TalentValue Applicant Tracking System

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1 TalentValue Applicant Tracking System Training Workbook TalentValue All Rights Reserved 1

2 INTRODUCTION The TalentValue Applicant Tracking System (ATS) is a part of a total recruiting process to help you find more applicants for your open job positions; better individuals that fit your company culture and the job they are expected to do; in less time. EXPECTATIONS This instructional manual is intended show you how to work with this ATS process so you can make much better hiring decisions. This part of the process is only one step among many, but it does organize your time to help you get the best applicants for your job. Then you can get back to running your business and not spend your time searching for people. INSTRUCTIONS This will show you how to use the system to manage the inflow of your candidate; to provide the information you need to decide who to interview; to organize the entire process. Before you begin to use this instructional manual: You should have already signed up with TalentValue to get the ability to post your job on the various job boards we have set up for you. You should already have a username and password assigned to you. You should have already written your job ad and created your technical questions. You should have already posted the job on various job boards. Your applicants are now applying for your job and are being directed automatically into this system. They are now available for the next steps. Now this manual will guide how to use the applicant tracking system; how to gather the information about the applicants who have applied for your job. Examine the ATS flow chart for each of the steps in the recruiting, selection, and hiring process. Call your TalentValue advisor for guidance on any of the steps that are outlined here. 2

3 Step # 1 TITLE: General Overview of the Applicant Tracking System and process 1. Go to https://admin.prevueaps.com/ 2. Enter your username and password Issues and Considerations: 1. This will take you to the log in screen Here you will have access to your candidates and their information. It will allow you to manage the process of tracking them and the qualification process. 2. If you forgot your password, there is a method to retrieve it on that page. 3. TalentValue has chosen an Applicant Tracking System (ATS) from PrevuePro. They have great capabilities to manage and track applicants. It is easy to use as you will see. We are ready to help you navigate through this site and the information if you run into any problems. 3

4 Step # 2 TITLE: Your Company Landing Page for the ATS system 1. You will come to the TalentValue - Jobs Dashboard 2. There are 2 main tabs just above the blue bar. Job Listings All Applicants 3. You will also see 5 icons at the top right of this page Applicants Jobs Account Help Logout Issues and Considerations: 1. Here you will see your job and locate the applicants who have applied. 2. Job Listings shows you all the active jobs that you currently have posted on the job boards. 3. All Applicants shows you the people who have applied for the job. 4. The Applicant and Jobs icons in the top right of the page will do similar things as the tabs. There are some differences however which may be interesting to you. 5. Account shows your basic information 6. Help If you have questions call and we will be glad to help you out. 7. Log out takes you out of the system 4

5 Step # 2 TITLE: Your Company Landing Page for the ATS system Jobs Dashboard (cont.) 4. On the Job Listings line there are several icons and other places where information is available. Magnifier Add Applicant Start and End Date Business Unit Internal ID Apps Details Issues and Further Considerations: If you click on the icon of a Magnifier, you will see the ad that was placed on the various job boards. This is what your candidates and applicants will see. Job Title and Description Job Listing Classification and Information Job Listing Location Behavioral assessments given. See your TalentValue advisor for further explanations. Add Applicant This is to be used if an applicant has come through as a result of a referral or other than through the job posting process. Start and End date indicates when the job was first posted and when the advertising will end. To renew and repost this job, please see your TalentValue advisor. Business Unit This is your company name or the division in which you work. Internal ID If you have a code you have assigned this job, you will see it listed here Apps These are the applicants or candidates that have applied for your position Details Where you can accomplish various tasks View applicants Review the technical questions being asked of the applicants Find applicants (choose this first to work with applicants) Status report What stage they are in within the entire recruiting and hiring process. Source Report where the applicants found you on various job boards.

