Applicant Tracking System Demo Transcription Part 2

The following is part 2 of a transcription of a recent demo we put on of our Applicant Tracking System. You can watch the full demo here.

Job Posts

Let's get into some job posts. I have a few jobs posts out here, associate trainer, client retention, various roles that I've created for my training company. I can see an overview of the position. I can see the posting owner and the actual posting date and I can see what applicant's I have as well as what candidates I have, so those that are further along in the process. The One button here is letting you know that I have a new candidate that has applied for this position. I can edit this as well. I can also copy this posting link for URLs. We have a dedicated job board that's available to you that I will show you when we get into the application side, but this post allows me to link directly to this job posts as opposed to the full job board. If you are using a vendor like indeed or LinkedIn, you can take this URL and redirect them to your portal. So I can copy that post right away and set that up.

The job post is an accumulation of all of those different rules and different pieces that we built on the foundation side, so it's giving me the job title that I built already, that position information, and I added in the start date and some of the basic information, but now I can go through and pull in some of those actual application details like which application I want to apply for this job posts which, which email they received and which hiring workflow they received. This is all about the rules behind this actual job board, so when does it start? Is it published? When did I fill this position? These are all internal pieces that you can utilize to track the progress of this actual post.

Applicants Tab

Now I do have some people that have recently applied. Our qualify applicant tab is the database of the system. This is where all of those different users come through the system and I can start to segment off and really manipulate where these applications should be and start working on these applications. I've filtered down to all postings, but I can go to a single post. I can also use additional options to search by specific division, department, job types. I can do a keyword search of the application as well, so this will help me narrow through all of the candidates that have ever applied through my system. So I have all open positions, but if I want to see all open and closed and search for that one guy, Jeff, who applied four years ago, I can certainly do that and pull up all of those users. I really like that we have all of that stored in one central location within the same portal that you are accessing for all of your other employee information.

Reviewed Tab

Now, these different sections that we have here are a way to categorize your applicants. I have Kim Kardashian, she recently applied. I can see that she did not answer any questions in a way that were flagged. I can do the application and from here I can also move her status to any of the different statuses. I can add a note so I can say, you know, she looks really good on paper, but not sure that she's a quite a good fit. This allows you and your various recruiting team members to keep track of your opinions, thoughts, and progress within an actual application. There might be a couple of different hands in the cookie jar, so we really want to make sure that everything is stored on this one applicant. The review category is like a placeholder. It’s like saying, you know what, Kim Kardashian was a great candidate I think we’ll hold her here in that reviewed category and that way my recruiting team can come through and they can give their opinion or maybe even start the hiring workflow if they really do like Kim Kardashian.

Candidates Tab

The candidate phase is what triggers the hiring workflow, so this gives me a chance to then further move this candidate through that hiring process, whichever process you might have. Mary-Kate Olsen recently applied so we’ll take her through the hiring workflow. The hiring workflow, again, is all part of those actual tasks that we require the candidate to go through. These are the individual tasks that have been assigned and these are the users that I have assigned to these tasks. Myself as Jane Doe, I have an initial task that, as a move this candidate into the candidate phase, I will get an email that says, Jane, you have a new task. Please review this candidate, it is an internal view, it starts on this day. I can say, Yep, I've done this and I'd like to move her forward in this process. Because I complete this stage, an email will be generated and sent to Ralph Christy who goes through that first phase of setting up the recruiter interview.

If I do not like this candidate, I can send correspondence and say, nope, thanks but no thanks. I can reject them and move them out of the hiring workflow and into the different categorizations. If Jane looked at the resume and said, wow, this is really impressive, let's go ahead and hire her right from the get-go. I can certainly do that here. At any phase, you can hire or reject a candidate. Once I complete my different tasks, the user will be notified that they have a task. It will be an email that they will receive. They will log in and they will have on their main page a task for them once they log in to applicant tracking. This is a really great way to keep track of all those different items that have to be completed before you move along the workflow and actually hire an individual.

