409 lines
19 KiB
Markdown
409 lines
19 KiB
Markdown
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---
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show-content: true
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---
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# Recruitment
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Odoo keeps all job applicants organized with a pre-configured series of steps and stages that each
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applicant goes through. Each stage has a specific step(s) that should be performed. These range from
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scheduling a phone call, conducting an interview, or sending a job offer, for example. This process
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is referred to as the 'applicant flow.'
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When an applicant applies for a job position, an *applicant card* is automatically created in Odoo's
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*Recruitment* app for that specific job position. As the applicant progresses through the
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recruitment pipeline, the recruitment team moves their card from one stage to the next.
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{ref}`Stages can be configured <recruitment/modify-stages>` so that an email is automatically sent
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out using a set, pre-configured template as soon as an applicant's card enters a stage. These
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automated emails are defined on each stage in the applicant flow.
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The applicant flow explained in this document is the default flow in Odoo, and goes through the
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applicant flow when using the *Recruitment* application's default configuration. The applicant flow
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is able to be modified to suit the specific recruitment flow for any business.
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:::{note}
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The applicant flow with all its stages are universal and applies to all job positions, unless
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specified. {ref}`A specific stage can be configured <recruitment/customize-stages>` to be
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job-specific, meaning that specific stage is only visible for that specific job position.
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Otherwise, if a new stage is created, or an existing stage is modified, those changes are
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visible on all job positions.
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:::
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(recruitment-settings)=
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## Settings
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Before creating a job position in Odoo, configure the necessary settings for the *Recruitment* app.
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To view and edit the settings, navigate to {menuselection}`Recruitment app --> Configuration -->
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Settings`. After any changes are made, click the {guilabel}`Save` button in the top-left corner to
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save all the changes.
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### Job posting
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The {guilabel}`Job Posting` section of the *Recruitment* app settings has only one selection to
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make. If job positions are to be posted to the company's website, enable the {guilabel}`Online
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Posting` option.
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:::{note}
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The {guilabel}`Online Posting` is only available if the *Website* application is also installed.
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:::
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### Recruitment process
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The {guilabel}`Recruitment process` section of the settings page specifies what the database can and
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cannot do during the recruitment process.
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#### Send interview survey
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Odoo is capable of having a survey sent to an applicant to gather more information about them.
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Surveys can be thought of as exams, or questionnaires, and can be customized in various ways to
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provide the recruitment team with valuable insights into the applicant
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Enable the {guilabel}`Send Interview Survey` option to send surveys to applicants. Once enabled, an
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{icon}`fa-arrow-right` {guilabel}`Interview Survey` internal link appears. Click the
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{icon}`fa-arrow-right` {guilabel}`Interview Survey` link to navigate to a list of all created
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surveys.
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This list includes all surveys that were created in the database, not just surveys used in the
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*Recruitment* app. If no surveys have been created, the surveys list displays a {guilabel}`No Survey
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Found` message, and presents options to create a survey from several pre-configured survey
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templates.
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:::{seealso}
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For more detailed information about surveys, refer to the {doc}`survey essentials
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<../marketing/surveys/create>` documentation.
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:::
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:::{note}
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Enabling the {guilabel}`Send Interview Survey` option will install the *Surveys* application once
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the settings are saved, if it is not installed already.
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:::
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#### Send SMS
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It is possible to send text messages to applicants directly through the *Recruitment* app. To do so,
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enable the {guilabel}`Send SMS` option. This option requires credits to use, which can be obtained
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by clicking the {icon}`fa-arrow-right` {guilabel}`Buy credits` internal link that emerges when the
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feature is enabled.
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:::{seealso}
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For more information, refer to the {doc}`SMS pricing and FAQs
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<../marketing/sms_marketing/pricing_and_faq>` documentation.
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:::
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(recruitment-cv-display)=
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#### CV display
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When applicants submit an application, one of the default required fields is a resumé, or {abbr}`CV
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(curriculum vitae)`. All resumés are stored in the *Documents* application, and are accessible on
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the applicant's card.
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A resumé has the option to appear on the applicant's form, which can be viewed by clicking on the
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applicant's card. The resumé appears on the right-side of the screen. If this is not enabled, the
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resumé is accessed via a link in the chatter, where it needs to be clicked to expand and view it, or
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downloaded.
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Enable the {guilabel}`CV Display` option to show the resumé on the applicant's card by default, and
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in addition to the document link. When enabled, the resumé appears on the right side of the
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applicant's card.
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:::{note}
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For the resumé to appear on the right-side, the browser window must be in full-screen mode (where
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the browser spans the entire screen).
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If the browser window is set to a size smaller than the entire width of the screen (not
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full-screen), then the resumé does not appear on the right-side. Instead, the resumé appears in
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the {guilabel}`Files` section of the chatter, below the applicant's card.
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:::
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```{image} recruitment/cv-display.png
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:align: center
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:alt: "The resum\xE9 on an applicant's card, appearing on the right side."
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```
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(recruitment-cv-ocr)=
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#### CV digitization (OCR)
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When an application is submitted using any of the available methods, such as an online application
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submission, emailing a resume to the job position alias, or creating an applicant record directly
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from the database, it is possible to have Odoo extract the applicant's name, phone number, and email
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address from the resumé and populate the applicant's form. To do so, enable the {guilabel}`CV
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Digitization (OCR)` option.
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When enabled, additional options appear. Click on the corresponding radio button to select one of
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the following options:
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- {guilabel}`Do not digitize`: this option turns off resumé digitization.
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- {guilabel}`Digitize on demand only`: this option only digitizes resumes when requested. A
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{guilabel}`Digitize document` buttons appears on applicant cards. When clicked, the resumé is
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scanned and the applicant's card is updated.
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- {guilabel}`Digitize automatically`: this option automatically digitizes all resumés when they are
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submitted.
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Beneath these options are two additional links. Click the {icon}`fa-arrow-right` {guilabel}`Buy
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credits` button to purchase credits for CV digitization. Click the {icon}`fa-arrow-right`
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{guilabel}`View My Services` to view a list of all current services, and their remaining credit
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balances.
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For more information on document digitization and {abbr}`IAP's (in-app purchases)`, refer to the
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{doc}`In-app purchase (IAP) <../essentials/in_app_purchase>` documentation.
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:::{note}
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The {guilabel}`Do not digitize` option for {guilabel}`CV digitization (OCR)` at first may seem
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like a redundancy. It seems to be the same as disabling the {guilabel}`CV digitization (OCR)`
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option.
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When the {guilabel}`CV digitization (OCR)` option is enabled, a module is installed so that
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resumés can be scanned. Disabling this option would uninstall the module.
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If at some point, there is a desire to temporarily stop digitizing resumés, the {guilabel}`Do not
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digitize` option is selected. The reason this option is available is so that the module is not
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uninstalled, allowing for digitization to be enabled in the future by selecting one of the other
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two options.
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:::
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#### Salary package configurator
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When sending an offer to an applicant, an expiration date can be set on the offer. Enter the number
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of days an offer is valid for in the {guilabel}`days` field. After the set amount of days has
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passed, if the applicant has not accepted the offer, the offer is no longer available.
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## Kanban view
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To access the Kanban view for a job position, navigate to the main {menuselection}`Recruitment app`
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dashboard, which is the default view when opening the application. All job positions appear on the
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main dashboard. Click the {guilabel}`(#) New Applications` smart button on a job position card to
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navigate to the Kanban view for all the applicants for that particular job position.
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```{image} recruitment/new-applicants-button.png
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:align: center
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:alt: Main dashboard view of job position card, showing new applications button.
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```
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Inside the job application, the Kanban stages appear, with all the applicants populated in their
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respective columns, indicating what stage they are currently in. There are six default stages in
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Odoo:
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- {ref}`New <recruitment/new>`
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- {ref}`Initial Qualification <recruitment/initial-qualification>`
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- {ref}`First Interview <recruitment/first-interview>`
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- {ref}`Second Interview <recruitment/second-interview>`
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- {doc}`Contract Proposal <recruitment/offer_job_positions>`
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- {ref}`Contract Signed <recruitment/offer_job_positions/contract-signed>`
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The last column, {guilabel}`Contract Signed`, is folded by default. Folded columns appear gray, and
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the applicants in it are hidden from view. To expand the folded stage and view the applicant cards
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for that column, click anywhere on the thin gray column that says the stage name and the column
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expands, revealing the applicants.
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```{image} recruitment/stages.png
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:align: center
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:alt: Expand a folded column by clicking on it in the Kanban view.
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```
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Each stage has a color-coded bar beneath the stage name, providing status information for the
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applicant's in that specific stage. The status colors are:
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- {guilabel}`Green`: the applicant is ready to move to the next stage.
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- {guilabel}`Red`: the applicant is blocked from moving to the next stage.
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- {guilabel}`Gray`: the applicant is still in progress in the current stage and is neither ready nor
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blocked from the next stage.
