[IMP] Recruitment: adding new hiring flow doc

closes odoo/documentation#7099

X-original-commit: 6704ff51de
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>

content/applications/hr/recruitment.rst

@@ -1,9 +1,821 @@
-:nosearch:
+:show-content:
+:show-toc:
 
 ===========
 Recruitment
 ===========
 
+Odoo keeps all job applicants organized with a pre-configured series of steps and stages that each
+applicant goes through. Each stage has a specific step(s) that should be performed. These range from
+scheduling a phone call, conducting an interview, to sending a job offer, just to name a few. This
+process is referred to as the 'applicant flow'.
+
+When an applicant applies for a job position, an *applicant card* is automatically created in Odoo's
+*Recruitment* app for that specific job position. As the applicant progresses through the
+recruitment pipeline, the recruitment team moves their card from one stage to the next.
+
+:ref:`Stages can be configured <recruitment/modify-stages>` so that an email is automatically sent
+out using a set, pre-configured template as soon as an applicant's card enters a stage. These
+automated emails are defined on each stage in the applicant flow.
+
+The applicant flow explained in this document is the default flow in Odoo, and goes through the
+applicant flow when using the *Recruitment* application's default configuration. The applicant flow
+is able to be modified to suit the specific recruitment flow for any business.
+
+.. note::
+   The applicant flow with all its stages are universal and applies to all job positions, unless
+   specified. :ref:`A specific stage can be configured <recruitment/customize-stages>` to be
+   job-specific, meaning that specific stage is only visible for that specific job position.
+   Otherwise, if a new stage is created, or an existing stage is modified, those changes will be
+   visible on all job positions.
+
+Kanban view
+===========
+
+To access the kanban view for a job position, navigate to the main :menuselection:`Recruitment app`
+dashboard, which is the default view when opening the application. All job positions appear on the
+main dashboard. Click the :guilabel:`New Applications` smart button on a job position card to
+navigate to the kanban view for all the applicants for that particular job position.
+
+.. image:: recruitment/new-applicants-button.png
+   :align: center
+   :alt: Main dashboard view of job position card, showing new applications button.
+
+Inside the job application, the kanban stages appear, with all the applicants populated in their
+respective columns, indicating what stage they are currently in. There are five default stages in
+Odoo:
+
+- :ref:`Initial Qualification <recruitment/initial-qualification>`
+- :ref:`First Interview <recruitment/first-interview>`
+- :ref:`Second Interview <recruitment/second-interview>`
+- :ref:`Contract Proposal <recruitment/contract-proposal>`
+- :ref:`Contract Signed <recruitment/contract-signed>`
+
+The last column, :guilabel:`Contract Signed`, is folded by default, meaning that the column appears
+in gray and the applicants in it are hidden from view. To expand the folded stage and view the
+applicant cards for that column, click anywhere on the thin gray column that says the stage name and
+the column expands, revealing the applicants.
+
+.. image:: recruitment/stages.png
+   :align: center
+   :alt: Expand a folded column by clicking on it in the kanban view.
+
+Each stage has a color-coded bar beneath the stage name, giving information about the applicant's
+status in the stage. The colors are:
+
+- :guilabel:`Green`: there are applicants in the stage with an activity that is either already
+  scheduled or needs to be scheduled in the future (such as a phone call or interview), according to
+  the parameters for that particular stage.
+- :guilabel:`Yellow`: there are applicants in the stage with an activity either scheduled for today
+  or due to be scheduled today.
+- :guilabel:`Red`: there are applicants in the stage with overdue activities which need to be
+  scheduled.
+- :guilabel:`Gray`: there are either no activities currently scheduled and no future activities that
+  are required to be scheduled, or there are no applicants currently in the stage.
+
+.. _recruitment/customize-stages:
+
+Customize stages
+================
+
+Stages can be modified, added, or deleted to best meet the needs of the particular hiring steps of
+a business.
+
+New stage
+---------
+
+To create a new stage, click on :guilabel:`+ Add a Column` and a new column appears. Enter the title
+for the new stage in the :guilabel:`Column title` field, then click :guilabel:`Add`. The new column
+appears, and another new stage is available to create. If no new stages are needed, click anywhere
+on the screen to exit the new column creation.
+
+.. image:: recruitment/add-column.png
+   :align: center
+   :alt: The plus sign to click in order to add a new column to the kanban stages.
+
+.. _recruitment/modify-stages:
+
+Modify stage
+------------
+
+To modify the settings of a stage, hover over the name of the stage, and a :guilabel:`⚙️ (gear)`
+icon appears in the upper right hand side of the stage. Click on the :guilabel:`⚙️ (gear)` icon and
+a menu appears. Then click on the :guilabel:`Edit Stage` option. An :guilabel:`Edit Column` form
+appears. Make any modifications to the form, then click :guilabel:`Save` when done.
+
+.. image:: recruitment/gear.png
+   :align: center
+   :alt: The gear icon that appears when a column name is moused over, and the drop-down menu it
+         displays when clicked.
+
+Edit column form
+~~~~~~~~~~~~~~~~
+
+The :guilabel:`Edit Column` form is where the stage's settings are configured. The only required
+fields are the :guilabel:`Stage Name`, and the :guilabel:`Tooltips` section.
