Applicant Pool User Guide- with Requisition Access

OVERVIEW

This purpose of this document is to provide guidance on using your new Applicant Tracking Site.

IMPORTANT LINKS:

Admin Portal: https://admin.applicantpool.com/

External Applicants: https://ClientSite.applicantpool.com/jobs/

Internal Applicants: https://ClientSite.applicantpool.com/internaljobs/

APPLICANT VIEW

https://ClientSite.applicantpool.com/jobs/

This site is where your company’s active Job listings will display and job seekers can choose which open position they would like to apply for. The filter feature is convenient if you have more than one open job posting because it allows the applicant to filter on city, state, employment type, department, or job; As well as searchable keywords to allow the applicant to easily find what they’re looking for.

The job seeker has the option to sign up for job alerts, which means that when you post a new job, the applicant will receive an email notification. They can also follow you or share your page on social media if you would like.

Once a position is selected, the next screen will show your job description and qualifications based on your specifications.

The applicant can choose to apply for the position using their LinkedIn account or resume, and once the applicant enters in their information on the right-hand side, an account will be created for them to log in in the future.

JOB SEEKER PORTAL

Upon logging in after applying, the applicant will receive a pop up message if they have an open application that has not yet been completed. They will have the option to continue the application or skip and go to their account page. This is where they can update their information if it has changed. For example, a new email, address, or phone number, so that you are never out of touch with your applicants.

ADMIN

This site will allow you to manage all of your jobs, applicants, and settings online.

https://admin.applicantpool.com/

The first screen when you log in is job listings, but this can be changed to your preferred landing page by going to Gear Icon > My Account.

At the top of the site you can find your main navigational icons. Dashboard, Applicants, Jobs, Reports, Add (Job or Applicant— Optional) Bookmarks, Previously Viewed Applications, Spotlight, Calendar, and Settings (gear icon). You can also utilize the search function to search for anything, including keywords or content that has been submitted in a resume or application.

Clicking on the gear icon will allow you to access your My Account Page. This is where you can update your password, username, and integrate your calendar. This is also where you can find Settings & Users.

SETTINGS-

This area will allow you to view or edit your career site settings and is only accessible to admin users.

The first tab lists your career site pages. If these need to be edited/updated, please send a request to Products@certipay.com.

The second tab will be your Job Settings (including job/employee types & locations), business units (which are your departments or locations), sources (a listing of sources the applicants can select as to where they found your job posting), statuses (the statuses available to assign to each applicant during the application review process), and email templates (allowing you to have emails at the ready instead of retyping each time for each candidate). Our email templates offer “auto-inserts” allowing the emails to be individualized per applicant while sending the email to more than one person at a time, without manually updating any information.

USERS-

This area will allow you to view or edit your system users and is only accessible to admin users.

Admin User: Administrator logins are the main login to your account. They have unlimited access to all jobs, applicants and settings in your account.

Managers: Three types: Posting Manager: This user will have access to post positions and manage applicants within their assigned departments Non-Posting Manager: This user will have access to manage applicants within their assigned departments. They will not have job posting abilities. Viewing Manager: This user can be setup to have only "viewing" privileges.

Assigned Users: Assigned Users are able to login and view only the applications that have been assigned to them and can make contacts and notes in the system for those applications if you decide.

Req Mass Update: The Requisition approver drop-down lists can be left open so that the requisition creator can select any approver from the list, or those approvers can be assigned. In this case, each approver is pre-selected when creating a requisition and the creator cannot change the approvers.

Contacts: Information of people you want to communicate with within the system; like supervisors or department heads without giving them access to the system as a user of the before mentioned types. Simply click “add new contact” and populate the information. This is also where you would add “group email” contacts, to email multiple addresses, and Requisition Approvers who do not need to log in to Applicant Pool.

REQUISITIONS

When a manager determines that a new employee needs to be hired, the manager will submit this form for approval. The form will be reviewed to verify that the position is needed and that budget and other resources are available before being approved. Once approved, the form is used as the basis for creating a job listing and for advertising the open position.

CREATING A REQUISITION

Choose the Jobs icon from the top of your screen, and then select the Requisitions tab.
Select the +New Job Requisition button to begin a new Requisition.
Select the Job Template from the drop-down menu that this requisition is for. *Note* You will only be able to see those Job Templates associated with your assigned Departments.
Complete the Add Requisition form by answering all the questions required. Fields marked with an "*" are required and must be filled in before submitting.
Note that Departments appear in alphabetical order by Parent/Child first and by Individual departments second.
The Requisition Approvers will already be pre-populated based on your department.
Click Cancel to exit the form without saving, Save as Draft to save the form without sending it to the approvers and allow future editing, or Save and Begin Process to submit the requisition for approval.
Once the requisition is fully approved, an email is sent to the creator of the requisition and the applicable user will post the job listing.
If the requisition is denied by any approver, the requisition creator will be notified via email and the requisition approval process will stop. The creator must submit a new requisition if the original is denied.

