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Managing Job Applications and Interviews

Job applications are a form submitted by an applicant that indicates interest in a particular role within a company.  As the applicant, you can use the self-service portal to manage your job profiles, and search and apply for posted jobs. If you are a talent acquisition specialists and/or a hiring manager you can review job applications and screen potential candidates all from a central location. You are able to add an interview, a quick task, and track the status of the applicant from the job application record.

Applicant Transitions

The table below demonstrates the transition to each new role once an application is submitted.

Role Description
Applicant  An individual who has registered and provided a job application for a specific job posting, with demographic and other profile information.
Candidate An individual who has applied for a specific job posting and has been vetted to advance forward through the interview process.
Employee  An individual who has successfully completed the interview process and has accepted the job offer. 

Note: Where the deployment includes NAV integration with Manage - Workforce and Engage an employee record is created for the new hire in Manage - Workforce and an employee number is set on the Applicant Contact record in Engage.

Applicant Status Reasons

The table below demonstrates the status reason of each step as an application moves from the role of applicant to employee.

Status Reason Description
Pending Application submission is pending.
Submitted Applicant submission has been accepted.
Candidate Applicant has been successfully vetted.
Screening Interview Candidate has been scheduled for initial screening.
In-Person Interview Candidate has been scheduled for in-person meeting.
Follow-Up Interview Candidate has been scheduled for follow-up meeting.
Recommended Candidate has been chosen for the position.
Approved Candidate request for offer has been approved.
Offer Extended Candidate has been offered position.
Negotiate Candidate is in final discussions for hiring.

Job Application Status Notification

In order to minimize bottlenecks, your designated Hiring Manager will be notified by the system when a single job application remains in a particular status for an extended period of time. The Hiring Manager can then take appropriate action in order to move the hiring process forward. 

Job Applications from Applicant Self-Service

From the consolidated job applications under the Job Applications section of the Requisition, your hiring team can review and screen incoming applicants from a centralized location. By selecting the individual job application record, all details that the applicant had provided when applying are listed. In addition, as you select applicants to advance to the next status reason in the hiring process, your HR representatives can schedule interviews directly from the job application record. Applicant Tracking offers you the ability to add quick actions like phone calls or ad hoc tasks, as well as pre-formatted interviews for initial screenings, in-person, or follow-up meetings.

Recording Initial Review Details

When performing your assessment of a job application you can record the details of the initial review directly on the job application. 

  1. Select a Job Application.
  2. The Job Application detail page appears.
  3. Under the Initial Review section fill out the following:
Field Value Field Type
Reason Status Option Set (Pick, Reject, Consider Further)
Rank Text
Date Reviewed Date
Date Rejected Date
Reject Reason Lookup
Review Reject Notes Text

Note: When a Reason Status is set to Reject (based upon the setup) an automated email will be sent to the applicant.

Adding an Interview  

To add a Screening, In-Person, or Follow-Up Interview:

  1. Select the Applicant Tracking work area from the navigation bar.
  2. Click on the Requisitions item.
  3. The Requisitions view displays a list of all Active Requisitions by default.
  4. Select a requisition from the list.
  5. The Requisition Detail view opens.
  6. Under the Job Applications tab select an application.
  7. The Job Application detail view opens.
  8. Under the Interviews section select + to add a new interview.
  9. The Job Interview detail view opens.
  10. Complete the fields as required.
  11. Click Save & Close. The applicant will now become a candidate.
    Note: An interview can be scheduled in Outlook as an alternative, though the activity will not be tracked within CRM. 

Generating an Interview Results Email

Once an interview has been completed and the results have been assessed a results email can be generated.

To generate a results email:

  1. On the Job Application navigate to the Interviews section.
  2. Select an interview to launch the Interview detail view.
  3. Under the Interview Details section select from the option set (Reject, Next Interview, Chosen Date) for the Interview Result field.
  4. An email will be sent to the email address of the applicant notifying them of the interview results.

Viewing an Interview

  1. Select the Applicant Tracking work area from the navigation bar.
  2. Click on the Job Interviews item.
  3. The Job Interviews view displays a list of all Active Job Interviews by default.
  4. The Search field can be used to find a specific interview or set of interviews.

Adding Activities

  1. Select the Applicant Tracking work area from the navigation bar.
  2. Click on the Requisitions item.
  3. The Requisitions view displays a list of all Active Requisitions by default.
  4. Select a requisition from the list.
  5. The Requisition Detail view opens.
  6. Under the Job Applications tab select an application.
  7. The Job Application detail view opens.
  8. Under the Activities section, in the General tab select an action (i.e. phone call, task).
  9. Complete the fields as required.
  10. Click OK.

Requesting Approval to Offer

Once a candidate has been selected, you may require the approval of a supervisor or manager to make the offer to a candidate. You can submit this request for approval on the job application.

  1. Select a Job Application.
  2. The Job Application detail page appears.
  3. Under the Approval to Offer details tab, fill out the following:
Field Value Field Type
Recommend Offer Pick List (Recommend)
Preferred Start Date Date
Start Date Options Option Set
Dates to Avoid Text
Approval Request Date Option Set
Salary Text
Justification for Hiring  Text
Approval Request By Date Date

Note: The system will generate a notification to the supervisor or manager to give the Approval to Offer for a particular candidate.

Note: The system will generate a reminder email to the supervisor or manager if the approval request has not been completed by the Approval Request Date.

Recording Approval Results

As a supervisor or manager you may receive a notification or an email reminder to approve (or reject) a candidate.

To record you approval:

  1. Select a Job Application.
  2. The Job Application detail page appears.
  3. Under the Approval Results section fill out the following:
Field Value Field Type
Recommend Offer Pick List (Recommend)
Preferred Start Date Date
Start Date Options Option Set
Dates to Avoid Text
Approval Request Date Option Set
Salary Text
Justification for Hiring  Text
Approval Request By Date Date

Note: The system will generate a notification to identify the result of the Approval to Offer.

Recording Offer Details

  1. Select a Job Application.
  2. The Job Application detail page appears.
  3. Under the Offer Details section fill out the following:
Field Value Field Type
Extending Offer Details  
Date Offer Extended Date
Offer Response Date Date
License Verification Completed On Date
LEIE Completed On Date
SOR Completed On Date
Acceptance/ Decline  
Response Received On Date
Candidate Response Option Set
Candidate Response Reason Description Text
Offer Letter  
Date Offer Letter Sent Date
Offer Letter Sign Date Date
HR Reason Code Text
Offer Due Date Date
Offer Letter Completion Date Date
F.T.E. Numeric
Job Opening Option Set
Employee Start Date Date

Note: The system will generate a notification to the Hiring Manager if the signed offer letter was not returned by the Offer Due Date.

Note: The system will generate a notification to the Hiring Manager and Senior Director of the response from the candidate.

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