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Setting Up Applicant Tracking

Setting Up Applicant Tracking

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Estimated reading time: 85 min

Create/Select Application Questions

You have the option of importing and/or creating your own questions and/or using a set of pre-populated, frequently used questions in your applicant tracking setup.  If you have a list of questions for your applications that you would like imported prior to your software deployment, please send your list to your Deployment Facilitator. Questions that are to be imported should be completed prior to beginning the selection of questions to be used.

Watch a tutorial video about Customizing Application Questions

Click on Hiring from your HR Dashboard

Click on ?Question Bank under the Applicant Tracking menu

Select the questions from the Question Bank that you would like to use by clicking on the question

  • You can select questions during the setup process that you don’t want to use for every application but do want to use for some. To make the question Active/Inactive, select Yes or No under Active as shown above
  • The sequence is the order that the question will appear in the application. When setting up your sequence numbers, use sequences of 50, (1, 50, 100,150,200, etc…)  This will allow you room to add questions and change the order of your questions if you need to in the future

When the question opens, you can modify how the question is used (Question Type, Active Y/N, Sequence Number, Is Required Y/N and is this a knock-out question) and modify the question title and Question text

  • Knock-out questions will set the application to be declined if the applicant did not meet the requirements for the position, this saves you time during your review.
  • If you make changes to the format of your question after selecting the correct answer for your question, you need to select the correct answer again before you save it.  If you don’t complete this step, the wrong answer may be marked as the correct answer and cause applicants that meet criteria to be listed as declined.

Creating Multiple Application Versions

You will have the option of creating a new application and/or cloning, (copying) an application that you already have. Cloning is a good tool when you have similar positions and/or want to ask the same questions.

Watch a tutorial video about Customizing Application Versions

Click on the Hiring tile

Click on Application Version found under Applicant Tracking.

Here you have the option to create or clone applications.  If you choose to create a new application, click on New and complete the fields. Remember to click “Save” so your changes aren’t lost.  If you choose to clone an application, you can edit the cloned application to add/remove any information you would like.

To clone an application, click on next to the application you want to clone, under the Actions box .

You will see a pop-up box    click Yes to clone the application.

Now you will see the Cloned application and you can edit it to make changes

Click on the cloned application to open and edit it

You will see

Change the Title, Description and Version date if needed

Save your changes if you need to stop before you finish your editing, so you don’t lose your work. You will not be prompted to save changes by the program.

Each time you Save Changes, you will be taken back to the Application Version window.  Click on the application that you are working with to open it again.

Change Keywords, if needed

If you see this icon:  you can click on it to see detailed information about the field next to it. Click the icon again to close the window

If you want to add any questions, click on the arrow/drop box under Choose Question and LINK to this application, select the question you want to add

After you have selected the question you want to add, click on “Link Question”

You will see a pop-up box letting you know that your question has been linked

If you want to remove any of the questions that you selected previously, click on the trash can next to the question

To add Custom Forms, move to Custom Forms Selection and click on the Please Choose dropdown box to select the forms you want to add

Notice that the Saved Custom Forms Selection is blank.  When you have selected at least 1 form and saved your changes, the form will appear in this box.

Each time you Save Changes, you will be taken back to the Application Version window.  Click on the application that you are working with to open it again. The form is listed under your Saved Custom Form Selection

To add the Voluntary EEO Disclaimer, move to the Section Additional Descriptions box and click on Generate Sample Disclaimer

You also have the option of typing or pasting in your own disclaimer

If you choose to add your own disclaimer, you will need to use a .txt document.  If you copy/past from Word it will not not format correctly in the system and will not look right.

Once you click “Save Changes” your application version is ready to use when you have an opening for this position.

Applicant Tracking Status Setup

Watch a tutorial video about Status Setup

To open a workflow from the Applicant Tracking Status Setup window, click on the title

You will see a pop-up box

Click on the next to Action Workflow and it will open Workflow Descriptions that tell you what they do when they are attached to a specific applicant status. To close the Workflow Descriptions, click on the  again.

Posting an Open Position Instructions

Watch a tutorial video about Creating a Job Posting

Click on Hiring on your HR Dashboard

Click on Job Posting

Click New

  • Fields highlighted in yellow are required
  • Fields highlighted in blue are optional
  • Remember to come back after you have completed the Job Posting to link recruiters to the Job Posting so they will have access to it.

As a recruiter, you will only be able to see jobs that you are linked to.  If an HR Recruiter needs to be assigned and a manager needs to be assigned to a job posting, make sure to link both the Recruiter and the Manager, even if the Recruiter is posting the job.  If the Recruiter does not link themselves to the Job Posting, the Recruiter will not be able to see it anymore after the Manager is linked to the Job Posting.  As an HR Admin, you will be able to see all job postings and can link the Recruiter/Manager to the job posting if needed.

  • Fields highlighted in yellow are required
  • Fields highlighted in green are only required if you want to post your job to an external job board.

*You will need to setup the external job board that you want to use. *

When you have completed your information, click on “Save Changes.”