Overview
After you’ve created your job posting, you can see who has applied and move applicants through the stages of the hiring process.
You can also track and hire applicants from your iOS device or Android device.
Track applicants
Click the job title in the Posting column on your Job Postings board to navigate to the applicant tracking 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.
| Callout | a |
| Name | Applied |
| Description | New candidates who have applied to your job posting. |
| Callout | b |
| Name | Considering |
| Description | Applicants you may want to interview. |
| Callout | c |
| Name | Interviewing |
| Description | Applicants you are interviewing. |
| Callout | d |
| Name | Hired |
| Description | Applicants you have hired. NOTE: More than one applicant can be moved to “Hired” per a single job posting. |
| Callout | e |
| Name | Rating |
| Description | Filter the tracking board by applicant rating. |
| Callout | f |
| Name | View |
| Description | View the public posting for the job post. |
| Callout | g |
| Name | Share |
| Description | Copy the link for the public job posting or edit the distribution settings. |
| Callout | h |
| Name | Watch |
| Description | Click to receive notifications about the posting. NOTE: Hire alerts need to be enabled to receive updates to the posting. |
| Callout | i |
| Name | Add Candidate |
| Description | Manually add a new candidate. |
| Callout | j |
| Name | More Options |
| Description | Edit the posting details or view the applicant archive for the posting. |
| Callout | k |
| Name | Messages |
| Description | Notification 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.
| 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.
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.
Enter the employee’s Start Date, Hourly 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.