MAINTAIN CANDIDATES PROFILE#

The Maintain Candidate Profile screen allows you to maintain information on candidates who are available for postings within the company.

The system helps recruiters and job seekers maintain an up-to-date pool of potential candidates available for job openings.

Candidates are individuals seeking employment with the organization. They may be current employees, prior employees or individuals who have never worked for the organization.

Candidate profiles can be submitted before or after job openings are available. Often job seekers like to submit their resumes for future consideration and be informed when jobs become available.

Candidates are uniquely identified by a candidate code that is automatically generated. The date of submission is recorded and the source (mail, email, web, etc.) is noted.

The amount of candidate information the system can hold is extensive - demographic data, contact information, work history details, qualifications, education, references, and assessment information. You may, however, block sensitive information such as government ID or gender.

The candidates are listed at the top of the screen identified by the following fields:

Candidate #
This field displays the code that uniquely identifies the candidate within the system.
Last Name
The candidate’s last name is displayed in this field.
First Name
This field displays the first name of the candidate
Status
This field indicates the status of candidate within the recruiting process.

Candidate Tab#

Candidate
Candidate #
This field displays the code that uniquely identifies the candidate within the system.
Submitted On
This field displays the date the candidate created their profile.
Salutation
This field identifies the title of the candidate
First Name
This field provides the first name of the candidate.
Middle Name
This field provides the middle name of the candidate.
Last Name
This field provides the last name of the candidate.
Rank
This field displays any rank associated to the candidate’s name (e.g. Jr., II, etc.).
Employee #
This field displays the candidate’s employee identifying code.
Status
This field indicates the status of candidate within the recruiting process.
Source
This field indicates the resource where the candidate was drawn from.
Type
This field will indicate whether the candidate is an internal or external applicant.
Category
This field groups the candidate into a specific group.

Address
Address 1
This field displays the candidate’s home address.
Address 2
This field displays the second line of the candidate’s home address.
City
This field displays to the candidate’s city, district or township name of residence.
State, Country
This field displays the name of the candidate’s state/province, followed by the standard country code.
Zip Code
This field displays the zip or postal code for the candidate’s address.
Phone #
This field displays the main phone number for the candidate.
Phone Ext.
This field displays the extension (if any) for the candidate.
Alt. Phone #
This field displays an alternate phone number for the candidate.
Alt. Phone Ext.
This field displays the extension (if any) for the alternate phone number.
E-mail
This field displays the email address or domain name for the candidate.
Cellular #
This field displays the candidate's cellular phone number.
Fax #
This field displays the fax number for the candidate.

Background
Govt Code Origin
This field displays the country from which the candidate’s government code originates.
S.S.N.
This field displays the contact's government identification number.
S.S.N. Verified
If this boolean is set to ’YES’, the government code has been verified as a legitimate code for that individual.
Gender
This field displays the gender of the candidate.
Date of Birth
This field displays the birth date of the candidate.
Age
This field will display the candidate's age.
Birthplace
This field displays where the candidate was born.
Foreign ID
This field displays any foreign registration codes for an employee.
Transportation
This field displays the candidate's main means of transportation.
Drivers License
If the candidate has a driver's license, this field will display the license number.

Demographics

The Demographics section provide the demographic information about the contact such as marital status, their primary language of communication, and any veteran status.

Years of Education
This field indicates the years of formal education the candidate has completed.
Marital Status
This field indicates the marital status of the candidate.
# of Dependents
This field displays the number of the dependents the candidate has.
Language
This field indicates the candidate's main language of communication. English is the default.
Ethnicity
This field records the candidate's ethnic background.
Citizen Status
This field displays the citizen status of the candidate.
Bonded Status
This field indicates if the candidate is bonded.
Challenged
This field indicates if the candidate is physically challenged.
Veteran Status
This field indicates if the candidate is a veteran.

Employer

The Employer section provides information on their current employment such as their availability date.

Current Employer
This field displays the name of the candidate's current employer.
Current Title
This field identifies the candidate's title at their current employment.
Start / Last Date
These fields indicate the first and last date the application is open.
Availability
This field indicates the date the candidate is available to begin a new job.
Ext ID
Web Address
If there is a web address associated with the candidate’s current employer, that web address may be displayed here.
Candidate Info
This field displays additional information about the candidate.
Objectives
This field displays the candidate's career objectives.
How To Contact
This field indicates how to contact the candidate.

Applications Tab#

The specific applications are listed and described through the following fields.

Posting Title
This field displays the descriptive title of the posting.
Appl #
This field displays a code that uniquely identifies the application. This code may have been user-defined or automatically generated.
Status
This field indicates the status of the application.
Stage
This field allows you to define the exact stage in the process for this application

By clicking on one of the applications listed, you will be able to see further details about that application in the following fields.

