Recruitment

Applicant

Applicants are the resources that HR can select for the job opening. User can manage Applicants from Payroll>>Setup>> Recruitment

User should be able to add, edit and delete candidates depending on his permissions.

On candidate deletion, all related data should be deleted (Offer sent, interview, interview results and activities).

Job Offer Types

User can upload multiple job offer templates for different types of employees where the Job offer issued to the candidate will be dependent on the Job offer type selected.

Hiring Request

Authorized user should be able to create new hiring request that trigger an approval workflow.

In case no workflow attached an alert message should be displayed informing the user about the missing workflow.

User can view list of recruitment requests based on record permissions ESS >> Recruitment Requests.

From Recruitment requests list, user can press add to open new recruitment request form.

After submitting the request, a new task will be created assigned to the employee configured in the workflow setup. A notification should inform the employee that a new task is waiting his approval.

Assigned employee can go to ESS>> Recruitment Tasks and open the pending recruitment task for approval.

Approver should be able to view the request as read only.

Once approved, a new job opening to be created.

Employee can move directly from recruitment task to job opening form to update missing fields (Min Salary, max Salary, position etc.).

Move to job opening button should appear after approval, otherwise it should be hidden.

If position is not available I the request, HR has to create the requested position then add it to the job opening.

Adding Candidate to Job

Authorized user can add candidate to job from 2 places, candidate form and Job Opening form.

• Candidate

To add candidate to job, go to candidate view or edit form and press on “Add to Job” to open a pop-up screen showing list of opened jobs where user can select from.

Once user select the appropriate job to attach, pop-up screen will be closed, and the candidate status will be changes to “filtered”.

Candidate tab should view 2 tabs: Details, Jobs

Details view the candidate details while job list the jobs assigned to the candidate with the status.

• Job Opening

Authorized user can add candidate to job from Job opening screen.

To add a new candidate, press on add candidate to open a pop-up with search viewing list of candidates that has not applied to the current job then select. Once candidate is selected, it will be displayed in the candidates table with the status as “Short Listed”

To view list of candidates attached to a job, user should select the candidates tab.

The table view list of candidates related to the job opening.

When user click on the candidate’s name, he will be redirected to candidate details page.

When user click on activities link, a page will open to display list of all activities related to the selected candidate categorized by job opening.

If send Apology email is ON, an apology email will be sent to the candidate when status changes to Dropped,

User can change the candidate status by selecting from drop down list (Shortlisted, dropped, Interview, offered, hired).

User can click the activity record to view the activity details as read only.

Review Criteria Setup

When creating an interview activity, list of review criteria will be displayed where the interviewer submits a value on each one then the system calculates the average based on the criteria configured weight to get the final result.

First, interview criteria should be configured via company lookups then each item will be mapped to a position. According to the requested position evaluation criteria items will be displayed in the interview activity.

If the requested position does not have mapped evaluation criteria, then the activity will not show any item.   

Users can add criteria and mapped to a specific position and using them to get the score for each applicant.

• Interview Criteria

Users should add criteria before mapping to the positions.

To add a new criterion, users should go to Setup>> Company Lookup >> select “Interview Criteria”.

• Position Criteria Mapping

Each position should have a list of predefined criteria with weights that appear on the interview screen where the interviewer can apply his evaluation.  

Users can manage Position Criteria Setup from Payroll>> Recruitment Setup>> Position Criteria Setup

If the user wants to map criteria to a position, he should press the add button and fill this form.

The summation of the weights must be equal to 100%.

If the user wants to add a default criteria profile, he should select the first option “Default” in the positions then add the profile.

After setting the position criteria they will appear on the activity interviewer based on the applicant job, then the interviewer can set his evaluation and the score calculated based on that evaluation.

Interview Rating

User can manage Interview Rating from Payroll >> Recruitment Setup>> Interview Rating

Interview rating can be selected to set the evaluation of an activity as mentioned below:

• Interview Score

When the user adds a new activity and the position of the job is mapped to the group of criteria, the application will show a table contains the criteria mapped to the position and the weights, and the ratings.

If the position of the job is not mapped, the application will show the default profile if he adds it.

Finally, it calculates the score of the interview.

• Workflow Setup

Before starting with the workflow process, setup should be applied. To configure the hiring request workflow, user should go to Organization>> Company>> Workflow Setup and then create a new record of type “Recruitment” and apply the approvers.

The “Level” Column can mention the approvers’ level (parallel, series).

Attaching Workflow

To attaching the created workflow with the recruitment process, go to configuration >> workflow mappings then assigned the required workflow instance to “RecruitmentRequestWorkflow”.

Job Offer

After interviewing the candidates and selecting the appropriate one, HR or the responsible employee can prepare and send offer to the candidate for approval.

Go to payroll>> Recruitment>> Job Offers to open a list of sent offers.

User can edit delete and submit an offer based on his authorization. To add a new offer press on “+” button or “Add Offer” to open the new offer form:

Allowances can also be added to the job offer under the Allowances Table.

User can press “save” to save the offer or press “Save and Send” to save with sending the candidate an email with the offer for his approval. The job offer sent to the candidate is based on the selected Job Offer type, different types may have different job offer templates.

User can print the job offer after saving it.

The job offer template saves in the “Custom Reports” folder and its name is “joboffer.repx”

If the candidate reject the proposed job offer, the system save the rejected version and user can create a new offer and also can go through the approval process again.

Once the candidate reply, HR can change status of the offer selecting from list of options:

1. Send: offer sent and waiting approval.
2. Approved: offer approved.
3. Rejected: offer rejected.

Same offer cannot be sent twice for the same candidate.

• Applicant Hiring Wizard

After approving the job offer by the candidate, HR or the responsible employee can proceed with the Hiring wizard

Go to payroll>> Applicants >> “Choose the applicant” >> “Press on the Hire button on the top of the form”.

User must fill the required fields to hire the applicant.

If HR wants to cancel the hiring, he should return to the first page and press the “Cancel” button.