WFM UK: ATS: Candidate Journey within the ATS

Overview

This article describes the processes and steps of the candidate journey when applying for a vacancy within the Applicant Tracking System (ATS). Find a quick video overview of the candidate journey here.

For more information on the ATS please see WFM - Applicant Tracking System (ATS): Getting Started.

 

Finding a Vacancy

Vacancies can be searched for on Job Boards and Company Websites.
 

Fig.1 – Job Board

Fig.2 – Company Website

• The Apply on Company Site button on the Job Advert within the Job Board will direct the user to ATS

Fig.3 – Apply on Company Site Button

The Career page of the hiring company's site will also direct applicants to the ATS where vacancies can be searched for. The ATS landing page (Fig.4) contains multiple vacancies. Details of the fields on this page are described below:

• Postcode – Search by Postcode or Location
• Distance – Search by distance from Postcode
• Role Type – Search by Role Type from Postcode or City - A role type can be selected in addition to the Postcode/Location and travel distance to refine the search further
• Search by Location – Search by Restaurant Location
• Latest Jobs – A Location with current vacancies can be selected from the drop-down menu

Fig.4 – ATS homepage

When a vacancy is selected, the Vacancy Detail page will display the following information:

• Role and Location Details - Candidates can also share vacancies on social media or email the details to a friend
• Address Details - Location being advertised full address
• Location Map & Description - With map pin and description of the location
• Pay Rate Detail - This may show salary details or it may just say 'Competitive'
• Job Advert - Advert to describe the role and company

Fig.5 – New Vacancy

• At the bottom of the page, candidates can select Apply today which will redirect them to the application form

Fig.6 - 'Apply today' button

Application Form

Application forms can vary depending on the company’s setup and the vacancy type.

• The application form will require the candidates first name, surname, post code, a mobile phone number, and the candidate’s email address to be mandatory. Other questions can be added according to the customers needs

Please note: The email address used on the application form will be used for all subsequent communication in the process.

Fig.7 - New Application form

 

Scoring, Hidden Questions & Auto-regret on Application Forms

Questions may be mandatory or optional. Mandatory questions are marked with an asterisk. 

Certain answers to some questions can lead to automatic rejection of the candidate. In this case, the candidate will still be allowed to apply, but they will receive an email explaining that their application has not been successful. They will also not appear in the Admin portal as they will not be eligible to progress further.

Some questions contribute to an application form score, but it is not disclosed whether questions are scored.

Some questions may only appear once a specific answer has been selected, and will remain hidden if that is not the case.

Fig.8 – Detailed application form

Creating an Account

At the end of an application form, the candidate is prompted to set up a password to create their account. The email address becomes the account username automatically.

• An account is mandatory and allows secure communication with the candidate throughout the recruitment journey

Once an account has been created, the ATS will auto-populate the five mandatory fields of personal details as outlined above, for other applications. If candidates have previously set up an account, they are prompted to input only their password. The ATS will recognise previously used email addresses and link these to existing candidate accounts. 

The candidate will also be asked if they would like to be considered to be added to the Talent Pool. They can change their answer at any time once the account is created. 

Fig.9  – New Account

Once logged in, an application confirmation message is displayed.

Fig.10 - Application received

GDPR

At the end of the application form, the Privacy Statement and the Terms & Conditions must be accepted, or the candidate will be unable to proceed. The Privacy Statement is linked to the customers website and is accessible at all times for the candidate.

Fig.11 – Privacy Statement

Application Process

Stage 1 – Application Received

An automatically generated email will be sent once the application has been submitted, confirming that it has been received. This template can be customised according to the business branding and wording. 

Fig.12 – Application email

Stage 2 – Invitation to Interview

When an invitation to interview is sent out, an automatically generated email and a text message will also be sent. 

Candidates can change a slot once selected, and are able to decline all interview slots if they are unable to attend any of the proposed interview date and times.

• The email and text message contains a link that directs users to the 'My Applications' section of the ATS where one of the available date/time options can be selected and confirmed

Fig.13 – Invitation to interview

SMS Messages

The ATS system sends SMS messages to the candidate to correlate with email correspondence at positive stages of the process.

Fig.14 - SMS good news message

SMS messages can also be used to request a call back when a phone call has been attempted, or for some ad hoc communications.

Fig.15 - SMS call back message

Offer Stage

When a job offer is made to an applicant, an automatically generated email and text message are sent.

• This contains a link that will direct the user to the 'My Applications section' of the ATS where the offer can be reviewed and accepted

Fig.16 – Job Offer

Onboarding Stage

Contract

When the job offer has been accepted, the option to send the applicant a contract will be available.

The candidate will be sent a confirmation email from the ATS and a second email requesting an electronic signature. This will connect with the digital contract.

Please note: Inform the candidate that the contract will need to be completed in one go. The signature and all other necessary details need to be submitted at once. 

Fig.17 – Contract Signature 

Welcome

A final email will be sent to the candidate to confirm that their contract has been received, and a message will display on-screen to confirm the updated status. Their employee record will then be fully created within the WFM system of Fourth and the RTW documentation & the contract envelope signed in full by the candidate will appear in the 'Document Management' piece of the record automatically.

 

Rejected Candidate

When a candidate is regretted or rejected, they will receive an automatically generated email to inform them of the rejection and their application will be automatically filed within the ATS.

 

Candidate Account

A candidate account is automatically created when applying for a job with a company for the first time. The account can be logged into at any stage of the recruitment process and it contains all the information related to the candidate and the vacancy applied for.

The ‘My Account’ section contains the following sub-sections

• Personal Information – Details can be edited within this page, e.g. email address, phone number
• My Applications – Candidates can review the status of their current and past applications. Job descriptions (if provided by the company) can also be downloaded from here
• Account Settings – Change password, change Talent Pool setting and make a Data Request (GDPR)
• Favourite jobs - Candidates can add their favourite vacancies to this section and review them from here
• My Documents – Candidates can review, download, and delete previously submitted documents (e.g. a CV). Additional documents can also be uploaded by the candidate, such as Cover letters, Reference forms etc.
• Log Out – Log out of the account

Fig.18 - 'My account' section

Video Overview