Hiring ManagerUser Guide
Copyright 2016 North Star Human Resources Inc.
All rights reserved. This material is not to be copied or reproduced in whole or part without the written permission of North Star Human Resources Inc.
Welcome . . .
Our Hiring Manager User Guide contains step-by-step instructionsto assist you in managing resumes and tracking throughout the hiringprocess.
If, after referring to this User Guide, you’re still encounteringdifficulties, please contact Technical Support by clicking on theTechnical Support option on the top navigation bar and a member ofour friendly staff will promptly respond to your inquiry within 1business day.
Getting Started with North Star 1
Log In 3
Summary 4
My Account 5
Positions 6
Create a New Position 7
Position Description 8
Managing/Creating Prescreen & Assessment Questions 9
Recruitment Stages 10
Automatic Emails 10
Email Templates 11
Staff Access to a Position 13
Duplicating Positions 13
Requisition Approval Process 14
Viewing Candidates 17
View/Edit a Position 19
Prescreen/Assessment Rankings 20
Viewing/Editing a Candidate Profile 21
Refer a Candidate to a Colleague 23
Import Candidate 24
Apply for Position 26
Log Out 27
Technical Support 28
Table of Contents 2
In order to log into North Star’s Applicant Tracking Software(ATS), visit the employment area of your corporate websiteand click the Login option in the top navigation bar. If you donot see the Login top navigation bar, click the box with 3 linesto the top right of the screen (circled in red).
Enter the email address and password assigned to you by yourcorporate administrator, and click the Login button.
If you have forgotten your password, click Forgot Password?,and enter your email address. Your password will immediatelybe sent to your email address. If you do not receive an emailwithin 10 minutes, check your Spam/Junk Mail folder – if noemail has been received, add northstarhr.com to yourAllow/White List and try again. Click Technical Support forfurther assistance.
Log In 3
Upon logging into North Star you will
arrive at the Summary screen.
At the top of the page you will see
‘Welcome Your Name’. You can update
personal information including your email
and password by clicking on your name.
More about this feature on page 5.
Below your name there is a link to this User Guide and notifications such as requisitions requiring your review andapproval (if applicable).
Summary 4
The My Account page is accessible by clicking your name on the Summary page.
From this page, you are able to update your account information including:
First Name
Last Name
Email Address (username)
Password
Click Save at the bottom of the page to update your information and return tothe Summary page.
My Account 5
Visit the Positions page by clicking on Positionsin the top navigation bar - you can access information about positions in Draft, Draft Pending Approval, Internal, Active, Closed,Archive, and Future Consideration. The default display lists positions with the status of Internal & Active within the last 12 months.
Select a status from the drop down menu and click Update to view the number of results as well as the list of positions. You can also filter the list of positions by Date Range, Keyword(s) and/orPosition Owner and click Search. This will display positions within a specific date range, containing a certain keyword(s) in their title or descriptionand/or by position owner.
By clicking column headers (e.g. Date Posted, Position, etc.), you can sort the positions listed by Date, Title, Apply/Total Number of Candidates, Job Number, Location, Job Status or Position Owner.
Click the position title to view position details. See page 19 for more information on Position Details.
To create a new position, click your selection at the top of the screen.
Positions 6
When creating a new position (or choosing from the position template dropdown menu), only the * fields are mandatory. If you do not populate a field, neither the field, nor the field label, will appear in the candidate’s view of the position details. Also, internal information such as Position type, Position Status, etc. are not shown to the candidate, even if populated.
Click the calendars (and actual dates) to populate post and close dates. When you select a close date, North Star will automatically remove that position from your active careers listing on that date. Populating a Post Date in the future will automatically move the position from Draft to Active on the specified date.
Continued on next page …
Create a New Position 7
Categories established to collect resumes for future consideration of employment opportunities.
Future Consideration
Positions are not visible to candidates, are completed and archived.Archive
Positions are not visible to candidates (i.e. not accepting applications), however the selection process is still in progress.
Closed
Positions are visible on your website to candidates.Active
Positions are visible on your intranet to internal employees only.Internal
Position is awaiting approval(s).Draft Pending Approval
Work in progress is saved, but not visible to candidates.Draft
Definition:Position Status:
Categories established to collect resumes for future consideration of employment opportunities.
Future Consideration
Positions are not visible to candidates, are completed and archived.Archive
Positions are not visible to candidates (i.e. not accepting applications), however the selection process is still in progress.
Closed
Positions are visible on your website to candidates.Active
Positions are visible on your intranet to internal employees only.Internal
Position is awaiting approval(s).Draft Pending Approval
Work in progress is saved, but not visible to candidates.Draft
Definition:Position Status:
The description area offers a number of html formatting capabilities, including the option to copy and paste from an existing document. If you are copying and pasting from a word document you may be prompted to use Control-C to copy and Control-V to paste within your browser window.
