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RecruitFront Training07/13/2017 - Refresher

Todays format

• A lot of attendees so we will mute everyone• Going through a quick refresher on status of migration, job

postings, trackers and status of migration / bugs / short term feature requests

• Most of the time is for questions as we know each district is in a different state of using RecruitFront and use different processes

• Questions should be submitted to bmaslows@monroe2boces.org• We will answer the questions towards the end of the training.

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Migration Status

• Around 33,000 applicants imported • Some didn’t make it due to already existing accounts and bad

source data• Email was sent to them advising them to review the content of

their application and to select the districts they are interested in

• Applicant Files were not imported as Blackboard provided very few of them

• No District specific data was imported (per email sent last month)

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Staff Role vs Reviewer Role

• Common question…how come I don’t see reviewer as an option when adding a staff member?

• Any role could be a reviewer (Teacher, HR person, Principal etc.)• Personal Profile (suggestion via email sent out) is the least

privileged role that lets someone login• Reviewer rights assigned when you add someone to a tracker

• Options same as OWR (Add comments, read only, manage tracker)• A person (logging in with Personal Profile Role) can be assigned a different

access to trackers, read only on Science Tracker, manage on Math Teacher• In theory, users with Human Resources, Recruiting Administrators

and Recruiting Managers roles don’t need to be added to trackers as they can already add district notes, unless you want the ability to manage your Reviewer Status (more about this on next slide)

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The Many Designations AvailableApplicant District Applicant Indicator District Applicant Flag Tracker Tracker Candidate Status Tracker Candidate Ranking Reviewer Reviewer Status

Tom Karafonda No Hire Yes Biology Teacher Tracker All Interviews Complete 1 Bob Done

Sue Done

Chemistry Teacher Tracker Reviews In Progress 3 Bob New

Sue Done

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Name Required From OWR Description

District Applicant Indicator No* Yes Follows the applicant across all aspects of the system, is set once per applicant, options configurable by district. Intended to represent a districts overall status for the applicant.

District Applicant Flag No Yes Follows the applicant across all aspects of the system, is set once per applicant, only yes/no as an option. Used for whatever you want, varies by district.

Tracker Candidate Status No* Yes Is associated to the candidate on a specific tracker. Has no relation to the District Applicant Status. Can be different for the same candidate across multiple trackers. Used by districts for workflow (scheduled interview, interviewed etc), ranking (good, not a fit etc.) or a combination of the two.

Tracker Candidate Ranking No Yes Is associated to the candidate on a specific tracker. Has no relation to the District Applicant Status. Can be different for the same candidate across multiple trackers. Used for all kinds of things based on conversations with Monroe 2 team but I believe it was intended to show an ordering of who is the best candidate.

Tracker Reviewer Status No No Is associated to a reviewer and candidate on a specific tracker. Intended to be used to help you through managing the status of each reviewer. Will be used in later features to help manage reviewers (e.g. automatically email reviewers who aren’t done and the tracker is due next Monday)

Going to run through a job through tracker

• Create Job• Apply to the job• Create a tracker associated to the job• Add Reviewers • Login as a reviewer and add notes

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Create a Tracker without a job

• Create Tracker• Add Candidates (multiple methods)• Add Reviewers

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Near-term Feature Requests

Plan to have these completed by mid next week• Add District Applicant Status and District Flag to Edit pop-up from

Tracker Candidate grid• Add mass change status button any where Tracker Candidates exist (will

be above grids)• Make sure Save Grid Search options are available on all Applicant,

Candidate and Reviewer grids• Make sure the ability to change an applicants District Indicator and

District Flag available to Recruiting Admins/Mngr wherever an applicant is referenced

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Known Bugs

• Select all feature not working on all grids, when it doesn’t you may get an error screen, should be fixed by Monday

• Applicants cant delete already submitted additional files• Cant Delete Reviewers• Make sure Reviewers cant be added twice

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Done

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First Training Slides

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RecruitFront Status

• Plan to transition around July 1st.• We have an extract of everyone’s OWR data including files

• We are reviewing for completeness and accuracy• Plan to import in July

• RecruitFront is currently in Beta• Changes/improvements can still be made• Might run into some bugs

• Provide feedback so we can act on it• Feature(s) missing?• Too many clicks to do something?

