HRM - Applicant Tracking

Modified on Thu, 24 Aug, 2023 at 2:24 AM

FORWARD TO HIRING MANAGEMENT

You can forward the applicants to Hiring Management from the Applicant Tracking home page.

When you forward an applicant to Hiring Management, the system displays a Flag symbol corresponding to the forwarded applicant for the selected Hiring Manager’s login.

Tip to forward an applicant to Hiring Management:

To forward an applicant from Applicant Tracking to Hiring Management, perform the following steps:

Go to HRM – Applicant Tracking Homepage – Here select an applicant record and click on Forward to Hiring Management link. The system prompts you for confirmation. Click “OK” to forward the applicant to Hiring Management.

Before clicking the Forward to Hiring Management link, make sure that you have selected the Hiring Manager from the Select Hiring Manager drop down list available at the top right corner of the screen.
The system refreshes and displays the applicant record in the HRM – Hiring Management section with a Flag symbol for the selected hiring manager’s login.

Note:

All the applicants forwarded from Applicant Tracking to Hiring Management will be displayed as Present Employee under Type column in the Hiring – Management home page.
All the candidates forwarded from CRM – Closing Placement process will be displayed as Independent Consultant under Type column in the HRM – Hiring Management home page.

You can remove Applicant records temporarily or permanently from your existing active record list. The records removed from Applicant Tracking screen are available in View Archive of Applicant Tracking screen.

I. ARCHIVE AN APPLICANT

Select the applicant record that you want to archive and click on the “Archive” link. Result: You are prompted to respond to an alert message as shown below:

I. If the applicant that you intend to archive is connected to other roles/functions such as CRM Contact Record, CRM Candidate Record and Address Book Record, then the above screen will be displayed.

If you select the “CRM Contact Record” check box option and click on the “Archive” button. Result: The screen refreshes by archiving the CRM Contact Record along with the Applicant Record and displays the record(s) in the View Archive screens of Contacts and Applicant Tracking respectively.
If you select the “CRM Candidate Record” check box option and click on the “Archive” button. Result: The screen refreshes by archiving the CRM Candidate Record along with the Applicant Record and displays the record(s) in the View Archive screens of Candidates and Applicant Tracking respectively.
If you select the “Address Book Record” check box option and click on the “Archive” button. Result: The screen refreshes by archiving the Address Book Record along with the Applicant Record and displays the record(s) in the View Archive screens of Collaboration->Address Book and Applicant Tracking respectively.

II. If the applicant that you intend to archive has no connection with other roles/functions such as CRM Contact Record, CRM Candidate Record and Address Book Record, then you will be prompted with a pop up to archive or cancel.

Click on the “Archive” button to archive the selected applicant. Result: The screen refreshes by archiving the selected applicant to Applicant’s View Archive page.
Click on the “Cancel” button to cancel and return to Applicant Tracking home page.

Note 1: Only current owner of the record can archive the record.

Note 2: The alert message will display only those check box options to which the Applicant is connected to.

II. MAKE AVAILABLE AN APPLICANT

Select the applicant record that you want to make available and click on the “Make Available” link. Result: You are prompted to respond to an alert message as shown below:

I. If the applicant that you intend to make available is connected to other roles/functions such as CRM Contact Record, CRM Candidate Record and Address Book Record, then the above screen will be displayed.

If you select the “CRM Contact Record” check box option and click on the “Available” button. Result: The screen refreshes by making available the CRM Contact Record along with the Applicant Record and displays the record(s) in the home pages of Contacts and Applicant Tracking respectively.
If you select the “CRM Candidate Record” check box option and click on the “Available” button. Result: The screen refreshes by making available the CRM Candidate Record along with the Applicant Record and displays the record(s) in the home pages of Candidates and Applicant Tracking respectively.
If you select the “Address Book Record” check box option and click on the “Available” button. Result: The screen refreshes by making available the Address Book Record along with the Applicant Record and displays the record(s) in the home pages of Collaboration->Address Book and Applicant Tracking respectively.

II. If the applicant that you intend to make available has no connection with other roles/functions such as CRM Contact Record, CRM Candidate Record and Address Book Record, then a pop-up screen will prompt you to make the record available or cancel:

Click on the “Available” button to make available the selected applicant. Result: The screen refreshes by making available the selected applicant to Applicant’s home page.
Click on the “Cancel” button to cancel and return to Applicant’s View Archive page.

III. DELETE AN APPLICANT

Select the applicant record that you want to delete and click on the “Delete” link. Result: You are prompted to respond to an alert message as shown below:

I. If the applicant that you intend to delete is connected to other roles/functions such as CRM Contact Record, CRM Candidate Record and Address Book Record, then the above screen will be displayed.

If you select the “CRM Contact Record” check box option and click on the “Delete” button. Result: The screen refreshes by deleting the CRM Contact Record along with the Applicant Record permanently from the database.
If you select the “CRM Candidate Record” check box option and click on the “Delete” button. Result: The screen refreshes by deleting the CRM Candidate Record along with the Applicant Record permanently from the database.
If you select the “Address Book Record” check box option and click on the “Delete” button. Result: The screen refreshes by deleting the Address Book Record along with the Applicant Record permanently from the database.

II. If the applicant that you intend to delete has no connection with other roles/functions such as CRM Contact Record, CRM Candidate Record and Address Book Record, then you will be prompted with a pop up that will ask you to Delete or Cancel:

Click on the “Delete” link to delete the selected applicant. Result: The screen refreshes by deleting the selected applicant permanently from the database.
Click on the “Cancel” link to cancel and return to Applicants View Archive page. You can add the selected applicants to CRM to make them available for marketing activities like eCampaigns, Job Orders and Job postings.

IV. Add Applicants To CRM:

1. Select the required applicant(s) and click on Add to CRM link available in the Applicant Tracking home page. The system refreshes by adding the applicants to CRM – Candidates. The status of these candidates in the Applicant Tracking home page will be displayed as CRM under Stages column.

Note: You can select multiple applicants for adding them to CRM.

V. Create User Accounts

You can create user accounts for the applicants from the Applicant Tracking Home Page.

To create a user account for an applicant, do the following:

Select the applicant record for whom you want to create an account and click on Create User link. The system refreshes and displays the applicant record in the Admin – User Management – Consultants – New Consultants section for the creation of account.
Here, click on the Create Account link available corresponding to the applicant record. The system refreshes and displays the screen to specify the Username, Password and Confirm Password. Enter the required information in the fields provided and click on Create Account link. The system refreshes by creating a user account for the applicant and an email is sent to the applicant with the user credentials.
You can view the created user details in the Admin – User Management – Consultants home page.

VI. Import Using Resumes in Zip Files

AkkenCloud Staffing provides an excellent option of importing applicant resumes, in bulk, process and add as your applicants. The bulk uploading is usually done using zip files by adding the required resumes, in the zip file.

At a minimum, you need a zip file consisting of resumes of the required applicants to import profiles in bulk. This zip file is processed to grab the details of the applicants.

To import applicant profiles through uploading resume in zip file:

Click on the “Import” link on Applicant Tracking Home page. Result: The Import pop up window is displayed.

The Import pop up window has two radio buttons. Select the second radio button; I would like to Import Resume(s), for importing applicants through uploading resumes. Result: The pop-up window refreshes, with two more processing options to choose.

VII. Importing Using CSV Files

1. You can use CSV file into the comma separated value format. Use this comma separated value format for importing the data.

2. Convert the excel file into the comma separated value format. Use this comma separated value format for importing the data.

3. Click on the “Import” link from Applicant Tracking Home page. Result: The Import pop up window is displayed.

a. On the import pop up window, select the “I would like to import CSV file” radio button, to start the import process using CSV file.

b. Click on the “Browse” button and locate the CSV file you want to import from your computer.

c. Click on the “Import” link to continue. Result: The Import pop up window refreshes by displaying the mapping screen.

d. Click on the “Close” link to close the window.

VIII. Export Applicant Details

IX. Activities Tab

The activities tab, as the name implies, allows you to organize certain activities with the selected applicants. To assign activities to an applicant, double click on the required applicant, from the Applicant Tracking Home page. Result: The Applicant Tracking screen refreshes by displaying the Edit Applicant screen, with four tabs. Clicking on the activities tab refreshes the screen by displaying Applicant Activities screen.

The Applicant Activities screen displays the communication and activities history items with the selected applicant.

You can add and edit events, documents, tasks, appointments and send mails to selected applicants from the Applicant activities window.

X. Edit Applicant Record

You can do the modifications of the applicant details.

1. Double click on the required applicant, from the Applicant Tracking Home page. Result: The Applicant Tracking screen refreshes by displaying the Edit Applicant Tracking screen.