+
+The fields to be populated or modified are:
+
+- :guilabel:`Stage Name`: type in a name for the stage.
+- :guilabel:`Email Template`: select an email template to be used from the drop-down menu. If a
+  template is selected, when the applicant card enters the stage, an email will automatically be
+  sent to the applicant using the selected template.
+- :guilabel:`Folded in Kanban`: check the box to have the stage appear folded (hidden) at all times
+  in the default view.
+- :guilabel:`Hired Stage`: check the box if this stage indicates that the applicant is hired. When
+  an applicant's card enters this stage, the card displays a :guilabel:`Hired` banner in the upper
+  right corner. If this box is checked, this stage is used to determine the hire date of an
+  applicant.
+- :guilabel:`Job Specific`: if the stage only applies to a specific job position(s), select the job
+  position(s) from the drop-down menu. Multiple job positions can be selected.
+- :guilabel:`Show in Referrals`: check the box if this stage should be seen in the *Referrals*
+  application, and allow the referrer to accrue points when a referral of theirs reaches this stage.
+  If this is active, a :guilabel:`Points` field appears. Enter the amount of referral points the
+  employee receives when an applicant enters this stage.
+- :guilabel:`Tooltips` section: there are three pre-configured labels (colored circles) for each
+  applicant's card, indicating its status. These colors are displayed at the top of each stage to
+  reflect the statuses of the applicants in the stage. The *names* for the label can be modified,
+  but the label itself (the color) cannot. The default names and labels are: :guilabel:`In Progress`
+  (gray), :guilabel:`Blocked` (red), and :guilabel:`Ready for Next Stage` (green).
+- :guilabel:`Requirements`: enter any internal notes for this stage explaining any requirements of
+  the stage.
+
+Delete stage
+------------
+
+If a stage is no longer needed, the stage can be deleted. To delete a stage, hover over the name of
+the stage, and a :guilabel:`⚙️ (gear)` icon appears. First, click on the :guilabel:`⚙️ (gear)` icon
+to reveal a drop-down menu, then click :guilabel:`Delete`. A pop-up warning appears, asking
+:guilabel:`Are you sure you want to remove this column?`. Click :guilabel:`OK` to delete the column.
+
+.. important::
+   If there are applicants currently in the stage being deleted, an error pops up when attempting to
+   delete the stage, explaining that there are records in the stage which need to be deleted,
+   archived, or moved to a different stage before deleting.
+
+Email templates
+===============
+
+To communicate with the applicant, Odoo has several pre-configured email templates that can be used.
+The pre-configured email templates and when to use them are as follows:
+
+- :guilabel:`Applicant: Acknowledgement`: this template is used to let the applicant know that their
+  application was received. This email is automatically sent out once the applicant is in the
+  :guilabel:`First Interview` stage.
+- :guilabel:`Applicant: Interest`: this template is used to let the applicant know that they have
+  passed the :guilabel:`Initial Qualification` stage and they will be contacted to set up an
+  interview with the recruiter.
+- :guilabel:`Applicant: Not interested anymore`: this template is used when an applicant
+  communicates that they are no longer interested in the position, and thanks them for their time
+  and consideration.
+- :guilabel:`Applicant: Refuse`: this template is used when an applicant is no longer being
+  considered for the position.
+- :guilabel:`Applicant: Your Salary Package`: this template is used when offering an applicant a
+  position. This informs the applicant they can configure their salary package.
+
+.. note::
+   Email templates can be created, modified, and deleted to suit the needs of a business. For more
+   information on email templates, refer to the :doc:`../general/email_communication/email_template`
+   document.
+
+To manually send an email click :guilabel:`Send message` in the chatter. A text box appears, as well
+as the applicant's email address. Click the :guilabel:`⤢ (double arrow)` full composer icon in the
+bottom right corner of the :guilabel:`Send Message` tab in the chatter.
+
+.. image:: recruitment/full-composer.png
+   :align: center
+   :alt: Send an email from the chatter.
+
+An email composer pop-up loads, with the :guilabel:`Recipients` and :guilabel:`Subject`
+pre-populated. The applicant's email address is entered on the :guilabel:`Recipients` line, and the
+:guilabel:`Subject` is `Re: (Subject / Application Name)`. The email body is empty by default.
+
+To use a pre-configured email template, click the drop-down next to the :guilabel:`Load template`
+field in the lower right section of the window. Pre-configured email templates may contain dynamic
+placeholders so unique information can be populated in the email for a more personalized message to
+the applicant. There are several pre-configured email templates to choose from. Depending on the
+template selected, the email subject and/or body may change.
+
+.. note::
+   Only the email templates that are configured for the model will load. There are other email
+   templates pre-configured in Odoo, but if they are not configured for the recruitment application,
+   they will not appear in the list of available templates.
+
+If any attachments are to be added, click the :guilabel:`Attach A File` 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 :guilabel:`X (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 As New Template`
+button in the bottom right corner. To send the email, click :guilabel:`Send` and the email will be
+sent to the applicant. The email then appears in the chatter.
+
+Stage flow
+==========
+
+In order to move an applicant's card from one stage to another, the applicant's card can either be
+dragged and dropped in the kanban view to the desired stage, or the stage can be modified on the
+applicant's card.
