Recruitment Dashboard Widgets

Recruitment Dashboard Options

To Navigate to this Dashboard and the Widgets (and access Recruitment functionality) follow these steps:

• Click on Dashboard ---> Home (In the menu on the left-hand side of the system/screen).
• Click on the "Dashboards Menu" Dropdown (the second dropdown menu from the top of the system/screen).
• Scroll down and select "Recruitment."
• When the Recruitment Dashboard opens, scroll down to the Widget you need in order to manage the Recruitment process.

This Dashboard contains the following Widgets:
1. 4 Small Information Display Widgets:

• Average open time.
• Active vacancies.
• Active requisitions.
• Total applicants.

2. Vacancy Requisition Management.
3. Applicant Management.
4. Vacancy Management.
5. Recruitment Surveys.

These widgets can be moved around in the Dashboard. They can also be removed from the Dashboard.

Note: Notifications about Recruitment related Tasks and Reminders can be accessed via two locations:

• System Inbox: click on the small envelope in the top right corner of the System - just to the left of your name (after you click on it a menu opens - scroll down and select 'See all Alerts' - which will open the inbox).
• The Tasks & Notifications Widget on the My Info, Manager or People & Culture Dashboards.

Recruitment - Vacancy Requisition Management Widget

This Widget allows People and Culture Users and Hiring Managers to process Vacancy Requisitions based on Active Vacancies. New Vacancies can also be created from the Vacancy Requisition Wizard which is available via the Wizards "START" menu.

Field Name	Description
Active Tab	This Tab displays all the Active Vacancy Requisitions currently in the System.
Authorised Tab	This Tab displays all the Vacancy Requisitions that have been Authorised.
Rejected Tab	This Tab displays all the Vacancy Requisitions that have been Rejected.
+ New Requisition	Allows the User to create a new Vacancy Requisition using the “Vacancy Requisition” Wizard. This Wizard is also available via the "START" Button.
Search Vacancy Name	This is a free text field that you can use to search Vacancy Requisitions based on keywords you enter in the search field.
Reference Number	This is the Reference Number assigned to the Vacancy Requisition when it was created.
Vacancy Name	This is the name given to the Vacancy when the Vacancy Requisition was created.
Work Type	This is the type of Work the Vacancy Requisition specifies, e.g. full time, part time, casual etc.
Number of Hires	This is the Number of Hires the Vacancy Requisition requests approval for.
Target Date	This is the Target Date for completion of the hire of the Vacancies specified in the Requisition.
Hiring Manager	This is the Hiring Manager that the Vacancy Requisition has been submitted for.
Created By	This is the name of the individual who created/submitted the Vacancy Requisition.
Authoriser	This is the name of the primary/first individual who is required to Authorise the Vacancy Requisition.
Attachment (if applicable)	Requisition Attachment containing Requisition Information (if applicable).
Actions	This dropdown allows the User to select any/all of the following: 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.

Recruitment - Applicant Management Widget

This Widget allows People and Culture Users and Hiring Managers to search, access, view and manage all Applicants. You can search for Applicants and then view a Vacancy Summary for the Applicant. You can also add Adhoc Notes to the Applicant record. New Applicants can also be created from the New Applicant Wizard which is available via the Wizards "START" menu.

Applicants can also be transitioned to a New Employee from the Applicant Management Widget. To see instructions for this process, go to the "Applicant" section of the New Employee Wizard.

Field Name	Description
+ New Applicant	This allows the user to create a new applicant using the "New Applicant" Wizard. This Wizard is also available via the "START" Button.
Search field	Allows the User to filter a list of Applicants based on specific keywords.
Surname	Applicant's Surname.
First Name	Applicant's First Name.
Email	Applicant's email address.
Mobile	Applicant's mobile number.
Current Stage	The current stage the applicant is at. E.g. 1st Interview, Interview 2 Face to Face, Contract Sign Off etc.
Vacancy	The Vacancy the applicant is related to.
Actions	Applicant 'Details' can be viewed and entered via the Action dropdown. Selecting 'Details' via this pathway triggers a popup that includes: 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. NOTE: 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. The documents that have been submitted/uploaded by the Applicant can be viewed via the following: Applicant Management Widget > Action > Details > View Documents. Vacancy Management Widget > Click on the Applicant's name > View Documents. General Menu (left-hand side of System) > Recruitment > Applicant > select and Applicant, access documents via the following options: Applicant masterfile. Background Check. Canvases & Documents. Contract. Certificates & Licences. Vacancies > Cover Letter. Education & Qualifications. 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.