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The status for each card is set manually. To set the status, click on the small circle in the
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lower-left of the applicant card. A status pop-up window appears. Click on the desired status for
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the applicant. The status dot on the applicant card as well as the status bar updates.
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```{image} recruitment/status-dots.png
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:align: center
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:alt: The applicant card statuses, and status bar.
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```
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:::{tip}
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The names for the three status colors (`In Progress`, `Blocked`, and `Ready for Next Stage`)
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{ref}`can be modified <recruitment/modify-stages>`, if desired.
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:::
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(recruitment-customize-stages)=
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## Customize stages
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Stages can be modified, added, or deleted to best meet the needs of the particular hiring steps of
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a business.
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### New stage
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To create a new stage, click on {icon}`fa-plus` {guilabel}`Stage` and a new column appears. Enter
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the title for the new stage in the {guilabel}`Stage title` field, then click {guilabel}`Add`. The
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new column appears, and another new stage is available to create. If no new stages are needed, click
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anywhere on the screen to exit the new stage creation.
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```{image} recruitment/add-column.png
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:align: center
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:alt: The plus sign to click to add a new column to the Kanban stages.
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```
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(recruitment-modify-stages)=
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### Modify stage
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To modify the settings of a stage, hover over the name of the stage, and a {icon}`fa-cog`
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{guilabel}`(gear)` icon appears in the upper right hand side of the stage. Click on the
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{icon}`fa-cog` {guilabel}`(gear)` icon and a menu appears. Then click on the {guilabel}`Edit`
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option. An {guilabel}`Edit: (Stage)` form appears. Make any desired modifications to the form, then
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click {guilabel}`Save & Close` when done.
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```{image} recruitment/gear.png
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:align: center
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:alt: |-
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: The gear icon that appears when a column name is moused over, and the drop-down menu it
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: displays when clicked.
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```
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(recruitment-edit-stage)=
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#### Edit stage form
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The {guilabel}`Edit: (Stage)` form is where the stage's settings are configured. The only required
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field is the {guilabel}`Stage Name`.
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The fields to be populated or modified are:
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- {guilabel}`Stage Name`: type in a name for the stage.
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- {guilabel}`Email Template`: select an email template to be used from the drop-down menu. If a
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template is selected, when the applicant card enters the stage, an email is automatically sent to
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the applicant using the selected template.
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- {guilabel}`Folded in Kanban`: check the box to have the stage appear folded (hidden) at all times
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in the default view.
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- {guilabel}`Hired Stage`: check the box if this stage indicates that the applicant is hired. When
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an applicant's card enters this stage, the card displays a {guilabel}`Hired` banner in the upper
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right corner. If this box is checked, this stage is used to determine the hire date of an
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applicant.
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- {guilabel}`Job Specific`: if the stage only applies to specific job positions, select the job
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positions from the drop-down menu. Multiple job positions can be selected.
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- {guilabel}`Show in Referrals`: check the box if this stage should be seen in the *Referrals*
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application, and allow the referrer to accrue points when a referral of theirs reaches this stage.
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If this is active, a {guilabel}`Points` field appears. Enter the amount of referral points the
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employee receives when an applicant enters this stage. The *Referrals* app must be installed in
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order to use this option.
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- {guilabel}`Tooltips` section: there are three pre-configured status labels (colored circles) for
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each applicant's card, indicating its status. These colors are displayed at the top of each stage
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to reflect the statuses of the applicants in the stage. The *names* for the label can be modified,
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but the label itself (the color) cannot. The default names and labels are: {guilabel}`In Progress`
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(gray), {guilabel}`Blocked` (red), and {guilabel}`Ready for Next Stage` (green).
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- {guilabel}`Requirements`: enter any internal notes for this stage explaining any requirements of
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the stage.
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### Delete stage
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If a stage is no longer needed, the stage can be deleted. To delete a stage, hover over the name of
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the stage, and a {icon}`fa-cog` {guilabel}`(gear)` icon appears. First, click on the {icon}`fa-cog`
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{guilabel}`(gear)` icon to reveal a drop-down menu, then click {guilabel}`Delete`. A
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{guilabel}`Confirmation` pop-up warning appears, asking {guilabel}`Are you sure you want to delete
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this column?` Click {guilabel}`Delete` to delete the column.
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:::{important}
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If there are applicants currently in the stage being deleted, an error pops up when attempting to
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delete the stage. The records currently in the stage to need to be either deleted, archived, or
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moved to a different stage before the stage can be deleted.
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:::
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## Email templates
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To communicate with the applicant, Odoo has several pre-configured email templates that can be used.
