To manage the interview process, including send correspondence and determine interviewer permissions for that applicant, an interviewer must either be Admin, be the contact person for that job, or have permissions for the location, department, and/or location/department. Location and department level permissions are granted via the Interviewer screen. They allow an interviewer to do the following within the scope of their permissions:
Other interviewers are simply given permission to participate in the interview process. Permission for an applicant are granted via the Edit Applicant screen, which may be accessed only by an interviewer with the proper permissions as described above. Permissions may be granted to individual interviewers or to all interviewers by location, department, and/or location/department combination. Interviewer permissions for an applicant allow them do to the following for that applicant:
| Permissions defined on Interviewer screen | |
|---|---|
| Create Jobs | Create/edit/delete jobs for those departments, locations, and/or location/departments where that interviewer has permission. |
| Post Jobs | Post jobs to the site for those departments, locations, and/or location/departments where that interviewer has permission. Please note that this feature has not yet been implemented. Admin must currently post all jobs. |
| Locations | All applicants for jobs which are in the location(s), regardless of the departments at the location(s). Create, edit and delete all interviewers, jobs, and applicants at the location(s). |
| Departments | All applicants for jobs which are in the department(s), regardless of the departent's location. Create, edit and delete all interviewers, jobs and applicants in the department(s). |
| Location/Departments | All applicants and jobs for jobs which are in the location/department combination(s). Created, edit and delete all interviewers, jobs and applicants at the location/department combination(s). |
| Jobs | All applicants for the job(s). Edit, delete job(s) and all applicants for the job(s). |
| Permissions defined on Applicant screen | |
|---|---|
| Interviewers | Grant permissions to individual interviewers, regardless of their department or location. |
| Locations | Grant permission to all interviewers at the location(s), regardless of their individual permissions or department. |
| Departments | Grant permission to all interviewers in the department(s), regardless of their individual permissions or location. |
| Locations/Departments | Grant permission to all interviewers at the location/department combination, regardless of their individual permissions. |
If the Admin allows the cookie login option and the interviewer chooses this option, Emaze Recruiter will log the interviewer in automatically, bypassing the login screen and taking the interviewer straight to the Emaze Recruiter home page.
This page should be removed from the server if it will be not be used since it represents a minor security risk. Theoretically, a person could create an interviewer(s) which would enable them to log into the system. They would not be able to perform any actions unless permissions for an applicant(s) have been granted to the entire location, department, or location/department which that interviewer chose. Even then, the unauthorized person could only view the applicant's information, interview schedule, and join the discussion forum. They could not view any correspondence, delete anything, or even edit anything (other htan post a message).
SELECT list and Emaze Recruiter will automatically return a list of applicants who have applied for that job in the middle frame. Only active jobs are listed. (Please note that JavaScript is used to do this. So you must be using at least Netscape 3.0 or IE 4.0.)
When you choose to enter the interviewing process "By Job", Emaze Recruiter will make that job the default choice. However, you can simply choose from the applicants for that job in the middle frame. The list of jobs enables you to easily move to another job though.
When you choose to enter the interviewing process "By Job," Emaze Recruiter will automatically display the list of applicants for that job in this frame.
This page contains a customized header and footer, the job listings, a link to the search screen. If there are no current job openings, then Emaze Recruiter will display a message telling applicants this. If there are any job openings, Emaze Recruiter will display 2 lists:
To send applicants directly to the search screen:
http://www.yourdomain.com/EmazeRecruiter/jobsSearch.cfm
At this time, you can customize the title of all pages, the header and footer of the jobs home page, and the headers of the search and view jobs pages.
Applicants may search the job listings by the following fields: salary, location, department, job type, title, summary, description, and experience. Job type is full-time, part-time, hourly, etc. The searches of the title, summary, description, and experience are keyword searches. They allow for entering multiple words or phrases in comma-delimited form.
Note about Salary: If you intend to allow applicants to search jobs by salary or will be displaying the salary in the job listing, be sure to enter the salary as a number in the salary field when creating jobs. If you choose to display the salary, Emaze Recruiter will automatically format the salary with a dollar sign and commas. This will cause an error if you enter normal text. If you do not intend to display the salary or allow applicants to search by salary, you may enter anything you want for the salary. (This is easy enough to customize, and we will probably change how this works in a future version to make it more flexible.)
Please note that just because the fields are listed on the application does not make them required. None of the fields are required in the sense that if they do not complete teh field, they may not submit the form. If an applicant is dumb enough to submit a job application without their name or other pertinent information, they don't really deserve a job anyway.
| Interview: | We want to interview you. |
| No interview: | We wouldn't interview you if you were the last candidate on the planet. Now go away. |
| Offer: | We want to offer you a job. |
| No offer: | There is no way we want you to work for us. |
The Departments select list determines which departments are at that location. A location may contain an unlimited number of departments. All other fields on the form are optional. They are not currently used, but are there for you to incorporate into other screens, such as the job listings or the letter templates.
To delete a location, check the radio button, choose the location you wish to delete, check the checkbox below, and then click the Location Action button. The checkbox must be checked to avoid accidently deleting a location.
To delete a department, check the radio button, choose the department you wish to delete, check the checkbox below, and then click the Department Action button. The checkbox must be checked to avoid accidently deleting a department.
The first name, last name, email and phone fields are all optional. They are used to automatically enter the interviewer's information on correspondence as well as the discussion forum. The Loc/Dept field is the location and department of the interviewer. This is used when granting permissions for applicants.
Admin and other interviewers with permission to edit interviewers will also be able to set the permissions for that interviewer. Permissions include: create, locations, departments, location/departments, and jobs. Create allows interviewers to create new job, but at this time, Admin must still post the jobs to the site. For an explanation of the permissions, see the Permissions section.
An interviewer may be deleted by Admin or another interviewer with permission to edit that interviewer. However, only interviewers who are not the contact person for a job may be deleted. If you wish to delete an interviewer, but the interviewer is not listed, then that interviewer is listed as the contact person for a job(s). You must change the contact person for the job(s) before you may delete the interviewer. The interviewer's notes, correspondence, and discussion forum messages will not be deleted though.
The start date should be in MM/DD/YYYY format. If no date is entered, the date is today or before today, the current date will be used. This means that the job starts immediately, or as soon as you can hire someone anyway.
For the job type, you can either select from our pre-defined list of job types or use your own. The list includes: full-time, part-time, hourly, contract, and temporary. Be sure to check the appropriate radio button.
The number of openings is, well, the number of openings. If you do not enter a number, it is set to 1 by default. Again, this does not mean the job will be posted to the site.
The salary field is a little tricky. You can enter a number (without dollar sign), enter a range or some other text, or leave it blank. If applicants may search jobs by salary, be sure to enter the salary as a number without a dollar sign. When the salary will be displayed for applicants, it is automatically formatted with a dollar sign and commas. This will cause an error if you enter normal text. If the salary will be not be displayed or searchable, you may enter anything you want for the salary. (This is easy enough to customize, and we will probably change how this works in a future version to make it more flexible.)
The Loc/Dept field is the location and department of the job. The contact person is the interviewer who will be emailed when an applicant applies for that job. The interviewer may also manage the interviewing process (regardless of their individual permissions).
The summary is displayed on the job listing page along with the job. (Jobs are listed by location and department.) The summary can also be listed on the job page. The description is intended to describe the job responsibilities, and experience is meant for the job requirements and experience you are looking for in an applicant.
To edit a job, check the radio button, choose the job you wish to edit, and then click the Job Action button. For the job title and type, you will notice that the current value is displayed in the text field even if you chose the value from the select list. This is not a problem for either field. Also, there is a Date Created field which lists the day the job was originally created. This field is for internal use only. It is not displayed on the site. Rather, it can be used to determine the date the job was last modified. If you change the date, be sure to use the proper MM/DD/YYYY format.
Just as with deleting interviewers, you must have permission to delete the job and the job must be able to be deleted. A job may be deleted by Admin, the interviewer who is the contact person for the job, or an interviewer with permission for the location, department, and/or location/department of the job. A job may be deleted only if it is not posted on the site and does not have any active applicants. Deleting a job will not delete any applicants or their information.
