Discovering Recruiting: Recruiter Experience Process

A Job Requisition is essentially a hiring order, 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 that an approver, recruiter, or candidate may need to know. Before the requisition can be posted, it needs to be approved by specified approvers. These approvers need to be defined during the implementation phase. For more information about approvers, see the Route Map section of this guide.

After the requisition is approved and opened, the recruiting user may choose to post the requisition to both the internal and external career sites. The private posting is available 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.

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.

More advanced career site options are available when you utilize Recruiting Marketing capabilities.

The Candidate Profile is the record of the candidate’s data in the searchable candidate database. 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. The information stored in the Candidate Profile can be used when conducting a candidate search.

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 candidate 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 Application 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 sending it 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 with 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.

Candidate Selection Management: Applicant Management Tool

Currently, there are two options for managing candidates through the candidate pipeline: Legacy Applicant Management tool and the Redesigned Applicant Management tool.

The Redesigned Applicant Management tool provides a new look for all Recruiting users to search for, filter, and view individuals who have applied for specific jobs.

To navigate between legacy and redesigned applicant tools, use the link at the top right labeled Switch to Latest Applicant Workbench.

The Talent Pipeline consists of configured and permissioned applicant statuses for viewing, filtering, and capturing the applicants' progress within the selection process. To see all applicants, select View all candidates. Grouped statuses are displayed 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 applicant(s). After adding a user to the interview list, a new Interview Assessment form is placed on the Interview Central tab for the interviewer.

Interview Scheduling allows recruiting users to enter their availability directly into the system so that interviews with candidates can be easily scheduled by other users, or by candidates via self-scheduling.

After setting up the interview, the Interview Assessment form pulls skills and competencies from the requisition allowing the interviewer to provide a numeric rating and comments on each competency. Additionally, the interviewer can indicate whether the candidate is recommended for a position. They can add overall comments and attach documents to their feedback.

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 configured for this purpose.

SAP SuccessFactors Recruiting customers can also integrate with custom background check vendors outside the standard First Advantage integration. This customization is managed in Background Check Central out of Admin Center and allows you to create background checks with any vendor.

The offer management process allows recruiting users to send offers for approval before they are extended to the candidate.

Offer Approval: The Offer Approval process consists of assembling the offer's details intended for the candidate and routing it for approval from key stakeholders. Once the offer approval form is generated, it can be routed for approval to designated users.

Offer Letter: Once the offer is 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 Offer Letter and attach documents to be completed by the Candidate.