:

• Created Date.
• Job Name.
• Department.
• Division.
• Location.
• Reference number.
• Approval status.
• Hiring Manager.
• Authoriser.
• Authorisation date.
• Target date.
• Work type.
• General notes.
• Number to hire.
• Rejected date (if relevant).
• Total salary cost.
• Equipment notes.
• Equipment notes recipient.
• Send equipment notes.
• Attachment.

The information required to complete the Vacancy Wizard includes:

• Hiring Manager.
• Recruitment Workflow (you will be given a set of Standard Workflows to choose from, or you can create your own).
• Vacancy close date.
• Interview commencing date.
• Shortlist date.
• Target date.
• Date filled.
• Location.
• Department.
• Division.
• Business Area.
• Work type.
• Hours.
• Pay structure.
• Number of hire/s.
• Salary cost.
• Total salary cost.
• Salary min.
• Salary max.
• Selling points.
• Job description.
• Talent search keywords.
• Certificates & licences.
• Skills.
• Attributes.
• Vacancy publication.

To create a “New Vacancy from Scratch,” use the New Vacancy Wizard.

1. Applicant and application engagement/actions details.
2. Links to 'View Documents' uploaded by the Applicant as part of their application process. The standard files that Applicants can attach (and which can be 'Viewed' here) include:

• CV/Resume.
• Cover Letter.
• Selection Criteria.
• Education & Qualifications - Transcripts (from Educational Institutions).
• Certificates & Licences.
• Background Checks.

NOTES:

• The documents that an Applicant is asked for (and which will therefore be available via Attachments if collected) depends on the 'Jobs Board Step' settings on the New Vacancy Wizard. These settings need to be marked as 'Mandatory' in order for any/all of the above documents to be collected during the Application process.
• Documents submitted by the Applicant as part of their Application process can be viewed via the following pathways:
  • Applicant Management widget > Action > Details > View Documents > click on any of the document/s links and this will automatically download the document/s for review.
  • Vacancy Management widget > Click on the Applicant's name > click 'View' in the 'Attachments' column of the Widget/Table > click on any of the document/s links and this will automatically open the document in a new browser tab and/or download the document/s for review.
  • General Menu (left-hand side of System) > Recruitment > Applicant > select and Applicant, access documents via the following options:
    • Applicant masterfile:
      • CVs/Resumes submitted by the Applicant as an attachment are saved (and can be viewed) here > click on the CV/resume document/s link/s and this will automatically open the document in a new browser tab and/or download the document/s for review.
    • Background Check.
    • Canvases & Documents.
    • Contract.
    • Certificates & Licences.
    • Education & Qualifications.
    • Vacancies:
      • Cover Letters submitted by the Applicant as an attachment are saved (and can be viewed) here:
        • Select/click on the 'Vacancy Name' to open he record:
        • Click on the Cover Letter document/s link/s and this will automatically open the document in a new browser tab and/or download the document/s for review.

3. Applicant Record cost - displays any costs associated with the recruitment of the Applicant.
4. Applicant summary export - generates a summary of the Applicant's profile.
5. View Applicant Profile - displays the Applicant's full profile.
6. Applications submitted - displays the number of applications submitted by the Applicant.
7. Applicant Notes (which can also be created here via the Applicant Management Widget) are recorded in the "Notes" Tab of the Vacancy that Applicant has applied for. To navigate to this Notes Tab, the pathway is: General Menu (left-hand side of screen) --> Recruitment --> Applicant --> Select an Applicant --> Select Vacancies (left-hand side of screen) --> Select the Vacancy against which you created the note --> Select the Notes Tab. Notes created this way are saved against the Vacancy for which that Applicant applied. All Notes are also recorded in the Applicant Path.

Alternatively, you can create Notes directly into the Applicant record. To navigate to this Notes Tab, the pathway is: General Menu (left-hand side of screen) --> Recruitment --> Applicant --> Select an Applicant --> Notes (left-hand side of screen) --> Select "+ Create New" --> Create and save (green button on the top right) a Note. Notes created in this way are saved against the Applicant record only. All Notes are recorded in the Applicant Path. Certificate and Licence, Education and Qualifications, Work History and Background Check Records for the person and be seen on the left hand side of the LightBox when you open it using the Details ACTION. They are under the Applicant History.

• Unsuccessful.
• Position filled.
• Withdrawn.
• Hired.
• Forward.
• Create Employee.
• Send General Email.
• Interview (first or second).

• Acknowledge.
• Interview.
• Screening.
• Reference Check.
• Offer.
• Contract Sign-Off.

