UTRGV PeopleAdmin Applicant Tracking System

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1 UTRGV PeopleAdmin Applicant Tracking System Quick Links: How do I access PeopleAdmin? How do I navigate through PeopleAdmin? How do I login to PeopleAdmin? How do I perform as a Search Committee Member in PeopleAdmin? How do I perform as a Search Committee Chair in PeopleAdmin? How do I perform as a Dean in PeopleAdmin? 1 P a g e

2 Accessing PeopleAdmin How do I Access PeopleAdmin? PeopleAdmin can be accessed by entering the following URL into any Internet browser and providing your credentials for the login information. What if my access does not work? For any issues with PeopleAdmin relating to faculty, please contact [email protected]. Navigating PeopleAdmin Notification Bar Module Selector PeopleAdmin Navigation Bar Message Count Role Selector Refresh Using the Navigation Bar The Navigation bar is located on the top portion of the screen [See the PeopleAdmin Navigation bar screenshot above]. The Navigation bar will remain constant as the user traverses from page to page, serving as a means of selecting the roles, modules and tasks required to utilize the system. To select a new module, simply select the desired module using the Module Selector dropdown. The module will refresh automatically. Navigating PeopleAdmin requires the user to be familiar with both Roles and Modules. After successfully logging into the system, by default the user is accessing the Applicant Tracking Module as the Employee Role. Depending on the action the user is logging in to PeopleAdmin to perform, this may require selecting a different role and/or module. Users may have more than one role assigned to them. For more information on existing roles and their purposes, please view the next section Understanding Roles and Workstates. To select a new role, simply select the desired role using the Role Selector dropdown and click the Refresh button. 2 P a g e

3 Navigating PeopleAdmin Using the Navigation Bar [continued] The Notification bar is an alert that is overlaid on the top section of the Navigation bar that displays errors, announcements, and other messages to the user. A green bar indicates messages that do not require action. A red bar indicates messages that require user intervention to correct or actions that failed. The Message Count notifies the user of any pending communications. If any communications exist, the count will be an accessible link that allows the user to quickly view the messages. Timesaver Changing Your Default Role By default all users are set to an Employee role when accessing PeopleAdmin. To change this, click on the My Profile link on the Navigation bar and click on the Edit button for the User Details section. Simply change the Preferred Group On Logon dropdown list to reflect the desired group. Click Update User to finalize the change. Using the Work Area When first logging into PeopleAdmin all users are brought to the Home page. The Home page serves as a starting platform for accessing the various functions provided in PeopleAdmin. The Inbox contains all items in PeopleAdmin that are specifically assigned to you in their current state, as well as items you are authorized to act on that do not have individual owners. This includes ALL user roles. The Inbox is divided into tabs, each addressing different categories of items. The Inbox will never contain items currently assigned to other users. The Watch List contains items in PeopleAdmin that the user has elected to watch, providing quick access to items the user has placed a priority on. The Watch List can include items which are currently not assigned to the user. Items will be removed automatically if they are cancelled or completed. Shortcuts and My Links provide quick access to pages and saved searches that the user often utilizes. PeopleAdmin Work Area 3 P a g e

4 How to Login to PeopleAdmin 1. Visit: 2. Click Request a password reset 3. A. For confirmed UTPA Phase I faculty, enter your Single Sign-on Username (username you use to login to your work computer), and then click Request Password Reset. B. For confirmed UTB Phase I faculty, enter your User ID (username you use to login to your work computer), and then click Request Password Reset. 4 P a g e

5 4. You will receive an from with instructions on setting up your password. Please click the link in the body of this Then enter a password of your choice and click Change Password. 6. You will then be logged into PeopleAdmin with a confirmation message at the top. 5 P a g e

6 Search Committee Member Role Faculty Applicant Workflow 1. Verify you are logged into the Applicant Tracking module as Search Committee Chair role. 2. Hover over the Postings Tab. (next to the Home tab) 3. Click on Faculty. 4. Click on the appropriate Working Title posting to view the applicants. 5. Click on the Applicants tab and Click on the Applicants Name (in blue) to view Summary. 6. Make recommendations to your search committee chair (outside of PeopleAdmin system). 6 P a g e

7 Search Committee Chair Role 1. Verify you are logged into the Applicant Tracking module as Search Committee Chair role. 2. Hover over the Postings Tab. (next to the Home tab) 3. Click on Faculty. 4. Click on the appropriate Working Title posting to view the applicants. 5. Click on the Applicants tab and Click on the Applicants Name (in blue) to view Summary. 7 P a g e

8 6. To take action select appropriate Workflow Action by hovering over the orange Take Action on Job Application button. (right hand side of screen) You may choose to either select Send Candidate to Dean, Not Interviewed Not Hired or Interviewed Not Hired. 7. If Not Interviewed Not Hired or Interviewed Not Hired is selected, please select a Reason Code. 8. Verify, Application was successfully transitioned message is displayed [green notification bar], at top left corner screen. 8 P a g e

9 Dean Role 1. Verify you are logged into the Applicant Tracking module as Dean role. 2. Hover over the Postings Tab. (next to the Home tab) 3. Click on Faculty. 4. Click on the appropriate Working Title posting to view the applicants. 5. Click on the Applicants tab and review the applicants in the Dean Workflow State by clicking on the Applicants Name (in blue) to view Summary. 9 P a g e

10 6. To take action select appropriate Workflow Action by hovering over the orange Take Action on Job Application button. (right hand side of screen) You may choose to either select Recommend for Hire, Interviewed Not Hired, or Alternate Finalist. 7. If Interviewed Not Hired is selected, please select a Reason Code. 8. Verify, Application was successfully transitioned message is displayed [green notification bar], at top left corner screen. 10 P a g e