Recruitment (Process Applicants and Hire a Candidate)
Process Applicants and Hire a Candidate
Recruitment>>Recruitment>>Interviews>>Applicant Interview Report
How to Approve an Applicant who was successful in an Interview Stage?
Approve Applicant
Approving an applicant is a crucial step in the recruitment process. Once interviews and evaluations are completed, HR reviews the Applicant Interview Report and any other relevant assessments. Based on the results, HR or the hiring manager decides whether to approve the applicant for the next stage, which could involve extending a job offer or moving the candidate to further assessments. Once an applicant is approved, their status is updated, and they proceed to the next phase of the hiring process.
Approve Applicant
Once the applicant is approved, repeat the process to create a new Interview Schedule at the next Interview Stage (if required) for the applicant. Repeat the evaluation/rating procedure for the various
stages of the interview process.
Recruitment>>Recruitment>>Staff requests>>Approved requests
How to Review the Progress of a Staff Requisition through all of the stages of the Recruitment Process
Review Staff Requisition
A review of the status of a requisition involves checking the current progress of a job request within the recruitment process. This includes verifying whether the requisition has been approved, whether candidates have been sourced and interviewed, and any remaining steps needed to fill the position. By reviewing the status, HR can ensure that the recruitment process is on track, identify any delays or issues, and take necessary actions to move the requisition forward efficiently.
Review Staff Requisition
Note that the Start Here, Applicants Progress, Selected Applicants and Close Request tabs are
displayed.
Start Here - this is where the process begins.
Applicants Progress – this screen will be updated to display the progress of the applicants as they move along the recruitment process.
Selected Applicants – the applicants selected as candidates for the job are displayed here.
Close Request – once the job has been filled.
Recruitment>>Recruitment>>Staff Requests>>Approved Requests>>[Select
Requisition]>>[+]>>Selected Applicants
How to Select and Notify my Chosen Candidate for the Job?
Selected Applicants
Once the final candidate has been selected, HR can send the offer letter directly from within the Recruitment module.
After reviewing the approved applicant's evaluations and making a decision, HR updates the candidate's status to indicated whether they have been selected or not. From there, the offer letter can be generated and customized using a pre-defined template within the system. With just a few clicks, the offer letter is emailed to the selected candidate, streamlining the process and ensuring prompt communication.
Select Candidate for Job
Selected Candidate: Click either Yes or No to indicate if the applicant is being considered for the
job.
Send Mail: Click to email a letter to the selected candidate, asking him/her of their interest in the job.
Status: Based on the the candidate’s response and his/her interest, select the status from the drop- down list.
Send the Candidate an Email with the Offer Letter
Click the Send Mail button:
Applicant Email Account>>Confirmation Letter
Confirmation_Letter.pdf
The next step is to fill the position.
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant) OR Vacant Positions
How to Create a New Position
Create a New Position
A new position must be created to hire an employee, if there are no vacant positions. Always verify existing positions before creating new ones to maintain a true count of the positions within the organisation.
System Configurations>>Feature Management>>Positions without Pay Group Access
Step 1: Enable the Feature - Positions without Pay Group Access
If the user does not have Pay Group Access to view some positions within the organisation, then the following feature can be enabled to allow access to view those position details.
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant) OR Vacant Positions
Step 2: Review Existing Positions
Step 3: Create a New Position
Number of Positions: Multiple positions with the same attributes can be created by adjusting the value in this field.
Position No.: Enter position numbers manually or configure it to be auto generated see How to Auto-Generate Position Numbers?.
Staff Type: Select the organisational level of the position. e.g. Administrative, Accounting, Junior Staff, Managers.
Company: Select the company the position is being created for.
Division: Select the division of the company the position belongs to.
Department: Select the department within the division the position belongs to if applicable.
Section: Select the section of the department the position belongs to if applicable.
Job: Select the job for the position.
Location: Select the location of the position.
Pay Group: Select the pay group for the position. Approval Date: Enter the approval date of the position. Date Created: Enter the date the position was created.
Fill Date: Auto-populates with the first hire date, when an employee is created for the position. Status Type: Select the employment status of the position. e.g. Contract, Permanent, Part Time. Effective Date: Enter the effective date for the position.
Executive: Select 'Yes' if this position is an executive level position, otherwise select 'No' for non- executive positions.
Full Time: Select 'Yes' if the position is full time, otherwise select 'No'.