If you hover over each of the icons below, you will receive a short description of each, and for more detailed instruction, click the ? Highlighted in yellow below.
Position Description 8
When creating/editing a position, click the Prescreen/Assessment Questions arrows (beside the section title) to expand the contents of the sections. You will see the list of available questions in the left column, by clicking the arrows you can add or remove questions to your Selected Questions list. You can also sort these questions by clicking Move Up or Move Down. By double clicking on a question title, you can see the content of that question (2nd picture on right).
Clicking Add New (top picture) will allow you to add a new question to your available questions list. When creating a new Assessment or Prescreen question (see below), assign the question a title, enter the question text, as well as set up the order, answers, and score for each of the answers. The question title, order and answer scores will not be visible to candidates, it is for internal staff reference only.
Managing/Creating PreScreen & Assessment Questions 9
Click on Recruitment Stage (right) to change the defaultrecruitment stages listed. You have the option to edit the stagesby adding or deleting from the selected stages list (using thearrows), as well as re-sorting the order of the steps.
Automatic Emails* (below) can be set up for any stage in therecruitment process. To set up an automatic email, use the firstline (shown to the right, highlighted in yellow). Select thestage/status that will trigger the email (when a candidate ismoved there), choose the email (reference next pages fordefault messages). All emails generate from the Position Owneremail address. If the email is to generate from a different emailaddress, enter it in the Sender Address text box. Next, selectwhether or not to notify the recruiter, and click Add AutoEmail. You can also choose whether or not to send an email tocandidates when moving the position to Archives.
If editing a position, be sure to click Save at the bottom of thepage to save your changes.
*Click View Email to view email selections and content. ContactTechnical Support to request a customized email to be added toyour dropdown menu.
Recruitment Stages / Automatic Emails 10
Apply Acknowledgement
Subject: Your Application has been Received
Dear Candidate First Name,
I am confirming receipt of your resume in response
to the Position Title position and thank you for your
interest in employment with us. At present, we are
carefully reviewing your skills and qualifications with
respect to our current employment opportunities to
determine if your experience matches our present or
near-future requirements.
Your professional profile has been entered into our
centralized candidate database, allowing your
qualifications to receive the broadest exposure
possible within Company Name. Should a position
become available which matches your background,
we will contact you.
We appreciate your interest in Company Name and
wish you every success in your search for a
satisfying career opportunity.
Sincerely,
Position Owner Name
Company Name
Post Interview No
Subject: Thank you for your Interest
Dear Candidate First Name:
I would like to thank you for the interest you have shown in
our organization and for meeting with us to discuss the
Position Title position.
Although your qualifications are impressive and your
interviews were well received, we regrettably have chosen
another candidate whose skills and experience more
closely match and compliment our organization's
requirements at this time. However, requirements for
professional resources can vary substantially over time,
and thus we will retain your resume in our database for
future consideration.
Meanwhile, I wish you success in pursuing your career
goals and again, thank you for your interest in Company
Name.
Sincerely,
Position Owner Name
Company Name
Email Templates 11
Not Under Consideration
Subject: Thank you for your Interest
Dear Candidate First Name:
Thank you for your interest in the Position Title position.
Your skills and background have been reviewed and
indicate you have much to offer. Due to the competitive
pool of applicants whose background more closely
matches the skills we are seeking, you will not be
contacted to interview for this position at this time.
We will keep your resume on file should other positions
become available which better match your skills and
background.
Again, we thank you and truly appreciate your interest in
Company Name and wish you well in your future
endeavours.
Sincerely,
Position Owner Name
Company Name
Position Filled
Subject: Thank you for your Interest
Dear Candidate First Name:
Thank you very much for your interest in the Position
Title position at Company Name. While we were
impressed with your qualifications we have, however,
brought this selection to completion and chosen another
individual whose qualifications more closely meet the
current needs of Company Name.
We wish you well in your career endeavours and will
keep your resume on file should other positions become
available which better match your skills and background.
Again, thank you for your interest.
Sincerely,
Position Owner Name
Company Name
Email Templates (cont’d) 12
The Staff Access List allows you to decide who has access to the positiondetails and viewing candidates. By clicking the arrows, you can add orremove staff from the Selected Staff list. Staff identified as (Default) haveaccess to all positions and cannot be removed.
Whoever you specify as Position Owner will have access to the position,will be the sender (from field) of automated emails and be identified asthe Recruiter on the Reports page.
Staff Comments box allows you to add comments and collaborate withco-workers about the position, i.e. capturing advertising venues.
