Recruitment & On-boarding User Manual

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1 Recruitment & On-boarding User Manual

2 Table of Contents Introduction... 4 Audience of the document... 4 Module overview... 4 Manager Raise Request to Hire... 6 HOD Process Request to Hire... 8 HR Manger Process Request to Hire HR User Create and Publish Opening Apply for Opening (Internal Employee) Manage Candidate Revoke Rejected candidate Import candidates to an Opening Shared candidate Details Download Candidate list report On-boarding Notification settings Manage Display Settings Slider Settings Videos People you want to know Web Links Google Map Locator Announcements Resume Bank Manage Evaluation Template Add Evaluation Template Update Evaluation Template Delete Evaluation Template On-Boarding Process Manage Task Library Manage On-Boarding Process Manage On-Boarding Notification Settings

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4 Recruitment & On-boarding Module Introduction This document form part of several HRIS manuals that were published as user s guide to effectively use the TalentOz. Recruitment and On-boarding Module User Manual is intended as a complete guide for all privileged users whose works are related to Recruitment and On-boarding Module. This manual covers the steps in managing Request to hire process, manage recruitment Process as well as initiating, tracking, and processing on-boarding process. Users need not to be technically knowledgeable to use the HRIS. The least minimum requirement is for user to be able to comprehend what is written in this manual and the ability to correlate the instructions with the actual system. It is preferable to read this manual while the user is logged-in to the system in order to clearly grasp the idea or instruction and see the TalentOz in action. Audience of the document This document is intended as a complete guide for all privileged employees working with recruitment module. By reading this guide, you will learn how to use through the elements of the graphical user interface and what's behind some of the advanced features that are not always obvious at first sight. It will hopefully guide you around some common problems that frequently appear for users of. Module overview This module maintains the information related to recruitment and on-boarding process. Where the privileged users can raise request to hire request, process the request, create opening for the processed request, manage applicants for the created openings, manage recruitment process, initiate on-boarding process for the selected applicant and manage on-boarding process. The functionality of the Module differs depending on the rights of the user. Manager / Supervisor can: Raise Request to Hire Assigned Officer can: Process the Request to Hire 4

5 HR Director can: Process the Request to Hire Assign HR User for the request Manage Resume Bank Track Candidate Status HR User can: Create and Publish Opening Manage Opening Make as Employee Internal Candidate can: Apply for Opening Interviewer can: Manage Interviews Candidate Evaluation 5

Manager Raise Request to Hire Request to hire is a process, where a manager request to employ for a new position or replacing an existing position in his/her team.

6 Manager Raise Request to Hire Request to hire is a process, where a manager request to employ for a new position or replacing an existing position in his/her team. To raise request to hire, click on Recruitment menu. Recruitment page will get displayed as shown in the figure. Click on the Request to Hires tile, List of Requested Hire page will get displayed as shown in the figure. Click on the icon, New Request page will get displayed as shown in the figure. 6

7 In part A: Purpose section, enter the purpose for request. 7

Click on button, the request is moved to next level for approval.

8 In part B: Request Details section, enter the required request details. In part C: New Request section, fill-in the fields with required details. Click on button, the request is moved to next level for approval. HOD Process Request to Hire To process request to hire, click on Recruitment menu. Recruitment page will get displayed as shown in the figure. Click on the Request to Hire tile, List of Requested Hire page will get displayed as shown in the figure. 8

9 Click on the My Team Request tab, teams request list will get displayed as shown in the figure. Click on the 3 dots ( ) available adjacent to the respective request which is to be processed. Corresponding Request page will get displayed as shown in the figure. 9

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11 Verify the request and click on approved and moved to corresponding HR. button in Level 1: Manager Step section, request gets 11

12 HR Manger Process Request to Hire To process request to hire, click on Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Request to Hire tile, List of Requested Hire page will get displayed as shown in the figure. 12

13 Click on the Organisation Requests tab, organisation request list will get displayed as shown in the figure. Click on the 3 dots ( ) available adjacent to the respective request which is to be processed. Corresponding Request page will get displayed as shown in the figure. 13

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15 Verify the request and click on Evaluator model window will get displayed as shown in the figure. button in Level 2: HR Manager section, Assign Select the HR to request and click on corresponding HR user to create opening. button, request gets approved and moved to 15

