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Within the Hiring Manager portal, Hiring Managers have the ability to view, progress and provide feedback on Applications, removing the need for downloading & emailing CVs.

In this article we will explore how to view all Applications, provide feedback and progress to the next stages. We will also cover how to manage unsuccessful applicants.

If you'd like to jump to a specific topic in this article, please use the links below:

Viewing Applications from the Dashboard

When I log in to the Hiring Manager portal, the first screen I see is my default dashboard.

Eploy recommends that this dashboard, along with other widgets, should include an Applications Awaiting Feedback widget.  This widget tells me how many new Applications have been received which are awaiting feedback from me.

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In this example, I can see that there are 13 Applications for the General Manager role which are at the Hiring Manager Shortlist stage.

To quickly access these Applications, I click the stage name or number.  This takes me to the Applications screen.

Using the Applications Menu

If I don't have an Applications Awaiting Feedback widget on my dashboard, or I'd like to look at all Applications, I'll need to use the Applications Menu.

From the Main Menu, I select Applications.  If I have Vacancies going through different Workflows, these workflow names will appear as a sub-menu.  To view the Applications for a specific workflow, I click its name.

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I now see a list of all Applications for all Vacancies that I have access to, broken down by each stage in the process.  The number at the end of each stage name is the number of Applications I am able to see at each stage.

Each stage may contain several Statuses and there may be Applications at each of these different statuses.  To see a break down of this, I click the arrow next to the stage name.

The first grouping tells me how many Active and Terminated (rejected or withdrawn) Applications I have.  I click the arrow next to the group to view the individual statuses.  I can then click on the Status to view all the Applications with that status.

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When viewing Applications, I can decide which Vacancy's applications I want to look at, or I can look at all applications for the whole Workflow.  I do this by using the Vacancy Selector dropdown list at the top of the page.

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Opening and Reviewing an Application

Note: This example is a generically configured application dialogue, where as your system is likely to have options added or removed. If you would like to have any options added for your system, please contact Eploy Support.

When viewing a list of Applications, the grid will show all the key or headline information of the application, the role they have applied for and the department of the vacancy.

Clicking the Candidate Name will open the Application Dialogue, where I can see all of the Application information:

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This screen is broken down in to three main sections:

The Candidate panel

In this panel I can view Candidate information, their CV, Application Form and skills.

I may also have the option to Contact the Candidate from here.

Next to the Candidate's name, I may see one of the following icons.  These simply indicate whether the Candidate is Internal, an Agency Candidate or a Previous Employee.

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The Application and Vacancy panel

Within this panel I can see the Application Status, any application forms attached to the Vacancy and the vacancy details. 

The Process Menu

The Process Menu allows me to move the candidate through the workflow, either by updating the status or creating actions.

Progressing and Rejecting an Application

There are two ways to progress or reject an Application.

In the first instance, I can use the Process Menu displayed when viewing an Application.  

The options available are colour coded, depending on the effect they have on the Application:

  • Yellow represents Active Statuses within the current Workflow Stage.  E.g. clicking the yellow On Hold button will keep the Application active, but the Candidate will remain at the current Stage
  • Red represents a Terminating Status - typically these are Rejection and Withdrawal statuses.  
  • White buttons allow me to move the Application forward to the next step in the Workflow
  • Grey buttons allow me to move the Application back a stage

To progress or reject an Application, I click the appropriate button within the Process menu.

Note: when rejecting an Application, I may be required to enter a comment explaining my reason for rejection.

I can also progress multiple Applications at once, from the grid view.  To do this I select the ones I want to progress using the tick boxes on the right hand side of the grid and use the Process Button. This gives me access to the same options as within the application dialogue, but means I can provide feedback or progress en masse. 

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Hint - To progress multiple applications successfully, all the selected records need to be at the same stage of the workflow.

Contacting a Candidate

As a Candidates works their way through the recruitment workflow, they will receive automated emails updating them on the progress of their application.  Additionally, at defined points in the process I may have the ability to contact them manually as well.  The settings giving me the permission to contact a Candidate are captured within the Recruitment Workflow, which is managed by the Recruitment Team.

Whenever I have the ability to contact a Candidate, I'll see the Contact icon on the grid view and within the application dialogue.

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Clicking Contact will open the email dialogue.  If the current Workflow stage has an email template associated with it, the template will be displayed as a default.

If I'm able to, I can either update the text of the template, or compose my email from scratch.  When I'm happy, I click Send.  Eploy will now send the email to the selected Candidate(s).

Contacted States

When viewing an Application, I'll also be able to track whether the candidate has already been contacted for that stage of the process. This means I'll be able to see if feedback has been sent to those rejected candidates, whilst also keeping an eye on Interview invites to ensure that they have been sent and received.

I track this using the contacted states, which show next to the contacted option:

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  • Contacted (Green) indicates that the Candidate has been sent an email for that stage of the process.

  • Needs Contacting (Red) indicates that the candidate has not yet received the email for this stage and that it will need to be sent manually. This could be that there is no auto email configured for this stage, or that the candidate has opted out of receiving automated emails. Either way, the red flag is a signal that you have to trigger the email.

  • No Contact Setup (No Colour/Icon) indicates that there are no email templates assigned to the current workflow status, so there is no standard email available. I might still be able to contact the candidate, but there is no prompt or requirement to do so.

  • Previously Contacted (Blue) will appear when a Candidate has been at the current status before and had already been sent the email associated with that status.  For example, if a Candidate has confirmed their Interview and been sent the Interview Confirmation email, they'll be marked as Contacted.  If they then have to rearrange the Interview, Eploy will not send the email a second time.  Instead it will set the status to Previously Contacted and I'll have the option to send it again, but I'll have to do it manually (but I'll still be able to use the appropriate template). This is to avoid candidates receiving the same email multiple times, but also flag to you that you may need to send the email again.

  • Scheduled (Yellow) indicates that there is an email associated with the current status, but there is a delay set against it e.g. 1 hour.  Once the email has been sent successfully, the state will change to Contacted (Green). It's worth keeping an eye on records that sit within Scheduled to ensure that the emails are working as expected.
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