Embedded Files
The following will be the steps once we got a new application from the job portal:
The following will be the steps once we got a new application from the job portal:
I. Creating Candidate Profile
I. Creating Candidate Profile
There are two ways to input information for the candidate profile which are the following.
A. Candidate Tab
1. Click on Candidate Tab
2. Create candidate profile (Name, address, number and email address).
3. Save and Close
B. Application Tab
1. From the Application Tab
From Candidate Information, type or copy/paste applicant’s name. If applicant doesn’t have any record on Quickbase, it will prompt you to make a new candidate profile.
Note: if the applicant has the same name with other candidate profiles existing on Quickbase, make sure to double check if all information are the same. If it’s the same applicant, use the same candidate profile. If not, create new candidate profile. Also ensure that applicant is not applying for the same facility/position to avoid duplicated applications.
2. Clicking Create a new candidate will prompt a pop up. Just click on Open Pop-up.
3. Doing so would open a separate tab wherein you can input candidate’s information.
4. Save and Close
II. Create candidate’s application
II. Create candidate’s application
1. Candidate Information
Important: Applicant’s application is specific to what facility applicant is applying at and what position.
Once candidate profile has been created, it could be searched and selected under the candidate information section.
Referral Origin refers to where we got candidates application (Apploi, indeed, JazzHR, etc.,)
Referral Source refers to where applicant found the job opening. This will be verified during the call.
2. Status Flow
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.
3. Job Information
This section let’s recruiters specify the facility and position applicant is applying for. The specific information will be generated on this section once selected.
4. For Recruiters Only
Phonescreening - This section allows you to note the answers for the disqualifying criteria and anything relevant during the screening.
Phonescreening Date – This will be updated once recruiter has spoken to applicant and asked the questions for the disqualifying criteria.
Verified License – Should be ticked if there is a link on the Open Position – License Registry. It means we are required to look up applicant’s license status on the registry.
Status Updated – This should always be ticked after application has been viewed.
5. Workflow
This section will be explained further on the Phone screening part of the process.
III. Jivetel - Changing Facility Numbers
III. Jivetel - Changing Facility Numbers
When calling applicants, the phone number being used should be identical to the facility they are applying at. This could be done by switching the numbers on Jivetel homepage.
This could be done by switching the numbers on Jivetel homepage.
Extension > Profile > Caller ID > Select Facility’s phone number > Save
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