February 28th 2024, Release Note: WFM UK | ATS: Quick View Application Review, Offer Details in Candidate Applicant History

Summary

Release date: February 28th 2024

Quick View Application Review

• Enabled by default? - Yes 
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - No

What's Changing?

A new 'Quick View' function will allow hiring managers to review applications quickly and progress, shortlist or reject them with the click of a button.

Reason for the Change

To speed up the application review process.

Customers Affected

All UK ATS customers.

Release Note Info/Steps

• To access the Quick View functionality, go to ATS Admin Portal > ATS > Vacancies
• Select a Vacancy and then Quick View

Fig.1 - Vacancy Quick View

Each application with the 'Application Review' status will be available to view in the Quick View screen.  

Here, application form answers (on the left side) and CVs (on the right) can be quickly viewed. The CV viewer has tools that can be used to zoom in/out, download or print the CV (see Fig.2).

• To move between the applications, use the arrows as shown in Fig.2

Fig.2 - Quick View Application Review

Progress Candidate

From the Quick View, the candidate can be progressed to the next stage.

• Select Progress from the bottom-right corner

If there are events already created and assigned to the vacancy, they will appear in the pop-up modal so they can be selected and sent to the candidate for booking onto the event.

• To select an existing event, tick the checkbox against the applicable date and time (see Fig.3)

Fig.3 - 'Proceed to next step' pop-up modal

• To create a new event, select the down arrow next to the 'New events' section
• Select the Start date and time and the Interviewer
• Add the Number of slots available and any Notes if required
• Then select Add

Fig.4 - Create new event

The email that the candidate receives when the application is progressed will be available to view and edit, if required.

• To view the email, select the down arrow next to the 'Email to candidate' section (Fig.5)
• Make any changes if necesssary
• To complete this step of progressing the candidate, select Progress

Fig.5 - Email to candidate

Once the candidate has been progressed, a confirmation banner will display at the bottom of the screen to confirm.

Fig.6 - Success confirmation banner

Add to Shortlist 

Whilst reviewing applications, it is possible to 'shortlist' a candidate if the hiring manager would like to re-review after they have been through all of the applications.

• To do this, select Add to Shortlist

Fig.7 - Add to Shortlist

When the application has been added to the Shortlist, it will disappear from the To Review section and be added to the Shortlist.

Fig.8 - Shortlisted

Shortlisted applications can be viewed at any point.

• To view the Shortlisted applications, select Shortlisted

From here, applications can be:

• Removed from the Shortlist - they will be added back to the To Review list
• Progressed to the next stage - See Progress Candidate
• Rejected

It is possible for the user to choose to apply the action being taken to all of the applications within the Shortlisted section.

• To apply the action to all shortlisted applications, toggle Apply to all applications in shortlist before the action is taken

Fig.9 - 'Apply to all applications in shortlist'

Reject Candidate

• To reject a candidate, select Reject and then one of the 4 options presented:
  • Regret - This is the standard 'regret' email that gets sent out to the candidate immediately after the application is rejected
  • Regret - no response - This will end the application process for the applicant, but no email will be sent to them
  • Regret - talent pool - Once the application is rejected, an email will be sent to the candidate and their details added to talent pool (if they have agreed to be added during their application process)
  • Regret - 1 hour delay - This will send the standard regret email an hour after the regret process has occured

Fig.10 - Reject candidate options

• To view or edit the email that will be sent to the candidate, select the down arrow next to 'Email to candidate'
• To complete the Reject action, select Progress

Fig.11 - Regret Email

Once the Reject action has been completed, a confirmation banner will display at the bottom of the screen.

It is possible, while this banner is displayed, to undo the reject action.

• To do this, select Undo in the rejection confirmation banner

Fig.12 - Rejection confirmation banner

Once the rejection has been undone, a new confirmation banner will appear.

Fig.13 - Application reinstated confirmation banner

• To view rejected applicants, select the Rejected list
• To reinstate an rejected application, select Reinstate

Fig.14 - Rejected Applications

When the application is reinstated, a confirmation banner will be displayed at the bottom of the screen

Fig.15 -Application Reinstated confirmation banner

Reinstated applications will be available to review in the To Review list.

Star Ratings

• If Star Ratings are enabled, In each review list, it is possible to give each application a star rating from the bottom-left corner.

Fig.16 - Candidate Star rating

Offer Details in Candidate Application History

• Enabled by default? - Yes 
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - No

What's Changing?

Details of employment offers will now be available to view within the candidate's Application history.

Reason for the Change

Currently, offer details are not available to view for candidates within the admin portal, adding them to the application history page allows hiring managers to easily see what has been offered.

Customers Affected

All UK ATS customers.

Release Note Info/Steps

• To view the offer details, go to the Candidate's Record > Application History

After an offer has been made, the details of the offer will be recorded and displayed, as shown below.

Fig.17 - Offer details in 'Application history'