Welcome to ApplicantStack™! ApplicantStack Onboard allows you and your HR team to improve efficiency and save time – and get new hire's working for you.
- Take your paperwork to the digital age—start with our comprehensive form library and then add your own. No messy handwriting to try to read, no files to lose or forms to print.
- All your new hire paperwork is stored in one secure place, so you know where everyone stands with a single glance.
- Assign tasks and checklists to each new hire, so their manager (or you!) is reminded about what they need to get them up to speed. No more forgetting to give them the alarm code or watch the corporate video.
- Add notes to new employee profiles, so you can pass along information as you get to know your newest team members.
The Hiring Manager’s Guide will take you through the core features and benefits of ApplicantStack™ Onboard and illustrate how they can be used during the onboarding process.
As a hiring manager in the ApplicantStack™ Onboard Product, your company or recruiting firm wants you to be able to access employee information and move the candidate through the onboarding workflow process.
The administrator of ApplicantStack™ sets up users in the system. Users, depending on their configuration of the system, will receive log in information either from the administrator directly or via an automatic email.
The email will provide the website URL, username and password.
By selecting the URL from the email, you will be presented with the login screen and prompted to enter the username and password information:
It is likely that the administrator has set up the system to prompt you to change your password the first time that you login to the system. In that case, you are presented with the following screen to change your password:
Select submit and you will be brought to the home page.
The home tab is command central allowing you to view activities, navigate the system, and perform certain tasks directly from the navigation menu. It gives you a snapshot of your Activity Summary such as emails, a list of your Tasks Summary, as well as your Pipeline Summary. You can select any item that is underlined to bring you to the detail of that summary.
From the Home Page you can also Search from Hire's and View & Edit your Account Settings.
Any announcement and upcoming webinars will be listed in the top section of the page here:
Your Activity Summary will display any new emails that you received and you can easily click on the links to go to the Email tab:
The Task Summary Section displays any tasks that have been assigned to you. Click on any of the links to bring up the details of the task:
The Pipeline Summary displays all of your current and active Hire's and tasks along with your active workflows. You can click on any of the links to bring you to the Hire's in each stage or in any part of your workflow. This also provides you with a snapshot of how many Hire's are in each stage:
The Hires Tab:
You can filter your view by selecting "Expand Filters". You can view by My Hires or by "My Stage Hires", as well as by stage type or stage name:
You can change the view by adding or removing columns here by selecting / deselecting the items from the list:
Choosing “Search Hires” pulls up a field search where you can search on any of the fields listed below:
You can include any item in your search criteria.
You can also select multiple hires by selecting the checkbox next to their names and you can choose "Email Hire", "Add Note" or Print multiple records at once:
The Hire Record:
Selecting a Hire (by clicking on the hire's name) to open up the Hire record will display a page similar to this example:
The top portion provides the record detail of the Hires name, the Stage they are currently in, their Hiring Manager's name, the date the record was created and the last modified date along with any "buttons" that will move the hire on to the next stage (if any).
The next section is the General Information section where you will find the hire information as well as see the list of any attachments. You can select the attachment by clicking on the link and it will download the document to view.
The following sections (User Tasks, Hire Tasks, Completed Forms, Completed Questionnaires, Assigned Supporting Documents, Emails, Notes, and History) can be manually reordered to make the most sense for you by selecting the green bars to change the display order.
Hire and User Tasks
You can change your filters to show "Not complete", "Complete" "Pending", or "All Tasks" here:
You will notice that some tasks are set to Pending, these are tasks that must be completed by another individual first and can not be competed out of order:
You can mark a task as complete where you would need to manually complete all required items and then choose "Submit", to complete the task(s)
Any completed questionnaire will be listed in this section:
You have the option of to View, Print, Edit, or Delete by selecting the appropriate icon under the Actions column:
Assigned Supporting Documents
Any Assigned Supporting Documents will be listed here:
You have the option to Assign / Unassign Documents by selecting this option:
as well as choosing "Download File under the Actions column:
Any Notes that were added to the Hire Record will be displayed here:
You have the option of adding Notes by selecting this option:
Or by selecting “Add Note” from the Action Menu Bar:
When adding a new note you have the option of notifying another ApplicantStack user here:
Any Email that were sent to the Hire will be listed here:
You have the option of adding a new email by selecting this option:
Or by selecting “Email Hire” from the yellow Action Menu Bar:
From: If you choose to have emails come from you, recipients will be able to respond to you directly. If you choose System, emails will come from the system and recipients will NOT be able to respond.
To: This field should contain the recipients you selected on the previous screen. Note that if you selected multiple recipients they will each receive a SEPARATE email addressed just to them, i.e. recipients will NOT be able to see each other.
BCC: You can send a copy of the email to other addresses by entering them here. Separate multiple email addresses with a comma or semi-colon. Limit 10 emails.
Template: (Optional) Select an Email Template from the list – These templates are created in Library/ Email
- Delay: Set a delay to send this email out at a later time.
Subject: Enter the Subject of the email
Attachment(s): Select any file(s) to attach to the email
Message: Add you message here or edit the message if this is from an email template.
Select “Send” to send this email.
As well as viewing the Email details by selecting "View Details" from the Actions column here:
All the Hire History will be listed here:
Choose “Print” to print to a printer or save the information as a PDF file. You also have the option of “hiding” sections once you choose “Cancel” from the print dialogue.
You can filter your view by selecting the "Expand Filters". You can view by All Accessible Hire's, My Hire's, All Assignees, My Tasks, Status (Not Complete/Complete), Types (File/Form/Questionnaire/General) , as well as by stage type (Active/Inactive) or stage name:
Delete or mark as complete the individual tasks by selecting individual tasks:
Or by selecting all of the tasks:
And then choose “Delete” or "Complete Task" from the menu bar:
You can view all of your emails in this tab and change the filters to show:
- All Recipient Types
- Emails to User
- Emails to Hire
- All Read Status
- Unread Emails
- Read Emails
- All Emails
- Received Emails
- Sent Emails
- All Dates
- Last 3 Months
Please Note that some additional functionality might be available to some Hiring Managers not outlined in this guide.