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

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

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.

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.

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.

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.

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

This is an example of the QR Code that will be included along with the job posting file.  It can be scanned with a cell phone and will open the application on the phone where it can be completed and submitted for your review.

You will see your new job posting listed

• Open your job again by clicking on it
• Link a Recruiter to it
• Set the job to include Applicant’s uploaded Documents in Emails
• Click “Save Changes” and you have completed your job posting.

Click on Hiring from your HR Dashboard

Click on App Tracking Dashboard

To review an application, click on the applicant’s name and it will open their application

When you have reviewed an application and want to interview the applicant, click on the wheel under Actions next to the applicant’s name

Select the next step in the process – Application Reviewed

The Status will update to Application Reviewed

Once you are ready to interview an applicant change the status to Schedule Initial Interview and fill in the Schedule Interview fields

After you click “Save Changes,” an email will be sent to the applicant and the recruiter

After the interview, if you want to make an offer, click on the wheel again and change the status to Make an offer.

If you want to extend an offer, click on the wheel again and change the status to Make Offer. You have the option of attaching a document, (example: PDF offer letter). Click “Save Changes” when you are done.

The applicant and recruiter will receive an email

When the applicant clicks on the link, they will be taken to the application to accept or decline the offer

When the applicant electronically signs the offer and clicks except offer, they will see the following message

An email will be sent to the recruiter