Track and Hire Applicants

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Overview

After you’ve created your job posting, you can see who has applied and move applicants through the stages of the hiring process.

Track applicants

Click the job title in the Posting column on your Job Postings board to navigate to the applicant tracking board.

Job posting board

NOTE: When I Work also sends you an email when there is a new applicant. You can adjust these Hire alert emails in your Alert Preferences

In the applicants board there are four columns for different stages of the hiring process.

Applicant tracking board

Callouta
NameApplied
DescriptionNew candidates who have applied to your job posting.
Calloutb
NameConsidering
DescriptionApplicants you may want to interview.
Calloutc
NameInterviewing
DescriptionApplicants you are interviewing.
Calloutd
NameHired
DescriptionApplicants you have hired.
NOTE: More than one applicant can be moved to “Hired” per a single job posting. 
Calloute
NameRating
DescriptionFilter the tracking board by applicant rating.
Calloutf
NameView
DescriptionView the public posting for the job post.
Calloutg
NameShare
DescriptionCopy the link for the public job posting or edit the distribution settings.
Callouth
NameWatch
DescriptionClick to receive notifications about the posting.
NOTE: Hire alerts need to be enabled to receive updates to the posting.
Callouti
NameAdd Candidate
DescriptionManually add a new candidate.
Calloutj
NameMore Options
DescriptionEdit the posting details or view the applicant archive for the posting.
Calloutk
NameMessages
DescriptionNotification that SMS messages have been sent or received.
Callout Name Description
a Applied New candidates who have applied to your job posting.
b Considering Applicants you may want to interview.
c Interviewing Applicants you are interviewing.
d Hired Applicants you have hired.
NOTE: More than one applicant can be moved to “Hired” per a single job posting. 
e Rating Filter the tracking board by applicant rating.
f View View the public posting for the job post.
g Share Copy the link for the public job posting or edit the distribution settings.
h Watch Click to receive notifications about the posting.
NOTE: Hire alerts need to be enabled to receive updates to the posting.
i Add Candidate Manually add a new candidate.
j More Options Edit the posting details or view the applicant archive for the posting.
k Messages Notification that SMS messages have been sent or received.

You can drag and drop applicants to the different stages of the hire process.

 

Applicant details

Click on 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 card

Callout
Name
Description
a
Rating
Rate the applicant 1-5 stars.
b
Contact
The applicant’s phone number and email address.
c
Application
Click to view the applicant’s resume.
d
Notes
Add notes about the applicant for other managers.
e
More

Click to expand to the following options:

Archive: Click to save the application of an applicant that you do not move forward with.

Move to a different position in the tracking board.

Callout Name Description
a Rating Rate the applicant 1-5 stars.
b Contact The applicant’s phone number and email address.
c Application Click to view the applicant’s resume.
d Notes Add notes about the applicant for other managers.
e More

Click to expand to the following options:

Archive: Click to save the application of an applicant that you do not move forward with.

Move to a different position in the tracking board.

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.

Message applicant

Click Messages in the applicant details. You can send applicants SMS messages to communicate with them personally. For example, you may want to let them know you’d like to set up an interview with them. This can serve as a faster, more direct line of communication with your applicant.

Applicant SMS messages card

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. Click on the applicant in the Interviewing column, then click Hire <name> in the bottom-right corner of the window.

Applicant details card

Enter the employee’s Start DateHourly Base Rate, and the Positions they will work. If you’d like to send an invite to the new employee, leave the Send a When I Work Invite box checked. If you’d prefer to invite them later, uncheck the box.When you’re finished, click Submit and the employee is added to your schedule.

Updated on September 3, 2019

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