30
RecruitASP - Version 5 Recruiter Training & Reference Guide 28 July 2009 RecruitASP – Version 5 Recruiter Training & Reference Guide
RecruitASP - Version 5
Recruiter Training & Reference Guide
28 July 2009
RecruitASP – Version 5
Recruiter Training & Reference Guide
RecruitASP: System Overview
Other sources of Applications can either be referred to the Candidate Portal to submit their application, or they can be submitted
manually by the recruiter through the RecruitASP Backend.
External Candidates and
Referrals
Internal Candidates and
Referrals
Extern
al Candidates
Refer to Apply through
Website
Ma
nu
ally
Pro
ce
sse
d
Ap
plic
atio
ns
Job Boards:SEEK, MyCareer, CareerOne, JobX, etc
RecruitASP is configured to post to and accept candidates from SEEK, MyCareer, CareerOne and other major job boards.Candidates applying through here will submit directly into RecruitASP
Candidate Portal:http://client.recruitasp.com.au
This is your Internet site. Candidates apply through here when visiting or directed to your home page. They will submit their application directly into RecruitASP.
Intranet Portal:http://client.recruitasp.com.au/intranet
This is your Intranet site. Candidates applying through here will be internal applicants. They will submit directly into RecruitASP.Staff can refer a friend from here which will email a link allowing an application to be submitted directly into RecruitASP
Can post Ads directly to Integrated Job BoardsCan post Ads to Organisation Internet site
Can post Ads to Organisation Intranet site
RecruitASP Backendhttp://client.recruitasp.com.au/login
This is your Recruitment Backend. All candidates submitted will end up in RecruitASP and are processed through here by the Recruitment Team.
Can release roles to agencies to submit candidates directly into RecruitASP
Agency Submitted
Candidates Agency Portal:http://client.recruitasp.com.au/login
Preferred Recruitment Agencies can be provided with limited access to that allows them submit candidates directly into RecruitASP for designated roles.
Appro
ved
Requis
itio
ns
Request To Hirehttp://client.recruitasp.com.au/rth
This is your online Recruitment request that allows managers to raise a staffing request, gain approval, notify the Recruitment Team and automatically raise the requestion in RecruitASP
RecruitASP: Candidate Portal
The Candidate Portal
Visitors
Search for Jobs
Register as a potential candidate
Registered Users
Search for Jobs
Apply for Jobs
Manage and Maintain a Candidate
Profile
Monitor the progress of
current applications
Self book into
available interview timeslots
Create and Manage Job
Alerts
RecruitASP: Basic ProcessR
ais
e R
equis
itio
n > Manager Raise via Request to Hire
> Self Create Pre-Approved Requisition
> Complete Requisition Details
> Attach Questionnaire if required
> Attach Recruitment Workflow/Process
Searc
h T
ale
nt > Conduct SmartSearch
using a Position Description
> Search Talent Pool
> Search Talent Folders
> Consider candidates from Historical Requisitions
Advert
ise R
ole
> Post advertisements on your careers site
> Post advertisements on your intranet
> Post advertisements directly to 3rd party job boards. E.g. Seek and MyCareer.
Pro
cess
Candid
ate
> Review Applications
> Correspond with Candidates
> Schedule Interviews
> Record Feedback
> Process through recruitment phases
> Post identified talent to Talent Folders
> Make Offer
> Generate Offer
Fill R
equis
itio
n > Onboard Candidate
> Fill Requisition
Skip advertising if enough suitable
talent is already identified
Readvertise
if required
How To: Log into RecruitASP
RecruitASP is a secured system, and each user should have their own set of login details, and change their password regularly.
1. Browse to http://yoursite.recruitasp.com/login in your web browser. This will load the backend login page.
– (Your login URL may be different if you are running RecruitASP from a custom domain. E.g. http://www.abccareers.com.au/login )
2. Enter your Login Name and Password, then click the Login button..
TIP: Make sure you change your password first time you log in.
To change your password:
1. Click on My Details under „Administration‟ on the Dashboard.
2. Fill in the following fields: current password, new password
and confirm password.
3. Click Update.
Dashboard
The Dashboard is the home page of the RecruitASP backend. It acts as the central quick access point to the most used features of
RecruitASP including:
• My Tasks – Creating, View and Complete your own tasks, and toggle between List or Calendar view.
• Click to complete the task.
• Click More to access all of your overdue and upcoming tasks.
