Public

Overview

The Applicant Progress Board (APB) is a quick and easy way for hiring managers and recruiters to identify the best talent and progress them through the hiring process.

This provides users with:

• a view of all the applications for their job requisitions in list form with powerful searching, sorting and filtering capabilities
• an aggregate card view of the progress of all the applications for a job sorted by application status
• application details surfacing the most important information to make screening decisions with quick access to the key links and documents
• concurrent screening activity capability, with the status, updates and results of 3rd party assessments, background checks and interviews all in one place

The Applicant Progress Board aims to improve the experience of hiring managers and recruiters by addressing their lack of visibility on application progress as well as decrease their dependency on other users from completing their hiring tasks.

The following browsers are supported: Google Chrome, Mozilla Firefox, and Microsoft Edge.

User guide

Accessing the board

Hiring Manager Dashboard users with permission to review applications have access to the Applicant Progress Board Card View by default. They can switch to List View if that is their preference.

Hiring Manager Dashboard users can access the Applicant Progress Board via the following locations:

• Hiring Manager Dashboard tile
• My Jobs page - Review Applications link
• Edit Job page - View Applications button *
• View Shortlisted Applicants page - Go to board view button *

Recruiter Dashboard users have access to the Applicant Progress Board List View by default. They can switch to Card View if that is their preference.

Recruiter Dashboard users can access the Applicant Progress Board via the following locations:

• Recruiter Dashboard
• Manage Applications menu link *
• Edit Job page - View Applications button *

* Upon first access to these links, the Applicant Progress Board will display by default instead of the Manage applications page.  Users can switch between the two views by clicking either the List view or Card view buttons. Access to the Manage applications page is possible via a link in the footer.

List view

Users are shown a list of all applications for a given job.

A - Selecting which job to view

Should you have more than one job active at a time, you can easily navigate to them by using the job selector drop-down menu:

1. Click on the drop-down menu.
2. Select the appropriate job (only your jobs will be listed for you to select from).

From the job drop-down, a user will be able to view jobs that they are assigned to as either the: Hiring Manager, Search Chair, Recruiter, Assistant Recruiter, or Requisitioner.

B - List view layout

Some of the cells in the list are clickable, depending on permissions, that allow users to perform actions or be redirected to a different page to go into more detail on a record.

Applicant name

Users may click an Applicant Name to load the full applicant's card. In some cases, the Applicant Name may be read-only if certain users are not required to view the full applicant profile, including other applications they may have made. This column also contains more details about the applicant, such as their contact details and their application's submission date.

Flags

Users may view application and applicant flags in this column if they have the relevant permissions, which can be read-only if required.

Application status

This column shows the current status of an application. Users can Progress or Decline a single application in a row and the suggested next statuses in the recruitment process will display. To progress an application to a status not listed, select Other and the full change status dialogue will appear.

To Progress or Decline a set of applications, users can categorise applications into the green (progress), yellow (maybe/hold) or red (decline/make unsuccessful) buckets to update the status altogether using Bulk actions.

Screening activities

This column displays the status of 3rd party screening activities such as Online Assessments and Background Checks including:

• the date when the applicant was invited to the activity and the workflow status of the activity such as, Invited or Started, or Requested status.
• the date when the activity was completed if the activity is in the Completed, Completed - Results Pending, or Processed status.

Users can click the Review video button to navigate to the partner website for assessments that are ready to be reviewed. This includes video interviews that need to be viewed and evaluated by the recruiter or hiring manager.

New activities can be added concurrently without having to follow a linear process and independently of the application status. For example, inviting an applicant to an Assessment as well as a Video interview at the same time; means users have visibility of which screening activities are in progress and completed without having to trigger the next activity manually via an application status change.

Scores

In this column, users can view the overall score for a given assessment, the application form score, and the Engagement score exported from Recruitment Marketing.

Documents

This column contains quick links to the application form, cover letter, resume and links to assessment reports if your organisation has a marketplace integration with a 3rd party provider.

Table Settings

Columns and fields can also be displayed or hidden based on each user's preference by toggling them through the Table Settings button on the top right section.

Note: Toggles will be disabled for the user if they don't have permissions to access that specific field.

C - Quick actions

This column displays actions that users can take against the application depending on its current status.

Users can Progress or Decline a single application in a row and the suggested next statuses in the recruitment process will display. To progress an application to a status not listed, click Select Other and the full change status dialogue will display.

Hiring manager shortlist settings

To limit the status options a user can select from, another configuration option is to use the feature, RC Outcome Shortlist - Hiring Manager Outcomes.

In the recruitment process settings, an administrator can configure which options can be selected to Progress or Decline an application. The hiring manager shortlist outcomes that appear in the Progress and Decline buttons have a limit of up to 10 options per button.

D - More actions

Secondary actions are found in the kebab menu on the last column of the grid.

