Before you start working with PeopleRecruit module, first you need to prepare your account.
In the General settings, you need to go into Integrations tab and link your account to the selected job services. You need to choose which partner you want to integrate with and enter your data from the account. You can link several accounts from one website.
In this tab you can set up a Career Site where will be shown automatically all the created vacancies in PeopleForce. By default, all vacancies in the "Open" status will be displayed on the page of the career site.
You can customize this Carrier Site with such settings as:
Your company social medias
This feature will give you an ability to send customizable auto reply to all candidates that apply from this Carrier Site.
Add filtering, your logo, company images, custom CSS and custom Head.
GDPR will be useful for companies that want to get approval from candidates to use their personal data.
You can enable it once, and configure the request. When you add a candidate's personal data to your database you can ask him for consent to do so.
Vacancy and Candidate fields
Here you can add custom fields if you do not have these fields in the system.
When you create a field, you shall select its type and you can specify if this field is required or not.
The same settings apply to the Candidate fields. You can add new ones, edit them, or delete them. Also, you can turn on/turn off default fields.
Similarly, when creating a new field, you have to specify the type, name and add the Help field if needed.
Next is a very important tab that you need to set up is Pipelines. Here you can create multiple vacancy funnels. You will need this in order to use different Pipelines for different categories of vacancies. One category can have 5 stages of pipeline and another one - 10.
When creating a pipeline, you can also choose the “Default” option which means that this vacancy funnel will automatically apply to the new vacancy (you can change the pipeline before saving vacancy).
When you create a new Pipeline, you shall add stages there. You can delete, edit, and move them..
Also, when creating stages, it is important to indicate the types.
We have 4 types that are available in the system:
New candidate - default stage
Interview - should be applied on all interviews' stages
Offer - the stage when you send to candidates a job offers
Hired. - should be applied on your last stage in each Pipeline.
Why do you need to apply Types?
Interview and Offer types will automatically be added to reports of your recruiters activities if they move candidates to stages with such types. Hired type will influence your Hiring Plan and Reports.
Time limit (days): you can use it if you want to actively promote candidates by stages.
After a specified number of days, the hiring lead will receive an email with the list of candidates who are still staying in the same vacancy stages without any actions.
The next tab in the settings is Disqualify reasons. When you need to reject the candidate, you can choose for what reason they are disqualified from the vacancy. || ||
Without these settings, you will not be able to reject a candidate for a vacancy.
Next, in the Sources tab, you can add any sources, and they will appear in all the filters of the Recruiting module. It can be social networks (Facebook, Twitter, etc.), job sites, recommendations, etc. You can put in any sources you want.
Applicant levels is a custom field. You can add any type of experience you want to assign to the candidate.
Example: Junior, Middle, Senior.
Scorecardsis a feedback after interviews that you can get from interviewers.
When you create the Scorecard, you need to name it and add questions. Questions can be with different types and to all of them comments are added automatically.
After saving a question in the scorecard you can edit, delete, add new ones, and also swap fields by dragging and dropping.
Create any templates you want so that you don’t have to write the same email several times to your candidates. Then, you can simply choose the template you want and send it to the candidate from his profile.
It is also quite simple: write the internal name of the template, then the name of the email, the subject and enter the content.
You can also use Placeholders that will automate this process even more. We have the following group of Placeholders:
Works the same like Email templates, then choose and send them when you create an interview with the candidates.
Also, you can use placeholders here.
You can use Offer Templates to send them directly to candidates from the system.
You can add Offer Template Name name, content and use Placeholders as well.
You also can add a cover letter template, which comes with the offer.
You can create candidates' CVs in the form you need them (if you want to transfer candidate data further or you need to save it to your personal database).
With the help of available Placeholders, the fields from the candidate's card will be automatically pulled into the document that is generated in the candidate's profile.
This can usually be used for Outstaffing companies if they want to send resumes with their own templates.
Vacancy tags and Applicant tags
Next, there are two tabs on Vacancy tags and Applicant tags. You can add multiple tags to vacancies. You can then also filter and group vacancies by these tags. The same goes for candidates, with exactly the same logic, you can add the entire database of tags and assign them to the candidates.
There will be your custom filters and a comfortable way to find candidates with your own criteria.
There are four tabs in this block:
Let’s start with the Vacancies tab.
The first thing you can see here is filters by vacancy status, name, department, location, employee, tags, etc.
The vacancies display information about name, status, location, department, number of active candidates, number of rejected candidates, also the tags you assigned to the vacancy, the person responsible for hiring, and how long the vacancy has been open.
Also, some vacancies may display a “Clock” icon, which indicates that the deadline of the vacancy has expired.
To add a new vacancy, you need to click “Add vacancy” at the top and fill out a few fields on how to create it.
Step 1. Details: here you can set the vacancy status and priority, select all the criteria you want for this vacancy, the minimum and maximum salary, the tags you want to assign to this vacancy, and the skills and custom fields if you have them.
Step 2. Next, you need to add the Vacancy description, which will consist of all the details.
Step 3. Pipeline is the funnel you created earlier, you have it in the drop-down list that you want to apply to this vacancy.
Step 4. Team, here it is very important to set up and correctly select the person responsible for conducting the hiring for the vacancy. Select the participants from those persons who will have the opportunity to view the vacancy, comment on it, and see all the candidates. Select the interviewer by default, it is the person who will be conducting the interview. The participant and interviewer can be the same person.
Then the vacancy can be integrated with job websites if you have such integrations active (if not, you can add them in the settings).
After opening a vacancy, you will see the candidates assigned to it (active and also rejected) and the details of the vacancy, through the tabs at the top.
You can move candidates through the stages of recruitment on the kanban board. The same funnel you see on the Rejected tab. Here you can see all the candidates you rejected for certain reasons.
The candidates are also displayed in the Filter tab, where you can filter candidates by status, first name, last name, email, reasons for rejection, salary and tags. Rejected candidates are also shown here so you don’t have to reopen the card.
In the Offers tab you can see how you created the offer, current status of the offer, and which candidates confirmed the job offer you sent.
In the Files tab, attach files that apply to the vacancy, if they exist.
Here is also the Integration tab available where you can integrate vacancies with the relevant websites. The link to the vacancy and its information on the website will be listed here.
In the Details tab, the system will display statistics and complete information about the vacancy, participants, and the person who created the vacancy. There will be statistics on the funnel, sources, email information, and the hiring funnel for the vacancy.
The History tab. Here you can see how your colleagues are doing and what their current activities currently are.
If you go to one of the candidate's cards, on the Overview tab you can see the following information: data, first and last name, email, phone, various links linked with his CV, your custom fields, tags you added. These could be skills, source, desired position, experience, and salary. It will also show the CV you uploaded and show who added that candidate, when, and what source such person used.
You can also see by the candidate what vacancies he is currently participating in and what stages of recruitment he is in. You can also leave notes on the candidates, which will be saved if the candidate becomes re-hired for a vacancy.
In addition to your own notes, you can also mark your colleagues in the notes. If you mark a colleague, he or she will be notified by email that his or her opinion of the candidate is required, and should click on the link.
You can reject a candidate by clicking the red button next to “Proceed” on the card and selecting the reason for rejection.
Next, you can see the Offers tab. You can send job offers to the candidate and check the status of offers here.
Once you send it, only the first two steps are activated. When the candidate opens the email, you’ll see that the offer has been considered. After the offer is signed, all four buttons shall be highlighted in green.
In the Interview tab, you can schedule the interview with a candidate. Select the vacancy in which he or she is currently involved (for example, if the candidate is involved in two vacancies, you can select both). Next, you need to specify whether it will be an in-office or phone interview. Schedule the date, time and length of the interview. You can also mark the interviewer who will conduct an interview and provide details in the description. Since the accounts have been integrated with email, this interview offer will go to the candidate’s email as well and will show up on your calendar.
The Tasks tab is useful if you want to set a reminder for this candidate, for example, that you need to call back such a candidate or send some files. You can also select the person responsible for this task and specify the time when it should be done.
Emails tab is needed to communicate with the candidate by email, using templates that you have pre-configured. You can select a template by clicking “Email candidate” and sending it. When the candidate responds to you, the email will arrive in PeopleForce and will be duplicated in your mailbox.
The Scorecard can be filled at any stage of the vacancy, each employee who is involved in the recruitment can leave their assessment of the candidate.
If you have attached a Test to the vacancy, you can click the “Send test” button immediately and it will be sent to the candidate's email. When the test is completed, the results will be sent directly to the candidate’s PeopleForce card, where they will be stored for the duration of the recruitment and stay in the database.
If the candidate has submitted any additional files, you can also upload them in the Files tab.
It also displays the History of the candidate, all the actions that have been taken against him, the stages of recruitment that he went through, and the files sent to such candidates.
There are several methods to add candidates to a vacancy. You can select the option by clicking the “Add candidate” button.
The first thing available is to upload your CV from your computer. When you upload your CV, the system will pull up the information you need: references that are on the CV, the candidate’s name, contact information, skills, gender, year of birth, and desired salary.
You can also add a candidate manually if a candidate contacted you.
If you know the candidate’s full name from the database, you can enter such information right here. Below you can search for a candidate in the database using available filters. Using the filters, it is available to download one or all at a time.
You can also install the PeopleForce Prospector plugin for Chrome and use it to add candidates from LinkedIn, job websites, and other sources. The plugin parses the candidate’s information, you can add a candidate to the vacancy you want, and the main information will be automatically filled.
Work with candidates
To find the candidate you want, go to the second tab, the Candidates. You can use any filters that are provided here: last name, email, skills, experience, desired position, who the candidate was added by, what vacancy he or she participated in, sources, tags, salary, and time when you added a candidate.
All of these filters can also be mixed to view the right candidates.
Next, go to the Hiring Plan tab, the list in this tab is created according to requests for vacancies that are created by your colleagues (by the Form functional).
All submitted job applications with their statuses are displayed here. There are several statuses for the application: Pending, Open, Approved, Rejected, Withdrawn, Filled (this status is final).
You can create a vacancy for an approved application on this page, after which a tab with the creation of a vacancy will open, where you can add the required fields.
In order for the application for which the vacancy was created to move to the Filled status, it is necessary to hire the required number of candidates for the vacancy (their number is indicated when sending the application for employees), in other words, move them to a stage in vacancies with the type “Hired” (types are indicated in the section “Pipeline” in your account settings).
The last tab is the Tests tab, where you can create tests for candidates during the hiring process. In the upper right corner, click on “Create test”, name the test, describe the content, and specify a time limit if it is required.
You can choose the types of tests you want to send. For example, a one-answer choice, a yes/no answer, or a text box that the candidate can use to write code/creative assignments/content, etc.
To use one-answer choice, you need to create all the answer choices, write the question, and enter a grade for it to the right of the question. When you get the result, you will know exactly which questions were answered correctly.