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Recruiter's Guide to TeamOhana
Recruiter's Guide to TeamOhana

Overview of the key responsibilities and workflows for Recruiters

Alayna Kolb avatar
Written by Alayna Kolb
Updated over 10 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:

  • Only working on approved headcount

  • Clear role assignment and capacity planning

  • 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 Recruiter user role

The Recruiter's primary responsibility in TeamOhana is to link headcount with their corresponding jobs and openings in the ATS. This creates the automation between TeamOhana and the ATS that provides visibility into hiring progress for all stakeholders involved in the process.

Recruiter permissions

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

  • Request new headcount

  • Push target start date without change request

  • Manage assigned headcount

  • Manage headcount compensation

  • Access Recruiting Workboard

  • Mark as ready to hire

  • Link job

  • View job details

  • Create job in ATS

  • 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), as long as its been assigned to that user. 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

  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. Manually adding offer details

  6. Linking to an employee from your HRIS

Viewing the hiring plan

When a recruiter logs into TeamOhana, they will have visibility into each of the roles that have been assigned to them.

  1. Click on Hiring Plan > Recruiting Workboard

  2. The list of headcount assigned to that recruiter will be visible in the table below.

Creating a job and an opening in your ATS

Once the hiring manager has toggled on the "Ready to hire" button, the Recruiting leader will assign the headcount to a recruiter. This is the recruiter's signal to kick off the hiring process.

Before creating the job in the ATS, the recruiter should ensure that there is alignment with the hiring manager around the job description and role success criteria. Then, they can open the job.

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, Greenhouse, and Lever. 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 if applicable

  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 from your ATS 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:

Manually adding offer details

If you do not track offers in your ATS, or if the integration with your ATS does not provide offer details (as is the case with UKG and JazzHR) you can still input offer details on headcount in TeamOhana to provide visibility to hiring managers. To do this:

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

  2. In the Hiring Progress section, you will see the name of the job that you have linked from your ATS. Just below the linked job, you will see a section called "Offer details"

  3. Click "+ Add offer details." This will open a drawer on the right side of your screen with a number of offer fields, such as candidate name, email address, start date, and compensation. We will also ask for the offer status (pending or approved.)

  4. Once you've input all of the details, click "Add." The status of the headcount will update; if the offer status is "pending" then the headcount will move to "offer sent." If the offer is "accepted" then the headcount will move to "hired."

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 Recruiter workflows:

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