Opened
This field indicates the date the application was applied to the posting.
Closed
This field indicates the date the application was closed.
Rating
This field displays the rating this application received for the posting.
Entity
This field identifies the entity associated to this posting.
Stage Description
This field indicates the current stage in the recruiting process for this posting.
Offered
If the candidate is selected for this posting, this field displays the date the job was offered to the applicant.
Response
This field indicates the date the candidate responded to the job offer.
Response Indication
This field will display the status of the response from the candidate.
Rejection Reason
This field provides the reason for the candidate being rejected for the posting.
Declined Reason
This field provides a reason why the candidate declined the job offer.
Assign to Replace
Title
This field displays the title of the assignment for which this posting is recruiting.
Start Date
The first date of the assignment is indicated in this field.
End Date
If the assignment is date sensitive, the last date of the assignment will be indicated in this field.
Hours Per Day
This field shows the average daily hours associated with this assignment
Hours Per Week
This field shows the average daily hours associated with this assignment.
FTE
This field will show the full time equivalent associated with this assignment.
Scale/Step
This field displays the wage scale for this assignment.
Wage Rate
This field displays the wage rate for this assignment.
Rate Basis
This field displays the basis in which the wage rate is expressed.
Scale Overridden
If the toggle is ON, the displayed wage rate has been keyed manually, and is different from the rate on the wage scale table. If the toggle is OFF, either the wage rate has been derived from the wage scale table or wage scale tables are not being used.
Application Text
This field displays additional details regarding the application.

Qualifications Tab#

The Candidate Qualification section provides a quick reference about all the qualifications the candidate brings to the posting. Qualifications may include any certificates, skills, education levels, etc. that the candidate may possess.
Type
This field groups the qualification into a specific type.
Subtype
This field displays the qualification subtype that the category falls under.
Description
This field displays a short description of the qualification.
Status
This field indicates the status of the confirmation of the candidate's qualification.
Category
This field further classifies the qualification into specific categories.
Qualification
This field displays the qualification that the category falls under.
Reference
This field allows you to reference the qualification. For example, if the qualification is a certificate that is issued through a professional organization, that professional organization may be listed here.
Start
If the qualification is applied to this candidate for only a specific time period the first date of that time period will be indicated here. e.g. A first aid certificate that has to be renewed each year
Expires
If the qualification is applied to this candidate for only a specific time period, the last date of that time period will be indicated here.
Confirmed
This field shows the date the qualification was confirmed for this candidate.
Confirmed By
This field indicates who confirmed the qualification for this candidate.
Qualification Info
This field displays additional information about the qualification for this candidate.

Costs Tab#

This screen allows you to record any costs associated to the recruitment process in regards to this candidate.
Cost Date
This field will show the date the recruiting cost was incurred.
Cost Item Category
This field allows you to group the cost into a specific category.
Cost Amount
This field displays the actual amount of the cost incurred.
Description
This field holds a short description of the cost incurred.
Employer%
This field will indicate the percentage of the cost that will be covered by the employer.
Cost Reference
This field allows you to record a short reference for this cost, for example, an invoice number.
Payment Method
This field will show the manner in which this item was paid for.
Payment Status
This field will show the status of the payment for this cost item.
Posting
If this cost is associated with a specific posting, that posting may be identified in this field.
Recruiter
If the cost is related to a specific recruiter, that recruiter may be identified in this field.

Recruiter Logs Tab#

This tab allows you to track the recruiting activities associated with this candidate.
Date/Time
This field displays the date and time of the recruiting log.
Type
This field identifies the nature of the recruitment log.
Category
This field further classifies the recruiting log into specific groups.
Posting #
This field displays the posting number associated with this recruiting log.
Recruiter
This field displays the recruiter associated with this recruiting log.
Entered For
This field indicates for whom or what (position, job profile, candidate) this log is entered.
Description
This field provides a short description of the recruiting log.
Info
This field displays additional information about the recruiting log.

Education Tab#

This screen allows you to make a record of the candidate’s formal education.
Type
This field indicates the type of school the candidate attended.
Description
This field provides a short description of the degree.
Status
This field shows the status of the degree.
Institution
This field displays the name of the educational institution the candidate attended.
Faculty
This field indicates the school faculty associated with the education defined.
City
This field displays the location of the school.
State
This field defines the state/province where the school is located.
From
This field indicates the date the course of education was begun.
To
This field indicates the date the course of education was completed.
Major
This field will display the major area of study for the education defined.
Minor
This field will display the minor area of study for the education defined.
Certification
This field will display the degree attained, if applicable, for this course of education.
GPA
This field displays the Grade Percent Average (GPA) the candidate achieved for this education.
Verified On
This is a date field used to indicate what date the candidate's education was verified.
Verified Status
This is an optional field used to indicate if the candidate's education has been verified.
Education Info
This field displays additional information about the education for this candidate.

