Guide to Use Simple Hiring System

Role

Duty

Hiring Manager

Hiring managers take charge of the hiring process for open positions. First, a hiring manager needs to add position information to the Add Position form. When assessing candidates, the hiring manager can review candidates' assignments through the Assignment Submission form. Meanwhile, the hiring manager can analyze recruitment data in the Hiring Analysis dashboard for better decision-making.

HR

HR controls over the hiring process and manages the whole HR team. First, HR needs to add candidate information to the Add Candidate form and follow up on the status of these candidates. During the process, HR also needs to analyze recruitment data in the Hiring Analysis dashboard for better decision-making.

Candidate

Candidates first need to apply for a position and fill in personal information. During the assessment process, candidates need to submit assignments through the Assignment Submission form for the hiring manager to review.

Name

Description

Add Position

You can publish job posting information through this form. It collects information like position name, job description, head count, status, departments, and hiring manager.

Add Candidate

You can add candidate information to this form. It collects information like full legal name, email address, position applied for, work experience, educational background, status, phone, and so on.

Assignment Submission

You can collect candidates' assignments and review them through this workflow form. When the review result is Pass or Fail, the workflow ends. When the review result is Need Revision, the workflow remains at this node for the reviewer to re-evaluate again.

Hiring Analysis

You can get an overview of the hiring process through indicators, pie charts, area charts, detail tables, and other visualization tools. It shows the number and proportion of candidates for each status, the number and proportion of candidates for each position, a detail table of candidate information, and a detail table recording the status of submitted assignments.

Duty

Description

Adding Position Information

When filling in the form, the hiring manager must pay attention to the following highlights:

1. The fields with an asterisk (*) before the field name are required, including Position Name, Job Description, Head Count, Status, Departments, Hiring Manager.

2. If a required field is empty, the form cannot be submitted and an error message will pop up.

3. In the form, the default value for Status is Hiring, the default value for Departments is Department of the current user, and the default value for Hiring Manager is Current User.

Apart from directly filling in the form, the hiring manager can also import data from Excel by following these steps:

1. Select the Add Position form, and go to Manage Data > Import.

2. Set Import Mode to Add Data Only, and download the standard template.

3. In the standard template, enter data that needs to be imported.

4. In the Import Data from Excel page, upload the standard template, and follow the instructions to import data.

Managing Position Information

Configuring permissions for the hiring manager can enable them to update position information. For details, see Predefined Permission Sets. Here are the setting steps:

1. Select the Add Position form and click Edit.

2. Go to Publish > To Members, and click Add Member. Select Hiring Manager and click OK.

3. Select Manage All Data from the drop-down list under Member Permission and click OK.

In the Add Position form, after switching the permission set to Manage All Data, the hiring manager can edit position information in two ways:

1. Click the data that needs to be modified, and click Edit on the details page.

2. In the Add Position form, click Edit. Go to Extension, and enable Quick-edit. Then the hiring manager can directly click to modify the fields.

Duty

Description

Adding Candidate Information

When filling in the form, HR must pay attention to the following highlights:

1. The fields with an asterisk (*) before the field name are required. If a required field is empty, the form cannot be submitted and an error message will pop up.

2. In the form, the default value for Status is Opened.

Apart from directly filling in the form, HR can also import data from Excel by following the same steps in "Adding position information" in the "Add Position" section.

Managing Candidate Information

In the Add Candidate form, HR can go to Manage Data to modify candidate information. Here are the two ways:

1. Click the data that needs to be modified, and click Edit on the details page.

2. In the Add Candidate form, click Edit. Go to Extension, and enable Quick-edit. Then HR can directly click to modify the fields.

Duty

Role

Description

Enabling Form Fill Link

HR

As candidates have not joined the company, they cannot access the app to fill in forms. Instead, they can only submit assignments through the form fill link.

HR can follow these steps to get the link:

1. Select the Assignment Submission form and click Edit.

2. Go to Publish > To All and enable Form Fill Link.

3. Click Copy, Open, or download the QR code to open the link.

Submitting Assignments

Candidate

Candidates can fill in the form by opening the link or scanning the QR code offered by HR.

In the form, when the candidate fills in the field Your Contact Email, the form will automatically fill in the field Your Full Legal Name and The Position You Applied For according to the corresponding data in the Add Candidate form.

Then the candidate can upload the assignment file to the form.

After filling in the form, the candidate can click Submit. The workflow will be transferred to the hiring manager for review.

Note that the Current Time field will automatically fill in the time when the link is opened, and it cannot be modified manually. This field can be used to determine whether candidates have submitted the assignment before the deadline (if any).

Reviewing Assignments

Hiring Manager

The hiring manager will receive notifications that a candidate has submitted an assignment in two ways:

1. Generally, when the workflow flows to a certain node, the node approver will see the workflow in My Tasks. Therefore, when candidates submit their assignments, the hiring manager can click the workflow in My Tasks to see the assignment details and determine the review result.

2. Specifically, in this app, the hiring manager will also receive email notifications when candidates submit their assignments.

This feature can be turned off by following these steps:

a. Select the Assignment Submission form and click Edit.

b. Go to Workflow > Workflow Properties, and remove the tick before Notify approvers and CC via emails under Workflow Reminder.