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Test Document #2

Summary

This document addresses work instructions for managers on how to set up applicant tracking in tmsHR.

Setup Position Codes

If the position already exists, skip to page 4. Position codes must be setup for each position within an organization.

  1. Once logged in, select Company from the tab list (Figure 1).

Figure 1

  1. From Company Setup, select Department & Labor (Figure 2).

Figure 2

  1. Select Positions (Figure 3).

Figure 3

  1. At the bottom of the form, select either Save/Add New (if completing entry of another position) or Add (if adding a single position) (Figure 4).

Figure 4

  1. Enter in the following information (other boxes may be filled in as needed) (Figure 5):
    1. Position (if using tmsTime, this must match the position code there)
    2. Title—Name of the position
    3. Effective Date—Starting date of the position code
    4. the Active Button
    5. Available for Applicant Tracking
    6. EEO Code
    7. SOC Code
    8. Description Box—Enter a brief description of the position
    9. Click Save

Figure 5

  1. From the Description/Requirements tab, enter a complete Job Description and Job Requirements. Click Save (Figure 6).

Figure 6

  1. From the Depts tab, enter the appropriate Cost Centers and click Save (Figure 7).

Figure 7

Applicant Tracking Setup

  1. Select the Company tab (Figure 1).

Figure 1

  1. Under Other Setup Items, select Applicant Tracking Setup (Figure 2).

Figure 2

  1. On the Company Applicant Tracking Setup tab, Under General Setup, check Include EEO/AA/OFCCP Compliance Questions (Figure 3).

Figure 3

  1. Under Application Events, setup the event triggers in numerical order (Figure 4). Either Save or Save/Add New between each addition. Some examples would be:
    1. Application Started
    2. Application Submitted
    3. HR Review
    4. HR Rejected
    5. Offer
    6. Onboarding

Figure 4

  1. Setup the Application Rejection Reasons (Figure 5). Either Save or Save/Add New between each addition. Some examples would be:
    1. Drug-Failed Drug Test
    2. Falsified-Falsified Information
    3. Filled-Position Filled
    4. No Degree-No Degree Earned
    5. No Rehire-Not Eligible for Rehire
    6. Personality-Failed Personality Test
    7. Withdrew-Applicant Withdrew Application

Figure 5

  1. Navigate to Question Groups (Figure 6).

Figure 6

  1. Set up the Question Groups in the order that they will be shown on the application (Figure 7). Either Save or Save/Add New between each addition. Some examples would be:
    1. Eligibility
    2. History
    3. DOT Questions

Figure 7

  1. Navigate to Company Questions (Figure 8).

Figure 8

  1. Set up the basic question that a generic application would have; set them up as Available to all positions. Position specific questions can be changed under the Position dropdown; the Position Filter may be used to pull up a specific position to view or edit. Either Save or Save/Add New between each addition. (Figure 9)

Figure 7

  1. Navigate to Position Posting Templates (Figure 10).

Figure 10

  1. To setup a template, perform the following (Figure 11).
    1. Choose a Position (if this was a position previously setup, check Previous Revisions)
    2. Version Date
    3. Check Available to be Posted
    4. Check Editable when Posting (if there are changes to any questions on the application)
    5. Enter any specific Keywords or Skills lists
    6. Choose the Sections to be Displayed and Required by checking the appropriate boxes

Figure 11

  1. Under Application Events, choose which events are available on job postings for the position. Check Include and/or Required next to the appropriate Events (Figure 12).

Figure 12

  1. Select the remaining questions to be included on the template from the Template Questions section. Check Include and/or Required next to the appropriate questions (Figure 13).

Figure 13

  1. Navigate to Notification Templates where specific emails used to communicate the status of an application will be created. (Figure 14).

Figure 14

  1. The created templates will become the emails that will be generated to each applicant based on the status of their application. There are several fields in the email that will auto-populate and are designated by the {brackets}. Either Save or Save/Add New between each addition and once done new job postings can be set up. (Figure 15).

Figure 15

Posting a New Job

  1. To post a new job, from the Company tab, select Applicant Tracking from the Human Resources Setup box (Figure 1).

Figure 1

  1. Click Add (Figure 2).

Figure 2

  1. Once Add is clicked, both the Position and Position Template will become available. Use the drop-down arrows to select a Position and Position Template (generally, select the latest date) (Figure 3).

Figure 3

  1. After Position Template is selected, the Position Listing Detail section will become available. Enter the Posting Start and Posting End Dates (Figure 4).

Figure 4

  1. Please note that any applications that come in after the Posting End Date will see messages in multiple places when Job Link is clicked that the position is no longer available (Figure 5).

Figure 5

  1. In the Sections area, check which Sections should be displayed and required (Figure 6).

Figure 6

  1. Select the Questions to be included and/or required for the applicant to completed. If Editable when Posting was checked when creating the Position Posting Template, the user can check or uncheck any of the questions asked on the application. If this was not checked, the user cannot make changes to the questions asked (Figure 7).

Figure 7

  1. Select Preview Application to see the application before it has been submitted and what the applicant will see (Figure 8).

Figure 8

  1. Use the scroll bar to view the entire application (Figure 9).

Figure 9

  1. Close the preview and if everything is as it should be, click Save. The position will post on the Posting Start Date (Figure 10).

Figure 10

Applicant Tracking Dashboard

  1. To view the Applicant Tracking Dashboard, from the Company tab, select Applicant Tracking (Figure 1).

Figure 1

  1. Click Applicant Tracking Dashboard. Here, the user will see a complete overview of the Jobs Posted and Applicants. Users may also add a job posting from here as well (Figure 2).

Figure 2

  1. Click on a specific job posting to see the Status, number of Scheduled Interviews, Offers and Applicants (Figure 3).

Figure 3

  1. Click on the applicant’s name where the user can perform several functions; click on the appropriate green box to open the dialogue box (Figure 4).

Figure 4

  1. Click on View Profile to see the applicants name, address and contact information (Figure 5).

Figure 5

  1. Click on View Application to see the completed application (Figure 6).

Figure 6

  1. Select Forward Application to send to another person in the company for review (Figure 7).

Figure 7

  1. Select Send Message to email any template labeled as ‘Message’ (in setup) (Figure 8).

Figure 8

  1. Select Schedule Interview to set up an interview with the applicant (Figure 9).

Figure 9

  1. Select Offer Job to bring up the job offer email that was created in the setup (Figure 10).

Figure 10

  1. If the applicant is not being selected for an interview, the user may click on the person’s name in Applicant Actions and in the Status line use the dropdown arrow to select the proper rejection reason (Figure 11).

Figure 11

  1. If the applicant has been offered and accepted, they are now ready to be onboarded.