How To -- Configure Applicant Groups

Purpose Statement

This document outlines the steps for configuring applicant groups.

Automatic Applicant Groups

1. Anytime one of the three Hiring Manager/Recruiter or the other Hiring manager fields are populated in a job requisition, an applicant group is automatically created.

Note: Giving a hiring manager access to view an applicant via Applicant Groups will allow this hiring manager to see other job requisitions that the applicants have applied to. The purpose of this functionality is to allow hiring managers to make the best hiring decisions.

Manual Applicant Groups

1. You can set up manual applicant groups to control who is able to see a pool of applicants. To set these up, from the Admin tab, go to HR Setup>Applicant Tracking/Recruitment>Applicant Groups.
2. A pop-up menu will appear, select Regular from the options.

  3.   Once inside the group, you must give it a Name. You may also add a description to the g                   group.   There is a checkbox that you can check that will automatically add new applicants               to  this group. Once you have set this up, click the Save button in the top right corner.

4.    Once you hit save, you will see a list of applicants on the right side under the Members Not             In Group widget. You can add them to the group by clicking the + sign next to the applicant           name or you can add multiple applicants by checking the box to the left of their name and               clicking Add To Group in the bottom right. Once you have added them to the group, they will         move to the Group Members widget on the left side.

5.   Once you have added all the applicants that you would like to have in this group, click Save in        the top right corner.

6.  You can now set up the managers over this group by clicking on the View Group Permissions         button in the top right corner.

7.  Once in the group permissions page, click on Add Manager.        

8.  A pop-up window will appear. You can select the manager you would like to have over this             group. You can put a timeframe giving access to the manager. You will also need to check the        box next to View in the Applicant window to give them access. Once you have completed this           screen, click Add in the bottom right corner.        

9. Your group is now set up.

Filter Based Applicant Groups

1. You can set up filter-based applicant groups to control who is able to see a pool of applicants. To set these up, from the Admin tab, go to HR Setup>Applicant Tracking/Recruitment>Applicant Groups.
2. A pop-up menu will appear, select Filter Based from the options.
3. Once inside the group, you must give it a Name. You may also add a description to the group. Once you have set this up, click the Save button in the top right corner.
4. Once you hit save, you will see a Filter widget. From here, click Add.  
5. A list of available filters will pop-up. Choose the appropriate filter that you would like to base the group on. You can select more than one filter using the And/Or/Not options.
6. Once you have your filter set, click Save from the top right corner.
7. You can now set up the managers over this group by clicking on the View Group Permissions button in the top right corner.
8. Once in the group permissions page, click on Add Manager.
9. A pop-up window will appear. You can select the manager you would like to have over this group. You can put a timeframe giving access to the manager. You will also need to check the box next to View in the Applicant window to give them access. Once you have completed this screen, click Add in the bottom right corner.

10.  Your group is now set up.