Processing New Applicants

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The option to review which candidates have been rejected or withdrawn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: