Most HR departments will post a job posting with a closing date. When the closing date has been reached the posting is no longer visible on the Applicant Centre.
The manager may now start the reviewing process: however, the review/interview process can start at any time as long there is at least one applicant has applied.
Tracking of the applicants for a job position is done on the Job Posting screen.
▪Select the HCM menu.
▪Select the Job Postings menu.
When an applicant has applied for a position the number in the Applicants column will increases.
In the example below we now have three people applying for the position.
We are also using both the Profile-based Criteria and Custom Criteria as well as a Text Question.
Click on the number in the Applicants column to view the applicants for this posting.
On the Applicant window, the columns to the right of the Applicants provide the information they completed on the Applicant Centre.
The Resume column shows the resume the applicant submitted when they applied. However, they may have multiple resumes you can view from the applicant screen under the Resume column.
Use the Descending sorting options to list the applicants in the order you would like to view them.
Since we are rating the applicant to find the best one, we have selected Profile-based, then Custom Criteria.
This will give us the ranking based on their education, skills etc. followed by their answers to our questions.
The applicants are now listed with the Best Fit applicant first.
To review the actual rating click on the rating values. Select the green star to view the Profile-based Criteria rating.
For the Custom Criteria click on the orange star. The applicant's answers are indicated with a green check mark.
To view the applicant's response to the text question.
▪Click on the Text Question icon.
In the pop-up window you will be able to view the applicant's response.
Once you have decided to invite applicant for an interview follow the directions given in the Create an Interview section.
From the Applicant menu you may applied a Profile-based Criteria template to all applicants in the system. this will show you if there are any existing applicants that could fill an upcoming position.
▪Select the HCM menu.
▪Select the Applicant menu.
The Profile-based Criteria (green star) icon will allow a criteria to be applied to applicants and display their fitness for that profile.
▪Click on the Profile-based Criteria (green star) icon.
▪On the Profile-based Criteria, click on the criteria you want to rate the applicants with.
▪Click on Calculate.
The applicants will be displayed in the order of Best Fit to No Fit.
Once you have reviewed the applicants, you are ready to start interviewing.
Not all fields on the Interview window are used to create and send Interview Requests. Here we will only explain those fields use to create Interview Requests.
If you would like to send the applicant a message, such as a specific date or dates, you can use the message feature. See Messages.
An applicant can provide the best time to contact them when completing their information.
▪Click on the blue Notes icon below the applicant's contact numbers.
An information window will pop-up.
On the Job Postings menu click on posting you are ready to start interviewing for.
▪In the Applicant column, click on the numbered button.
▪Click on the applicant you would like to create an Interview for so they are highlighted blue.
▪Click on the Interview icon.
The Interview column will be populated if there is a pending response (blue clock) or a scheduled (green check mark) interview.
In the example below this applicant has not been scheduled yet.
Since this applicant has not already been scheduled for an interview, we will need to add an interview for him.
▪Click on the Add icon.
Two types of interviews can be created: either In-person or Telephone.
When using the In-Person option, the Location field is enabled. You may enter instructions, directions, or an address.
The location will be included in the Interview Request that will be sent to the applicant.
Example of the location field viewed by the applicant.
The location field is disabled for the Telephone option. The applicant will be asked to select which phone number he would like to be called on.
When the applicant responses, their selection will be noted in the location field.
This field must be populated with at least one name. It will be provided to the applicant in the Interview Request they receive.
Select Interview Date
Select the Dates tab to enter the date(s) and time(s) the interview is being offered on.
We suggest you send three interview appoints, however, if you already have a date and time established with the applicant you may send just one.
▪Click on the Actions icon and select Add.
▪Click on the date window for a calendar and click in the time window to enter the time.
▪Repeat until you have entered the interview dates you would like to offer.
The applicant will receive an email at the email address they provided alerting them they have an interview request to respond to.
After the applicant accepts the interview, you can add the appointment to Google Calendar.
▪Click on the gold icon - Add to Google Calendar.
Log into Google Calendar with an existing profile or create one.
When Google Calendar opens the interview information will be displayed.
The screen will refreshes showing you the appointment on the Google Calendar.
Click on the appointment to view details.
Reschedule Missed Or Additional Interviews
If the applicant misses the interview, a new interview can be scheduled.
▪Delete the existing interview by clicking on the X.
▪Start the interview process by clicking on the applicants on the Job Posting and selecting the applicant.
▪Follow the interview process.
When the interview is saved the applicant will receive an email and a notification in the Applicant Centre.
After completing the interview, you may return to the employee's interview and rate them.
▪Click on the blue dot and hold.
▪Drag the dot along the rating line until you reach the percentage you would like to rate the employee at.
In the example below the rating was set to 80%.
After clicking save, the system will ask if you would like to send a follow-up email.
After an interview you may wish to add notes to the applicant for further reference or relating to this posting.
A field is provided on the Applicant menu.
▪Select the HCM menu.
▪Select the Applicant menu.
In the Admin Notes column is a white button. If there is already an existing note the button will have a number indicating the number of notes.
If there is an urgent note present, there will be a flag. In the example below there is one note and the urgent flag on applicant Alfred Butler.
▪Click on the Admin Notes button to open the Notes window.
To add a new note, click on the Actions icon and select Add from the drop-down.
The Create Date and the Created By fields are auto populated by the system.
▪Click on the Urgent check box if you would like the urgent flag to be present.
▪In the Content field enter your note.
▪Click Save when done.
Notes are deleted by clicking the note so it is highlighted blue and selecting red X.