Help Documents TempWorks Applicant Center How to Read this Document *Terms listed in BOLD are the names of main records or sections (i.e. Employee or Visifile). *Terms listed in Italics are field names or buttons (i.e. Pay Rate or Save). *Terms listed in Bold Italics are sub-sections in a record (i.e. Messages or Contact Methods) *Terms listed in Quotation Marks are inputs for the fields or drop down menus (i.e. Available ). *Information listed in red are best practices or information about required fields ********** Applicant Center is an online applicant portal that handles the process of employee application and onboarding. Included in this process are questions, data collection, and any relevant employment documentation. Additionally, Applicant Center integrates directly with TempWorks Enterprise, allowing for candidate tracking, approval, and eventual onboarding into the system. Each Applicant Center workflow will be slightly different, but each contains the following elements: Note: The documentation below is based upon a standard implementation of the Applicant Center. The specific workflow and details outline may vary by client and database. For further assistance or questions, please contact the TempWorks Support or Training departments. There are three areas of Applicant Center: Detail displays the specific details of the selected applicant. Dashboard allows you to view and track the application workflow. Search functions exactly as it sounds, providing filters for applicant stages, statuses, and more. Steps are blocks of surveys that can be organized as needed. In the example below, applicants start out on the Application step. Surveys are groups of questions that comprise each step. For instance, the Application and Skills survey contains questions pertaining to an employee s skills, certifications, and so on. Stages help to track an applicant s process in each step. These are consistent in every Step. Clicking on each category brings up a search-enabled list of relevant applicants. Total Applicants The number of applicants on any step of Applicant Center. Not Yet Started Applicants who have created a Username and Password but not yet started the application process. Incomplete Applicants partially done with all application steps. Awaiting Approval Applicants that have completed the application steps and are awaiting approval from the company. Approved An approved applicant awaiting the onboarding step. 2010, TempWorks Software, Inc. All rights reserved Page 1 of 9
1) Tracking the Process with Enterprise In Enterprise, applicants applying via Applicant Center can be managed in the Applicant record. This is located in the Navigation Tree, as seen on the right. After opening the Applicant form, clicking on Dashboard will allow you to see each step of the application workflow. For each step, you can track applicants as they progess through the application stages. Application contains data about applicants in each step of the process, and Onboarding does the same for employees in the onboarding process. Clicking on the Application step will bring up the Stages below. Total Applicants The number of applicants on any step of Applicant Center. Not Yet Started Applicants who have created a Username and Password but not yet started the application process. Incomplete Applicants partially done with all application steps. Awaiting Approval Applicants that have completed the application steps and are awaiting approval from the company. Approved An approved applicant awaiting the onboarding step. When looking at applicants in Stages, right-clicking on an applicant s name gives you the following options. These options differ slightly depending on whether or not an Employee record has been created for the applicant. 2010, TempWorks Software, Inc. All rights reserved Page 2 of 9
If an Employee record has not been created: Create Employee Creates an Employee record for the applicant with any information already in the system. View Applicant Detail View any information the applicant has already entered. The Detail view allows you double click and review any submitted Surveys, preview uploaded documents, or see the applicant s current status and Step. If an Employee record has already been created View Employee Jump to the created Employee record. Update Employee Data In the event that an applicant revisits or updates information, selecting this option will update the relevant data on the specific Employee record. Note: This option is configurable during set up to allow/disallow certain fields from being overwritten. For all applicants, regardless of Employee record: Force Current Step Use to either have an applicant revisit a completed step or jump ahead to a new one. When revisiting a step, previously entered Survey information can be edited. 2010, TempWorks Software, Inc. All rights reserved Page 3 of 9
Assign Surveys Selecting this option allows you to assign an applicant any survey in Applicant Center, even if not in a currently assigned step. For instance, if an applicant is going to be signing up for direct deposit, the direct deposit Survey can be assigned. Once a Survey is selected from the Available Surveys and Save is clicked, the applicant can log into Applicant Center and fill out the assigned Survey. 1) Applicant Center: Step-by-Step After navigating to your company s Applicant Center address, first time applicants have the option to register, or returning applicants can login either using their previously established username and password or via the Log In link in the upper right hand corner [bottom right]. Note that after entering a Username and Password, an applicant can found in the Applicant record in Enterprise under Not Yet Started [bottom left]. 2010, TempWorks Software, Inc. All rights reserved Page 4 of 9
