Applicant Tracking System Demo Transcription Part 1

The following is part 1 of a transcription of a recent demo we put on of our Applicant Tracking System. You can watch the full demo here.

Good morning everyone and welcome to today's presentation. My name is Claire, I am your product strategists here with Dominion Systems and I really appreciate you joining us this morning. Today we are looking at our Applicant Tracking Platform, which is a really good platform you can utilize to round out the system and how you start the process of adding more employee profiles. I'd like to show you a couple of different pieces of the platform, how the administrator accesses and builds out the different application and tools within, but then I would like to flip over and give you a feel for what the applicants will see as well.

Now the first place I'm going to log into is as a company administrator as I have a full access to the system here. So when I log in as Jane Doe, I'm going to have access to applicant tracking. We are able to create multiple user types, so for a recruiting team member or a supervisor, you will also be able to grant access to those users by selecting a different setting for that administrator. So you can have multiple types of users on the system.

So when I log in as a company Admin, I am able to go up to applicant tracking, which is an added product within our suite of products, so it might not be something that you have today, but it's certainly something that we can add onto your existing platform. I'm going to log into applicant tracking and get into the administration view.

As an administrator, I have access to a few different dashboards. I can see average turnover. I can see average days to hire based on the applications and job posting that I have out there. I see new applications that come through; it gives me a nice statistic view of maybe when people are applying for positions if there is a statistical reference about that. Now, no one really wants to apply to my company, so I only have two applicants in the last couple months. Another dashboard that you will have as a Rejection Reason. The rejection reasons are a really great way to track who is applying for your role. So if you have a post out there that maybe is phrased in a way that is attracting someone who is undereducated and under-qualified, this is a great way to label those individuals to then help you adjust your posting.


I also have my tasks. This is a way for me to track what is next in the process for my hiring workflow, so I will get tasked out for individual checklist items through each different hiring workflow for the candidates that you attach that to. The open postings are all of my open job roles that I have available. This whole platform is really set up with a trainer on our team, so it's part of the foundation that we will build with you once you go through an implementation phase because there's lots of pieces that are basic foundation pieces that we need to build in order to then allow you to post new positions. So there's some general settings that we set up with you. You can create some job titles so that we can reuse that information here, those rejection reasons that we can label candidates through.


One of the first pieces that we want to assign our the question. Essentially what we're doing is taking your paper application as it stands today and we're making it electronic. We're taking all those different questions and all those different pieces of information that you want to capture from the candidate and adding them to this portal so that they go through the process and they can't skip over anything and that they answered a more legible way perhaps.

So I have a question. Are you 18 years or older? I can edit that question if I need you to phrase it differently. I can reorganize it. I have different sections of my application that I can enter this into, so if I wanted to put this question in the general information, I could switch the location. I can also require this question if you want to make sure that they respond on. This alleviates them from just skipping on through and returning an incomplete application.


The activate flag option is a way for you to flag a response by a candidate, so I have a yes or no type question here. If they respond with a yes, that they are 18 years or older, I'm flagging that question to help me filter through my candidates a bit easier. This could be used in a negative or a positive way. Probably most of your candidates are 18 years or older. Maybe the better way would be to flag this response as a no, so I only receive a flag if they're not 18 years or older. This helps you filter down to those candidates that might be better suited for the role. This feature could be used for certain education, certain licensing. Again, it's just a very great way to make sure that you capture all the application information from this section for the candidates.

Once we build out all the different questions, we're ticking all those questions and we're building out the rules of that particular application because right now you might have a general application. You may not have multiple types of applications based on the roll type. I have a training application, a general application, management and staff. The questions that I asked my management team might be very different than the questions that I ask on my general application. A lot of my clients that I encourage to use this feature have a general application because we can have this as a “submit your resume only” type of application. Not many questions. It's just saying, hey, this is available to all of my users if I don't have a posting or a job available right now. Here's a way to still capture and build out that candidate database for you to select from in the future. So this is a great way to just keep that information here. So I'll go ahead and select my general application.


Building out the general application now is about assigning the different rules within this application. I do want to capture history. I need at least five years of history, how many references? I need at least two references. I can also flag individuals who answer in a certain way. I watch to flag those who did not voluntarily resign and I want to flag someone who doesn't want me contacting past employers. Again, this is just helping me filter through who is actually applying to my position and those that I want to reach out to.


This next section is a way for you to capture all of those different questions that we built and apply them to this application. My general information, I have various questions in here, but for this general application I might not be worried about bilingual status so I can pull those away from the application. But in general I do want to capture whether someone's been convicted of a felony or not, so I've added that question to this application. Employment information, I've added everything here. Here's my additional questions like where can you work, what location? I can add and use any of these questions and edit them as much as I need to.

So again, we're building out this particular application with the application questions that we've built behind the scenes. This all takes place with one of our trainers when you go live with applicant tracking. We really want to work with you to make sure that all of the different questions and all the different applications are ready to go for you when you go live and are ready to push this out to your candidates.


Once you have all your applications setup you can do a few other basic pieces. If email templates are something that you'd really like to get started, we can correspond to get applications from the system. So I have an application for an interview request, that I can send at any point. I have a thank you for applying that will automatically be sent once that candidate applies for the role and I have a rejection letter that also will be sent once I either push that out and reject the candidate or when I close the posting. I can automatically send that rejection letter to all unhired individuals. I can add templates, I can customize this to be exactly what I want it to say and I can use these fields that will grab the actual applicant's information. I can edit the company disclaimer as well.


One of the pieces that I really do like is the hiring workflow. This is allowing you to track all of those different tasks and items that you have to complete during the hiring process. I have a couple of different hiring processes because again, the role might require different users to go through the hiring workflow and it might require different tasks. I can add and change my general workflow, so I have different tasks that I can add. I've included all of my tasks here, but I can take these tasks and I can add them. I can move them around making sure that all of those different tasks can be assigned to the correct current employee, part of the process at the right at the right time, so this is just my general process. Once I actually have a candidate, I can pull them into this workflow and make sure that each of these items are completed and we can check off when they were completed throughout the process and whether I want to actually hire the person.

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