Applicants

The module Applicants is used to enter information on the applicants who have applied for the vacancies advertised. For a vacancy, an employer usually receive a mountain of applications and CVs from jobseekers. Recruiters have the difficult task of sifting through applicants' documentation and identifying the best person for the job.

HINT For more information on the module Applicants, see the chapter Applicants.

Below is an example of how an applicant's application is processed in PANTHEON, which makes it easier for the personnel department to select and eventually hire the applicant.

Figure 1: This image shows a fictional CV of an applicant applying for a vacancy for a sales clerk.

CASE SUMMARY Several applicants have applied for the vacancy Sales Clerk at Tecta. Using the example of a fictional applicant Calvin Clerk, the following steps describe how the person responsible can keep a record of applicants in PANTHEON: Creating a new applicant record Entering applicant details Entering information from applicant's documents Entering information on applicant's expertise Entering information on applicant's consent Entering information on applicant's interview Entering information on applicant's assessment and selection

1. Creating a new applicant record

To enter the applicants for a vacancy, the person responsible opens the menu Personnel | Employment | Applicants.

This opens the window Applicants.

By clicking the toolbar button (Insert record), a new record is created.

In the field Applicant ID of the window header, the person responsible enters the applicant's code if automatic ID generation has not been defined in the menu Administration Panel | Settings | Personnel | Generate applicant ID.

In the fields Last name and Name, the person responsible enters the applicant's personal details.

HINT For instructions on how to delete applicants, see the chapter Deleting applicants (in Slovenian).

2. Entering applicant details

The person responsible then enters the Particulars of the applicant. In this panel, the person responsible enters applicant's general information and maintains a record of the applicant's applications to vacancies.

2.1 Entering applicant's general information

The applicant's general information is entered at the top of the form Applicants | Particulars.

If the person responsible receives a Europass CV from a applicant, the CV data can be imported by clicking the toolbar button Import/export data and selecting the option Import Europass from the drop-down list.

In this case, the fields Name, Last name, Address, Postal code, Place, Country, Phone, Mobile, E-mail, Birth and Citizenship are automatically populated.

HINT Only files in XML format created via the Europass tool can be imported.

In this case, the person responsible manually copies the applicants personal data from the CV received in the above fields (see image above).

In the field Age, the age of the candidate is automatically recalculated according to the date of birth entered in the field Birth.

The person responsible selects the possible start date of applicant's employment. In the field Starts, the person responsible enters the date 16.5.2022.

The applicant has their own vehicle, so the person responsible select YES from the drop-down list in the field Own transport and fills in the fields related to the applicant's desired salary in the fields Salary from/to.

The applicant's Housing is provided for, thus the person responsible selects the corresponding option Provided for from the drop-down list.

In the field Meals, the person responsible specifies the applicant's preference regarding work-time meals. There are three options available:

• N - No meals G - Cash
• B - Vouchers

In this case, the person responsible selects the option N - No meals.

Finally, in the field Employment type, the person responsible specifies the type of applicant's employment, as shown in the figure below.

In the filed Shift work, the person responsible selects the shift work that matches the applicant. This is selected from the drop-down list of the Shift work register.

2.2 Record of applications to vacancies

In the bottom part of the window, a record of the applicants' applications to vacancies is kept.

In the field Vacancy notice, the person responsible selects the vacancy notice number from the drop-down list and selects the date of application by entering 25.4.2022 in the field Application date.

When the person responsible selects the vacancy notice number, the fields Position and Department are automatically populated.

Once the person responsible has entered all the personal details, the record is saved by clicking the toolbar button  (Post edit).

3. Entering information from applicant's documents

The person responsible then enters the data from the applicant's documents received in the panel CV/documents.

In this panel, the person responsible can enter the applicant's CV, any applicant-related documents and any notes as desired.

3.1 Entering data on CV

The person responsible received a CV from the applicant. Based on the CV, the person responsible enters some general information on the document received in the window on the left side of the panel CV/documents on the form Applicants.

In this case, the person responsible enters the notes shown in the image below.