• My Requisitions - Ability to access latest requisitions, candidates attached with the requisition and the current status.
• Click to go to the workflow attached to the requisition.
• Click More to access all of your current requisitions.
• My Advertisements - Ability to view the latest advertisements and the life of the advertisement remaining on the job board
advertised.
• Click More to access all of your currently posted advertisements.
• My Folders – Most recent talent folders with the status and the access to candidates within the talent folder.
• Click More to access all of your talent folders.
OTHER KEY ICONS:
• Click Help & Training to access the User Guides & Web Help.
• Click to minimise and hide the RecruitASP navigation menu.
How To: Create a Requisition
The requisition is the central record for each of your hiring needs. For each vacancy you are recruiting for a Requisition should be created.
This will store all the details for the position being filled and link to all the advertisements and candidates associated with the position.
1. Click on Requisitions and then Create Requisition in the left hand navigation menu.
2. Enter the base requisition details and click Create or select a requisition to copy using the and click Copy.
3. This will then load the full requisition details form. Complete the requisition details and click Update.
1. If using workflow click Assign Workflow Template to attach the appropriate workflow.
2. If a questionnaire is required click Create Questionnaire to attach the questionnaire.
4. Approve the requisition using your relevant approval process:
1. Self Approval
2. Submit for Approval
3. Approval Workflow
5. If you are using suppliers you can attach them to the requisition using the Add Suppliers tab.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Create a Requisition (RTH)
The requisition is the central record for each of your hiring needs. For each vacancy you are recruiting for a Requisition should be
created. This will store all the details for the position being filled and link to all the advertisements and candidates associated with
the position.
The Request to Hire process allows a Hiring Manager to raise the recruitment request online, and submit it through relevant
approval processes. Once approved the requisition will either be created immediately in RecruitASP or sent to the recruitment
team as an email.
1. The hiring manager browses to http://yoursite.recruitasp.com/rth in their web browser. This will load Step 1 of the Request to Hire page. The following process covers the request to hire flow:
2. Once all approvals have been received a draft requisition will be created in RecruitASP. You will then need to complete the final details by accessing the requisition and:
1. Assign the Recruiter who will be working on the role
2. If using workflow click Assign Workflow Template to attach the appropriate workflow
3. If a questionnaire is required click Create Questionnaire to attach the questionnaire.
4. Update the Status of the requisition to Approved.
3. If you are using suppliers you can attach them to the requisition using the Add Suppliers tab.
Hir
ing M
anager > Initiates the request to hire
> Enters the relevant position details
> Designates/validates the relevant approvals
> Reviews and submits the request
Appro
vin
g
Manager > Received an email advising
the request has been raised, with link to review the request
> Reviews the request
> Endorses/approves the request if valid, or rejects if not
> Repeats for each approving manager in sequence
Recru
itm
ent
Centr
e > Requisition automatically created in RecruitASP
> Receives an email advising that a request to hire has been raised and approved
> Manages the recruitment process through RecruitASP
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
For Request to Hire Clients Only
How To: Find a Requisition
You can search the requisition by using the requisition number, position title, or any of the other available search criteria available.
1. Click on Requisitions in the navigation menu.
2. Enter your search criteria. If you want to view all open requisitions you can do this by leaving the search criteria blank.
3. Then click Search.
THE SEARCH RESULTS GRID:
Click here to access the Requisition Details Screen
This is a count of how many „current‟
candidates there for this requisition.Click here to access the workflow summary
screen for the requisition. (Workflow Only)
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Questionnaires
Questionnaires are questions, or groups of questions that can be asked of candidates as a part of the application process to gather more
information relevant to the specific role.
When used, candidates will complete the standard application form as well as the additional questions you specify.
How to Create Questions:
1. Click on Advertisements (or Requisitions) in the navigation menu and select Questionnaire Builder.
2. Click the Create Question tab.
3. Enter the question details and click Save question. Key details include:
1. Question Text
2. Question Type
3. Mandatory
4. Section Text
5. Answer Options (Text box Details or Answers)
How to Edit Questions:
2. On the Search Questions tab click the Search button
3. Click on Edit Question for the question you want to update.
4. Update the question details and click Save Question.
You can also Copy or Delete the question here.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Questionnaires
How to Create Questionnaire Groups:
1. Click on Advertisements (or Requisitions) in the navigation menu and select Questionnaire Builder.
2. Click on Questionnaires tab
3. Click on the Create New Group button. This will display the available questions.
4. Select the questions you want to include in the group and click Add Selection.
5. Review the order of questions; give the group a name and click Save.
How to Delete a Questionnaire Groups:
3. Click the to delete the desired questionnaire group
How to Apply Filters to Questionnaire Groups:
3. Click Apply Filters for the desired questionnaire
4. Specify the Questionnaire Threshold (as a %). This is the pass
mark for the questionnaire.
