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 active vacancy you have access to. This enables easy switching between vacancies rather than having to look up each vacancy from the Vacancies tab. Vacancies are listed if they are active and Grouped by Location.

After logging into the Subscribe-HR select the Recruitment Module.
Select the Vacancies tab and open the vacancy of interest.
Select the Manage tab.
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.
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.

After logging into the Subscribe-HR select the Recruitment Module.
Select the Vacancies tab and open the vacancy of interest.
Select the Manage tab.
Select the Step of interest in the Vacancy. The step selector is on the right hand side of the toolbar.
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applicants that have been removed from the process by any of the rejection actions (unsuccessful, Position Filled and Withdrawn) can be optionally hidden or displayed in the applicant list.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.

Select the Hide button to filter out the rejected applicants.
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.

After logging into the Subscribe-HR select the Recruitment Module.
Select the Vacancies tab and open the vacancy of interest.
Select the Manage Folder.
Select Based on to determine the method of auto-progression.
Select Auto Score to use this value for auto progress.
Select Manual Score to use this value for auto progress.
Select Both, Average. to use an average value of Auto and Manual Score.
Select Both,Sum. to use the sum of Auto and Manual Score.
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.
Select Progress to either progress a certain percentage or Number of applicant.
Select Ok to perform the selected actions.
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 (orange icon) or has been marked undesirable (red icon).
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.

Select the email address to launch an email addressed to the applicant from your local machine.
Select View Resume to display the resume linked to this application.
Select Record Cost to create an applicant cost record. This is for options like Agency, BackGround Checks, Pysch Test and any other applicant costs.
Select Export Summary to download a PDF export of the application.
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.
View Resume	Clicking this link opens the Resume that was attached to this Vacancy.
Record Cost	Opens the record cost section relating to the applicant.
Export Summary	Downloads a PDF of the applicants Questionnaire responses.
View Profile	Opens the applicants record.
Applicant Hi-Lited Responses	Displays questions in a rectangle of the responses to a marked question.
Expand	Opens up the response's into a bigger window.
Reduce	Closes the enlarged response window back to normal size.
Activity/Notes Details	Displays any notes that have been recorded in the applicant work area.
Note Type	A drop-down list to indicate the type of note being made.
Applicant quick note	An automatic populated note value from the Applicant quick note code group.
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.
Status	Displays the current status 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.

Select the applicants either one or many to perform the action on.
Select one of the following options Unsuccessful, Position Filled, Withdrawn, Hired, Forward, Create Employee, Send Email and Interview.
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.

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

A pop-up will request to confirm to mark the applicant as Position Filled.
Select Ok to complete the action.
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.

A pop-up will request to confirm to mark the applicant as Withdrawn.
Select Ok. This will mark the Application Status as Withdrawn.
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.

A pop-up will request to confirm to mark the applicant as Hired.
Select Ok. This will mark the Application Status as Hired.
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.

A pop-up will request the To Address, Subject and Short Message.
Select Ok. This will send the email to the Recipient.
The email content is stored in Applicant Vacancy Contact Summary.
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.

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

Please note: If you have selected the Contract Sign-off to be mandatory, e.g. The Applicant needs to have signed the Contract prior to creating them as an Employee: located in the recruitment workflow (Maintenance) against the contract sign-off: You will not be able to transfer them to HR if they have not signed the contract.

Send General Email

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

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

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

NOTE: Interview options are: Step + Schedule Interview; Step + Schedule Interview + no Email. If you would like to create bulk interviews e.g. 1+ Many applicants, there is a setting which will allow you to send e-mails to as many applicants as you choose, who are at the "Interview Stage". Once they receive the e-mail, they can enroll themselves on the interview timeslot automatically through the Jobs Board. There is a validation which will not let any more than the specific number of applicants to place themselves on that particular timeslot. See below also.

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.

Select the applicants to move.
Select the Move To Button.
Select the Step of interest to move the applicant(s) to.
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.
Email options are: Step + Email; Step + Email in 24 hours; Step + No Email.
Interview options are: Step + Schedule Interview; Step + Schedule Interview + no Email. If you would like to create bulk interviews e.g. 1+ Many applicants, there is a setting which will allow you to send e-mails to as many applicants as you choose, who are at the "Interview Stage". Once they receive the e-mail, they can enroll themselves on the interview timeslot automatically through the Jobs Board. There is a validation which will not let any more than the specific number of applicants to place themselves on that particular timeslot.
Contract Sign-Off: When moving an Applicant to Contract Sign-Off Stage (If this is in your Recruitment Workflow), you will be able to select a "Contract Sign-Off Template". The template (which comes from correspondence) will allow you to merge data from Subscribe-HR into the template automatically. You can then check it, prior to sending for authorisation. You can select an authoriser and then send it to them. Once the authoriser receives the Contract, they can update any part of it that they want to. Subscribe-HR will track these changes. Once submitted, the contract is sent to the Applicant in the Jobs Board. The Applicant is sent an e-mail notifying them of this. The e-mail contains a security code. The applicant will need to login using their user name and password. They will be taken to a screen where they can submit the security code and sign-off on the terms of Digital Sign-off (Please ensure your Digital Sign-off terms are included in the system). Once they submit their security code and tick the Digital Sign-off Terms, they are taken to the contract. They can view the contract and digitally sign-off. If they do not want to digitally sign-off and they prefer to print it, they can do this at this stage. If they print it, Subscribe-HR will let the HR user know that this has been done. Subscribe-HR tracks all history of these transactions in the Contract Sign-Off Sub-Folder, including the IP address of the signer. The applicant can print out the contract after signing it digitally. The process can be performed using mobile device. Please also see the Contract Sign-Off Sub-Folder. If you would like to make "Contract Sign-Off" as Mandatory (so you are unable to Transfer to HR without this being done), please select this in "Contract Sign-Off" step in the Recruitment Workflow. Please also see "Recruitment Workflow" set-up.

Progress Button

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

Locate the applicant of interest to Progress.
Select the Progress button to move the applicant to the next stage of the Recruitment Process.
This will move the applicant to the next stage based on the Recruitment Workflow that has been assigned to the vacancy.
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.

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

Managing Applicants

Contents