How to move applications through the recruitment stages

Each column of the applications kanban view is a recruitment stage. To follow an applicant, drag the card from a column to the next one, or click the stage in the status bar of the application. When the application reaches the hired stage, click Create Employee. To change the stages of your company, click the gear of a column, or turn on the developer mode and open Recruitment ‣ Configuration ‣ Job Positions ‣ Stages.

Who	Users with the Recruitment ‣ Officer: Manage all applicants access right move the applications. Setting up the stages needs the Recruitment ‣ Administrator access right.
App	Recruitment

Before you start

• Install the Recruitment app.

• Add the applications you want to follow.

Which stages does Viindoo propose?

New, Qualification, First Interview, Second Interview, Contract Proposal and Contract Signed. The last one is the hired stage. Keep them, rename them or add your own to match the rounds of your company.

How do I see where each applicant is?

Go to Recruitment ‣ Applications ‣ All Applications and switch to the kanban view. The cards of each stage are in one column, with the number of applications at the top. The Contract Signed column is folded: click it to open it.

How do I move an application to the next stage?

• In the kanban view, drag the card to the column of the next stage.

• Or open the application and click the stage in the status bar.

If the stage has an email template, Viindoo posts that message on the application when the card arrives in it.

How do I show that an application is blocked or ready?

Click the round status icon of a card (or at the top right of the application) and choose one of the four states. By default they are In Progress, Ready for Next Stage (green), Waiting (yellow) and Blocked (red). The colour also shows in the progress bar at the top of the column.

How do I refuse an application?

Click Refuse on the application and choose the reason. Keep Send Email on to tell the applicant, check the message, and click Refuse. The application is archived with that reason; click Restore to bring it back.

How do I hire the candidate?

Move the application to the stage marked as Hired Stage (Contract Signed by default). Viindoo records the hire date and shows a Hired ribbon. Click Create Employee to open the employee form already filled in with the applicant’s data.

How do I change a stage?

1. In the kanban view, click the gear at the top of a column. The menu has Fold, Edit and Delete. To add a stage, scroll to the end of the kanban view and click the + button after the last column, then type the name of the stage.

2. As an alternative, turn on the developer mode and go to Recruitment ‣ Configuration ‣ Job Positions ‣ Stages. The list shows all the stages in order.

3. Open a stage, fill in the form and save.

Which fields of a stage matter?

Field	What it does	If it is wrong
Stage Name	Name of the round, for example First Interview. Keep it short.	A vague name makes the process hard to follow.
Sequence	The order of the stages, from left to right.	Wrong order puts the stages in the wrong order of the process.
Email Template	If set, a message is posted on the application with this template when the application arrives in the stage.	A wrong template sends the wrong message to the candidate.
Folded in Kanban	The column is folded when it has no application. Use it for stages you rarely open.	None.
Hired Stage	Applications that reach this stage get a hire date and the Create Employee button.	Unticking it stops Viindoo from marking the hires of this stage.
Job Specific	Limits the stage to some positions. Empty means all positions.	A position outside the list does not show the stage.
Days to rot	The number of days after which an application that stays in the stage is shown as stale. 0 turns it off.	None.
Tooltips	The meaning of the four status colours for this stage.	None.
Requirements	What an application needs to enter the stage. Shown when you hover the title of the column.	None.

Common errors

Problem	What to do
A stage is missing in the kanban view of one position.	Open the stage and check Job Specific.
There is no Create Employee button.	Move the application to the stage with Hired Stage ticked, or check that the application is not already linked to an employee.
The Stages menu is missing.	Turn on the developer mode, or use the gear of a column.

Next steps

• Recruitment Analysis Reports: measure the recruitment by stage and by position.

• Create new employee: complete the employee record of the new hire.