Vacancy Management Tool

Vacancy Management Tool

Overview

The Vacancy Management Tool is for use in managing and processing applicants against all vacancies that a Recruiter has access to.

Vacancy Selector

1. Select the Vacancy of interest from the drop-down list.
2. View the group of applicants that have applied for this Vacancy.

Step

1. Select the step in the Vacancy of interest.
2. View the group of applicants that relate to this Step

Auto Progress

This option enables the progress of applicants based on the criteria selected.

1. Select, Based on, to determine the method of auto-progression.
2. Select Auto Score to use this value for auto progress.
3. Select Manual Score to use this value for auto progress.
4. Select Both, Average. to use an average value of Auto and Manual Score.
5. Select Both,Sum. to use the sum of Auto and Manual Score.
6. Select Next Step field and select the step of interest.The set of drop-down options varies here based on the step the application is at.
7. Select Progress to either progress a certain percentage or Number of applicant.
8. Select Ok to perform the selected actions.
9. Select Cancel to not perform auto-progress.

Vacancy Management Fields

The below Table is an explanation of the fields on the Vacancy Management Tool.

Field Name	Description
Applicant	Displays the applicants First name and Surname as a link to expand applicant details. See View Applicant Actions Below.
Score(auto)	Displays the Automatic score from filling in the questionaire.
Score(manual)	Displays the manually allocated score to the applicant.
Repeat/Undesirable	Displays if the applicant is a repeat or has been marked undesirable.

Applicant WorkArea

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

1. Select the email address to open an email from 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 against 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 any notes that have been recorded against the applicant work area.
Stage	Displays the current stage that the applicant is at.

Action

This is the set of tasks that can be performed on the applicants. The emails that are generated by any of the Standard Actions are setup by the Recruitment workflow correspondence.

1. Select the applicants either one or many to perform the action on.
2. Select one of the following options Unsuccessful, Position Filled , Position Filled (No Email), Withdrawn , Hired , Forward , Create Employee , Send Email , Interview.
3. View the Action of interest defined below.

Unsuccessful Applicant

1. A pop-up will request the Email option, Type of Rejection and Reason.
2. Select Reject to send the Rejection email to the applicant.
3. Select Cancel to abort the rejection.

Position Filled

1. A pop-up will request to confirm to mark the applicant as Position Filled.
2. Select Ok or Cancel.
3. This will mark the Application Status as Position Filled.

Position Filled (no email)

1. A pop-up will request to confirm to mark the applicant as Position Filled(No Email).
2. Select Ok. This will mark the Application Status as Position Filled and not send an email.
3. Select Cancel to abort the action.

Withdrawn

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

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

A preloaded template can be setup with Merge fields and text for Forwarded messages.

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 Contact Summary.
4. Select Cancel to abort the action.

Create Employee

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.

Send General Email

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

Interview

If the applicant is not at Interview stage, a pop-up will load to Assign the applicant to the appropriate stage.

1. Select Next Stage if required.
2. Select the Save and Schedule an Interview Button.
3. Fill out the interview details as per the below table.
4. Select ok to create the interview record.

Progress To

1. Select to move selected applicants to the next stage of the interview process.
2. The set of options selectable are: Interview 1, Interview 1 + schedule interview, Interview 1 + no email,Interview 1 + schedule, Interview + no email, Offer
3. These options are setup in the recruitment workflow for the Vacancy.

Progress/Reject Button

1. Select the applicants 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 based on the Workflow that has been assigned to the vacancy.

Reject Button

1. Select the applicants of interest to Reject.
2. Select the Reject button.
3. A pop-up will request the Email option, Type of Rejection and Reason.
4. Select Reject to send the Rejection email to the applicant.
5. Select Cancel to abort the rejection.