Recruitment - Admin Guide w/ Requisitions - NEW UI

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There are several parts to the Recruitment module:

  • Questionnaires: 
    • Job Application: A questionnaire directly linked to a requisition; this allows for job-specific questions and requirement information to be completed by the applicant.
    • Recruitment Evaluation: A questionnaire directly linked to an application; this allows for interview-type questions to be documented and stored in the system.
  • Job Requisition Templates: pre-configured specifications for a job posting.
  • Job Requisitions: configuring the specifications for a job posting
  • Applicant Tracking: Tracking the profiles of those who have applied
  • Job Applications: Tracking the application for a position
  • Applicant Profile: Items or questions the applicant completes, i.e. the application

Applicant and Recruitment Evaluation Questionnaires

  1. Go to Admin > Company Settings > HR Setup > Form Questionnaires
  2. Click
    1. Questionnaire Type: Select ‘Job Application’ or ‘Recruitment Evaluation’
  1. Add a Name and press
  2. Click
  3. Click to edit the page
  4. Click
  5. Click  to edit the question
  1. The name is for internal use, the label is what will show to the applicant (for Applicant Questionnaires)
  2. If the question should be conditional (ex: if applicant answers yes, ask a follow up question) enable the Open Conditional Question option (for Applicant Questionnaires)
  3. Once question configured, press . Continue to add questions until the questionnaire is complete.


Job Requisition Templates

  1. Go to Admin > Company Settings > HR Setup > Applicant Tracking/Recruitment > Templates Library > Job Requisition Templates
  2. Select  
  3. Complete the applicable fields. Below are a few fields to note:
    • Copy From Job Requisition: Imports fields from an existing requisition and populates applicable fields in the template.
    • Job Title: The title of the job the applicant will see
    • Default Job: Only applicable if using HRIS Jobs Management. Will auto-populate certain fields/profiles when the applicant is hired as an employee
    • Job Location: This will pull in your company’s address by default, unless you have assigned a cost center with an address associated with it. It then would show the cost center’s address.
    • Employee Type: specifies the status of the position (Full Time, Part Time, etc...)
    • Description: Enter information about the specific duties of the job. This will be displayed under the ‘Description’ section of the Job Requisition
    • Applicant Questionnaire: To attach questions specific to this requisition. The applicant must complete the questionnaire in order to complete the application for the job.
    • Job Categories & Industries: Used as search options when looking for requisitions on the website
    • Requirements: To enter specific requirements for the job. This will display under the ‘Requirements’ section of the Job Requisition 
    • Summary: To enter summarized information about the job. This will display along the top of the requisition with no header

 

 

 

 

 

  • Press 

 

 