+
+To change the stage on the applicant's card, click on the applicant's card in the kanban view to go
+to a detailed view of the card. The current stage for the card is highlighted in purple at the top,
+above the card. Simply click the desired stage for the card, and the stage changes. A log note
+indicating the stage change appears in the chatter. Navigate back to the kanban view by clicking on
+:guilabel:`Applications` in the breadcrumb menu in the top left, and the applicant's card now
+appears in the new stage.
+
+.. image:: recruitment/stage-change.png
+   :align: center
+   :alt: Change the stage of an applicant by clicking on the desired stage at the top of the
+         applicant's card.
+
+.. _recruitment/initial-qualification:
+
+Initial qualification
+---------------------
+
+.. important::
+   The following information is based on Odoo's default recruitment pipeline flow. Be advised that
+   if modifications are made to create a customized recruitment pipeline flow, it will vary from the
+   following information.
+
+All applicants appear in the :guilabel:`Initial Qualification` stage, whether submitted online or if
+the applicant is manually entered by a recruiter. When the applicant's card is created, Odoo
+automatically populates the applicant's :guilabel:`Name`, :guilabel:`Email address`, and
+:guilabel:`Phone number` on the applicant's card. This information is required when applying for a
+job position.
+
+If the applicant entered any information in the :guilabel:`Short Introduction` section of the online
+application, it is populated in the :guilabel:`Application Summary` tab at the bottom of the
+applicant's card. If a resumé was attached to the online application, the resumé appears in the
+attachments section of the chatter, and is also stored in the *Documents* application. To find the
+recruitment documents stored in the Documents application, navigate to the main
+:menuselection:`Documents` dashboard, and click the folder labeled :guilabel:`Recruitment` on the
+right side. All recruitment documents will be stored within that folder.
+
+Send interview
+~~~~~~~~~~~~~~
+
+At any point in the hiring process, an *interview* can be sent to the applicant to obtain more
+information. These interviews are custom-made, and can be formatted in a variety of ways.
+
+Odoo uses the term *interview*, but these can be thought of as questionnaires, surveys, tests,
+certifications, etc. Custom interviews can be formatted to suit each individual job position's
+needs. For example, a job position for a computer programmer could have an interview in the form of
+a programming quiz to determine the skill level of the applicant. A job position for a restaurant
+server could have a questionnaire inquiring about the applicant's availability, if the desired
+applicant needs to be available on weekend evenings. For more information on creating and editing
+interview forms, refer to the :doc:`../hr/recruitment/new_job` documentation.
+
+.. note::
+   In order to send an email to an applicant, there must be an email address on the applicant's
+   card. If an email address is not entered on the applicant's card, when :guilabel:`Send Interview`
+   is clicked, the applicant's card appears instead of the :guilabel:`Survey` pop-up window. Enter
+   the email address in the email field, then click :guilabel:`Save`. Once the applicant's card is
+   saved, the applicant's card closes and the :guilabel:`Survey` pop-up window appears.
+
+To send an interview to an applicant, click on an applicant's card to navigate to a detailed view of
+the applicant's card. At the top of the applicant's card, click the button labeled :guilabel:`Send
+Interview`.
+
+If the applicant's card has an email address on file, a :guilabel:`Survey` pop-up window appears,
+with all the information populated. If an email is not on the applicant's card, then a contact form
+appears. Enter the applicants email address, then click :guilabel:`Save`. The card closes and the
+:guilabel:`Survey` pop-up window appears.
+
+Odoo refers to the interview forms as *surveys*. These email templates also use dynamic placeholders
+to personalize the email to the applicant and the job position. Add any additional recipients for
+the survey if more people should receive the email. If an email is in the database as a contact, add
+that contact on the :guilabel:`Recipients` line. If an email should be sent to someone who is not in
+the database as a contact, and they should **not** be added as a contact, add their email to the
+:guilabel:`Additional emails` line.
+
+If any attachments need to be added, click the :guilabel:`Attachments` button and a file explorer
+window appears. Navigate to the desired file, then click :guilabel:`Open` to attach it to the email.
+The attachment loads, and is listed above the :guilabel:`Attachments` button.
+
+If the emailed interview must be completed by a specific date, select a date for the
+:guilabel:`Answer deadline` in the lower-right area of the pop-up window. Click on the line next to
+:guilabel:`Answer deadline`, and a calendar selector appears. Use the :guilabel:`< (left)` and
+:guilabel:`> (right)` arrows on either side of the month to navigate to the desired month, then
+click on the :guilabel:`day` to select the date.
+
+The :guilabel:`Mail template` field is pre-populated based on the configuration for the interview. A
+different template can be chosen from the drop-down menu if desired. If a new template is selected,
+the new email template loads in the email body.
+
+To send the email with the interview link to the applicant, click :guilabel:`Send` at the bottom of
+the email pop-up.
+
+.. 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.
+
+Refuse
+~~~~~~
+
+At any point in the recruitment pipeline, an applicant can be refused from the job application
+process. To refuse an applicant, click on an applicant's card to navigate to a detailed view of the
+applicant's card. At the top of the applicant's card, there are several buttons. Click the one
+labeled :guilabel:`Refuse`.
+
+A :guilabel:`Refuse Reason` pop-up appears. Select the :guilabel:`Refuse Reason` from the drop-down
+menu. The default refuse reasons in Odoo are: :guilabel:`Doesn't fit the job requirements`,
+:guilabel:`The applicant is not interested anymore`, and :guilabel:`The applicant gets a better
+offer`. These three refusal reasons have pre-configured email templates associated with them.
+Additional refusal reasons can be created and existing ones can be modified or deleted. To add a new
+refusal reason, type in the name of the reason, then click :guilabel:`Create and Edit...`. A
+:guilabel:`Create: Refuse Reason` pop-up window appears. Type in the name of the new email template
+in the :guilabel:`Email Template` field, and click :guilabel:`Create and Edit...`. A
+:guilabel:`Create: Email Template` window loads. Configure the new email template, then click
+:guilabel:`Save`.
+
+.. note::
+   Pre-configured email templates in Odoo sometimes use dynamic placeholders, which are customized
+   pieces of data that populate dynamic content. For example, if the applicant's name is a piece of
+   dynamic content, the applicant's name will appear anytime that dynamic placeholder appears on the
+   email template. For more detailed information on email templates, refer to the
+   :doc:`../general/email_communication/email_template` documentation.
+
+An email template populates the :guilabel:`Email Template` field after a refusal reason is selected.
+If an email should not be sent to the applicant, uncheck the :guilabel:`Send Email` checkbox. To
+view the email template, click the :guilabel:`External Link` icon to the right of the email template
+selected. The email template loads in the pop-up window, and can be modified if needed. After making
+modifications, click :guilabel:`Save`. To close the email template, click :guilabel:`Discard`.
+
+To send the refusal email to the applicant, click :guilabel:`Send`. The refusal email is sent to the
+applicant, and a :guilabel:`Refused` banner appears on the applicant's card.
+
+.. image:: recruitment/refuse.png
+   :align: center
+   :alt: An applicant's card with the refused banner appearing in the top right corner in red.
+
+After refusal, the applicant's card is no longer visible in the job position's kanban view. To view
+refused applicants, navigate to the :menuselection:`Recruitment app --> Applications --> All
+Applications`. All applications for all job positions are presented in a list view. To view the
+refused applicants only, click :guilabel:`Filters`, then click :guilabel:`Archived/Refused`. All
+applicants that have been archived and/or refused appear in the list. To further organize this list
+and view refusals by job position, click :guilabel:`≣ Group By`, then click :guilabel:`Job`.
+
+New applicant
+~~~~~~~~~~~~~
+
+An applicant card can be manually added if needed. If an applicant needs to be added to the list of
+prospective candidates and an applicant card has not been created yet (they have not applied for the
+job online yet) an applicant card can be easily added from the job position kanban view in one of
+two ways, using either the :ref:`Quick add <recruitment/quick-add-applicant>` icon or the
+:ref:`Create <recruitment/create-new-applicant>` button.
+
+.. _recruitment/quick-add-applicant:
+
+Quick add
+*********
+
+Quickly add a new applicant using the :guilabel:`Quick add` icon. If not already in the job position
+kanban view, navigate to the main recruitment dashboard, and click the :guilabel:`New Applicants`
+button on the job position card that the applicant should be added to. Then, click on the small
+:guilabel:`+ (plus sign) Quick add` icon in the top right of the :guilabel:`Initial Qualification`
+stage to quickly add a new applicant.
+
+.. image:: recruitment/quick-add.png
+   :align: center
+   :alt: All the fields for a new applicant form entered when using the Quick Add option.
+
+Enter the following information on the card:
+
+- :guilabel:`Subject/Application Name`: this is the only required field. Enter the title for the
+  card. Typically this is the applicant's name and job position being applied to, for example:
+  `Laura Smith - Experienced Developer`. This field is not visible in the kanban view (unless in the
+  Developer mode), but is visible on the individual card.
+- :guilabel:`Applicant's Name`: enter the applicant's name.
+- :guilabel:`Email`: enter the applicant's email address.
+- :guilabel:`Applied Job`: the current job position populates this field. If needed, the job
+  position can be changed by selecting a different position from the drop-down menu. If a different
+  job position is selected, after the card is created, the card will appear in the selected job
+  position.
+
+After the information is entered, click :guilabel:`Add`. The applicant appears in the list, and a
+new blank applicant card appears. Click either the :guilabel:`🗑️ (delete)` icon or click anywhere
+on the screen to close the card.
+
+If preferred, after entering the applicant name, click :guilabel:`Edit` and a detailed
+:guilabel:`Applicant Form` loads. :ref:`Enter the information on the form
+<recruitment/applicant-details>`, then click :guilabel:`Save`
+
+.. _recruitment/create-new-applicant:
+
+Create
+******
+
+Add a new applicant including all the relevant information using the :guilabel:`Create` button. If
+not already in the kanban view for the job position to add an applicant to, navigate to the main
+recruitment dashboard, and click the :guilabel:`New Applicants` button on the job position card that
+the applicant should be added to. Then, click the :guilabel:`Create` button in the top left of the
+kanban view and an applicant form loads.
+
+Certain fields on the applicant card may be pre-populated, depending on how the job position is
+configured. Typically, the :guilabel:`Job` section, as well as the :guilabel:`Recruiter` field, are
+all pre-populated.