3.2 Entering documents

The person responsible received a CV from the applicant, which can be imported into PANTHEON documentation on the right side of the panel CV/documents, as shown in the image below.

The document is imported by placing the mouse cursor in a new line on the column Address and double-clicking the empty field.

A window appears on the screen, where the person responsible searches for the desired file and adds it to the Documentation by clicking the button Open.

In the column Name, the person responsible manually enters the file name.

WARNING To import and store documentation, the document system service PANTHEON DMS must be activated.

3.3 Entering a note

The person responsible can manually enter any Notes for the candidate in the lower right part of the Candidates form in the CV Documents panel, as shown in the figure below.

In this case, the person responsible enters a note Innovative resume.

4. Entering information on applicant's expertise

The record of applicant's expertise is kept in the panel Expertise.

Clicking the arrow down button in the field Expertise opens a drop-down list from which the relevant skills can be selected.

On the right side of the form, the person responsible records specifics about the applicant's characteristics, their education, driver's license categories, work experience and other competences.

In the field Required education, the person responsible selects the applicant's completed school education.

Then, the person responsible selects the occupational title obtained by the applicant in the field Occupation.

The applicant's length of service is entered as a number of years or months in the fields Length of service and Experience.

In the field Activity code, the person responsible selects the activity of the applicant's previous work, in this case 46.470-Wholesale of furniture, carpets and lighting equipment.

On their CV, the applicant stated that they hold a driving licence for categories A1 and B. The person responsible checks the relevant checkboxes in the section Driver's license categories.

The person responsible then specifies the types of organizations in which the applicant has worked and their other Skills.

5. Entering information on applicant's consent

WARNING For more information on the Personal Data Protection settings or GDPR in PANTHEON, see the chapter GDPR in PANTHEON.

The panel Consent is used to keep a record of consents in accordance with the General Data Protection Regulation, also known as GDPR.

HINT The types of applicant's consents are predefined by the company in the menu Administration Panel | Security | GDPR | Consent register.

From the drop-down list of the field Consent type, the person responsible selects the consents that the applicant is required to give.

6. Entering information on applicant's interview

Interviews are previously arranged conversations between an employer and job applicants.

The panel Interview is used for keeping a record of the applicant's applications for vacancies and the evaluation of the applicant's replies to interview questions.

The questions displayed in this panel are automatically overwritten with the questions from the panel Knowledge/skills of the Positions of Employment register.

WARNING In the fields Application, Question and Weight, the program overwrites the data from the Positions of employment register. This data cannot be entered manually.

During the interview, the interviewer rates each answer to the question in the field Rating.

The interviewer records applicant's answers in the column Answer, as shown in the image below.

7. Entering information on applicant's assessment and selection

The person responsible repeats the steps described above for all applicants.

7.1. Checking the applicants' scores

After the interviews, the answers to the questions asked and the scores are available in the panel Interview of the Applicants register.

The information on the scores of the applicants is recorded in the job position record, in this case in the Sales Clerk position in the Positions of employment register.

7.2. Selecting the suitable applicant

Based on the scores obtained in this case, the person responsible decided to hire the applicant Calvin Clerk.

The selection of the applicant will be recorded in the Applicants register on the record of the selected applicant.

Using the toolbar navigation buttons, the person responsible searches for the appropriate record.

From the list of the field Response to vacancy notice, the person responsible selects the vacancy for which the applicant was admitted.

When the vacancy notice ID is selected, the field Date is unlocked.

The person responsible then selects the date on which the applicant has been admitted.

The entry of the record on the applicant selected to fill in the vacancy is confirmed by clicking the button (Post edit).

The information on the applicant selected to fill in the vacancy is also entered in the Positions of employment register.

Using the navigations button, the person responsible searches for the position Sales Clerk and opens the panel Interview.

The field Winning applicants on the right side of the window displays the ID of the admitted applicant, in this case the ID of Calvin Clerk.

IMPORTANT Localized images for this page have not been generated yet and will be inserted at a later stage.