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If you have an Eploy Hiring Manager portal, you can now take complete control over what information hiring managers can see, which stages they are involved in and how they progress / feedback on your applicants. All of these Hiring Manager Settings form part of our new Recruitment Workflows, giving you visibility and flexibility over the entire recruitment process.

Within each workflow, you will be able to set which stages the hiring managers can access candidates, update applications and feedback on interviews and actions. As this is controlled on a workflow level, this means you allow all activity for some roles, with restricted or limited access to other vacancies – for each hiring manager.

Understanding Hiring Manager Settings

There are two main sections to the Hiring Manager settings, as part of Recruitment Workflows. These settings are broken down into either Transitions or Stage Options:

  • Transitions – This determines which stages the hiring manager can move applicants to, from the selected stage. For example, from a first interview stage, you may want your hiring managers to be able to move your applicants to either a second interview stage, an offer stage or a rejection stage.
  • Stage Options – Rather than where hiring managers can go from each stage, the Stage Options determine what they can do at each stage, as well what information they can see about each applicant.

For each stage of the process, you will need to determine all transitions and stage options for hiring managers, including different settings for each status within each stage.

Creating Transitions

To begin adding your transitions, you will first need to create each of your workflow stages. For a full guide on creating Workflow Stages, please see Recruitment Workflows Guide.

Once all of the workflow stages are in place, you can then start from the Pre-Application Stage (stage one). By opening the Hiring Manager Settings, you will be able to see any existing transitions, edit the settings and view the existing stage options.

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To update the Stage Transitions, click into Edit Hiring Manager Stage Settings. This will open a preview window, where you can determine exactly where applicants can be moved to from this stage.

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In this example, we are specifying that hiring managers will be able to move applicants from the pre-application stage (which includes the talent pool and long list) into the To Review stage, the First Interview stage or the Offers & Placements stage of the workflow.

Clicking Save will then confirm the changes – however, you can also edit these by clicking back into Edit Hiring Manager Stage Settings.

Note – You can make changes to Recruitment Workflows and hiring manager transitions at any time, as long as you have the right permission. Any changes you make will immediately affect any live roles that are using this application workflow and therefore, caution should always be used when making changes to a live system. Changing the transitions will impact what your hiring managers working in the portal will be able to do as soon as the change is saved.

This then needs to be repeated for each stage of the workflow – for each stage, where do hiring managers need to move candidates to?

Configuring Stage Options

Once the transitions are complete, you can move onto determining exactly what hiring managers can do for each status within each stage. This will apply if it is an application stage, an action stage or even a placement stage.

Note – Depending on what type of stage you are configuring, you will only see the relevant settings.

If you click into the Hiring Manager settings, you can then choose to edit any of the Stage Options by clicking Edit:

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When editing, you can determine exactly what your hiring managers will be doing at this stage:

  • Show to hiring manager – This option controls whether this status is visible to hiring managers in the portal.
  • Allow editing of available fields (Application Stages only) – Ticking this option will allow hiring managers to edit certain information of the application record at this stage.
  • Allow status to be updated – When a candidate is at this status within this stage of the process, this checkbox will allow hiring managers to change to a different available status.
  • Allow this status to be selected – When hiring managers need to change the current status of an application, this option will allow them to choose this particular status.
  • Force Comments – When setting this status, this checkbox will make it mandatory to leave a comment.

Example – If you were configuring the settings for Proceed to Telephone Interview, having all five options selected would allow hiring managers to see those at this stage, as well as make any amends as required. They would also be able to change the status if they wanted to, as well as put applicants at other statuses to this status. They would also have to record some feedback along with the status change.

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  • Allow transition to other stages – This setting would allow hiring managers to move applicants from this workflow stage through one of the previously defined transitions.
  • Allow hiring managers to contact candidates – By ticking this checkbox, hiring managers will have access to mail merge and email templates functions, allowing them to correspond with candidates at this status.
  • Allow editing of email content – This setting is only available if the hiring manager is able to contact candidates and would allow them to make changes to the email template before sending the mail merge.
  • Allow uploading of attachments – This setting is only available if the hiring manager is able to contact candidates and would allow them to upload attachments when sending emails through the portal.

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Each of these settings will impact how much involvement your hiring managers will have at each stage of the process. You can then repeat these settings for each application status, action & action outcome and placement status included in your workflow.

Note – Slightly different options may appear when configuring action, application or placement statuses.

In Summary – Hiring Manager Settings

For every stage of the workflow (and every status within each stage) you have complete control over what your hiring managers can and cannot access or update about each applicant. To take this control, all you need to do is:

  • Consider at each stage, where the hiring manager may need to move the applicant to by creating transitions.
  • Decide whether the hiring manager needs to be able to see candidates at each status of each stage.
  • Determine if the hiring manager needs to be able to update the application record at each stage.
  • Decide if hiring managers need to email candidates at each stage of the process.

Once all of the transitions and stage options are configured, Save your workflow and decide if it is now ready to be made active.

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