Recruitment - Vacancy Management Widget

This Widget allows People and Culture Users and Hiring Managers to view, manage and process Vacancies. All the functionality needed to manage active Vacancies is available in this Widget and Applicants can be moved/transitioned through the entire Recruitment lifecycle via the Vacancy Management Widget. New Vacancies can also be created via "+New Vacancy" or from the New Vacancy Wizard which is available via the Wizards "START" menu.

The Vacancy Management Widget can be used to transition a User from Applicant to New Employee via the "Action" menu option > Create Employee.

Alternatively, Users can create a New Employee via the New Employee Wizard menu option > Applicant.

In both instances, the following Applicant data will be transferred to the New Employee record as part of this process:

• Name.
• DOB.
• Address.
• Education.
• Certificates & Licences.
• Background Checks.

Field Name	Description
+ New Vacancy	This Allows the User to create a New Vacancy using the ”New Vacancy” Wizard. This Wizard is also available via the "START" Button.
Search Application Name (Under Employees Tab)	This is a free text field that you can use to search Applications/Applicants based on keywords you enter in the search field.
Action (Dropdown Menu)	This dropdown allows the User to manage, process and communicate with Applicants. The options are: Unsuccessful. Position filled. Withdrawn. Hired. Forward. Create Employee. Send General Email. Interview (first or second).
Move To (Dropdown Menu)	This dropdown allows the User to Move the Applicant to the next stage of the Recruitment Workflow. Options include: Acknowledge. Interview. Screening. Reference Check. Offer. Contract Sign-Off.
Location (Dropdown Menu)	This dropdown allows the User to view, manage and process Applicants for different Business locations (if you have different locations set up in your System).
Position (Dropdown Menu)	This dropdown allows the User to view, manage and process Applicants for all the different Positions with active Vacancies.
Step/s (Dropdown Menu)	This dropdown allows the User to view which Vacancies are at which step in the Recruitment Workflow used for the particular Vacancy. Options include: 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. Note: Reference Check questionnaires can only be sent (this can be done via the 'Recruitment Questions' Widget - see below) to Referees once the Applicant has been moved to the 'Referee' step. Until this point, the 'Reference Check' column in the table visible on this step will remain as N/A. Once a Reference questionnaire has been sent to a Referee, the Questionnaire will appear in this column as a link that can be opened so that the questionnaire and responses can be viewed.
Manage Tool	The Manage Tool allows Users to view, manage and process Applicants based on the options selected in the “Position” and “Step” dropdowns.
Applicant Name	The name of the Applicant who has applied for one of your Vacancies is displayed here. Applicant 'Details' can be viewed by clicking on the Applicant's name, which triggers a popup that includes: 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. 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.
Attachments	Files attached by an Applicant during their application process are available/accessible here. 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. Vacancies > Cover Letter. 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.
Reference Check	This column displays the the name (and a link to) the Reference questionnaire sent to any Referees via the Recruitment Surveys Widget.
Progress / Reject Buttons	This column allows the User to take action in relation to the Applicant. There are two options: Progress - which will progress the Applicant to the next step. Reject - which will reject the Applicant, which will complete their application process.
CVCheck Result - Document Icon	If CVCheck APP is installed and being used, the Check Results will appear here. Click on the Document Icon to View.
Score (Auto)	The Auto Score for the Applicant (which is based on the parameters entered when creating a New Vacancy) is displayed here. This feature uses data from the following steps/fields and calculates an 'Auto Score' (if a 'score' amount is assigned in the New Vacancy Wizard): 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: Applicant documents like CV/Resume and Cover Letter are scanned (where possible, depending on file format) for relevant Keywords etc. Content submitted as part of the application process/workflow (for example - if a survey is included as part of the recruitment workflow). Question/s on the survey that have a score assigned to an answer/s for will be included in the auto-score. If the Applicant has answered questions as part of their application process and their answers are correct, this improves their score. The ONLY file types that Applicants can upload are: Word (docx). PDF. Rich Text (rtf). PNG. NOTE: File size should be limited to 6MB.
Score (Manual)	The Manual Score for the Applicant, which is based on the parameters you added when creating the Vacancy is displayed here.
Source	This is the Source via which the Applicant saw and applied for the Vacancy.
Repeat Applicant Flag	This will appear based on the setting being activated in Recruitment settings that show if someone has applied for X number of Vacancies without being hired
Action Button - Right Hand Side of Screen	If the "Step" in the Recruitment Workflow - Applicant Processing option is either Background Check or Reference Check Type, there will be "Action" Buttons available. These Actions Buttons allow for the P&C user to run Manual Checks or if the CVCheck App is installed, you can run Automated CVCheck Checks based on the Packages you have set-up with CVCheck. 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. If you select S-HR Reference Check you can see all the References if they have been submitted through the Job Board. If you would like to create a Reference here, "Click Create New Referee" button. If you want to send a Reference Check Survey/Form via Subscribe-HR through this option, Click the "Action" Button. "Send Survey", this will start the option for sending the relevant SHaRe survey/Form you have set-up. Please note you can also create Work History and link it to a Reference from this section.
Bulk Checks	If you select "Multiple" Applicants using the Checkbox's on the left hand side of the Widget next to the Applicant names, the Bulk option will appear Top Right of the Widget. Select this button and you will see the names of the Applicants you have selected. You can select the "+" icon on the left hand side of the screen to view the History of the Orders for each Applicant. Select next in the Wizard and you will be able to select the Packages. If there is anyone who already has these checked for this Vacancy, the Validation will let you know.

