In the Staffing Center, Applications are processed using the Status and Action buttons on every Applicant Dashboard. These Statuses and Actions help your recruiting team keep your applicant pool organized and able to quickly determine the current state of your applicant funnel.
The 6 default Statuses and Actions are:
- In Review
This screenshot shows the top of the Applicant dashboard for a brand new Application that has just been received from an Applicant who indicated their Top 3 Job Choices:
This article will explain the different Statuses and Actions and how to use them when processing and working applications.
An application with the status New is any application that has not yet been reviewed for the Job to which it is currently assigned. An application can be marked as New at a few different points in the applicant funnel.
Applications are first marked as New as soon as they are submitted. Applicants are able to choose their Top 3 Job choices when applying to work at your company, so when an application is first submitted, it will be marked as New and assigned to the Applicant's first Job choice.
Applications will also be marked as New when an Action has been taken that assigns that applicant to a different Job (Pass or Assign to a Different Job).
In Review (Status)
An application with the status In Review is currently receiving some level of consideration for the Job to which it is currently assigned. This status is used whenever the application details are being reviewed, references are being checked, or conversations are being had among your hiring team about whether or not to proceed with that application.
The Job that an applicant is currently assigned to is highlighted under the Job Choices section of the Applicant Dashboard, as well as under the Status section (e.g. the screenshot above shows the Applicant Dashboard for an Applicant who is currently assigned to the Job "Housekeeper" with the Status "New."
The Pass action is used when an Applicant is not being considered for their currently assigned Job, but your hiring team would like to keep them in the funnel for one of their other job choices. When you select Pass on an Applicant, you will be prompted to provide a reason for passing on the Applicant (optional), and the Applicant will automatically be assigned to their next Job choice and set to the Status "New." (E.g. In the screenshot above, choosing the "Pass" action would assign the applicant to their 2nd Job Choice, Guest Enjoyment Coordinator, with the Status "New").
Offer (Action & Status)
When you are ready to make or have made a job offer to an applicant, you'll use the Offer action. When the Offer action is selected, you will be presented with a pop-up prompt asking you to provide the following:
- Position (required) - Select which position slot you would like to offer this Applicant. Within the Staffing Center, many Jobs have multiple positions (e.g. if you hire 5 Housekeepers every year, you need to fill 5 Positions for the Job Housekeeper). For a review of Jobs vs. Positions, review the Help Center articles: Staffing Center Hierarchy: Explanation of Departments, Jobs, and Positions & How to Add & Edit Positions.
- Start Date (required) - Indicate the date the Applicant will begin work. If you indicated season dates on your Positions for this Job - a recommended best practice - this field will auto-populate based on the Position you select, but it can still be edited.
- End Date (optional) - Indicate the final day of work, if applicable. (If you indicated season dates on your Positions for this Job, this field will auto-populate based on the Position you select, but it can still be edited).
- Wages (Optional) - Indicate the Wages offered to the Applicant
Once you click the Update Status button, the Applicant will be set to the status Offer for the Job and Position indicated at the top of their Applicant Dashboard.
**Please note: Using the Offer Action/Status Button does not automatically notify the applicant that they have been offered a position. Your hiring staff will still need to notify them by whatever means your team uses to extend offers (E-mail, phone, etc.). You can use Staffing Center E-mail Templates to quickly send out Offer notices, but this action does not occur automatically.
Hire (Action / Status)
Once an Applicant accepts your offer of employment, you're ready to set them to Hire. When the Hire action is selected, you will be presented with a pop-up prompt asking you to confirm the Position, Start & End Date, and Wage information that was provided at the Offer stage. This is an opportunity for you to make any adjustments to the Season Dates or Wages that may have been negotiated prior to the Applicant accepting your offer.
Once you click the Update Status button, the Applicant will be set to the Status "Hired" for the Job and Position to which they are assigned, the Position will be set to Filled, and the Unfilled Positions on your Staffing Center dashboard will decrease to reflect this update.
Decline (Action / Status)
If an Applicant is not going to be considered for any Job with your organization, use the Decline action to reject the applicant from all job choices and remove them from consideration. When you select this action, you'll be presented with a pop-up prompting you to provide an optional explanation for why the candidate is being declined (e.g. dates of availability won't work, insufficient experience, etc.), which will be saved in the Applicant's Activity Log.
Once you click the Update Status button, the Applicant will be set to the Status "Declined." You will be presented with a "Send an E-mail" prompt allowing you to optionally send the candidate an e-mail notifying them that they are not eligible for future consideration. If you do not wish to send an e-mail, simply click the "X" in the top right corner to close the E-mail Pop-up.
When an Applicant is set to the Status "Declined," they can still be assigned to other Jobs in order to be reconsidered for employment. (E.g. In the screenshot above, if the applicant was set to Decline, they would be removed from consideration, or "Passed", for all of their top 3 job choices and set to the Status "Decline," but you could still assign this Declined Applicant back to a Job in the future if circumstances change.)
Assign to a Different Job
One final Action that can be used on an Application that is not in the main Status and Action toolbar is the Assign to a Different Job Action. This Action can be found at the bottom of the list of the Applicant's Job Choices near the top of the Applicant Dashboard. Clicking this link will allow you to assign the Applicant to a Job that they did not select on their original application with the Status "New."
There are many scenarios where this feature is useful. A common example is when the Applicant doesn't quite have the necessary job experience to be offered any of the Job's the chose as their Top 3 preferences, but they're flexible and eager to join your team, so they're willing to accept a more entry-level position. (E.g. Applicant applies for Bartender, Server, and Concierge, but has little or no qualifying experience. After a conversation, you learn that they're willing to do any available Job they qualify for, so you use the Assign to a Different Job action to assign them to the Job "Busser.")