How To -- Configure Applicant Groups

1. Overview

Purpose
This training explains how to create and manage Automatic, Manual, and Filter‑Based Applicant Groups within the Applicant Tracking/Recruitment module. It provides step‑by‑step instructions to help administrators and hiring teams control applicant visibility and ensure proper access management.

Audience

• HR Administrators
• Recruiters
• Hiring Managers involved in applicant review

Learning Objectives
By the end of this module, learners will be able to:

• Understand the three types of Applicant Groups
• Create and manage Manual Applicant Groups
• Create and manage Filter-Based Applicant Groups
• Assign managers and configure permissions effectively

2. Applicant Group Types

2.1 Automatic Applicant Groups

Automatic applicant groups are generated by the system whenever one of the following fields is populated in a job requisition:

• Hiring Manager
• Recruiter
• Other Hiring Manager fields
  
  

Important Note
Granting a hiring manager access to view applicants via Applicant Groups also gives visibility into other job requisitions the applicant has applied to. This functionality supports better hiring decisions by providing broader insight into applicant activity.

3. Manual Applicant Groups

3.1 Purpose

Manual Applicant Groups allow HR administrators to control visibility and restrict applicant review to specific individuals or teams.

3.2 Creating a Manual Applicant Group

1. Navigate to Admin → HR Setup → Applicant Tracking/Recruitment → Applicant Groups.

2. When the pop-up menu appears, select Regular.
   
   

3. Create the group:

   • Enter a Name
   • Add a Description (optional)
   • (Optional) Check the box to automatically add new applicants to the group
   • Click Save
     
     

4. On the right side under Members Not in Group, add applicants:

   • Click the + next to a name
   • OR select multiple names and choose Add to Group
     Once added, applicants appear under Group Members.
     
     

5. Click Save in the top‑right corner.
   
   

3.3 Assigning Managers to a Manual Group

1. Select View Group Permissions.
   
   
2. Click Add Manager.
   
   
3. In the pop‑up window:
   • Select the manager
   • (Optional) Set an access timeframe
   • Check View in the Applicant Window
   • Click Add
     
     
4. The group is now fully configured.
   
   

4. Filter-Based Applicant Groups

4.1 Purpose

Filter‑based groups automatically assign applicants to groups based on specific criteria (e.g., job applied for, application status, location).

4.2 Creating a Filter‑Based Group

1. Navigate to Admin → HR Setup → Applicant Tracking/Recruitment → Applicant Groups.
2. When the pop‑up appears, choose Filter Based.
   
   
3. Enter a Name, and optionally add a Description, then click Save.
   
   
4. In the Filter widget, click Add.
   
   
5. Choose from available filters.
   • Multiple filters can be combined using AND / OR / NOT logic.
     
     
6. Click Save.
   
   

4.3 Assigning Managers to a Filter‑Based Group

1. Click View Group Permissions.
   
   

2. Select Add Manager.
   
   

3. In the pop‑up window:

   • Select a manager
   • (Optional) Set an access timeframe
   • Check View in the Applicant Window
   • Click Add
     
     

4. The group setup is complete.