Introduction:
Recruitment is the process of actively seeking out, finding, and hiring candidates for a particular position or job. The recruitment definition includes the entire hiring process, from inception to the individual recruit's integration into the company. uKnowva as a product gives a 360-degree solution for everyday HRMS requirements and the recruitment model is one such requirement. This tutorial will help understand the complete recruitment model.
1. Understanding the uKnowva Recruitment Model
uKnowva Recruitment Module allows employees of the organization to post jobs and post the CV/Resume received from various sources into the system. It provides features like changing job status, tracking applicant status, and analyzing the complete recruitment cycle of the organization. Below diagrammatic representation explains the recruitment module flow. To know more, refer to the link: https://docs.uknowva.com/how-to/hrms/252-how-uknowva-recruitment-module-works
The recruitment model of uKnowva can be accessed from the left menu and the different options available are as follows:
® Current Job Openings
® Post a Job
® My Posted Jobs
® Talent pool
® My Applicants
® My Scheduled Interviews
® Sources
® Offer Letters
1.1 Current Job Openings
Current Job openings are similar to My Posted Jobs; the main difference is that it lists downs all vacancies from any recruiter in the organization. Every job post listed here in this menu will be restricted to the menu and options related to that post. For more information, refer to 1.3 in this tutorial.
1.2 Post a Job - Recruitment Engine
Recruitment planning is the first step of the recruitment process, where the vacant positions are analyzed and described. It includes job specifications and their nature, experience, qualifications and skills required for the job, etc. The first and foremost process of the recruitment plan is identifying the vacancy. This process begins with receiving the requisition for recruitments from different departments of the organization to the HR Department, which contains: Number of posts to be filled, the Number of positions, duties, and responsibilities to be performed, Qualifications, and experience required. Once the details are confirmed, HR can post a job via uKnowva.
Click on > Recruitment > Post a Job and add the following details:
Job Title: This is mandatory information, it should be a concise title that describes the responsibilities of the position, the level of the job, or both.
Company Name: The name of the company should be mentioned for which the vacancy is available.
Num of Positions: It should be a numeric value, and should reflect how many positions are available for the same title.
Job Category: It is usually defined classification of employees in a group based on responsibilities and area of work.
Experience: It should be as per the requirement for the vacancy if the post is for a fresher or experience with some level of years.
Desired Education: This part is to select the minimum required education for a candidate to apply/selected.
Job Type: A job type is very necessary for a candidate to view the vacancy. Types could be full-time, part-time, contract, internship, or hybrid.
Location: Location describes the location of the office site which holds the vacancy
Country: Country describes the location of the organization.
Skills/Keywords: Words or phrases that describe skills, personality traits, or qualifications. Job keywords can also include terms relating to company work culture, specific job titles, or job locations.
Expiry Date: Deadline for a vacancy that can be open for applicants.
Salary (Yearly): Indicates approximate package for the particular role, that the organization has budgeted to pay the employee.
Description: A job description is really what it sounds like—a detailed description of a job or position at the company. It summarizes the essential responsibilities, activities, qualifications, and skills for a role.
Duties: Duties are curated as part of the Description, which points to crisp responsibilities.
Allowed Sources: Sources could be social networks, agencies, websites, etc. Sometimes too many applications make it difficult to sort the applicants. Therefore, this can be used to restrict sources of applications.
Visible to: Job postings should be visible to all, only internal members, internal user groups, and selected users.
Job Requirement: What type of requirement it is- Replacement or New for internal records should be maintained.
Approved by: Approver for posting the vacancy/job should be HR Manager or CEO
Handle by: Recruiter who is responsible for posting and handling further processes for this particular job post.
Once the above information as explained is completed, click on > Post a job
For more information, refer: https://docs.uknowva.com/how-to/hrms/186-how-to-post-and-edit-job-on-uknowva
1.3 My Posted Jobs - Recruitment Engine
Any job posted after the process described in 1.1 will now be published on the career website of the organization. This section categorizes the recruiter’s individual posts, which will be also visible in current openings.
In Recruitment > My posted Jobs. The posted Job described the points that were entered while posting a job. There are filters provided to view posted Jobs. They are as follows:
® Search by Job
® Search by Keyword
® Search by Location
® Search by Categories
® Search by Jobs from all post dates
Once you select your filters, click on the Find option.
Note: Filters can be customized as per user requirements.
There is another option of exporting it to excel, for maintaining record or documenting it.
Each posted job has three dots, which have extended options like:
· Find from Talent Pool: This option maps the requirements to candidates in the Talent Pool.
· View Applicants: This option displays applicants that have applied with their detailed information.
· Assign a Recruiter: This option is to edit/assign a recruiter for the particular job post.
