January 18th 2022, Release Note: WFM UK: ATS: Moving Candidate Applications between Roles, Locations & Brands, Read/Unread Candidate Applications – Fourth & HotSchedules Customer Success Portal

Summary

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

Feature 1

Feature 2

Moving Candidates between Brands, Locations & Roles

Managers can now move candidate applications between Brands, Location and Roles on static steps within a process.

Managers can now easily distinguish between applications that have been viewed by a manager, and new applications submitted within the Application Review step.

Release date for all features: January 18th 2022

Moving Candidates between Brands, Location & Roles

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

What's Changing?

New functionality introduced on static steps within a process for managers to be able to move candidate applications to more suitable vacancies in different Brands, Locations and Roles.

Reason for the Change?

To give managers more flexibility, removing the requirement to make this change much later at the 'Offer Position' stage within a process. This will also provide a better candidate experience.

Customers Affected

All ATS customers.

Release Notes/Steps

As part of this functionality, managers will be able to move candidate applications between Role, Location and Brand on the following static steps within the application process:

'Application Review'
'Right To Work Checks Confirmed'
'The step before 'Position Offered'

This is due to the consistent availability of the above steps in all custom processes created within ATS portals, meaning managers will have the freedom to move candidates between a variety of processes without any limitations.

Moving candidate applications to a different Role, Location or Brand does not progress the candidate to the next step in the process. That responsibility is given to managers who receive candidate applications from other managers as a result of moving the Role, Location or Brand.

Moving a Candidate Application to a Different Role, Location or Brand

Managers can only move candidates to a different Role, Location or Brand within the Candidate Application page. This is not available as a bulk action within the Dashboard details page (see the section Vacancy Page Bulk Actions - Change Role & Change Location for further details).

To move a candidate application:

Log in to ATS and select Dashboard
Select Application Review, Right To Work Checks confirmed or the step before Position Offered
Select one candidate application
On the Candidate Application page, under 'How would you like to proceed?' select Change Role, Location or Brand

Fig.1 - Change Role, Location or Brand button within Candidate Application page

Please note: The Change Role, Location or Brand button is only visible to users who belong to permission groups that have the Can change Role, Location or Brand permission assigned. By default, this is enabled for all Head Office users. To have the enabled for specific permission groups within your ATS portal, please liaise with your Fourth contact.

A pop-up modal will appear.

Fig.2 - Change Role, Location or Brand Modal

Moving a Candidate Application to a Different Role

To move a candidate application to a different role:

From the 'Change Role, Location or Brand' pop-up (Fig.2), use the Change role and/or location drop-down and select Change role
Use the Change role drop-down and select the role to move the candidate application to - see Fig.3

The Change role drop-down will list all available roles that have an open or closed vacancy within the Location and Brand the candidate originally made their application to. This includes any private vacancies that are open or closed but will only be visible to users with the correct permission levels (by default this will be all Head Office users).

Fig.3 - Moving a Candidate Application to a different Role

To move the candidate application to the chosen role, select Proceed

The vacancies list view will then display with a confirmation message - see Fig.4.

Fig.4 - Confirmation Message

Moving a Candidate Application to a Different Location

To move a candidate application to a different Location:

Follow the same steps as above but in the 'Change Role, Location or Brand' pop-up, use the Change role and/or location drop-down and select Change location
In the Change location drop-down, select the Location to move the candidate application to

The Location drop-down will display a list of all Locations within the current Brand that currently have an open or closed vacancy for the role that the candidate applied to.

Fig.5 - Moving a Candidate Application to a different Location

To move the candidate application to the chosen Location, select Proceed

Moving a Candidate Application to a Different Role and Location Simultaneously

To move a candidate application to a different Role at a different Location:

Follow the same steps as above but in the 'Change Role, Location or Brand' pop-up, use the Change role and/or location drop-down and select Change role and location
Use the Change role drop-down and select a role

Doing this will filter the Change location drop-down to only show a list of Locations that contain open or closed vacancies (that are not archived) for the role selected.

Use the Change location drop-down and select a Location

Alternatively:

First, use the Change location drop-down and select a Location

Doing this will filter the Change role drop-down to only show a list of Roles that have open or closed vacancies (that are not archived) in the Location selected.

To reset the filtered lists in either drop-down, select Pick One

To move the candidate application to the selected role and location, select Proceed

Fig.6 - Moving Candidate Application to a different Role & Location

Moving a Candidate Application to a Different Brand

To move a candidate application to a different Brand:

Follow the same steps as above but in the 'Change Role, Location or Brand' pop-up, use the Change brand drop-down
Select the Brand to move the candidate application to

Moving to a different Brand will almost certainly require a change in Location, and possibly Role. Regardless, both need to be selected.

Make selections from the Change Role and Change Location drop-downs

Selecting a value in one drop-down will apply a filter on the other (as per simultaneous Role and Location changes).