16 HR User Create and Publish Opening To publish opening, click on Recruitment menu. Recruitment page will get displayed as shown in the figure. Click on the Request to Hire tile, List of Requested Hire page will get displayed as shown in the figure. 16

17 Click on the Organisation Requests tab, organisation request list will get displayed as shown in the figure. Click on the 3 dots ( ) available adjacent to the respective request and select New Opening option, Opening page will get displayed as shown in the figure. An opening can be created in in four simple steps; Create, Assign Stage, Assign Round and Publish. 17

18 Step 1: Fill-in the required Opening details and click on button. 18

19 Step 2: Assign stage by selecting the required stage and click on button. Step 3: Click on shown in the figure. to add round to the opening. A New row gets add to enter the round details as 19

20 Enter the round details and click on button. You can create as many rounds you want, by clicking on the next button you will be navigated to publish step as shown in the figure. Step 4: Verify the details and click on requirement. button. Opening gets published based on the 20

Internal Opening page will get displayed as shown in the figure.

21 Apply for Opening (Internal Employee) To apply for an opening, click on Recruitment menu. Recruitment page will get displayed as shown in the figure. Click on the Internal Opening tile. Internal Opening page will get displayed as shown in the figure. Click on adjacent to the corresponding opening and select Apply for Opening option. Confirmation message will get displayed. Click on the Yes button, to apply for the opening else click on the No button. 21

22 Manage Candidate To manage Candidate, Click on the Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Opening List tile. List of Opening page will get displayed as shown in the figure. 22

23 Click on adjacent to the respective opening and click on the View Candidate option. Corresponding opening details page will get displayed as shown in the figure. 23

24 Opening details will be displayed with 5 stages; Candidate Application, Application Screening, Evaluation, Offer Process and Selection. By default, Candidate Selection stage details will be displayed with the list of applied candidates. To move a candidate to next stage, select the candidate(s) and click on the (Move to Next Step) icon. Remarks modal window will get displayed, key-in the remarks and click on button. Candidate will be moved to Application Screening stage as shown in the figure. Once the screening is complete, click on displayed, key-in the remarks and click on Evaluation stage as shown in the figure. (Move to Next Step) icon. Remarks modal window will get button. Candidate will be moved to 24

25 To evaluate the candidate, click on Evaluation section as shown in the figure. icon. Evaluation Form will get displayed with Schedule & Enter the Interview details and click on button, interview will get scheduled successfully. 25

To score the candidate, click on adjacent to the respective interview details and click on the Score option. Scoring slider will get displayed as shown in the figure.

26 To score the candidate, click on adjacent to the respective interview details and click on the Score option. Scoring slider will get displayed as shown in the figure. If the evaluator is some other employee, you can send reminder to the employee to complete candidate s evaluation by clicking the button. If you re the evaluator, click on the figure. button, scoring modal window will get displayed as shown in 26

27 Score the candidate for the interview by clicking on the stars and click on button. You can schedule interview based on the interview type created while publishing. After completing all interview click on button. Once done with evaluation, move the best fit candidate to next Stage, click on the click on button. Remarks modal window will get displayed, key-in the remarks and click on the Save & Move to Next Step button. Candidate will be moved to next stage as shown in the figure. 27

icon, you Enter the fields with relevant details and click on button.

28 Selection Stage, Here the selected candidate will be made as employee. To make as employee, click on will be navigated to employee information page as shown in the figure. icon, you Enter the fields with relevant details and click on button. You can also initiate on-boarding instead of directly making the candidate as employee. Please refer On-boarding section. Note: Candidate can be rejected at any stage by clicking on the candidate will be moved to rejected candidate list. icon. On rejection the 28

29 Revoke Rejected candidate To revoke the rejected candidates, Click on the Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Opening List tile. List of Opening page will get displayed as shown in the figure. 29

30 Click on adjacent to the respective opening and click on the View Candidate option. Corresponding opening details page will get displayed as shown in the figure. 30

31 Click on the Show Rejected Candidates link available in the top right corner of the screen. Rejected Candidates page will be displayed as shown int eh figure. Click on the icon adjacent to the corresponding candidate record. The candidate will get revoked back in the respective stage where he was rejected. 31

