Job ATS v2: Job Stages

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. Bullhorn for Salesforce includes standard Job Stages right out of the box but the stages can also be customized. This article details out your options when using Job Stages. See ATS v2: Customizing Candidate Stages for more information on customizing stages.

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 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..
• Internal Interview The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client.: This stage is used to set up an Interview between your Org's internal users and Candidates.
• 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 a Candidate to the client A Company is the organization where the contact works. This can also be called the Client.. When moving a Candidate to Submittal you're given the option to send an email with the Candidate's resume to the Client.
• 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 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.

In List Views, Job stages are color-coded as follows:

• Blue: The current stage of the Candidate.
• Green: The previous stages.
• Red: The stage in which the Candidate has been rejected.
• Grey: Stages that have been skipped.
  • Note that Candidates do not need to go through every stage. They can be entered at any stage and moved to any stage.

The Kanban View The main User Interface in ATSv1 (the page that opens after a job/candidate is selected and that shows buttons, stage columns, or swimlanes, and cards). One of the three UI Views in ATS v2 (the others being List View and Table View) displays a green bar for active Candidates and a red bar for rejected Candidates:

Application

Candidates can be applied to a Job in Bullhorn for Salesforce in several ways:

• Apply from within the Bullhorn ATS: Click the Quick Add button to add a Candidate.
• Apply from Search and Match results: Select some or all Candidates from the search results, and add them to ATS v2 using the Add to Application button.
  
• Apply from Call Lists A Mass Mailing tool that's used to mass mail a list of candidates or clients: Select Call List Members and click the New Application button.
  
• Convert Job Board A website where open jobs are advertised Applications: (Only for Orgs with Job Board Applications enabled) Go to the Job Board Applications List View One of the three user Interfaces in ATS v2 (the others being Kanban View and Table View) tab, select the Job Board Applications you want to convert to Application, and click the Convert button.
  

Application Data Entry Page

When a Candidate is added to the Application Stage, you are prompted to enter data related to the Application. The New Application page is driven by a customizable Field Set.

You can add multiple Candidates from the Quick Add Application data entry page, by clicking Add Applicant A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider..

• If multiple Candidates are selected and some of those Candidates are already applied, the data entry page will only consider the Candidates that have not yet been applied to the job.

Use the Copy to All button to copy the data entered for the first Candidate into the necessary fields for the rest of the Candidates.

Internal Interview

When Candidates are moved to the Internal Interview stage, a pop-up window will display that allows you to set up an interview with the Candidates. Complete the form, add an email, and then click Save.

• This sends an email to the Interviewee and/or Interviewer Usually the client/hiring manager taking part in a Job interview. A recruiter can also be an Interviewer with the details of the upcoming interview. This email includes the day, time, type, location, and email body, which can be a template or free text.
• An Event A Salesforce term used to describe an activity that involves invitations being sent out and calendar appointments being made. record is also created against the Job with a Record Type of Internal Interview. This will result in the Candidate being moved to Internal Interview Stage and the Application V2 record being updated in the background.
  

Interview Fields

Interview Date	Select the Interview day using the calendar picker. This is a mandatory field.
Interview Time	Select the Interview Time using a drop-down. If the desired time is not listed, you can enter it manually using the following format - hh:dd am/pm. This is a mandatory field.
Duration in minutes	Enter a value for the Interview duration. Out of the box, this field is mandatory but can be made optional. It's possible to set a default value for this field so that it is pre-populated.
Type	Select a value from the picklist for the Interview Type. Out of the box, this field is mandatory but can be made optional. It's possible to set a default value for this field so that it is pre-populated.
Where	If your Org has an integration with Google Maps, you're able to see a visualization of the location you have entered by clicking on it.
Interviewer(s)	This field will show only users with access or related to the respective Job record.
Interviewee	This field is pre-populated with the name of the Candidate selected in the Bullhorn ATS.

From the Internal Interview page you can also create multiple Interviews and add another schedule.

• Multi-select: If you select multiple Candidates in the ATS v2 and move them to the Internal Interview stage, the pop-up window will contain as many sections as there are selected Candidates. The Copy to All button can be used to copy the field values to all schedules.
• Add Another Schedule: This link is located at the bottom left of the pop-up and allows you to manually add another schedule. This is useful when a Candidate is already in the Internal Interview stage and is sent for a second or third interview.

Interview Emails

Emails are always sent to selected Interviewers and the Interviewee when the Save button is clicked. Bullhorn for Salesforce leverages Amazon AWS to send emails from the Send Out Schedule page.

• Templates are supported (text, custom, and HTML types) and you can pick one by using the Select Email Templates drop-down. The logged in user will see all of the templates that are in folders shared with them as long as they are marked as "Available to use".
  
  

  Only merge fields from the Send Out Schedule V2, Job, and Contact objects will be populated correctly. Click Preview to verify that the email template merge fields are populated correctly. If you select multiple interviewers, the name merge field will only display the name of the first interviewer.

• Text can be entered in the Email Body field if templates are not used.
• Attachments can be uploaded from your computer, or you can select from the list of documents that you own or are shared with you within your Org.
  • The maximum file size per uploaded document is 2 MB and the total attached files size cannot exceed 10 MB. There is a maximum of 10 attachments per Send Out schedule.
• An Event is created against the Job record for every Invitation sent out with a Record Type of Internal Interview.