Recruitment - Recruitment Surveys Widget

This Widget allows People and Culture Users and Hiring Managers to View and Action Recruitment Surveys that have been assigned to Applicants, Referees, Recruitment etc. New Recruitment Surveys can also be created from the Recruitment Surveys Wizard which is available via the Wizards "START" menu.

Field Name	Description
Applicants Tab	This tab displays all Active and Completed Recruitment Surveys.
Active (under Applicants Tab)	Displays all Recruitment Surveys that are currently Active within the System.
Filter	Allows the user to "Filter" items by Tag or Filter: E.g. Recruitment, Referee, Hiring Manager, Active Vacancies, etc.
Date dropdown	Allows the user to specify a date range that will then list only HR Surveys that match that date range: E.g. 1 day, 1 week, fortnight, 1 month, 3 months, 6 months, 1 year, custom (a date picker will open if you select this option) etc.
+ Create New	Allows the user to create a new Recruitment Survey using the Recruitment Survey Wizard. This Wizard is also available via the "START" Button.
Search (Under Applicants Tab)	This is a free text field that you can use to search Recruitment Surveys based on keywords you enter in the search field.
Survey (Under Active Tab)	This lists the Recruitment Survey ID number.
Created On (Under Active Tab)	This specifies the date on which that Recruitment Survey type was created.
Canvas Name (Under Active Tab)	This specifies the type of Canvas/Survey that this particular Recruitment Survey is.
Type (Under Active Tab)	This specifies what Type of Recruitment Surveys it is.
Relates To (Under Active Tab)	This specifies which Applicant the Recruitment Survey relates to.
Date Started (Under Active Tab)	This specifies the date on which that Recruitment Survey was started by the Employee listed in the previous column.
Date Completed (Under Active Tab)	This specifies the date on which that Recruitment Survey was completed.
Actions (Under Active Tab)	This dropdown allows user to perform any/all of the following: Open Canvas - view the Canvas/Survey. Results - View the results of the Canvas/Survey. Resend Link - Resend the Employee a link to that Canvas/Survey.
Completed (under Applicants Tab)	Displays all Recruitment Surveys that have been completed.
Survey (Under Completed Tab)	This lists the Recruitment Survey ID number.
Created On (Under Completed Tab)	This specifies the date on which that Recruitment Survey type was created.
Canvas Name (Under Completed Tab)	This specifies the type of Canvas/Survey that this particular Recruitment Survey is.
Type (Under Completed Tab)	This specifies what Type of Recruitment Surveys it is.
Relates To (Under Completed Tab)	This specifies which Applicant the Recruitment Survey relates to.
Date Started (Under Completed Tab)	This specifies the date on which that Recruitment Survey was started by the Employee listed in the previous column.
Date Completed (Under Completed Tab)	This specifies the date on which that Recruitment Survey was completed by the Employee.
Actions (Under Completed Tab)	This dropdown allows user to perform any/all of the following: Open Canvas - view the Canvas/Survey. Results - View the results of the Canvas/Survey.
All (under Applicants Tab)	Displays all Recruitment Surveys (Active and Completed) that are currently Active within the System.