Configuring the Recruitment App

Configuring the Recruitment App

Before using the recruitment app for the first time, settings should be configured to ensure the best set up to work in line with our business.

The only difference between manager and officer in terms of authorization in the Recruitment application is that the manager can access the settings menu under configuration and determine the general settings of the application. All other authorizations are also available in each role.

Navigate to the Recruitment dashboard by clicking on the Recruitment App located in the HR Cloud App drawer.

Click the Configuration Menu to begin configuring. Let’s begin with settings.

The settings screen has two options.

Online posting: allows for publishing job advertisements on the website.

Interview Forms: Checking this option allows us to use interview forms tailored to each job position during the recruitment process. A different forms can be selected for each separate job.

To be able to see this option, the Survey App must be installed.

If we click on the Interview forms button here, it will take us to the surveys app where we can either create new surveys or edit existing ones.

When Interview Forms option is enabled, Interview Form field is added on Job Positions. And the Interview Form created through this field can be selected.

In the ‘Configuration’ menu, click on ‘Stages’ to go to the stages dashboard. The stages created and set up here make up the steps taken throughout the recruitment process.

Click ‘New’

And name the new stage. This is a compulsory field.

Sequence: Determines the placement of the Stage on the Kanban view.

Job Specific: this is a multi-selection field which allows for the stage to be specific to the jobs selected here.

Excluded Jobs: this field makes it easy to exclude one or two jobs rather than including all but one.

Folded In Recruitment Pipe: The stage will be folded by default in the Kanban view, with or without record.

Automated Email: select or create and edit the automated email to be sent to applicants who make it to this stage.

Quiz Survey: send quizzes to be completed at each stage if you will. If this stage requires a quiz to be sent to the applicant, this is the field to select and set.

Applicant Hired: as evident by the name, select this field if the applicant is now hired. This stage should be checked for a stage that will be marked as the last stage of recruitment. This marks the end of the recruitment process.

Requirements: List all the requirements for the job position here.

Moving down in the Configuration Menu list, we have Tags.

Tags are used mainly for filtering purposes. Create as many tags as necessary and then select from the list of tags when creating the job listing.

To create a tag, just click the ‘New’ button in the dashboard. The name field is mandatory then click save.

Next on the configuration menu list is ‘Degrees’. The same way the tags are created, add the name for the degree, and select the sequence for it to appear in the list and click Save.

Sequence : Determine the positioning of the level of drop down list where visible such as Application form.

Next is the Sources of Applicants: this is a list of media and sources where the applicants have applied through. These sources are created here and are visible in the applicants section of the Job Position screen.

By adding Source-specific URLs to job postings, it allows applications to be tracked on a channel basis.

The following menu item is ‘Departments’: this menu item refers to the department within the company in which the job position to be created belongs to.

All previously created departments will be listed in the department list. Click ‘New’ to create a new department. The Department Name is compulsory as always. Select the Manager for the department from the drop down list or create a new one. Parent Department: enter a parent department here if need be.

Select Job positions from the configuration menu and it will take us to the job listing where we can see all the jobs that have been created previously.

Click the ‘New’ button.

The New Job Position screen shows everything related to the job position, such as applications, employees, documents, and trackers, in the form of smart buttons at the top of the screen. After the job position is created, each application for this position is placed in smart buttons as a related record. For example, CVs, applications, employees hired from this position are listed when the relevant smart button is clicked.

Write a name for the new job position. This field is mandatory.

Select the department in which the new job position belongs. The departments entered in the Configuration à Departments menu are visible here. There is also an option to create and edit a new department here.

The following headings reside in the Recruitment section to fill in the required details regarding the job:

Interview Form: Select an interview form to be completed by the applicants for this job.

Job Location: This field lists all company contact cards which is created in the database. When one of them is selected, the address of that company is written in the job location field.

Email alias: With the emails sent to this address, applications for the Job Position are created. The Subject of the email is positioned in the Application name. Attachments in the email are added to Documents. The email address of the sender is set as Applicant's email.

Recruitment responsible: The person responsible for the hiring process of this job.

Expected new employees: The number of people to be hired for this position.

Under the Offer heading is;

HR Responsible: this is the HR person who is responsible for validating the employee contracts.

Employee Request Employees can also request an extra employee to be hires for their department. However, if their own job position is lower than that of a manager, they may need manager approval for their request. So therefore, when a job position is being created, the employee request authorization is also determined by this setting.

Employee requests can require approval from either HR, or both HR and Manager, depending on the job position of the requesting employee.

HR Approval Only: Users can directly approve employee requests created by themselves or their subordinates and forward them to the HR department. This setting more suited for request made by managerial positions.

Manager and HR Approval: When users create an employee request, they need manager approval, and then HR approval.

Write details for the Job Description in the designated area at the bottom.

Save the newly created job position.

Then click on the world icon within the smart buttons to navigate to the website and publish your job position on the website.