Once you have live vacancies, you will start to receive applications for each role. Whether the hiring managers have access to these new applications or if there is a pre-screen completed by the resourcing team, it is the Recruitment Workflow that dictates what the hiring manager can do next.
Accessing the Workflow
The quickest way to access the workflow is to make use of the workflow widgets on the Hiring Manager Dashboard e.g. Applications Awaiting Feedback.
Alternatively, you can click the Applications icon on the left hand menu to see all applicants for your roles. If you have active roles against multiple Workflows, you'll be asked to select which workflow to view.
There are two view modes available - Pipeline and Tabs.
Application Pipeline View
As soon as the pipeline loads, you will see a column for each stage of your recruitment workflow, as well as an individual card for each applicant. There are then tools for contacting, filtering and sorting your candidates as required, giving you all the tools that you need to manage your workflow.
At the top of the pipeline, you have your Vacancy Filters, which allow you to switch between Vacancies.
Next to the Vacancy filter you'll find a series of filters and options:
Candidate Type – This will allow you to focus on external candidates, internal applicants, previous employees, vendor candidates and referrals. As the type of candidate can influence the correspondence you send, as well as how they are managed within the workflow, this can be really useful for switching between or hiding particular sets of candidates.
Contacted State – This filter will give you access to those candidates that still need to be contacted at this stage, have previously been contacted or have no scheduled correspondence. Using these filters will help you to keep track of those who have been kept informed of their progress and those who you have not yet been in touch with.
Suitability – This multi-select filter will allow you to quickly exclude or hide applicants based on the star rating attributed to the application. This option may be deactivated in your system.
Status Type – This filter is set to show only active applications as default, so that rejected / withdrawn/ terminated applications are hidden. You can change this to include terminated or hide active applications as required.
Status - This multi-select filter allows you to quickly look at all applications at a specific Application Status. For example, if you want to quickly see all Applications which need Interviews scheduling, open this filter and tick all the Action Not Created statuses. Tip - rather than scrolling through the list, which will likely be quite long, type Action Not Created and the list will automatically filter to just show these items.
Search Candidates – This is a quick filter, which allows you to filter applications by candidate name. Simply start typing the name in to this box and Eploy will automatically apply the filter for you. This option may be deactivated in your system.
Sort – This option (on the right hand side of the tool bar) allows you to change the order in which your pipeline is displayed. The default option is to be sorted by candidate, but it can be really effective to sort by suitability, vacancy or stage / subtype.
Calendar - opens the Calendar in a popup allowing you to see all scheduled Actions and manage Interview Slots (settings dependant)
Contact Summary - Provides an overview of the Contacted State of all Applications currently displayed
Change View Mode - use this to select the Pipeline or Tab view
Understanding the Pipeline
When it comes to using the pipeline, you can see that each column is a different stage of the recruitment workflow. Within each stage, there are different statuses available, as well as contacted states.
Workflow Stages – These make up each column and represent the key points of your recruitment process. Successful candidates will progress to the latter stages of a workflow, whilst rejected or unsuccessful candidates will be terminated within the furthest stage that they reach.
Workflow Sub Stage – Each stage can be made up of sub stages, which can include application statuses, actions and hire statuses. These are used to show progression or termination within each stage and can be used as active or inactive. At application or placement stages, you will be able to update the application or hire status, whilst action stages will include creating actions, inviting to select an interview slot or providing feedback.
Contacted States – When an applicant arrives within a sub-stage, the contacted state will update. Depending on whether an applicant has received correspondence at this stage or has previously received correspondence at this stage, they will be shown with a difference state. The states are as follows:
Needs Contacting
- This applies to all candidates who are at a stage where the correspondence templates have been configured, but are yet to be sent. The correspondence is not set up to be sent automatically.
Scheduled
– This applies to all candidates who are at the stage where the correspondence email has been set up to be sent automatically, but due to the delay chosen as part of the configuration, the email has not yet been sent.Contacted
– This is used for all candidates that have been contacted at this stage already, so no further correspondence is required.Previously Contacted
– This status is used for all candidates who have been contacted at this stage of the process, moved to a different stage and then moved back to this current stage. This is particularly useful when re-inviting candidates to interviews after postponements or withdrawals.No Contact Set Up
– This status is for stages of the workflow that have no correspondence set up or associated. These stages give the user greater flexibility to contact candidates if and when required.
At the top of each workflow stage, you will see the name of the stage, the number of applicants currently displayed within that stage and the contact summary. If the stage is an action stage, you will also have access to any interview slots that have been set up within this workflow for that stage.
Application Tab View
The Tab view of applicants is ideal for those high volume roles where you need to closely compare applicants to each other, in order to find the most suitable for your role.
Each stage of the workflow is represented as a Tab - click each tab to view the Applications at that stage.
The Layout of the Tab View will vary depending on your system setup and can only be changed by contacting the Eploy Support Team.
The Application Dialogue
Whilst the Pipeline and Tab Views are great for quickly reviewing and comparing candidates, it is the Application Dialogue that gives access to much more information regarding the candidate, the application and the role they have applied for.
To access this, simply click the candidate name, ID or the CV preview.
Thee layout of the Application Dialogue in the Hiring Manager Portal is identical to the layout in the Core System. The options available within the Hiring Manager Portal will be dependent on your system configuration.
🤓 Tip Hiring Managers do not have the ability to adjust the layout of the Overview and Vacancy tabs within the Application Dialogue. These two layouts are controlled centrally within Admin > System / Security Settings > Hiring Managers. Candidate Fields controls the Overview layout with Vacancy Fields controlling the Vacancy layout.
Providing Feedback via Forms
To complete an ad-hoc feedback form, open the Forms tab and click Complete Form. Select a form from the list and click Continue. Answer all questions as required and click Submit.
If a Structured Review is needed, look to the Application tab where you'll see the name of the review form, the number of required and completed reviewers. Click Complete to open the form - answer all questions and click Save.