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Advorto templated systems - candidate screening

Getting started

See the Quickstart Guide to learn how to log in, add a vacancy and start attracting applicants.

Use the following information to process applications from submission to offer (process may differ if you have opted for a custom workflow).

 Candidate screening general information

On logging into the Advorto backoffice, click 'Submitted' on the 'Candidates' tile:

 

  Backoffice_tabs.png

Individual candidate processing

Tip! In the screenshots below we are using 'Simple view':

 

For each candidate, you will see three key icons:

Backoffice_key_icons.png

 

1. The "Actions Menu" icon   will bring up options for each candidate, including audit trail, email and SMS. Please note 'Talent Bank Management' is only available in Professional Edition and above. Please contact your Account Manager if you would like to upgrade.

2. The Duplicate spotter icon  will show as amber when an application is submitted by a candidate suspected to already be in the system. See Duplicate Spotter - Functionality Explained for more information.

3. Process candidates individually using the ‘Next steps’ icon  (this is also available within the Actions Menu).

‘Next steps’ will offer different options depending on the folder in which the candidate sits.

 

TIP! When using Advanced view, you can access the Actions Menu for a candidate by right-clicking anywhere in the candidate row - you don't need to scroll along to the right of the screen.

 

Bulk candidate processing

Process multiple candidates at the same time by selecting them and running the required action from the ‘Bulk action’ list which appears at the foot of the screen when candidates are selected:

1. Select candidates
2. Run the required action from the Bulk Action dropdown

 Backoffice_selected_candidates.png

 

How to process applications in each candidate folder

On the Candidates tab, the folder structure on the left of the screen represents a linear journey from ‘New candidates’ to ‘Hired/Candidate started’.

This section describes how to process candidates in each folder.

Key points to note:

  • 'Failed eligibility Qs' folder contains candidate applications which have failed killer questions.
  • 'Awaiting CV' contains candidates who have started an application on a device where no CV could be uploaded. They will move to New candidates when they have successfully submitted a CV.
  • ‘New candidates’ is selected by default when you visit this page.
  • The ‘Next steps’ icon triggers different options depending on the candidate folder you have selected.
  • Click on the desired folder to process candidates as described below
  • Click ‘All folders’ to see all submitted applications in the system – but you need to be in an individual folder to see ‘Next steps’.
  • 'Candidate withdrawn' is the final folder. Candidates move here if they withdraw their application.

 

New candidates

‘Next steps’ brings up a screening form – record your rating (or ratings - depending on vacancy set-up, screening may require ratings against multiple criteria), comments and an outcome on the screening form as required and click ‘Submit’ to process the candidate as described, or click ‘Save and close’ if you would prefer to take action based on your outcome at a later stage.

Tip! You can also you opt to Talent Bank the candidate, but reject for this particular role. If you check to include them in the Talent Bank, and then use 'Process screened candidates' across all screened candidates, the system will move Talent Bank candidates to 'Reject' and send them the email 'Regret + Talent Bank invite/update profile' - inviting the candidate to log in and maintain a Talent Bank profile, which they can deactivate at any time.

 

  

Screening – Regret

Terminal folder – no further action required here, though candidates may be contacted or moved to other stages via ‘Move to folder’ from the Bulk action dropdown if required

 

Screening - Pass

Use the new buttons above the screening form to:

  • SEND CV TO MANAGER - sends an email to the Hiring Manager with a PDF attachment of the candidate application and moves the candidate to ‘CV sent to Manager’
  • PROGRESS DIRECT TO INTERVIEWS - moves the candidate to ‘First interviews’ and enables the Interview scheduling form



 

 

CV sent to Manager

‘Next steps’ brings up the Manager feedback form – add the manager's rating and comments then click SUBMIT FEEDBACK to process the candidate as described.

(Professional Edition: Managers may be asked to log into the Hiring Manager portal to screen candidates.)

Candidates who pass screening move to 'First interview' folder and await 

 

 

Manager – CV Regret

Terminal folder – no further action required here, though candidates may be contacted or moved to other stages via ‘Move to folder’ from the Bulk action dropdown if required

 

First/Second interview

Add the interview information to the form and click SEND CONFIRMATION – the following emails are sent:

  • ‘Interview confirmation to candidate - Standard email’ will be sent to the candidate, merging in the data from the form
  • ‘Interview confirmation to Manager/Recruiter - Calendar invite’

 

 

First/Second Interview – Scheduled

Clicking ‘Next steps’ at this stage brings up a form where you can record Interview comments, and record an outcome, which will determine the action on clicking ‘SUBMIT OUTCOME’ as described on the form

 

 

First/Second Interview – Regret

Terminal folder – no further action required here, though candidates may be contacted or moved to other stages via ‘Move to folder’ from the Bulk action dropdown if required

Nb move the candidate back to ‘Interview Scheduled’ if you want to run SUBMIT OUTCOME again

 

First/Second Interview – Passed

Click INVITE TO SECOND INTERVIEW to set up a second interview in the same way as described above for the first interview.

Or:

Click MAKE OFFER to move the candidate to the ‘Offer’ folder

 

 

Offer

Clicking ‘Next steps’ in this folder will again reveal the ‘Offer form', plus buttons which will move the candidate to ‘Offer declined’ or ‘Offer withdrawn’. Complete the Offer form if you want to run the OFFER ACCEPTED process.

SEND OFFER EMAIL will send an email based on the template 'Onboarding comms - Candidate', with an example contract letter attached. Download the example contract letter from the 'Documents & Templates' section, edit as you require, then upload and attach to the email template if you would like to use this function.

You can also select multiple candidates and generate several Offer letters in one go, using the 'Letter' option in the bulk action dropdown list.

 

 

Offer declined

Terminal folder – no further action required here, though candidates may be contacted or moved to other stages via ‘Move to folder’ from the Bulk action dropdown if required

 

Offer withdrawn

Terminal folder – no further action required here, though candidates may be contacted or moved to other stages via ‘Move to folder’ from the Bulk action dropdown if required

 

Offer accepted

Click CANDIDATE HIRED/STARTED to complete the candidate journey

 

Hired/Candidate started

Terminal folder – no further action required here, though candidates may be contacted or moved to other stages via ‘Move to folder’ from the Bulk action dropdown if required

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