Recruitment Setup

Recruitment Setup

Introduction

This document serves as a comprehensive guide for effectively setting up and utilizing the Recruitment Module within your organization. It outlines step-by-step instructions for configuring the recruitment process, from defining the subdomain for the career portal to managing candidate applications and finalizing hires. 

IT Team

  1. Define Your Subdomain for the Career Portal:
    • Ensure that the subdomain for the career portal has been defined and is ready for use. 

Recruitment Team

  1. Define the Recruitment Team:
    • Navigate to Configuration > Settings > Recruitment.
    • Under the General Tab, configure your recruitment team. 
  1. Set Default Application Form Settings:
    • Go to Configuration > Settings > Recruitment.
    • Open the Application Form Tab and define the default settings for application form. 
  1. Design Your Job Offer:
    • In Configuration > Settings > Recruitment, use the Design Job Offer button to create your job offer template. 
  1. Define Job Title Descriptions:
    • Navigate to HR > Recruitment > Job Title Description to input and configure job title details. 
  1. Set Up Pipelines, Stages, and Stage States:
    • Define your recruitment pipelines and stages via HR > Recruitment > Pipeline.
    • Configure the stage states through HR > Recruitment > Pipeline Stage State. 
  1. Create Questionnaires (Optional):
    • If needed, set up questionnaires by defining sections, questions, options, and option actions via HR > Recruitment > Questionnaire. 
  1. Define Scorecards (Optional):
    • Go to HR > Recruitment > Scorecard to define scorecard sections and items for evaluating candidates. 
  1. Start a New Job Vacancy:
    • Once the setup is complete, create a new job vacancy in HR > Recruitment > Job Vacancy.
    • Post the job vacancy to the career portal to begin receiving applications. 

Candidate

  1. Apply For A Job:

o   Navigate to the Career Portal: Open the designated career portal link provided by your organization.

o   Select a Job: Browse through the available job vacancies and select the one that interests you.

o   Fill the Application Form: Complete the application form as per the predefined fields.

o   Complete the Questionnaire: If required, fill out any questionnaire related to the job application.

o   Submit the Application: Review the information provided and submit your application. You should see a confirmation message or email acknowledging your submission (based on the stage actions).

Recruitment Team

  1. View Applied Candidate Applications:
    • Go to HR > Recruitment > Job Vacancy, Select the Desired Vacancy and Click on the Applications button within the vacancy row. 
  1. View a Single Candidate Application:
    • Choose a Candidate from the Pipeline:

-            Within the applications page, navigate to the Pipeline Stages.

-            Identify the candidate application you want to view and click on it.

    • Review Tabs in the Candidate Application:

-            Info Tab: View the candidate's personal and professional details.

-            Address Tab: Check the candidate's address and contact information.

-            Resume Tab: Access the candidate's resume file, if it has been enabled in the settings

-            Residency Tab: Enter residency details for internal use by the department concerned

-            Employment Tab:

o   Enter employment request information from salary, benefits entitlement ending by cost allocation

o   Start an employment request workflow by clicking the Submit Request button.

-            Notes Tab: Hiring team can add notes related to the candidate

o   Private Notes: Only visible to the user who created them.

o   Public Notes: Visible to other members of the hiring team.

-            Scorecard Tab: If a scorecard is set for the position (Hiring team members can rate the candidate based on the defined scorecard template)

-            Team Scorecards Tab: Aggregates individual ratings and feedback from the hiring team for a consolidated view.

-            Documents Tab: Upload and manage any candidate-related documents.

-            Tasks Tab: Create tasks for yourself or assign them to other members of the hiring team.

-            Questionnaires Tab: View candidate responses to the job-related questionnaire, if applicable.

-            Meetings Tab: Schedule interviews with the candidate by setting a specific date and time for the meeting. 

-            Job Offer Tab: After the employment request approval

o   Send a job offer email to the candidate.

o   Track their approval or rejection status.

    • Hiring the Candidate:

-       Once the employment request is approved, you can Click the Hire button and complete the required employee data to finalize the hiring process.



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