There is also an option to upload documents related to the position suchas an approved requisition form or position advertisement(s).
The last step in Creating a Position is to click Save Position at the bottomof the page.
Click on Duplicate Position and Save in Draft if you are interested induplicating a position (without the current list of candidates). You willfind your position in the Draft status on the Positions page, and you arestill able to make any modifications you wish before updating it to ActiveStatus.
Staff Access to a Position / Duplicating Positions 13
Requisition Approval Process (optional feature) 14
Choose a selected staff name(s), and click Select As An Approver & Send Approval Request
When creating a position, choose Draft – Pending Approval to email approval request(s)
Status will show Pending and update when Approved or Rejected
Requisition Approval Process (cont’d) 15
Approvers receive an email . . .
Approvers log in, review, and approve/reject requisition . . .
Comments can be sent via email to approvers and position owner
Requisition Approval Process (cont’d) 16
Once approved . . .
Position Owner will receive email notification that the approval process is completed.
Status will show Approvers and date of approval
The approved position will now go active if the post date is today or in the past. Otherwise, you will find the position in Draft status.
On the Positions page, click on a position title to view applicants of the position. By clicking the position title from this screen (see below), you can view the position details. See page 19 for more information on position details.
By double clicking on a candidate name, you can view the candidate resume and details, as well as view the shared journal, which tracks the historical activities associated with a candidate. See page 22 for more information on shared journal. From the page below you can see candidates associated with the different stages of the recruitment process. You may click the recruitment process column header, i.e. Apply, to sort the candidates alphabetically within the respective columns. Otherwise, candidates appear in the order of application date for that position. To move a candidate from one process step into another, simply click on the candidate and drag and drop them into the desired column, and then select Save Changes at the top or bottom of the page. Candidates appearing under Removed Application have chosen to voluntarily withdraw their application from the position. Candidates are color coded according to website candidates (black), imported candidates (green), internal candidates (red), and not a fit (purple).
Viewing Candidates 17
The total number of applications for the position appears at the top of the page.
If you drag & drop candidates into a different recruitment stage (column), be sure to click Save Changes before moving onto a different screen. You have the option to move a group of candidates from one recruitment stage into another in one transaction by using Move Candidates button.
Fwd Cand Profiles offers the option to forward a group of candidates within a specific column (recruitment stage) to a colleague in one transaction, offering the option to utilize our default auto-merge message, or, edit our merge text with one of your own. Finally choose which portions of the candidate profiles to forward to a hiring manager or colleague. Each candidate will be sent to your target audience in a separate email with the subject line of position name – candidate name.
Click View Prescreen Rankings and/or View Assessment Rankings to view prescreen and assessment rankings side by side. See page 20 for more information.
Email Candidates allows you to email all candidates listed under the position. You may remove any candidates you do not wish to include by de-selecting the recruitment stage and/or checkmark beside their name. Each candidate will receive the email as thoughthey were the only recipient (no other candidate names appear).
Viewing Candidates (cont’d) 18
Click the position title to view/edit position details such as Position Title, Type, Number of Vacancies, etc. and/or description.
If you have moved a candidate into the Employee column, however the date this occurred and was captured in the shared journal was not the date the position was filled, you can edit/update the hire date from this screen by clicking on the Hire Date calendar (to ensure your reporting is accurate) in terms of days to fill.
Note: After editing any position details, click Save Position at the bottom of the page.
Duplicate Position and Save In Draft creates an exact duplicate of this position (without bringing forward candidates that had previously applied to the position). If you use this feature, return to Positions (by selecting positions in the top navigation bar) and view positions with a status of ‘Draft’ to locatethe position and make any changes before placing Active (and Save).
View/Edit a Position 19
Click View Pre-screen Rankings and/or View Assessment Rankings tosee side-by-side candidate rankings - candidates are ranked from mostqualified to least qualified according to criteria set for the position (inbottom screens).
If necessary and where appropriate, you can add/edit candidateresponses by changing their response in a drop down menu for aspecific question (click Update to save changes).
Hovering over the column titles will allow you to see the content of thequestion as well as available answers.
Using the Filter menu bar (choosing dropdown answers) and thenclicking update at the bottom of the screen, will further sort andnarrow the amount of candidates shown.
You may print this screen and/or export into an excel spreadsheetusing the buttons at the bottom of the page.
PreScreen/Assessment Rankings 20
Double click on a candidate name to view the candidate profile (as shown on the right). The candidate profile includes contact information, information about candidate background and preferences, as well as self declaration (if applicable), resume and linked in profile links (click to view the links and files for each respective field or section), additional documents, shared journal of activity and a summary of active candidate applications.
To view each of the sections of interest, click on the double arrows beside the header (as shown, circled in red).