To move the candidate application, select Proceed

Fig.7 - Moving Candidate Application to a different Brand

The Change Brand option is only available to multi-branded customers who have the ability to move candidates between brands. Single brand customers will not see this option within the pop-up modal.

Please note: In addition, the 'multi-brand candidate' setting needs to be enabled for this function to be available. This setting allows candidates to use their login credentials for one Brand to log in to other Brands existing within the ATS portal. For example, a candidate who applied to a vacancy within Brand A will have created an account within that Brand. The candidate can utilise the same credentials to log in to Brand B's candidate portal to apply to other vacancies without the need to generate a new account. Please liaise with your Fourth contact for more information on enabling this setting.

Candidates Notified when Moved to a Different Role, Location or Brand

Candidates will receive an email to inform them of any changes made by a manager where their application has been moved to a different Role, Location or Brand. Managers can view a preview of the email within the 'Change Role, Location or Brand' pop-up (see Fig.8).

Fig.8 - email notification for candidates

To modify the email template for this, go to Set Up > Email Templates
Select the Change of role, location or brand template, make the required changes, and Save

Candidates will also be able to see a message within their application page on the Candidate Portal to inform them that their application has changed due to being moved to a different Role, Location or Brand (see Fig. 9).

Fig.9 - Confirmation Message in Candidate Portal

Job Application Status Updated

When managers move a candidate application from process A to process B by changing Role, Location or Brand, the job application status is updated in the Application Progress section of the candidate application - see Fig.10.

Fig.10 - Job Application Status in Candidate Application Page

When a candidate is moved from process A to process B on 'Application Review' or 'Right to Work Checks Confirmed', all steps they progressed through in process A will be displayed in the 'Application Progress' section on the Candidate Application page (see Fig.10). All future steps in Process B will subsequently be displayed after the step the candidate is currently on.

If Process B contains steps prior to 'Right to Work confirmed' or 'Offer' stage, and the candidate did not progress through this in the original process, then these will not be displayed in the UI. This is because there will be no record of the candidate going through these steps within the ATS.

If a candidate application is moved from process A to process B on the step before 'Position Offered', the step before 'Position Offered' from process A will be displayed along with the step before 'Position Offered' in process B. The ATS will display the following:

- A grey tick against the step before 'Positon Offered' in process B to signify the candidate is on this step
- Text below the step before 'Position Offered' in process B to outline why the candidate is on this step (see Fig.11)

This ensures that the manager has an accurate view of all the steps the candidate has been through during the course of their application process.

Fig.11 - Additional Step from New process displayed in Job Application Status

Updated Offer Stage Modal

To align the new functionality, the 'Change Brand, Location & Role' section has been removed from the existing 'Offer Stage' modal. The new functionality will enable managers to move a candidate to a different Brand, Location or Role on the step before 'Position Offered'.

This change also provides an additional benefit in that the manager moving a candidate application to another Brand or Location is not required to send an offer to the candidate to complete the action. The manager can now simply move the candidate to a different Brand or Location and subsequently allow the relevant manager at the new Location to decide whether they wish to send a new offer out to the candidate to progress them to the next step in the process.

Application History Updated

The Application History tab will display an audit trail of any changes to Role, Location or Brand within a candidate application for managers to see (see Fig.12).

The Application History will display the following:

Action Taken: Change Role, Location or Brand
Previous Vacancy - the previous Role, Location and Brand
Current Vacancy - the current Role, Location and Brand
Name of user that changed the Role, Location or Brand
Date/time stamp of when the change happened
Email sent to the candidate

Fig.12 - Application History updated when Role, Location or Brand is changed

Vacancy Page Bulk Actions - Change Role & Change Location

As outlined previously, the new Change Role, Location or Brand functionality is not available as a bulk action. To provide clarity, as part of this release, the existing vacancy bulk actions for Change Role and Change Location have been renamed as below:

Existing bulk actions are renamed in the Vacancy page bulk action drop-down as seen in Fig.13:
- Change Role --> Change Role at Current Location
- Change Location --> Change Location for Same Role

Fig.13 - Vacancy bulk actions renamed

To provide further clarity, the Vacancy Page bulk action functionalities for Change Role at Current Location & Change Location for Same Role enable managers to do the following:

Change Role or Location. However, they will not be able able to change both simultaneously
Move multiple candidates to a different Role or Location (because selecting multiple candidates who have initially applied to the same vacancy, and therefore same role + location + process)
Not move candidates to a closed vacancy using the 'Change Role' function. This is possible via the Candidate Application page
Only move candidates to another Role that is linked to the same process as the Role they initially applied to. E.g. you cannot move a candidate from Kitchen Porter (which is linked to a Team Hourly process) to Bar Manager (which would be linked to a Management process)
Change role or change location on every step up to Offer Stage