With the recruitment process, you split the applications into clear stages, for example Screening, Interview, Offer and Hired, instead of one long application list. Candidates move automatically between the stages when you add events, for example when you invite a candidate to an interview. Reminders show which candidates have not been updated for a while, so no one is forgotten.
Note! Recruitment process is a separate module. Contact your account manager at Visma if you want to activate it. Once the module is activated, all new cases use the stages. Cases that have already started continue as before.
Overview
Every organisation automatically gets a default process that you can edit. It has these stages:
Stage | How it works |
Screening | The first stage. All new applications land here automatically. The stage cannot be edited, moved or deleted. |
Interview | Connected to the events for inviting to or booking an interview. |
Offer | Connected to the job offer event. Only included if the account has the job offer module. |
Hired | The last stage, connected to the hire event. The stage cannot be moved or deleted, but you can change which events belong to it. |
You can add your own stages between Screening and Hired, and create several processes for different types of recruitment.
What is the Screening stage?
Screening does not only show new, unread or unhandled applications. The stage holds all received applications that have not yet been moved to another stage.
These can be applications no one has opened, but also candidates you have already read, ranked or contacted. The only thing that matters is that no event has moved the candidate on. In other words, Screening is the selection you still have to handle.
Reading, ranking, commenting on or contacting a candidate does not move the candidate. Only events connected to a stage do that.
Good to know before you start
Area | How it works |
Rejection | Rejection is not a stage of its own in the recruitment process, because you can reject a candidate at any time. You cannot connect a rejection event to a stage. When you reject a candidate, the candidate leaves the stages and is only shown in the All tab. |
Step category | The category you choose when you create a stage (Interview, Test, Reference check or Offer) only decides which icon the stage gets. It has no function of its own. You can, for example, create a stage called Background check and choose the Reference check category. |
What moves a candidate | The events you connect to a stage move the candidate there. An event can belong to several stages, and the candidate can skip stages if you add an event that belongs to a later stage. |
Reminders | A candidate gets a reminder if no event has been added for 14 days (you can change the number of days, up to 200). The reminder only starts counting once someone has read the application. Unread applications get no reminder, because they are marked as unread instead. Comments, rankings, memo notes and replies from the candidate do not count as updates. The reminder stops when the candidate is hired, rejected or withdraws the application. |
Ongoing cases | Cases created before the module was activated are not moved to the stages. |
User rights | You need Organisation - Events and automations to create and edit recruitment processes. To change the reminders, you need Case - Administer case setup processes. |
Step by step
Step 1: Create or edit a recruitment process
Go to Admin > Organisation and edit the relevant department (usually the top level).
Select the Events and automations tab and then Recruitment process.
Click Create new process, or click the pencil to edit an existing process.
Enter a Process name.
Click New step to add a stage.
Drag and drop the stages to change the order. Screening and Hired are always first and last.
Click Save process.
In the list, you can also copy and delete processes. There must always be at least one process, so the last one cannot be deleted.
Step 2: Add a stage
Enter a Step name (25 characters at most).
Choose a Step category. The category only decides the icon.
Under When do candidates move here?, select the event that should move the candidate to the stage. Click + Add another if more events should do so.
Click Save step.
The events you add are shown as the recommended next action in the case. Rejection events cannot be selected. You cannot delete an event that is connected to a stage until you have removed it from the process.
Step 3: Set up reminders
You set up the reminders in the case setup process, under Candidate reminders.
Select Show reminder on candidates overdue for an update.
Enter the Number of days before reminder is shown (default 14, at most 200).
Save the process.
Step 4: Choose a process when you create a case
When you create a case, choose a Recruitment process in the case details. If there is only one process, you do not need to choose.
Under Preview, you see the stages of the process. Hover over an icon to see the name of the stage.
The process is copied to the case. If you change the process under Admin later, cases that already use it are not affected. You can change the process until the ad is published, or until a stage is used in an automation rule.
Step 5: Work with the candidates in the stages
The case has two tabs: Case setup and Applications. Under Applications, the stages are shown as tabs above the application list.
A candidate is only in one stage at a time.
The All tab shows all candidates in the case, also those who have been rejected.
Filters, sorting and the number of items per page only apply to the tab you are on.
The Hired tab shows how many you have hired out of how many you need (number of positions), for example 0/3.
When you have handled all candidates in a stage, the tab turns green and shows There is nothing to do here right now.
The numbers above a tab show unread applications (blue) and candidates with a reminder (red with an hourglass). A candidate with a reminder is also shown with a red name and an hourglass in the list.
Step 6: Move candidates to the next stage
Select one or more candidates.
Click the button on the far right of the toolbar. It shows the event that moves the candidate to the next stage, for example Invite to interview.
Fill in any details the event requires and save. The dialog shows which stage the candidate moves to.
In the different stages, rejection has its own button, Rejection, and you find other events under Other actions. Every move is saved in the candidate's events.
Automations
When you create an automation rule, you see which stage the candidate moves to, if the action is connected to a stage. If the action is connected to several stages, you choose the stage in a list. A rule with a rejection moves the candidate out of the stages.
Volume recruitment
In volume recruitments, the Applications tab shows the whole list without stages, in the same way as the All tab. The stages are only shown in the application lists of the different work groups, where you mainly handle the candidates.
Select the Work groups tab in the case. There you see all work groups with the number of candidates, how big the need is per group and how many have received different events. Use the search field to find a group.
Click a work group to open it. At the top, you see the name of the group, the reservations and the remaining recruitment need. When the need is met, the box turns green.
If the group has reserved candidates, click Reservations. There you see the candidates and how long the reservation is valid, and you can lock a candidate to the group or cancel the reservation.
The reminder is paused when a candidate is canceled from a group, and starts counting again if the candidate is later locked to a new work group.
Frequently asked questions
Why can I not connect rejection to a stage? Rejection can happen at any time in the recruitment and is not a stage of its own in the process. Rejected candidates are shown in the All tab.
Why do unread applications not get a reminder? The reminder only starts once someone has read the application. Unread applications have their own marking: a bold name, an orange dot and a blue number on the stage tab.
Why are candidates I have already read still in Screening? Screening holds all applications that have not been moved to another stage. Reading, ranking or contacting a candidate does not move the candidate. Only an event connected to a stage does.
Does it matter which step category I choose? No, the category only decides the icon. The name of the stage and the events you connect to it decide how the stage works.
Does the candidate have to go through the stages in order? No. If you add an event that belongs to a later stage, the candidate moves straight there.
Why can I not change the process on a case? You can only change the process before the ad is published and before a stage is used in an automation rule.
Why can I not delete an event? The event is connected to a stage in a recruitment process. Remove it from the stage first.
What counts as an update for the reminders? An event or a status change that you as a recruiter add to the candidate. Comments, rankings, memo notes and replies from the candidate do not count.