• Assign and remove application and applicant flags
• Add application notes - These will be viewable in the Applicant Card history tab for users who have permission to view the applicant and to view notes
• Add documents
• Manage interview guides (Next Gen Flexible Forms)

Read-only mode

Read-only mode on applications can be enabled for users who do not have permission to change an application status but still need to see details of the application, such as contact details and resume.

Users may also click on the More actions icon to add documents, application notes and flags (if they have permission to do so) even in read-only mode. The functionality to perform additional actions on read-only mode is available on APB List View only.

Managing application volumes

E - Sorting

Applications can be sorted by clicking the column headers with a sorting icon:

• Applicant name alphabetically or by date submitted
• Application status
• Screening activities by the Latest updated date
• Scores by application form score, assessment score or engagement score

The active sorted column has an arrow icon.

F - Filters and Search

Within the filters button, users can apply a combination of filters to display only the applications that fit their filter criteria.

Users can currently filter by:

• Application status
• Assessment status
• Flags
• Pre-offer check status (Note: if using non-linear screening activity feature)
• Profile source (i.e. Internal applicants, Pipelined/Entered by recruiter, Referrals, Redeployed)
• Categories
• Scores:
  • Application form score
  • Engagement score
  • Assessment score

Users can also perform a free-text search to find a specific applicant by name, email address, city, state or country, and by keywords within the résumé.

G - Bulk actions and selections

When viewing applications either by using quick links or via the applicant card, users can categorise applications into groups or 'buckets' to progress or decline via bulk actions.

Selections made in the applicant card are ‘sticky’ so that when the user returns to the List, the total count of selected records for each bucket displays in the page footer.

Once selections have been made, users can click the bucket count to perform a number of bulk actions against the selected records per bucket.

Or click on Bulk Actions to action all 3 buckets together with different outcomes.

• To add all sections to a bucket, click the relevant bucket icon in the column header
• To remove all selections from a bucket, click the relevant bucket icon in the footer.
• To remove all selections from all buckets, press the Escape keyboard button.

H - Diversity insights

Factors that impact hiring a diverse representation of people for your organisation include the way that roles are advertised (i.e. the language used in job ads), job criteria that limit the pool of applicants, and unconsciously biased decisions made during screening, shortlisting and interviewing, such as assumptions made about capability based on gender, race, age, class, explicit or inferred.

We want to disrupt unconscious bias and empower hiring teams to improve their diverse representation by surfacing the breakdown of different diversity criteria during the screening stages as you progress applications through the process.

Diversity insights are available when there are more than 10 applications for a job when EEO / Diversity questions are configured on application forms.

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I - Anonymized profiles

Users can opt-in to Anonymize Profiles to try out this feature. If enabled, names and contact details will be obfuscated with a 'click to reveal' icon. This is to encourage users not to consider an applicant's name, which can be an indicator of a person's race, ethnicity or cultural background when making screening and shortlisting decisions. Anonymized profiles can be accessed from within the Table Settings

Card view

In this view, all applications for a specific job are displayed as cards that are grouped in Application Statuses as columns.

A - Selecting which job to view

Should you have more than one job active at a time, you can easily navigate to them by using the job selector drop-down menu:

1. Click on the drop-down menu.
2. Select the appropriate job (only your jobs will be listed for you to select from).

From the job drop-down, a user will be able to view jobs that they are assigned to as either the: Hiring Manager, Search Chair, Recruiter, Assistant Recruiter, or Requisitioner.

B - Selecting which application statuses to view

All cards are grouped in Application Statuses and displayed as columns. All columns will be shown by default to give you an aggregate view of the applications in each job.

To configure your view of the board, select the Application Statuses that you'd like to view in the selection menu at the left part of the board.

C - Reviewing & actioning applications

Viewing application details

Each card is an application, and the card layout is grouped into sections:

• Applicant information as well as a notification indicator displaying if an application has been idle.
• Screening data which surfaces Flags and a Scores section with Application Form, Assessment and Engagement scores.
  Note: Customers with integrated assessments will have the assessment results visible and customers with Recruitment Marketing will have the applicant engagement score.
• Quick actions to Progress or Decline

Users may click on a card to load the full applicant's profile if they have permission.

Changing the application status via drag and drop

After reviewing and making a decision regarding each applicant, drag and drop applications to the relevant next application status.

Accessing key actions via the more actions menu

By clicking the ellipsis icon on an application, you can access the more actions menu for actions such as adding notes, flags, documents or managing interview guides.

D - Bulk actions

Select multiple applications and group their selection into 3 different groupings for bulk actions. Bulk Move, Bulk Communicate, and Bulk Compile and Send are available for users who have permission.

E - Quick filters

Filter the applications and application statuses displayed on the board through pre-set application information including Shortlisted Applications, Current Application Statuses and Internal Applicants.

F - Sharing feedback

To share feedback, simply click on the survey at the middle right part of the Applicant Progress Board page.

G - How to use guides

You can learn about using the Applicant Progress Board via access to the Guide Tour and the User Guide.