2. The edit screen has 4 tabs: Profile Data, HR Data, Resume and Activities.

3. You can do the modifications in Profile data tab and HR Data tab screens.

4. After all the modifications are done, you can view the consolidated effect of the modifications, by clicking on the Resume tab.

5. Click on the “Update Applicant” link in the Resume tab window to save the changes.

6. Click on the “Close” link to cancel and return to home page.

Updates to HRM > Profile Data > Contact Info Tab

In the above screen, the Job(s) Applied To field displays the Job Titles for which the candidates have applied, as a list as shown in the above screen.
Added a new link called “Submit” next to each Job Title in brackets, if the candidate does not exist in CRM.
Clicking on Submit link creates a new Candidate in CRM and submits the candidate to the Job Order. The system displays a link to View Submission Info link next to the submitted Job Order as shown in the above screen.
Clicking on the View Submission Info link in the above screen launches a Submission Details screen as shown below:
Click on the Close link to close the Submission Information screen.

XI. Adding New Applicant Through Uploading Resumes

AkkenCloud Staffing provides an excellent option of uploading applicant resumes, to enhance user convenience. Using this option, you can upload the resumes in bulk, process and add as your applicants. The bulk uploading is usually done using zip files by adding the required resumes, in the zip file. At a minimum, you need a zip file consisting of resumes of the required applicants to create profiles in bulk. This zip file is processed to grab the details of the applicants.

To create applicant profiles through uploading resume:

Click on the “New” link on Applicant Tracking Home page.

The New pop up window has two radio buttons. Select the second radio button; I would like to upload resume(s) to create profiles, for adding new applicants through uploading resumes. Result: The pop-up window refreshes, with two more processing options to choose.

SELECTING PROCESSING OPTIONS:

OPTION 1: CHOOSING “SELECT THIS OPTION TO REVIEW THE RESULTS OF THE RESUME(S) PROCESSED AND CREATE PROFILES ONE AT A TIME” RADIO BUTTON, PROCESSES THE UPLOADED RESUMES OF THE APPLICANTS INCLUDED IN A ZIP FILE AND DISPLAYS THE RESULTS SO THAT YOU CAN MANUALLY CHECK EACH PROFILE AND ADD IT TO YOUR RECORDS. BY DEFAULT, THIS OPTION IS SELECTED.
OPTION 2: ELSE CHOOSING THE SECOND RADIO BUTTON, WHICH IS OTHER THAN THE DEFAULT ONE, PROCESSES THE UPLOADED RESUMES OF THE APPLICANTS INCLUDED IN A ZIP FILE AND AUTOMATICALLY CREATES AND ADDS THE RESUME PROFILES OF THE APPLICANTS TO YOUR ACTIVE RECORDS LIST. SELECTING THIS OPTION DOES NOT SHOW THE PROCESSING RESULTS TO BE MANUALLY CHECKED BY YOU.

1. Click on the “Browse” button and find the zip file located on your computer.

2. Click on the “Process” link. The processing is done according to the option you have selected. Selecting option 2 and clicking on the “Process” link processes the profiles and you are directly prompted to the status. You can check the added profiles in the Applicant Tracking home page.

3. Clicking on the “Process” link by selecting the option 1, processes the resumes from the zip file to grab each profile details, one at a time. The New pop up window refreshes and displays the Processing window to process the resumes included in the zip file.

4. It may take few minutes to process the resumes in the Processing window. The Processing window refreshes and displays “Profiles window” when the processing is finished, as follows:

Profiles window

The Profiles window displays the list of applicants grabbed from the zip file.

1. The details of each profile are displayed in the respective columns of Profiles window, grabbed from the resumes.

2. Highlight any applicant record and double click on it to view or check the details of the applicant. Result: The Add Applicant pop up window with 3 tabs: Profile Data, HR Data and Resume is displayed. You can verify and modify the resume of the applicant, in the different tabs and click on the “Add Applicant” link on the Resume tab screen, to add the applicant in Applicant Tracking home page. Click on the “Close” link on Resume tab screen to close the Add Applicant pop up window.

3. You can also select the required applicant profiles from the profiles window, by checking the check boxes adjacent to the applicant profiles and click on the “Add” link to add in Applicant Tracking home page. Result: The Profiles window refreshes by adding the selected applicant records to your active list.

4. Once you are finished adding the profiles, click on the “Close” link to close the profiles window.