Trackers: Adding Candidates

Applicable Roles

• HR Admin
• HR Team
• Recruiting Administrators
• Personal Profile Only / *Tracker Manager Role

Prerequisites

Create a New Job Posting Trackers: Create a Tracker Creating Notifications

Contents

Add Candidates through the Tracker - Applicants have applied for the position and are added as Tracker Candidates through the Tracker itself. If you are a *Tracker Manager, please follow the instructions "Add Candidates through the Tracker" below. 

Notify Applicants - Applicants have not yet applied to the position you'd like to consider them for. They can be sent a notification encouraging them to apply to the specific position, or they can be added to the Tracker. Once the applicant has been added to the Tracker, a notification will then need to be sent to the candidate alerting them they have been added as a Candidate for the position. 

Add Applicants as Tracker Candidates from Applicant Management (For HR Roles and Recruiting Administrators)

Add Applicants as Tracker Candidates from Job Posting Applicants (For HR Roles and Recruiting Administrators)

Add Candidates through the Tracker (Tracker Managers / HR Staff)

1. Navigate to Recruiting / Trackers / Open Trackers

2. Select the Tracker by clicking the magnifying glass and when the Tracker displays below, click the Tracker Candidates Tab and click "New Tracker Candidate"

   

3. In the Candidate Management pop-up window, all Applicants in your district Applicant Pool will display. Filter and sort by column heading to find Applicants. Use the scroll bar to search column headings to help narrow your search: 

   

4. To select an applicant:
   1. Check the box to the left of their name
   2. Select the Candidate Status for this Applicant 

   3. Select their Ranking (if applicable)

      

   4. Click Save and the Applicant will now be included in the Tracker Candidates tab on the Tracker

Notify Applicants

If there are Applicants already in your district pool that haven't applied to the position you are hiring for, but you would like to consider them for it, then you must notify them to either apply to the position or that you've added them to the position's Tracker for consideration. You can send them an email notification for either option. 

Send "Invite to Apply" email notification:

• This tells the applicant that you would like to consider them as a candidate for the position if they are still available and interested. The Invite to Apply notification will include instructions for the applicant to apply to the job posting on RecruitFront, and provides the URL code and QR code for the job posting. 

Note: Doing this ensures that the documents required to apply for the position are uploaded by the candidate and will be included in Document Groups that are maintained with the applicant's Candidate Record. 

Add Applicant to the Tracker and send a Candidate Notification:

• This lets the applicant know that they are being considered for a position as a candidate for the position 
• Applicant would not need to apply specifically to the position via RecruitFront and upload their documents
• Notification to send varies depending on district preferences
• Hiring Manager/HR instructions:
  • Tracker / Tracker Candidates tab 
  • Send Notification(s)
  • Select appropriate Notification Template
  • Complete Text box for the email and any fields necessary
  • Under the "Recipients" section, check the box for "Tracker Candidate"
  • Enter email subject (if no default email subject is listed)
  • To preview prior to sending the notification, click "PDF Preview"
  • To send the notification - click "Create Notification"

Add Applicants as Tracker Candidates from Applicant Management (HR Staff)

1. Navigate to Recruiting / Applicants 
2. Search the Applicant base by filtering (if needed)

3. Select the Applicant by checking the box next to their name, and click "Add to Tracker":

   

4. In the pop-up window, select Candidate Status, then select the Tracker by clicking the row and the applicant will be automatically entered on the tracker:

   

   

Add Applicants as Tracker Candidates from Job Posting Applicants (HR Staff)

These steps are necessary only if you're adding Applicants after the Tracker has been created, or if the box for "Auto Add Job Applicants to Tracker" was not checked when the Tracker was created. 

1. Navigate to Recruiting / Job Posting Applicants / Open Job Posting Applicants
2. Select the Applicant(s):

Multiple Applicants:

1. If adding more than one Applicant, click the box next to their names and click "Add To Tracker":

2. In the pop-up, select the Candidate Status and Candidate Ranking for the Applicants/Future Tracker Candidates and click the Tracker line to add them to the Tracker:

   

   The Applicants will be immediately added to the Tracker:

   

Individual Applicants:

1. Click the magnifying glass next to the Applicant's last name. When their information displays below, click "Add to Tracker":

   

2. Select the Candidate's Status and Ranking

3. Click the Tracker and the Applicant will be automatically entered as a Tracker Candidate on the Tracker: