Lanteria HR Recruiting Manager

Table of Contents 1 Introduction... 3 1.1 Recruiting Manager Overview... 3 1.2 Terminology List... 3 2 Candidate Database... 4 2.1 Create Candidate... 4 2.2 Manage Applicant... 5 2.2.1 Link Candidate to Vacancy... 6 2.2.2 View Candidate History... 6 2.2.3 View Candidate Documents... 7 2.2.4 Add Candidate Education... 7 2.2.5 Add Candidate Work History... 7 3 Vacancies... 8 3.1 Open Vacancy... 8 3.2 Add Applicants... 9 3.3 Plan Interview Stages... 11 3.4 Schedule Interviews... 13 3.5 Applicants Assessment... 16 3.5.1 Record Interview Results... 16 3.5.2 Applicants Assessment... 17 3.5.3 Interview Ranking... 18 3.6 Manage Applicant Statuses... 18 3.7 Applicant Letters... 20 3.8 Close the Vacancy... 20 Copyright 2015 Lanteria

1 Introduction Recruiting Manager guide is intended for the employees with the Recruiting Manager role. This role is applicable in cases when you need a definite person to work with the candidates for the company vacancies and deny the access to the employee database. 1.1 Recruiting Manager Overview Using Lanteria HR, Recruiting Manager can maintain the candidate database, along with all the contact details and resumes of the candidates. The recruiters can assign the available candidates as applicants when opening a new vacancy. As a Recruiting Manager, for each vacancy, you can plan the interview stages, schedule interviews and then record the interview results in the Interview form. As the interviews go, change the applicants statuses. For the successful candidates who accepted the job offer, you can create a starter that will be managed further though the OnBoarding. In order to have access to the Recruiting Manager functionality, select the Recruiting Manager role. Please note that this role will be available to the users with the Recruiting Manager permissions set up. 1.2 Terminology List Term Candidate Applicant Internal Candidate External Candidate Starter OnBoarding 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. One of the company s employees who can be potentially assigned to one of the vacant positions. A candidate from outside the company. A successful candidate who has accepted the job offer and is joining the company. The process of adopting the new people into the company. The OnBoarding page shows all the active starters and allows monitoring the action items related to the OnBoarding (agreeing the start date, contract signing and so on). Copyright 2015 Lanteria Page 3 of 21

2 Candidate Database All the people who can be potentially recruited by your company and whose resume and contact details you have can be stored in the Lanteria HR candidate database. To work with the candidate information and create new candidates, go to Recruiting Manager > Candidate Database. Select the view that will be used to display the candidates. The following options are available: By vacancy the candidates will be grouped by the vacancies By source the candidates will be grouped by the candidate source. The candidate sources should be previously created in the Candidate Sources list (Recruiting > Settings). By status the candidates will be grouped by statuses. The statuses can be managed in the Applicant Statuses list (Recruiting > Settings). Alphabetically the candidates will be displayed in the alphabetical order. 2.1 Create Candidate To create a new candidate, follow these steps: 1. In the Recruiting Manager section, click Candidate Database. 2. Select the view to display the candidates and then click new item to add a candidate. Copyright 2015 Lanteria Page 4 of 21

3. In the Full Name field, specify the candidate name. 4. Provide the contact details like email, phone numbers and address. 5. In the Gender field, select the candidate s gander. 6. Provide the ethic group. 7. If the person is disabled, select the Registered Disabled check box and provide the details in the Disability Details field. 8. Use the Candidate Source field to indicate where the candidate information has been obtained from. 9. Under Suitable for Job Roles, add the roles the candidate can potentially perform. 10. Under Suitable for Locations, select the locations where the candidate can potentially work. 11. In the Person Attributes, select the personal characteristics of the candidate. When searching for the candidates for specific vacancy, the recruiter will be able to search by these attributes. 12. To add the resume, click Attach File on the top of the dialog and upload the resume. 13. Select the status of the candidate. 14. You can link the candidate to the specific vacancy by selecting the appropriate vacancy in the Vacancy field. This option is available when creating a candidate or you can do this later. 15. Specify the last application date. 16. Save the candidate. 2.2 Manage Applicant After the candidate was added to the candidate database, you can link a candidate to the vacancy, view candidate history, add and view candidate documents, education, work history, and create an employee on the basis of the candidate information. These actions are available through the candidate card ribbon. Copyright 2015 Lanteria Page 5 of 21