• Acknowledge - selecting this step will display all Applicants at the Acknowledge step for the Vacancy selected under the 'Position' menu and the 'Location' menu in the table below.
• Phone Culling - including Interview 1, Interview 2 - selecting this step will display all Applicants at the Phone Culling step for the Vacancy selected under the 'Position' menu and the 'Location' menu in the table below.
• Interview - including Interview 1, Interview 2 - selecting this step will display all Applicants at the Interview step for the Vacancy selected under the 'Position' menu and the 'Location' menu in the table below.
• Screening - selecting this step will display all Applicants at the Screening step for the Vacancy selected under the 'Position' menu and the 'Location' menu in the table below.
• Reference Check - selecting this step will display all Applicants at the reference Check step for the Vacancy selected under the 'Position' menu and the 'Location' menu in the table below.
• Employee Authorisation -selecting this step will display all Applicants at the Authorisation step for the Vacancy selected under the 'Position' menu and the 'Location' menu in the table below.

NOTE: Select "Employee Authorisation" Type to create a Step that allows for an authorisation to be sent to a selected Manager, from that Step, in the Vacancy Manage Tool - Vacancies and also in the Recruitment Team Dashboard - Vacancy Management. If this option is used you will see "Employee Authorisation" option next to the GREEN "Progress" button. Once this Authorisation is sent, the button will turn to "Pending". Once Authorised, this will Turn to "Authorised". You can click on the text to see the notes. If the "Employee Authorisation" is "Rejected" you will see "Rejected". Click on the option at any time to see the Notes related to the process.

• Offer - selecting this step will display all Applicants at the Offer step for the Vacancy selected under the 'Position' menu and the 'Location' menu in the table below.
• Contract Sign Off - selecting this step will display all Applicants at the Contract Sign Off step for the Vacancy selected under the 'Position' menu and the 'Location' menu in the table below.

1. Applicant and application engagement/actions details.
2. Links to 'View CV/Resume' uploaded by the Applicant as part of their application process. CVs/Resumes submitted by the Applicant as an attachment are saved (and can be viewed) here > click on the CV/resume document/s link/s and this will automatically open the document in a new browser tab and/or download the document/s for review.
3. Applicant summary export - generates a summary of the Applicant's profile.
4. Applicant Record cost - displays any costs associated with the recruitment of the Applicant.
5. View Applicant Profile - displays the Applicant's full profile.
6. Applications submitted - displays the number of applications submitted by the Applicant.
7. Applicant Notes (which can also be created here via the Applicant Management Widget) are recorded in the "Notes" Tab of the Vacancy that Applicant has applied for. To navigate to this Notes Tab, the pathway is: General Menu (left-hand side of screen) --> Recruitment --> Applicant --> Select an Applicant --> Select Vacancies (left-hand side of screen) --> Select the Vacancy against which you created the note --> Select the Notes Tab. Notes created this way are saved against the Vacancy for which that Applicant applied. All Notes are also recorded in the Applicant Path.

• CV/Resume.
• Cover Letter.
• Selection Criteria.
• Education & Qualifications - Transcripts (from Educational Institutions).
• Certificates & Licences.
• Background Checks.

NOTES:

• Keywords - scored based on the amount assigned in the New Vacancy Wizard.
• Certificates & Licences - scored based on the amount assigned in the New Vacancy Wizard.
• Skills - scored based on keywords specified at the 'Keyword' step (see above).
• Education - scored based on the amount assigned in the New Vacancy Wizard and relates to the 'Education' field on the New Vacancy Wizard.
• Work History - scored based on the 'Type/Industry' field on the 'Work Experience' step, and if a 'Keyword' is found in the Applicant's Work History (Job Title/Role), the Applicant will also score the points assigned to that Keyword.

Notes:

CVCheck Reference/Background Check. Select this option, in the Wizard and you will see the Applicant Name and Vacancy Name you are running the Check for. Click Next to "Select" the Package you want to run the check based on. If the Checks/Packages selected have already been done, you will be notified of this in the next step of the Wizard. Click Next to view the Packages you have selected. If you want to link a Record to the check from Subscribe-HR which has been created by the Applicant through the Job Board, you can do this, or you can create a New Record. If neither is done, Subscribe-HR will create an Auto generated record. Last Step is Submit. Once you do this the check is Submitted and the Check Results will be returned by CVCheck to Subscribe-HR when this check is done (speak to CVCheck about times for returned checks). The Results can be seen by Clicking on "CVCheck Result". Note if you run a CVCheck Reference Check, you can link a Reference to Work History / Experience.
S-HR Reference Check or Background Check (Non-Automated. Select this option, you will be able to "Select Check Type". The Check Types you can select are: Background Check, Certificate and Licence Check, Education and Qualifications. For example if you select Background Check, and go Next, you will see all of the Background Check Records if there are any. If you want to create a New Record, you can do this from here. All this does is create the Record for the Manual Check. Use this if you are not using CVCheck for running your automated Check. Just a quick easy way to record the record.