Employee Referral Module Guide Cyber Recruiter Version 6.0. Updated 4/10/2006

Transcription

1 Employee Referral Module Guide Cyber Recruiter Version 6.0 Updated 4/10/2006

2 Table of Contents Employee Referral Module Overview 3 Employee Referral Module 4 ADMIN/EMPLOYEE REFERRAL MODULE 4 General Page 5 Required Fields Page 6 Security Page 7 Employee Referral Form 8 SUBMITTING AN EMPLOYEE REFERRAL 8 Employee Referral Tracking System 11 TRACKING & TRANSFERRING EMPLOYEE REFERRALS 11 HIRING REFERRALS INTO CYBER RECRUITER 15 REPORTING ON HIRED EMPLOYEE REFERRALS 16 2

3 Employee Referral Module Overview This section introduces the pieces of the Employee Referral Module along with terminology clarification. Admin/Employee Referral Module General Page This page sets up instructions/messages through various stages of the Employee Referral Form. Required Fields Page This page sets up what fields should be required for Employees who make referrals. Security Page This page enables various Cyber Recruiter Users to utilize the Employee Referral Tracking System. Menu Main Bar/Applicant/Employee Referral (Tracking System) Pre-Applicants Tab This where Employee Referrals will default as Employees make referrals. Applicants Tab If Employee Referrals are transferred into Cyber Recruiter, they become Applicants, move to this tab. Hired Tab If Employee Referrals (Applicants) are hired into Cyber Recruiter, they move into this tab. Terminology Employee Referral Module This phrase will refer to the Employee Referral piece within the Admin section Employee Referral Module Tracking System This phrase will refer to the Employee Referral piece within the Main Menu Bar/Applicant section Employee Referral Form This phrase will refer to the Employee Referral piece where Employees will proceed to make the referrals 3

4 Employee Referral Module The Employee Referral Process is made up of several pieces and allows Employees to make referrals to their organizations with simplicity. Initially the organization sets up the Employee Referral Module, as they want their Employees to utilize it. Then at the appropriate time, Employees log into the Employee Referral Form to make their recommendations. As Employee Referrals are entered into the system, Users can track the Referrals, add them to Cyber Recruiter as Applicants, as well as hire those who prove to be qualified Applicant through the Employee Referral Module Tracking System. Admin/Employee Referral Module The Employee Referral Module is maintained in the Cyber Recruiter Admin section. To access the Employee Referral Module, click on the Admin option off of the Main Menu Bar. Scroll down and click on Your Website/Employee Referral. 4

5 General Page The General Page allows the Cyber Recruiter User to type the appropriate messages for the Employees to read at various stages of the Employee Referral Process. The General Page starts off with a drop-down list at the top of the page. The drop-down list indicates what Employee Referral Module page Users are currently viewing. The two (2) checkbox options all Users to decide how Employees should make referrals. Check the All employees to refer applicants by attaching them to open positions field if Employees should be allowed to submit referrals to current open positions. Check the All employees to refer applicants WITHOUT attaching them to open positions field if Employees should be allowed to submit referrals without a position. Both options allow the capability to title the links, as the Employees should read them. 5

6 When the Enabled field is set to YES, the Employee Referral Form and Employee Referral Tracking System are turned on for all. The width the Employee Referral Form pages can be adjusted here if needed. This first HTML editor is provides a place for Users to Welcome Employees to the Employee Referral Process as well as provide some instructions. (Note: Use the help (?) button in the HTML editor to provide a list of what each shortcut key does). The second HTML editor is the confirmation message Employees will see after they submit a referral. The General Page has few more options to set up. The third HTML editor titles the Notes section of the form to capture additional information as needed. The four (4) available Fields at the bottom determine the columns that will make up the open positions table when Employees decide to submit a referral to an open position. The Caption fields allow Users to title those fields, as Employees should view them. The For Job Description use field determines what tab(s) from the Job Desc/KSA page of the requisition file should be pulled as a preview of the job description. Required Fields Page The Required Fields Page contains all the fields that make the Employee Referral Form and allows Users to decide which of these fields should be required. 6

7 This page allows Users to select the fields that should be required on the Employee Referral form. (Note: The Referral s Relationship option is connected to a code table Admin/Codes/Employee Relationship. So if this option is required, the available options need to be entered). Security Page The Security Page contains the selected Cyber Recruiter Users who will be able to access the Employee Referral Module Tracking System from within Cyber Recruiter. This page allows Users to determine which Cyber Recruiter Users should have access to the Employee Referral Module Tracking System by highlighting them here. (Note: Hold the CRTL key down to select more than one). 7

8 Employee Referral Form This Employee Referral Form gives Employees/Users a suggested workflow process for submitting and tracking Employee Referrals. Submitting an Employee Referral This section demonstrates the how Employees submit referrals through the Employee Referral Form. When Employees comes into the Employee Referral Form, they will see the initial message as set up in the Admin/Employee Referral/General Page. Employees have two (2) options for submitting a referral, with or without a position. Either option will eventually take Employees to the same Referral Form. This page defaults when Employees click on the link to submit a referral to an open position. This page allows Employees to review all open positions by clicking on the green Position with Requisition Code link. 8