Job Requisitions

  1. Go to Team > Recruitment > Job Requisitions
  2. Select
  3. Complete the applicable fields. Below are a few fields to note:
  • Job Requisition Template: Imports fields from ‘base’ requisitions that sit in the system.
  • Resume Required: If you do not have resumes required on the Applicant Profile, you can enable that setting per job requisition.
  • Job Title: The title of the job the applicant will see
  • Default Job: Only applicable if using HRIS Jobs Management. Will auto-populate certain fields/profiles when the applicant is hired as an employee
  • Status & Visibility: Determines if the requisition is active and available to be searched for by the Applicant. The Visibility Date From and Visibility Date To are the active dates for the requisition, and also determine the billing for each requisition. Enter the start or ‘From’ date for the requisition to be open/available for Applicants to apply. If the Status & Visibility box is checked and the Visibility Date From is left blank, the job requisition will default to active and available to be searched by Applicants.  Ensure you enter a ‘To’ date and uncheck the Status & Visibility box before closing the requisition (for more info, see final steps for Closing Job Requisition)
  • Disable Evergreen (Use Number of Openings Settings): This setting can be utilized to set the number of openings you need to fill for a specific job requisition. You can also check the box to automatically close the job requisition once the number of applicants hired matches the number of openings, causing the job requisition to automatically close and the status to be updated to ‘Closed and Filled’.
  • Job Location: This will pull in your company’s address by default, unless you have assigned a cost center with an address associated with it. It then would show the cost center’s address.
  • Job Type: specifies the requisition as only for External candidates, only for Internal candidates, for both Internal & External, or Confidential.
    • Confidential requisitions will need to be enabled as ‘Confidential’ at the time they are created. Existing requisitions cannot be switched to ‘Confidential.’
    • A Hiring manager must be selected for a Confidential requisition.
    • Can only use the Communication feature (which will send a link for the requisition) if the applicant is already in the system as an applicant.
  • Description: Enter information about the specific duties of the job. This will be displayed under the ‘Description’ section of the Job Requisition
  • Applicant Questionnaire: To attach questions specific to this requisition. The applicant must complete the questionnaire in order to complete the application for the job.
  • Job Categories & Industries: Used as search options when looking for requisitions on the website
  • Requirements: To enter specific requirements for the job. This will display under the ‘Requirements’ section of the Job Requisition 
  • Summary: To enter summarized information about the job. This will display along the top of the requisition with no header
  • Press
  • You can preview the Job Requisition by clicking the button at the top right
  1. The ‘Career Portal Page Links’ shows the URL specific to this Job that can be posted to your job board or an external site.
  • Show Job: To post a hyperlink titled ‘Show Job’ on your company website, copy the entire field from ‘<’ to ‘>’. For the URL to the site, copy from ‘https’ to the job requisition number.
  • Apply for Job Link: To post a hyperlink titled ‘Apply For This Job’ on your company website, copy the entire field from ‘<’ to ‘>’. For the URL to the site, copy from ‘https’ to the job requisition number.  
  • Apply For Job Link (Tracking Param): To post a hyperlink titled ‘Apply For This Job’ to an online job board and track what website the Job Applications are coming from copy the entire field from ‘<’ to ‘>’. Update the [My Tracking ID] of the URL to ‘Monster’, ‘Indeed’, etc. to have the system track which website the Job Application was linked from. For the URL to the site, copy from ‘https’ to the job requisition number and update [My Tracking ID]  to be the URL of your job board.
  • *Note: if you would like to send applicants to the applicant portal showing all active job requisitions, go to Admin > Company Settings > HR Setup > Applicant Tracking/Recruitment > Configuration to the ‘Instructions’ Tab to copy the URL under “4. Create a Link Element (<a href>) which starts with ‘https’ and ends with ‘careerssearch.’

  1. The ‘Applications’ section will show applicants that have applied to this specific job

  

Job Applications

  • Go to Team > Recruitment > Candidates > Job Applications

  • A few report views have been saved for you and can be viewed by clicking , Manage Views. You can also create your own views, and save by clicking , Save View As. The default view is filtering out any applicants who had “Fit for the Company: No” entered, and who have a hiring stage of Hired, Declined Offer, etc.
  • View Job Application: This is where you can review the resume and cover letter an applicant submitted for this job. This is also where you will update the job application hiring stages.
  • Hiring Stages: Update to track the application process. If you have workflows associated with these stages, the workflow will begin once you have selected that stage

  • Hiring Stages Change History: You can track when hiring stage updates were made. If you need to revert back to a previous stage, select the button at the top right.

  1.  View Applicant: This is where you can view all of the responses the applicant submitted, review the resume, and send emails using templates. This is also where you will click the  button when ready to add the applicant as an employee, or enter “Fit for Company: No” if the applicant is not a fit for the company as a whole, not just a specific job.


  • Main: Review the applicant’s responses and uploaded resume document.
    • If the employee is not a fit for your company as a whole, select “No” under the Fit for the Company Custom Field.

  • Resume: Review applicant’s work experience, education, references, skills, character traits, etc. An applicant’s uploaded resume will not be on this tab, but will be on the main tab under Employee Documents.
  • Communications: Track emails sent using communication templates and track scheduled interviews.
    • Click the  button at the top right to send an email, using the templates. The Applicant Communications widget will then track which email templates were used to email the applicant (however, it will not show the body of the message sent).
  • Extra: Add additional notes to the applicant’s account
  • Applications: See all applications the applicant has submitted
  • Hire: To hire the applicant as an employee
  • Communicate: To send an email to the applicant, can use the communication templates
  • Download PDF: To download a PDF summary of the applicant profile.
  • Add Job Application: To manually add a job application for an applicant.
  • View Job Requisition: This is where you can view the job requisition the applicant applied to.
  • View Applicant Questionnaire: If there was a questionnaire for the job requisition, you would view the applicant’s responses here
  • View Text Resume: This is where you can view a text preview of the applicant’s uploaded resume document
  • Job Title: Specifies which job the employee applied for.

