Overview of the Recruit module in the system
Updated over a week ago

Within the Recruit module, there are four main tabs: Vacancies, Candidates, Hiring Plan, and Tests. Let's begin by exploring the Vacancies tab.

Vacancies Tab:

  1. Overview:

    • Filters allow you to sort vacancies by status, name, department, location, employee, and tags.

    • Vacancies display information about vacancy name, status, location, department, active and disqualified candidates count, assigned tags, responsible hiring person, and the vacancy's open duration.

2. Adding a New Vacancy:

  • Click "Add vacancy" and proceed through the following steps:

    • Step 1 - Details: Set status, priority, criteria, salary range, tags, skills, and custom fields.

    • Step 2 - Vacancy description: Provide detailed information about the vacancy.

    • Step 3 - Pipeline: Select the previously created funnel for the vacancy. More here.

    • Step 4 - Team: Assign roles, including the person responsible for hiring, interviewers, and participants. Select the interviewer by default, it is the person who will be conducting the interview. The participant and interviewer can be the same person.

3. Integration:

  • The vacancy can be integrated with job websites if you have such integrations active (if not, you can add them in the settings).

4. Candidate management in the Pipeline's tab :

  • View assigned candidates (active and disqualified) and vacancy details via tabs.

  • Utilize the kanban board to move candidates through recruitment stages.

  • Disqualified candidates are easily accessible through the Disqualified tab.

5. Offers tab:

  • Monitor offer creation, status, and candidate acceptance in the Offers tab.

6. Documents tab:

  • Attach relevant files to the vacancy in the Documents tab.

7. Integration and Details:

  • The Integration tab displays website links and information.

  • The Details tab provides comprehensive statistics on the vacancy, participants, and creator, including funnel, sources, email data, and hiring statistics.

8. Activity:

  • The Activity tab tracks colleagues' activities and current tasks.

Candidates tab

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.

Offers tab:

The status of offers is reflected in the interface. After sending an offer, the following steps are activated:

  • The first two steps are activated when the offer is sent.

  • When the candidate opens the email containing the offer, it is marked as "Viewed".

  • Once the candidate signs the offer, all four buttons related to offer status will be highlighted in green.

Interviews tab:

Within the Interview tab, efficiently schedule interviews with candidates by following these steps:

1. Vacancy selection:

- Choose the relevant vacancy in which the candidate is currently engaged. If the candidate is involved in multiple vacancies, you can select all applicable ones.

2. Interview type:

- Specify whether the interview will be conducted in-person at the office or via phone.

3. Scheduling details:

- Set the date, time, and duration of the interview.

4. Interviewer assignment:

- Designate the interviewer who will be conducting the interview.

5. Additional details:

- Provide any necessary details or specifics about the interview in the description.

As the accounts are integrated with email, the interview offer will be automatically sent to the candidate's email. The scheduled interview will also be added to your calendar, ensuring seamless coordination and communication.

Tasks tab:

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:

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.

Scorecards tab:

The Scorecards can be filled at any stage of the vacancy, each employee who is involved in the recruitment can leave their assessment of the candidate.

Managing tests and documents:

When a test is attached to a vacancy, the process is streamlined as follows:

  • Sending Test:

    • Click the "Send test" button to promptly send the test to the candidate's email.

  • Test results:

    • Once completed, the test results are sent directly to the candidate's PeopleForce card.

    • Results are stored throughout the recruitment duration and remain in the database.

  • Additional documents:

    • In the Documents tab, upload any additional documents submitted by the candidate.

  • Candidate History:

    • Access the History section to view a comprehensive record of all actions taken, stages of recruitment, and files sent to the candidate.

Adding candidates to a vacancy:

There are multiple methods to add candidates to a vacancy, providing flexibility and convenience:

1. Upload CV:

- Click the "Add candidate" button and choose to upload a CV from your computer.

- The system automatically extracts relevant information from the CV, including references, name, contact details, skills, gender, birth year, and desired salary.

2. Manual addition:

- Manually add a candidate if they have directly contacted you.

3. PeopleForce Prospector plugin:

- Install the PeopleForce Prospector plugin for Chrome.

- Use it to add candidates from LinkedIn, job websites, and other sources.

- The plugin parses candidate information, allowing seamless addition to the desired vacancy with automatic information filling.

Managing candidates

Navigate to the Candidates tab, the second section in your workspace, to efficiently locate the desired candidate. Utilize the provided filters for a tailored search:

  • Filter Options:

    • Last name, email, skills, experience, desired position, source, tags, salary, and the individual who added the candidate.

    • Additional filters include the specific vacancy the candidate participated in and the time when the candidate was added.

Customizable Filters: These filters are versatile and can be combined to refine your search, ensuring you find the candidates that match your criteria effectively. This feature streamlines the process of managing and accessing candidate information in a way that best suits your recruitment needs.

Recently contacted column: The "Recently contacted" column conveniently displays the date of the candidate's last interaction. This can include various actions:

1. Sending a letter:

- The date of the most recent communication via email.

2. Sending an offer:

- Indicates when the candidate was last sent a job offer.

3. Interview:

- Displays the date of the candidate's most recent interview.

4. Manual edit:

- If the "Recently contacted" field is manually updated by a user, it reflects the date of this manual edit.

This column provides a quick reference point for tracking recent engagements with candidates, offering valuable insights into the communication history and facilitating effective candidate management.

Hiring plan tab:

Moving on to the Hiring Plan tab, this section is populated with requests for vacancies initiated by your colleagues through the Form functionality. Each job application and its respective status are listed here. The application statuses include Pending, Open, Approved, Rejected, Withdrawn, and Filled, with the latter being the final status.

Here's how to navigate and utilize this tab effectively:

  1. Statuses Overview:

    • Pending: Awaiting review or approval.

    • Open: Currently in the review and consideration phase.

    • Approved: Application has received approval.

    • Rejected: Application has been declined.

    • Withdrawn: Applicant has withdrawn their application.

    • Filled: Final status indicating that the required number of candidates for the vacancy have been hired.

For the vacancy request to reach the Filled status, it's vital to hire the specified number of candidates mentioned when submitting the request. This involves advancing them through the stages labeled as "Hired" in the vacancies section, as defined in the "Pipeline" settings of your account. Simply put, successfully moving candidates to the designated "Hired" stage ensures the fulfillment of the vacancy request.

Tests tab:

The final tab is the "Tests" tab, where you can craft assessments for candidates in the hiring process. To create a test, click on "Add test" in the upper right corner. Provide a name, description, and, if necessary, set a time limit.

You can select different test types, such as a one-answer choice, a yes/no response, or a text box where candidates can write code, creative assignments, or content.

For a one-answer choice, create all possible answers, pose the question, and assign a grade to each correct answer. This way, when you review the results, you'll easily identify the questions answered correctly. It's a straightforward way to evaluate candidates during the hiring process.

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