WFM UK: ATS: Recruitment Process FAQs

Overview

This article explains the most frequently asked questions regarding the recruitment processes within the Fourth ATS (Applicant Tracking System).
 

FAQs

What is a recruitment process?

A recruitment process is defined as the ‘journey’ that a successful candidate has to make from applying for a vacancy to the onboarding process. Processes can be as long or as short as necessary to suit business requirements.

The ATS typically contains multiple processes to reflect the recruitment requirements of different roles i.e. salaried roles, hourly paid roles, hourly paid roles for new openings.

A maximum of 3-4 recruitment processes is recommended.

What steps are involved in a typical recruitment process?

The example below shows the steps involved in a typical application process for hourly-paid employees.

1. Application Review
2. Invited to Phone Interview
3. Phone Interview accepted
4. Invited to Interview & Trial Shift
5. Interview & Trial Shift accepted
6. Right to Work checks initiated
7. Right to Work confirmed
8. Position offered
9. Position accepted
10. Onboarding – collecting documents
11. Onboarding – documents signed
12. Welcome on board

Below is an example of a typical application process for management positions.

1. Application Review
2. Invited to First Interview
3. First Interview accepted
4. Invited to Second Interview
5. Second Interview accepted
6. Right to Work checks initiated
7. Right to Work confirmed
8. Invite to Final Interview
9. Final Interview accepted
10. Position offered
11. Position accepted
12. Onboarding – collecting documents
13. Onboarding – documents signed
14. Welcome on board

What steps are mandatory within a recruitment process?

The following steps are necessary for every recruitment process:

1. Application Review
2. Right to Work checks
3. Position Offer
4. Onboarding / Document Collection

The following would require separate processes:

• Different interview/event stages are needed
• Different on-boarding documents need to be sent and signed, including contract
• Different email communication needs to be sent
• Different questions/options need to be presented within the Application form. One process can only link to one application form.

The following can be managed within the same application process:

• Different pay types., i.e. salary and hourly positions could be on the same process, but only if they can align with a common contract and application forms.

Can I skip certain steps within a recruitment process?

Yes – some stages can be skipped, as long as they are not mandatory. This can be useful if the number of interviews required for certain positions can vary. For example, the first and second interview may be mandatory, but the final interview may be optional. Where applicable, the recruiting manager will be able to skip to the next stage in the process without any communication being sent to the candidate.

The ATS configuration of each company dictates which steps are skip-able within each recruitment process.

Is the order of the steps within a process flexible?

Yes but not for all process steps. Some steps have restrictions.

• RTW (Right to Work) checks must happen during a face to face event. They can only happen at one stage in each process. This stage cannot be skip-able
• Document signing (sending out of contract envelope for signature), can only happen at one stage in each process. This stage cannot be skip-able. This would be expected to happen at the very end of an application process
• On-boarding (data sent to HR to create the new employee) can only happen at one stage in each process. This stage cannot be skip-able. This would have to happen at the very end of an application process

How is the ATS communication with candidates affected by recruitment processes?

Throughout each process, emails and SMS messages are sent to the candidates to inform/invite/instruct them about the current or the next recruitment process step. Emails and SMS messages can vary between each process. They can include information such as interview times, company website links, what to bring to an interview, etc. and are usually written in the tone of voice and style that matches the company’s style & brand.

Email Templates can be edited by the Recruitment Team/Head Office Team.

For more information on Email Templates, please see WFM - ATS Email Template Management.

How can I make changes, add to, or delete a current process?

If changes are needed, please reach out to your designated Fourth contact. Process changes can be complex, depending on your requirements, and therefore internal recruitment process and cost implications may be applicable.

Why are not all application processes and locations visible to me?

The ATS is managed according to a company-specific permission structure. Not every recruitment process and its candidates/vacancies will be available to every hiring manager. For example, it may be that only the HO recruitment team has access to the salaried manager's process, but location managers can recruit hourly staff at their own location. We would recommend speaking to your line manager or recruitment team if you have questions about your access permissions.