Recruitment: Recruitment Overview: Workflow: Recruitment
Purpose
This document will cover the basic workflow of hiring an employee through the Odoo 13 Recruitment application. Throughout, there will be links to other relevant documentation as needed to preserve the flow of this document from start to finish.
Process
To get started, navigate to the Recruitment app.
Posting Positions
To start searching for new employees, you must first create a job position to fill. By default, when opening the Recruitment app, job positions is the first view that you land on. Here, you can see the number of positions you are currently hiring for, and edit their website components. On each Job Position card, there is an Applications button to view applications awaiting review.
Let's view our website post for the Cookie Designer position. To do so, click the Job Description link. This will show us the front-facing Job Posting that our website visitors see.
There is a default job posting template in place that can be customized using the Edit smart button at the top. This will open a widget menu column on the left and allow for drag-and-drop additions or rearrangement of the template. For more information, see our Website documentation.
Once the posting has been polished as desired, click the Save button in the top right corner, then be sure the page is Published by clicking the toggle icon on the top-right. Doing so will publish the page and allow website visitors to view and apply.
This brings you to the initial application page asking for basic information. This page is also customizable via the website editor. More importantly, it will allow your applicants to upload their resumes!
Once Jamil submits his initial application, he'll see this screen:
Now, let's navigate back to the Recruitment app to see the applications that await!
Reviewing Applicants
From the dashboard, click the # Applications button for the Job Position you'll be reviewing applicants for.
This brings you to the kanban view. All of our applications are awaiting review, so they're listed under the Initial Qualification stage.
We can see that three people are interested in this position. Two applications have a document attached, as seen by the # icon.
Reviewing Attachments
Click the attachment icon to see what has been submitted for that applicant.
From the uploaded files, select the one you'd like to download.
Once opened, click the <file name> download link.
Good to Know!
Recruitment Documents
You can also find the applicant's submitted documents in the Recruitment folder of the Documents app, if that application has been installed and configured to do so.
From within the Documents application, you can search by keyword. If that text appears in any text-based document (e.g. .doc, .docx, .pdf), it will appear in the results!
Read the Document Overview documentation for more information!
Let's navigate back to the Applications by using the breadcrumbs.
Reviewing Applications
From this page, open Jamil's card.
On this page, you'll see the basic information Jamil submitted from that initial contact form. The information here is limited to what was provided by the applicant, but as you gather more information you can click Edit and complete those fields, as needed.
Applicant Information
Email: Applicant's email address, populated from the initial application
Phone: Applicant's phone number, populated from the initial application
Mobile: Applicant's personal cell number
Degree: Applicant's educational history
Tags: Optional tags added by HR to assist with searching applicant data
Responsible: HR Employee handling the application, populated from the job posting
Appreciation: Indicated by HR, this is a visual tool to measure a candidate's potential fit for the position.
Job
Applied Job: The position/job posting the applicant responded to, populated from the job posting
Department: The parent department where the job was posted, populated from the job posting
Company: Populated from the job posting
Contract:
Expected Salary: Salary that the applicant is seeking
Proposed Salary: Salary proposed by your company for this position
Availability: The date on which the applicant is available to start working
Jamil's attached resume is also available in the chatter section by clicking the # icon.
Scheduling an Interview
There are a few ways to schedule an interview with a potential hire. The application will remain within the Initial Qualification stage until it is moved.
Method 1: Change Stage in the Applicant's Record
Click the First Interview stage on the applicant's record.
Method 2: Move Stage in Kanban View
When viewing all applicants from the Applications screen in kanban view, simply move the record from the Initial Qualifications column to the First Interview column.
Important!
Moving the applicant to the First Interview column will initiate an email being sent to the applicant. To prevent the ability to drag and drop in Kanban view, the automation can be turned off in your Stage settings. Refer to the Recruitment Overview documentation for further information.
Method 3: Schedule an Activity (Preferred Method)
Method 3: Another method is to schedule an interview is using Activities. To create a custom Activity, review the Activities section of our Recruitment Overview document.
During configuration, we illustrated a sample interview activity. Let's use it now to get Jamil on the phone for a video call and introduce ourselves.
At the bottom of Jamil's application, select Schedule Activity.