With the exception of creating a new applicant, the options will display a vertical 3-frame interface which is the main screen for the interview process. This screen is described in more detail in the Overview of Pages: Interview Process section. Each option is described in more detail below.
The only differences are the Job and Application Date fields. Select the jobs that applicant is applying for and, if the application is dated before the current date, enter the proper date. The date does not affect Recruiter except for the view recent jobs option. It is intended primarily for your own purposes.
Please note this list is ordered by when the applicant was added to the system, not when the applicant applied for a particular job. If an applicant has applied for multiple jobs, they will be listed together. To make it easier to distinguish between applicants who may have applied for multiple jobs, the row's background color is alternated for each new applicant. Therefore, an applicant will be the same color for all jobs.
After choosing a job, Recruiter will display a vertical 3-frame interface. The top frame comtains the list of jobs, the middle frame contains the list of applicants for the job you just chose, and the bottom frame is where the applicant will be displayed. Select an applicant from the list, and the applicant's information will automatically be displayed in the bottom frame. There is no form button to click.
If there are no applicants for that job, Recruiter will display a message telling you this. There is also a Create New Applicant link which is always displayed which enables you to create a new applicant for that job. The applicant can be listed for multiple jobs as well.
After selecting the applicant, Recruiter will display a vertical 3-frame interface. This time however, you will start in the bottom frame. Recruiter will display a table of all jobs for which that applicant has applied. Choose the job for that applicant to begin the interviewing process. There will also be an Edit Applicant button to edit the applicant. If the applicant has not applied for any jobs, you can click the Edit Applicant button to choose a job for the applicant.
Applicant are listed in alphabetical order. If an applicant has applied for multiple jobs, they will be listed together with the jobs in alphabetical order by location, department, and then job title. To make it easier to distinguish between applicants who may have applied for multiple jobs, the row's background color is alternated for each applicant. Therefore, an applicant will be the same color for all jobs.
To choose a different applicant or view the information or interview schedule of that applicant, click the Home button on the menubar (top and bottom of every screen) to return to the home page.
When you choose the By Job option from the home page, you will not need to worry about this frame since the list of applicants for that job will already be in the middle frame. However, this provides an easy way to switch to a different job.
When you choose the By Job option from the home page, this frame will contain the list of applicants for the job you chose on the home page. If you choose another job in the top frame, the list of applicants for the new job will be displayed. If there are no current applicants for a job, Emaze Recruiter will display a message telling you this.
This frame also contains a link to add a new applicant for the job chosen in the top frame. You may select multiple jobs for the new applicant, but the current job is selected by default.
Selecting a location, department, or location/department means that all interviewers within that group will have access to the discussion forum and applicant information. Do not worry about selecting an interviewer more than once by choosing the interviewer directly and/or the department or location where that interviewer is.
In addition to the interviewers to whom you grant permission, interviewers who have permission for that job, location, department, and/or location/department based on their own permission settings will already have permission for this applicant/job.
The text field is where you enter their time slot or other scheduling information. The radio button options are the options for emailing the interview schedule to the interviewers. There are 3 options for each interviewer:
All letters work the same, as do all emails. So we only describe them in general terms. The only difference is the default content, which is based on the template which the Admin created. The letters are designed to be print-ready -- just stick some letterhead or normal paper in the printer and click Print on the browser.
After making any changes you want to the letter, you can choose to save the letter and/or preview the letter. You must save the letter to view it in print-ready format, i.e., if you want to send it. Saving it also allows you to view or edit the letter later. Previewing the letter will display the full letter on the page rather than in a clunky textarea. If you choose to previewing the letter, you will be able to edit and save it afterward.
In the first column of each correspondence is a radio button. To edit the letter or email, check the radio button and then click the Edit Letter/Email button at the bottom of the table. The edit interface and process is the same interface used to create the letter/email. However, instead of containing the template values, it now contains the letter/email you created.
When an applicant is archived via this radio button, he/she is only archived for that particular job. The applicant will still be available for all other jobs. To archive an applicant for all jobs, or delete an applicant, requires checking the checkboxes below the great Do Something button.