To start using the Recruit module, click the Recruitment button in the left menu. The availability of certain functions depends on the permissions granted by your administrator.
Navigating the Recruitment menu
In the Recruitment dropdown menu, you will find the following sections:
Vacancies: View or manage job openings.
Candidates: Track or manage applicants.
Hiring plan: Overview or manage the hiring plan.
Tests: Create and manage tests.
🔐 If you can't see the section that you need, address this issue to your administrator, so that you could get the required permissions.
Vacancies
In the Recruitment dropdown menu, you can find all active vacancies linked to you as a recruiter. If a vacancy is not linked to you, it will not be visible.
You can apply a wide range of filters to find specific vacancies based on various criteria:
Status: Filter vacancies by their current status (e.g., open, closed, pending).
Position: Search for vacancies by job title or position.
Department: Narrow down vacancies by department.
Priority: Find vacancies based on their assigned priority level.
Location: Narrow down vacancies by location, etc.
Viewing vacancy details
To view the details of a specific vacancy, simply click on the desired vacancy. The vacancy hiring board will consist of the following tabs:
Pipeline tab
The Pipeline tab allows you to see all vacancy stages and the candidates linked to the vacancy itself. When you open the vacancy hiring board, all new candidates that you haven't viewed before will be highlighted with a yellow border and marked with the status "New". This makes it easy to differentiate between candidates you have already seen and new ones that have just appeared on this board.
Offers tab
In the Offers tab, you can find all offers sent to candidates for the selected position. This tab helps you keep track of the status and details of offers made.
Discussions tab
The Discussions tab allows you to leave comments related to a vacancy or a particular candidate. Important information shared in the comments can be seen by members of your recruiting team, facilitating better communication and collaboration.
Documents tab
The Documents tab is useful for storing a variety of documents related to the vacancy. These documents can be uploaded by you or your colleagues, and they are accessible from one place for those who work on this vacancy.
Promotion Tab
The Promotion tab provides tools to integrate vacancies with job sites. This feature is very useful as it saves a lot of time when managing multiple vacancies.
Reports tab
The Reports tab provides information on vacancies, including average evaluation scores of candidates, recruitment funnel details, salary information, and more. This tab is essential for analyzing and understanding recruitment performance.
Activity tab
The Activity tab provides information about all the actions taken in relation to the given vacancy. This includes a detailed log of all activities, helping you track the progress and history of the vacancy.
You can easily move candidates between Pipeline columns by dragging and dropping them.
Note: Every candidate can have a specified hiring deadline at each stage in the Pipeline. These deadlines can be set up in Settings -> Pipelines and are optional. If a candidate remains at a specific stage longer than the allowed time, they will be marked as overdue.
While you are in the vacancy hiring board, you can:
Preview your vacancy description on your career site.
Edit the vacancy details.
Add candidates or upload CVs.
Candidates
In the Candidates tab, you can find all active candidates linked to you as a recruiter.
By selecting the required candidate, in their profile, you can:
Upload and view candidate's resume
Submit an offer, or view existing offers. The system will offer you to choose one of the offers templates created in the Recruit settings.
📩 Once the candidate signs an offer, you will receive the corresponding email notification.
Schedule or view interviews - all scheduled or completed interviews will be displayed here.
Create a task for collaborators in the hiring process and assign it to the appropriate team member. The assignee will receive a notification via email to perform it.
Send an email to a candidate using the email templates created in Recruit settings.
Submit a scorecard - all collaborators in the hiring process can submit pre-created scorecards in the Recruit settings to evaluate candidates.
Send a test - send the pre-created test to the candidates.
📌 You can create tests in advance by navigating to the Recruitment - Tests section.
Upload or view documents - here you can upload or view all the documents related to the candidate.
You can view the candidate’s history to monitor all activities related to the candidate.
Leave notes about the candidates. You can also tag your colleagues from the recruitment team, so that they can see your new notes. All tagged employees will receive a notification in the system and on their email.
While in the candidate’s profile, you can:
Move a candidate to the next hiring stage
Disqualify a candidate - choose one of the pre-created disqualified reasons.
Delete a candidate
Remove from the vacancy
Assign to a vacancy
You can also hire a candidate by clicking the three dots icon at the right top side of the profile, and then you have to click the Hire as employee button.
📌 After you hire a candidate, you will be redirected to fill in the New hire form, where you can fill in all the necessary fields about the new comer.
Send GDPR request consent
Hiring plan
In the Hiring Plan tab, you can see all vacancy requests submitted by your colleagues via the Vacancy request form. All submitted vacancy requests and their statuses are displayed here. There are several statuses for the vacancy request: Pending, Open, Approved, Rejected, On hold, Withdrawn, Filled (this status is final).
If the vacancy request is approved, you can create a vacancy directly from the Hiring plan page. Choose the vacancy request, click the three dots icon and select Create a vacancy. This will open the vacancy creation page, where you can add the necessary fields and details.
Important! For a vacancy request to move to the Filled status, it is necessary to hire the required number of candidates specified in the vacancy request. For example, if the request indicates that 3 positions need to be filled, then 3 candidates must be moved to the final (hired) stage. To do this, move the candidates to a stage in the vacancies with the type Hired (these types are defined in the Pipeline section in the Recruit settings).
Tests
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 + Add test button, 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 score for it to the right of the question. When you get the result, you will know exactly which questions were answered correctly.
Additional resources