5. Assign a score to each questions, and answer and click save.
Questionnaire Scores for filters
Type Values Description
Information
Only
N/A Question will not be scored and response is
used for reference only
Mandatory Yes, No Must be answered correctly (Yes answer
option). If incorrect the candidate will fail, but
will not impact their % score.
Score 1-5 0% to
100%
Questions to be used in calculating the score.
5 is the highest. The answers are assigned the
% of the questions score.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Search Candidate Profiles
As part of the Careers Portal functionality potential candidates can complete the profile form. The profile form allows them to express and interest in working for your organisation, even if there are no jobs currently available that suit them. For candidates that have applied it allows them to supply more details about themselves , and directly express interest in other opportunities than just the ones they have applied for.
1. Click on Candidates on the left hand navigation menu and then click Profile Search.
2. Specify your search requirements from the available fields and click Find Candidates.
THE SEARCH RESULTS GRID:
ACTIONING CANDIDATES FROM YOUR PROFILE SEARCH RESULTS:
From your search results you can either link a candidate to an open requisition, or post them to a Talent Folder for further review at a later stage.
1. Select the candidates you want to action by selecting the next to their name.
2. Select the requisition or talent folder you want to associate them with by selecting the relevant LOV using the .
3. Click Attach to Requisition or Post to Talent Folder as relevant.
Click here to access the Candidate Review screen showing notes
and current /historical applications for this candidate.
Click here view any attachments
associate with the candidate.
Click here to view the
candidates profile.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: SmartSearch for Candidates
SmartSearch allows you to search all of the candidates who have ever submitted an application or completed a profile. It utilises
advanced searching techniques that allow you to identify suitable candidates using the actual position description, and other
optional criteria, rather than relying on standard Boolean searches that require the specified search words to exist in the resume.
1. To access Smart Search click Candidates in the navigation menu then click SmartSearch.
2. You can perform a smart search against candidates with the following criteria:
• Position Description – The most effective method. Paste the PD into the available box. There is no need to worry about
formatting.
• Location – Limit your search to candidates living within specified kilometres of the office location.
• Talent Folders – Include only candidates you have allocated into a talent folder.
• Status – Limit your search to candidates who have previously reached a specific stage of the process.
• Timeframe – Limit you search to candidates who have had recent activity.
3. Then click Find Candidates.
THE SEARCH RESULTS GRID:
SmartSearch indicator and score.
Click here to view the SmartSearch version of the resume.
Click here to search for more candidates like this one. This will
search using the candidates resume as a reference.
TIP: To save time and money, search your existing candidates pools for suitable applicants before you advertise the role.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Link from Talent Folders
Talent Folders allow you to track and maintain groups of candidates that you consider potentially suitable for working in your organisation,
but have no current vacancies for. When a suitable vacancy opens you can link the candidate from the Talent Folder to the requisition
without needing them to apply again for the role.
1. Click on Talent Folders in the left hand navigation menu.
2. Specify your search requirements from the available fields and click Search.
3. Identify the relevant talent folder and click the number in the Candidates column to open the list of candidates in the folder.
4. Click the next to the candidate(s) that you want link and select Link to Requisition from the action menu.
5. Click on the Requisition LOV to search for the requisition to which candidate(s) need to be attached. This will bring the list of
requisitions available in the system. Choose and click on the requisition which will then populate the requisition details in the text box.
6. Click Go and the candidates will be added to the requisition.
The name of the Talent Folder.
Click Here to view the folder details.
Number of candidates in the folder.
Click Here to view the candidates.
Indicates if the
folder is shared.
Owner of the folder. Only this
person can edit folder details.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Create Advertisements
The Advertising functionality in RecruitASP allows you to post ads directly onto your corporate careers sites (Internet, Intranet,
Redeployment etc) , as well as other third party jobs boards such as Seek, MyCareer, CareerOne, TradeMe etc.
1. Click on Advertisements and in the left hand navigation menu then click Create Advertisement.
2. Click the to open the LOV and select the Requisition the ad is for. This will pre-populate all relevant fields from the requisition.