This brings up the Schedule Activity modal window where you'll enter the following:
Activity Type: Select First Interview as the activity. (Remember we created this in the Recruitment Overview, Activity Type section!)
Summary: This field should auto-populate based on the Activity Type created.
Once you've added those fields, click Open Calendar.
This opens the Calendar application where you'll select a timeslot. Once selected, a modal window will popup with the Meeting Summary pre-filled.
Click Create to confirm.
Good to Know!
Inviting Other Team Members
If you'd like to invite other team members, click Edit instead.
Then add additional employees to the Attendees field. When you're done, click Save.
To add attendees to a meeting that's already been scheduled, click the appointment on your calendar, then select Edit. From there, follow the steps above.
Scheduling an interview via a meeting activity has the added bonus of a documents link appearing on the meeting record, returning the user to the application and any related interview surveys quickly.
Use the breadcrumbs to navigate back to Jamil's application.
Returning to Jamil's application, we can see the new activity in the chatter area below Planned Activities.
Because this activity type has an associated mail template, we have the option to PREVIEW and edit the assigned template before sending, or to email the generic template without editing using the SEND NOW link.
No matter the method you choose to schedule the first interview, you'll see the email which was sent to the client reflected in the chatter area. This email is based on the Applicant: Interest template.
Good to Know!
Applicant Interest Template
This template used to send the First Interview notification is called the Applicant Interest Template. It can be tailored to fit your needs by an Administrator in debug mode, under Configuration > Stages.
From this page, click the First Interview stage.
Next, click the Applicant: Interest link.
On this page you'll see the current template. Click Edit to make any changes and save when you're done.
Interview Surveys
Let's take a quick detour to the Surveys application to review an interview form and its sharing options. For our purposes here, a survey has already been created for our applicants to respond to. If you wish to create your own recruitment survey, see the Surveys documentation.
Under the In Progress column, we'll click the survey we've created for this position called "Cookie Designer Position."
Sharing the Survey
Click Share to send this survey to your job candidates.
This brings up a modal window where you can edit the invitation email.
Recipients: If you're sending this to users within your Odoo database, select them from this drop-down.
Additional emails: For those who are not database users, add their email address(es) here. They will not be converted to contacts when entered on this line.
Subject: The subject line is populated, but you may change it. Keep in mind the variable you see there, ${object.survey_id.title}, will be replaced with the title of the survey when sent.
Body: You may make edits to the body of the email, as needed.
When you're ready, click Send when you're ready to deliver to the recipient(s).
At this point, the applicant will receive an invitation to complete the survey. When he's done, you will be able to review the answers. If Quiz Mode was enabled, you'll also be able to assign a score to let the applicant know how they performed.
From there, if Jamil has passed our performance test and interviewed well, we can move forward with either a second interview or extending an offer for employment. This is all based on your company's protocol.
Contract Proposal
If employment is contract-based, review our Signing Documents documentation to learn about sending contracts and receiving signatures. Once the contract is proposed, you can click the CONTRACT PROPOSAL stage. If the applicant signs the contract, click the CONTRACT SIGNED stage.
If the applicant signs the contract, click the CONTRACT SIGNED stage.
Creating Employees from Applications
Great news! Jamil has accepted our offer and signed all the documents. It's time to create an employee from his applicant record.
To do so, navigate back to the Recruitment app.
You can find Jamil's application by navigating to Applications > All Applications, or by clicking the # Applications button on the job position's corresponding card from the dashboard.
Click his record from the kanban view.
Once there, click Create Employee.
Good to Know!
Declining a Candidate
If Jamil did not meet our requirements, we can instead choose REFUSE, and his application will be archived. Archived applications can be reopened at any time if the position becomes available again, and we want to give Jamil another opportunity to apply. It may be worthwhile to make use of the Appreciation field on the application template so that more qualified applicants can be sorted and reopened.
You'll be asked to confirm that you'd like to create an employee from this applicant. If you want to continue, click OK.
This will launch the Employee record template where the required information will be stored. Read our Employee Setup Guide documentation for more information.
Good to Know!
Using Stored Applications Moving Forward
Applications will be stored here as needed and can be archived when no longer useful. Conveniently, if at some point Jamil seeks a promotion, the application can be edited to restart the hiring procedure for a different position, while retaining the historical data on why John was hired in the first place.