At any point I can see the application, I can actually see the resume and I can again add a note, so this will really help as a team of users working through the recruiting process to make sure that you're keeping track of all the data and all the information that you've utilized.


Let's go ahead and say that I really did not like Kim Kardashian. I can change her status, I can change it to hired or rejected or have a couple of different tools. The transfer button allows you to move this candidate to a different role. So say I have a general application that's out there all the time for users to apply or submit their resume. Once I have a job available for that user, I can transfer Kim from the general application to this specific role for what she's qualified. So it allows me to keep applications coming through and move them to something that makes more sense for them and allows you to keep that user in the system. I can also see the history of her transfer. Now let’s say Kim continually tries to apply to my training company and I simply do not want to hire Kim, at any point I can block her that will allow her to continue to apply, but it blocks me from having to view or associate with any of the different rule types with Kim. It simply moves her to that reduction status once I closed the posting. So this is nice if you have any repeat offenders that keep trying to come through your company.

Hiring a Candidate

Now for the associate trainer role, I really liked Mary-Kate Olsen. I think she's a great candidate. If I wanted to, I can attach it as an additional note and say status: I hired her on such-and-such date. Hiring the candidate is very, very easy. This hire button allows me to enter in some basic information on the candidate. Anything that I know from this stage, I can put an approximate hire date for her in the system and basically start completing some of her employee profile, which is exactly what we're trying to do - reduce a lot of that manual data entry into the system. I know portions of the information here, but the big key is checking the box says start onboarding. Starting onboarding will initiate that onboarding workflow in the employee's tab so that you can complete the different tasks that the new employee will have to complete in order for you to start paying them.


What I really like is that it takes all that information that Mary Kate submitted to us: her email address, her contact information such as address, etc. Anything that she completed in the candidate profile falls over to the onboarding profile and further completes her employee profile. So we're allowing Mary Kate to do a lot of the work so that I don't have to transcribe any application info into the system. Trying to figure out whether that's a three, a six an eight, I'm not quite sure. It alleviates me from having to do all that manual work. We really want to keep the whole workflow within the system from start to finish. It also preserves the user's information in terms of login. So she created a log in, a profile, when she became an applicant. That Mary Kate Olsen username now goes through and gets into the system through the same username and password that she previously created, so it alleviates a little bit of that process of you being responsible as an administrator for setting that up. The user has already done that here.

Closing Candidates

I'll go ahead and click save and she has now been moved and transferred to the onboarding system. At this stage, because I did hire to the trainer position, anybody in these different categories, I can send a correspondence. I can let them know that anybody within that posting will receive a position filled email. I can also close the posting and update the applicants to rejected. From here, I can enter into rejection reason on a mass basis if I need to. Once I set this all up, I can move over to the process of the onboarding stage and get her information and further complete that employee profile.


Now, what I'd like to do is pop in and go through what it looks like on the application side. I have up here what it looks like. For you as a client, we want to redirect employees to utilize our portal from the beginning stage, from this applicant tracking stage. We're redirecting them from your /careers page to Dominion’s. I have an example here of working at Dominion, this is our site. When we view open position, it takes us to our job board. The job board will have the different positions available. That seems like a pretty easy job, keeping clients happy. I can go ahead and apply now and it will allow me to then sign in if I've already created a user or I can create a profile from here. All this information that we keep is again completing that employee's profile. We want to capture that information. The candidate will then go further along answering all the questions and the applicant info that you would like them to provide.

It’s very simple as an applicant to make sure that they have all that information keyed in. It's something that I think a lot of our clients will either have a kiosk on site to redirect employees to an electronic version of this rather than having them complete the actual paper applications or allow them to complete applications remotely. It's really up to you though on how you want to direct applicants here.

That’s all I have for today, thank you so much and I hope you guys have a great rest of the week!

If you would like to see a personalized demo of our Applicant Tracking System, click below.