Comments: Enter any comments about the position.
Next, fill the position by selecting "Create Employee" to hire a new employee.
Step 4: Search for a Position
Use the Search bar to locate the position. Select the Vacant Positions tab to view only positions that have not been filled.
Recruitment>>Recruitment>>Staff Requests>>Approved Requests>>[Select
Requisition]>>[+]>>Selected Applicants
How to Hire the Selected Candidate for the Vacant Position
Filling the Position
After selecting the most suitable candidate based on job specifications and their evaluation scores, HR can proceed to fill the position by officially assigning the candidate to the vacant role. This final step completes the recruitment process, ensuring the position is successfully filled with the best-qualified individual.
Step 1: Fill the Position
Step 2: Place Candidate into Vacant Position
A new window opens as follows:
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant)
Step 3: View Hired Employee
Personnel>>Onboarding>>Onboarding Checklists>>Generate Employee Onboarding
Checklists
How to Generate the Employee Onboarding Checklist
The Onboarding Checklist can either be generated from the Recruitment Module OR the Personnel Module.
Click on the link below to see how the Onboarding Checklist is generated via the Recruitment Module: Generate Onboarding Checklist within the Recruitment Module .
Steps to Generate Onboarding Checklist within the Personnel Module:
Generate Employee Onboarding checklist.
View Employee Onboarding Checklist and reassign tasks where necessary.
Upload Documents to Onboarding Task.
Option 1 Via Recruitment Module
Option 2 via Personnel Module: Generate Employee Onboarding
Checklist
View Employee Onboarding Checklist
The Task Details are normally entered by the person assigned to the task, however HR may enter the details here as a last option.
Assigned To: If the Employee or Direct Supervisor was selected when setting up the Onboarding groups on the checklist, this is where their specific names are generated based on the employee that the onboarding checklist was generated for.
For the other Onboarding Groups, the person who was flagged as responsible for the task, also has their name appearing here as the person the task is assigned to.
Reassigned To: If the person to whom the task is assigned is no longer available to complete the task, HR can reassign the task to another user from the auto generated user group listing for the task.
Due Date: The due date is an automatically calculated field based on:
The Number of Days entered to complete the task.
The Start date entered when generating the onboarding checklist.
How it works:
The Number of Days entered to complete the task is added to the Start Date entered when generating the Employee Checklist. The Due Date is then automatically calculated and populated in the field for each task on the checklist, independently of each other.
Date Started: The user who is assigned to the task can enter the date in which they actually started the task.
Date Completed: The user who is assigned the task can enter the date the task is completed. The Status (% Completed ) automatically updates to indicate when the task is completed.
%Completed: The user who is assigned the task can enter the % completion of the task for HR to be aware of how far they have reached in the process. e.g. The task status will show (80% Not Completed).
Task Comments: The user who is responsible for the task can enter any pertinent comments here.
Follow the steps below to upload a document for the person who is assigned to the task. Once saved, the employee assigned to the task will be able to access the document through the self service
modules.
Enter the name of your document and save the record.
Click Upload File and select a file saved to a folder on your machine.
Click Import file to upload.
The file is now available for either you or the person assigned to
Upload Documents to Onboarding Task
Home>>My Onboarding>>My Onboarding Tasks
How to Complete my Onboarding Tasks
My Onboarding Tasks
As a new employee, gaining access to the HRplus platform is essential for completing onboarding tasks. Upon logging in, employees can enter statutory numbers, bank account information, and upload important documents like their last payslip and certificates. They also have the ability to view and sign company documents, such as the employee handbook, and check the calendar for any scheduled training sessions.
Additionally, employees may find specific onboarding tasks assigned under "My Onboarding Tasks." These tasks can be updated with their status, enabling HR to monitor progress and ensure a smooth transition. This article will guide new employees through the steps to efficiently complete their onboarding tasks.
Step 1: View My Onboarding Tasks
Step 2: View Documents for Onboarding Tasks
Step 3: Update Onboarding Tasks
As an employee progresses through a task, the task can be updated.
Recruitment>>Recruitment>>Staff Requests>>Filled Positions
How to View Filled Positions
Filled Positions
The Filled Positions section displays all job vacancies that have been successfully filled. This section provides a record of completed hires, including details of the positions and the candidates selected. It helps HR track which roles have been closed and who has been appointed to each position.
View Filled Positions
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