Documented Events

What are Documented Events?

Documented Events- Every interaction you have with an applicant must be documented. Documentation will include the date, time and a brief synopsis of the encounter. If you do not document an interaction it did not happen.

Documented Events are the basis of recruiters productivity. Thus, the documentations should ONLY involve the recruiter’s action on the application. Applicant voicemail or facility email (unless there are special instructions) are invalid documented events.

Documented Events Consists of the following:

Event Type

The corresponding Task for the Documented Event

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

Event Outcome

The result 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.
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.

Documentation (Comments)

Why is it Important?

To establish and keep a lasting record of what has gone on within the company, especially important operating procedures, functions, and meetings. Record-keeping avoids any situations that involve the saying “if it’s not in writing, it didn’t happen.”

How do you document?

Clear – Could be understood by anyone who would review the application/document.
Precise – state exactly what happened during the interaction. Especially details that needs to be documented about the applicant/application.
Accurate – Ensuring that the content is true.
Concise - Giving a lot of information clearly and in a few words; brief but comprehensive.

Documentation Rules

Documented Events are the basis of recruiters productivity. Thus, the documentations should ONLY involve the recruiter’s action on the application. Applicant voicemail or facility email (unless there are special instructions) are invalid documented events.

E.G. Phone – Connection/Left Message – Comments: Returning applicant’s call

Text – Sent – Comments: (Applicant inquiry) Replied.

Strictly indicate what happened within the call so we can identify lapses on records accordingly.

E.G. Phone – Connection – Comments : Attempt 2 - Left voicemail/Busy tone/Service unavailable/

Note: If there is a specific micropsip code. Copy/paste it on the documented event.

For same day Documented events. Normally, we would only document once on the application.
- Edit the existing documented event IF the interval time of the interaction is less than 2 hours and has the same outcome.

i. E.G. 8/28/2020 -10:00AM – Phone – Connection – Comments: Scheduled applicant for an interview.

Edit/update: 10:30AM – Called back applicant to adjust schedule, applicant agreed.

- Valid New documented event for same day application is if the outcome of the interaction is different.

i. E.G. 8/28/2020 -10:00AM Phone – Connection

EVENT OUTCOME

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