Jobs - Managing Applicants

Applies to: HR/Customer administrators

When a job vacancy has applicants, the author of the vacancy will receive an email notification for each application.

Applicants can then be short-listed, reject for the position, offered the position and finally, confirmed for employment.

Managing applicants is processed via the Manage Vacancies page and can cover internal and external applicants, should the vacancy have been advertised externally when created.

• To manage applicants, click on Jobs on the side menu, followed by the Manage Vacancies sub-menu.
  
• The manage vacancies page will be displayed, possibly showing any pending, draft or active vacancies.
  
• Next to any active vacancy that has applicants, click on the action button and from action drop-down menu, click view applicants.
  
• The applicants screen will be displayed, showing you a full list of applicants, ranging from internal to external, those short-listed and those rejected.
  
• Should you have a lot of applicants for a vacancy, you can use the filter controls to refine the list to what you’re looking for using the drop-down menus available.
  

Viewing Applicant Details

• To view an applicant’s details, click on the action button next to their applicant entry and choose details from the drop-down menu.
  
• The applicant’s details will be displayed.
  
• Showing their contact details, current job role details and any skills they have listed.
• When viewing the details of an external applicant, the information is displayed slightly differently to that of an internal applicant.
• From an applicant’s details page, you can offer the position or confirm the employment

Short-listing Applicants

• To short-list an applicant, click on the star icon on the row relating to the applicant.
  
• The star will turn to a solid gold colour, rather than the initial gold outlined star. The applicant is now short-listed.
• When filtering the applicants by ‘short-listed’, this applicant will now show within the results.
  
• Short-listing applicants is a quick and easy way to identify and reference ideal candidates for a vacancy and possibly highlight to other administrators, which candidates you have seen as a good fit for both the role and your organisation.

Rejecting Applicants

• After short-listing certain candidates for a role, you’ll probably need to reject the remaining candidates or those who haven’t quite made it to the next stage.
• Under the manage applicants screen, locate the applicant to be rejected and using the action button against their record, select reject applicant from the drop-down menu items.
  
• A pre-written rejection message will be displayed on screen and this message is included in the email sent to the rejected applicant.
  
• You can amend or completely re-write the default rejection message. An example of a re-written message is shown below.
  
• The message is emailed to applicant.
• Once an applicant has been rejected, there record in the applicants table will be shown as rejected.