+
+Enter the following information on the new applicant form. Note that not all fields listed below may
+be visible. Depending on installed applications and configurations, some fields may not be
+displayed.
+
+.. _recruitment/applicant-details:
+
+Applicant section
+^^^^^^^^^^^^^^^^^
+
+- :guilabel:`Subject/Application Name`: this is the only required field. Enter the title for the
+  card. Typically this is the applicant's name and job position being applied to, for example:
+  `Laura Smith - Experienced Developer`. This field is not visible in the kanban view, unless the
+  :guilabel:`Applicant's Name` is left blank. If there is no :guilabel:`Applicant's Name`, then the
+  :guilabel:`Subject/Application Name` is what is displayed on the applicant card in the kanban
+  view.
+- :guilabel:`Applicant's Name`: enter the applicant's name.
+- :guilabel:`Email`: enter the applicant's email address.
+- :guilabel:`Phone`: enter the applicant's phone number.
+- :guilabel:`Mobile`: enter the applicant's mobile number.
+- :guilabel:`Degree`: select the applicant's highest level of education earned from the drop-down
+  menu. Options are :guilabel:`Graduate`, :guilabel:`Bachelor Degree`, :guilabel:`Master Degree`, or
+  :guilabel:`Doctoral Degree`. The :guilabel:`Graduate` option indicates graduating the highest
+  level of school before a Bachelor's degree, such as a high school or secondary school diploma,
+  depending on the country.
+- :guilabel:`Tags`: select as many tags as desired from the drop-down menu. To add a tag that does
+  not exist, type in the tag name, the click :guilabel:`Create "new tag"`.
+- :guilabel:`Interviewer`: select the person who will be conducting the interview(s) from the
+  drop-down menu. The person must have either *recruiter* or *officer* rights configured for the
+  Recruitment application in order to appear on the drop-down.
+- :guilabel:`Recruiter`: select the person responsible for the entire recruitment process for the
+  job position. Only *users* can be selected, and all users are presented in the drop-down to
+  select from.
+- :guilabel:`Appreciation`: click on one of the stars to select a rating for the applicant. One star
+  indicates :guilabel:`Good`, two stars indicates :guilabel:`Very Good`, and three stars indicates
+  :guilabel:`Excellent.`
+- :guilabel:`Referred By User`: if referral points are to be earned for this job position in the
+  *Referrals* application, select the user who referred the applicant from the drop-down menu. The
+  *Referrals* application must be installed for this to appear.
+
+Job section
+^^^^^^^^^^^
+
+The following fields are pre-populated when creating a new applicant, as long as these field are
+specified on the Job Position. Editing the fields is possible, if desired.
+
+- :guilabel:`Applied Job`: select the job position the applicant is applying to from the drop-down
+  menu.
+- :guilabel:`Department`: select the department the job position falls under from the drop-down
+  menu.
+- :guilabel:`Company`: select the company the job positions is for using the drop-down menu.
+
+Contract section
+^^^^^^^^^^^^^^^^
+
+- :guilabel:`Expected Salary`: enter the amount the applicant is requesting for the role in this
+  field. The number should be in a `XX,XXX.XX` format. The currency is determined by the
+  localization setting for the company.
+- :guilabel:`Expected Salary - Extra advantages...`: if any extra advantages are requested by the
+  applicant, enter it in this field. This should be short and descriptive, such as `1 week extra
+  vacation` or `dental plan`.
+- :guilabel:`Proposed Salary`: enter the amount to be offered to the applicant for the role in this
+  field. The number should be in a `XX,XXX.XX` format.
+- :guilabel:`Proposed Salary - Extra advantages...`: if any extra advantages are offered to the
+  applicant, enter it in this field. This should be short and descriptive, such as `1 week extra
+  vacation` or `dental plan`.
+- :guilabel:`Availability`: using the calendar module in the drop-down menu, select the available
+  start date for the applicant.
+
+Application summary tab
+^^^^^^^^^^^^^^^^^^^^^^^
+
+Any additional details or notes that should be added to the applicant's card can be typed into this
+field.
+
+.. image:: recruitment/new-applicant.png
+   :align: center
+   :alt: All the fields for a new applicant form entered.
+
+.. _recruitment/first-interview:
+
+First interview
+---------------
+
+After an applicant has passed the :guilabel:`Initial Qualification` stage, they can be moved to the
+:guilabel:`First Interview` stage in the job position kanban view. To move the applicant to the next
+stage, drag and drop the applicant's card to the :guilabel:`First Interview` stage, or click on the
+:guilabel:`First Interview` stage button at the top of the individual applicant's card.
+
+.. image:: recruitment/move.png
+   :align: center
+   :alt: An applicant's card moves from one stage t another by using the click and drag method.
+
+When the applicant's card moves to the :guilabel:`First Interview` stage, an acknowledgement email
+is automatically sent to the applicant. The email is created using an email template titled
+:guilabel:`Applicant: Acknowledgement`. This email template is pre-configured in Odoo, and contains
+dynamic placeholders for the job position, the recruiter's name, and the company's information. Once
+the email is sent, the email appears in the chatter.
+
+.. _recruitment/schedule-meetings:
+
+Schedule a meeting
+~~~~~~~~~~~~~~~~~~
+
+When a date and time have been agreed upon for both the applicant and interviewer, the interview can
+be scheduled. To schedule an interview, whether a phone or in-person interview, click the
+:guilabel:`Meeting` smart button at the top of the applicant's record.
+
+The applicant's card can be found by navigating to the :menuselection:`Recruitment application`
+dashboard, click on a :guilabel:`New Applications` button in the job position card, then click on
+the applicant's card.
+
+.. note::
+   The meeting smart button will display :guilabel:`No Meeting` if no meetings are currently
+   scheduled. For new applicants who are new to the :guilabel:`First Interview` stage, this will be
+   the default. If there are any meetings already scheduled, the smart button will display
+   :guilabel:`Next Meeting` with the date of the upcoming meeting.
+
+Doing so loads the *Calendar* application, showing the currently scheduled meetings and events for
+the user. The meetings and events displayed are for the employees who are listed under the
+:guilabel:`Attendees` section on the right side of the calendar view. To change the currently loaded
+meetings and events being displayed, uncheck the person who's calendar events are to be hidden. Only
+the checked attendees will be visible on the calendar.
+
+The default view is the week view. To change the calendar view, click on a button to present the
+calendar in a different view, either :guilabel:`Day`, :guilabel:`Month`, or :guilabel:`Year`. To
+change the displayed date range for the calendar, either use the :guilabel:`⬅️ (Left)`,
+:guilabel:`➡️ (Right)`, or :guilabel:`Today` buttons above the calendar, or click on a date in the
+calendar on the right side of the displayed calendar.
+
+.. image:: recruitment/calendar.png
+   :align: center
+   :alt: The calendar view, highlighting how to change the displayed meetings.
+
+To add a meeting to the calendar, click on the day the meeting is to take place, or click on the
+start time of the meeting and drag to the end time, to select the date, time, and the length of the
+meeting. If the calendar is displaying the day or week view, click on the day *and* the time slot
+the meeting is to take place. A :guilabel:`New Event` pop up appears, with the :guilabel:`Meeting
+Subject` populated with the applicant card's :guilabel:`Subject/Application Name`. The default time
+slot is 30 minutes. If the information is correct, click :guilabel:`Create` to add the meeting to
+the calendar, or click :guilabel:`Edit` to modify the meeting.
+
+If :guilabel:`Edit` is clicked, an expanded :guilabel:`New Event` card loads. Make any changes
+needed to the form.
+
+New event card
+**************
+
+The fields available to populate or modify on the detailed :guilabel:`New Event` card are as
+follows. The only required fields to enter are the :guilabel:`Meeting Subject`, :guilabel:`Starting
+At`, and :guilabel:`Ending At` fields. Once the card details are entered, click :guilabel:`Save` to
+save the changes and create the meeting.
+
+- :guilabel:`Meeting Subject`: enter the subject for the meeting. This should clearly indicate the
+  purpose of the meeting. The default subject is the :guilabel:`Subject/Application Name` on the
+  applicant's card.
+- :guilabel:`Attendees`: select the people who should be in attendance. The default employee listed
+  is the person who is creating the meeting. Add as many other people as desired.
+
+Meeting details tab
+^^^^^^^^^^^^^^^^^^^
+
+- :guilabel:`Starting At`: using the drop-down calendar, select the date and time for the meeting
+  start time.
+- :guilabel:`Ending At`: using the drop-down calendar, select the date and time for the meeting end
+  time.
+- :guilabel:`Duration`: this field auto populates based on the :guilabel:`Starting At` and
+  :guilabel:`Ending At` times entered. If the meeting time is adjusted, this field automatically
+  adjusts to the correct duration length.
+- :guilabel:`All Day`: if the meeting is an all day long event, check the box next to :guilabel:`All
+  Day`. After this box is checked, the :guilabel:`Duration` field is hidden from view, a well as the
+  meeting start and end times.
+- :guilabel:`Organizer`: the employee who created the meeting is populated in this field. Use the
+  drop-down menu to change the selected employee.
+- :guilabel:`Description`: enter a brief description in this field. There is an option to enter
+  formatted text, such as numbered lists, headings, tables, as well as links, photos, and more. Use
+  the powerbox feature, by typing a `/`, and a list of options are presented. Scroll through the
+  options and click on the desired item. The item appears in the field and can be modified. Each
+  command presents a different pop-up window. Follow the instructions for each command to complete
+  the entry.
+- :guilabel:`Reminders`: select a reminder from the drop-down menu. Options include
+  :guilabel:`Notification`, :guilabel:`Email`, and :guilabel:`SMS Text Message`, each with a
+  specific time period before the event (hours, days, etc). The reminder chosen will alert the
+  meeting participants of the meeting via the selected option.
+- :guilabel:`Location`: enter the location for the meeting.
+- :guilabel:`Meeting URL`: if the meeting is virtual, enter the meeting link in this field.
+- :guilabel:`Tags`: select any tag(s) for the meeting using the drop-down menu. There is no limit to
+  the number of tags that can be used.
+
+Options tab
+^^^^^^^^^^^
+
+- :guilabel:`Recurrent`: if the meeting should repeat at a selected interval (not typical for a
+  first interview), check the box next to :guilabel:`Recurrent`. This reveals a recurrence section.
+  Enter the details for how often the meeting should repeat, including an end time.