2.2.1 Link Candidate to Vacancy After the candidate was created, you should associate the candidate with the vacancy this candidate with the vacancy he/she suits for. This step is necessary to start the recruiting process. To do this, click the candidate name from the database. In the candidate card, click Link to Vacancy. 1. In the Vacancy field, select the vacancy the candidate applies for. 2. In the Status field, select the status of the candidate application process. 3. Click Link to Vacancy to finish the process. 2.2.2 View Candidate History On the applicant history page, you can view the information on candidate application process(es). You can see the list of vacancies the candidate applied for, together with their application dates and statuses. Also, the detailed information on scheduled interviews is available. To view candidate history, click the appropriate button on the candidate card ribbon. Copyright 2015 Lanteria Page 6 of 21

2.2.3 View Candidate Documents You can download the external candidate documents using the candidate card. To do this, click Candidate Documents on the candidate card ribbon, and then click Download selected documents as ZIP. 2.2.4 Add Candidate Education To add information on candidate education, click Candidate Education on the candidate card ribbon. To add a new record on candidate education: 1. Click new item. 2. Specify the name of the school. 3. Specify the education level and orientation. 4. Select the graduation date. 5. Select the candidate the education record refers to. 6. Click Save to add a record. 2.2.5 Add Candidate Work History To add information on candidate working experience, click Candidate Work History on the candidate card ribbon. To add a new record on candidate working experience: 1. Click new item. 2. Specify the candidate previous position and employer. 3. Enter the start and end date of the working period. 4. Select the candidate the working experience record refers to. 5. Click Save to add a record. Copyright 2015 Lanteria Page 7 of 21

3 Vacancies When a new vacancy is opened in your company, you can create and manage it through Lanteria HR. The whole vacancy cycle from opening to finding a suitable applicant and assigning him to the vacant position is supported by the system. 3.1 Open Vacancy You work with the vacancies in the Vacancies page available in the Recruiting Manager section. To open a vacancy, do the following: 1. In the Recruiting Manager section, click Vacancies. 2. To create a new vacancy, click Add Vacancy. Copyright 2015 Lanteria Page 8 of 21

3. Provide the vacancy title and code. 4. In the Job Role field, select the job role for which the company has a vacant position. 5. In the Organizational Unit field, specify for which unit a new employee is needed. 6. Indicate the location where the vacancy is open. Note: The location should not be necessarily the same the department belongs to. You can have an employee in one country belonging to the department physically located in another country. 7. In the Number of Vacancies field, indicate how many persons you need to hire within the vacancy being created. 8. Use the Start Date field to define from which date the work on the vacancy is to start. In the Due Date field, specify when the recruiting process is to be finalized. 9. Provide the vacancy description in the Description field. 10. Define the current vacancy status. The following options are available: Requested the vacancy has been requested by one of the departments, but is not open yet Open the vacancy is currently active Closed the candidate has been found and accepted the job offer 11. In the Requested By field, select the person who has requested the vacancy. 12. Select the list of mandatory documents that should be provided by the candidate to apply for this vacancy. 13. Select the list of optional documents that can be provided by the candidate. 14. Select the Company Web Site check box to publish the vacancy on the official company web site. 15. Select the Intranet check box to make the vacancy visible for the company employees. This can be useful in case you are searching for the applicant among the company employees. The vacancies with the selected Intranet check box are visible through the Employee role menu, My Company, Open Vacancies. 16. Select the recruiting managers that will have an access to the vacancy through Recruiting Manager module. 17. Specify the values for the interview and assessment ratings weight. These values define how the interview and assessment ratings are important for the applicant total rating calculation. 18. Select the list of vacancy approvers. The vacancy will be in the Requested status until all of the employees listed as the approvers will not approve this vacancy. 19. Select the close date for the vacancy. The vacancy will be closed since the specified date. 20. Save the vacancy. To approve vacancies, select the Employee role and go to My Details > My Approval Requests. 3.2 Add Applicants When the vacancy is created, it s time to search for the suitable candidates to consider for the open position. You can search for candidates in both internal and external databases. The company employees comprise the internal database and the candidates the external one. To add the applicants, follow the steps below: 1. Open the details of the vacancy for which the applicants are to be added: click Recruiting Manager > Vacancies, select the vacancy and click Applicants. Copyright 2015 Lanteria Page 9 of 21