32 Import candidates to an Opening To import candidates details, click on the Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Opening List tile. List of Opening page will get displayed as shown in the figure. 32

33 Click on adjacent to the respective opening and click on the View Candidate option. Corresponding opening details page will get displayed as shown in the figure. Click on icon. Import candidate modal window will get displayed as shown in the figure. 33

34 Import candidates modal window will display the candidates if any, select the required candidates and click on the button the selected candidates gets assigned to the opening. 34

35 Shared candidate Details To share candidates details, click on the Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Opening List tile. List of Opening page will get displayed as shown in the figure. 35

36 Click on adjacent to the respective opening and click on the View Candidate option. Corresponding opening details page will get displayed as shown in the figure. Click on icon. Share candidate modal window will get displayed as shown in the figure. 36

37 Select the required candidates and click on the gets shared to the selected employee. button the selected candidates details 37

38 Download Candidate list report To download candidate list report, Click on the Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Opening List tile. List of Opening page will get displayed as shown in the figure. 38

39 Click on adjacent to the respective opening and click on the View Candidate option. Corresponding opening details page will get displayed as shown in the figure. In the top right corner page click on the and view the downloaded details. icon, select the required destination to download report 39

40 On-boarding Notification settings To configure on-boarding notification settings, Click on the Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on Notification Settings tile, On-boarding Notification Settings pages will get displayed as shown in the figure. 40

41 In the On-boarding notification settings page the settings will be divided in three parts; Notification to be sent on publishing, notification required during on-boarding and notification required during task activity. To enable notification, click on the switch adjacent to the corresponding notification s and enable the respective check box to whom the notification is to be sent. By enabling the corresponding options, the notification will be triggered by the system. Once the notifications are configured then configure the to be sent. To configure s, click on the the figure. option. Notification Settings page will get displayed as shown in 41

42 Configure the template as per your requirement. The mail template can be configured eaisily with the help of the tags available. Once the is configured then click on the the corresponding notification. button, the mail template gets saved for Configure the template for every notification as per your requirement. 42

43 Manage Display Settings This setting helps you to manage feature you need to display in your portal like; Slider, videos, web links, People you want to know, Map locator and announcements. Click on the Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Display Settings tile, Display Settings page will get displayed with options like; Slider, videos, People you want to know, web links, Map locator and announcements as shown in the figure. 43

44 By default, slider settings details will be displayed. Slider Settings To add a slider image, click on the corresponding path. button and add the desired file from the To change the uploaded slider image, click on the corresponding path. button and change the desired file from the To remove the slider image, click on the button and remove the image from the slider settings. Videos Click on the Videos option, videos details will get displayed as shown in the figure. 44

Enable the option to display the video in the portal. Enter the video link url and click on the icon. The video gets added. To remove the video, click on the gets removed.

45 Enable the option to display the video in the portal. Enter the video link url and click on the icon. The video gets added. To remove the video, click on the gets removed. icon available in the respective video. On confirmation the video People you want to know Click on the People you want to know option; the details will get displayed as shown in the figure. 45

46 Enable the option to display the people details in the portal. Click on the Add Employees link, Select Employee modal window will get displayed as shown in the figure. 46

47 Select the required employee(s) and click on the displayed in the portal. button, selected employee(s) gets To remove an employee, mouse hover on the employee card and click on the confirmation the employee gets removed. icon. On Web Links Click on the Web Links option, Web Links details will get displayed as shown in the figure. 47

48 Enable the option to display the web content in the portal. Enter the Web link url and click on the icon. The web links gets added to the portal. To remove the web links, click on the the web links gets removed. icon available in the respective web links. On confirmation Google Map Locator Click on the Google Map Locator option, Google Map Locator details will get displayed as shown in the figure. 48

49 Enable the option to display the map in the portal. Enter the location coordinates and click on the portal. icon. The location gets added to the map in the Announcements Click on the Announcements option, announcement list will get displayed as shown in the figure. 49

50 Enable the option to display the announcements in the portal. Click on the icon, Add Announcement modal window will get displayed as shown in the figure. 50

51 Enter the required details and click on the the portal. button. The announcement gets published in To edit an announcement, click on the get displayed as shown in the figure. icon in the announcement list. Announcement details will 51

