Overview
Effective July 1st, 2021 Hire will no longer be available through When I Work.
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.
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.
| Name | Applied |
| Description | New candidates who have applied to your job posting. |
| Name | Considering |
| Description | Applicants you may want to interview. |
| Name | Interviewing |
| Description | Applicants you are interviewing. |
| Name | Hired |
| Description | Applicants 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 Admin can add notes and move the applicant along to the next stage of the hiring process.
| Callout | a |
| Name | More button |
| Description | Tap to move the applicant on the job board or archive the applicant. |
| Callout | b |
| Name | |
| Description | The applicant’s email address. Tap to send an email. |
| Callout | c |
| Name | Phone Number |
| Description | The applicant’s phone number. Tap to call. |
| Callout | d |
| Name | Resume |
| Description | The applicant’s resume. Tap to view the applicant’s resume. |
| Callout | e |
| Name | Availability |
| Description | The days of the week the applicant is available to work. |
| Callout | f |
| Name | Custom Responses |
| Description | The applicant’s answer to the custom screening questions. |
| Callout | g |
| Name | Notes |
| Description | Add 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 | 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.
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.
- In the job posting board, tap an applicant.
- Tap , then tap Archive.
- Tap Archive to confirm.