+- :guilabel:`Privacy`: select the visibility of this meeting. Options are :guilabel:`Public`,
+  :guilabel:`Private`, and :guilabel:`Only internal users`. :guilabel:`Public` allows for everyone
+  to see the meeting, :guilabel:`Private` allows only the attendees listed on the meeting to see the
+  meeting, and :guilabel:`Only internal users` allows anyone logged into the company database to see
+  the meeting.
+- :guilabel:`Show as`: select from the drop-down whether the meeting time should appear as
+  :guilabel:`Busy` or :guilabel:`Available` in the attendees' schedules. Setting this field to
+  :guilabel:`Available` allows other meetings to be scheduled for the same time. It is recommended
+  to set this field to :guilabel:`Busy`, so no other meetings can be scheduled for the attendees at
+  the same time.
+
+.. image:: recruitment/new-event.png
+   :align: center
+   :alt: A new meeting card with all the details populated, and ready to save.
+
+Send meeting to attendees
+*************************
+
+Once changes have been entered and the meeting details are correct, the meeting can be sent to the
+attendees via email or text message.
+
+To send the meeting via email, click the :guilabel:`Email` button next to the list of attendees. A
+:guilabel:`Contact Attendees` email configurator pop-up appears. A pre-formatted email using the
+default :guilabel:`Calendar: Event Update` email template populates the email body field. The
+followers of the document (job application), as well as the user who created the meeting are added
+as :guilabel:`Recipients` by default. Add the applicant's email address to the list to send the
+email to the applicant as well. Make any other desired changes to the email. If an attachment is
+needed, click the :guilabel:`Attach A File` button, navigate to the file, then click
+:guilabel:`Open`. Once the email is ready to be sent, click :guilabel:`Send`.
+
+.. image:: recruitment/email-event.png
+   :align: center
+   :alt: Enter the information to send the event via email.
+
+To send the meeting via text message, click the :guilabel:`SMS` button next to the list of
+attendees. A :guilabel:`Send SMS Text Message` pop-up appears. At the top, in a blue box,
+information appears regarding the message. The first line lists how many records (phone numbers) are
+selected. The second line lists the number of recipients and how many of them are invalid. If a
+contact does not have a valid phone number listed, click :guilabel:`Close`, and edit the attendee's
+record, then redo these steps.
+
+.. warning::
+   It is *not* recommended to check the box to send to all the records in the :guilabel:`Send SMS
+   Text Message` pop-up. This would send a message to all contacts with a valid phone number.
+
+When the message reads :guilabel:`0 are invalid`, type in the message to be sent in the
+:guilabel:`Message` field. Beneath the message field, the number of characters, as well as the
+amount of text messages required to send the message (according to GSM7 criteria) appears. Click
+:guilabel:`Put In Queue` to have the text sent later, after any other messages are scheduled, or
+click :guilabel:`Send Now` to send the message immediately.
+
+.. image:: recruitment/send-sms.png
+   :align: center
+   :alt: Send a text message to the attendees of the meeting.
+
+.. note::
+   Sending text messages is not a default capability with Odoo. To send text messages, credits are
+   required, which need to be purchased. For more information on IAP credits and plans, refer to
+   the :doc:`../general/in_app_purchase` documentation.
+
+.. _recruitment/second-interview:
+
+Second interview
+----------------
+
+After an applicant has passed the :guilabel:`First Interview` stage, they can be moved to the
+:guilabel:`Second Interview` stage. To move the applicant to the next stage, drag and drop the
+applicant's card to the :guilabel:`Second Interview` stage, or click on the :guilabel:`Second
+Interview` stage button at the top of the individual applicant's card.
+
+When the applicant's card moves to the :guilabel:`Second Interview` stage, there are no automatic
+activities or emails configured for this stage, unlike for the :guilabel:`First Interview` stage.
+The recruiter can now :ref:`schedule a second interview <recruitment/schedule-meetings>` with the
+applicant, following the same process as for the first interview.
+
+.. _recruitment/contract-proposal:
+
+Contract proposal
+-----------------
+
+When the applicant has passed the interview stages and an offer is ready to be sent, they can be
+moved to the :guilabel:`Contract Proposal` stage. Drag and drop the applicant's card to the
+:guilabel:`Contract Proposal` stage, or click on the :guilabel:`Contract Proposal` stage button at
+the top right of the individual applicant's card.
+
+The next step is to send an offer to the applicant. On the applicant's card, click the
+:guilabel:`Generate Offer` button. A :guilabel:`Generate a Simulation Link` pop-up appears. All
+fields are pre-populated with information from the job position, except for the :guilabel:`Force
+New Cars List`, :guilabel:`Default Vehicle`, and the :guilabel:`Canteen Cost` (this is set to
+`0.00`).
+
+.. note::
+   Not all fields may appear on the :guilabel:`Generate a Simulation Link` pop-up. Depending on the
+   localization setting for the company and the applications installed, some fields may not appear.
+   For example if the *Fleet* application is not installed, the fields related to vehicles will not
+   appear on the pop-up.
+
+Universal fields
+~~~~~~~~~~~~~~~~
+
+The following fields appear for all offers sent to applicants regardless of localization settings.
+
+- :guilabel:`Offer Template`: the template currently being used to populate the :guilabel:`Generate
+  a Simulation Link` pop-up. To modify the template, click the :guilabel:`External link` icon to the
+  right of the drop-down arrow. Make any changes, then click :guilabel:`Save`.