· Edit Job: If an edit is needed after the job post, follow the process explained below:
Click on 3 dots next to ‘Assigned to’ (Extreme Right) of the job which you wish to edit. On clicking on the 3 dots you will get various options. Click on ‘Edit Job’
· Add Candidate: If the recruiter receives applicants from any other sources, and feels suitable for the job post. A recruiter can add a candidate by filling up the “Basic Information” form. On addition of the applicant’s information, it will later be visible in “View Applicants”.ou wish to edit. On clicking on the 3 dots you will get various options. Click on ‘Edit Job’
· Import Bulk Candidate: A .csv file can also be uploaded if there are candidates for the particular post available in a bulk.
· Unpublish: The listed job will no more be visible and can be temporarily hidden.
· Delete Job: If the posted job is no more required in the company, the post can be deleted.
For more information, refer: https://docs.uknowva.com/how-to/hrms/187-how-to-edit-a-job-posting-on-uknowva-recruitment-engine
You can share the same posted Job on social media or add a few sources which you can post jobs and receive applications from. For more information, you can refer to:
And https://docs.uknowva.com/how-to/hrms/221-how-to-add-source-in-uknowva-recruitment-module
1.4 Talent Pool
A talent pool is a database of potential job candidates. The workers included in the database are typically both highly qualified and have previously expressed interest, in some form, in joining the organization. A proper talent pool database contains information about each candidate, including their skills, potential roles they could fill, how well they fit within the corporate culture, and so forth. This way, recruiters do not have to start the recruiting process from scratch for each opening. uKnowva gives two options for adding candidates to the talent pool, that is by:
- Individual Import
- Bulk Import
For Individual Import, click on Recruitment > Talent Pool > Add candidate. As you click on add candidate you have 2 options Basic Info & Profile Info. Basic info is all the basic details required of the candidate and profile info is if the candidate is hired in the future, the details which will be appeared in his/her profile when he/she on-boards.
Basic Information is a form that records the required details of a candidate to be part of the talent pool. The information required is as follows:
· Name: Candidate’s documented name
· Contact details: Like Email and Mobile No
· CV/Resume: It should be a .pdf or .docx file
· Source: This categorizes the source of the applicant contacted.
· Cover Note: That briefs and describes the candidate’s application.
· Previous Organisation details: like Company Name, Designation, CTC, and Notice period.
· Category: That describes the application type of department suitable for the organization.
· Professional details: Such as Education, Qualification, Work Experience, and Skills.
· Salary expectation: Candidate required salary expectation.
· Location: current city, preferred city.
Profile Information is curated information of Basic Information that is available on the candidate’s profile after its onboard process. It usually consists of open information:
· Personal Information: Candidate’s documented name, DOB, Gender
· Contact details: Like Email and Mobile No.
· Professional details: Such as Education, Qualification, Work Experience, and Skills.
Note: The forms can be customized as per requirements and are not restricted.
For more information, refer: https://docs.uknowva.com/how-to/hrms/188-how-to-add-an-individual-candidate-in-talent-pool-under-recruitment-engine
For Bulk Import, Recruitment > Talent Pool > 'Import Bulk Candidate'. Download Import sample file in zip format to enter details in a .csv format. Since it is a bulk format the files are saved in a folder and uploaded as a zip folder too.
Downloaded .csv files have one additional header and the rest are the same as in the single candidate form:
· Resume/CV file Name: This is the first column of the CSV file and the name entered should be exactly the same as the file name with the extension.
· Name: Candidate’s documented name
· Contact details: Like Email and Mobile No
· CV/Resume: It should be a .pdf or .docx file
· Source: This categorizes the source of the applicant contacted.
· Cover Note: That briefs and describes the candidate’s application
· Previous Organisation details: like Company Name, Designation, CTC, and Notice period.
· Category: That describes the application type of department suitable for the organization.
· Professional details: Such as Education, Qualification, Work Experience, and Skills.
· Salary expectation: Candidate required salary expectation.
· Location: current city, preferred city.
Note: The upload will show an error if mandatory details are not filled/or kept blank. Mandatory details are Resume/CV File Name, Name, Email, and Mobile; the rest are all optional.
For more information, refer: https://docs.uknowva.com/how-to/hrms/274-how-to-bulk-upload-candidate-in-talent-pool
To convert Talent pool applicants to applicants posted for a job, refer: https://docs.uknowva.com/how-to/hrms/220-how-to-assign-another-job-in-recruitment-module-uknowva
An applicant is an individual who applies for a post of employment at a certain employer’s facilities by going through the hiring process, usually defined by the employer. Applicants often submit their CVs, fill out forms and go through several rounds of interviews for the position they hope to get. uKnowva gives recruiters a database of applicants for a particular job post.
Database displays eight data columns, which are described below:
ü Applicant Details: Displays Applicants Name, Contact Details, Highest education and experience for quick reference.
