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Version: 8.0

Hiring Process

Create a Job Offer​

Access: HR → Recruitment → Job positions

Enter the necessary information. Afterwards, you can publish the job offer. Once you have finished creating an offer, you will be able to create a job application.

  1. Job title: enter a name for the job offer.

  2. Company: select a company for which the offer will be active.

  3. Location: indicate where the job offer is located.

  4. Department: this list is based on the departments that have been configured for a selected company.

  5. Hiring Manager: specify who will be in charge of managing the recruitment process.

  6. Nb of open jobs: indicate the number of open positions for this job offer.

  7. Nb of people hired: this read-only field displays how many people have already been hired for this offer.

  8. Job email: if email management is configured in the application, this field will automatically create job applications. Every time an email is received at this address, a job application will be created with automatic retrieval of attached documents.

  9. Contract Type: permanent, temporary, internship, etc. The contract type is configured in the Employee Management app settings.

  10. Position Status: Executive, Technician, etc.

info

The workflow is displayed at the top of the screen and allows following the job offer cycle. You move from one stage to the next by user action and by clicking the corresponding button on the right side of the screen.

Several statuses are available:

Draft → Open → On hold → Closed → Cancel

Creating an Application​

Once you have finished with the job offer creation, you will be able to create a job application.

Access: HR → Recruitment → Applications

An application compiles information about the person who responded to a job offer.

Enter the necessary information. You can indicate the level of education, professional experience, specify their skills, etc.

You can also enter their contact information and leave a note (after hiring, for example).

On the right side of the form, you will find:

  1. Applied job: in this field, you will find the attached job offer.

  2. Hiring manager: enter the recruitment manager here.

  3. Hiring stage: enter the recruitment stage here. For example, “Interview”. You can later change the stage, for example, to “Hired”.

Profile Details Tab​

  1. Level of education: select a level of education from a configured list (configure the levels in HR → Recruitment → Configuration → Level of education).

  2. Work experience: note the candidate's professional experience in years.

  3. Business sectors: select one of the pre-defined business sectors in the Application Config.

  4. Source: in this field, indicate through which channel the application arrived. It is based on a configured list.

  5. Skill tags: select a tag with the reference of the candidate's skills.

  6. Referred by: enter who is in charge of this application.

  7. Date of application: find here the calendar selection to know when the application has arrived.

  8. Appreciation: give a rating in % to the application.

Contract Tab​

  1. Contract Type: this field is automatically loaded.

  2. Expected salary: enter here the salary that was requested by the candidate (free text field).

  3. Proposed salary: write what salary is being offered in response. Free text field.

  4. Availability from: enter the candidate's availability date.

  5. First Name: enter the candidate's first name.

  6. Last Name: enter the candidate's last name.

  7. Applied job: find a selection of job offers corresponding to the current application.

  8. Hiring manager: indicate a person responsible for recruitment. If the manager is specified within the job offer, this field will be automatically filled.

  9. Hiring stage: indicate a hiring stage. Track the application with the following values: rejected / hired / interview / offer / offer rejected / received.

Events Tab​

On the application form, in the Events tab, you can add various events, for example, a meeting.

Resume Tab​

In this tab, on the application form, you can upload resumes.

Hiring a Candidate​

When you change the recruitment stage to "Hiring," the button Hire candidate will appear.

caution

Be sure to configure the hiring statuses in the application settings.

Access: Application Config → Apps management → Recruitment, Configure

  • First Step: to carry out the hiring process, the first step is to set up the Recruitment module in Application Config → Apps management → Recruitment, configure. Once in the menu, select the hiring status (here Hired in the example).

  • Second Step: when the recruitment stage of an application reaches the status set in the first step, and if the required information is properly filled (First Name, Last Name, Job Offer, Educational Level), a button Hire candidate will appear.

  • Third Step: when you click on the Hire candidate button, a new window appears with the candidate's hiring form.

This is carried out by following a workflow in four stages: Basic information → Employment contract → Leaves and timesheets → User creation.

tip

If you need to customize hiring stages, you can do so in the Hiring stage menu.

Access : HR → Recruitment → Configuration → Hiring stage

Configure the sequence (an order of each stage) and the title of each stage.

Employee Management​

When you click on the “Hire candidate” button, a new window appears with the candidate's hiring form (Employee form). Fill in the necessary information. Some information will be automatically transferred.

You will notice that this form consists of several stages: Basic information → Employment contract → Leaves and timesheets → User creation.

Basic information​

  1. Personal information: enter all personal information specific to the employee who is being hired.

  2. HR Information: enter settings for the employee file in the ERP.

  3. Manager: select the manager.

  4. Export code: an export code is used in the payroll prep to link with the payroll software.

  5. Weekly plannings: a selection of various schedules configured in the Application Config.

  6. HR manager: define the employee as a member of the HR team who will then have access to all other employees' information.

  7. External: with this checkbox, exclude the employee from certain processes (payroll prep / lunch vouchers / bonuses). Useful for employees who are external to the company.

Employment contract​

Once you have finished with the basic information, you will move on to the "Employment contract" stage.

  1. Date of hire: enter the date on which the employee was hired.

  2. Seniority date: the date considered for seniority. May be earlier than the hire date.

  3. Coefficient for bonus: set a coefficient that will then be applied to all bonuses.

  4. Profit-sharing beneficiary: check this box if the employee is to be considered for profit-sharing payments.

  5. Weekly work hours: the number of weekly work hours on the contract.

  6. Daily work hours: the number of daily work hours on the contract.

  7. Hourly rate: the hourly rate on the contract.

  8. Pay Company: define which company is responsible for the employee's salary.

  9. Executive Status: Executive / Non-executive.

  10. Employment: Job title.

  11. Company department: select a department to which the employee will be assigned.

Create new user​

Create new user: click this button in order to create a new user if the employee is going to use the ERP.

Attach to: attach this employee to the user who was previously created by the employer.

Finish: Once you have finished filling in all information, you can click on the "Finish" button. Clicking on this button will grant access to a new employee form.