HR platform: Using the recruitment module to manage your organisations open roles

Overview

A recruitment module helps companies organise candidates for hiring and recruitment purposes. These systems allow businesses to collect information, organise prospects based on experience and skill set, and filter applicants. There are many benefits of using such a module, and you can expect to see metrics like time, cost, and candidate quality improve.

The Recruitment Management feature allows you to post job openings out and manage the applicants that applied to a job posting. The feature also allows you to add collaborators to a specific hiring stage, designate a hiring manager who can manage the entire hiring process and comment on an applicant's progress, meaning you can keep your hiring notes in one place.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting Started

The below premises will walk you through how to add a new role, manually enter a candiates information, how to set up your hiring manages and where you can enter any required comments

Add a new role
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the   Add New Role button.
    Role_1.jpg
  4. Complete the following fields:
    • Role title.
    • Team.
    • Industry.
    • Country.
    • City.
    • Remote job:
      • Yes.
      • No.
    • Job Type:
      • Permanent.
      • Contract.
      • Casual/Temporary.
    • Employee Working Hours:
      • Full-time.
      • Part-time.
    • Experience:
      • Entry level.
      • Internship.
      • Associate.
      • Mid-level senior.
      • Director.
      • Executive.
    • Pay rate.
    • Hide Salary
    • Job description.
    • Recruitment email.
  5. Click the Save button.
    Role_2.jpg
  6. Select the required Job Board.
  7. Click the Continue button.
    Role_3.jpg
  8. Complete any requested job board posting details.
  9. Click the Publish button.
    Role_4.jpg
  10. Click the Got It button.
    Role_5.jpg
Add a new candidate manually
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the role that needs a candidate manually added.
    Role_6.jpg
  4. Click the   New Candidate button.
    Role_7.jpg
  5. Complete the following fields:
    • Email.
    • First name.
    • Last name.
    • Phone number.
    • Attachments
  6. Click the Create button.
    Role_8.jpg
Add a comment
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the role that needs a comment added.
    Role_6.jpg
  4. Write the required comment and click the   button.
    Role_9.jpg
Add a hiring manager
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Hiring Managers tab.
  6. Enter the name of the hiring manager into the Hiring Manager field.
  7. Click the Save button.
    Role_11.jpg
Add a collaborator
  1. Click the   Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Collaborators tab.
  6. Enter the name of the collaborators into the Collaborator fields.
  7. Click the Save button.
    Role_12.jpg

Maintain

The below premises will walk you through how to manage an open new role, update a candiates information, how to add additional hiring manages and what stage you can onboard a new candidate into your Employment Hero platform.

Filter the roles shown
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. You can refine the displayed roles by either:
    • Using the following filters to change the displayed roles:
      • Status.
      • Teams.
      • Country.
    •  Using the Seach field to find a specific role. 
    Role_33.jpg
View the job board integration status
  1. Click the Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Job Boards tab.

    Helpful Hint

    You will now see the job boards you have posted the job on, the status of the posting, and how many candidates have applied for the opening. You can also hover over the   to see if any error messages have triggered.

    Role_13.jpg
Move a candidate to the next stage

Helpful Hint

You can also search for a candidate via the Candidate page. To read further details on this feature, refer to the following article.

  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the role that needs a candidate moved to the next stage.
    Role_6.jpg
  4. Click the Move To   button.
  5. Click on the stage where you need to move your candidate.
    Role_14.jpg
  6. Click the Continue button.
    Role_15.jpg
Onboard a candidate

Important

You can only onboard a candidate once you have moved them to the hired stage.

  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the role that needs a candidate onboarded.
    Role_6.jpg
  4. Click the Onboard button.

    Helpful Hint

    Once you click the Onboard button, the platform will re-direct you to the Employee Onboarding feature. To read further information on this feature, refer to the following article.

    Role_16.jpg
Close a role
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Close this Role button.
    Role_17.jpg
  5. Click the Confirm button.
    Role_18.jpg
Reopen a role
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Reopen Role button.
    Role_31.jpg
  5. Click the Confirm button.
    Role_32.jpg
Update the hiring process

Important

You can only update the hiring process if all your candiates are on the new stage.

  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Hiring Process tab.
  6. Select the required hiring process from the Select Hiring Process drop-down.
  7. Click the Save button.
    Role_19.jpg
Copy a role

Helpful Hint

This feature will copy both the job details and the hiring process.

  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Copy Role button.
    Role_29.jpg
  5. Click the Copy button.
    Role_30.jpg
Edit a comment
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the role that needs a comment edited.
    Role_6.jpg
  4. Click the   button.
  5. Click the   Edit button.
    Role_20.jpg
  6. Make the required changes and click the Save button.
    Role_21.jpg
Edit job details

Warning

The system will not automatically repost any details you make to your job ad within the HR Platform to your chosen job board. So, after making any updates within the HR platform to a job ad, you must manually repost these updates out to your chosen job board provider. To see the details on whether reposting your job ad will incur a fee from your job board provider, refer to the following article.

  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Role Details tab.
  6. Make the required changes and click the Update button.
    Role_22.jpg
Edit candidate information
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the role that needs candidate information edited.
    Role_6.jpg
  4. Click the   button.
    Role_23.jpg
  5. Make the required changes and click the Save button.
    Role_24.jpg
Delete a comment
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the role that needs a comment deleted.
    Role_6.jpg
  4. Click the   button.
  5. Click the   Delete button. 
    Role_25.jpg
  6. Click the Delete button.
    Role_26.jpg
Delete a hiring manager
  1. Click the   Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Hiring Managers tab.
  6. Click the   button.
  7. Click the Save button.
    Role_11.jpg
Delete a collaborator
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the   button.
  4. Click the Edit Role Details button.
    Role_10.jpg
  5. Click the Collaborators tab.
  6. Click the   button.
  7. Click the Save button.
    Role_12.jpg
Delete a job
  1. Click the  Recruitment menu.
  2. Click the Roles tab.
  3. Click the Delete this Role button.
    Role_27.jpg
  4. Click the Delete button.
    Role_28.jpg

Further information

Information imported from a job application
Information. Notes.
Name.  
Email.  
Phone number.  
Attachment. If the attachment is being pulled from a job board application, then there is no limit. However, for a manually added candidate, there is a limit of 3 files.
How do I get the most out of this feature?
  • Filters are pre set to show active roles in all teams and countries. Simply click a filter to change your results.
  • Once you use a role or country within a role, it will appear within the relevant filter.
  • You can search for a role using the Search field.
  • You can sort roles by role title or creation date using the   on the table header.
  • You can see all the candidates within a role by clicking the Role title.
  • To view more options, select the   button next to the roll of your choice.
  • The Role Overview page shows the latest status changes made to a role, such as the creator, close date and who reopened the role and when.
  • The Edit Role feature allows you to update the job details, change the hiring process, add hiring managers and/or collaborators, edit and/or repost a role or post a role to a job board.
  • The Close Role feature allows you to end a role and updates the Role Overview page.
  • The Copy Role feature allows you to copy the job details and hiring process of a current role.
  • The Delete Role removes a role completely from the Recruitment Module.

Author recommended

So you have now used the recruitment module to manage your open roles and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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