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RecruitFront Changes from OWR

Terminology• Tracker

• Called a list in OWR, it is used to track candidates and reviewers through the interview process

• Applicant• Anyone that has either applied for a job at your district or made

themselves available to your district• Candidate

• An applicant that you have added to a tracker• A candidate is an applicant but an applicant is not always a candidate

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Security Changes

• Moved from a permissions based to a role based model• Current Roles (may change)

• Recruiting Administrator • Can to anything within the RecruitFront platform for a district including

changes to the content on the applicant site• Human Resources Administrator

• Same as Recruiting Administrator but has access to other modules

• Sub-Roles• Reviewer – Read Only / Add Comments / Manage

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General Navigation• Logging in

• Today https://demo.schoolfront.com/• Will be different when we go live

• Session timeout• Don’t close the box, login and you won’t lose any in

progress content• Required form fields are indicated with an *• Menu Navigation

• Arrow means there are sub menus• Parent menu item points to the first entry in the submenu (saves time to use this)• New … will jump you to a new form for that menu area (e.g. New Job Posting will take you to the new

job posting form)

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RecruitFront Menu Options• Job Posting (RA / HR)

• My Open – postings you authored and are marked as active• Open – postings that are marked as active• Closed – postings that are not active

• Applicants (RA / HR) – anyone that has applied to a job at your district or has selected to be viewable to your district, one row per applicant

• Job Posting Applicants (RA / HR) – combined applicant and job posting, you will see a row for each time an applicant applied for a job at your district (e.g. if John applied for Physics Teacher posting and Earth Science posting, he will appear twice)

• My Open – applicants to active job postings you authored• Open – applicants to active job postings• Closed – applicants to not-active job postings

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RecruitFront Menu Options Continued• Tracker Candidate Notes – TBD• Tracker...formally list (RA / HR / Reviewers) – a grouping of candidates and reviewers for

the purpose of hiring one or more candidates, optionally associated to a job posting• My Open – Trackers you authored and are active (active is defined by one or more tracker

statuses, configurable per district) or your are assigned to• Open – Trackers that are active• Closed – Trackers that are not active

• Tracker Candidate (RA / HR / Reviewers) – any applicant that is on a tracker, one row per applicant and tracker (e.g. if John is on the Physics Tracker and Earth Science tracker he will appear twice)

• My Open – Candidates on trackers you authored that are active or are assigned to as a reviewer• Open – Candidates on trackers that are active• Closed – Candidates on tracker that are not active

• Candidate Reviewers (RA / HR / Reviewers) – combination of tracker, candidate and reviewer, one row per tracker reviewer and tracker candidate

• My Open – Active trackers that you are assigned to as a reviewer• Open – Active trackers • Closed – Not active trackers

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Goal of Minimal Clicks• Information is duplicated across many tabs and grids

• Very few clicks to get related information• Districts have different work processes

• Can be confusing• What’s a Tracker Job Description???

• If a tracker (formally list) has a job associated with it, we show the information relating to the job

• So how do I get to a candidate?• Depends on what you are trying to do and where you start.

• Data you don’t care about• Someone else might• We will provide the ability to customize grid columns and tabs later this

year

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Grids

• Very powerful feature available throughout• Can be used for reporting (filter then export)• Can be used to speed up activities (adding candidates to

trackers)• Can be used to filter for mass communication• Saved search feature makes repetitive searching easy

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Anatomy of a Grid

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Heading Reminds you where you are.Items above the grid act on the contents of the grid (except new)

Click a row to see details/tabs on that item

Paging tool bar lets you move from page to page, jump to a specific page or change the items per page

Columns to the left of the vertical green line are pinned so they wont move when you scroll to the right or left

Click on a column heading to sort, an arrow will appear, click again to sort the opposite direction, click a third time to return to the grids default sort

Depending on the contents of the grid, you may need to use the grids vertical and horizontal scroll bars to see more information

Item rows may be different heights based on their contents.

