The Applications Dashboard (found under the Jobs tab on the top navigation menu), is where the Recruiter can find a list of all candidates, in all stages of the process for your vacancies.

This will open the New Applicants tab, which lists all candidates (at each stage of the process) in date applied order (most recent applications first) –

Filter by ‘Group by jobs’ or ‘show my jobs only’ if you need to.

Click the candidate name to enter their profile, or the head icon to the right to enter their mini profile.

Tabs

Applicants are ordered by application status in the following tabs:

• New Applicants – applicants that have applied for a job but have not yet been processed, ordered by date of application
• In-Review – applicants moved to the In-Review stage of the application process, ordered by time/date of setting to In-Review
• Shortlisted – applicants moved to the Shortlisted stage of the application process, ordered by time/date of setting to Shortlisting
• Interview – applicants invited or booked for interviews, ordered by time/date of the invitation
• Offered – applicants offered a position, ordered by time/date of the offer
• Accepted – applicants that have accepted a position, ordered by time/date of the acceptance
• Hired – applicants that have been hired, ordered by time/date of the hiring

View the candidates in each status by clicking on the tab headings.

You can also add filters, contact the candidates and move them through the process from using the options menu (cog icon).

 

Viewing Applicants

The recruiter can browse through the list of applicants by clicking on the Next, Last or page number buttons/selector located at the bottom of the list of applicants.

 

Group by jobs

When the Group by jobs button is clicked, applicants will be organised below the job title they have applied for, in date applied order.  Jobs will be listed in date applied order (most recent first):

 

Show my jobs only

When the Show my jobs only button is clicked, only applicants who have applied for the recruiter’s jobs will be listed.

 

Download List

When the Download List button is clicked, the recruiter can download the list of applicants in .csv format.

The following columns will be included in the downloaded file:

• forename
• middle name
• surname
• email

 

Applicant Details

The following applicant details will be displayed:

• Name
• Location, if stated
• Previous experience, if stated

Hover the mouse over the applicant’s name and previous experience to display more details:

The recruiter can click on a applicant’s name to display their Candidate Overview.

 

Process Questionnaires

The recruiter can hover the mouse over the questionnaire icons to view the process questionnaires assigned to the job post.  Questionnaires listed in red text have not been completed.  The status will be displayed as Pending when the mouse is hovered over the text.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

Questionnaires listed in green text are complete.  The status will be displayed as Complete when the mouse is hovered over the text.  Details of the user and date/time of completion will also be displayed:

If a tick appears next to the questionnaire it has been submitted to a recruiter for review.  Details of the user and date/time of submission will be displayed in the mouse-over details:

 

Questionnaires listed in black text with a tick have been submitted to a recruiter for review in an incomplete state.  The status will be displayed as Pending when the mouse is hovered over the text.  Details of the user and date/time of submission will also be displayed.  If the questionnaire has been partially completed, the mouse-over text will also include ‘answered by’ details:

In the Shortlisted tab, Interview tab and Offered tab the recruiter may see additional process questionnaire icons relevant to the application stage.  Red questionnaire icons are displayed for questionnaires that have not been completed.  The status will be displayed as Pending when the mouse is hovered over the icon.  If the questionnaire has been saved in a partially completed state, the mouse-over text will also include ‘answered by’ details:

Green questionnaire icons are displayed for questionnaires that have been completed.  The status will be displayed as Complete when the mouse is hovered over the icon.  Details of the user and date/time of completion will also be displayed:

To view or complete a questionnaire, the recruiter can click on the icon or text.  See Completing Process Questionnaires for more details.

 

Status

Each applicant will be assigned a status.  The following statuses may be displayed:

• Incomplete – applicants who have not completed the application process
• In Process – applicants who have completed the application process
• Rejected Pending – applicants who have failed the application process
• In Review – applicants under review
• Offered (Pending approval) – applicants with offers awaiting approval
• Offered – applicants with formal offers of a position
• Interview – applicants invited for an interview (orange text) or an interview has been booked (green text)*
• Accepted – applicants has accepted a job offer
• Hired – applicants have been hired

* The recruiter can hover the mouse over interview statuses to display further details on the interview booking or invitation:

 

 

Markers

The following markers may be displayed:

		Internal Candidate
		Agency user	– click on the icon to view the agency user
		Passive Candidate
		Referred Candidate	– click on the icon to view the referrer’s profile
		Notes	– click on the icon to view the Candidate Overview
		CV sent
		Selection Method Right to Work requested	Hover over the symbol to see the candidate’s status

Labels, and in some cases further information, will be displayed by hovering the mouse over the marker icons.