APPROVING A REQUISITION

After the requisition has been created, the user will send the requisition to the initial approver.
The approver can click on the link and access their requisition by logging in to the ATS and accessing the requisition tab in the Jobs Dashboard
Once the requisition has been approved, the next approver will receive an identical email notification asking them to approve the requisition.
When the requisition has completed the approval process, or if it gets denied, the creator of the requisition will be sent an email notification that informs them that the requisition process has been completed.
Once the requisition process has been completed, an admin user or posting manager will have the ability to create a job listing from that requisition. Once the job listing is created, the position will be posted.
Non-User Approval Process o Contact users as approvers will ONLY have access to approve requisitions that are submitted. Once a requisition has been submitted by a regular user in ApplicantPool, and email is generated and sent to the approver. o Clicking the link in the email will direct the approver to the Requisition Approval page. The approver can review the requisition, make a note if desired, and then click the Approve or Reject button to complete the process. o Because approvers do not have access to the requisition any other way, we have included the approval history and notes for these approvers to help them understand the overall picture of what is happening with the requisition.

JOB DASHBOARD

This area is where you can view, edit, and update your job listings.

The first tab is JOB QUESTIONS – here you can create screening questions for the specific job – The questions allow for multiple answering formats, as well as indication of disqualifying answers. The disqualifier’s flag will not prohibit the applicant from continuing to apply for the position or notify them, they’re only used for your information.

The second tab is JOB TEMPLATES – here you can create/edit a template for a job posting that you may frequently post. This allows you to re-post the same job without re-entering all of the information all over again each time.

The third tab is JOB LISTING – Here you can add and use the templates or start new job as well as edit existing jobs.

The ACTION drop down will allow you to view selected information on the current listing.

View – This will show you the job posting description
View Applicants will show all applicants in a list format
Source Report will show you the source selected by the applicant and how many applicants are in each.
Status Report will show you the current status of active applicants and how many are in each status.
Job Questions Report is a report that will allow you to do screening based on the assigned job questions.

NEW JOB LISTING is where you will begin the process of posting a new job. You can update all of the settings to your liking, the only required fields are those with asterisks.

Once the listing is completed, you would simply click on “update and push to job boards”. Doing so will bring up your specific Job Posting information.

Job Ad Tab: This area allows you to change the title and description for the actual job board posting. You can add key words as well as indicate the city and state.

Job board settings tab allows you to add in additional optional information specific to certain job boards like Indeed or Career Builder.

Job feeds Tab Shows our free job board sites; just select a feed by checking the box next to each needed job board.

Job Board Push Tab If you choose to push jobs to a paid site, selecting one here will trigger a pop up with pay pal or credit card information fields to allow you to pay directly from this site.

Social Media – Allows you to push jobs to social media sites like Craig’s list, Facebook, LinkedIn, and Twitter. This process can also be automated.

The fourth on this screen is JOB BOARD FAVORITES – This will display your favorite paid job boards that we have direct feeds with. You can search feeds and add to your favorite list.

The last tab is REQUISITIONS—this is where requisitions are initiated, approved, and otherwise managed (see Requisition section of this document).

APPLICANTS DASHBOARD

On the ALL APPLICANTS tab, you will select your job, select a date range, and click Filter. This will provide you with an applicant list, Met Basic Qualifications flag, and status of each applicant.

On the APPLICANTS BY JOB tab, you can view your applicants by specific job.

On the INCOMPLETE APPLICANTS tab, you can view anyone who started the application, even if they did not finish it.

VIEW APPLICANT

Once you have found the applicant you want to view, simply click Action > View or click on their name to view the applicant and their information. All other applicant names will be visible on the left-hand side toolbar. If you do not wish to see them, just click on the minimize arrow at the top.

On the top of the application you can see that there is a 5-star rating system; The ratings will be averaged once more than one is received.

There is a time line is listed to the right, this is where you can view any notes or action items on the applicant.

Follow: Will send you emailed notices of any action items on this application

Send Message: Allows you to send an email to the applicant using any existing email template

Add Note: Add a note to the TimeLine. You can score the applicant in the note as well

Print: Choose which application items to print; opens in a new tab

Actions: Reset application to incomplete, Complete EEO information, Copy applicant to another open position, Schedule an internal calendar event, Archive the application, Forward application to another user/contact via email, Spotlight the applicant to another user.

APPLICATION REVIEW

Your viewable tabs are - Application, Job Questions (if applicable), Background (if applicable) and Integration.

Under the Application tab you will see all fields populated by the applicant during the application process. Use the header links to jump to a specific section.

Under the Job Questions tab, you will see their answers to the job specific questions if applicable

Under the Background tab you can send your applicant to the background/employment screening company & review completed reports if applicable

Integrations tab is where you can push the applicant directly to the Payroll system or to the Onboarding system to complete their new hire paper work.

Onboarding > Initiate > Select Division (Company) > Check the box next to each form this employee needs to complete > Click Send to Onboarding
The employee will immediately receive their activation email with their Onboarding log in credentials.

REPORT SECTION

Reports Tab at the top of the page will allow you to view our standard reports as well as build your own in the unlikely event that you are unable to find a standard report to fit your needs.

GET HELP ICON

The last icon is Help. This is here for you 24/7. It offers a list of frequently asked questions, notifications of anything system related, as well as a searchable knowledge base. There are PDFs available in addition to videos and FAQ.