Recruitment

Overview#

Recruitment covers the full hiring flow: requesting headcount, publishing jobs (including a public career portal), tracking candidates through a pipeline, running interviews, extending offers, and converting a hired candidate into an employee record.

Purpose#

Walk a recruiter or hiring manager through opening a job and moving a candidate from application to hire.

Prerequisites#

• A Recruiter or HR Administrator account with recruitment permissions.
• Approved headcount, or the ability to submit a headcount request.

Step-by-Step Instructions#

Requesting headcount and opening a job#

1. Submit a Headcount Request if required by your organization, and get it approved.
2. Create a Job, optionally from a saved Job Template. Jobs get an auto-generated job code.
3. Configure the job’s pipeline stages (or use the default hiring stages if already set up for your tenant).
4. Submit the job for approval, then publish it once approved — published jobs appear on the public career portal.

Managing candidates#

1. Candidates apply through the public career portal, or are added manually by a recruiter.
2. Review the candidate profile: resume, skills, education, experience, certifications, notes, and tags.
3. Check for duplicate candidates before creating a new record — the system flags likely duplicates.

Moving candidates through the pipeline#

1. Move a candidate’s application to the next hiring stage as they progress.
2. Schedule an Interview, assign a panel, and collect interview feedback from each panelist.
3. Reschedule or cancel interviews as needed, and mark completed interviews.

Extending and managing offers#

1. Create an Offer with a structured compensation breakdown (base, allowances, and other components — not just a single lump figure).
2. Submit the offer for internal approval, then send it to the candidate.
3. The candidate responds using a secure link (a public, token-based accept/decline page) — no login required for the candidate.
4. Withdraw an offer if circumstances change before the candidate responds.

Converting a hire to an employee#

1. When an offer is accepted, the system normally converts the candidate into an employee record automatically.
2. If an automatic conversion is missed (for example, an offline hire), use the manual hiring-conversion action to create the employee record.

Screens Involved#

Expected Results#

A published job attracts applications through the career portal, candidates move visibly through pipeline stages, interview feedback is captured centrally, and an accepted offer results in a real employee record without manual re-entry.

Not Available in This Release#

Common Mistakes#

• Publishing a job before its pipeline stages are configured, leaving nowhere for applications to go.
• Treating resume-parser output as a final, ranked shortlist instead of a starting point to review.
• Forgetting to run duplicate-candidate detection before manually creating a new candidate record.

Troubleshooting#

A job is not appearing on the career portal.#

Confirm the job has been approved and published, not just saved as a draft. Only published jobs are visible on the public listing.

A hired candidate did not become an employee record.#

Use the manual hiring-conversion action. This is designed as the recovery path for offline hires or cases where the automatic event-driven conversion did not fire.

Related Pages#

FAQ#

Best Practices#

• Set up default hiring stages once per tenant so every new job starts from a consistent pipeline.
• Use candidate tags and notes consistently so handoffs between recruiters stay clear.
• Review interview feedback from all panelists before making an offer decision, not just the hiring manager’s.