ADP Training Guide (For Recruiters)

WELCOME TO ADP RECRUITMENT!

This step-by-step guide is meant to work as a complement to the individualized training session you received

(conducted by an HR representative)

Our new process within ADP allows for our recruiting and hiring practices to be more streamlined and centralized

If you run into issues, please reach out to Kim Patterson at kpatterson@alphabest.org or 336.293.0015. You can also look for the symbol at the top right in ADP to access

ADP’s support center or for the symbol at the top right in ADP to access ADP’s Bridge online community.

SECTION ONE: REQUISITIONS

This section covers:

• getting a new requisition entered into ADP• finding the URL for an existing requisition

• navigating through the internal Career Center

(Before starting a requisition, be sure you have all pertinent information from the hiring manager who is

submitting this request)

Open a new requisition

Click on “PROCESS,”

then “Talent,” then

“Requisitions”

Here, you’re viewing requisitions that have already been entered

into ADP

To add a new requisition,

click “+ ADD”

You’ll then be taken to this Recruitment page, where

you’ll need to be sure to input certain fields:

Required field

Required field

Required field

Enter only one location – the city and state will flow into the

ADP Career Center listing based on

what’s assigned here as the location

(Then scroll – there’s more on this page!)

Note that you’ll be completing four steps in this process (currently on Step One, highlighted in navy blue)

Required field

Required field

Comments/notes here will not be

seen by the applicant (for

internal reference only)

Required field

Required field

Required field

Click “NEXT” to continue

Optional field

Required fieldRequired field

Click “NEXT” to continue

Now you’re in step two of the process

Required field

Click here to copy and paste the job

description from an existing Indeed post

(next slide shows where clicking here

leads)

Copy and paste the job description

from an existing Indeed post here

Then click “DONE”

Click “NEXT” to continue

Now you’re in step three of the process

(no need to do anything on this

page!)

Review your requisition

information here

If all looks good, click “DONE” to

complete (you’re nearly finished!)

Now you’re in step four of the

process

Enter yesterday’s date here

This takes you to your external

job URL that can be sent to candidates to

start the application

process

Always add a referral

capability by clicking here

After clicking “Referrals,” this is

where you’re taken

Select “Yes” next to “Accept Referrals”

Make sure to add a start date (yesterday’s date) and a Guideline (click “Customize Referral

Guidelines” to generate)

Click “DONE”

Send a job posting to an interested candidate/find a link for an existing job posting

Click on “PROCESS,”

then “Talent,” then

“Requisitions”

Here, you’re viewing requisitions that have already been entered

into ADP

3. Finally, click on

“View/Change Posting

Settings”

1. First, click here to be sure you’re only viewing

open requisitions

2. Then, highlight the requisition you’re

interested in by clicking on it

(Make sure you’re selecting from the “Default External

Career Center” section)

Click on “View Job Posting

(URL)”

Now you’re at the job page and can copy the URL and paste it into an email or another platform to share

Navigate the internal Career Center (the place where existing employees apply for open jobs)

Click on “MYSELF,”

then “Talent,” then “Career

Center”

Here, you’re viewing the

open jobs for existing

AlphaBESTemployees

If you’d like to publicize a specific job among an

existing employee group, just email

kpatterson@alphabest.orgwith a request for a

communication, indicating:

• which job you’d like to promote

• who you want the email to go to

• how long (end date) applicants have to apply

Clicking on a specific job will pull up that job’s detailed

information

SECTION TWO: APPLICATIONS

This section covers:

• locating submitted applications • communicating with applicants

Locate an existing application

Click on “PROCESS,”

then “Talent,” then

“Applications”

Check the box labeled “Select All”

Select “All Requisitions” from the drop-down menu

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

Select this option to view the application as a PDF (allowing you to print or save the application)

(Then scroll – there’s more on this page!)