2. Next, click Create Applicants to create a candidate and to assign him/her to the vacancy. Click Add from Database to add the applicant from the list of existing candidates. 3. In case you click Create Applicant, the Create Candidate form will be displayed. Fill in the form using the instructions from the Create Candidate section. In other case, in the Applicant Type field, select one of the following options: External - to search for an applicant using the candidates database Internal to search for an applicant using the employees database 4. To search by name, type it in the Name field and click Search. 5. Otherwise, search by personal attributes. Select the characteristics that are important for the vacancy and click Search. All the candidates meeting the search requirements will display. Copyright 2015 Lanteria Page 10 of 21

6. Select the Include check box next to the candidates to be included as applicants and click Add Applicants to add them. Add as many candidates as necessary. 3.3 Plan Interview Stages Each vacancy can have its own interview stages. For example, when looking for a sales person, you can have the three interview stages: HR Interview, Interview with Sales Manager and Interview with Senior Management. You create the stages for the vacancy by clicking Add New Stage in the Vacancy Details: 1. Open the vacancies from the Recruiting Manager > Vacancies, select the vacancy for which stages will be added and click Details. Copyright 2015 Lanteria Page 11 of 21

2. Next, click Add New Stage. 3. Provide the stage title in the Title field. 4. There are two possible variants to create an Interview form. The first is to use the fields in the form to define the structure of the interview form, that is, the form containing the interview results filled in by the interviewer. Select the check boxes to include the following sections into the form: General Notes the form will include the free text field for the interviewer s general comments on the applicant. Summary Rating the form will contain the Summary Rating field where the interviewer will be able to provide a general assessment of the applicant (poor, average, etc.). Copyright 2015 Lanteria Page 12 of 21

Competency Assessment the Competency Assessment section will be added to the form, along with the competencies and competency levels required by the vacancy job role. The interviewer will be able to assess the applicant, and the system will compare the assessment to the job role requirements. Job Requirements Compliance the section listing the job requirements for the vacancy role will be included into the form. The interviewer will be able to select the check box next to each requirement to indicate compliance or non-compliance and provide comments. Person Attributes Compliance the Person Attributes section will be added where the interviewer will mark with check boxes the attributes the applicant has. Interview Outcome the interview outcome (positive or negative) will be provided by the interviewer. Please note that in this case you will not be able to add several interviewers to the interview stage and use the ranking functionality. 5. The second variant is to select the template of the interview form that will be generated for the interviewer(s) and used for the applicants assessment. This can be done in the Interview Form Template field. In this case a form will be generated according to the selected template and assigned to the interviewers. 6. In the Interview Instructions field, provide the instructions you want to be displayed on the top of the interview form. 7. Save the stage. Create as many stages as necessary for the current vacancy. 3.4 Schedule Interviews When the interview stages are in place, the interviews can be scheduled for the applicants. To schedule an interview, follow these steps: 1. In the Recruiting Manager section, click Vacancies, select the vacancy for which interviews are to be scheduled and click Details. 2. Select the interview stage to schedule interview(s) for and click Details next to this stage. Copyright 2015 Lanteria Page 13 of 21

3. All the applicants who are assigned to the current vacancy and don t have the interview for this stage scheduled will be listed under Available Applicants. 4. Click Schedule Interview next to the applicant to schedule the interview for the current stage. 5. Define the date and time for the interview. 6. In the Interviewer field, select the employee(s) who will be conducting the interview. 7. Select the status of the interview stage (Scheduled, Completed, or Cancelled). 8. Select the interview type. Copyright 2015 Lanteria Page 14 of 21