9 This page allows Employees to review the job position requirements. After reviewing the available position(s), the Employee can click the Close the Window button to close that browser and return to the Employee Referral Form. From this open positions page, Employees select the position(s) in which they want to submit a referral. To select available position(s) click on the checkbox at the beginning of each job position line. Once the position(s) are selected, click the Refer someone for the positions chosen below button at the top. 9

10 This page allows Employees to enter necessary information for each referral as determined in Cyber Recruiter. The top portion is where the Employee enters his/her contact information and the middle section is for the Referral s information. The last portion of the form is for the referral s resume should the Employee have it. Click the Save Changes button to complete the process. This is one example of the confirmation page Employees receive when they finish submitting a referral. This message is configurable in Cyber Recruiter s Employee Referral Module. 10

11 Employee Referral Tracking System This section demonstrates how Users track and move Employee Referrals through Cyber Recruiter using the Employee Referral Tracking System. Tracking & Transferring Employee Referrals This section concentrates on how to track incoming Employee Referrals and how to move them into the Cyber Recruiter database. To access the Employee Referrals, click on the Applicants option off of the Main Menu Bar. Scroll down and click on Employee Referrals. This page allows Users to examine submitted referrals using the Employee Referral Tracking System. The Pre-Applicants Tab is where referrals will start to cue up. Requisitions will default with the referrals if they were 11

12 submitted to an open position. From here, Users can review the referral s information (resume and requisitions attached, if applicable). Click the green-circled E link to see the referral s full contact information. This page allows Users to view the referral s contact information as well as any additional notes. Click the Transfer to Applicant Database button to start the Applicant recruiting process, should the referral s qualifications be a good fit. To transfer the Pre-Applicant to an Applicant, there are three (3) tabs to fill out. The Applicant Info Tab allows Users to preview/fill in the referral s (Applicant s) contact information as needed. 12

13 The Attach to Reqs Tab allows Users to select which requisition(s) to consider the referral (Applicant) for (if the referral was submitted to open position(s). The Route Tab allows Users to route referrals (Applicants) to the appropriate Hiring Managers for consideration. In addition, Users can add referrals (Applicants) to the Hiring Manager s inbox by checking the Add to Inbox. Instant Communication Options The drop-down list provides the following options: If the User selects No, the Hiring Manager will have to log into Cyber Recruiter and check his/her inbox to continue the recruiting process. If the User selects YES, the buttons below it become activated. Checking the Allow response from option allows the Hiring Manager to make a decision about the Applicant from within the sent rather than having to login into Cyber Recruiter. If this option is not selected, the Hiring Manager will have to login to Cyber Recruiter in order to continue the recruiting process. 13

14 Checking the response back to me option will send an notification to the User who originally sent the routing message to the Hiring Manager, about the Applicant decision made for the particular requisition. If this option is not selected, User will have to login to Cyber Recruiter in order to continue the recruiting process. After all three tabs are considered; click the Save Changes button on any of the tabs to complete the process. After the process is completed, Users will be redirected to the Applicant file. An additional page is added to Employee Referral Applicants called the Employee Referred page. This page allows Users to track the payout information to the Employee who referred this Applicant as determined by the organization. In addition to the Employee Referred Page, Users will see a To Do Item on the Home Page reminding them to payout the Employee who referred the Applicant. Until the Paid field on the Employee Referred Page equals YES or NO, this To Do Item will stay on the Home Page as a reminder. 14

15 Lastly, in the Employee Referral Tracking System, the referral moves from the Pre-Applicant Tab to the Applicants Tab. This is where the Applicant will stay unless they are Hired and then at that point they will move to the Hired Tab. Hiring Referrals into Cyber Recruiter The section walks Users through hiring an Employee Referral. If an Employee Referral (Applicant) is hired for a requisition, Users will go through their standard hiring procedures in Cyber Recruiter. Upon completing the hiring process, the Applicant s overall status should equal to Hired as seen above. 15

16 Once the Employee Referral (Applicant) is hired, Users can finalize any bonuses on the Employee Referred Page. Users can fill in all the details of the bonus that should be paid out to the Employee who referred the Applicant as needed. Additionally, once the overall Employee Referral (Applicant) is hired, the Applicant will move from the Applicants Tab in the Employee Referral Module Tracking System to the Hired Tab. Reporting on Hired Employee Referrals The section walks Users through reporting on hired Employee Referrals. 16

17 To report on hired Employee Referrals, click on the Main Menu Bar/Reports/Applicant Reports/General. Select the Applicant New Hire Report and click the Next button to continue. This page allows the Cyber Recruiter User filter the Applicant New Hire Report as needed. To see only the Hired and Employee Referrals, set the Applicant Status(es) to Hired and the Referral Source to Employee Referral. Set the Hire Date Range and Viewer Type to the desired preferences. Click the Preview button to continue. 17

18 (An Example of the Applicant New Hire Report focusing on Hired Employee Referrals) 18