 

Pre-screening Questionnaire

If a pre-screening questionnaire is assigned to a job post, one of the following icons will be present for each applicant:

		Questionnaire complete: passed
		Questionnaire complete: failed
		Questionnaire incomplete

If the pre-screening questionnaire is complete, the recruiter can click on the icon to view the questionnaire.  The following information will be displayed:

• the applicant’s answers
• the total score
• the score for each question
• if any killer questions were failed

Clicking the PDF button will download the completed questionnaire as a .pdf:

Clicking X or Close will close.

 

Applicant Profile

The recruiter can click on the Profile button to display the applicant’s profile:

Depending on the details submitted by the applicant, the profile may include the following information:

• Name and contact details
• Profile details
• Personal summary
• Education
• Pre-screening questionnaire answers
• CV

It is possible to process the applicant from within the profile using the Option menu.  To open the menu, the recruiter can hover the mouse over the icon.  To view additional options, the mouse can be hovered over Other Options:

The recruiter can then select the appropriate option to process the applicant.  For more details, see Processing Applicants section below.

The buttons at the bottom of the profile can be used to download a copy of the applicant’s CV.  The applicant’s original CV can be downloaded or a CV can be generated using the information stored on the applicant:

Note: if an applicant has not uploaded their CV the Download original CV button will not be present.

Clicking on the arrow buttons located on the top left/right of the profile will view the next applicant’s profile:

Click X to close the profile.

 

Processing Applicants

The recruiter can select applicants for processing in two ways:

1.Tick the checkboxes located to the left of the applicants’ names

To deselect, click the checkbox again to remove the tick.

2. Use the Select option

Hover the mouse over the Select icon and click the All on this page option:

To deselect applicants either use the None on this page option or click the checkboxes to the left of the applicants’ names to remove the ticks.

When applicants have been selected the Options menu will be enabled.  The recruiter can hover the mouse over the Options menu icon to view the menu.  Hovering the mouse over Other Options will display additional options:

The recruiter can then select one of the following options (the options available will depend on the current status of the selected applicants):

• Email – see Send an email to a job seeker for more details
• Add to shortlist – applicant(s) will be shortlisted, see Shortlisted Applicants for more details *
• Add note – see Add a note to a job seeker for more details
• Reject – applicant(s) will be rejected, see Rejected Applicants for more details
• Confirmation of interview – see Book an applicant for an interview for more details
• Invitation to book interview – see Invite an applicant to book interview for more details
• Mark as withdrawn – applicant(s) will be withdrawn, see Withdrawn Applicants for more details
• Add to In-Review – applicant(s) status will be set to ‘In-Review’, see Applicants In-Review for more details *
• Mark as accepted – applicant(s) status will be set to ‘Accepted’, see Accepted Offers for more details
• Hire – applicant(s) status will be set to ‘Hired’, see Applicants Hired for more details
• Offer job -applicant(s) status will be set to ‘Offered’, see Job Offers for more details
• Email CV – see Email a CV for more details
• Request offer approval – see Request approval for a job offer for more details
• View/Set Selection Method – see View and set a selection method for more details

* Note: If multiple applicants are selected, the recruiter will be asked to confirm the selection before proceeding with the action:

The recruiter can click on an applicant name to view their Candidate Overview.

To remove an applicant, X can be clicked alongside their name.

Clicking Yes, continue will confirm.  Clicking Cancel or X will cancel and exit.

When confirming the action, a review pane will be displayed:

Clicking on a applicant name will open their Candidate Overview.

Clicking Close will close the review pane.

 

> Help & Support

 

 

 

Processing New Applicants

Contents:

1 – Tribepad Recruitment Stages 2 – How to Navigate to the New Applicants Tab 3 – New Applicants Tab – Content Overview

4 – The Applicant Name – Functions Available 5 – Application Status 6 – Application Questionnaires 7 – The Applicant Mini Profile

8 – The Applicant Filter 9 – The Applicant Sort Option 10 – Processing Applicants

 

1 – Tribepad Recruitment Stages:

• New Applicants 
• In Review
• Shortlisted
• Interview
• Offered
• Accepted
• Hired
• Rejected
• Withdraw

The New Applicant status provides details of all new applicants that haven’t yet been moved to the next stage of the recruitment process. 

There are multiple options available to you within each of the Recruitment Stages (mentioned above) such as emailing an applicant perhaps to make initial contact or ask for further information.  You may want to invite them to book on to an interview that you have scheduled, perhaps you would like to ask them to complete a questionnaire or take part in a video interview, hire the applicant or ultimately reject their application as unsuitable.

During the applicant processing journey you will notice various icons, each of which contain information (use your cursor to hover over the icon) and or navigate (use your cursor to select the icon) you to different areas of Tribepad.

To help ease the processing journey within New Applicants we have identified list of icons that you can quickly refer to if you are unsure of their meaning.

 

• Application Icon Directory:

 

 2 – How to Navigate to the New Applicants Tab:

To view the New Applicants that have applied for a particular role, click the number displayed in the New Applicants column for the job you wish to view:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

If the job post is not displayed on the Dashboard, click Jobs on the top navigation menu and select View Jobs List. 

Alternatively, click View All on the Dashboard:

This will display the Jobs List.

 3 – New Applicants Tab – Content Overview:

The New Applicants Tab is broken down into the following data;

• The total number of new applicants
• A List of all new applicants
• A job description
• The option to share the job with a colleague
• The option to reject or withdraw a candidate
• The option to review who the job has been shared with
• The option to review which candidates have been rejected or withdrawn
• Links to the URL for the Job Page and Apply Page

See More functionality for further details of general functionality available on this screen.

 4 – The Applicant Name – Functions Available:

There are multiple functions available to you, just by using your cursor to hover over the applicant name:

The Quick Action pop-up allows you to review the following:

• Application Details – such as Registration Time, Application Time and User Name
• Applicant Badges and Tags
• Quick Actions – such as Add to Shortlist, Interview, Hire and Reject

Current/Previous Role pop-up:

• Shows the applicant’s most recent role – if they have completed the information on their profile

 5 – Application Status:

Each applicant will be assigned a status

• Incomplete – applicants who have not completed the application process
• In Process – applicants who have completed the application process

 6 – Application Questionnaires – Pre-screening Questionnaire:

If a pre-screening questionnaire is assigned to the job post, one of the following icons will be present for each applicant:

		Questionnaire complete: passed	– the number denotes the applicant’s score
		Questionnaire complete: failed	– the number denotes the applicant’s score
		Questionnaire incomplete

 

If the pre-screening questionnaire is complete, click on the icon to view the questionnaire.  The following information will be displayed:

• the applicant’s answers
• the total score
• the score for each question
• if any killer questions were failed

Click the PDF button if you want to download the completed questionnaire as a pdf:

Click X or Close to close.

 7 – The Applicant Mini Profile:

The Applicant mini profile provides an overview of the actions that the applicant has taken, for example a list of applications made.

The buttons at the top of the mini profile can be used to download a copy of the applicant’s CV.  The applicant’s original CV can be downloaded or a CV can be generated using the information stored on the applicant:

Note: if an applicant has not uploaded their CV the Download original CV button will not be present.

 

• You can also use the Cog Menu to start processing the applicant to other stages of the recruitment process:

 

• Click on the arrow buttons located on the top left/right of the profile to view the next applicant’s profile:

Click X to close the profile.

 

8 – The Applicant Filter:

If you would like to filter your applicants by certain criteria, you can elect to use the filter option.   This will allow you to quickly review those candidates that you perhaps want to Shortlist or Reject.

