Maintaining Job Candidates Information

You can maintain information about candidates for positions at the client using the Job Candidates form.

Establishing Information About a Candidate

The Job Candidates panel establishes information about a candidate.

Note: Before entering or updating a candidate's last name, first name, middle name, home phone, cell phone, or location code information, you must either enter or select an existing candidate in the Candidate Number field or select a New Candidate. If you try to enter this information without indicating an existing candidate or new candidate the system displays an error message, "Select New Candidate or select an existing candidate to continue."

In addition, note the following:

• If you select Hire in the Job Candidates panel in a blank record an error message displays, "Candidate not found."
• If you click Save in a blank record an error message displays, "[Last Name] [First Name] [Sort Name] is mandatory."

To maintain candidate information:

1. Select HR.
2. From the HR|Change menu, select Job Candidates.
3. Complete the following fields in the Job Candidates panel:
Field Description
Candidate Number/New Candidate

Click New Candidate to create a new job candidate record, or enter the Candidate Number of an existing candidate.

Click New Candidate to create a new job candidate record, or enter or select the Candidate Number of an existing candidate.

If you select the Candidate Number field, the Select Candidates form displays, where you can search for a job candidate by candidate number, first name, last name, city, or state. In addition, you can filter the list to only display hired candidates by selecting Yes in the Hired field. These candidates include those who were hired using the Job Candidates form, or by pulling the candidate into the New Hire form where the system enables the Hired field in the Current Status panel when the employee record is created. (These candidates display "Y" in the Hired column in the lookup form.)
Last Name/First Name/Middle Name/Maiden Name/Suffix Name Enter the job candidate's Last Name and First Name. If known, enter the Middle Name, Maiden Name, and Suffix Name.
Sort Name The system uses the Sort Name to sort a list of job applicants. You can also use it to search for the applicant's record. The default is the last, first, and middle names you entered, but you can edit it.

Address/City/State Code/ZIP Code

Enter the applicant's mailing Address, City, two-character State Code, and ZIP Code. Enter the ZIP+4 extension, if known.

Note: These fields are optional, so if this candidate is hired you do not need to enter the candidate's address prior to starting the hiring process.

Home Phone/Cell Phone

Enter the applicant's Home Phone and Cell Phone numbers.

Email

Enter the applicant's Email address.

Referral Source

Enter the Referral Source for the applicant, if any.

Date of Application

Enter the Date of Application.

Date Available

Enter the applicant's earliest Date Available, if necessary.

Type of Work Desired

Select the Type of Work Desired: Full-Time, Part-Time, or Temporary.

Pay Rate Requested

Enter the Pay Rate Requested.

Crime

Select the Crime checkbox, if the applicant has criminal history.

Pay Period

Select the Pay Period for the rate, either Yearly or Hourly.

Position(s) Applied For

Enter the Position(s) Applied For. If the applicant did not request a specific position, enter ANY.

Employee ID

The employee ID of a new hire who was originally documented as a job candidate and then processed as a new hire by selecting Hire from the Actions menu on the Job Candidates form displays after the employee is hired.

Social Security Number

Enter the applicant's Social Security Number or INS number, if appropriate.

Employee Number

Enter the identifying Employee Number assigned to this employee.

Birth Date

Enter the candidate's Birth Date, if known.

EEO Ethnic Code

Enter the EEO Ethnic Code for the candidate, or select EEO Ethnic Code to choose from a list.

Vietnam Veteran/Disabled Veteran/Disabled (ADA)

Select the check boxes as appropriate:

• Vietnam Veteran: The candidate is a United States veteran of the Vietnam War.
• Disabled Veteran: The candidate is a United States veteran who has a disability.
• Disabled (ADA): The candidate has a handicap or disability as specified by the Americans with Disabilities Act of 1990.

Gender

Select the applicant's Gender.

Location Code

Enter the applicant's Location Code.

Note: Obsolete worksite locations do not display on the Worksite Locations with User Security list when you select this field. Observe the following:

• If you try to enter an obsolete location an error message displays, "You cannot enter an obsolete Worksite Location."
• If an obsolete location code already exists in this field, the system prevents you from saving any updates in the Job Candidates form until you replace that location with a non-obsolete location.