 

Closing a Requisition

  1. Once a position has been filled, you will want to close the requisition so it is no longer visible to applicants.
  2. Go to Team > Recruitment > Job Requisitions click the button next to the requisition you would like to close
  3. Uncheck the ‘Status & Visibility’ box  and press  
  4. Click at the top right to close the requisition

 

Creating / Modifying Email Templates

  • Go to Admin > Company Settings > HR Setup > Applicant Tracking/Recruitment > Templates Library > Communication Templates
  • Select the button for the template you would like to modify, or select  to create a new email template. (Some security profiles may have view only access to templates.)
  • Available Tags: The subject line and message of the email can be populated with data from the applicant’s profile.  For example, if you wanted your template to start with “Dear Josh,” you would select the tag for {ACCOUNT_FIRST_NAME} from the list of available tags.
  • Recipients:  Emails can be sent to any email address, however the applicant is selected as the recipient by default.  Be sure to add any additional recipients, or remove the applicant as a recipient, if applicable.
  • Once the template is saved, it will be available to select when emailing from the Applicants screen.

  

Applicant Profile Setup

Company administrators will have the ability to modify the application that candidates will be asked to complete.

  • Go to Admin > Company Settings > HR Setup > Applicant Tracking/Recruitment > Applicant Profile Setup
  • Each tab of the application will be displayed.  
  • Some tabs may not be visible to the candidate if they are not being utilized on the application.  
  • Active tabs will be indicated by a “Y” in the Enabled column.

  • Click on the  button for the tab that needs to be modified.
  • Some questions are associated with particular tabs by default.
  • Contact Info: Contact Info, Address and Security Question
  • Resume: Resume, Resume Additional Info, Resume Summary
  • Job Categories: Job Categories (as defined within the HR module)
  • Skills: Skills (as defined within the HR module), Other Skills, Character Traits
  • Work Experience: Work experience (up to 5 companies, with up to 5 job titles per company)
  • Education: Schools, Extracurricular Activities, Highest Education Completed
  • EEO Information: Applicant demographics
  • Professional References: References
  • Applicant Profile Summary: Resume summary and Electronic Signature
  • Cover Letter & Apply:  Applicant confirming their application to a requisition
  • Most tabs also allow for a section of custom questions.
  • Custom Fields: Any questions needed on the application, but not available on the basic application
  • Select the  button on the section you want to modify
  • Questions can be turned on or off, or made required

 

Creating / Modifying Applicant Profile Custom Fields

  • Go to Admin > Company Settings > HR Setup > Applicant Tracking/Recruitment > Applicant Custom Fields
  • Select the button for the custom field you want to modify, or select  to create a new custom question


a. Applicant Profile Tab: Select the tab where the question should appear on the application.  

  • b. Label: Enter your custom question here  
  • c. Description: This field is for reporting purposes only, and will not be visible on the application.
  • d. Type: Select the type of answer you are expecting.  For long form answers, be sure to select “Text Area”
  • e. Maximum Length: For long form answers, be sure to increase the maximum length to allow candidates room to type in a response.
  • f. Sort Order: This is the order in which the response will show on the applicant profile.

 

  • If the candidate should select from a list of options, select the “Is List” checkbox.  
  • Add each available option.  The applicant will now see a dropdown list to select from on the application.
  • Once the field has been saved, return to Admin > Company Settings > HR Setup > Applicant Tracking/Recruitment > Applicant Profile Setup. The custom field will now be available In the Custom Fields section under the tab where it was assigned.
  • Confirm that the question is enabled to ensure it is visible on the application, and set to required if you would like to require that the applicant completes it within their profile.

Internal Applicants

  1. If requisitions are available for employees (internal) to apply to, an employee will not need to create an applicant profile. Instead the employee will log into their ESS portal and go to My Info > My Career > Search for Jobs. From there they can apply to the available internal job requisitions. Once they have applied, this employee will show in the Recruitment > Job Applications screen.