9. Click Save. The applicant will be moved to the Scheduled Interviews and you will be able to see the interview details. In a similar way, schedule interviews for all the applicants assigned to the vacancy. In case you assign the interview form template for the stage, the interview form will be generated automatically for every employee selected as an interviewer. The interviewers have an access to the interview form through the Manager role menu, My Recruiting > My Applicants. All the scheduled interviews are available in the Interview Schedule (Recruiting Manager > Interview Schedule). Copyright 2015 Lanteria Page 15 of 21

Click the interviews to see and change the interview details. 3.5 Applicants Assessment The total result of the applicant interview consists of two parts: interview average score and assessment average score. The importance of these parts should be defined for every vacancy through the interview and assessment ratings weight fields. 3.5.1 Record Interview Results The interview form is generated for every employee that is selected as an applicant interviewer. All generated interview forms are available on the Interview Stage Details page. To open it click Details for an interview stage on the Vacancy Details page (Recruiting Manager > Vacancies > Details). Also, the interviewers have an access to the Interview form through their Manager menu: My Recruiting > My Applicants. Copyright 2015 Lanteria Page 16 of 21

To start recording interview results, click Interview Form for the appropriate applicant. In the open form, write in the necessary comments and select the interview summary score. Please note that this form is fully customizable. Click Save Result to save the work and proceed with it later or click Save Result and Complete Interview to finalize the review. When completed, the form cannot be edited anymore. 3.5.2 Applicants Assessment In the Vacancy Details page, click Assessments to add some additional points that can be used for applicant assessment. Click Add Assessment and specify its title and score. Copyright 2015 Lanteria Page 17 of 21

Click Save to add this assessment to the applicant assessments list. You can add as many assessments as you need. 3.5.3 Interview Ranking To view the interview results on every applicant, go to Recruiting Manager > Vacancies. Select the vacancy and click Ranking. In the Applicant Ranking page, you can see the list of applicants that are assigned to this vacancy and their average interview and assessment scores together with the total score. Also, you can see the list of interviewers and the interview results that were put during the recruiting process. The applicants are displayed on the basis of the total score results. 3.6 Manage Applicant Statuses As the interviews go, change the applicant statuses to track the eliminated applicants and those who move forward. The applicant statuses can be viewed and modified in the vacancy details (Recruiting Manager > Vacancies > Applicants). Copyright 2015 Lanteria Page 18 of 21

The following statuses are available: Applied the applicant has just applied and hasn t had any interviews yet In Process the interviews for the applicant are in process Offer Accepted - the applicant accepted the job offer Rejected the applicant has been eliminated Pending Offer the applicant is waiting for the job offer Starter the onboarding process was launched. To change the status, select the applicant on the Applicant Tracking page and select the Change Applicant Status in the Take Action field. On the Process Applicants page, select the status in the Set Applicant Status field. You can also select the reason for the status change and generate the applicant letters. The letters will be generated on the basis of the existing templates. The Take Action field can be used for performing following actions: Change Applicant Status use to change the applicant status Generate Applicant Letters select the letter template for the letters generation. The generated letters will be available on the Applicant Letters page. Copyright 2015 Lanteria Page 19 of 21

Manage Interviews the Interview Stage Details page will open. On this page, you can schedule/manage interviews for the selected applicant. Mark/Unmark as Shortlisted to add/delete the applicant to the shortlist Generate Job Offers the job offers for the selected applicants will be generated. The generated job offers are available on the Job Offers page (Recruiting > Job Offers). Link to Vacancy select the vacancy and status for the selected applicant to link him/her to the new vacancy. Create Starter the starter will be created. The new starter HR processes will be started automatically (if any). The new starter will appear in the OnBoarding page (HR Administration > OnBoadring). 3.7 Applicant Letters The generated applicant letters are available on the Applicant Letters page (Recruiting Manager > Applicant Letters). Select the letters to be sent and click Send Letters to send them. After the sending, the letters will be marked as sent. By default, the generated but not sent letters are displayed on this page. To view all letters, click View All in the upper part of the page. You can also mark the letters as sent without sending them by clicking the appropriate button. 3.8 Close the Vacancy When the successful candidate has been found and you are ready to close the vacancy, follow these steps: 1. In the Recruiting Manager section, click Vacancies. 2. Select the vacancy to be closed and click Edit. 3. In the Status field, select Closed. Copyright 2015 Lanteria Page 20 of 21