Job ATS v1: Job Stages

Note: To take advantage of the features mentioned in this documentation, your Org needs to be using Package Version 7.16 or newer. See Release Notes for more details about which features were introduced in each release. If you would like to upgrade to the current release, contact Bullhorn for Salesforce Support.

This article applies to ATS v1s using the ATS v1 data model only.

Overview

Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement. Stages help you manage and track Candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. as they move through the recruiting process. This articles walks you through how to use Job Stages.

These are the standard Job stages included in the Bullhorn for Salesforce package:

Application First stage of Job placement flow (Application> Submittal>Interview>Offer> Placement): The Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. has been identified as being suitable for the position A job (vacancy, position, role) is an opening for which a customer's client needs a placement..
Submittal The Second Stage of Job application flow. This is when the recruiter sends the Candidate CV to the client, a sort of first introduction.: The recruiter submits the Candidate to the client A Company is the organization where the contact works. This can also be called the Client.. The Candidate can be moved to Submittal with the option to send an email (with attachments) while moving the Candidate.
Send Out The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client.: The Candidate has been selected for an interview with the client. Interview The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client. details are entered.
Offer The fourth Stage of Job application flow. This is when the candidate is offered the position (details about salary, locations etc are shared and candidate decides if he wants to take the job): The Candidate has received an offer.
Closing Report Fifth Stage of Job placement flow, a Candidate that reaches the Closing Report Placement stage has been assigned to a job. In BH4SF, a 'Closing Report' is a record that captures all the information related to the newly filled position (name of Candidate, position, salary, start date, which recruiter gets credit for the hire etc.): The Candidate has accepted the client offer and agreed to all the terms. The placement The stage that occurs after a candidate accepts a job offer and facilitates their information being copied to the back office. of the Candidate is the end of the recruiting process.

Stages

Application

In the ATS v1, Candidates can be applied to a Job in many ways. Use Quick Add from the Actions Toolbar or one of the options offered by the Candidate Finder component.

When a Candidate is moved to the Application stage, an Application record is created in the background. The Bullhorn ATS prompts you to enter data related to the Application via the New Application page.

You can add multiple Candidates from the Application Data Entry page using the Add Applicant A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. button.

Admin Note:

To customize the fields shown on the New Application data entry page, add or remove from this Field Set:

Setup > Build > Create > Objects > Application > Field Sets: New Application

If users prefer moving the Candidate directly to the Application swimlane Clusters, or Swimlanes, are servers that hold our customer's databases, each cluster is like an apartment building and each customer's database is like an individual apartment. without entering any extra information, remove all fields from the Field Set. This will result in the data entry page being skipped entirely.

Submittal

When moving a Candidate to the Submittal stage, there are two options:

Submit With Email: Click this button to access an email pop-up form to enter a message to the client.
Submit Without Email: Click this button to move the Candidate to the Submittal stage without sending an email.

When Submit With Email is selected, the following features are available:

Email Template In BH4SF, this mainly refers to email templates: Manually pick a template, or a default template can be set by the System Administrator.
Admin Note:
Setting a Default Template
1. Navigate to Setup > Custom Settings > Talent Rover Properties
2. Enter the Email Template Unique Name in the Job Manager The name of a BH4SF legacy application used in older versions of the product with similar fiunctionalities to ATS tool. Submittal Email Template field.
To Field: This field will be pre-populated with the Job Contact' s email address as long as the Work Email field is populated on the Contact record, otherwise it remains blank.
Candidate Resume: The default resume for the Candidate being submitted is automatically attached to the email. You have the option to attach more files by uploading from your computer.

Admin Note:

It is possible to have either Submit With Email or Submit Without Email as the default action when moving a Candidate to Submittal and skip the choice pop-up.

Follow the steps in ATS v1: Customize the Kanban Board to access the Custom Metadata Type Swimlane Config for Submittal.
Pull either the Submit With Email or Submit Without Email checkbox onto the page layout (they are not visible by default).
Select the desired checkbox, then Save.

Send Out

When you move Candidates to the Send Out stage, a pop-up window displays for setting up an interview with the Candidate. Complete the form and click the Send button. An email is sent to both Interviewee and Interviewer Usually the client/hiring manager taking part in a Job interview. A recruiter can also be an Interviewer with the details of upcoming interview (Day, Time, Location).

The following options are available:

Interview Date: Choose the Interview day using the calendar. This is a mandatory field.
Interview Time: Select the Interview time from the drop-down. This is a mandatory field.
Duration in minutes: Enter a value for the Interview's duration.
Admin Note:
It is possible to set a default duration, so it’s always pre-populated.
1. Navigate to Setup > Custom Settings > Talent Rover Properties.
2. Enter the default interview duration in the Default Interview Duration field.
Type: Enter a value for Interview type.
Interviewee: This field is pre-populated with the name of the Candidate selected in the Bullhorn ATS. If multiple Candidates are selected, the Send Out popup will have as many sections as there were selected Candidates, and the Interviewee field will be pre-populated for each.
Interviewer: This is a Contact lookup field. It is possible to enter multiple Interviewers, each will receive an email if the Interviewer(s) checkbox is selected in the Send Invite section.
Email (Send Invite): The option is given to send Emails separately to Interviewer(s) and Interviewee. A different email template can be selected for each. To enter free text for your interview invite instead of using a template, enter the text in the Agenda box. Check the Interviewer(s) / Interviewee checkboxes in the Send Invite section.
Add Another Schedule: This link at the bottom left of the pop-up allows you to manually add another schedule without having to go back to the Bullhorn ATS.

Once a Candidate is in Send Out Stage, you can edit Send Out schedules directly from the Candidate listing in the Kanban. Select the Edit Schedule(s) icon in the Candidate card.

Admin Note:

When creating email templates for Send Out invites, make sure that the template merge fields reference the Send Out Schedule object. Merge fields referencing other objects will not be populated.

The text entered in the Agenda field can be included in an email template, as long as the template contains the merge field for it, which is {!TR1__Send_Out_Schedule__c.TR1__Description__c}.

Set up a default Send Out Schedule Template for Interviewer and Interviewee:

Go to Setup > Email Templates, find the email template that you want to use for sending out invites to the Interviewers and copy the name of the template from the Template Unique Name field.
Next go to Setup > Custom Settings > Talent Rover Properties and click on the Manage Records link.
Find the Send Out Invite Interviewer EmailTemplate Custom Setting.
Enter the unique name of the template in this field and click on Save.
When you create a Send Out (Interview) schedule, select your template from the list.

To set up a default template for the Interviewee (Candidate) Invite, repeat same steps as above, but use the Send Out Invite Candidate Email Template Custom Setting.

When a default Send Out template is set up, the template field will be pre-populated on the Send Out Schedule page.

Offer

When you are ready to offer your Candidate the position, move the Candidate's card to the Offer stage to bring up the Offer data entry pop-up.

The Job and Offered To fields are pre-populated. Enter information in the additional fields as needed.

If you are moving multiple Candidates to the Offer stage, the Offer data entry page will have a section for each selected Candidate. The Copy to All button will enter the same values for all Candidates.

Admin Note:

To customize the fields shown on the Offer data entry page, add or remove from this Field Set:

Setup > Build > Create > Objects > Application > FieldSets > NewOffer

The data entry page can be skipped altogether if users have a preference for just moving the Candidate directly to the Offer swimlane without entering any extra information by removing all fields from the field set.

Closing Report

When you move a Candidate to Closing Report, you will see the standard Closing Report Edit Page. This page will match the Record Type of the Job - if it’s a Permanent Job, then it will be the Permanent Closing Report page layout. Due to the amount of data required to be entered on a Closing Report in the ATS v1, only one Candidate at a time can be moved to this stage.

The following actions are not available for Candidates in Closing Report stage: Move back, Move forward, and Reject/Unreject.