Getting Started Guide

ApplicantStack™ is an easy to use and affordable Applicant Tracking System designed for any size organization. We are proud that our customers can log on and get started using the product within the first sitting.

This Quick Start Guide illustrates core features and benefits of ApplicantStack and serves as a guide during your trial period. ApplicantStack™ is designed to provide organizations the ability to easily manage their hiring process without complication.

The system has a standard set of values that allows you to begin utilizing the system immediately. However, you also have the ability to setup the system in a more customized way that can support your process and effectively manage both candidates and internal users with ease.

Home

The Home Page is command central and allows users to view activities, navigate the system, and perform certain tasks directly from the menu.

At a glance users can see the status of the positions being filled and what activities are taking place with the candidates. Additionally, users can create new jobs, bring in resumes, manage the administrative functions, and access the Job Board from one screen.

Jobs

The Jobs module provides a straightforward approach to organize and manage positions. Selecting the Jobs Tab is the first step towards posting and accepting online applications.

An easy to use navigation panel will get you started:

Create Job begins with determining basic information; a unique job ID, title, department, category, type, start date, salary range and specific user access. All this information will eventually display in the job listing and can be used for searching and sorting.

 

Listing

The Listing allows users to utilize a Word Processing feature to create the job description, qualifications and any other pertinent information. Templates can be created if your organization has a standard format or set of job descriptions already available (for more information see Templates under the Library section).

Questions

ApplicantStack has a robust Questions module, which allows users to present a specific set(s) of questions to an applicant as part of the online application process. This feature makes it possible to capture important data from the applicant, as well as guide applicants through the application process. There is no limit to the number of (set of) questions that can be associated to a job; link as many sets as is appropriate.

Once again, using Templates provide the opportunity to reuse a customary set of questions. Selecting the Question Type is important when considering how the answers may be used for reporting, sorting and scoring. The choices are Label, Yes/No, Multiple Choice, Select Many, Single Line Text, and Multi Line Text. For each question, users determine the Question Text(the exact wording of the question) and in the case of Multiple Choice and Select Many, the Possible Answers. You can also indicate if the question should be required.

Once a questionnaire is complete, simply click “Apply” to associate it with the Job. The questions can then be managed from the edit page functionality, where you are able to create duplicates, edit existing and reorder the questions. Preview provides an exact view of how the questions will be presented to the applicant during the online application process. Advanced Settings provides the ability to create a Layout Template for a questionnaire, which would customize the way the questions are displayed. Creating a Layout Template is an advanced task, that requires knowledge of HTML. If you do not have this expertise, it can also be completed as a custom project.

Scoring

The Scoring module is a valuable tool that uses candidate answers, as well as key resume words/phrases, to identify the most qualified applicants. Being able to score candidates based on these data elements allows you to quickly and easily classify the candidate pool in a meaningful way. This is especially useful for managing a large volume of applications and offers an effective way to put focus on the most viable candidates.

To Create a Rule you first determine the Rule Source. The Rule Source can either be the answer to a Question or a word/phrase in a candidate’s resume. Users can assign points to a certain answer or decide that an answer shows that a candidate is unqualified.

In the example below the rule source is Questionnaire and is based on a question posed in the online application:

Creating a rule with a source of Resume will either assign a certain number of points to the candidate or indicate they are unqualified if that word or phrase is found in their Resume text.

Anytime an online application comes into the system, the rules will run and the candidate’s scoring will be displayed. If additional rules are added after the application has been received, rules can also be run manually.

Workflow

Each organization has a unique way of managing the hiring process. ApplicantStack™ can be customized to support your workflow, track the status of the job and candidates, capture the appropriate documentation and help keep stakeholders informed and engaged.

By selecting the Workflow Tab, you can view the Workflow Stages that have been completed. The Workflow stages are set up and edited either via the Configure Button on the Workflow Tab or from Setup (for more information see Setup section).

When first created, a Job is in the Draft stage. Once it is ready to post on the Job Board, you will click Open, which enables it to accept applications.

Launch

The Launch Tab provides the ability to post the job to your job board and other third-party sites, including paid job boards like Monster and CareerBuilder (account required), free sites like Indeed and SimplyHired, and social media sites like Facebook, Twitter and LinkedIn. To post the job it has to be Open, then you click Edit Launch Status.

During the launch process, you may select which sites to post the job to and enter additional information required by your selected sites (such as job City/State).

You are now ready to accept online Applications!

To access the Job Board, go the Jobs Tab, and click Open Job Board.

From your Job Board page applicants are able to select a job, view the listing, and apply for the job immediately. Utilize the standard Job Board template (as pictured below):

Or we can build a custom template to match your website for a seamless display.

When an applicant selects a job, they are presented with the description and the ability to apply.


Once the applicant selects Apply, they are brought to the online application and prompted to enter contact information (*for more information on Application Configuration options, see Setup section*). The applicant is also directed to attach their resume, provide cover letter text, and answer any questions that have been associated with the job.

Once the applicant clicks "Submit", the application is on it's way to the ApplicantStack Work Queue!!

Candidates

The ability to effectively and efficiently manage candidates is critical to HR professionals. It is especially true in today’s climate, where hundreds of applications are received for one position. Therefore, being able to quickly prioritize qualified matches is critical.