3. Complete the remaining mandatory fields and the advertisement text and formatting in the WYSIWYG box.
4. Select the job boards you would like to advertise on, and complete the relevant job board details.
5. Click on Submit New Job.
6. The job will post immediately to your careers site, and to 3rd party job boards with the
next job feed.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Manage Advertisements
Any time after you have created your advertisements you can return to make changes to your content, categorisation, post to additional
job boards, or archive if no longer required.
1. Click on Advertisements in the left hand navigation menu to access the Search Advertisements screen.
2. Enter your search criteria. You can return all current advertisements by leaving the search criteria blank.
3. Then click Search.
THE SEARCH RESULTS GRID:
MANAGING ADVERTISEMENTS:
1. Tick the Edit, Archive, Delete, or Resubmit job box for each ad you want to action.
2. Click Submit to action the request. Editing will take you into an edit screen to make your changes. If you selected multiple ads, these
will be presented to you one at a time. Any edits, as well as other selected changes will occur immediate on your careers portal, or
with the next feed for 3rd party job boards.
Click here to
view the ad.Click the Ad Ref number to quickly access and
edit and individual ads details.
Job Board indicators show where the ad
is posted, and when its due to expire.Click the Req Ref number to
access the requisition details.
Click to show performance
statistics for the ad.
Edit Job; Archive Job;
Delete Job; Resubmit Job
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Submit a Manual Application
For candidates who are unable to make use of the careers website you can submit an application into the system on their behalf. Generally
you would encourage the candidate to submit their application themselves as this will save you time, and also ensure that the candidate
has a login for the system and can take advantage of the other features on offer such as submitting a profile or creating a job alert.
To create a manual application:
1. Search for, and access the requisition that you want to submit an applicant for.
2. Click the Manual Apps tab.
3. Complete the application for and click Save.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Review Candidates (Apps)
Candidates can be reviewed at any time from when their application has been submitted. There is no need to wait for an advertisements to
close before you begin the review process. Candidates will appear in the system within minutes of submitting their application online.
1. Click on Candidates in the left hand navigation menu and then click Application Search.
2. Enter your search criteria. Filter by the Req Ref or Ad Ref fields using the to show just the candidates for a specific job.
3. Then click Search.
THE SEARCH RESULTS GRID:
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
The application
source
The application
status
The position
applied for.Click here to select the candidate to
process with the action menu
Click here to access an editable
version of the application form
The questionnaire score.
Click here to view the responses.
The SmartSearch score
for this application
Click here to SmartSearch for
more candidates like this one
Click here to view the
candidates resume
Click here to view any
notes logged.
For Non-Workflow Clients Only
How To: Process A Candidate (Apps)
The processing functionality in RecruitASP allows you to perform a variety of functions such as sending emails to candidates, progressing
their application status, posting them to talent folders, and generating offer letters.
1. To process an individual application click on the candidates name from the application search results screen. This will display the
candidates application form. At the top of the screen will be an action menu, showing all currently available action for the selected
candidate.
2. Choose the desired option from the Action Menu and click Go.
3. Follow and complete the prompts for the secondary screens of the action taken to complete the request. You will be returned to the
candidates application form when done.
For Non-Workflow Clients Only
NOTE: Not all actions will be always available.
Some actions e.g. Edit Offer Details have status or
other dependencies that must be met before they
appear.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Bulk Process Candidates (Apps)
The processing functionality in RecruitASP allows you to perform a variety of functions such as sending emails to candidates, progressing
their application status, posting them to talent folders, and generating offer letters.
1. To process an applications in bulk click the next to the relevant candidates name from the application search results screen to select
them. You can use Select All to quickly select all candidates on the screen. At the bottom of the screen will be an action menu,
showing all available bulk actions.
2. Choose the desired option from the Action Menu and click Process.
3. Follow and complete the prompts for the secondary screens of the action taken to complete the request. You will be returned to the
candidates application form when done.
For Non-Workflow Clients Only
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
NOTE: Not all actions will be available when
bulk processing candidates. E.g. You can‟t do bulk
offer letters.
NOTE: Only approved statuses can be used
with bulk status changes. Other statuses must be
transferred to individually.
How To: Review Candidates (WF)
Candidates can be reviewed at any time from when their application has been submitted. There is no need to wait for an
advertisements to close before you begin the review process. Candidates will appear in the system within minutes of submitting
their application online.
1. Search for your requisition and click the WF ICON to access the workflow summary screen.
2. Click on the Name of the activity containing your candidates. This will load the Workflow activity screen. The Included
Candidates grid will display all of the candidates currently at this stage of the process.
THE INCLUDED CANDIDATES GRID:
For clients using Workflow Only
Click here to access the Candidate Review
screen showing notes and current
/historical applications for this candidate.
Click here to select the
candidate to process with
the action menu
Click here to access an editable
version of the application form
Scores for questionnaires,
Assessments and Smart
Search.
Select whether to progress the
candidate to the next Activity or
Reject them.
Enter any comments about the
candidate.
Indicates if the candidate is an
existing employee
The candidates visa/work
status
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
NOTE: Click on View FastTracked to see all the
candidates that have already been processed out of this
step; although you will no longer be able to action
them. That must happen from their current step.
How To: Process Candidates (WF)
The processing functionality in RecruitASP allows you to perform a variety of functions such as sending emails to candidates,
progressing their application status, posting them to talent folders, and generating offer letters.
1. To process an applications in bulk click the next to the relevant candidates name from the application search results screen to select
them. You can use Select All to quickly select all candidates on the screen. At the bottom of the screen will be an action menu,
showing all available bulk actions.
2. Choose the desired option from the Action Menu and click Process.
3. Follow and complete the prompts for the secondary screens of the action taken to complete the request. You will be returned to the
workflow screen when done.
ACCEPTING AND REJECTING CANDIDATES:
1. Set the candidate to either Accept or Reject using the radio button in the appropriate column. Enter a comment and click Update..
2. Use the either of the FastTrack action menu options to commit the rejection, or push the candidate to the next step.
For clients using Workflow Only
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Bulk Print Applications
When you need to extract applications or resumes from RecruitASP for external review the most effective way to use the bulk print
functionality to generate a single PDF file that includes all the relevant details for your desired candidates. This can then be downloaded
and stored, emailed or printed for hiring managers, or used to review while offline and travelling.
The bulk print process can either be initiated from the workflow candidates, or the application search results screen.
1. Select appropriate candidates by ticking the next to their names.
2. Choose Print Applications from the Action Menu and click Process to launch the Bulk Print screen.
3. Specify the required details, such as filename and what to include. If desired enter an email address to send the file to when ready.
Then click Generate PDF.
4. The process will take about 10 minutes to complete. You can leave this screen and continue working while you wait for this to finish.
5. To return and pick up your completed PDF file click Bulk Print under Candidates in the navigation menu. Click on the name of the file
to download it to your computer. Or if you set it to email, it will be sent to the specified addresses when completed.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Correspond with Candidates
RecruitASP allows you to send messages to candidates directly from the system. This may relate to updates in their applications, an
offer letter, rejection emails or requests for more information. Your system administrator can configure any relevant emails or
letters regularly used by your organisation as templates available in the system..
The correspondence process can either be initiated from the workflow candidates, the application search results screen, or an
individual candidates application screen.
1. Select appropriate candidates by ticking the next to their names. (Bulk Processing screens only)
2. Choose Send Message to Candidate to send an email or Send Letter to generate a letter from the Action Menu and click Process to
launch the communication screen.
3. Select the template you wish to use and click Next. This will load a copy of the message from the template.
IF SENDING AN EMAIL:
4. Make any required changes to the template version and click Send Message to send the email. Any changes made apply to the current
email only, and do not affect the standard template.
IF GENERATING A LETTER:
4. Make any required changes to the template version and click the . This will generate PDF copy of the letter which you can save or
print and send by post.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
IMPORTANT: Do not edit any <TAG_xxx> references.
These are variables that will be replaced with the candidates information when the
email sent or letter is generated.
How To: Administer a PreVisor Test
PreVisor provide a number of Screening and Selection tests that can be integrated into your recruitment processes to help improve
and streamline your recruitment..
PreVisor tests can either be configured to automatically send to any candidate who passes a questionnaire attached to the job, or
manually triggered to candidates later in the process.
AUTOMATICALLY TRIGGER THE TEST:
1. Access the requisition form for the requisition that you want to auto test candidates for.
2. Ensure that you have attached a questionnaire with filters and a pass mark (threshold).
3. Select the test you want to automatically route candidates to and click update.
MANUALLY SEND THE TEST:
1. Select appropriate candidates by ticking the next to their names.
2. Choose Administer Online Test from the Action Menu and click Process to launch the Administer Test screen.
3. Select the test that you wish to send and click Administer Test.
4. When you return to your search results you will see the test score reads as a P for pending. When the test is completed it will update
with the final score.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How To: Create a Task
Tasks can informally be referred as reminders or „to-do‟ list within the RecruitASP system. Tasks can also be used as a way of communication among the recruitment team, and assigning ownership of particular actions such as reference checks or advertising.
