September 29th 2021, WFM Release Note: ATS: 'Move to Next Step' Bulk Action & Reissuing Offers & Contracts

Summary

Select the release feature from the table below to be taken directly to that section of the release note.

Feature 1	Feature 2
Bulk Action: Move to Next Step Managers can use this new bulk action to move multiple candidates from an 'Invited to Event' step to 'Event Accepted'.	Reissuing Offers & Contracts New ability to reissue new offers or contracts from the ATS Admin portal without the need to contact Fourth Support.

Release date for all features: 29th September 2021

 

Bulk Action: Move to Next Step

• Enabled by Default? - Yes
• Set up by customer Admin? - No
• Enable via Support ticket? - Yes
• Affects configuration or data? - No

What's Changing?

A new bulk action that allows managers to move multiple candidates within an 'Invited to' event step to the 'accepted' step in a single action.

Reason for the Change

To enable managers to process candidate applications much more quickly and efficiently, particularly when processing high-volume job applications for specific vacancies. The bulk action can also be used to move individual candidates, providing an alternative option to do it from the Candidate Application page, which will also save time.

Customers Affected

All ATS customers.

'Move to Next Step' Bulk Action

Via the Dashboard 

The 'Move to next step' bulk action is only available on the 'Invite to' event process steps within the Dashboard pages.

To move multiple candidates to the next step from the Dashboard page:

• Log in/access ATS and go to the Dashboard
• Select an 'Invite to event' step
• Use the tick boxes to select 1 or more candidates
• Use the Action dropdown and select the 'Move to next step' action

The label for the 'next step' will dynamically change depending on the process step that the selected candidates are in. For example, if multiple candidates are selected in the 'Invited to Phone/Video Interview' step, the next available label in the Action dropdown will be Proceed to Phone/Video Interview accepted - as shown in Fig.1.

 

Fig.1 - 'Move to next step' bulk action on the Dashboard

The 'Move to next step' modal will be displayed, which shows:

• • Candidates selected - count of candidates selected for bulk inviting
  • Candidates will be moved to - the step the candidate(s) will be moved to once the bulk action is completed
  • Select Move candidates or Cancel if necessary

 

Fig.2 - Move to Next Step Bulk Action Pop-up Modal 

All selected candidates will then be progressed to the next step in the process and a toast message will be displayed to inform that the action was completed successfully.

Fig.3 - Toast message to inform users of successful bulk invitation to an event

As per current functionality, the Job Application status will be updated in the Candidate portal and Application pages to reflect the candidate(s) being progressed to the next step in the process

 

Via the Vacancy page

On the Vacancy page, the 'Move to next step' bulk action is available along with all other bulk actions at the vacancy level. When using the 'next step' bulk action on the Vacancy page, it displays the static label Move to next step - see Fig.4.

If attempting to move multiple candidates across different process steps to the 'next step' via the Vacancy page, an error message will display, informing that candidates cannot be bulk invited in this process step. 

Fig.4 - 'Move to next step' bulk action on the Vacancy page

Please note: Automatic emails are not sent out when candidates are progressed to the 'Accepted' stage. Managers have the option to send out ad hoc emails individually from the Candidate Application page should they wish to provide context or further information to candidates. 

Please note:  The 'Move to next step' bulk action is currently enabled for the Head Office permission group and therefore will only be visible to users assigned to it. To have the bulk action enabled for any other permission groups please request this via Fourth Support.

 

Reissuing Offers & Contracts 

• Enabled by Default? - Yes
• Set up by customer Admin? - No
• Enable via Support ticket? - Yes
• Affects configuration or data? - No

What's Changing?

Managers can now move candidates back a step within a process from the Candidate Application page on the Admin portal, and reissue a new offer or a brand new contract directly. 

Reason for the Change

To make it easier in the ATS to rectify any errors made within Offers sent out or in Contracts returned by candidates. Customers will no longer need to contact Fourth Support to raise a support request to reissue offers or contracts, thereby allowing candidates to be processed and hired faster.

Customers Affected

All ATS Customers.

Moving Candidates Back within a Process

The Move Candidate Back button is available within the Candidate Application page - see Fig. 5.