References Tab#

ll the candidate’s references will be listed and described through the fields below.
Reference Name
This field displays the name of the individual providing the reference.
Type
This field classifies the references into specific types.
Status
This field displays the current status of the reference provided.
Contacted
This field displays the date the individual who gave the reference was contacted.
Title
This field displays the title the contact holds within their organization.
Company
This field displays the company name where the reference is employed.
Address 1
This field displays the reference’s address.
Address 2
This field displays the second line of the reference’s address.
City
This field displays to the reference’s city, district or township name of residence.
State, Country
This field displays the name of the reference’s state/province, followed by the standard country code.
Zip Code
This field displays the zip or postal code for the reference’s address.
Available to Contact
This is a toggle field indicating if the reference is available to contact.
Phone #
This field displays the contact’s main phone number.
Phone Ext.
This field displays the extension (if any) for the phone number indicated above.
Alt Phone #
This field displays an alternate phone number for the reference.
Alt. Phone Ext.
This field displays the extension (if any) for the alternate phone number.
Fax #
This field displays a fax number for the reference.
E-mail
This field displays the contact’s email address.
Language
This field indicates the contact's main language of communication. English is the default.
Reference Info
This field displays additional information about the reference.

Work History Tab#

Start / End Dates
These fields display the first and last day the candidate worked in this position.
Employer
This field indicates who employed the candidate in this position.
Verified Status
This field indicates if the information for this work history entry is verified.
Verified
The date the work history entry has been verified is displayed here.
Name
This field displays the name of the individual within the company who may be contacted.
Title
This field displays the working title of the contact indicated above.
Address 1
This field displays the company’s address.
Address 2
This field displays the second line of the company’s address.
City
This field displays to the company’s city, district or township name of residence.
State, Country
This field displays the name of the company’s state/province, followed by the standard country code.
Zip Code
This field displays the zip or postal code for the company’s address.
Phone #
The phone number of the contact.
Phone Ext.
This field displays the extension (if any) for the contact.
Alt. Phone #
This field displays an alternate phone number for the contact.
Alt. Phone Ext
This field displays the extension (if any) for the alternate phone number.
Fax #
This field displays the fax number for the company.
E-Mail
This field shows the email address or domain name for the candidate's reference.
Language
This field indicates the company's main language of communication. English is the default.
Industry
This field holds the six-digit industry codes for NAICS (North American Industry Code Standard) for the company.
Company Size
This field indicates the approximate size of the organization.
Employment Type
This field identifies the specific type of employment the candidate had with the company.
Group Type
This field allows you to further define the type of employment the candidate had with the company.
Category
This field defines the type of job associated with this employment.
Title
This field displays the title of the position the candidate held within the organization.
Responsibility Level
This field indicates the level of responsibility the candidate had at the company.
Hours/Day
This field displays the average number of hours per day the candidate worked/works in this position.
Hours/Week
This field displays the average number of hours per week the candidate worked/works in this position.
Wage Rate
This field displays the wage rate for this assignment.
Basis
This field displays the rate basis in which the wage is expressed.
Reason for Leaving
This field displays the reason the candidate left the assignment.
Work History Info
This field displays additional information about the past employment.

Resumes Tab#

This screen allows you to make a record of the candidate’s resume.
Received
This field displays the date the resume was received.
Source
This field indicates how the original resume was submitted.
File Name
This field displays the file name of the resume.
Location/Comment
If a ‘soft’ copy is not available this field should indicate where a hard copy is located.
Last Revised
This field indicates the last time the candidate’s resume was updated.

Assessments Tab#

This screen allows you to create a log of the candidate’s assessment events. Any assessment events that the candidate is scheduled for or has taken will be recorded here.
Assessment Date
This field indicates the date and time of the assessment.
Assessment
This field defines the exact assessment the candidate has or will be taking.
Description
This field displays a short description of the assessment.
Status
This field displays the current status of the assessment event.
Location
This field indicates where the assessment has or is scheduled to take place.
Conducted By
This field indicates the employee who conducted the assessment.
Contact
If there is a contact person for this assessment event, that individual may be indicated here
Rating
This field displays the rating the candidate received for this assessment.
Points
This field records the points the candidate obtained in this assessment.
Type
This field groups the assessment into a specific type.
Category
This field further classifies the assessment into specific groups.
Desired Pts.
Desired Points; This field displays the desired points for the assessment.
Essential Pts.
Essential Points; This field displays the minimum number of points the candidate must obtain to pass the assessment.

Self Service Access Tab#

This tab is used to grant the Candidate access to Self Service.
Candidate #
This field provides a code to identify the candidate.
First Name
This field is used to provide the legal first name of the individual.
Last Name
This field is used to provide the legal surname name of the individual.
Email
This field displays the candidate’s email address.
Password Changed By
This filed will indicate the user who last changed the candidate’s password.
Password Changed ON
This field will display the date the password was last changed.
Access Start Date
This field indicates the first day the candidate may access Self Service.
Access End Date
This field indicates the last day that the candidate may access Self Service.
Force Password Change On Next Login
If this toggle is on, the candidate will need to change their password the next time they log into Self Service.
Last Good Access
This field indicates the last date the candidate successfully logged into the system.
Logins To Date
This field shows the number of successful logins the candidate has made.
Set/Reset Password
Clicking this button will set or reset the candidate’s password.
Ractivate
This button is used to re-activate a user's access to the application if their previous access was locked out or is in a pending state.
Access Status
This field displays the candidate’s access status.
Failed Attempts
This field displays the number of unsuccessful logins the candidates have made.
Password Set
If this toggle is on, the candidate’s password is set.

Notes #

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