Track and Hire Applicants

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Overview

Once you’ve created your job posting in the When I Work web app, you can see who has applied and move applicants through the stages of the hiring process.

You can also track applicants from your computer or iOS device.

Track applicants

Tap the job posting to open the applicant tracking board.

Job posting

In the applicants board there are four columns for different stages of the hiring process. You can drag and drop applicants to the different stages of the hire process.

Applicant board

NameApplied
DescriptionNew candidates who have applied to your job posting.
NameConsidering
DescriptionApplicants you may want to interview.
NameInterviewing
DescriptionApplicants you are interviewing.
NameHired
DescriptionApplicants you have hired.
NOTE: More than one applicant can be moved to “Hired” per a single job posting. 
Name Description
Applied New candidates who have applied to your job posting.
Considering Applicants you may want to interview.
Interviewing Applicants you are interviewing.
Hired Applicants you have hired.
NOTE: More than one applicant can be moved to “Hired” per a single job posting. 

Tap an applicant to view their application and contact information. Managers and the account holder can add notes and move the applicant along to the next stage of the hiring process.

Applicant details

Callouta
NameMore button
DescriptionTap to move the applicant on the job board or archive the applicant.
Calloutb
NameEmail
DescriptionThe applicant’s email address. Tap to send an email.
Calloutc
NamePhone Number
DescriptionThe applicant’s phone number. Tap to call.
Calloutd
NameResume
DescriptionThe applicant’s resume. Tap to view the applicant’s resume.
Calloute
NameAvailability
DescriptionThe days of the week the applicant is available to work.
Calloutf
NameCustom Responses
DescriptionThe applicant’s answer to the custom screening questions.
Calloutg
NameNotes
DescriptionAdd notes about the applicant for other managers. Tap Add a note… to add a note about the applicant.
Callout Name Description
a More button Tap to move the applicant on the job board or archive the applicant.
b Email The applicant’s email address. Tap to send an email.
c Phone Number The applicant’s phone number. Tap to call.
d Resume The applicant’s resume. Tap to view the applicant’s resume.
e Availability The days of the week the applicant is available to work.
f Custom Responses The applicant’s answer to the custom screening questions.
g Notes Add notes about the applicant for other managers. Tap Add a note… to add a note about the applicant.

If you choose to interview an applicant, make sure you correspond with them to set up the interview. When I Work does not send any notifications to the applicant.

Hire employees

Once an applicant is in the Interviewing column, you have the option to hire them and add them to your When I Work account.

Select a start date, add an hourly base rate, and add positions. Additionally, you can sent your new employee an invite to When I Work. Tap Save when finished.

Employee hired

Archive applicants

If you decide to not move forward with an applicant, you can archive them. When you archive an applicant, an email is sent letting them know that you are moving forward with another applicant.

You can view your archived applicants in the When I Work web app. You can also edit the email that gets sent to archived candidates in the When I Work web app.

  1. In the job posting board, tap an applicant.
  2. Tap More, then tap Archive.
  3. Tap Archive to confirm.
Updated on November 7, 2019

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