6 Step # 3 TITLE: Viewing applicants who have applied. 1. Choose the applicants you wish to view and examine further. 2. Various Status Options within the system; use these options to keep track of what you have done with each applicant. Phone Interview Completed 1 st Interview Completed 2 nd Interview Completed Position Offered Hired Not Qualified Not Selected 3. You can sort the applicants by Status Active or Archived applicants Date Range when the applicants applied Whether they met or did not meet the Basic Qualifications (BQ) Other Sorting functions 4. You can also send an to those who were rejected: We have reviewed your application in regards to this opportunity and at this time we have no existing positions that meet your current qualifications. We encourage you to visit our web site regularly for new opportunities and to keep your resume and contact information up to date. Thank you for your interest in working for our company. Issues and Further Considerations: 1. Next the applicant s name is a Magnifier icon. By clicking on that icon you can view their resume, credential, how they scored on technical questions you determined earlier. 2. The Red Arrow pointing down puts that candidate into an archive so that only those candidates you wish to consider are viewed on this screen. 3. The Date that the applicant applied is indicated 4. If you wish to send an invitation on a particular behavioral assessment. Only send an invitation if you have previously contacted TalentValue. We will guide you through your choice of what to do and how to do this properly. 5. The Score of the applicant is listed in the next column. You can see the exact details of how they answered and how the total score was generated by going to the Magnifier to the left of the candidate s name. 6. BQ stands for Basic Qualifications. If during the technical questions, the applicant answered a question that has automatically disqualified them, this is indicated here. This is a choice that you make when you set up the qualifying technical questions. 7. The Status of the applicant is indicated in the last column. You can change the status through the use of the drop-down menus to keep track of what you are doing. See opposite page for various Status options. 6

7 Step # 3 TITLE: Viewing applicants who have applied. 1. The Status is based on where the candidate is at this point in the hiring process. This is a place to keep track of the process. There are several choices you can make to keep track of what is going on with each candidate. 2. Various Status Options within the system; use these options to keep track of what you have done with each applicant. Phone Interview Completed 1 st Interview Completed 2 nd Interview Completed Position Offered Hired Not Qualified Not Selected 3. Be sure to change the status each time you do something with that candidate. Issues and Further Considerations: Reviewed = you looked at the candidate but have not made a final decision if you want to proceed Phone Interview completed = you have interviewed the candidate on the phone. By selecting this you have probably decided to proceed with a face-to-face interview but that interview has not been done yet. If you choose not to proceed with the candidate, you should choose either Not Qualified or Not Selected. 1 st Interview Completed This is a face-to-face interview with someone on your staff. No determination has been made yet. 2nd Interview Completed This is a face-to-face interview with someone on your staff. No determination has been made yet. Position Offered You have made a selection and have offered the job to the candidate. The candidate has not accepted yet. Hired The candidate has accepted the offer and has either started or a start date has been determined. Not Qualified this person does not meet either the technical nor behavioral requirements for the job for a variety of reasons. Not Selected This person may or may not be technically or behaviorally qualified, but they were not selected for the position. 7

8 Step # 4 TITLE: Applicant Information Screen Summary screen 1. Under the Summary tab is the basic resume if it was submitted by the applicant. 2. You can scroll down and view what the applicant submitted. Issues and Further Considerations: On the right hand side of the page are 6 icons Update Application When you click on this icon you will receive this message: The applicant has completed the short version of the application. Add any desired notes below and click the "Send Invite" button to send an for the applicant to complete the long version of the application. If the applicant has completed their application this is NOT necessary. However if there is some additional information you want before you bring the applicant in for an interview, indicate that here. Prevue Invite: You must contact your TalentValue advisor for a full briefing before you use this icon and tool. Calendar Events If you want to use this to keep track of what you are doing with each applicant, this allows you to organize your tasks and next steps. Application If you wish to forward information to someone else, you may use this icon and tool to facilitate the information. Spot Light - Spotlighting is simply sending a note to a user on your career site about an application. Fill out the note below, add the users you would like to send the note to and click the "Send " button. Print Application This is an icon you will probably use more than any other on this page. It allows you to print a copy of the application. Check off the Resume and Files ; Job Questions and Company Requirements. This puts all of this information in one place. On the top RIGHT of the downloaded resume page is a PRINT icon. 8

9 SUMMARY The TalentValue Applicant Tracking System is designed to help you manage the flow of applicants to your job. It also provides you with a method to help you sort through everyone who applies to see if they meet the company and job specifications. Finding the right people for your jobs is vitally important to the success of your business. TalentValue is here to help you with that process with the tools and the information you need to make a good decision about your people. TalentValue All Rights Reserved 9

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