Sometimes you need to focus on one thing whether it’s those new applications, your upcoming interviews or those pending paperwork offers to do, it can be useful to look at each task individually. Eploy’s tab view allows you to do just that by taking away all the distractions, leaving you with a breakdown of your workflow stages and the key information with regarding those applications within.
Go To Tab View
Once working on a vacancy (either from Live Vacancies or selecting Work this Vacancy from the vacancy summary), you will have access to the Go To Toolbar, shown across the top of the screen:
This toolbar allows you to switch between the different Workflow Views – the Pipeline, the Tab View and the Talent Pool.
Access the Tab View by selecting Tabs.
Note – The Tab View is only available when working on individual vacancies.
Understanding Tab View
When you access Tab View, you will see a breakdown of your workflow into different tabs, where you can manage groups of applicants separately. There are also quick filter toolbars, search functions and layout managers to help you progress and terminate applications.
The first grey tool bar will include some standard functionality, which will allow you to quickly create new records, send email merges and run reports. Beneath that toolbar, you can access to the quick filter options - these options will allow you to pick and choose which records to highlight, promote or exclude from your view:
- Candidate Type – This will allow you to focus on standard / external candidates, internal applicants, previous employees or even vendor candidates. As the type of candidate can influence the correspondence you send, as well as how they are managed within the workflow, this can be really useful for switching between or hiding particular sets of candidates.
- Contacted State – This filter will give you access to those candidates that still need to be contacted at this stage, have previously been contacted or have no scheduled correspondence. Using these filters will help you keep track of those who have been kept informed of their progress and those who you have not yet been in touch with.
- CV Sent – This will allow you to exclude all those who have or have not had their CV sent to your client / hiring manager* (agency systems only).
- Suitability – This multi-select filter will allow you to quickly exclude or hide applicants based on the star rating attributed to the application.
- Status Type – This filter is set to show only active applications as default, so that rejected / withdrawn/ terminated applications are hidden. You can change this to include terminated or hide active applications as required.
- Filter Applications – This is an in depth filter that will allow you filter your pipeline by any information stored within the candidate, application, vacancy or associated company record.
Hint - When you open this filter, you select your program module from the left hand column, before choosing your criteria in the centre of the filter. Knowledge of where fields are stored within Eploy and different record types really helps when building complex filters! Once you have outlined your criteria, you can click Add to Filter to confirm your selection, before applying the filter using continue.
- Search Candidates – This option will open the candidate query builder in a new tab for you, where you can build complex queries or load saved searches to apply to your pipeline.
Hint – The query builder is the most in depth searching tool available in Eploy, allowing you to search based on preferences, availability, skills or any field stored within the candidate record. For more information on how to use the query builders, please see here.
The next row is the set of tabs which split up each of your workflow stages – these tabs allow you to see all records within each stage as well as giving you access to additional tools dependant on which stage of the workflow you are using.
Simple View vs Detailed View
Within each tab, there are two ways of working – the Simple or Detailed View. Both views have different benefits and can be more useful at different stages of the workflow:
- The Simple View is one row per candidate, giving you a snapshot of key candidate and application information. This is particularly useful later in the workflow, when you are no longer screening or assessing candidates but simply updating or scheduling interviews etc.
- The Detailed View gives you much more information about each record, allowing you to see a greater depth of information without having to click into the candidate record. This is particularly useful when screening Applicants, as you can access personal details, address, route information and skills.
Both views have a layout manager, which allows you to reconfigure the information visible – simply select Layout, drag & drop the fields as required before saving and closing.
Whether working in the simple or the detailed view, the process for managing your applications and progression through the workflow is the same – although there are different ways of working available.
At an application stage, you can choose to work within the application dialogue, the process side bar or by simply clicking on the statuses within your layout:
- Application Dialogue – This is available when selecting the candidate name from within either the simple
view or the detailed view. The Application Dialogue gives access to all candidate and application information as well as a process side bar. This will allow you to change the application status or progress to next steps.
For more information on using the Application Dialogue, please see GUIDE.
- Process Side Bar – The process side bar is available for individual or multiple records and allows you to quickly update the status or progress to the next steps of the workflow. Simply select the records you wish to update (selected records will be highlighted) before clicking the Process icon in the bottom right hand corner: this will open the side bar.
- Application Status – If you choose to display the application status as part of your layout, you will be able to click this directly. When you select the application status, the process side bar will open and allow you to update the application status as required.
Note – Using the Application Status won’t allow you to transition candidates to a different workflow stage, so if you need next steps, you should use the Application Dialogue or Process side bar.
Once the applicants reach the action stage, you will then need to create actions or interview slots, invite candidates and provide feedback. All of this can be managed within the Application Dialogue or via the Process Side bar, but there are also additional options within the action stages to help manage this part of the process.
Action Date – Selecting the action date will give you access to the action / interview record directly. This will allow you update specific details such as subject, action times or location.
Note – If the action has not yet been created / assigned, you will be able to Select Slot. This will give you access to any slots that are available for this stage / vacancy.
Outcome – Selecting the outcome of the action (including arranging / confirmed) will open the process side bar, allowing you to provide the feedback as required. If the action has not been created, this option will also allow you to assign or create an action for this stage.
Once you have managed your candidates through the workflow, you will then need to create offers and placements for the successful candidates. To do this, you can use the application dialogue or the process side bar to proceed your candidate.
Depending on your core system transitions, you will be able to create the placement now or later. Creating the placement now will allow you to input the placement details immediately, along with setting the placement status. Choosing to create the placement later will move the candidate to the placement stage, but allow you to confirm the details of the placement at a later date.
When you are ready to create the placement, the first thing to do is set the initial placement status. The placement statuses will be broken down into Preparing, Placed or Cancelled Statuses:
- Preparing – A Preparing status is used when documentation needs to be prepared or if an offer needs to be approved before the successful candidate can begin onboarding. Preparing Statuses also allow you to track the candidate progress as they go through onboarding. These statuses will make the candidate unavailable, but will not terminate / fill the vacancy.
- Placed – A Placed status will make the placement active and fill a position against the vacancy. This status should be used when the candidate has completed any onboarding process and is ready to start.
- Cancelled – Cancelled status is used to track rejected or withdrawn offers, as well as those that do not get approval or do not start in the position. Placements with this status will not fill the vacancy, nor mark the candidate as unavailable.
Once you have selected the relevant status, you will then be able to populate the remaining details of the placement form.