ü Job Title: Displays the title for which the applicant has applied job.
ü Category: Displays the category as registered by the recruiter.
ü Salary Expectation: User input received while applying, captured by application form.
ü Status: Is a dropdown list for the applicant’s application status.
ü Date of Application: Date of applying for the job post by the applicant.
ü View CV/Resume: Attachment which can be viewed, for reference of the applicant.
ü Details: shows detailed information of the applicant which can be viewed on another window.
Once the applicant is registered, the status needs to be updated by the recruiter, from the following list:
- New: New applicant added to the list, with default status as New
- Screened: Applicants’ application being verified
- Interview scheduled: Shows a pop-up window with details to be filled and book the interview. It provides edit button after schedule adjacent to the drop-down. For more information, refer: https://docs.uknowva.com/how-to/hrms/215-how-to-schedule-interview-in-uknowva-recruitment-module
- Interviewed: If the interview was done for the applicant.
- Shortlisted: If the applicant has been shortlisted by the interviewer.
- Approved/placed: If the applicant has been selected, another tab will pop up below the drop-down to “ROLL OUT OFFER LETTER”
On clicking the roll out offer letter button, it requests salary details and redirects to offer letter page, where the offer letter can be viewed or mailed. For more information, refer: https://docs.uknowva.com/how-to/hrms/226-how-to-create-offer-letter
- Rejected: A pop-up window will open with the reason of pre-defined rejection reasons and remarks can be added as per convenience.
- On-hold: If due to any reasons, the application process is on hold and will be processed later.
For more information, please refer: https://docs.uknowva.com/how-to/hrms/217-how-to-change-the-status-of-applicant-in-uknowva-recruitment-module
1.6 My Scheduled Interviews
This tab is for recruiters to easily check their interviews scheduled, it displays a tabular format with the following details:
· Candidate Name: Name of the applicant
· Candidate Email: Email id of the applicant
· Job Title: Job post title.
· Interviewers: Name of the interviewer from the organisation.
· Interview time: Date and time of the scheduled interview.
· Scheduled by: Recruiters details who scheduled the interview for the applicant and the interviewers.
There is a filter option available if there is a list of interviews scheduled and can be customized as per the need.
1.7 Source List
The eligible and suitable candidates required for a particular job are available through various sources. These sources can be divided into two categories: Internal and External. Internal sources could be – Promotions, Retirement, Former employees, Transfers, or Internal announcements. External sources could be – Press advertisements, Campus interviews, Placement Agencies, Employment exchanges, or walk-in-interviews. Therefore, sources should be known for organizational records. uKnowva gives a separate option in the recruitment module to add/edit a list of sources for the recruitment process.
The source list page gives tabular presentation with details of the source information saved on the system.
Upon, adding a source it displays a pop-up form with the following required details:
® Source Name: Name of the source for eg: LinkedIn
® Source Email: Email add of the hiring organization or any other source detail.
® Source PIC: Picture of the source for visual presentation
® Source Number: If any contact number is available for the source organization.
® Cost Type: It defines the type of cost that the company is liable to pay to the source.
® Cost per Hiring: It defines the cost per applicant if he/she is hired in the organization.
For more information, refer: https://docs.uknowva.com/how-to/hrms/221-how-to-add-source-in-uknowva-recruitment-module
1.8 Offer letters
An offer letter is a document that is given to a candidate after he has been selected for the position. The letter clearly, mentions the salary package, designation, department, and other benefits that he will be entitled to if he joins the company. Whereas "Onboarding" refers to the processes in which new hires are integrated into the organization. It includes activities that allow new employees to complete an initial new-hire orientation process, as well as learn about the organization and its structure, culture, vision, mission, and values. Offer letters tab displays, a list of applicants who have been selected. It displays following information:
•Candidate Name
•Candidate Email
•Job Title
•Expected Date of Joining
•Source
•Offer letter status
•Created by
•Created On
There are additional options, when you click on three dots that are part of applicant’s selection process.
- View Offer Letter: It displays pdf file of predefined Offer letter designed by the application.
- Mail Offer Letter: Shows pop-up drafted email box to send to the applicant.
- Edit Profile Information: This menu gives an option to edit the profile of the applicant.
- Copy Preonboard Link: A predefined form for onboarding can be created by admin and the link can be shared to capture applicant’s information.
- Send Preonboard Link: The same link can be mailed too.
- On Board: If the applicant has completed its onboard link and has joined the organization, the applicant can be marked as on board.
- Edit Expected DOJ: If the applicant/organization wishes to edit the joining date, they can make changes by this option.
Every onboard link differs and is customized, few filled basic information can be captured from previously filled information when the applicant was shortlisted on the onboard link automatically. For any other assistance, please contact: This email address is being protected from spambots. You need JavaScript enabled to view it.