Recruiting Workflows

This articles covers basic recruiting workflow from creating a job opening till hiring a candidate and closing the job.

Prerequisites of working with Recruiting

• To work with the database of candidates and candidate tracking, the following must be set up:
  • Candidate sources if you plan to track the source a candidate for a job opening came from
  • A candidate card must be designed that will be used to register candidates for job openings
  • Automatic deletion of candidate information if necessary
  • Candidate statuses
  • Candidate status reasons
  • Candidate email templates that will be used to send letters to candidates
  • Choose whether you want the candidate ID to be displayed next to the candidate name
• To be able to register interviews and create job offers, the following must be configured:
  • Interview summary scores
  • Interview form templates with interview form sections. These templates enable HRs to prepare an interview with custom sections that suits their needs. A custom interview form is mandatory if you plan to use interview ranking. In this case, the Assignment section on the job opening must be filled in.
  • Job offer templates based on which job offers can be created.
• For candidates to be able apply for a job online, the candidate self-service (an application form, available on your company web site, integrated with Lanteria HR, where a candidate can register, review the company information and available jobs, apply for a job, receive letters and invitations for a job interview, check the status of the application, and finally accept or reject a job offer) must be configured.
• If you want to have job openings approved before they are published, you must create an approval workflow.
• If you want to be able to start an on-boarding process after hiring an employee, the corresponding HR process template must be configured.

Typical Recruiting Workflow

The following diagram illustrates a typical recruiting workflow in Lanteria HR.

Recruiting Workflow Description

The workflow can be broken down into several stages described below.

Creating a job opening and HR preparation activities

The recruiting process starts with creation of a job opening by HR. After the job opening has been created, HR can start the preparation for interviews with potential candidates by planning interview stages and creating a list of job opening questions.

Job opening approval and publishing

The created job opening may require approval if the corresponding approval workflow was set up. After the vacancy has been approved, it is automatically published on the site(s) specified on the Job Opening form. For this purpose, the candidate self-service (an application form, available on your company web site, integrated with Lanteria HR) can be used. If the approval workflow was not configured, the job opening will be published immediately.

Candidate searching and registration

After the job opening has been published, candidates register on the site with the help of the candidate self-service, review available vacancies and company information, and apply for a job, while HR searches for candidates in available databases, both among the existing employees and in external sources. If HR finds candidates in the databases, they can create a candidate manually, and add or link a candidate to the job opening. Candidates that apply for a job from the site using the candidate self-service are automatically created as candidates and added to the job opening.

Job interviews and candidate assessment

Then, HR schedules and performs the job interviews with the candidates marked as short-listed (candidates that were selected as the most suitable people for the job). The candidates can view the invitation for an interview on the candidate self-service site. As a result of the interview, HR assesses each candidate and records the results of the interview. While candidates are waiting for the interview results and a job offer, they can view application data on the site using the candidate self-service. At this point, the recruiting team can send emails to candidates based on candidate email templates that candidates can view on the candidate self-service site.

Job offer and hiring

After all short-listed candidates have been interviewed and assessed, HR generates a job offer, based on a job offer template, for one or several candidates, and then sends the the job offer to the Candidate Self-Service site or/and via email. Each candidate reviews the offer on the Candidate Self-Service site, and accepts or rejects the offer. If the offer was accepted, HR can hire the candidate, for example, by clicking the Hire action on the Candidate Tracking page. At this stage, HR has two options in the dialog window that appears: only create an employee from the candidate or launch a starter HR process. In case HR chooses to launch a starter process, the employee will be added to the list of starters on the OnBoarding page. To conclude the recruiting process, HR closes the job opening.