Submittal

There are two options when you move a Candidate to the Submittal stage:

• Submit with email: Click this to display an email pop-up form where you can enter a message to the employer.
• Submit without email: Click this to move the Candidate to the Submittal stage without sending an email.
  

Submit With Email

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

• Select a Template In BH4SF, this mainly refers to email templates: You can manually select a template here or a default Submittal template can be set up by the System Administrator.
  • The logged in user will only see the templates stored in template folders they have access to that are marked as "Available for use".
    
• To: This field is pre-populated with the name and email address of the Client Contact A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact). from the Contact field on the Job record.
• Default resume: The default resume for the selected Candidates is attached automatically to the Email.
  
• New Attachments button: When you click the New Attachments button, a Select Files page will open and allow you to attach your own files, or those that are shared with you or stored locally.
  

Send Out

When Candidates are moved to the Send Out stage, a pop-up window will display that allows you to set up an interview (Send Out Schedule) with the Candidate. Complete the form, add your email, and then click Send.

• This sends an email to the Interviewee and/or Interviewer with the details of the upcoming interview. This email includes the day, time, type, location, and email body, which can be a template or free text.
• An Event record is also created against the Job with a record type of External Interview.

You can also choose to enter data without sending an interview invite. This will still result in the Candidate being moved to the Send Out stage and will update the Application V2 record in the background.

Send Out Schedule Fields

Interview Date	Select the Interview day using the calendar picker. This is a mandatory field.
Interview Time	Select the Interview Time using a drop-down. If the desired time is not listed, you can enter it manually using the following format - hh:dd am/pm. This is a mandatory field.
Duration in minutes	Enter a value for the Interview duration. Out of the box, this field is mandatory but can be made optional. It's possible to set a default value for this field so that it is pre-populated.
Type	Select a value from the picklist for the Interview Type. Out of the box, this field is mandatory but can be made optional. It's possible to set a default value for this field so that it is pre-populated.
Where	If your Org has an integration with Google Maps, you're able to see a visualization of the location you have entered by clicking on it.
Interviewer(s)	This field will show only users with access or related to the respective Job record.
Interviewee	This field is pre-populated with the name of the Candidate selected in the Bullhorn ATS.

From the Send Out Schedule page, you can also create multiple Send Outs and add another Schedule.

• Multi-select: If you select multiple Candidates in the Bullhorn ATS and move them to the Send Out stage, the pop-up window will contain a section for each selected Candidate. The Copy to All button can be used to copy the field values to all schedules, except for the Interview Date, Interview Time, and Interviewee Attachment.
  
• Add Another Schedule: This link at the bottom left of the pop-up allows you to manually add another Schedule. This is useful when a Candidate is already in the Send Out stage and is sent for a second or third interview.
  Ensure that you do not edit the existing Send Out Schedule when a subsequent Interview is needed, use the Add Another Schedule button instead. In the background, a new Send Out Schedule record will be created along with a new email sent and new Events created against the Job and Contacts. This will signify that this is the subsequent interview for that Candidate.

To view all, edit, or cancel Send Out Schedules use the View Interview Schedules button on the Action Toolbar. See Job ATS v2: Actions Toolbar for more information.

Send Out Schedule Emails

The Send Interviewer Email and Send Interviewee Email toggles are off by default. To activate them, click the toggle. The Interviewee field will be pre-populated but you'll need to select an Interviewer from the dropdown.

Clicking either toggle results in a sub-tab appearing on the right side, one for each toggle that was enabled. This is where you compose your emails for the Interviewers and Interviewee. When the toggles are switched to be active, the New Interviewer Attachment and New Interviewee Attachment buttons are also displayed. Bullhorn for Salesforce leverages Amazon AWS to send emails from the Send Out Schedule page.

• Templates are supported (text, custom, and HTML types) and you can pick one by using the Select Email Templates drop-down. The logged in user will see all of the templates that are in folders shared with them as long as they are marked as "Available to use".
  
  
  

  Only merge fields from the Send Out Schedule V2, Job, and Contact objects will be populated correctly. Click Preview to verify that the email template merge fields are populated correctly. If you select multiple interviewers, the name merge field will only display the name of the first interviewer.

• Text can be entered in the Email Body field if templates are not used.
• Attachments can be uploaded from your computer, or you can select from the list of documents that you own or are shared with you within your Org by clicking the New Interviewer/Interviewee Attachment buttons.
  • The maximum file size per uploaded document is 2 MB and the total attached files size cannot exceed 10 MB. There is a maximum of 10 attachments per Send Out schedule.
• An Event is created against the Job record for every Invitation sent out with a Record Type of External Interview.

Offer

When you are ready to offer the Candidate the position, move them to the Offer stage by clicking the Offer chevron in the List View. In the Kanban View, drag the Candidate card to the Offer column. You can also select multiple Candidates and move them all to the Offer stage by using the Actions Toolbar.

Offer Data Entry Page

When a Candidate is moved to the Offer stage, you are prompted to enter details about the Job offer.

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 is available to enter the same values for all Candidates:

Closing Report

When a Candidate is moved to the Closing Report stage, the standard Closing Report edit page pops up to gather details about the placement. The Record Type will match the job - if it’s a Permanent Job, then it will use the Permanent Closing Report page layout. Only one Candidate at a time can be moved to this stage due to the amount of data required for populating a Closing Report. An alternative is offered for placing multiple Candidates at the same time. See ATS v2 Mass Placements for more information.