Embedded Files
The following are the steps once done with a call.
- Update Current Status
This is the current phase an applicant currently resides in within the process. You can see it on Candidate Information together with the applicant’s demographic information. Once current status is updated, do not forget to update the status date and time as well.
Active Application Status
Active Application Status
New
When the applicant submitted the application.
Viewed
When we viewed the application.
Interview
Applicant set for interview on the first attempt.
Interview - Attempts
Applicants scheduled between attempts 2-6.
Interview - Archived
Archived Applications Scheduled for interview.
Post Interview Prospect
This status is used for an applicant that was scheduled for an interview, but never actually showed up for it. An applicant will stay in this status until either a new interview is scheduled or 2 failed attempts to reschedule have been made and then they will be archived. However, if applicant or employer cancels the interview for reschedule, the status will be back to Viewed.
Inactive Application Status
Inactive Application Status
Pending Hire
Applicant that showed up for their interview and passed, but has not officially been hired yet most likely due to missing HR documents. An applicant stays in the PENDING HIRE status until we get confirmation from the facility the applicant has actually been hired. No further follow up with the applicant themselves is needed.
Hire
This is an applicant that has completed all HR documents and cleared by a facility to work. This is a final status for a candidate.
Pre Interview Applicant Rejected
This is an applicant that we connected with, but the applicant rejected the scheduling of an interview.
Pre Interview-Employer Rejected
This is an applicant that we connected with, but did not pass the phone screening and is rejected by ISTA Recruiter.
Post Interview-App Rejected
This is an applicant that made it to their interview, but then the applicant rejected the position after attending their interview.
Post Interview-Employer Rejected
This is an applicant that made it to their interview, but then the facility rejected the applicant after meeting them.
Archive
This is any applicant that after all possible attempts to reach them have failed and no interview was ever scheduled. Applicants will go from VIEWED 🡪 ARCHIVE status.
Position Closed
If a facility closed a position for any reason.
Reapply
This status could be used once applicant reapplies for the same position/facility
Viewed - Facility
Applicants that were scheduled or was called by the facility.
2. Set an Appointment Schedule on Quickbase
2. Set an Appointment Schedule on Quickbase
Once applicant agrees on the schedule, click Add Interview on the Calendar tab.
2. Select the interview date.
3. Input the time of the interview and keep the status on Pending while the scheduled interview is still on going.
4. You may add relevant details on the Notes for the Interviewer.
4. Lastly, indicate the category of the interview.
Initial Interview - First interview scheduled for the applicant
Rescheduled Interview - Facility/Applicant requested another schedule for interview.
Archived Interview - Specific category for archived applicants scheduled for interview.
Attempts Interview - Interviews scheduled between attempts 2-6
Click Save and Close
3. Create Documented Events
3. Create Documented Events
This is the documentation of every interaction with an applicant.
It Includes the date, time, and brief synopsis of the encounter. No documentation means the interaction did not happen.
See below for instructions of adding a documented event:
A. Click add events on Documented Events tab at the bottom of the screen.
B. Document the interaction with applicant based on what happened by selecting the appropriate Category and Type. Make sure to document relevant information.
Select Category
Phone - Recruiter called the applicant or an outbound call.
Text - SMS was sent to the applicant
Email - Email sent to the applicant
Inbound Call - Applicant called recruiter
2. Specify the Event Type - This needs to be aligned or should directly correspond on the current Task on the application.
Attempt 1-6 - Interactions done between Attempts 1-6
Attempt Archived - Backtracking or attempts done while application is on archived status
Escalation - N/A
Interview Conf. Call - Reminder for the scheduled interview
Interview Conf. Text - Reminder for the scheduled interview
Interview No Show - Recruiters attempt to reschedule applicant once confirmed that applicant did not show.
Post Interview - Interactions done after the scheduled interview or Recruiter calling the applicant to confirm interview attendance.
Required Documents - N/A
Incomming Comms. - Responding to applicant
3. Indicate the Event Outcome of the interaction
Connection - Applicant answered the call
Disconnected - Unable to reach the applicant.
Left Message - Leaving a voicemail to the applicant.
Not in Service - IVR specifically states that the phone number is not in service.
Not Needed - N/A
Sent - Applicable for Email and Text messages only.
Voicemail Unavailable - IVR specifically states that the phone number does not have a voicemail set up or voicemail is full.
Wrong Number - Someone else answers the phone number and states that it was the wrong number.
4. Add the interaction details on the Comments
C. Save
if you are going to add another event.
if done adding an event.
4. Create a Task
4. Create a Task
This is a reminder assigned to an Applicant and to a Recruiter.
It includes a Category which labels what kind of outreach the reminder is for and includes a due date and time for when the outreach needs to occur.
A task is only removed when there is no more follow up required for an applicant.
· See below for instructions in adding a task:
Go to the Task tab then click on Add Task.
Select the Task Category accordingly
Attempt 2 - 3 - Set 1 business day
Attempt 4-6 - Set 7 business days
Escalation - N/A
Interview Confirmation Call - Depending on Applicant's scheduled interview
Interview Confirmation Text - Depending on Applicant's scheduled interview
Interview No show - Once facility confirms that applicant did not show
Post Interview - Set a business day after the scheduled interview
Required Documents - If facility requires a certification, this is to check if applicant has completed getting the required documents.
Set the Due Date.
Assign task to the main recruiter or primary recruiter of the facility,
You may also add a brief note about the task.
Save and Close
5. Sending SMS
5. Sending SMS
When do we send text messages?
When do we send text messages?
Applicant was not scheduled for interview yet (Attempts).
Applicant was not scheduled for interview yet (Attempts).
Routed to voicemail
Spoke to a family member
Not in Service
No Voicemail Available
Busy Line
Applicant requested call back. If within the day, no need to send sms first. Just notate the interaction then call back on the agreed time.
Applicant was scheduled for interview
Applicant was scheduled for interview
Send the applicant the interview details following the format.
See below for instructions for sending a text message using outlook:
I. Use Domain: @sms.jivetel.com
II. Send message using your Istarecruiter email.
6. Creating Calendar Invite
6. Creating Calendar Invite
On Outlook, go to the Calendar tab.
2. Click on New Meeting.
The specific email used to send calendar invites would be istarecruiter1@istasolutions.com or ISTA Recruiter Calendar.
Note: If phone interview, include the applicant’s phone number on the Title beside the name.
Example:
Facility Name – Phone Interview – Name of Applicant – Phone Number – Position
Refer to the facility Facesheet for the recipients and make sure RPO manager is cc on the invite.
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