Recruitment Management
All step-by-step instructions regarding Recruitment process are under this section.
Recruitment Module
Use this module to carry out the entire recruitment process i.e. from publishing a job, receiving applications, filtering applicants, and going through the entire selection process up to hire. This section has 6 parts such as;
Job Interview Management
Job acquisition
Manage jobs
Add new job
Approve job posts
Candidates
Careers page (published jobs)
Recruitment Progress Report
Candidates biodata report
The figure below shows where to find the recruitment module by clicking Modules >> Recruitment
Job Interview Management
This section is used by the hiring manager to interview or access the shortlisted applicants using the steps illustrated below.
categories
Questions
Job interview forms
Interview candidates
Staff candidate scores
Reports
Categories
This section is used to categorize the sections for the interviews to be carried out.
Questions
This section is used by the hiring managers to add the assessment questions that will be used by the panel duding the interview sessions.
Job Interview Forms
This section is used to upload the interview forms and the scores of the applicants that have been assessed
Interview Candidates
This section is used by the hiring manager to access the candidates/ shortlisted applicants in the different job categories.
Staff candidate scores
This section is used by the hiring managers or staff members to access the scores they have given the candidates.
Candidate Interview Scores
This section is used to by the hiring managers to access the candidate interview scores.
Reports
This section is used to access all the reports regarding the interviews that have been conducted.
Job acquisition
This section is used for approving jobs by the managers of the organisation before they are put up for recruitment . It is composed of 3 steps as illustrated below.
List Job
This section is where the job is listed before it is submitted for approval to the respective approvers.
Approvals
This section is used to approve the jobs that will be put up for recruitment .The approvers will be able to reject or the jobs that have been sent for approval.
Approved jobs
This section shows the jobs that have been approved and ready to be set up for recruitment . The HR will then be able to post the job once it has been approved.
Manage Jobs
This section shows the overview of the entire module through the interface shown in the figure below. The Admin/ Employee with the rights can view and manage all job openings from this interface until an employee is hired. To navigate to this section, go to Module >> Recruitment >> Manage jobs
Add New Job
To access this section, an employee can use the above illustrated interface and click on the Create New Job position tab as shown below
Or go to Module >> Recruitment >> Add new job. This section is where the job position is created and it’s in 5 steps. Follow the wizard up to the end as shown in the figure below.
Note: Each step of the registration process must be filled in to proceed to the next steps.
Step 1 >> Update Job(Job Summary)
This is step 1 of the new job registration. Under this section, the HR fills in all the required fields such as job position, department, job responsibility, job specifications, requirements, and many more
Note that on this form, you can indicate whether the job is internal/external
Step 2 >> Application Form
Under this section, the HR sets the outlay of the application form by clicking on the desired checkbox provided. The preview of this form is seen on the left side of the screen. Save as draft or save and proceed to the next step.
Step 3 >> Hiring Team
This is the team in charge of the recruitment process of a particular job. This section has 2 options; existing system user and new user. If the HR selects an existing system user, a drop-down from the system is availed for the selection of the team member. When the new user is selected, the fields such as names, email, and roles are filled as shown in the figure below
After selecting the right option and filling in the required information, click the send invitation tab as shown below. After which email notifications shall be sent to their emails.
The figure below shows an email notification sent to a selected team member.
Step 4 >> Candidate Assessment
The HR uses this section to assess the application by setting up questions that the applicants will fill in as they are applying, these questions can be simple text or drop-down where a candidate has to select from a set of options.
Step 5 >> Review Preferences & Publish
This is the final step of adding a new job. The Publish date and Expiry date of the Job advert are set from this tab. The HR can either save it as a draft or Publish Job.
The job advert is published on the organization career page linked to HRMagic i.e. http://url/careers whereby the URL represents the link to the domain being used for publishing the jobs.
Under this section, the HR is able to write the applicant's confirmation message that will be sent to the applicants once their application is submitted as shown in the figure below
Candidates
This section displays all applicants in the recruitment module. It displays all applicants i.e. those with submitted, draft/incomplete applications with their registered details. HR can filter using side the different options such as qualification, work experience, education, and many more.
Go to; Module >> Recruitment >> Candidates to be able to access the Candidates page as shown in the image below
Careers Page
To navigate to this section, go to Module >> Recruitment >> Careers page (Published jobs). This leads to the organization’s portal for careers as shown in the figure below. The jobs published under the New Job interface are displayed in this section.
View Job Details >>> The applicant can view the job details such as job specifications, requirements, and more from the tab
Apply Now >>> The interested applicant can click on the Apply Now tab so as to proceed in the application process.
Continue >>> An applicant is able to proceed with a drafted application by using an application code provided via email
The Recruitment Pipeline
This section shows from when the candidates submit their application till the qualified candidates are hired as shown in the figure below.
The recruitment process includes the following steps
Sourced
Applied
Oral
IT Exam
Shortlisted
Interview
Assess
Offer
Hired
The hiring team members can either disqualify or forward the candidate to the next step by clicking on the " Move To" tab as shown in the figure below.
These steps mentioned above are very important as the unqualified candidates are disqualified and the qualified proceed to the next step up to the Offer step
The hiring team members can either disqualify or forward the candidate to the next step by clicking on the Move to tab as shown in the figure below
Note that the different icons shown in the figure below have descriptions that are important to the hiring team members
The table below shows the tabs in the figure above and their meanings with regard to the candidate assessment.
ICON
MEANING
Move/copy candidate
Add note to the candidate’s profile
Email a Candidate
Schedule an event
Disqualify a candidate
Able to edit a candidate’s profile
Note: The Hired step is the final step of the candidate evaluation, where the only qualified candidates are sent job offer emails and added to the employee list of the organization as shown in the figure below.
Recruitment Progress report
To navigate to this section, go to Module >> Recruitment >> Recruitment Progress Report. This section provides a summarized report of the recruitment progress.
To generate this report;
Select from the drop-down the job advertised
Select the analyze option. The analysis option has 4 parts such as; analyze by gender, experience level, age, and education level.
Click on the generate tab as shown in the figure below.
Candidates Biodata Report
This section shows all the bio-data details of applicants for a published job. To access this section, go to Module >> Recruitment >> Candidates Biodata Report. An employee with system rights/HR can filter and generate a report as shown below.
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