WFM UK: ATS: Training Guide – Fourth & HotSchedules Customer Success Portal

Welcome Pages

Notifications sent from Head Office can be viewed in this screen, seen in Fig.1.

Fig.1 – Notifications

Navigation

Select ATS for the main Applicant Tracking System

Fig.2 – Welcome Screen

Opening and Posting a Vacancy

To open a new vacancy, go to Vacancies in the ats menu, then select + Create New

Please note: A vacancy cannot be opened for a role which already has an open vacancy or a closed vacancy with open candidates still live within them.

Fig.3 – Vacancies Screen

In the ‘Add Vacancies’ screen, populate the following fields:

Select Part Time, Flexible, Fixed Term, Full Time or Either in the Employment Type field (these options can be configured for you according to your business needs)
Choose the Location of the vacancy
If you have Division activated in the portal, select Division
Choose the Role
Select Available Spaces
Select ‘Job Live From’ date
Select ‘Job Live Until’ date
The ‘Role Advert Text’ field will load automatically

Fig.4 – Adding a Vacancy

Calendar: Pre-Planned

Once the vacancy has been opened, ‘New Events’ can be created in the calendar. It is also possible to create events ad hoc per candidate.

The calendar can be accessed via the Menu or select the Calendar Icon

Fig.5 – Accessing the Calendar

In the Calendar screen, events are represented by colour-coded dots.

To add to a personal calendar, select Export Events
Select + to create a New Event

Fig.6 – Calendar Screen

Creating a New Event

Populate the following fields in the ‘Event Details’ screen:

Event Type
Select the number of spaces available for the selected date and time
Select the Start and End date
Select the Start and End time
Select the Location Type
Choose the Location the event will take place in
Select the Interviewer
When complete, Save

Fig.7 – Event Details

Tag the Vacancies that the event is to be linked to by selecting the relevant check boxes (see Fig.8)
Or select all Vacancies in bulk, by selecting the box at the top of the list
Select Add Vacancies to Event

This will ensure that when a candidate is to be invited to an event, the options will appear for the manager to offer.

Fig.8 – Tagging a Vacancy

Ad Hoc Event Invite

There is the option to create an event ad hoc for the candidate on an individual basis.

If there are events already associated to the vacancy, these will display under ‘Associated Events with Free Slots’.

Complete the fields listed to create the new event/interview
You can also view the Email Preview, and dependant on access, make any adjustments to the email being sent out to the candidate
You can create multiple options to allow for the candidate to select the most convenient event for them

Fig.9 – Setting up an Event

Managing Vacancies

Vacancy Home Page

This page is accessed by selecting Vacancies in the ATS drop-down menu.

The number of vacancies with open candidates within them is shown by the number listed next to Active.

The total number of current applications in the system is shown by the number listed in the vacancy next to Active Applicants.

Select the Vacancy Title to see more information

Fig.10 – Open Vacancies

The steps of the recruitment process are listed on this page, and the current candidates at that process step, seen in Fig.11.

To view more detail on any of the steps, select the required part of the process

Fig.11 – Vacancy Process

Expand each of the steps to reveal the number of candidates at each sub-step.
To manage candidates, open the sections of the process to reveal individual ‘Candidate Cards’

Fig.12 – Detail on Process

There are multiple options within the ‘Candidate Card’, as seen in Fig.13:

Quick View CV by selecting the CV icon
Quick View the Application by selecting the Paper icon
Quick call the candidate by selecting the Phone icon (this can also be used to formally arrange a phone interview)
View or Add Comments by selecting the Speech bubble icon
Select the Grey Arrow next to the candidate’s name to open ‘Manage Candidate’
Select the Box below the arrow to manage candidates in a bulk action
Give the candidate a Star rating by selecting the Stars on the 'Candidate Card'
If Application Form scoring is used, view the percentage on the 'Candidate Card'

Fig.13 – Candidate Card

Selecting a Candidate Card will open up the individual application and the process to manage the next steps, as seen in Fig.14.

To add comments about the candidate, select Add Comment
To give a Star Rating for the candidate, select the star out of five
Select each of the tabs for more information
Use the Document tab to upload documents or to view existing documents
Select Proceed with Application to proceed the candidate
Select Cancel Application to select a Regret option
Select Ad Hoc Communication to ad hoc contact the candidate via SMS or Email
Select Change Role of Location if the candidate is in agreement and would be suited better for another option - Please note, an open vacancy must be available to move the candidate over

Fig.14 – Application Review Screen

When the RTW check is to be conducted, select Right To Work Checks and follow the instructions within the candidate page.

The result will automatically be returned to the ATS. If approved, a tick will appear next to ‘Right to Work Checks Confirmed’ and a push notification will go out to the person/s that are configured to receive them.

Please note: The candidate will not be able to be progressed until the check is approved and the entire process is frozen apart from Cancelling the Application.

If the check fails, an error message will display in the ‘Application’ tab.

If a candidate fails the check and requests more information, refer them to HO

Fig.15 – Right to Work Checks

Job Offer Stage

This stage sends an informal offer email to the candidate. They must agree to this offer before they can be progressed to the formal contract offer state.

Within this page, seen in Fig.16, the salary can be selected or amended depending on permission level.
Enter contracted weekly hours
Enter employment type
Complete reporting to and hiring manager confirmation fields
Select Progress Application

Fig.16 – Job Offer

The next screen displayed gives a summary of the offer details, seen in Fig.17.

Fig.17 – Summary of Offer Details

Bulk Select

Save time by using the ‘Bulk Select’ tool on the Vacancy page.

Select inside the white check box (see Fig.19) to select the application(s) to be bulk selected

A box will appear that gives options for the next steps

Use Bulk Regret to close off applications once the position is filled

This tool can also be used to move one or more applications to another location or role.

Fig.19 – Bulk Selecting

Closing a Vacancy

Please note: Before closing a vacancy, all applicants must be fully processed.

Select Edit on the vacancy page to open the vacancy details

Fig.20 – Job Vacancy

Select the action Close Vacancy

Those using Fourth's ATS module can also access the ATS system via the Fourth app rather than an external weblink.

To apply the access to an individual user:

Go to HR > Users > Assign User Access
Search for and select an Employee
Select User Profile from the top-right corner
Scroll down to the section called ‘Other’
Tick the box next to Access to ATS app

Fig.21 – Access to ATS app user setting

Select Next to proceed, and then Next again on the following pages to fully apply the setting

To update the Access Level template (for all users on that access level in the hierarchy)

Go to HR > Company Admin > Access Level Hierarchy > select a Hierarchy
Select an Access Level and then select Edit against ‘HR Module’

Fig.22 – Selecting Edit against an Access Level

The Access Template will open on the screen.

Scroll down to the section called ‘Other’
Tick the box next to Access to ATS app
Select Save to apply the setting to the Access Level template selected

Please be aware that an Access Template can be assigned to multiple levels in the hierarchy so please check this prior to updating the permission.

All users with this permission will then be able to open Fourth ATS from within Fourth Engage, by selecting it from the list of connected apps.

Bulk Select

Closing a Vacancy

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