Objectives
A requisition is essentially a hiring order, which is a request that kicks off the recruiting and hiring processes. A typical requisition describes the role to be filled, including the job description, place in the organization, physical location, and other relevant details an approver, recruiter, or candidate may need to know. Before the requisition can be posted, it needs to be approved by specified approvers.
Once the job requisition has been approved, the recruiting user can post the requisition to the Internal or External Career Site, as well as execute an internal or external private posting.
The recruiting user can choose to post the requisition to both the internal and external career sites. The private posting is available for when you may want to distribute a job to a potential applicant without making the job requisition searchable. Additionally, the job can be posted using specified job boards or agencies.
Note
Once the job requisition has been posted, candidates can view it on the career site and apply for the specific position. Typically, the candidate completes or updates their candidate profile before moving on to the application page.
The Candidate Profile is the record of the candidate’s data in the searchable candidate database. The information stored in Candidate Profile can be used when conducting a candidate search. It is often described as the candidate’s online resume, although the Candidate Profile usually contains more data than just the resume attachment. Typically, general information related to the candidate is stored in the Candidate Profile, such as contact information, education, language skills, or other information a company has chosen to collect.
Both internal and external candidates have a Candidate Profile. Not all employees are candidates by default. Depending on the client’s data privacy consent statement settings, the employee may have to opt in to become an internal candidate.
Candidate Profiles are used for multiple purposes. Clients might want to capture candidate data for future use, even when the candidate hasn't applied for a job. If a candidate does apply to a posted requisition, the candidate profile data is appended to the Application. Recruiting users can search candidate profile records to locate potential matches for job requisitions. If a good match is found, the candidate profile record may be forwarded to one or more applicable job requisitions.
The candidate application page includes data submitted by the candidate at the point of application, a snapshot of the candidate’s profile taken at the moment a recruiting user first views a new application, data added to the record by the recruiting user, and possibly additional data added to the record by the candidate at a later date.
Permissions in the application control what the candidate sees during and after applying for a job, and what a recruiting user sees when viewing candidates who have applied for a job.
Once a candidate applies for a position, the application is available in a specified status, usually the New Applicant status. The candidate selection process can start by providing the proper permissions to the recruiting users to manage the recruiting process. The permissions may include reviewing the application, conducting pre-screening activities, scheduling interview(s), conducting background checks, and approving the offer before it is sent to the selected candidate.
When a candidate completes an application or is forwarded to a requisition, the candidate is slotted within an applicant status pipeline associated to the requisition. Recruiting users with appropriate permissions can move the applicant through the status pipeline. All status changes are tracked for reporting and compliance purposes.
The applicant status pipeline serves as a tool for viewing and filtering applicants in each specific status. To see all applicants, select View all candidates. Grouped statuses display as a drop-down menu in the candidate pipeline. Recruiters can assign a candidate to any status in the configured group.
A recruiting user can compile the list of users who will interview the applicants. After adding a user to the interview list, a new Interview Assessment form is placed on the Interview Central tab for the interviewer.
Recruiting users can copy and share an Application URL from the Job Application summary screen. The Application URL provides easy and fast navigation to the application profile.
Additionally, this functionality allows:
The Application URL provides easy and fast navigation to the application profile.
Interview Assessment forms pull competencies from the requisition and allow the interviewer to provide a numeric rating and comments on each competency. Additionally, the interviewer can provide Recommended/Not Recommend overall rating on whether or not they believe the applicant should progress. They can add overall comments in addition to the competency-specific comments and attach documents to their feedback.
Note
The integration between SAP SuccessFactors and First Advantage allows joint customers to initiate and receive results of background checks and drug screens on candidates directly from the SAP SuccessFactors system. The background check can be initiated when a candidate is in an application status that has been configured for this purpose.
Recruiting users can see up-to-date background check results in the Background Check Status portlet on the candidate’s detailed application page.
The offer management process allows recruiting users to send offers for approval before they are extended to the candidate. Based on the system configuration, the candidate may need to be in the offer status in order to utilize the offer approval or offer letter templates designed.
Accessing the Offer Approval and Offer Letter Templates
The offer approval process consists of assembling the details of the offer intended for the candidate and routing it for approval from key stakeholders. The details of the offer approval form can auto-populate from the requisition and application data. Manual information may be added as needed with proper permissions. Once the offer approval form is generated, it can be routed for approval to designated users.
Offer approvers can be pre-defined during the implementation process and automatically generated on the offer approval form once the form is initiated. It is possible to add approvers, delete approvers, or change the order for each offer approval form. If these options are not available, contact customer success or an implementation partner for assistance.
The feature allows recruiter or hiring managers edit, decline, cancel, or create new offer versions for multiple offers when they select multiple candidates at one time.
Functionality has to be enabled in Admin Center→Manage Recruiting Settings→Enable Mass Offer Approval
Mass offer approval happens from Candidate Offers page screen. This can be accessed Recruiting→Job Requisition→Offers.
From this page you can filter candidates based on Offer Status (Not started, All, Draft, Pending, Completed, Cancelled and Declined) as well as Requisition Template Name (contains all active job requisition templates), Candidate Type (internal or external) or Job Title.
You can view all eligible candidates to create offers for across different job requisitions created from different job requisition templates.
Once you select the candidate for action you are asked to confirm locale and offer template to be used.
You can select up to 30 candidates for mass action from this screen. Select Continue to move to the Offer Details Page.
From this page select one of the candidates to view offer details. From drop down menu on the right you can select if you want to approve offer for the one candidate, all candidates or decline the offer.
Once the offer details are approved and ready to be extended to the candidate, users with proper permissions can generate offer letters. Offer letter data is populated into the selected template. The recruiting user may modify the letter and attach documents to be completed by the Candidate.
An offer can be extended in the following formats:
