Recruitment
Recruitment manages the complete hiring process from job posting to offer acceptance. This guide covers attracting, evaluating, and hiring top talent.
Overview
The recruitment system enables you to:
- Create and publish job postings
- Receive and manage applications
- Track candidate pipeline
- Schedule and conduct interviews
- Evaluate and compare candidates
- Extend offers and onboard hires
Accessing Recruitment
Navigate to HRM → Recruitment to access recruitment features.
Understanding Recruitment
Recruitment Pipeline
Job Requisition → Job Posting → Applications →
Screening → Interviews → Evaluation → Offer → HiredApplication Stages
| Stage | Description | Actions |
|---|---|---|
| New | Just received | Initial review |
| Screening | Resume review | Shortlist/reject |
| Phone Screen | Initial call | Schedule/conduct |
| Interview | In-depth evaluation | Multiple rounds |
| Assessment | Skills testing | Technical/aptitude |
| Reference Check | Verify background | Contact references |
| Offer | Extend offer | Negotiate/finalize |
| Hired | Accepted offer | Begin onboarding |
| Rejected | Not selected | Send regret |
| Withdrawn | Candidate withdrew | Record reason |
Job Types
| Type | Description |
|---|---|
| Full-Time | Regular permanent |
| Part-Time | Reduced hours |
| Contract | Fixed term |
| Temporary | Short-term |
| Internship | Training position |
| Freelance | Project-based |
Creating Job Postings
Job Requisition
Before posting, create requisition:
- Go to HRM → Recruitment → Requisitions
- Click New Requisition
- Enter details:
- Position title
- Department
- Reporting manager
- Headcount needed
- Justification
- Submit for approval
- Approved requisition enables posting
Job Posting Setup
- Go to HRM → Recruitment → Jobs
- Click New Job Posting
- Configure:
Job Details
- Title - Job title
- Department - Hiring department
- Location - Work location
- Job Type - Full-time/Part-time/etc.
- Experience - Required years
- Salary Range - Compensation range
Job Description
- Summary - Brief overview
- Responsibilities - Key duties
- Requirements - Must-have qualifications
- Preferred - Nice-to-have skills
- Benefits - What we offer
Application Settings
- Application Deadline - Closing date
- Required Documents - Resume, cover letter
- Custom Questions - Screening questions
- Auto-Response - Acknowledgment email
- Review and publish
Publishing Options
| Channel | Description |
|---|---|
| Career Page | Company website |
| Job Boards | Indeed, LinkedIn, etc. |
| Social Media | Twitter, Facebook |
| Employee Referral | Internal sharing |
| Agencies | Recruitment agencies |
How-To Guides
How to Create Job Postings
Writing Effective Postings
Title:
- Clear and searchable
- Include level (Senior, Junior)
- Avoid internal jargon
Description:
- Compelling opening
- Day-in-the-life details
- Growth opportunities
- Company culture
Requirements:
- Separate must-have vs nice-to-have
- Be realistic
- Focus on skills over credentials
Posting Template
markdown
## About the Role
Brief, exciting description of the opportunity.
## What You'll Do
- Key responsibility 1
- Key responsibility 2
- Key responsibility 3
## What You'll Bring
**Required:**
- Requirement 1
- Requirement 2
**Preferred:**
- Nice-to-have 1
- Nice-to-have 2
## What We Offer
- Benefit 1
- Benefit 2
- Benefit 3
## About Us
Company description and culture.How to Manage Applications
Reviewing Applications
- Go to HRM → Recruitment → Applications
- Filter by job posting
- For each application:
- Review resume
- Check cover letter
- Review screening answers
- Add rating/notes
- Move to next stage or reject
Application Actions
| Action | Description |
|---|---|
| Shortlist | Move to screening |
| Reject | Not suitable |
| Hold | Review later |
| Request Info | Need more details |
| Schedule | Set up interview |
Bulk Actions
For efficiency:
- Select multiple applications
- Apply bulk action
- Send bulk emails
- Update stages
How to Track Candidates
Candidate Pipeline
Visual pipeline view:
New (15) → Screening (8) → Interview (5) → Offer (2) → Hired (1)Candidate Profile
Each candidate record includes:
- Contact information
- Resume/CV
- Application history
- Interview feedback
- Assessment scores
- Communication log
- Stage history
Candidate Search
Find candidates:
- Search by name/email
- Filter by skills
- Filter by stage
- Search across all jobs
How to Schedule Interviews
Interview Scheduling
- Open candidate profile
- Click Schedule Interview
- Configure:
- Interview type (phone/video/in-person)
- Date and time
- Duration
- Interviewers
- Location/meeting link
- Send invite to candidate
- Notify interviewers
