Lanteria HR Recruiting - Application Form

Transcription

1 Lanteria HR Recruiting - Application Form User's Guide for version Copyright 2016 Lanteria

2 Table of Contents 1 Introduction Terminology List Welcome Page Registration Company Information Links Vacancies Apply for a Vacancy Personal Profile My Applications View Application Data Receive Letters View Interview Invitations Accept/Rejects Job Offers Work with Action Items Status Actions Personal Data Open Vacancies Private Links Copyright 2016 Lanteria

3 Introduction The Lanteria HR Recruiting module can be synchronized with the Application Form available from your company web site. Lanteria HR implementation team creates such form based on your requirements and it is incorporated into the company site. The site style and theme can be applied to the form. When a vacancy is created in the Lanteria HR Recruiting module, it can be published to the company web site. The potential applicants apply through the application form. They are automatically registered in the Candidate Database and assigned as applicants to the vacancy in Lanteria HR. The mail communication, job offers and interviews being done and scheduled through Lanteria HR can be synchronized to the applicant s personal profile. This guide describes the possibilities of the Application Form, as well as the implementation tips that will help you understand the implementation effort behind the typical form modifications. It is recommended that you get acquainted with the Recruiting User s Guide before reading this guide. Terminology List Term Candidate Applicant Personal Profile Definition A person who can be relevant for one of the company s vacancies and whose resume, contact details, etc. the company has in the company database. An internal or external candidate who is regarded for specific vacancy. Personal page available for the registered candidates where they can view the updates on their applications, communicate with the employer s representative and so on. Copyright 2016 Lanteria Page 3 of 14

4 Welcome Page All the current company vacancies are displayed in the Welcome page. The page has the following options for the candidates: Sign in used to access the candidate s Personal Profile. Valid if the recruiting company chooses to use the candidate registration. Company description is displayed above the vacancies. During the implementation process, the company provides the text to be displayed to the Lanteria implementation team. List of vacancies all the currently open company vacancies are displayed here. The candidate can open the vacancy details by clicking its name and if interested, apply for a vacancy. Company Information Links the useful links the company wants to share with the candidates. These links and their content are set up during the implementation process and can be managed by the customer s system administrator. Registration The companies that use the web Application Form for their recruiting can choose to use or not to use the candidate registration. The candidates get registered in the system after applying for a vacancy, and there is no option to register without applying. If registration is used: Copyright 2016 Lanteria Page 4 of 14

5 A candidate is created in the Lanteria HR Candidate Database (Recruiting > Candidate Database) during the first application. If the candidate applies for other vacancies, he or she doesn t need to enter the personal date again and only new application is created for this candidate in the database. A candidate gets access to his or her Personal Profile where the application history is available. Also, the candidate can see there mails from the recruiter, get the application status updates, upload documents and track interviews. After the registration, the candidate gets a password for accessing the Personal Profile that is available to him or her only. The passwords are stored in Lanteria HR as a cyphered text. If registration is not used: A candidate is to enter all the personal information for each vacancy he or she applies for. A candidate is created in the Lanteria HR Candidate Database each time he or she applies for a vacancy. There is no access to the candidate s Personal Profile. The implementation team switches on the candidate registration option based on the customer request. The templates the candidate gets in this case are also configured based on the information provided by the customer. Company Information Links The Company Information Links are displayed in the right pane of the welcome page. They are intended to help the candidate get more information about your company as a potential employer. The links are configurable and are initially set up by the implementation team based on the descriptions provided by the customer. The system administrator can modify the links from Lanteria HR, External Recruitment Form Links available from the site content. The Company Information Links can be public or private. Public links are available to all the candidates from the welcome page. The private links are visible only to the registered candidates in the Personal Profile. Copyright 2016 Lanteria Page 5 of 14

6 Vacancies The welcome page lists all the current company career opportunities. The vacancies displayed are those from the Lanteria HR Vacancies list (Recruiting > Vacancies) that have: The status Open The Company Web Site check box selected The Start Date in the past and the Due Date in the future, or equal to today s date, or blank The fields displayed in the Current Career Opportunities table can be modified by the implementation engineer: the out of the box fields can be hidden and other fields from the Vacancies list can be displayed. To view the vacancy details, the applicant clicks the vacancy name. Copyright 2016 Lanteria Page 6 of 14

7 Apply for a Vacancy T0 apply for any open company vacancy, the candidate selects a vacancy in the welcome page and opens its description. If interested, the candidate can apply by following these steps: 1. Click Apply Here under the vacancy description. Implementation tips: By the customer request, the Apply Here button can be moved to the welcome page, and the vacancy description can open in the tip box in the welcome page, and not in a separate page. 2. The first step when applying is the candidate consent for his or her personal information storage in the company database. Select the check box and click Apply. Implementation tips: This step can be omitted if your country law doesn t require person s consent for working with the personal data. The text can be changed by the implementation engineer based on the customer request. 3. Fill in the personal information, contact information, as well as details about your work and education. Please note that if you click Back to Vacancies to return to the welcome page and the list of vacancies, the entered information will be lost. Implementation tips: The fields and field groups are set up based on the information provided by the customer. The mandatory and optional fields are defined by the customer. The form fields can be displayed in several pages or in one page. The date format is provided by the customer. Copyright 2016 Lanteria Page 7 of 14