Click the funnel to see the filter options.

Grid Filtering• The filtering options are specific to the type of data in the

column.• For boolean or checkmark columns

• True = Checked• False = not Checked• Is Empty = no information provided,

not true not false, common for optionaldata

• Is Not Empty = includes checked and not check

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Grid Filtering Date / Time Columns

• Time period are relative to when you look at the search

• Day of Week and Month look for matches on parts of the date

• By Month January – will show you all dates with a month in January regardless of day and year

• Range allows you to specify dates to compare to

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Grid Filtering Numerics

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• Exact Match• Empties influence results

• Greater than (bug)• Allows you to specify one or

more numbers to compare to

Grid Filtering Text

• Very specific to general filter options.

• Empties apply with partial and contains or just search for items with no data

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Filtering Continued

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Funnel turns orange when a filter is applied. Filter details are provided next to the funnel. If a filter is too long, it will be partially hidden, hover over the filter and the filter details will appear temporarily.

To clear a filter, click on the orange funnel and select clear.

To clear all filters click here.

Click the binoculars to save the current filters for future use

Name your saved search. The saved search will appear in the search dropdown next to the binoculars.

Manage Job Postings

•To add a job posting for candidates to view online, simply go to “Add Job Posting” from the main menu.

• You can copy and paste details from previous postings or a Word document or you may simply enter information directly into each field

• If a non-required field is left blank, nothing will appear online (from a job applicant perspective)

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Job Posting

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Required field - choose the dropdown to identify which category the job will be added to online.

For best practices, you may want to set a standard coding system. If left blank, no number will be listed and a candidate will not be able to search by number.This will be the first thing a

candidate sees (and clicks on) when searching for a position. If entered, this will appear both

under the job title on the job listing page as well as on the position’s detail page for the specific position (from a candidate’s perspective). If nothing is entered, there will be no indication of salary.

Some use a separate job title than the Civil Service title. This field gives you that option to include both. If this field is filled in, it will appear on the job posting page.

NEW Required field -choose the dropdown to identify which application is required to apply for this job

NEW Determines if a job is active which impacts whether it is seen online and what internal menu item it appears under

NEW Automatically generated Unique identifier (at the district level) for the job. Used for integrations, and import/export.

Required field - choose the dropdown to identify which district location the job will be added to online.

Job Posting Continued

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Most of the time, you will use the default of today’s date. However, if you are not going to be in the office and you want it posted on a specific day, it may be useful to get the posting ready and use this field to specify a date to appear online.

If you enter a date in this field, the posting will be removed on that day. This eliminates the need for you to manually go into the system and remove the posting. You may also extend that date at anytime if necessary.

If used, this field simply states when you will stop accepting resumes for the specific position and will appear on the job posting details screen.

Use this field to notify candidates of a targeted start date. This may be useful for temporary or summer positions. It will appear on the job posting details screen.

IMPORTANT - If you want the applicant to “Apply online,” you must make certain the dropdown is set to “Yes.” If you prefer applicants to apply via mail or walk in, you must enter “No” and the “Apply online” feature will be disabled.

NEW Ignore this for now, will train on it later.

Job Posting Continued

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Optional field to explain what the day-to-day job will entail.

Optional field, to explain the job qualifications NEW Supports formatting

Use scroll bar to see more fields that may not appear

Job Posting Continued

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To eliminate confusion on the part of the job seeker, it is best to put detail in this field. If you are going to allow online applications, you may want to use verbiage similar to Appendix “A.” If you don’t want to utilize the apply online feature, you may want to put the address where resumes should be mailed, required materials and a contact person in this text box. NEW Formatting

Finish by selecting one of the form buttons

Job Posting Continued

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Applicants Tab – Shows anyone that has applied for this job

Trackers Tab – Shows trackers (lists in old OWR) that are associated to this job

Tracker Candidates Tab –Shows applicants that have been added to a tracker that is associated with this job.

Close Job Link – Shows pop-up that allows you to close and “clean-up” related job items. This will mark the job as inactive.

