Hiring a Tracker Candidate & Starting the 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

Access the Tracker

Navigate to: Recruiting / Trackers / Open or All Trackers

1. Click the magnifying glass next to the Tracker
2. When the Tracker tabs display below, click the "Tracker Candidates" tab:

3. Click the magnifying glass for the successful candidate you are hiring

    

4. This action will redirect you out of the Tracker and into the Tracker Candidate's Details

5. Click "Hire"

   

Hiring Options

6. Complete the information in the Hiring Options pop-up window, including:

   

   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 
      1. 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):
      1. Job Title
      2. Work Location
      3. 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. To view:

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, go to Process Forms / All Forms to confirm the forms have been initiated for the new hire
3. Confirm Notifications were sent successfully by navigating to Notifications / Sent Notifications 

Incomplete Onboarding Forms

Occasionally, after the Onboarding Forms have been sent to a new hire and some time has passed without receiving them back, navigate to Process Forms / All Forms to locate the forms you are waiting on. 

1. Check the box(es) next to the form(s)

2. Click "Send Notification"

   

3. When the Send Notification pop-up displays, select:
   1. "Onboarding Forms Not Completed" as the Notification Template from the drop-down menu

4. Under recipients, select the box for Employee

   

   

5. Ensure the email subject is correct for your Notification 
6.  Click "PDF Preview" to preview the notification prior to sending
7. Click "Create Notification" to send a reminder email for each Form that was selected in All Forms, that the Form(s) still need to be completed/submitted.