System Setup - Step #6: Processing Applicants

Processing and evaluating applicants is at the core of what this system can help you do. To process and evaluate applicants, you'll be working in the Applicant File.

An Applicant File is created when someone applies to a specific job you have posted. All of the applicants that apply to a specific job will be automatically grouped together in the system (that way, you'll be evaluating applicants as they compare to each other for a specific job).

To get to a specific applicant or evaluate a queue of applicants for a specific job, you will go to My Positions. From there, you can click on the Position you want to work with. Once you click on that Position, you will see all of the applicants that applied to that job.

Applicants that you have not yet opened will appear in your hyperlink color and underlined. Applicants that you have opened will appear in standard black font.

So, you can click on the name of the applicant that you want to evaluate and process and by clicking on his/her name, you are now in that specific Applicant File.

The applicant file is divided into three main areas:

1. Applicant Contact Information and Summary
2. Application Answers and Input
3. Applicant Processing Options

1. Applicant Contact Information & Summary

The top portion of each applicant file is the information about that applicant such as contact information (email address, address, etc.); the job they applied to; the application date; the applicant's current status and the applicant scores.

The bottom half of the Applicant File is divided into two sections - answers and input the applicant provided and applicant processing options.

2. Application Answers and Input

The top half of this section is all of the applicant's answers and input that your open position requested.

Examples include answers to the Yes/No questions asked (Hard Skills and/or Soft Skills); answers to Virtual interview questions; career history information; and resume. You can click through each of these tabs and the system will display the relevant content provided by the applicant.

3. Applicant Processing Options

The bottom half of this section contains all of the options you have to process and communicate with the applicant.

The standard processing options include:

• Acknowledge: an email goes to the applicant letting her/him know that you are evaluating the applicant's file.

Tip: You can use this option to stay in touch with applicants during your hiring life-cycle and it helps keep the applicants in the loop.

• References: if you requested that your applicants provide references, you can choose which references you want to check by selecting the reference(s) name(s) and clicking "Request Reference(s)".

Note: if the reference chooses to reply to your request her/his reply will automatically be deposited directly into this applicant's file so you can review everything related to this applicant in one place.

• Schedule Interview: you can schedule interviews directly through the system by using this tab. It will take you through a simple, streamlined interview workflow including:

(a) what type of interview: phone/in-person
(b) who's conducting the interview - yourself or someone else?
(c) where will the interview take place - the location to which they applied or somewhere else like a local coffee shop?
(d) dates and times offered

Note: you can select multiple interview time slots for an applicant (or range of applicants). Once you click send, the applicant must select one of the offered times to confirm the interview. Once the applicant has confirmed, it will show up on your interview calendar.

• Hire: you can notify an applicant they have been selected to be hired and also attach any documents you wish to the outbound message.
• Reject: you can notify an applicant that she/he has not been selected for the position.

Not all applicant files need to look exactly the same. For example, you may require career history, education history, hard skills, soft skills and a resume for Position 1 but only Hard Skills and a Resume for Position 2. Depending on how you set up your templates, the applicant file will reflect that accordingly.

Over time, you may want to use some of our integrations with our partners for things such as background checks, personality or skills assessments, etc. Turning these options on would give you more functionality in the applicant file as well in terms of processing an applicant.