Job Links – Where you manage links that will appear on the job posting

Job Files – Where you manage files that will appear on the job posting

Copy Job Link – Shows pop-up that walks you through the copy job posting process.

View Job as Applicant –Shows pop-up and presents the job posting as an applicant will see it.

Job Posting Files

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PDF Package Link – Will create an indexed PDF File combining each selected document. Selecting no documents will PDF all documents.

Checkboxes – Used for selecting certain files for PDF Package.

New Job Posting File Pop-up

Pop-up after clicking add file.By clicking on “choose file” (“Browse” in IE) you will be taken to your hard drive where you can search for the desired document and upload.

View File Link – Click to see the file contents.

If you have a detailed description in electronic format, you can upload it here and candidates will be able to view it online. You could also upload anything specific to the position that the candidate may need to fill out. NEW you can add as many files as you like.

Job Posting Links

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If you decide to provide a link (to either a page within your site or to anywhere on the web), you must enter the address (URL) of that site in this field.

This is the name you give the link (URL) above. You can name it anything you want and this is what the person will “click on” to access the link.

New Job Link Pop-up

New you can have as many links as you like.

Whether the link will appear on the applicant site.

Copy Job Posting

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After finding and selecting the job you want to copy, click the copy job link

If you have very similar job postings, you can now “copy” the majority of information into a new posting. You will then just need to modify that new posting to fit your needs.

Job Applicants will not be carried over – the new posting will start off with “0” Applicants.

You will be brought to the copy job pop-up. Here is where you can modify the new job posting’s title, job number, posting dates and determine if you want to copy files and links. Simply replace the text in the boxes with the desired information and hit Save Copy.

After clicking save you will be taken to the new job posting where you can make further edits.

Searching Job Applicants

•Candidates enter your database via two different methods. They may apply directly to a posted position or they may enter their profile without applying for a specific position.

• It is simple to find the candidates who applied for a specific position; however, if you only view those candidates, you will be missing out on other candidates who may be well qualified and interested. Use the search feature to capture all qualified candidates - those who applied for specific positions in the past or who entered profiles and match a current need. Fully utilizing the search function may expedite selection, reduce costs, and increase efficiency and possibly candidate quality.

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Searching Job Applicants

• There are many places where you can search applicants/candidates but the most used for determine tracker (formally list) eligibility is the applicant menu item

• This will also be the one of the many ways you add candidates to your Tracker. In many cases.

• Remember - people in your database may not be aware of a particular posting you are recruiting for as they entered their profile in the past or through another district. It is very important to use all resources available when filling a position; therefore, you will want to use the search capabilities to their fullest.

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Searching Job Applicants

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Add to Tracker Link – Links above to grid act on the items in the grid (with rare exception) so this link will add the 12 items to a tracker that you select

Green highlight shows which row is selected

Add to Tracker Link – Links on the tabs only act on items in the tab, not the main grid, so this Add to Tracker will only add Barbara

List of saved searches, pick from the list to apply saved filters

Click this to save a search

Click this to clear all filters

Filtered columns are orange, hover over filter text to see entire filter

Add Applicants to Trackers

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Searching Job Applicants - Tips• Leverage the relative dates filters (last week, yesterday etc.)

• When you save these searches, the filters remain relative• Date Applied last week filter will quickly show you new candidates

• Save any search you will use more than twice• Don’t worry about adding the same applicant to a tracker (formally list) twice,

the Add to Tracker will skip them for you• Leverage the auto-add applicants to tracker feature• Leverage the duplicated columns for search and/or combinations

• Selecting multiple items in a single column is an “or”• Selecting items in different columns is an “and”• Example

• If you want applicants with “Physical Education” or “Recreation” use a single cert area list column

• If you want applicants with “Physical Education” and “Recreation” select “Physical Education” from the Cert Area List column (toward the front of the column list) and select “Recreation” from the Cert Area List 2 column (toward the end of the column list, scroll right)

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Edit Applicants

There may be a few reasons you would want to edit an applicant:

• Add new information received (transcripts, references, etc.)