• Completed and passed killer questions
• Incomplete Applications
• Failed Killer Question
• Question and Answer
• Skills and Location
• Interview Stage
• Right to Work Status
• Video Interview Status with Voting Options
• Candidates in Stage
• Candidate Type

To set the filters, click on the ‘Filter’ button:

This will open the filter options panel.

When you have selected the options you wish to filter by, click the Apply Filters button.

All applicants that match the filter(s) will be listed below the filter options panel.

To reset the filters, click the x button:

Note: once the filters have been set they will be applied to all stages in the ATS until they are reset.

 

9 – The Applicant Sort Option:

You can elect to sort your applicants using the sort function;

This allows you to view candidates that you have seen in different stages, by their Video Interview score or by their surname.

 

10 – Processing Applicants:

When you have reached a point where you would like to carry out some actions against your applicants, select the check-box next to the applicant name (you can use the ‘Select’ menu to choose more than 1 applicant).

You should now see that the Cog Menu (Options Menu) has become available – use your cursor to hover over the cog menu and review the options available in terms of applicant processing.

 

 

Cog Menu – Options Available:

• Email – see Send an email to a jobseeker for more details
• Add to shortlist – applicant(s) will be shortlisted, see Shortlisted Applicants for more details *
• Add note – see Add a note to job seeker for more details
• Reject – applicant(s) will be rejected, see Rejected Applicants for more details
• Confirmation of interview – see Confirmation of interview for more details
• Invitation to book interview – see Invitation to Book an interview for more details
• Mark as withdrawn – applicant(s) will be withdrawn, see Withdrawn Applicants for more details
• Add to In-Review – applicant(s) status will be set to ‘In-Review’, see Applicants In-Review for more details *
• Video Interview Options – invite your candidate to take part in a video interview
• Other Options
• Mark as accepted – applicant(s) status will be set to ‘Accepted’, see Accepted Offers for more details
• Hire – applicant(s) status will be set to ‘Hired’, see Applicants Hired for more details
• Offer job – applicant(s) status will be set to ‘Offered’, see Job Offers for more details
• Email CV/Questionnaire – share the candidate’s CV and questionnaire with a colleague (see Email a CV for more details)
• Grant Secure Profile Access – allow a colleague secure access to the candidate’s profile, without them having a Tribepad user account
• Request offer approval – see Request approval for a job offer for more details
• View/Set Selection Method – see View and set a selection method for more details
• Send SMS – contact your candidate by SMS from the system
• Send Questionnaire – if you would like to gain further information from your applicant you could send the a questionnaire
• Attach Document – Perhaps you would like to upload interview notes

* Note: If multiple applicants are selected, you will be asked to confirm the selection before proceeding with the action:

Click on an applicant name to view their Candidate Overview.

To remove an applicant, click on the X alongside their name.

Click Yes, continue to confirm or click Cancel or X to cancel and exit.

When confirming the action, a review pane will be displayed:

Click on an applicant name to view their Candidate Overview.

Click Close to close the review pane.

 

> Help & Support

 

 

 

CV feedback questionnaires can be used to provide additional review information and suggestions as to whether the candidate should be rejected or considered for progressing further.  This could be useful for any future auditing, but also useful for informing other managers why the candidate was progressed or otherwise rejected.

For more details on creating a CV feedback questionnaire, see CV feedback questionnaires.

CV feedback questionnaires can be viewed or completed by clicking on the CV feedback icons or options in the application stages of the ATS:

 

Completing a CV Feedback Questionnaire

To complete a CV feedback questionnaire, enter answers for all the required questions and click the Finish button.  If you miss any required questions you will be prompted to answer them before the completed questionnaire can be submitted successfully:

If wish to save the questionnaire as partially complete or simply wish to exit, click the Save and continue later button.

 

Reviewing completed CV Feedback Questionnaires

Completed CV feedback questionnaires can be reviewed if required.  Scores for some questions can be updated by entering a score and clicking Update questionnaire score.  This will update the Total Score:

Click the PDF button to download the completed questionnaire as a .pdf:

Click Close or X to exit.

 

> Help & Support