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The pre-configured email templates and when to use them are as follows:
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- {guilabel}`Recruitment: Applicant Acknowledgement`: this template is used to let the applicant
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know that their application was received. This email is automatically sent out once the applicant
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is in the {guilabel}`New` stage.
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- {guilabel}`Recruitment: Interest`: this template is used to let the applicant know that their
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application caught the recruiter's attention, and they have been shortlisted for either a phone
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call or an interview.
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- {guilabel}`Recruitment: Schedule Interview`: this template is used to let the applicant know that
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they have passed the {guilabel}`Initial Qualification` stage, and they will be contacted to set up
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an interview with the recruiter. This email is automatically sent out once the applicant is in the
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{guilabel}`Initial Qualification` stage.
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- {guilabel}`Recruitment: Not interested anymore`: this template is used when an applicant
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communicates that they are no longer interested in the position, and thanks them for their time
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and consideration.
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- {guilabel}`Recruitment: Refuse`: this template is used when an applicant is no longer being
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considered for the position.
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:::{note}
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Email templates can be created, modified, and deleted to suit the needs of a business. For more
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information on email templates, refer to the {doc}`../general/companies/email_template` document.
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:::
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To manually send an email, click {guilabel}`Send message` in the chatter. A text box appears, as
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well as the applicant's email address.
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```{image} recruitment/full-composer.png
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:align: center
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:alt: Send an email from the chatter.
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```
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Click the {icon}`fa-expand` {guilabel}`(expand)` full composer icon in the bottom right corner of
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the {guilabel}`Send Message` tab in the chatter. A {guilabel}`Compose Email` pop-up window loads,
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with the {guilabel}`Recipients` and {guilabel}`Subject` pre-populated. The applicant's email address
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is entered in the {guilabel}`Recipients` line, and the {guilabel}`Subject` is `(Job Position)`. The
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email body is empty by default.
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To use a pre-configured email template, click the field next to {guilabel}`Load template` in the
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bottom section of the window. Select the email template to use from the drop-down menu.
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Pre-configured email templates may contain dynamic placeholders so unique information can be
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populated in the email for a more personalized message to the applicant. There are several
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pre-configured email templates to choose from. Depending on the template selected, the email subject
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and/or body may change.
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:::{note}
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Only the email templates that are configured for the model load. There are other email templates
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pre-configured in Odoo, but if they are not configured for the recruitment application, they do
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not appear in the list of available templates.
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:::
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If any attachments are to be added, click the {guilabel}`Attachments` button in the lower left
|
||
|
corner. Navigate to the file to be attached, then click {guilabel}`Open` to attach it. To delete an
|
||
|
attachment, click the {icon}`fa-close` {guilabel}`(delete)` icon to the right of the attachment.
|
||
|
|
||
|
If any changes need to be made to the email, edit the body of the email. If the edits should be
|
||
|
saved to be used in the future, the email can be saved as a new template. Click the {guilabel}`Save
|
||
|
Template` button in the bottom. To send the email, click {guilabel}`Send` and the email is sent to
|
||
|
the applicant. The email then appears in the chatter.
|
||
|
|
||
|
```{image} recruitment/send-survey.png
|
||
|
:align: center
|
||
|
:alt: |-
|
||
|
: Send a custom survey, also referred to as an interview form, to an applicant using a
|
||
|
: pre-configured template.
|
||
|
```
|
||
|
|
||
|
:::{seealso}
|
||
|
- {doc}`recruitment/new_job`
|
||
|
- {doc}`recruitment/add-new-applicants`
|
||
|
- {doc}`recruitment/schedule_interviews`
|
||
|
- {doc}`recruitment/offer_job_positions`
|
||
|
- {doc}`recruitment/refuse_applicant`
|
||
|
- {doc}`recruitment/source_analysis`
|
||
|
- {doc}`recruitment/recruitment_analysis`
|
||
|
- {doc}`recruitment/time_in_stage`
|
||
|
- {doc}`recruitment/team_performance`
|
||
|
:::
|
||
|
|
||
|
```{toctree}
|
||
|
:titlesonly: true
|
||
|
|
||
|
recruitment/new_job
|
||
|
recruitment/recruitment-flow
|
||
|
recruitment/add-new-applicants
|
||
|
recruitment/schedule_interviews
|
||
|
recruitment/offer_job_positions
|
||
|
recruitment/refuse_applicant
|
||
|
recruitment/source_analysis
|
||
|
recruitment/recruitment_analysis
|
||
|
recruitment/time_in_stage
|
||
|
recruitment/team_performance
|
||
|
```
|
||
|
|