52 Click on the figure. button, announcement details will get displayed in edit mode as shown in the 52

53 Enter the required changes and click on the button. To remove an announcement, click on the icon available in the respective announcement. On confirmation the announcement gets removed. Based on the display setting the portal page will display the details as shown in the figure. 53

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55 Resume Bank Resume bank is a complete repository of candidates resume in one place. It helps you to manage complete candidate database where you can import large candidate data to the system, directly add a candidate details in the resume bank, assign/apply candidate for an opening. Click on the Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Resume Bank tile, Resume bank page will get displayed as shown in the figure. 55

56 You can filter the candidate list based on the following criteria; Location, Phone number, , source, qualification, skills and by opening. To add a candidate to an opening, click on the shown in the figure. icon, add candidate page will get displayed as 56

xls link and import the required the candidate data excel file.

57 Enter the candidate details and click on the system. To upload a candidate details, click on the button. Candidate details gets added to the icon and upload the required the candidate details. To import candidate, click on the Candidate.xls link and import the required the candidate data excel file. To apply candidate for an opening, click on the icon adjacent to corresponding candidate record. Available opening modal window will get displayed as shown in the figure. Click on the button, the respective candidate will be assigned for the opening. 57

58 Manage Evaluation Template Add Evaluation Template To add evaluation template, click on Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Evaluation Template tile, Evaluation Template page will get displayed as shown in the figure. 58

59 Click on the icon, Add Evaluation Template page will get displayed as shown in the figure. Enter the evaluation template name. Enter the description for the evaluation template. Click on the shown in the figure. button, additional fields will get displayed in add evaluation template page as 59

Select the rating scale range from Define Rating Scale drop down list.

60 Select the label for the template from the Add Label to Template drop down list or you can add new label by clicking on the Add Label link. Select the rating scale range from Define Rating Scale drop down list. On selecting the required range, range fields will get displayed to enter the value for the range scale as shown in the figure. 60

61 Define rating scale by entering corresponding values. After adding the rating scale, add questions to the evaluation template by clicking the add question link. Add question modal window will get displayed as shown in the figure. Add the required question and click on the other templates. button or else you can add question from the To add question from other template, click on the select Question from other template link. Other templates list will be displayed as shown in the figure. 61

Select the required questions and click on the Import selected

62 Select the required template to add question, corresponding template questions will be displayed as shown in the figure. Select the required questions and click on the Import selected button. the question will get imported and displayed as shown in the figure. 62

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64 Verify all the entered details and click on the the Evaluation list. button. The evaluation template gets add to Update Evaluation Template To update evaluation template, click on Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. 64

65 Click on the Evaluation Template tile, Evaluation Template page will get displayed as shown in the figure. 65

66 Click on the evaluation template name which you would like to update. Corresponding Evaluation Template details will get displayed as shown in the figure. 66

67 Do the necessary changes you wish too and click on the updated to the template. button. The changes get Delete Evaluation Template To delete a evaluation template, click on Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. 67

68 Click on the Evaluation Template tile, Evaluation Template page will get displayed as shown in the figure. 68

69 Click on the confirmation. icon adjacent to respective Evaluation template. Evaluation template gets deleted on 69

70 On-Boarding Process On-boarding is the process by which new hires get adjusted to the social and performance aspects of their jobs quickly and smoothly, and learn the attitudes, knowledge, skills and behaviours required to function effectively within an organization. Manage Task Library Add Task To add a new task, click on Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on the Task Library tile, Task Library page will get displayed as shown in the figure. 70

71 Click on icon. Add Task page will get displayed as shown in the figure. A task can be created in three simple steps; General Details, Task Owner details and Task Followers details. 71

72 Step1: Enter the Task Name and describe the task. Click on in the figure. button, task will get created and additional details will get populated as shown Fill-in the required additional information and click on will get displayed as shown in the figure. button, Task Owner details page 72

73 In this step you can add owners to the task based on the roles, employee buddy, on-board employee, on-board HR contact and add address of external vendors related to task. Step2: Add owners to the task based on the requirement and click on Follower step details will get displayed as shown in the figure. button. Task 73

74 In this step you can add owners to the task based on the roles, employee buddy, on-board employee, on-board HR contact and add address of external vendors related to task. Step3: Add followers to the task based on the requirement and click on will get created with the assigned owner and follower. button. New task Edit Task To edit a task, click on Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. 74

75 Click on the Task Library tile, Task Library page will get displayed as shown in the figure. 75

76 Click on the Task name from the task library. Task details page will get displayed as shown in the figure. 76

77 Modify the required details and click on respective task. button. Modified changes gets reflected to the To modify the owner and followers, in the Task Library page expand the task by clicking the down arrow available in the right side of the corresponding task. The task will get expanded as shown in the figure. 77

78 You can manage the owners and followers here by adding or removing corresponding owners and followers. Delete Task To delete a task, click on Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. 78

79 Click on the Task Library tile, Task Library page will get displayed as shown in the figure. 79

80 Click on icon adjacent to the corresponding task from the task library. Confirmation message will get displayed, click on Yes button to remove the task else click on No button. Note: Manage On-Boarding Process Now let us see how to manage the on-boarding process initiated from selecting a candidate. 80

81 Selected Employee details will get populated as shown in the above figure. Fill-in the empty fields and click on shown in the figure. button, employment details step will be displayed as 81

82 Select the manager for the employee by clicking the Select Manager for this Employee link and select the employee from the list and click on as shown in the figure. button, On-boarding details step will be displayed 82

83 Enter the on-boarding details such as; Date of joining 83

84 On-boarding Start Date Enable Offer Process option Upload Offer Letter Offer Expiry Date Assign Buddy Assign HR Contact Welcome Message Attach a template Once you have finished furnishing on-boarding details, click on Publish step will be displayed as shown in the figure. button, Manage Task and Task section will be displayed below employee details section. Task will be segregated in two tabs; Pre Arrival Tasks and Post Arrival Tasks. 84

85 To add pre arrival or post arrival, Click on icon available in pre arrival or post arrival tab, Add Task from Library modal window will get displayed as shown in the figure. Select the required task by clicking on them and click on button. selected tasks will get added. Initiate on-boarding page will be displayed with Pre arrival and post arrival task as shown in the figure. 85

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Verify the entered details and click on initiated. button. on-boarding for the new employee gets Add New On-boarding To add new on-boarding, click on Recruitment Home option under Recruitment menu.

87 Verify the entered details and click on initiated. button. on-boarding for the new employee gets Add New On-boarding To add new on-boarding, click on Recruitment Home option under Recruitment menu. Recruitment Dashboard page will get displayed as shown in the figure. Click on on-boarding list tile, on-boarding list page will get displayed with two tabs; Active onboarding and Closed On-boarding as shown in the figure. 87

88 Click on icon, New on-boarding page will get displayed as shown in the figure. 88

89 This page will help you to add new on-boarding process for new and existing employees. Enter the required fields such as Employee Number Prefix Employee Name (mandatory) Date of Birth (mandatory) Gender Personal ID (mandatory) ID Marital Status Nationality Employee Photo After filling the fields and click on shown in the figure. button, employment details step will be displayed as 89

90 Select position by clicking on Select Position link, Position list modal window will get displayed as shown in the figure. 90

91 Select the required position and click on new on-boarding employee as shown in the figure. button. the selected position gets assigned to the 91

92 Select the manager for the employee by clicking the Select Manager for this Employee link and select the employee from the list and click on as shown in the figure. button, On-boarding details step will be displayed 92

93 Enter the on-boarding details such as; 93

94 Date of joining On-boarding Start Date Enable Offer Process option Upload Offer Letter Offer Expiry Date Assign Buddy Assign HR Contact Welcome Message Attach a template Once you have finished furnishing on-boarding details, click on Publish step will be displayed as shown in the figure. button, Manage Task and 94

95 Task section will be displayed below employee details section. Task will be segregated in two tabs; Pre Arrival Tasks and Post Arrival Tasks. To add pre arrival or post arrival, Click on icon available in pre arrival or post arrival tab, Add Task from Library modal window will get displayed as shown in the figure. 95

96 Select the required task by clicking on them and click on button. selected tasks will get added. Initiate on-boarding page will be displayed with Pre arrival and post arrival task as shown in the figure. 96

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98 Verify the entered details and click on published. button. on-boarding for the new employee gets Manage On-Boarding Notification Settings Now let us see how to manage the on-boarding. 98

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