2) Applying via Applicant Center Upon entering in their chosen Username and Password, applicants will be prompted to enter a security question and email address. These are used for identification verification in the event of a lost password. Applicant passwords are not accessible in Enterprise. Once those are filled out, the application process begins. Note that until the application is completed, applicants can be found in the Applicant record in Enterprise under Incomplete. The application is broken down into three Surveys of data collection: Application and Skills, Criminal Records, and Drug Screening. In Application and Skills, applicants can upload a resume and enter relevant information such as work history, education, and/or special skills. In Criminal Records and Drug Screening, applicants can authorize screening checks online using either their online signature. Throughout the application process, applicants are able to navigate freely using the sidebar on the left. This is particularly helpful if an applicant needs multiple sessions to complete the application, or only has information to fill out a certain section at any given point. Applicants may also navigate through Applicant Center using the Back or Next buttons located on every page. Mandatory Survey questions are noted by a red asterisk (*). In order to progress to the next step of the application process, all (*) fields must be filled out. A status bar will fill in as the applicant progresses. Note also that each item s respective bullet point will fill in upon completion, further guiding applicants on what is required for completion. If at any point during the process the applicant needs to log out of their session before the application process is complete they can click the Save and Exit button located on each page. Clicking this will save their progress and allow them log back in a later date to complete the process. Once all (*) fields have been filled in and both Criminal Record and Drug Screening authorizations have been signed, the applicant will be given one final chance to review their data. Clicking either of the signed forms will bring them up in a new window for viewing. Upon hitting Submit, the application will appear in the Applicant record in Enterprise. This is located under the Awaiting Approval category. The applicant will see a confirmation message (below) and have the option to again review the documents they signed. 2010, TempWorks Software, Inc. All rights reserved Page 5 of 9
3) Managing Applicants in Enterprise Once an application has been finished in Applicant Center, it requires approval in Enterprise. Navigate back to the Applicant record. Clicking on the Application part of the workflow will allow you to look at applicants and their current stage in the application process. Note: If an applicant logs back in to Applicant Center during the Approval process, they will be prompted to contact a staffing representative. To find applicants that have completed their application and are awaiting further approval, click on Awaiting Approval. From here, Enterprise users can approve applicants by reviewing their data and signing any relevant screening or check processes. To view any forms an applicant needs approved, click on the arrow to the left of their name. Locate the form needed to be approved, and click the button labeled Review and Sign. 2010, TempWorks Software, Inc. All rights reserved Page 6 of 9
This will bring up a view [above] of the authorization form for review, and a field to enter a signature of approval. Depending on the form, an additional attachment may be requested. Add these by clicking on the button with an image of a paperclip circled above. Once all forms have been signed and approved, the applicant may be approved. Once an applicant is approved, their Employee record is created in Enterprise if it hasn t been already, and they can be moved to the next Step in the process: Onboarding. Click applicant. to advance the Note: If at this point or any other during the process an applicant is rejected, the application process is over. Rejected applicants can be found in Search by selecting Rejected in the Current Step Status field. 4) Onboarding Process Once the Application step is complete and the applicant is approved, they enter the Onboarding step. After logging back into Applicant Center, applicants will see their Application status as complete and a new status bar for their Onboarding progress. During this process, applicants will fill out their I-9 and Federal Withholding information. Applicants will again have the option to view the forms in a separate window as well as have access to a W-4 worksheet if needed. Note: Applicants can navigate between their Application and Onboarding Steps on the left to review (read-only) any information they ve already entered. This applies to signed forms as well as data entered. Upon completion of the Onboarding process, applicants may again hit Submit to complete their Applicant Center process. After submittal, applicants are still able to login to Applicant Center to view their completed forms. 2010, TempWorks Software, Inc. All rights reserved Page 7 of 9
5) Managing Onboarding in Enterprise Once an applicant has completed their Onboarding documentation, a process similar to applicant approval takes place. Click on the Onboarding portion of the workflow in the Applicant record. To find applicants who have completed their onboarding and are awaiting further approval, click on Awaiting Approval. From here, Enterprise users can approve applicants by reviewing their data and signing any relevant screening or check processes. To approve an authorization, as before, click Review and Sign. As with the application approval process, this will bring up a view of the authorization form for review and a field to enter a signature of approval. 2010, TempWorks Software, Inc. All rights reserved Page 8 of 9
Depending on the form, an additional attachment may be requested. Add these by clicking on the button with an image of a paperclip circled above.once all forms have been signed and approved, the onboarding applicant may be approved. Once approved, the applicant has completed the Applicant Center process. The applicant will remain in the Applicant record with an Approved status for future reference. Note: Remember that any fields marked with are required, and must be filled out in order to proceed. 6) Applicant Search The Search form allows for easier applicant tracking and sorting, providing filters for applicant stages, statuses, and more. Results can be organized by column in ascending or descending order, and right clicking on the column headers allows for (de)selection of categories as needed. Still Have Questions? For more information about Applicant Center or web services, contact our customer support group at 651-452-0366 or by sending an email to support@tempworks.com. To schedule training on Applicant Center, submit suggestions on how to improve this document, or to request documentation on other Enterprise functionality please contact our training department at trainers@tempworks.com. 2010, TempWorks Software, Inc. All rights reserved Page 9 of 9