Here, you’re in the “Application(s)” section

Add notes here (the applicant will not see these notes)

This area shows emails that have previously been sent to the applicant via ADP

Here, you can access the applicant’s resume in PDF form

Click on “Applicant Profile” to view this screen, which shows the applicant’s personal and professional information

Communicate with an applicant

Click on “PROCESS,”

then “Talent,” then

“Applications”

Check the box labeled “Select All”

Select “All Requisitions” from the drop-down menu

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

To send the applicant email communications, click “CHANGE STATUS”

Here, you’re in the “Application(s)” section

Select an Application Status from the drop-down menu

Pre-populated email templates are available from the drop-down

Be sure to update the text that appears in [brackets] throughout before sending

SECTION THREE: BACKGROUND SCREENING

This section covers how to initiate a background screening for a candidate

Click on “PROCESS,”

then “Talent,” then

“Applications”

Check the box labeled “Select All”

Select “All Requisitions” from the drop-down menu

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

Click “CHANGE STATUS”

Now you’re in the“Applications” tab

Your email address here

Here, you’re viewing the pop-up screen that appears after selecting “CHANGE STATUS”

The applicant’s status must be changed to “Background Screening”

Select the pre-populated email titled “Consent for Background Screening”

Add notes here if desired (the applicant will not see these notes)

Be sure to update the copy that appears in [brackets] throughout before sending

Then, navigate to the “Screening” tab

(Then scroll – there’s more on this page!)

Click “REQUEST CONSENT”

Once consent has been received, you’ll click on “START A NEW ORDER,” taking you into the background screening system to complete the request process

SECTION FOUR: ISSUING A CONTINGENT OFFER LETTER

This section covers how to customize and send a contingent offer letter to a candidate

Click on “PROCESS,”

then “Talent,” then

“Applications”

Check the box labeled “Select All”

Select “All Requisitions” from the drop-down menu

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

To send the applicant an offer letter, click “CHANGE STATUS”

Here, you’re in the “Application(s)” section

Select “Make Offer” from the “Application Status” drop-down menu

Select “Notification of Offer Letter” from the “Email Template Name” drop-down menu

Be sure to update the text that appears in [brackets] throughout before sending

Click on “CREATE

OFFER LETTER”

Select the appropriate Offer Letter

template

Edit the letter thoroughly,

replacing both highlighted and

[bracketed] text

throughout

Click “DONE”

Click “YES, SEND FOR

APPROVAL”

61

Navigate back to the Offer Letter tab and click on the eye icon to view your offer letter in PDF form before sending to double check that all details are correct

62

Then be sure to click “EXTEND OFFER” to send the letter

SECTION FIVE: ISSUING NEXT STEPS EMAIL

This section covers how to send a Next Steps letter after a candidate has successfully passed the background check stage

Click on “PROCESS,”

then “Talent,” then

“Applications”

Check the box labeled “Select All”

Select “All Requisitions” from the drop-down menu

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

Click “CHANGE STATUS”

Now you’re in the “Applications” tab

68

Select “Make Offer” from the “Application Status” drop-down menu

Select the pre-populated email titled “Next Steps Orientation and Start Date”

Be sure to update the copy that appears in [brackets] throughout before sending

SECTION SEVEN: I-9, EMPLOYEE INFO SHEET, & BANKING/TAX INFO

This section covers how to get these final documents input into the system for a new hire

Locating forms to send to the new hire

From the Home screen in ADP, you can locate the following documents to share with newly hired employees:

Direct Deposit Form

(Then scroll – there’s more on this page!)

Federal W-4 Form

New Employee Information Sheet

The link to send to employees to complete the I-9 form can be found farther down on the Home screen

Please also be sure to have the new hire complete the state-level banking form, which you should have on hand (it is not on ADP since each state has a separate version)

If you run into issues with the I-9 form, you can call the ADP eI-9 help number: 866.616.0292

Inputting completed forms into ADP

Click on “SETUP,” then

“Manage Documents,”

then “Company

Documents”

Click on “UPLOAD”

You have the option to drag

and drop or upload

relevant files on this screen

You’ll need to select a

Category for your document to finalize the

upload process

Once you’ve selected a

category, you’ll see a check mark beside

your document indicating that you can move

forward

From here, click “SAVE” and

then “Save and Return”

You’ll be sent back to the Company

Documents page and will see that your document has

been successfully uploaded

You can also edit, delete, etc. if needed using the menu bar (the bar only appears when a specific

document has been selected)