ESS Internet Report Access System (IRAS) Applicant Tracking System (ATS) w/job Board Instructions 4-12

Transcription

1 Logon ESS Internet Report Access System (IRAS) Applicant Tracking System (ATS) w/job Board Instructions Go to 2. Enter your Username (which is your address.) 3. Enter your Password. 4. Choose ATS from the main menu bar. Dashboard 1. This section allows you view recent activity. It shows Job Postings, Current Applicants, and Recent Candidates. It is a view only screen. There is nothing to post or edit. It s just an easy way to get a handle on recent activity. 1

2 Setup Setup -> Reviewers 1. This section allows you to add or delete users for the ATS. 2. First, pick an account from the pull down menu. 3. At the bottom of the screen, enter the user s name, address and password. Click Add. Setup -> Categories / Positions These sections are used to post job positions when the full job board feature is utilized. If you are using our Standalone application option where you the link to the subject, your account will already have one position posting under which all applications will be filed. Setup -> Applicant Scoring Sets 1. This section lets you assign a weighted numerical value to any field on your online employment application. It grades your applicants based on the amount of points they accumulate. Please contact ESS for instructions on how to set this up. It can get a little complicated. 2

3 Candidates -> Applications By Job Posting APPLICATION REVIEW AND ORDERING 1. This section lets you review all the details of your applicants information. 2. First, pick an account from the pull down menu. 3. Use the Position pull down menu to view all the applicants who have applied for a given position. 3

4 4. Click on an applicant s name to view his/her data. A pop-up box will appear. 5. Click the Documents button to see the applicant s employment application or any other documents s/he uploaded. Click on the desired attachment to view its contents. 6. You can use the Upload button if you wish to attach additional documents to the file. 7. Click the Comments button to view or add notes to the applicant s file made by other reviewers at your company. They will be in chronological order. 8. You can use the Status pull down menu at the top to change an applicant s condition. 9. The Summary button shows you the applicant s full name, address, phone number, and address. 10. Click the Place Order button if you wish to proceed with a background check on your applicant. Here is the process: 4

5 Placing an order 1. After clicking on the Place Order button, you will be transferred to the Standard Orders function of the system. (You have actually left the ATS function.) Your applicant s demographic data will be displayed. You may add the position for which they are applying if you like. (It might be different than the one they originally applied for.) The position will show up on the background report. Add information needed and verify. Click Next. 2. Choose your report package from the pull down menu. (Or choose No Package - Components Only if you only want to order individual reports.) Click Next Note: If you are ordering a package with a credit/id report and a full credit report is needed, check this box 5

6 3. If you wish to add other report items to the package (or just individual items alone) you can do so from the Additional Reports selections on the scroll down menu. Click Next 4. Verify/Enter the Applicant Identification Data requested. Click Next 6

7 4. Answer the Report Options questions (if applicable) that are highlighted. Click Next 5. The Criminal Search Options section allows you to choose your criminal search parameters. It defaults to whatever we have set up in your company profile. ( ESS Chooses appropriate search location is the most common.) Click Next 7

8 6. If you want to add any comments to your order you may enter them in the Special Order Instructions section. It is optional. Click Next 7. The Reference and Cost Center fields are optional. Whatever you type in them will appear on your invoice. So if you want to track orders by cost center, department, division, etc., you can do so here. Click Next 8

9 8. The Order Documentation screen lets you choose how you wish to submit your order. If you do not need to add any additional documents beyond the online application completed by the applicant and any documents they uploaded, select (3) No Documents Required. If you have other documents to include: (1) You may electronically upload documents or (2) Fax Transmission and print a fax coversheet (that lists your account information and the reports you requested.) When we receive the documents we ll match them up with your online order. Click Next 9. An Order Summary and Submittal screen will appear. If everything listed is correct you may click on Submit Web Order and your order will be processed immediately. You may print this summary page by choosing the Print option in the upper right hand corner. If you need to make changes to your order don t click on Submit. Just click on the Previous button at the bottom left until the screen with the information you need to change appears. Make your changes and proceed through the series of Next buttons until you reach the submit order screen. 9

10 10. When you are finished using the system, choose Logout at the top right portion of the program. 1. Candidates -> Search 2. This section allows you to search for applicants in the ATS. 3. First, pick an account from the pull down menu. 4. You can search by applicant Last Name or between two Dates. Make your selection and click Find. 5. You can then click on the applicant s name to view his/her data. Applications Received -> Print Format 1. This function lets you print out a listing of your applicants. 2. First, pick an account from the pull down menu. 3. There is only one report format Detail. 4. Pick a Start Date and an End Date. 5. Select a Job Category from the pull down menu. 6. Select a Position from the pull down menu. 7. Select a Status from the pull down menu. 8. Select one of the Sort By options from the pull down menu. 9. Click the View Report button in the upper right. Your report will begin to process. 10. It will then appear on the screen. This is the view screen version. (It really isn t suitable for printing directly. It is more of a report generator tool.) 11. If you wish to print a clean copy of the report, first choose one of the options from the Select a Format pull down menu. (Excel is usually the best choice. It tends to be the best looking format.) Then click Export next to it. Your selected report will appear on the screen in the format you chose. You can now print it out. Logoff To quit the system click on Logout next to your name in the upper right corner on the menu bar. 10

11 Using the Job Board The program gives you the option to use the job board feature so that you can create and maintain a listing of open positions at your company. This screen can be used as to link to as the Careers page of your website. Adding a category. The first set in setting up your job board is to create a set of categories to keep postings for similar positions together. 11

12 Adding a Category 1) Use the Account pull down box to select the account you wish to work with. 2) Click on the plus button to the right of the pull down and the add category screen will appear. 3) Type in the category you which to add into the Add Category box and click Add. The new category will now show up in the list on the left. (NOTE: Click on the + to the left of each category to see postings under that heading.) 12

13 Posting an open position 1) Click on the category you want the posting to fall under and then click the + button to the right of the pull down box. 2) The Add Category box at the bottom will change to an Add Position box 3) Use the pull down to either select the posting you want to work with or ---New Item--- if you want to add a new job listing. 4) If ---New Item--- was selected, then New Position will appear in the box. then type over it with the name of the position you want to add (in the case Accounts Payable Clerk ). 5) Click the Add button and the added position will now show up on the list of posting for the cateagory you are working with: 13

14 6) Click on the View button next to the position you wish to edit and the posting screen will appear. 7) Edit the Short Description by clicking the Edit button and the edit pop-up box will appear. Edit as needed and then click Save & Close to update. 14

15 8) Edit the Long Description but clicking its Edit button and this pop-up will appear The long description box is HTML compatible. You may create what you need here in another program and then cut/paste into this description box. You may also change the font type, size and color and more by selecting the to modify selected text. 15

16 Once you have the long description as you like it, hit Save and Close 16

17 9) If your online forms have a page for the EEOC questionnaire, you may select which category the response should used for the recap report. 10) Posting your position Once you have the position listing completed you may then Open the posting so that it shows on your job board. Enter a day you wish the posting to start and if you wish to have it end on a give date, enter this in the Close field. 11) You position is now posted to your job board. You can review or update at anytime by calling up the Categories/Positions screen. Click on the plus sign next to each category to see the posting listed under it. Click on a posting to edit. Feel free to contact us on any questions [email protected] (800)