The button will only be visible on the following specific steps within a process:

• • Position Offered - can only send a new offer from this step
  • Position Accepted - can only send a new offer from this step
  • Onboarding - Collecting Documents - can send offer or send a new contract from this step
  • Onboarding - Documents Signed - can send an offer or send a new contract from this step

Fig.5 - Move Candidate Back button on Candidate Application Page

After selecting Move candidate back, only one of the two relevant options will be displayed, depending on which process step the candidate is in. 

1. Move the candidate back to re-issue a new offer
   or
2. Move the candidate back to re-issue a new contract

Please note: The Move candidate back button is only visible to users who belong to a permission group that allows the moving of candidates back within a process. As part of this release, the permission to view the Move candidate back button has been assigned to Head Office permission groups only. If you would like this permission to be granted for any other permission groups, please request this via Fourth Support.

Due to the multitude of reasons why a manager might want to do it, moving candidates back will not send automatic emails to them. As best practice, we advise that candidates are contacted by using the ad hoc communication functionality within the Candidate Application page to inform them of the decision and reasons for moving them back.

 

Reissuing a new Offer  

A new offer can be reissued by using the Move Candidate back - send new offer option - see Fig.6. A new offer can only be reissued from the following steps within a process:

• • Position Offered
  • Position Accepted
  • Onboarding - Collecting Documents
  • Onboarding - Documents Signed

Fig. 6 - Move Candidate Back - Send new offer option

To reissue a new offer to a candidate:

• Navigate to the Dashboard or Vacancy page > select any Candidate Application from within one of the process steps outlined above
• Go to the Candidate Application page 
• Use the Move Candidate Back button to reveal the Move Candidate Back - send new offer option
• Select Move Candidate Back - Send new offer

The 'Move candidate back pop-up' modal will open - see Fig. 7.

• Tick the box against the confirmation message (activates the Proceed button)
• To complete the action and the move candidate back, select Proceed

Fig. 7 - 'Move candidate back' pop-up modal

Once the action is complete, the candidate will be moved back to the step before Position Accepted within the process. 

• Select Proceed with application > Proceed to Position offered

Fig. 8 - Candidate moved back to step before 'Position Offered - Proceed with application'

• Fill in the Offer Stage modal (Fig.9) as required

Fig. 9 - Sending new offer using existing Offer stage modal

The Candidate portal will also be updated to display the correct job application status and the candidate will be able to accept the new offer as they currently do.

 

Reissuing a new Contract

A new contract can be reissued by using the Move Candidate back - send new contract option on the Candidate Application page - see Fig.10.

A new contact can only be reissued from the following steps within a process:

• • Onboarding - Collecting Documents
  • Onboarding - Documents Signed

Fig. 10 - 'Move candidate back - send new contract' option

To reissue a new contract to a candidate:

• Navigate to the Dashboard or Vacancy page > select any Candidate Application from within one of the process steps outlined above
  
• Go to the Candidate Application page
• Use the Move Candidate Back button to reveal the Move Candidate Back - send new contract option
• Select Move Candidate Back - send new contract

The 'Move candidate back pop-up' modal will open.

• Tick the box against the confirmation message (activates the Proceed button)
• To complete the action and the move candidate back, select Proceed

The candidate will be moved back to the Position Accepted step so that the manager can send out a new contract. The job application status in the Candidate portal will also be updated, telling the candidate that their application has been moved back to that step.

Managers can send out a new contract using the existing functionality by simply progressing the candidate to Proceed to Onboard - Collecting Documents (see Fig. 11).

Fig. 11 - Proceed to Onboarding - Collecting Documents to send new contract

Please note: The original contract that was sent to the candidate will be revoked and invalidated to prevent them from having access to multiple versions of live contracts. This will result in varying behaviours, depending on which e-signature service (see below) is used for employment contracts.

DocuSign: 

• The original contract envelope will be revoked and marked as 'void' in DocuSign, meaning the candidate will no longer be able to access the original contract via the ATS Candidate portal

Signable:

• The original contract envelope will be marked as 'expired' in Signable, meaning the candidate will no longer be able to access this contract via the hyperlink in the contract email they will have received

 

Audit Trail of Offers and Contracts that have been Reissued

The Application history tab within the Candidate Application page is constantly updated as and when candidates are moved back in steps and are sent a new offer or contract (see Fig. 12).

The Application history will contain an entry that includes the following details:

• Action taken - e.g. 'Move candidate back', 'send new contract'
• The user who completed the action
• Date and time of when the action was completed

Fig. 12 - Audit Trail - Application History