Staff Applications

The Staff Applications screen is used to record any prospective staff members joining your organisation. 

To access this page, you will need the permission 'Staff - Jobs Applications'.

To access the Staff Application screen, click on Staff > Applications.

Adding and Viewing Vacancies

Before you can add in the details of any Applicants, you first have to create the Vacancy for the role on the system. 

Once on the Staff Applications screen, you'll see the screen split into three areas: Vacancies, Applicants and the Details area, which is populated depending on if you are working on Vacancies or Applicants at the time.

All existing Vacancies will appear in a list under the Vacancies section, and there is a checkbox labelled 'Show Closed Vacancies?' which when ticked, will display all past Vacancies in the list alongside the current Vacancies, with a tick next to each historic entry to indicate that it is now closed.

Click on the label for any given Vacancy to bring up it's information on the right side of the screen in the Details area, as well as a list of all existing Applicants for that vacancy under the Applicants column. 

Here is a list of the fields that you can record for Vacancies in the Details area:

• Job Title
• Job Description
• Advertised Date
• Closing Date
• Job Start Date
• Department
• Category
• Sub-Category

Note:
The 'Category' and 'Sub-Category' options are configured in Standard Values. Go to Administration > Standard Values > Staff Values area > 'Staff Categories'. (Sub-Categories are appended to the existing Category values from this area)

Click on the green Save Vacancy button once the information has been input to then save this Vacancy. It will now appear in the list of Vacancies on the left.

Click on a Vacancy in the list to view the details for it as well as the Applicants for the chosen vacancy. 

Application Portal:
When viewing the details for a Vacancy, you should see a notification about our free recruitment portal, pennyrecruitment.co.uk. To learn more about this portal you can follow the link given here, or contact Databridge for more information

Adding and Viewing Applicants

In the column labelled Applicants, you can add in the info for anyone applying for the vacancies on your system by clicking on the plus symbol at the top of the column. 

Note:
Be sure to have selected the correct Vacancy before adding an Applicant, as they will be applied to whichever Vacancy is selected when saving

Fill out there information in the Details area on the right, and click the green Save Applicant button in the top right. The applicant will now appear in the Applicants column.

Once you have the results of an Application, be sure to enter this information in the Application Result area. This can be found at the bottom of the Details area when on the Applicant tab.

There are 4 checkboxes in this section:

• Offered
• Declined
• Not Offered
• Accepted

When the Declined checkbox is ticked, a cross icon will appear next to the Applicants name in the list.

When the Accepted checkbox is ticked, a tick icon will appear next to the Applicants name in the list. A window will also appear asking if you would like to transfer the information recorded on the Application screen here across to a new Staff record for the successful Applicant.

Note:
Regardless of the Job Title that you have recorded for a vacancy, this will still need to be input via the Work Tab of the new staff member, as the Job Titles here are added via Standard Values

There is also a dropdown labelled Declined Reason in the Application Result section. The options for this dropdown are configured in Standard Values, by going Administration > Standard Values > General Values > 'Reason Job Declined' and then adding the values in via the window that appears.

There is also a general Notes box at the bottom of the Details area which is a free-type textbox.

Be sure to Save each time that a change is made to the Application.