Interview Types
| Type | Purpose | Duration |
|---|---|---|
| Phone Screen | Initial qualification | 15-30 min |
| Video Call | Remote assessment | 30-60 min |
| Technical | Skills evaluation | 60-90 min |
| Panel | Multiple interviewers | 60 min |
| On-site | Final round | Half/full day |
| Culture Fit | Team alignment | 30-45 min |
Calendar Integration
- Check interviewer availability
- Avoid conflicts
- Send calendar invites
- Sync with external calendars
How to Evaluate Candidates
Evaluation Criteria
Create scorecards:
| Criteria | Weight | Rating (1-5) |
|---|---|---|
| Technical Skills | 30% | |
| Communication | 20% | |
| Problem Solving | 20% | |
| Culture Fit | 15% | |
| Experience | 15% |
Interview Feedback
After interview:
- Open candidate profile
- Go to Feedback tab
- Complete scorecard
- Add detailed comments
- Make recommendation:
- Strong hire
- Hire
- No hire
- Strong no hire
- Submit feedback
Candidate Comparison
Compare finalists:
- Side-by-side scores
- Feedback summary
- Pros and cons
- Team consensus
How to Process Hiring
Extending Offers
- Select final candidate
- Click Create Offer
- Configure offer:
- Position and department
- Start date
- Compensation package
- Benefits
- Special terms
- Generate offer letter
- Get approvals
- Send to candidate
Offer Negotiation
Track negotiation:
- Counter-offers
- Revised terms
- Communication history
- Final agreement
Offer Acceptance
When candidate accepts:
- Update status to Hired
- Trigger onboarding workflow
- Create employee record
- Notify relevant teams
- Close job posting (if filled)
How to Handle Rejections
Rejection Best Practices
- Timely communication
- Professional tone
- Generic but kind message
- Keep door open for future
Rejection Templates
Thank you for your interest in [Position] at [Company].
After careful consideration, we have decided to move
forward with other candidates whose qualifications more
closely match our current needs.
We appreciate the time you invested in the application
process and wish you success in your job search.
Best regards,
[Hiring Team]Candidate Pool
Keep rejected candidates for future:
- Tag with skills
- Note potential roles
- Set follow-up reminders
- Re-engage when relevant
Advanced Features
Employee Referrals
Encourage internal referrals:
- Referral portal for employees
- Track referral source
- Bonus on successful hire
- Referral leaderboard
Recruitment Analytics
Track hiring metrics:
| Metric | Description |
|---|---|
| Time to Fill | Days from posting to hire |
| Time to Hire | Days from application to hire |
| Cost per Hire | Total cost / hires |
| Source Quality | Hires by source |
| Offer Acceptance | Accepted / extended |
| Pipeline Velocity | Speed through stages |
Agency Management
Work with recruiters:
- Agency profiles
- Fee agreements
- Candidate submissions
- Performance tracking
Talent Pool
Build candidate database:
- Past applicants
- Sourced candidates
- Referrals
- Network contacts
Best Practices
📝 Job Postings
- Clear, compelling descriptions
- Realistic requirements
- Inclusive language
- Regular updates
👥 Candidate Experience
- Timely communication
- Clear process expectations
- Respectful interactions
- Feedback when possible
📊 Process
- Structured interviews
- Consistent evaluation
- Quick decisions
- Data-driven improvements
⚖️ Compliance
- Non-discriminatory practices
- Proper documentation
- Privacy protection
- Equal opportunity
Configuration
Recruitment Settings
Navigate to Settings → HRM → Recruitment:
- Career Page - Enable/customize
- Application Form - Required fields
- Auto-Responses - Email templates
- Stage Names - Customize pipeline
- Evaluation Criteria - Default scorecards
Integration Settings
- Job Boards - API connections
- Calendar - Sync settings
- Email - SMTP configuration
- Background Check - Provider integration
Notification Settings
- New Application - Alert recruiters
- Stage Change - Notify candidate
- Interview Scheduled - All parties
- Offer Status - Updates
Troubleshooting
Common Issues
Applications not received
- Check job posting active
- Verify application form works
- Check spam filters
- Test application process
Cannot schedule interview
- Check calendar access
- Verify interviewer availability
- Confirm candidate email valid
- Check meeting integration
Offer letter not generating
- Verify template configured
- Check required fields
- Review approval status
- Check document generation
Job not appearing on career page
- Verify posting published
- Check publication dates
- Review visibility settings
- Clear cache
Related Documentation
Learn about Employee Management to understand onboarding after successful hiring.