After your interviews, it’s best to update the status of your applications - move the unsuccessful applicants to Unsuccessful so your reports will show the outcome of the interview process.
The next step depends on your internal processes but there are three further modules you can use on the system;
Requesting References
Once you’re ready to request references for an applicant, click on their name in the Application List to load their application record.
Click the References button (1) to see the referees the applicant has provided (2).
The table of references shows:
Name: the name of the referees
Position Held: their job title
Name of organisation: their employer
Last chased: the last time a reference was requested from the referee.
Allow contact: if the applicant has said the reference can be contacted before interview this will show as Yes - otherwise it’ll be No.
Chase history button: click to see the dates on which the reference has been emailed for a reference.
To request a reference, select the referees you want to contact and click Contact References on the toolbar. This will load the contact screen - choose a template suitable for asking for references.
Once a reference has been received, click the name of the referee and scroll to the bottom - you’ll see a date box where you can fill in the date received for reporting purposes.
Pre-Employment Checks
Back when you set up the vacancy, you might have chosen some pre-employment checks that need to be completed before the successful applicant can start work.
The applicant record provides a section where you can record the progress of pre-employment checks to track how close you are to completing recruitment.
To access the pre-employment checks section, first click the name of the applicant you want to work with to load their application record.
Next click the Pre-checks button (1) and you’ll see the screen on the right - this will list different checks depending on what you chose when you set up your job.
Each check you selected when uploading your job will show in the table, with date fields:
Requested Date: fill in the date the check was requested
Chased Date: fill in the date the check was chased up, if applicable
Received Date: enter the date the check was received
Once you’ve filled in a date, click the Save button on the toolbar to save the changes.
If you’re requesting checks for more than one applicant you can see an overview of pending & complete checks by clicking Pre-employment Checks in the vacancy header.
Offers
Once checks and references are complete, it’s time to confirm your offer!
How you communicate this to the applicant depends on your internal processes, but remember you can use Contact Applicant to send out emails or generate letters through the system - this keeps an audit trail of communications against the applicant record so you can always refer back to it in future.
The applicant record also has four date fields for recording when different parts of the offer process were completed - these are used to calculate Time to Hire in your reports.
To complete the Offer dates, first click the name of the applicant you want to work with in the application list.
Next click the Offers button (1) and you’ll see the screen on the right. Click the Calendar icon next to each date field to choose a date - you can fill these in for dates in the past if you need to.
TOP TIP - once you’re happy recruitment is complete, move the vacancy to the Completed status and the successful applicant to Recruited - this ensures your reports will be up-to-date.