+- :guilabel:`Job Title`: the name of the position being offered to the applicant.
+- :guilabel:`Contract Start Date`: the date the contract takes effect. The default date is the
+  current date. To modify the date, click the drop-down to reveal a calendar. Use the :guilabel:`<
+  (left)` and :guilabel:`> (right)` arrows on either side of the month to navigate to the desired
+  month, then click on the :guilabel:`day` to select the date.
+- :guilabel:`Yearly Cost`: the annual salary being offered.
+- :guilabel:`Offer Link`: this link takes the applicant to a webpage where they can enter their
+  personal information, which will be imported to their employee record when created. If applicable,
+  the applicant can modify their salary package (this option is not available for all
+  localizations). Lastly, this is where the applicant accepts the offer by clicking
+  :guilabel:`Review Contract & Sign` to accept the contract and sign it using the *Sign*
+  application.
+
+.. note::
+   The *Sign* application must be installed in order for a document to be signed. Ensure the *Sign*
+   application is installed to use this feature.
+
+Optional fields
+~~~~~~~~~~~~~~~
+
+The following fields will only appear if specific localization settings are selected, and/or certain
+applications are installed. For example if the *Fleet* application is not installed, none of the
+optional fields related to vehicles will appear, such as :guilabel:`Force New Cars List` or
+:guilabel:`Default Vehicle`.
+
+- :guilabel:`Job Position`: the official title of the job being offered to the applicant, from the
+  :guilabel:`Job Position` card. To modify the name, click the :guilabel:`External link` icon to the
+  right of the drop-down arrow. Make any changes, then click :guilabel:`Save`.
+- :guilabel:`Department`: the department the job position falls under. To modify the department,
+  click the :guilabel:`External link` icon to the right of the drop-down arrow. Make any changes,
+  then click :guilabel:`Save`.
+- :guilabel:`Force New Cars List`: check this box to offer a new vehicle to the applicant.
+- :guilabel:`Default Vehicle`: using the drop-down menu, select the vehicle that will be assigned
+  to the applicant.
+- :guilabel:`Canteen Cost`: enter the amount that is offered to the applicant for the cafeteria.
+- :guilabel:`Contract Type`: using the drop-down menu, select the type of contract that is being
+  offered.
+
+.. image:: recruitment/generate-link.png
+   :align: center
+   :alt: Format the offer to send to the applicant. Make any modifications before sending.
+
+Send offer
+~~~~~~~~~~
+
+To send the offer to the applicant, click :guilabel:`Send`. If the applicant does not have an email
+address listed on their applicant card, the applicant form appears so their email can be configured.
+If there is already an email configured on the applicant's card, the email pop-up appears instead.
+If prompted with the applicant's card, enter the applicant's email address in the :guilabel:`Email`
+field, then click :guilabel:`Save`. The applicant form closes and the email pop-up appears.
+
+The :guilabel:`Applicant: Your Salary Package` email template is used, and the
+:guilabel:`Recipients`, :guilabel:`Subject`, and email body are pre-populated based on the email
+template. If any attachments need to be added, click the :guilabel:`Attachments` button and a file
+explorer window appears. Navigate to the desired file, then click :guilabel:`Open` to attach it to
+the email. The attachment loads, and is listed above the :guilabel:`Attachments` button. Once the
+email is ready to send, click :guilabel:`Send`.
+
+.. note::
+   To send an offer, ensure the *Sign* application is installed. This is necessary so the offer can
+   be sent to the applicant by the recruiter. The applicant does not need any software installed.
+
+.. image:: recruitment/send-offer.png
+   :align: center
+   :alt: Send an email to the applicant with a link to the offered salary.
+
+.. _recruitment/contract-signed:
+
+Contract signed
+---------------
+
+Once the applicant has accepted the offer and signed the contract, the next step is to move the
+applicant to the :guilabel:`Contract Signed` stage. To move the applicant to the next stage, drag
+and drop the applicant's card to the :guilabel:`Contract Signed` stage, or click the
+:guilabel:`More` button at the top of the applicant's card to reveal the :guilabel:`Contract
+Signed` stage button at the top of the individual applicant's card, and click :guilabel:`Contract
+Signed`.
+
+The :guilabel:`Contract Signed` stage is folded in the kanban view, but the card may still be
+dragged and dropped into that stage.
+
+Once the applicant's card moves to the :guilabel:`Contract Signed` stage, a green :guilabel:`Hired`
+banner appears in the top right of the applicant's card.
+
+.. image:: recruitment/hired.png
+   :align: center
+   :alt: Hired banner in the top right corner of applicant card.
+
+Create employee
+~~~~~~~~~~~~~~~
+
+Once the applicant has been hired, the next step is to create an employee record of them. On the
+applicant's card, click the :guilabel:`Create Employee` button in the top left. An employee form
+appears, and any information from the applicant's card that can be imported into the employee card
+appears in the form.
+
+Fill out the rest of the form. For detailed information on the fields, refer to the
+:doc:`employees/new_employee` documentation. When done, click :guilabel:`Save`. The employee record
+is now saved in the *Employees* app.
+
 .. toctree::
    :titlesonly: