Revisin histry Last mdified n Authr Reasn 3/4/2019 CHRS Recruiting team Initial Publicatin Intrductin This guide shws yu hw t invite applicants t events, such as interviews and test screenings. Several methds exist fr inviting applicants, s yu chse the methd that wrks best fr yur situatin. Prcess diagram Select applicants All ready fr status change? yes Applicant list > Bulk mve Applicant accepts invitatin, ptinally selects a time slt Start multiple n Single r multiple applicants? Invite applicants individually Applicant card > New bking t New event Create an event with time slts End single Event exists? n Applicant card > New bking t existing event yes Fr multiple applicants, yu select the applicants. If all applicants are ready t be mved int a new status (such as Interview 1) then yu bulk mve them. Otherwise, applicants must be invited individually. Frm each applicant card, yu can either bk an existing event r bk t a new event. If bking int a new event, yu must create the event and time slts prir t sending the invitatin. Applicants accept the invitatin and can ptinally select a time slt. 1
What yu will d Bk an applicant int existing event Bk an applicant int a new event Bk applicants with status change Manage events See the applicant s experience Definitins Term Applicant card Applicatin status Bking Event Merge field Venue Definitin The applicant card is a cmplete summary f an applicant in the system, including their persnal details and applicatin histry. A single stage f a recruitment prcess. Campuses pre-determine their recruitment prcesses based n the type f recruitment. Applicatin status identifies where an applicant is in that prcess. Example: First Interview Successful. An assigned r reserved spt in an event. An interview that is scheduled in PageUp. It has an wner, applicants, and smetimes ther users wh must bk a time fr the event. The event has a specific number f applicant spaces which, when they are filled, deny further bkings. Merge fields are specific text strings that pull infrmatin directly frm the system. Yu can use merge fields t persnalize bulk cmmunicatins. Example: Dear {FIRSTNAME} is shwn in the cmmunicatin preview. When the cmmunicatin is sent, {FIRSTNAME} is replaced by the value f the applicant s first name drawn frm the applicant card. The lcatin fr the event. A venue can be bked fr a given time. The list f venues is cnfigured in the system, s yu can select them frm a list. 2
Bk an applicant int existing event Yu can invite an applicant t an existing event frm their applicant card. The applicant card lists each applicatin that the applicant has submitted. When t invite an applicant t an event Yu want t invite an applicant t an interview r similar event. Prerequisites and assumptins An event with an pen time slt exists. Yu can view the applicant card. Yu knw hw t pen the applicant card. Yu have permissin t bk events. Hw t bk an applicant int an existing event 1. Open the applicant card. 2. In the Applicatins area, click Actins > New bking t an existing event. The Event bking details frm pens. 3. Select the Event type. 4. Select whether t allw the applicant t chse the event r select an event frm the events calendar. T select an event, the event must already exist in the events calendar. 3
5. Click the magnifying glass t search fr an event. 6. Search fr and select the event. 7. Select whether t allw the applicant t chse the time slt. If yu specify the time slt, the event and time slt must exist in the events calendar. 8. Click the magnifying glass t search fr and select the time slt. If n time slt is currently pen, yu can add a new time slt. 9. Click OK t return t the Event bking details frm. 10. Select the applicant status change fr each applicant respnse. The applicant statuses are pulled frm the recruitment prcess fr this requisitin. 11. Select whether t email the applicant. If yu select Yes, then edit the email befre yu send it. Yu can use merge fields t custmize the message. 12. Select whether t email users. If yu select Yes, then edit the email befre yu send it. Yu can use merge fields t custmize the message. 13. Click Save. 4
What happens next Email ntificatins are sent t applicants and users (if yu chse t send them). If yu added a time slt, the time slt is added t the Events calendar. Time slt psitins are filled fr the event if yu selected the time slt fr the applicant, r after the applicant accepts and selects a time slt. The applicant s status is updated accrding t the respnse. Guidelines Remember t first select the event type befre yu search fr events. If yu leave this field blank, the search returns n events. Related dcuments Bkings & Events REC_RG_12_Recruitment Prcess.dcx REC_RG_20_Bulk Cmmunicatins.dcx using merge fields 5
Bk an applicant int a new event Yu can invite an applicant and create an event at the same time frm the applicant card. When t bk an applicant int a new event Yu want t invite an applicant t an event. The event des nt exist. Prerequisites and assumptins Yu have permissin t view the applicant card. Yu have permissin t create events. Hw t bk an applicant int a new event 1. Open the applicant card. 2. In the Applicatins area, click Actins > New bking t New event. The Event bking details page pens. 6
3. Create the event by cmpleting the Event details frm. 4. Cmplete the Bking details frm using the same prcedure as when bking an applicant int an existing event. 5. Click Save. What happens next The event is created. Time slts are added t the Events calendar. Email ntificatins are sent t applicants and users (if yu chse t send them). Time slt penings are filled fr the event if yu selected the time slt fr the applicant, r after the applicant accepts and selects a time slt. The applicant s status is updated accrding t the respnse. Related dcuments Bkings & Events REC_RG_12_Recruitment Prcess.dcx REC_RG_17_Bkings and Events.dcx REC_RG_20_Bulk Cmmunicatins.dcx using merge fields 7
Bk applicants with a status change Yu can mve individual applicants with a status change, either frm the applicant list r frm the applicant card. Frm the applicant list, yu can use bulk mve t change the status f multiple applicants. When t invite applicants with a status change Yu need t invite ne r mre applicants t an event as part f a recruitment prcess. Prerequisites and assumptins An event with an pen time slt exists. Yu knw hw t pen an applicants list. The recruitment prcess includes a status that bks events. The applicants are ready t be mved int the apprpriate status. Hw t bk an applicant by status change 1. Open the applicants list. 2. Select the applicants that yu want t update. 3. Click Select bulk actin > Bulk mve. 4. Select the applicatin status that triggers the invitatin (example: Invite t Interview 1), and then click Next. 5. Cmplete the Create an event bking invitatin fr applicant frm. 6. Select whether t allw the applicant t chse the event r select an event frm the events calendar. T select an event, the event must already exist in the event calendar. 8
7. Click the magnifying glass t search fr an event. 8. Search fr and select the event. 9. Select whether t allw the applicant t chse the time slt. If yu specify the time slt, the event and time slt must exist in the event calendar. 10. Click the magnifying glass t search fr and select the time slt. a. If n time slt is currently pen, yu can add a new time slt. 11. Click OK t return t the Create an event bking invitatin fr applicant frm. 12. Select whether t email the applicant. If yu select Yes, then edit the email befre yu send it. Yu can use merge fields t custmize the message. 13. Select whether t email users. If yu select Yes, then edit the email befre yu send it. Yu can use merge fields t custmize the message. 14. Click Mve Nw. What happens next Selected applicants are mved t the new status. Applicants receive an email invitatin t the event. If yu added a time slt, the time slt is added t the Events calendar. Time slt psitins are filled fr the event if yu selected the time slt fr the applicant, r after the applicant accepts and selects a time slt. Related dcuments Bkings & Events REC_RG_12_Recruitment Prcess.dcx 9
Manage Events Events and their time slts are shwn in the Events calendar. Yu can use the calendar t plan arund event times, edit events, view events, and see hw many applicants are bked fr each event. The events manager has three tabs: Calendar fr viewing events n the events calendar Events fr viewing a list f events Timeslts fr viewing a list f time slts When t manage events Yu can manage events at any time if there are events n the calendar. Prerequisites and assumptins Events exist n the calendar. Yu have permissin t view events. Hw t manage events 1. Open the side menu. 2. Click Manage events. The Mange Events page pens. The Calendar tab prvides the fllwing functins: New event create an event Print events send the event t a printer 10
Print events with bkings send the event with bking infrmatin t a printer Date selectin and navigatin view different days Add event t calendar Click the calendar icn n the event t dwnlad a file in standard calendar frmat. Psitins: The number f psitins is shwn in the time slt. Timeslts that have mre applicants invited than there are available psitins are displayed in red text. Bked: The number f bked psitins is shwn in the time slt. View bkings click the blue venue link and then click View bking t view bking infrmatin Edit events click the blue venue link and click Edit event t edit the event. On the Events tab, yu can see a listing f events that yu have access t. Frm here, yu can d the fllwing actins. Create a New event Edit an event On the Timeslts tab, yu can view infrmatin abut the time slts t which yu have access. 11
Yu can als use the cntrls n the right side f the page t perfrm the fllwing activities: Click the calendar icn t dwnlad a calendar file t add the event t yur calendar. Bkings view bkings, view applicants, delete bking Edit the time slt edit r delete the time slt Edit the event g t the event editr Related dcuments Bkings & Events Applicant experience This sectin briefly shws what the applicant experiences after yu send the invitatin. When yu bk an applicant t an event, decide hw t invite the applicant: Allw the applicant t select a time slt Specify a time slt and allw the applicant t cnfirm The chice that yu make determines what message the applicant receives. 12
Invitatin t select a time slt If the applicant can select a time slt frm the chices yu prvide, the applicant receives an email similar t this ne: After the applicant fllws the link t the career site, the applicant can select a time slt. The applicant then selects a time slt frm a list and cnfirms the bking. 13
Invitatin t cnfirm a time slt If yu send an invitatin but with the time slt already selected, the applicant receives an email t cnfirm the time and date. After cnfirmatin, the applicant can have the event autmatically added t the Ggle calendar r dwnlad a file t add t Outlk r ther calendar applicatin. 14