Applicant Tracking

Applicant Tracking helps employers streamline the hiring process by allowing hiring managers to track applicants in a simple, shared view.

Here is a closer look at all the time-saving features built specifically to help you simplify tracking of your applicants:

Permissions:

Administrators have full access to all features within the app and can manage positions, applicants and all stages as part of an applicants profile.

Managers/Supervisors: Employees with manager/supervisor permissions can be assigned a stage within an applicant's hiring process. Once assigned a stage, they can view all information regarding the applicant, email the applicant, and complete the stage by adding relevant information. Managers/Supervisors cannot add a new applicant or a new position. 

Note: If an employee with Manager/Supervisor permissions is not the hiring manager of a position and not assigned a stage for an applicant, he/she will not see the applicant on the Applicant's page. Similar to this, Managers/Supervisors will not see a position on the Positions page if they are not the hiring manager of the position.

Hiring Managers: Any employees with either of the above permissions to the Applicant Tracking Smart App can be assigned as the Hiring Manager of a position. This means they have full control over all applicants assigned to their position. As a Hiring Manager, they can add stages to their applicant's hiring process, assign the stage, complete any stage, and email the applicant.

Adding a Position:

Only admins can add a new position. To do this, select the “Add..” button on the top right and then “Add Position.” Position names are required and must be unique. You also can enter the department and position type (full-time or part-time). All new positions default to an Active status but can be changed to On Hold or Closed.

Assigning a Hiring Manager:

When adding a position, you can assign any employee with permissions to the app as the Hiring Manager. Any employee with permission will show in a drop-down list when selecting the Hiring Manager. All positions default to the purchaser (owner) of the app if a different hiring manager is not selected.

Adding an Applicant:

Adding an applicant is just as easy. By selecting the "Add..." button on the top right and then "Add Applicant," you are prompted to fill out the important information for an applicant. Required fields include First Name, Last Name, Phone Number and Email Address. You also can also enter an applicant's address. All new applicants default to the General Consideration position. This can be updated by selecting a different position from the drop-down list, which shows all positions created by any admin within the app.

Applicants Page:

You can access applicants from the Applicants page based on your permissions. The Applicants page will show the applicant's name, assigned position, current stage or status of the applicant, Hiring Manager of the position, and the date the applicant was added. All New applicants will show at the top of the list followed by applicants who are In Process. Rejected, Withdrawn, and Hired candidates show last on the list.

Applicant Profile:

You can manage applicants by selecting a candidate from the Applicant’s page to view their profile. The profile shows all information related to the applicant including the applicant's assigned position, contact information, and, most important, the hiring process activity completed for the applicant. Admins, and those assigned as the Hiring Manager of the position, can update the applicant's contact information and position. When the name or position is changed, this will be logged in the activity section on the right side of the applicant's profile.

Stages:

We've included seven important applicant tracking stages within the app. This can be accessed from the "Move to..." button on the top right of the applicant profile slide panel. This includes the following:

• Initial Review
• Interview
• Pre-Employment Test
• Reference Check
• Offer
• Background Check
• Drug Test

When an applicant is in one of these stages, he/she is are considered 'In Process." You can only add one stage at a time. After each stage is completed, an admin or the Hiring Manager can add an additional stage. Stages can be added in any order and as many times as needed. A stage can be assigned to anyone with permission to use the application. An email is sent to the assigned employee so he/she notified when they have a new task to complete.

Completing a Stage:

The employee assigned to the stage, admins, or the Hiring Manager can complete a stage for the applicant. Each stage asks for relevant information such as a star rating or a pass/fail selection. This information is logged in the Activity section once submitted. After submission, you cannot go back and edit the information.

Statuses:

In addition to taking an applicant through the hiring stages, you can change the status of the applicant in the applicant's profile. This includes:

• In Process
• Withdraw
• Reject
• Hire

Just like the Job Application Smart App, when an applicant is hired, their information is automatically imported into the Employee Records Smart App.

Positions Page:

On the Positions page, you have an easy view to see how many applicant's are in each status for the position. They can see how many applicants are currently:

• New
• In Process
• Withdrawn
• Rejected

Emails:

Admins, Hiring Managers, and employees assigned to a current stage for an applicant can send the applicant an email. A blank email template is provided so users can add any information they need to communicate. The Hiring Manager is copied on all emails so he/she are kept informed. When an email is sent, it is logged in the Activity section of the applicant's profile.

The following emails are automatically sent:

• When a stage is assigned, the employee assigned to the stage is notified so they know to go into the app and complete their stage.
• When someone other than the Hiring Manager of a position adds a stage, the Hiring Manager is notified that someone else added a stage to their applicant. (This can be done by any admin)
• When a stage is completed, the Hiring Manager is notified the stage was completed so they know they have to go into the app to add and assign the next stage.
• When a stage is cancelled by someone other than the Hiring Manager, the Hiring Manager is notified that their applicant's stage was cancelled. (This can be done by any admin.) 
• When a status is changed by someone other than the Hiring Manager, the Hiring Manager is notifies so they are always up to date with their applicant's status. (This can be done by any admin.) 

Job Application Integration:

The Applicant Tracking Smart App conveniently integrates with the Job Application Smart App giving you instant access to track new applicants after they've applied using your online job application.

Job Application Applicants:

If a company owns Job Application before purchasing the Applicant Tracking app, all applicants within Job Application will be automatically migrated to the Applicant Tracking App the first time the Applicant Tracking app is used. You will be able to see these applicants on the Applicants page with the status that was assigned in the Job Application app. All Job Application candidates will have an applicant profile automatically created for them so you can take them through the hiring process.

Send Job Application from Applicant Tracking:

When a company owns both apps, you can ask applicants, that you manually added to the Applicant Tracking app, to fill out a job application from the 'Job Application' tab in the applicant's profile. This makes it easy for you since you don't have to navigate to the Job Application app to make the request. Once a job application is filled out, it will show in the Job Application tab in the applicant's profile. If information in the job application differs from the information entered when the Admin first created the applicant, the information from the Job Application will override the information in the profile so it is correct. The job application cannot be edited. 

All Applicant Tracking candidates with a completed Job Application also will show in the Job Application Smart App.

Status Sync:

Status options in each of the two apps are the same so if an applicant's status is updated in one app, it will be updated in the other. This helps to keep information current and in sync.