Trackers: Hiring Process

Applicable Roles

• HR Admin
• HR Team
• Recruiting Administrator
• Recruiting Coordinator
• Personal Profile Only - Tracker Manager/Coordinator

Prerequisites

Trackers: Create a Tracker Create a New Job Posting

Contents

Hiring a Candidate

Hiring Options

Verification of Hire

Hiring a Candidate

Navigate to: Recruiting / Trackers / Open or All Trackers

1. Click the magnifying glass next to the Tracker

2. Click the Tracker Candidates tab

   

3. Locate the Tracker Candidate you are hiring and click the magnifying glass next to their name (This action will take you out of the Tracker and directly into the Candidate's Details)

   

4. Click Hire

Hiring Options

The Hiring Options for the Candidate will display, complete the information and all required fields:

1. Initiate Selected Task Profile - box is checked
   1. This should default to checked but ensure that it is checked. If the box is unchecked or the field is listed as "No", click "Cancel" and ensure that that Onboarding Profile is listed within the job posting.
2. Verify the Task Profile is correct for the Job Posting 
   • If it's incorrect, return to the Job Posting click "edit" in the details section, navigate to External and Internal Job Settings, and correct the Onboarding Profile there
3. Verify these *required fields (Note: These fields are editable if incorrect):
   • Job Title
   • Work Location
   • Hire Date
4. If your New Hire is an Existing Employee, please reference Re-Hire or Hire a District Employee to a New Position 
5. Change District Applicant Status to "Hired"
6. Add Birthdate, SSN (If you already have this information)
7. Click Save

Verifying Hire Through Initiated Tasks and Process Forms Confirmations

Once the Hiring Options have been saved, this will trigger the Task Profile that was associated with the job posting. 

1. Navigate to: Task Management / Employee Task Lists
   1. If your hire went through successfully, they will be at the top of this list
2. Next, navigate to: Process Forms / All Forms 
   1. Confirm the forms have been initiated for the new hire
3. Then, navigate to: Notifications / Sent Notifications 
   1. Confirm the Notifications were sent successfully

Incomplete Onboarding Forms

Occasionally, after the Onboarding Forms have been sent to a new hire and some time has passed without receiving them back, refer to step 2 above and locate the forms you are waiting on. 

1. Check the box(es) next to the form(s) and click "Send Notification"

   

2. In the Send Notifications pop-up, select "Onboarding Forms Not Completed" as the Notification Template

   

   

3. Under Recipients, select the box for Employee
4. Ensure the Email Subject is correct for the Notification you're sending
5. Click PDF Preview to preview the notification prior to sending
   1. Click Cancel to back out without saving or sending 
6. When the Notification is correct and ready to be sent, click Create Notification
   1. This will send a reminder email for each Form that was selected in All Forms that the Form(s) still need to be completed/submitted