From the Candidates Tab, users can filter and sort the full list of candidates in the system by Job, Stage, Source, Score or Rating. This offers the user the ability to view the list in a way that is meaningful to their organization's processes.

From the grid users can perform many actions in the system. Some of the most utilized are:

  • Create Candidate: Allows you to manually enter a candidate's demographic information.
  • Upload Resumes:Provides the ability to upload resume files directly from your hard drive to create a candidate for the selected job.
  • Search:Allows you to search all candidates in the system based on a variety of criteria.
  • Email Candidate: Provides the ability to send a candidate or group of candidates emails.
  • Forward to User: Allows users to forward a candidate or a group of candidates to other users of the system.
  • Print: Allows you to select a candidate or group of candidates and print a hard copy of that particular candidate or group’s application(s) including submitted resumes and attachments.

Summary

Summary provides a complete candidates view at a glance.

Resume

By selecting the Resume Tab the user is presented with the full resume, as submitted by the applicant.

Answers

Selecting the Answers Tab shows the candidate’s answers to any Questionnaires that are associated with the job.

Feedback

This tab allows the user to open a questionnaire and answer it for the candidate. This can be a useful feature for capturing additional data after the initial application.

Workflow

At any point while in a candidate’s record the Workflow buttons are available. This allows users to send a candidate to the next step in the hiring process. Internal users can manage the process and candidates each step of the way.

Tasks

This tab allows certain tasks to be assigned to an internal user for each candidate. Examples include background check and reference check. Once created, the tasks may be easily forwarded to the internal user for completion.

History

The History Tab is a useful chronological summary of all the actions that have taken place for a candidate.

Email

The Email Tab is where you can view and manage all the email sent through the system. You can filter email for a particular job, recipient type, read or unread mail, for received or sent mail and time frame.

Tasks

From this tab you can track and manage activities for yourself and other users. Tasks and Events help streamline the recruiting activities by providing a simple mechanism for users to view the candidate or job details and submit feedback, which could include a questionnaire from your library.

Library

Simplicity and reusability are available through the use of the ApplicantStack™ Library. The library makes it possible to create templates for listings, questionnaires and emails. Users can utilize the word processing feature and create Templates that can save time and create structure.

In addition to saving time, templates add consistency to the process. Through templates, users are able to develop standard formats and reuse job listings for positions that are filled often. Constructing a standard set of questions provides a baseline for all online applications and questions which are specific to the job can be added with ease.

You can save even more time by setting up Email Templates that can automatically go out to candidates as they move through your workflow process. You can assign a Trigger Stage to an email template and it will be sent out automatically when a candidate is moved to this stage of your process. You can use triggers for actions such as sending an email to a candidate when their application is first received, when they are rejected as being unqualified, or when they are selected for a phone screen or interview.

Reports

ApplicantStack™ Reports offers your organization flexible and powerful reporting capabilities. This module offers features that can range from a simple job count report to a detailed listing of candidates, which can be exported from the system.

A standard set of reports are offered with ApplicantStack™, as well as the ability to create ad hoc reports. When creating an ad hoc report, users are able to select the level of data and fields, to display.

Setup

Once you are ready to begin customizing ApplicantStack™ to meet your organization’s recruiting needs, you will want to review the setup for all the modules. This section provides a brief overview of the options you have when configuring the system.

Users

Under User Setup, administrators can create and maintain information on the users of the system. In this section one can set security levels (Administrator, Recruiter or Hiring Manager) and capture basic contact and password information. Pictured is a grid of permissions:

security

Billing

Billing is the location to view or edit your plan type and payment information. You can also view and print invoices in the Billing section.

Configure

Configure is broken down into four sections; Job, Candidate, Application and Task/Event.

Job configuration walks you through adding basic Job Fields that need to be captured, such as department and location.Workflow Stages are identified here, such as "open", "interviewing", "filled" and "cancelled". Finally, the Workflow Actions determine what moves a candidate from one stage to the next.

Candidate configuration's Candidate Fields designates the information to collect on every candidate such as demographic data.

Applicant configuration allows for internal management of each candidate, or the overall flow of managing candidates. Configure Application also walks the administrator through determining basic Application Fields needed, such as the source or rating of the application. As with Jobs, determining the Workflow Stages and Workflow Actions specific to the application process is available.

Configure Tasks and Events allows you to determine the type of the task, the name of the task and the object that the task can be assigned (Candidate or Job).

Settings

The Settings page is where you can edit basic account information, such as organization name and domain.

Job Boards

In the Job Boards section you can activate / deactivate job boards in your account and modify their settings. All available job boards are listed and you can click Edit Settings to edit the settings for any of your job boards.

Export

Finally, the Export section allows you to request an export of all you data within the ApplicantStack™ system. This is reserved for data that is to large to be exported through our basic export feature available under the Jobs Tab and Candidates Tab. Once your data is ready, it will appear in this section for you to download.

At the top of each screen is a candidate search field to assist you in locating candidates quickly. To utilize this powerful feature, click inside the field and start typing. Candidates will appear in a drop down based on the combination of letters that you typed in the field. For example you can start typing “walk” and every candidate with these letters in either their first or last name will populate the list. Click the candidate in the list that you want and you will be taken directly to the summary tab of their candidate record.

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