For your convenience the Resume and Candidate Applications sections are expanded by default.
In addition to viewing additional documents the candidate may have uploaded, you may also choose to add additional documents to the candidate profile by entering the name of the document, browse and then upload. Documents uploaded by staff members to the candidate profile are not visible to the candidate.
Viewing/Editing a Candidate Profile 21
From the Candidate Profile page, you can also choose to view or add notes to the shared journal which tracks the history of the candidate (see below). In the Candidate Applications section, View Journal tracks the activity related to that application only. To add to the application or shared journal, type into the respective text box and click Add to Journal. Notes entered against the Application Journal will automatically be added to the Shared Journal. Candidates do not have access to either the application or shared journal notes.
You may change the status of the candidate’s application from the Candidate Applications section, or the option to apply a candidate into a position from the last blank dropdown list, choose the recruitment stage and then click ‘Apply Candidate to Position’.
At the bottom of the page, you can edit any of the information included in the candidate’s profile, refer the candidate to a colleague (more information on page 23), email the candidate, or print the page. If you edit candidate information, remember to Save/Update when you are done.
Viewing/Editing a Candidate Profile (cont’d) 22
When you refer a candidate to a colleague, you have the ability to type a message, as well as select which sections of the candidate profile you’d like to send (e.g. Resume, Contact Information, etc.).
This transaction will automatically be recorded in the shared journal after sending.
Tip: if emailing a colleague with your same email domain, then you only need to enter the prefix, i.e. if my domain is @northstarhr.com and I am sending to [email protected] and [email protected], I only need to enter john; bob in the to field.
Refer Candidate to a Colleague 23
When you receive a candidate resume by email or paper, you can import or enter this information into North Star by clicking on the Import Candidate option on the top navigation bar.
The first step in importing a candidate is to enter the email address (if one is identified). Next click Search for Matching Candidate, to ensure the candidate is not already in the database.
If so, all fields that have been previously completed by the candidate will pre-populate including the resume. Click on the Resume link to view the resume on file, if not the most current, then you can remove the one on file and replace it with the more current one.
If no email address, or, there is not a matching candidate on file then continue on populating all mandatory fields which include First and Last Name, as well as any (*) mandatory questions. Enter as much information as you wish about a candidate.
Note: The email address is not a mandatory field, however only candidates with a valid email address will receive automated emails generated from North Star.
Import Candidate 24
Further down on the Import page, upload the candidate’s resume and cover letter (if applicable) by clicking the Upload button.
You may also upload additional documents for this candidate. Any additional documents uploaded from this page will be visible to the candidate. You also have the option to apply the candidate into a position and identify the position status, otherwise just click Create Candidate and you will receive back notification that the candidate was successfully imported into your database.
The candidate will automatically receive the following email notification:
Dear Candidate First Name,
On behalf of Company Name, I am confirming receipt of your resume. Thank-you for your interest in employment opportunities with us. At present, we are carefully reviewing your skills and qualifications with respect to our current employment opportunities to determine if your experience matches our present or near-future requirements.
Your resume and career information has been entered into our candidate database, allowing your qualifications to receive the broadest exposure possible within Company Name. Should a position become available which matches your background, we will contact you.
In the meantime, we invite you to complete and update your career profile and resume, set up automated career alerts and apply for other employment opportunities that may be of interest by visiting our website at www.yourwebsite.com.
LoginUsername: Candidate Email AddressPassword: auto-generated (For security purposes, we recommend that you change your password in the My Info section upon initial login. You may do this by clicking on Welcome, Candidate Name)
We appreciate your interest and wish you every success in your search for a satisfying career opportunity.
Sincerely,
Company Name
Import Candidate (cont’d) 25
Click Apply for Position (on the top navigation bar, highlighted in yellow below) if you are interested in applying for a posted position with your own organization, or to view/update your candidate profile. Clicking this option will toggle you into the candidate screens.
The below navigation bar represents the options presented to candidates. Because you have been set up as a staff member, you also have the option of returning to Staff Functions (highlighted in yellow below). Clicking on Staff Functions will toggle you back into the staff screens and options.
Apply for Position 26
Clicking Log Out on the top navigation bar will end your session with North Star:
Log Out 27
Visiting Technical Support on the top navigation bar and completing the below screen will initiate an e-mail request to our technical support staff.
North Star appreciates you investing the time in learning how to navigate and utilize our E-recruitment solution.
We are committed to offering an E-Recruitment solution based on industry best practices and outstanding customer service. If you encounter information presented in this guide that is not accurate or up-to-date, we encourage you to contact us (by submitting a technical support query) and bring it to our attention.
Thank you . . . We appreciate you being a client of North Star!
Technical Support 28