Tasks can be associated with either a requisition, a candidate, or both a requisition and a candidate.
1. Click on Tasks and then Create Task in the left hand navigation menu.
2. Enter the task details and click Save or click Save & Create New to save and immediately enter another task.
1. Select the type of task
2. Leave the task status as Open, unless this task has already been completed.
3. Enter a date the task needs to be completed by. This is the Due Date. Do not enter a Completed Date, this will automatically be entered when the task is set to closed.
4. Assign the task to yourself, or other relevant user
5. Enter the requisition and/or candidate that this task should be associated with.
6. Enter the details of the task in the subject and notes fields
How To: Link Candidates to Other Reqs
When a candidate is not suitable for the role they have applied for, but you consider them suitable for another role, you can link them to
the other Requisition. This will copy or move their application onto the new position so that they do not need to reapply.
The linking process can either be initiated from the workflow candidates, the application search results screen, or an individual candidates
application screen.
1. Select appropriate candidates by ticking the next to their names. (Bulk Processing screens only)
2. Choose Link to Requisition from the Action Menu and click Process to launch the Link to Requisition screen.
3. Click on the to select the requisition you want to link the candidates to.
4. Select the option of either moving the candidate to the requisition from the present requisition to the other one or creating a new
application against the requisition and then click Link.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
TIP: If you‟re copying an application to another
requisition don‟t forget to also reject the candidate
from the current requisition if applicable.
How To: Generate an Offer
When you are ready to make an offer to a candidate you can generate the offer letter, inclusive of relevant offer details, directly
from RecruitASP.
Editing offer details, and generating offer letters can either be initiated from the workflow candidates (for a single candidate
only), or an individual candidates application screen, however the candidate must have reached at least the “Make Offer” status.
ENTER THE OFFER DETAILS:
1. Select appropriate candidates by ticking the next to their names. (Bulk Processing screens only)
2. Choose Edit Offer Details from the Action Menu and click Process to launch the Edit Offer Details screen.
3. Complete the Offer Details and click Save. This will save the details of the offer against the candidate record so they can be
referenced later, and automatically inserted into the offer letter.
GENERATE THE OFFER LETTER:
1. Select the candidate again and choose “Send Letter” from the Action Menu and click Process to launch the generate letter screen.
2. Select the offer letter template you wish to use and click Next. This will load a copy of the message from the template.
3. Make any required changes to the offer template and click the to generate a PDF copy of the letter. You can then save or print
this.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
How to: Close/Fill a Requisition
Once you have filled a requisition you need to update the status of the requisition to indicate that is has been completed and the vacancy
filled.
To fill the requisition all candidates must either be Employed, Rejected, or Withdrawn.
1. Find you requisition and click on the reference number to access it.
2. Complete any outstanding fields on the requisition and change the Status to Filled.
3. Click on Update.
Raise Requisition
Search for Talent
Advertise Role
Process Candidates
Fill Requisition
TIP: If you didn‟t place a candidate you can change
the status to “Position Withdrawn” or “Closed” so that
it doesn‟t impact your reporting.
Candidate FAQs
I can’t find the job I’m looking for?
• Do an open search on the careers site (don‟t enter any search criteria) and locate your job from the list of jobs.
• The job may have expired and is no longer accepting applications, you could load a manual application if you are willing to accept the
lat applicant.
• Suggest the applicant complete a Talent Profile so they can be reviewed for future opportunities.
When I try to apply for job it asks me for my Username & Password?
• All candidates need to be „Registered‟ to apply for a job, although you can search for jobs without being logged in.
The application form is too long.
• Only the mandatory fields marked with an asterisk (*) need to be filled in.
How can I check if I have attached my resume?
• Log in to your account and click on „My Applications‟ link on the left. Your applications will be shown in this section. Click into the
application and scroll down to the “View Attachments” button to check if you resume is attached.
Has my application been received?
• You should have received a Application Received email when your application was submitted.
• Log into your account and click on “My Applications‟ link on the left. Your applications will be shown in this section. If the application
is successfully submitted, the status will show as “In Progress”.
