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Recruiting Leader's Guide to TeamOhana
Recruiting Leader's Guide to TeamOhana

Overview of the key responsibilities and workflows for Recruiting leaders

Alayna Kolb avatar
Written by Alayna Kolb
Updated over 11 months ago

Introduction: What is TeamOhana?

TeamOhana is a single source of truth for your company's approved hiring plan. The benefits to Talent teams include:
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  • Only working on approved headcount

  • Assigning recruiters to approved roles

  • Automating job creation with one click

With collaboration and communication built directly into the tool, you can run a more streamlined process and eliminate the noise that inherently exists when working out of multiple tools and spreadsheets.

TeamOhana also shares real-time headcount data with your Finance team, meaning you no longer have to update multiple spreadsheets and reports to get them the information you need.

The Recruiting leader user role

The Recruiting leader's primary responsibilities in TeamOhana are:

1) Assign approved headcount to recruiters
2) Use dashboards to load balance

3) Maintain hiring plan health by updating target start dates for headcount in progress.

4) Ensure jobs are linked to headcount (Greenhouse, Ashby, Lever)


Recruiting leader Permissions

By default, the Recruiting Lead role in TeamOhana has the following permissions enabled:

  • Request new headcount

  • Push target start date without change request

  • Manage all headcount (but not current employees)

  • Manage headcount compensation

  • Access Recruiting Workboard

  • Mark as ready to hire

  • Link job

  • View job details

  • Create job in ATS

  • Access dashboard

  • Link employee


The attribute-based access control (ABAC) for this role grants access to headcount at every level for all headcount across the company (regardless of division or department.) The admin of the account has the ability to update both the permissions and the ABAC for this role at any time.

Using your ATS with TeamOhana

In order to leverage the integration that exists between TeamOhana and your ATS properly and in a way that delivers the most value, there are some best practices we recommend.

How to get started

Below, you'll find a step by step guide to the following workflows:

  1. Viewing the hiring plan and assigning a recruiter to headcount

  2. Creating a job and opening in your ATS via TeamOhana*

  3. Linking a job and opening from your ATS*

  4. Manually linking offers*

  5. Linking to an employee from your HRIS*

*Note that workflows 2-5 are most likely going to be owned by the individual recruiters on your team, but they have been linked and detailed here as an FYI

Viewing the hiring plan and assigning a recruiter to a headcount

The list of all approved hires for the company's fiscal year can be found on the Recruiting Workboard

  1. Click on Hiring Plan > Recruiting Workboard

  2. Use the department, start date, and other filters (headcount priority, location, reporting manager, recruiter, etc) to analyze the hiring plan

Once the hiring manager has toggled on the "ready to hire" button, the Recruiting Lead's next step is to assign the headcount to a recruiter to begin the hiring process

  1. Recruiting lead confirms that the job description added by the hiring manager meets requirements

  2. Recruiting lead either adds a recruiter by clicking the "+Recruiter" button from the Recruiting Workboard table, or by clicking into the headcount and added the recruiter from the Hiring Details tab

    1. Note that multiple recruiters can be assigned to the same headcount

Creating a job and an opening in your ATS

Once the headcount has been assigned to a recruiter, the recruiter will be notified and will create the job and opening in your ATS

Generally, the steps to create a job/opening in your ATS from TeamOhana are as follows:

  • Click the "+Link job" button from the Recruiting Workboard (this can also be done from the Hiring Detail tab within the headcount)

  • As long as the Ready to Hire toggle has already been enabled, Recruiters will see orange text inviting them to "Create job in [ATS]"

  • After they click the orange text, they'll see a drawer open on the right side of the screen where they'll be prompted to complete a number of fields

  • Once they click "Create," they can navigate to the ATS directly from the headcount in TeamOhana to complete any additional workflows
    ​

Note that this feature is currently only available for customers that use Ashby and Greenhouse. To learn more about how to complete these workflows navigate to the help center article below:

Linking a job and opening from your ATS

If the headcount already has a job and opening that exists in your ATS, the recruiter will simply link the two systems rather than create a new job/opening.

Generally, the steps to create a job/opening in your ATS from TeamOhana are as follows:

  1. Click the "+Link job" button from the Recruiting Workboard (this can also be done from the Hiring Detail tab within the headcount)

  2. As long as the Ready to Hire toggle has already been enabled, Recruiters will have the option to select a job from the dropdown menu

  3. The recruiter can begin to type the job name into the search bar which will pull it up instantly. If the job is not currently open in your ATS, it can still be linked; just ensure that the "only show open jobs" toggle is disabled.

  4. Select the job from the list, then select the corresponding opening

  5. Once the job and opening have been linked to the headcount, all hiring updates will automatically sync to TeamOhana

To learn more about how to complete these workflows in specific ATSs, navigate to the help center articles below:

Manually linking offers from your ATS

In some cases, you may need to automatically link an offer to the headcount in TeamOhana. For integrated ATSs, this happens because the job but not the opening was linked to the headcount. Generally, the workflow is as follows:

  1. Click into the headcount from the Recruiting Workboard and navigate to the Hiring Details tab

  2. Beneath the linked 'job name' section, you will see a table containing Available Offers

  3. Next to the offer that corresponds to this headcount, click the orange Link button

  4. This workflow can also be done from the table on the Recruiting Workboard, by scrolling all the way to the right and clicking "+Link Offer" from the Employee name column

To learn more about how to complete these workflows in specific ATSs, navigate to the help center articles below:

Linking to an employee in your HRIS

If the candidate is not auto-matched to the new hire when they're added to your HRIS, you can manually link the employee to close the headcount.

  1. Click into the headcount from the Recruiting Workboard, then navigate to the Headcount Details tab

  2. Scroll down to find the "Link employee" section, the find the employee's name using the dropdown menu.

  3. Click Save and note that the headcount is now closed.

Notifications

You will receive notifications from TeamOhana via email, as well as via Slack if you've installed the integration. Email notifications by role can be found here, and Slack notifications by role can be found here.

Workflow Videos

Check out the short videos linked below for help with some of the most common Recruiting Leader workflows.

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