• Upload a district file

• Delete the candidate from the system

• Change the status of an applicant (from “active” to “hired,” etc.)

• Add “notes” about the applicant

Anything done on the Edit Applicant screen will follow the applicant from tracker (formally list) to tracker. Anything entered here will always be tied to the applicant for this district.

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Edit Applicants• Select Applicants from the menu• Find the applicant you want to edit using the grid filters

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You will see the district fields and demographic information from the job application

Tabs are available that contain parts of their job application, or other related information.

Add to Tracker Link – will add this applicant to a tracker

Applicant Application Link –will provide a PDF of their job application for download

District Applicant Notes

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The “Notes” section is very useful. It is a simple way to track conversations/interviews with candidates. There will be another opportunity to add notes – Applicant Tracking. The notes entered on this screen (Edit Job Applicants) will always be tied to the applicant.

These are different to the notes which can be entered in Tracker because those notes are only tied to the candidate (more in the upcoming pages).

It will be important to think about which notes you want where. Notes specific to the applicant in general will want to be entered here. Notes regarding the candidate in relation to a specific job, may be best placed within a Tracker.

District Applicant Files

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Area for Administrators of the site to put files about a candidate. These notes will follow a candidate (unlike ones added in Applicant Tracker – discussed later). All non-tracker files will appear here so you can create a PDF across job application files, district files, and official files.

Edit Applicant Fields

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Setting a candidate’s status may be useful because it will let you and others know whether a candidate is hired, etc.

If the candidate is hired, choose the “Hired” status and you will be able to exclude this person from your future searches. You may also identify those new hires by only choosing “Hired.”

Once you begin using the system, you will have a better idea how you can best utilize the status area.

Also, you will have further opportunity to assign statuses when you are in “Applicant Tracker.”

Indicator may be a better area as each district can set their own indicators. You can use this in a variety of ways. If you normally color-code candidates, you can emulate that process. Perhaps you give a ranking, you could set them up accordingly, etc..

Edit Applicant

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The “Flag” feature may or may not be useful to a district. It basically provides an identification to those searching candidates where there is something about a particular candidate that needs specific attention. This can be “positive” or “negative” depending on your usage.

You may want to set up a “rule” that if a person is “flagged,” Human Resources must be contacted before anyone contacts the candidate.

You may want to set the “flag” to “yes” if the district was notified that the candidate had their license revoked.

There are a number of ways the “flag” may be used. It is up to each district to decide what (if anything) works best for their needs.

Trackers

• Trackers allow recruiting administrators of the site to create lists of candidates and assign statuses and rankings for future review.

• Trackers are designed to be used in one of two ways:• Human Resources manages the trackers by determining which candidates are

placed on each list and assigning “reviewers” to the list. Those “reviewers” would then use “My Open Candidate Reviewer” to view the lists.

• Those responsible for hiring (Principals, Department Heads, etc) can create trackers and modify candidates as well as assign statuses and rank candidates within those lists.

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Trackers - HR Managing

• In this scenario, Human Resources will create a list of candidates based on various criteria (specific job applied for, certification held, etc), using the search screen.

• Human Resources assigns people to view the list

• Human Resources determines the access level for each reviewer of the lists (view, add comment, manage)

• Sends out email to reviewers that list is ready and available under “My Applicant Tracker”. Reviewers would then sign into the system and view only those candidates on the list(s) assigned to them

• Depending on the access level given to reviewers of list, Human Resources may also assign status of applicants

• Human Resources may email the candidates on any list

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Trackers – Hiring Managers controls

• In this scenario, the Human Resources department allows those hiring for a position, the ability to conduct their own searches.

• The Hiring Manager will be given full access to the lists and will have the ability to create and modify lists, assign statuses and rankings, email candidates and add comments (which are tied only to the lists –not the candidate detail record).