8 4. Click Upload Resume to upload a file with your resume in one of the allowed formats (doc, docx, pdf). If the format of the uploaded file is incorrect, this can be fixed at the last step when the candidate is finalizing application. The system will list all the files that were not uploaded. Implementation tips: The allowed document types are limited by SharePoint. They can be further limited to accept only the type(s) selected by the customer. 5. When all the information is filled in and the resume uploaded, click Apply to finalize the application. 6. Optionally, the candidate can view and accept the final disclaimer. If the candidate clicks Back at this step, the documents will have to be uploaded again. After the application process is finalized, a candidate receives a confirmation and is created in the Candidate Database in Lanteria HR (Recruiting > Candidate Database). The candidate is also registered as an applicant for the vacancy he or she applied for (Recruiting > Vacancies, select the vacancy and click Actions > Applicants). If the registration is switched on, the applicant is registered by the system, and he or she receives an with the password. In the future, the registered candidates do not have to enter all the personal information again. Copyright 2016 Lanteria Page 8 of 14

9 Personal Profile Personal Profile is available to the registered candidates. From the welcome page, such candidates can enter their and password and click Sign in to log in to their profile. The following options are available to the candidates from the Personal Profile: My Applications view the list of vacancies the candidate applied for, as well as letters, interview invitations and job offers sent by the recruiting team; work with action items assigned by the recruiters Personal Data view and edit the personal data entered when applying (registering) Open Vacancies list of the company vacancies available for the candidate, that is, the open vacancies the candidate didn t apply for Private Links view the company information links available only for the registered candidates My Applications To view the information on your applications, click My Applications in the Personal Profile. The vacancies you applied for with all the application related data will open. Copyright 2016 Lanteria Page 9 of 14

10 The candidate uses this section to view the applications and cooperate with the recruiting team. Please note that the fields visible to the applicant can be modified by the implementation team. The following options are available from My Applications. View Application Data Under My Applications, view the vacancies you applied for, along with your date of application and your current applicant status for each vacancy (for example, Applied, In Process, Offer Accepted, Starter and so on). Click the vacancy name to view the vacancy description. Receive Letters When the recruiting team generates the applicant letter in Lanteria HR and sends them to the applicant (Recruiting > Applicant Tracking, select the applicant(s) and click Batch Action > Generate Applicant Letters), the applicant can view such letters from the Personal Profile > My Applications > My Letters. Click Download to download a letter. Copyright 2016 Lanteria Page 10 of 14

11 View Interview Invitations The interview invitations sent by the recruiters from Lanteria HR (Recruiting > Applicant Tracking, select the applicant(s) and click Batch Action > Manage Interviews) are available to the applicants under My Applications > My Interviews. Accept/Rejects Job Offers If the recruiting team generates a job offer (Recruiting > Applicant Tracking, select the applicant(s) and click Batch Action > Generate Job Offer) and sends it to the applicant (in Recruiting > Job Offers, the offer status is to be Sent), it will appear under My Applications > My Job Offers in the applicant s Personal Profile. Click Download to view the offer. Click Accept/Reject to let the recruiters know about your decision. Select Accept or Reject in the Status field, provide the comments and click Save. Work with Action Items If the onboarding process is started for the applicant, the assigned action items will be available from My Applications > My Actions. The onboarding processes can be started from Lanteria HR for the applicants in the status Starter. For more details on the HR Processes, please refer to the Core HR User Guide. Depending on the action item type, it is required from the applicant just to mark the action as completed, upload a document or fill the form. Copyright 2016 Lanteria Page 11 of 14

12 Status Actions When the applicant status changes, he or she can be assigned a task to fill in the data required by the recruiter. For example, the applicant rejected the job offer and is now in the status Offer Rejected. As soon as the status changes to Offer Rejected, the applicant receives a questionnaire to help the recruiting team get information about the reasons of rejection. The status tasks appear under My Actions and contain the status name in the task heading. The applicant clicks Fill Form and provides the information required. Copyright 2016 Lanteria Page 12 of 14

13 The data is saved as it is being filled in. The applicant can provide part of the data, close the form and proceed with the task later. The data entered by the applicant is available from the Lanteria HR list the Fill Form task is based on. The tasks are set up by the implementation engineers in three steps: 1. Create the applicant status, if required. Only one task per status can be set up. 2. In General Settings, Recruiting, External Form Settings define how the form filled in by the applicant will look like, that is, which list it is based on, which sections and fields it will have and so on. 3. Configure CandidatePage.xslt to identify the status for which the action item will appear in the applicant s personal profile. Personal Data Click Personal Data to edit the personal details provided when applying. Some fields cannot be edited once filled in. The read-only fields are set up by the implementation team by the customer request. Copyright 2016 Lanteria Page 13 of 14

14 Open Vacancies Click Open Vacancies to check the open company vacancies you can additionally apply for. Private Links Under My Applications > Company Information Links, the applicants can view the links from the External Recruitment Form Links list in Lanteria HR, including the links whose Public check box is set to No. Copyright 2016 Lanteria Page 14 of 14