A fundamental improvement to Eploy’s Hiring Manager portals include the use of our Process Workflow, which revolutionises the way hiring managers update, progress and provide feedback on their candidates. This new side bar means that all of your controls are in one place, making the process of managing the workflow simple, efficient and easy to use.
Understanding Application Workflows – Hiring Manager Settings
The functionality of the process side bar is completely dictated by your application workflow and the settings you can configure. Do you need hiring managers to outline their interview availability and schedule? You can allow them to create interview slots. Do you need your hiring team to provide feedback on every rejected applicant? You can force them to leave comments when selecting certain actions, outcomes and statuses. Want to restrict your hiring managers from contacting candidates directly? Take away the ability to send emails, edit templates or access mail merge based on your workflow.
Because of the control that you now have over the functionality available to hiring managers, you may find you need to tweak your workflows as hiring managers begin using the new process – is there anything they need to do that they can’t currently? Understanding Application Workflows & Hiring Manager Settings will give you the tools to arm your hiring team with everything they need.
Hiring Manager Workflows
Within the hiring manager portal, the hiring managers will be able to select which workflow they wish to work on, which will then give them access to different functionality, vacancies and ultimately, applicants. To switch between workflows, hiring managers need to select Workflow Applicants, then choose to either work on a Workflow or a specific vacancy from the drop list in the page header.
Depending on the vacancy / workflow they have selected, the left hand menu will then update to show:
- The selected workflow
- The stages of the workflow
- The number of candidates at each workflow stage
- Which candidates have been contacted or not at each stage.
Using this menu, hiring managers can click into each stage and navigate between applicants who have progressed through the workflow. When clicking into a stage, hiring managers will then be presented with details of each applicant, such as the current status, the CV, skill match and distance from the role location.
Note – the columns available within the grid may differ per system.
From this grid, hiring managers will be able to print CVs or application forms, as well as clicking into each candidate name for more details, such as a vacancy summary, equal opportunities and application questions.
However, depending on the settings of the application workflow, they may also be able to:
- Add to Other Role – This will allow the hiring manager to put these candidates forward for a different position that they have access too.
- Contact Candidates – This will give access to the mail merge tool, where hiring managers may be able to load templates and contact candidates by either Email or SMS.
- Contact Summary – This new feature will show a summary of all applicants within your stage and whether they require to be contacted or not. This will include information regarding internal, vendor and standard candidates, as well as scheduled emails as part of workflow automation.
Once the hiring managers have screened the candidates, they can then begin to progress them to the next relevant stage of the workflow. This may include changing the application status at an application stage, providing feedback to an interview by adding an outcome / comments or inviting candidates to choose an interview slot by moving them to the next stage.
All of this workflow activity can be managed within the process side bar, either individually or en masse.
Using the select tick boxes, you can select your required records before using Process – this will open the side menu which will detail exactly what the next steps are for these applicants.
Depending on the settings of your application workflow, the options hiring managers may have with the Process side bar will include:
- Update Status – This will allow the hiring manager to select from a list of available statuses and applies to both Application and Placement statuses.
- Next Steps – This will allow you to proceed to one of the next stages of the workflow, depending on where you are in the workflow and the settings of the workflow. Any available transitions to the next stages will be listed here, before allowing the hiring manager to Create Action Now, Create Action Later or Select Slot.
- Create Action Now – This will allow the hiring manager to immediately create the action and specify the dates / times / location of the workflow action – i.e. where and when the interview will take place.
- Create Action Later – This will move the candidate to the next stage of the workflow, without creating the action. This will mean that the candidate will be able to select any available interview slots within their portal or have a slot assigned to them.
- Select Slot – This will open the hiring managers Day Planner and allow them to assign the candidate to any available slots. If there are no slots available, they will be able to create or activate slots within Manage Slots
Completing Interviews and Providing Feedback
Following a successful screening process, hiring managers can then have the option to complete actions and provide interview feedback, based on the application workflow.
This would be done using the same process side bar, so that it is one consistent process for hiring managers to learn. To provide feedback, they would select the candidate(s) that have been interviewed and click process – this would then show the available outcomes for this action:
These are split into two states – Active outcomes, where applications can proceed to the next stage or be placed on hold and Terminating outcomes, where applications are closed off and removed from the workflow. Any terminated outcomes will make the application inactive.
Based on the application workflow, feedback can be required on a specific outcome. This means that you can decide that comments are not required for proceeding or positive outcomes, whilst any terminated can require additional justification for declining the application.
If feedback is required, an additional window is made available for hiring manages to provide their justification:
Once the outcome has been provided, the hiring manager will then be able to repeat the process to move the application forward in the workflow.
- Hiring managers now only have to use the Process window to manage all applications within the workflow.
- This is available en masse (when viewing a list of candidates) or individually (when clicking into a specific record).
- Clicking Process will then open the side bar.
- The side bar will detail exactly what the hiring manager can do from each stage – whether its updating application statuses, creating / assigning interviews or providing feedback & comments.
- If there is anything that the hiring manager needs to be able to do but is unable to do so, this will be down to the settings of the Application Workflow.
- Core system users can adjust the Application Workflow as and when required – changes are immediately applied to the hiring manager portal so that you can support your hiring manager team ASAP.