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Trackers – New Tracker

• Select New Tracker from the left menu or at the top of the tracker grid

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Status descriptions:

Preliminary – use this when first establishing a list and you are not ready for others to view. Will not show under “My Open Candidate Reviewer”

Active – use this status when you are ready for others to view your list in “My Open Candidate Reviewer”

On Hold – Use this status if you want to temporarily remove the list from view in “My Open Tracker”

Archive – Use this (rather than deleting) when you are finished with the list

Searchable name for list

Searchable title for list

Trackers – New Tracker

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By putting a “Due Date” you will be able to show when this list should be reviewed by and can sort on this column.

Location will allow you to sort the group of lists by the location intended to view (Admin, Elementary, etc).

It may be useful to put a detailed description of this list for others who may be viewing or for future reference.

Instructions to the reviewers could also be placed in this location.

If you are creating this list for a specific posting, you can “tie” the list to the specific job.

Auto Add Job Applicants to Tracker will do just that. Any time someone applies for the job posting associated to the tracker, they will be added as an tracker candidate.

Adding Candidates to Trackers

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One of three ways to add applicants to trackers. Click on “New Tracker Candidate” to begin creating your list of candidates for review.

Can jump to their Tracker Candidate Record

Send Notifications Link – Provides a means to send mail-merge emails or generate PDFs for printing and mailing. More on this later.

Here you change the candidates status and ranking for the tracker

Searching Candidates• Use all of the available filter options to get the right candidates

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Select their starting status. You may want to fast track certain applicants based on their experience.

Select their starting ranking. You may want to preliminarily rank based on their credentials or experience.

Click the checkboxes next to the applicants you want

Click save to add your selected applicants as tracker candidates

Tracker Candidates

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You now have candidates in your list.

If you want to add more candidates (perhaps you first did those who applied for a specific job and now you want to add candidates who have a certain certification), simply click on “New Tracker Candidate” again and conduct your search. Since you are doing the search from within the list, anybody who is already included on your list, will NOT show up in any additional searches for this list.

Add Tracker Candidates from Applicant Grid

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Add to Tracker Link – Links above to grid act on the items in the grid (with rare exception) so this link will add the 12 items to a tracker that you select

Green highlight shows which row is selected

Add to Tracker Link – Links on the tabs only act on items in the tab, not the main grid, so this Add to Tracker will only add Barbara

Add Applicants to Trackers

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You will be presented with open trackers. Click on a tracker to assign the previous selected applicants to it as candidates.

Shows you how many applicants you are about to add to the tracker.

Add Reviewers

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Click the New Tracker Reviewer Link to add reviewers.

Add Reviewers

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Find the reviewers you would like to add and click save.

Select the reviewer role you would like them to have. Determine the type of access you

would like your reviewer to have.

View – Can only view your list

Add Comment – May add a comment to the candidate. This comment is only tied to the list and does not follow the candidate. Only those viewing the list will read the comments.

Manage Applicants – This will allow the reviewer all rights (other than adding and removing candidates from the list). They can add a comment as well as rank and assign a status to the candidate.

After assigning the appropriate access, hit “Save” at the bottom of the page.

Managing Candidates• Use the various Tracker Candidate menu options and filters

to find the tracker candidates you want to view/edit or find the tracker and go to the tracker candidate tab

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A lot of the content you see is the same you see elsewhere (part of our minimize click strategy) but in the Tracker Candidate you can see an aggregate of all reviewers.

Managing Candidates Continued

• Reviewers should use the Candidate Reviewer Menu options, primarily My Candidate Reviewer

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Here there is one row for every combination of tracker candidate and tracker reviewer. Good place to see review statuses across multiple trackers. You can send notifications to either tracker candidates or reviewers (or both at the same time) from this screen as well.

Candidate Reviewer Selection

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Here you see the status of the candidate for the reviewer as well as details about the candidate

You can see the selected reviewers notes for the candidate and the files uploaded. These items are specific to the tracker and will not “follow” the applicant beyond this tracker.

These tabs show you the notifications that were generated for the Candidate and Reviewer. Suggest sending all communication through SchoolFront for digital paper trails.

Mail Merge Notifications

• Notifications can be sent to any recipient and leverage the SchoolFront mail merge templates.

• Links are available (bug if they are not) on grids containing potential recipients of emails

• Recipient options depend on where you are sending it from

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Mail Merge Templates

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