DL Number/DL State

Enter the applicant's DL Number and DL State code.

Over 18/Elig USA/Previously Worked For Us

Select the check boxes as appropriate:

• Over 18: The candidate is over the age of eighteen years old.
• Elig USA: The candidate is eligible for employment in the United States of America.
• Previously Worked For Us: The candidate was previously employed by your company

Prior Date From

Enter the candidate's previous employment start date in Prior Date From.

Prior Date To

Enter the candidate's last day of employment in Prior Date To.

Military  Branch

Enter the Military Branch the candidate served in.

Military From

Enter the candidate's starting year of service in Military From.

Military To

Enter the candidates last year of service in Military To.

Military Rank

Enter the candidate's acquired rank in Military Rank.

Indicating the Candidate's Status

The Current Status panel indicates the candidate's status for being hired.

4. Enter the Status code that indicates the candidate's current status.
5. Enter a Next Action Date required for this candidate.
6. Enter the Next Action Summary, which briefly describes what happens next.
7. Select Hired if the company hired the candidate. (Note: When you hire an employee using this form or the onboarding process, or by pulling the candidate into the New Hire form, the system automatically enables this field after the system creates the employee record.)
8. Enter the Hire Date.
9. Enter the Employee Number, if appropriate.
10. Enter a Reject Reason if the company did not hire the candidate, or click Reject Reason to select from a list.
11. Enter the Interview Date.
12. Enter the interviewer in Interviewed By.

Maintaining the Candidate's Skills

The Skills panel maintains the job skills the candidate possesses.

13. Enter each Skill Code that most closely matches the candidate's skills. The Description displays.

Entering Notes About the Candidate

Use the Notes panel to enter notes about the candidate.

14. Enter any Notes that apply to the job applicant, as required.

Maintaining the Candidate's Education History

The Candidate Education History panel maintains the candidate's education background.

15. Enter the School Name of the institution that the candidate attended.
16. Enter the type of education in Education Type.
17. Enter the start Date.
18. Enter the subject studied in Education Subject.
19. Enter the number of Years that the candidate attended the institution.
20. Indicate whether the candidate Graduated.
21. Enter the Year Graduated, if any.
22. Enter the Degree Earned, if any.
23. Enter the address of the institution in Education Address.
24. Enter the City.
25. Enter the State.

Maintaining the Candidate's Affirmative Action Requirements

The Affirmative Action panel maintains the requirements for this job candidate.

26. Select Meets Education Requirements if this candidate meets the minimum education requirements. Enter any relevant notes in Education Requirement Notes.
27. Select Meets Training Requirements if this candidate meets the minimum training requirements. Enter any relevant notes in Training Notes.
28. Select Meets Experience Requirements if this candidate meets the minimum experience requirements. Enter any relevant notes in Experience Notes.
29. Click Save.

Recording the Candidate's Prior Address

The Prior Address panel keeps record of the candidate's prior address, if any.

30. Enter the candidate's primary address in Address 1.
31. Enter the candidate's secondary address in Address 2, if applicable.
32. Enter the City.
33. Enter the State.
34. Enter the ZIP code.
35. Enter the address the candidate moved From.
36. Enter the address the candidate moved To.

Recording the Candidate's Prior Name

The Prior Name panel keeps record of the candidates prior name, if any.

37. Enter the candidate's Last Name.
38. Enter the candidate's Middle Name, if any.
39. Enter the candidate's First Name.
40. Enter the candidate's Suffix.
41. Click Save.

Hiring the Candidate

To hire the candidate, select Hire in the Job Candidates panel. The New Hire form opens, populated with the job candidate’s information. see Setting Up New Hire Information.

Note: If there are unsaved changes in the Job Candidates form an error message displays, "This candidate record has unsaved changes. Do you want to save the changes and continue Hiring?" Click Yes to save any changes and access the New Hire form. (Clicking No returns you to the Job Candidates form where you can continue updating the candidate's information.)

In addition, if you enter information in the Job Candidates form, but do not select the New Candidate field or enter an existing candidate from the list that displays after selecting the Candidate Number field an error message displays, "Candidate not found." Click OK to return to the Job Candidates form.