How do I manage a staff search?  Applicant Tracking 

All job pos ngs and all ac ons related to job pos ngs are located in the Applicant Tracking

Module. Once you have logged into Recruit, go to the Module Menu at the top right, and

choose Applicant Tracking. When you have changed to this module, the color of the top bar

will be blue.

To find your job pos ng, click on the Job Pos ngs tab

at the bo om of the color bar, and choose Staff.

The Job Pos ngs page lists all job pos ngs to which

you have access including the current status of the

pos ng, the date the pos ng was last modified, and

the number of applicants a ached to that pos ng. To

open the pos ng

1. click the job tle and the Applicants tab, or

2. hover your mouse icon over the Ac ons menu

to the far right of the record pos ng, and choose

View Applicants from the Ac ons menu.

On the Applicants tab, view individual 

applica ons by clicking on the appli‐

cant’s last name, which is a link, or by

hovering your mouse over the Ac ons

menu to the far right of that record and

choosing View Applica on. You can

scroll through the applica on; at the

bo om of the page will be the answers

the applicant has submi ed to any sup‐

plemental ques ons a ached to the

pos ng and links to any documents the

applicant uploaded.

Change your user group to Applicant Reviewer!  While Hiring Managers and Department Heads can view applica on materials

within a pos ng to which they have been given access, only Applicant Reviewers can manage a search.

To view mul ple applica ons, check the box to the le of each

record and click on the Ac ons bu on at the top right of the

Applicants table. Choose Download Applica ons As PDF.

Choose what applicant documents you wish to include in the

PDF (Applica on, Resume, Cover Le er, All, etc.). This PDF will

open in your browser and may also be saved to your comput‐

er. It includes bookmarks, allowing you to quickly move be‐

tween different applicants’ documents.

The Applicant Workflow 

When an applica on is first submi ed to a posted job, it enters the Under Review step of the Workflow. Each step is depend‐

ent on the step before it and many of the steps include required or op onal selec on reasons. If a step includes a selec on

reason, you’ll be prompted to choose one when moving an applicant to this step.

Interview

Reference

Checks

Recommend

for Hire

Interviewed, Not

Under Considera on

Not Selected

No fy End Search

Interviewed Not Selected

No fy End‐Search

Emails sent to applicants Emails sent to applicants

Under Review by

Department

Under

Considera on

Not Interviewed, Not Under

Considera on

Not Selected

No fy Mid‐Search

To move an individual applicant to a new Workflow step, View his/her applica on.

At the top right of the applica on page, the bu on “Take Ac on on Job Applica on” displays available op ons including

any Workflow steps currently available for this individual applica on.

Move back to the Applicants tab via the Applicant Review link in the breadcrumbs or the back bu on, or view the next

applica on by clicking the Next link in the Search Results, which are located just above the “Take Ac on on Job Applica‐

on” bu on.

On the next page, you can change all appli‐

cants together by using the Change for All

Applicants op on at the top, or change

each applicant individually via the New

State drop‐down menu within each appli‐

cant record.

Move mul ple applicants to a Workflow step in a Bulk ac on. On the Applicant Review page, check the box to the le of all

applicant records that you wish to move to a Workflow step, click on the Ac ons bu on to the right, and choose Move in

Workflow from the Bulk menu.

Searches and Saved Searches 

One of the new tools available to you in the new

system is the Search func on. This can be used

as a simple keyword search, by typing in the

Search field; or, if you click the More Search Op‐

ons link to the right of the Search field, you can

choose from a variety of op ons rela ng to the

status of the applica on, job descrip on, or job

pos ng, and from a list of fields found on the

form (these will be available under the Add Column field).

Once you’ve chosen your search parameters, you can choose to Save the search: if you do this, it will be available to you whenever

you access that par cular area of the site. Click on the Open Saved Search to find any Saved Search you have created. This is an

easy way to organize your applicant pool. Searches are specific to the user: your search will not be visible to others.

Screening Supplemental Ques ons 

if your pos ng includes Supplemental Ques ons

(please see the How Do I Post a Job? Guideline for

instruc ons), you can view and manage your appli‐

cant pool based on their answers to these ques‐

ons. Under the Ac ons bu on op ons on the

right of the applicant records, chose Review

Screening Ques ons Answers. You’ll be taken to a

page that provides sta s cs for the answers all of

your ac ve applicants.

From here you can select applicants by the answers they gave to your pos ng ques ons by clicking the links next to posi ve an‐

swer sta s cs. You can also Search for specific answers, and even specific phrases if you included

“open‐ended” (free text) ques ons in your pos ng.

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