Refer to this article if your version is below 7.4.1

Once an organization posts a job, applicants start applying for the job post through the Job portal. Upon applying, the candidate has to fill in the information required from the hiring manager for the posted vacancy. The system creates a profile for each applicant based on the data gathered for that applicant. The following steps need to be followed to create a candidate profile, Go to Recruitment -> Candidates 

Step 1 - To view a Candidate Profile, either

• Click the candidate in the candidate list
• Click on the candidate’s avatar/profile picture.

Candidate Details 

The section below shows the information gathered from the candidate’s application form. There are three sections in the candidate profile,

• Details
• Resume
• Notes 

Update candidate info

By going to the candidate's profile and clicking the "Current Stage", the Admin user can change the candidate's stage. 

Once you change the status to 'Hired', by clicking the "Add as Employee" the admin user can add the candidate as an employee through by going though the add employee wizard (If enabled)

When adding the candidate to the employee database, the system will automatically connect the basic information from the candidate profile to the employee profile. Additionally, you have the option to modify the information within the dialogue box.

 

If the candidate has not performed satisfactorily in their current role but shows potential for a different position, the HR admin user has the ability to assign the candidate to a different vacancy.

When the Vacancy drop-down is clicked and a different vacancy is selected, the candidate's previous scores attained in the candidate history section will be captured by clicking the dropdown as shown in the figure below. 

 

This latest development phase introduces a robust job offer feature that empowers users to efficiently capture, utilize, and track job offer details. With customizable options, document template integration, automated data population, and auditing capabilities, our system offers a seamless and transparent job offer process.

Here,  you can easily select the stage using the dropdown available for each candidate. Once you select the stage as a Job Offer you will get this screen where you can easily capture the job offer details.

 

The Candidate profile provides a consolidated report of the candidate and the recruitment process. Upon clicking the icon, the user can download the candidate's application form. 

Candidate Profile Picture

If you wish to change the employee's profile picture now you can easily change it in the candidate profile screen by clicking the edit option available beside the profile picture. The Candidate Profile Image can be modified by the Hiring Manager or Admin.

 

Candidate Resume 

If the particular candidate’s resume is available, it is shown below once the user clicks the "Resume" section

 

 Upon clicking the "Replace Resume" icon, the user can Replace a new resume if needed. 

You can now see the resume and the resume notes section side-by-side on this screen y clicking the Add Notes in the resume section.

Candidate Notes

Any notes added to the candidate’s profile can be added separately for each stage of the process. The candidate notes can be added from the resume sections by clicking the "Add Note" icon (See the Figure below). 

All the candidate general notes, and hiring workflow stage notes are tracked under the candidate note section.

 

Candidate Attachements

Any attachments sent to the candidate can be viewed here in the attachment section. You can also download the attachment or send the attachment as an email by the available options

Email History

In this tab, we can view the emails that have been sent to the candidate by the system. You can view the sent email by clicking the eye icon available. 

Create Documents

Within the 'Create Documents' tab, we have the capability to generate candidate-specific documents based on their current stage. As the candidate progresses through different stages, relevant documents will be accessible in the 'Create Documents' tab. For instance, if the candidate advances to the Job Offer stage, a job offer letter will be automatically generated and made available within the 'Create Documents' tab.

By selecting the preview option, we can review the document, and if necessary, make modifications to its content.

This is the final document after the changes are done.

After choosing the "Send E-signature Request" option, the user has the flexibility to pick extra recipients. Additionally, any necessary modifications to the email can be made in the pop-up window below before it is sent to the candidate.

Once done, click the "Send E-signature Request"

All the sent emails can be tracked under the "Email History" section. 

 

Candidate can open that email and add his E-signature to accept the job offer.

Audit Logs

For each candidate, Audit Logs can be viewed. The Audit Log contains information on the changes done to the Candidate within the system.

Audit Logs can be accessed when the user clicks on the "View Audit Logs" button below the "Candidate History" section. 

Audit Logs are displayed as follows.