diff --git a/content/applications/hr/recruitment.rst b/content/applications/hr/recruitment.rst index 28f0dc472..e52350eb6 100644 --- a/content/applications/hr/recruitment.rst +++ b/content/applications/hr/recruitment.rst @@ -7,8 +7,8 @@ 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'. +scheduling a phone call, conducting an interview, or sending a job offer, for example. 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 @@ -26,52 +26,202 @@ is able to be modified to suit the specific recruitment flow for any business. The applicant flow with all its stages are universal and applies to all job positions, unless specified. :ref:`A specific stage can be configured ` 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 + Otherwise, if a new stage is created, or an existing stage is modified, those changes are visible on all job positions. +.. _recruitment/settings: + +Settings +======== + +Before creating a job position in Odoo, configure the necessary settings for the *Recruitment* app. +To view and edit the settings, navigate to :menuselection:`Recruitment app --> Configuration --> +Settings`. After any changes are made, click the :guilabel:`Save` button in the top-left corner to +save all the changes. + +Job posting +----------- + +The :guilabel:`Job Posting` section of the *Recruitment* app settings has only one selection to +make. If job positions are to be posted to the company's website, enable the :guilabel:`Online +Posting` option. + +.. note:: + The :guilabel:`Online Posting` is only available if the *Website* application is also installed. + +Recruitment process +------------------- + +The :guilabel:`Recruitment process` section of the settings page specifies what the database can and +cannot do during the recruitment process. + +Send interview survey +~~~~~~~~~~~~~~~~~~~~~ + +Odoo is capable of having a survey sent to an applicant to gather more information about them. +Surveys can be thought of as exams, or questionnaires, and can be customized in various ways to +provide the recruitment team with valuable insights into the applicant + +Enable the :guilabel:`Send Interview Survey` option to send surveys to applicants. Once enabled, an +:icon:`fa-arrow-right` :guilabel:`Interview Survey` internal link appears. Click the +:icon:`fa-arrow-right` :guilabel:`Interview Survey` link to navigate to a list of all created +surveys. + +This list includes all surveys that were created in the database, not just surveys used in the +*Recruitment* app. If no surveys have been created, the surveys list displays a :guilabel:`No Survey +Found` message, and presents options to create a survey from several pre-configured survey +templates. + +.. seealso:: + For more detailed information about surveys, refer to the :doc:`survey essentials + <../marketing/surveys/create>` documentation. + +.. note:: + Enabling the :guilabel:`Send Interview Survey` option will install the *Surveys* application once + the settings are saved, if it is not installed already. + +Send SMS +~~~~~~~~ + +It is possible to send text messages to applicants directly through the *Recruitment* app. To do so, +enable the :guilabel:`Send SMS` option. This option requires credits to use, which can be obtained +by clicking the :icon:`fa-arrow-right` :guilabel:`Buy credits` internal link that emerges when the +feature is enabled. + +.. seealso:: + For more information, refer to the :doc:`SMS pricing and FAQs + <../marketing/sms_marketing/pricing/pricing_and_faq>` documentation. + +.. _recruitment/cv-display: + +CV display +~~~~~~~~~~ + +When applicants submit an application, one of the default required fields is a resumé, or :abbr:`CV +(curriculum vitae)`. All resumés are stored in the *Documents* application, and are accessible on +the applicant's card. + +A resumé has the option to appear on the applicant's form, which can be viewed by clicking on the +applicant's card. The resumé appears on the right-side of the screen. If this is not enabled, the +resumé is accessed via a link in the chatter, where it needs to be clicked to expand and view it, or +downloaded. + +Enable the :guilabel:`CV Display` option to show the resumé on the applicant's card by default, and +in addition to the document link. When enabled, the resumé appears on the right side of the +applicant's card. + +.. note:: + For the resumé to appear on the right-side, the browser window must be in full-screen mode (where + the browser spans the entire screen). + + If the browser window is set to a size smaller than the entire width of the screen (not + full-screen), then the resumé does not appear on the right-side. Instead, the resumé appears in + the :guilabel:`Files` section of the chatter, below the applicant's card. + +.. image:: recruitment/cv-display.png + :align: center + :alt: The resumé on an applicant's card, appearing on the right side. + +.. _recruitment/cv-ocr: + +CV digitization (OCR) +~~~~~~~~~~~~~~~~~~~~~ + +When an application is submitted using any of the available methods, such as an online application +submission, emailing a resume to the job position alias, or creating an applicant record directly +from the database, it is possible to have Odoo extract the applicant's name, phone number, and email +address from the resumé and populate the applicant's form. To do so, enable the :guilabel:`CV +Digitization (OCR)` option. + +When enabled, additional options appear. Click on the corresponding radio button to select one of +the following options: + +- :guilabel:`Do not digitize`: this option turns off resumé digitization. +- :guilabel:`Digitize on demand only`: this option only digitizes resumes when requested. A + :guilabel:`Digitize document` buttons appears on applicant cards. When clicked, the resumé is + scanned and the applicant's card is updated. +- :guilabel:`Digitize automatically`: this option automatically digitizes all resumés when they are + submitted. + +Beneath these options are two additional links. Click the :icon:`fa-arrow-right` :guilabel:`Buy +credits` button to purchase credits for CV digitization. Click the :icon:`fa-arrow-right` +:guilabel:`View My Services` to view a list of all current services, and their remaining credit +balances. + +For more information on document digitization and :abbr:`IAP's (in-app purchases)`, refer to the +:doc:`In-app purchase (IAP) <../essentials/in_app_purchase>` documentation. + +.. note:: + The :guilabel:`Do not digitize` option for :guilabel:`CV digitization (OCR)` at first may seem + like a redundancy. It seems to be the same as disabling the :guilabel:`CV digitization (OCR)` + option. + + When the :guilabel:`CV digitization (OCR)` option is enabled, a module is installed so that + resumés can be scanned. Disabling this option would uninstall the module. + + If at some point, there is a desire to temporarily stop digitizing resumés, the :guilabel:`Do not + digitize` option is selected. The reason this option is available is so that the module is not + uninstalled, allowing for digitization to be enabled in the future by selecting one of the other + two options. + +Salary package configurator +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +When sending an offer to an applicant, an expiration date can be set on the offer. Enter the number +of days an offer is valid for in the :guilabel:`days` field. After the set amount of days has +passed, if the applicant has not accepted the offer, the offer is no longer available. + Kanban view =========== -To access the kanban view for a job position, navigate to the main :menuselection:`Recruitment app` +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. +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 +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 six default stages in Odoo: +- :ref:`New ` - :ref:`Initial Qualification ` - :ref:`First Interview ` - :ref:`Second Interview ` - :ref:`Contract Proposal ` - :ref:`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. +The last column, :guilabel:`Contract Signed`, is folded by default. Folded columns appear 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. + :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: +Each stage has a color-coded bar beneath the stage name, providing status information for the +applicant's in that specific stage. The status 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. +- :guilabel:`Green`: the applicant is ready to move to the next stage. +- :guilabel:`Red`: the applicant is blocked from moving to the next stage. +- :guilabel:`Gray`: the applicant is still in progress in the current stage and is neither ready nor + blocked from the next stage. + +The status for each card is set manually. To set the status, click on the small circle in the +lower-left of the applicant card. A status pop-up window appears. Click on the desired status for +the applicant. The status dot on the applicant card as well as the status bar updates. + +.. image:: recruitment/status-dots.png + :align: center + :alt: The applicant card statuses, and status bar. + +.. tip:: + The names for the three status colors (`In Progress`, `Blocked`, and `Ready for Next Stage`) + :ref:`can be modified `, if desired. .. _recruitment/customize-stages: @@ -84,57 +234,61 @@ 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. +To create a new stage, click on :icon:`fa-plus` :guilabel:`Stage` and a new column appears. Enter +the title for the new stage in the :guilabel:`Stage 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 stage 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. + :alt: The plus sign to click 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. +To modify the settings of a stage, hover over the name of the stage, and a :icon:`fa-cog` +:guilabel:`(gear)` icon appears in the upper right hand side of the stage. Click on the +:icon:`fa-cog` :guilabel:`(gear)` icon and a menu appears. Then click on the :guilabel:`Edit` +option. An :guilabel:`Edit: (Stage)` form appears. Make any desired modifications to the form, then +click :guilabel:`Save & Close` 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 -~~~~~~~~~~~~~~~~ +.. _recruitment/edit-stage: -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. +Edit stage form +~~~~~~~~~~~~~~~ + +The :guilabel:`Edit: (Stage)` form is where the stage's settings are configured. The only required +field is the :guilabel:`Stage Name`. 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. + template is selected, when the applicant card enters the stage, an email is automatically 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:`Job Specific`: if the stage only applies to specific job positions, select the job + positions 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, + employee receives when an applicant enters this stage. The *Referrals* app must be installed in + order to use this option. +- :guilabel:`Tooltips` section: there are three pre-configured status 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 @@ -144,14 +298,15 @@ 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. +the stage, and a :icon:`fa-cog` :guilabel:`(gear)` icon appears. First, click on the :icon:`fa-cog` +:guilabel:`(gear)` icon to reveal a drop-down menu, then click :guilabel:`Delete`. A +:guilabel:`Confirmation` pop-up warning appears, asking :guilabel:`Are you sure you want to delete +this column?` Click :guilabel:`Delete` 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. + delete the stage. The records currently in the stage to need to be either deleted, archived, or + moved to a different stage before the stage can be deleted. Email templates =============== @@ -159,97 +314,118 @@ 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 +- :guilabel:`Recruitment: 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:`New` stage. +- :guilabel:`Recruitment: Interest`: this template is used to let the applicant know that their + application caught the recruiter's attention, and they have been shortlisted for either a phone + call or an interview. +- :guilabel:`Recruitment: Schedule Interview`: 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. This email is automatically sent out once the applicant is in the + :guilabel:`Initial Qualification` stage. +- :guilabel:`Recruitment: 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 +- :guilabel:`Recruitment: 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/companies/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. +To manually send an email, click :guilabel:`Send message` in the chatter. A text box appears, as +well as the applicant's email address. .. 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. +Click the :icon:`fa-expand` :guilabel:`(expand)` full composer icon in the bottom right corner of +the :guilabel:`Send Message` tab in the chatter. A :guilabel:`Compose Email` pop-up window loads, +with the :guilabel:`Recipients` and :guilabel:`Subject` pre-populated. The applicant's email address +is entered in the :guilabel:`Recipients` line, and the :guilabel:`Subject` is `(Job Position)`. 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. +To use a pre-configured email template, click the field next to :guilabel:`Load template` in the +bottom section of the window. Select the email template to use from the drop-down menu. + +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. + Only the email templates that are configured for the model load. There are other email templates + pre-configured in Odoo, but if they are not configured for the recruitment application, they do + 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 +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 :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. +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. 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 +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. +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 at the top, above the +card. + +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: +.. _recruitment/new: -Initial qualification ---------------------- +New +--- .. 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. +All applicants appear in the :guilabel:`New` 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 +:guilabel:`Subject/Application`, the applicant's :guilabel:`Name`, :guilabel:`Email`, +:guilabel:`Mobile` number, and :guilabel:`LinkedIn Profile` on the applicant's card. This +information is required when applying for a job position, by default. + +.. note:: + If the website application form is modified, different fields may be populated based on what + information is requested on the website. 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. +application, it will populate in the :guilabel:`Application Summary` tab at the bottom of the +applicant's card. + +Resumé +~~~~~~ + +If a resumé was attached to the online application, the resumé would appear 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 left-hand side. All +recruitment documents are stored within that folder. + +If the :ref:`CV Display ` option was enabled in the :ref:`Settings +` menu, the resumé appears on the applicant's card, on the right-hand side. Send interview ~~~~~~~~~~~~~~ @@ -257,36 +433,40 @@ 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. +The *Surveys* application is used to send these *interviews*, therefore the *Surveys* application +must be installed to send an interview to an applicant. + 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. +certifications, etc. Custom interviews can be formatted to suit each individual job positions +needs. For more information on creating and editing interview forms, refer to the +:doc:`../hr/recruitment/new_job` documentation. + +.. 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. + +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-left of the applicant's card, click the :guilabel:`Send Interview` +button. + +If the applicant's card has an email address on file, a :guilabel:`Send an interview` pop-up window +appears, with all the information populated. .. 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. + is clicked, an :guilabel:`Edit:(Applicant)` pop-up window appears on top of the :guilabel:`Send + an interview` pop-up window. Enter the email address in the :guilabel:`email` field, then click + :guilabel:`Save & Close`. Once the applicant's information is saved, the :guilabel:`Edit: + (Applicant)` closes and the :guilabel:`Send an interview` pop-up window remains. -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. +Email templates 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 in the :guilabel:`Recipients` field. 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 in the :guilabel:`Additional emails` field. 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. @@ -294,11 +474,11 @@ 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. +:guilabel:`Answer deadline`, and a calendar selector appears. Use the :icon:`fa-chevron-left` +:guilabel:`(left)` and :icon:`fa-chevron-right` :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 +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. @@ -318,99 +498,155 @@ process. To refuse an applicant, click on an applicant's card to navigate to a d 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`. +A :guilabel:`Refuse Reason` pop-up window appears. Click the :guilabel:`Refuse Reason` from the +presented options. The default refuse reasons in Odoo, and their corresponding email templates, are: + +.. list-table:: + :header-rows: 1 + :stub-columns: 1 + + * - Email Template + - Refusal Reason + * - :guilabel:`Recruitment: Refuse` + - | :guilabel:`Doesn't fit the job requirements` + | :guilabel:`Language issues` + | :guilabel:`Role already fulfilled` + | :guilabel:`Duplicate` + | :guilabel:`Spam` + * - :guilabel:`Recruitment: Not interested anymore` + - | :guilabel:`Refused by Applicant: don't like job` + | :guilabel:`Refused by Applicant: better offer` + | :guilabel:`Refused by Applicant: salary` + +Additional refusal reasons :ref:`can be created and existing ones can be modified or deleted +`. .. 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 + dynamic content, the applicant's name appears anytime that dynamic placeholder appears on the email template. For more detailed information on email templates, refer to the :doc:`../general/companies/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`. +After a :guilabel:`Refuse Reason` is selected, two fields appear below the refusal reason: +:guilabel:`Send Email` and :guilabel:`Email Template`. -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. +The applicant's email address automatically populates the :guilabel:`Send Email` field; additional +email recipients cannot be added. If an email should **not** be sent to the applicant, uncheck the +:guilabel:`Send Email` checkbox. + +The email template associated with the refusal reason populates the :guilabel:`Email Template` +field. If a different email template is desired, select a different template from the +:guilabel:`Email Template` drop-down menu. To view the email template, click the :guilabel:`External +Link` icon to the right of the :guilabel:`Email Template` field. The email template loads in a +:guilabel:`Open: Email Template` pop-up window, and can be modified if needed. After making +modifications, click :guilabel:`Save & Close`. + +To send the refusal email to the applicant, click :guilabel:`Refuse`. The refusal email is sent to +the applicant, and a :guilabel:`Refused` banner appears on the applicant's card in the top-right +corner. .. image:: recruitment/refuse.png :align: center - :alt: An applicant's card with the refused banner appearing in the top right corner in red. + :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`. +After refusal, the applicant's card is no longer visible in the job position's Kanban view. To view +the refused applicants only, click the :guilabel:`▼ Toggle Search Panel` button in the search box, +then click :guilabel:`Refused` under the :guilabel:`Filters` section. All applicants that have been +refused for the job position appear, in the stage they were when they were refused. + +To view all applicants that have been refused from all job positions, navigate to the +:menuselection:`Recruitment app --> Applications --> All Applications`. Click the :guilabel:`▼ +Toggle Search Panel` button in the search box, then click :guilabel:`Refused` under the +:guilabel:`Filters` section. All applications for all job positions are presented in a list view, +organized by stage. + +.. _recruitment/new-refuse: + +Create or modify refuse reasons +******************************* + +To view all currently configured refuse reasons, navigate to :menuselection:`Recruitment app --> +Settings --> Applications: Refuse Reasons`. All the refuse reasons appear in a list view. + +To create a new refuse reason, click the :guilabel:`New` button in the top-left corner. A blank +line appears at the bottom of the :guilabel:`Description` column. + +Type in the new refuse reason in the field. It is recommended to enter a reason that is short and +concise, such as `offer expired` or `withdrew application`. + +Then, in the :guilabel:`Email Template` field, click on the field to reveal a drop-down menu. +Select an :guilabel:`Email Template` from the list to be used when this refuse reason is selected. + +If a new :guilabel:`Email Template` is desired, type in the name for the new template in the field. +Then, click :guilabel:`Create and edit...` and a :guilabel:`Create Email Template` form pop-up +window appears. + +Enter a :guilabel:`Name` for the form and an email :guilabel:`Subject` in the corresponding fields. +Enter the email content in the :guilabel:`Content` tab. Make any other desired modifications to the +template, then click :guilabel:`Save & Close` to save the template and return to the +:guilabel:`Refuse Reasons` list. The new template appears in the new refuse reason :guilabel:`Email +Template` field. + +To make any modifications to a refuse reason, click on the line, and make any desired changes. 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 ` icon or the -:ref:`Create ` button. +job online) an applicant card can be easily added from the job position Kanban view in one of two +ways, using either the :ref:`quick add ` button or the :ref:`New +` 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. +Quickly add a new applicant using the *quick add* button. If not already in the job position Kanban +view, navigate to the main recruitment dashboard by going to :menuselection:`Recruitment app --> +Applications --> By Job Positions`. Click the :guilabel:`(#) New Applications` button on the job +position card that the applicant should be added to. Then, click on the small :icon:`fa-plus` +:guilabel:`(plus)` icon in the top-right of the :guilabel:`New` stage to quickly add a new +applicant. + +Enter the following information on the card: + +- :guilabel:`Subject/Application`: Enter the title for the card. Typically this is the applicant's + name and job position being applied to, for example: `Laura Smith - HR Manager`. 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:`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 appears 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 :icon:`fa-trash-o` :guilabel:`delete` icon or +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 +`. .. 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 -`, then click :guilabel:`Save` - .. _recruitment/create-new-applicant: -Create -****** +New +*** -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. +Add a new applicant including all the relevant information using the *New* button. If not already in +the Kanban view for the job position to add an applicant to, navigate to the main recruitment +dashboard by going to :menuselection:`Recruitment app --> Applications --> By Job Positions`. Then, +click the :guilabel:`New` button in the top-left of the Kanban view and a blank 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 @@ -427,33 +663,51 @@ 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 + `John 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 + :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:`LinkedIn Profile`: enter the web address for the applicant's personal profile on + LinkedIn. - :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:`Interviewers`: using the drop-down menu, select the people who will conduct the + interview(s). The selected people must have either *recruiter* or *officer* rights configured for + the Recruitment application to appear in the drop-down list. - :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 +- :guilabel:`Evaluation`: 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:`Source`: using the drop-down menu, select where the applicant learned about the job + position. The following options come pre-configured in Odoo: :guilabel:`Search engine`, + :guilabel:`Lead Recall`, :guilabel:`Newsletter`, :guilabel:`Facebook`, :guilabel:`Twitter`, + :guilabel:`LinkedIn`, :guilabel:`Monster`, :guilabel:`Glassdoor`, and :guilabel:`Craigslist`. To + add a new :guilabel:`Source`, type in the source, then click :guilabel:`Create "(new source)"`. +- :guilabel:`Medium`: using the drop-down menu, select the method, or :guilabel:`Medium`, for the + :guilabel:`Source` that the applicant found the job listing with. The pre-configured options are: + :guilabel:`Banner`, :guilabel:`Direct`, :guilabel:`Email`, :guilabel:`Facebook`, :guilabel:`Google + Adwords`, :guilabel:`LinkedIn`, :guilabel:`Phone`, :guilabel:`Television`, :guilabel:`Twitter` + (now known as "X"), or :guilabel:`Website`. To add a new :guilabel:`Medium`, type in the medium, + then click :guilabel:`Create "(new medium)"`. - :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. + *Referrals* application must be installed for this field to appear. +- :guilabel:`Availability`: select the available start date for the applicant. To select a date, + click on the field 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. If no entry is selected that indicates the applicant is ready + to begin work immediately. +- :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, then click :guilabel:`Create "new tag"`. Job section ^^^^^^^^^^^ @@ -465,7 +719,8 @@ specified on the Job Position. Editing the fields is possible, if desired. 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. +- :guilabel:`Company`: select the company the job position is for using the drop-down menu. This + field only appears when in a multi-company database. Contract section ^^^^^^^^^^^^^^^^ @@ -473,16 +728,15 @@ 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:`Extra advantages...`: if any extra advantages are requested by the applicant, enter it + in the :guilabel:`Extra advantages...` field to the right of the :guilabel:`Expected Salary` + 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. + field. The number should be in a `XX,XXX.XX` format. The currency is determined by the + localization setting for the company. +- :guilabel:`Extra advantages...`: if any extra advantages are offered to the applicant, enter it in + the :guilabel:`Extra advantages...` field to the right of the :guilabel:`Proposed Salary` field. + This should be short and descriptive, such as `unlimited sick time` or `retirement plan`. Application summary tab ^^^^^^^^^^^^^^^^^^^^^^^ @@ -490,136 +744,200 @@ Application summary tab Any additional details or notes that should be added to the applicant's card can be typed into this field. +Skills tab +^^^^^^^^^^ + +Skills can be added to the applicant's card. To add a skill, follow the same steps as outlined in +the skills section of the :ref:`Create new employees ` document. + .. image:: recruitment/new-applicant.png :align: center :alt: All the fields for a new applicant form entered. +.. _recruitment/initial-qualification: + +Initial qualification +--------------------- + +If an applicant seems to be a good potential candidate, they are moved to the :guilabel:`Initial +Qualification` stage. This could be for a number of reasons, such as they have the relevant +experience, education, or certifications the position requires. + +This stage is to quickly sort candidates that have potential, and those that do not meet the +requirements. No automatic actions, such as emails, are set for this stage. This stage simply +informs the recruitment team to potentially set up a phone call or an interview with the candidate. + .. _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 +: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. + :alt: An applicant's card moves from one stage to 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. +.. tip:: + The :guilabel:`First Interview` stage can be modified so when the applicant's card moves to the + :guilabel:`First Interview` stage, an email is automatically sent to the applicant stating an + interview is requested. In this pre-configured email template, a link to the recruiting team's + calendar appears, allowing the applicant to schedule their interview. + + :ref:`Edit ` the :guilabel:`First Interview` stage, and select the + :guilabel:`Recruitment: Schedule Interview` for the :guilabel:`Email Template` field, to automate + this action. .. _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. +An interview can be scheduled in one of two ways: either manually by the recruitment team, or by the +applicant themselves. -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. +If the :guilabel:`First Interview` stage was modified to send the :guilabel:`Recruitment: Schedule +Interview` email template when an applicant reaches that stage, the applicant received a link to the +recruitment team's calendar, and can schedule the interview on their own. The recruitment team's +availability is reflected in the calendar. + +If the interview needs to be scheduled by the recruitment team, they should reach out to the +applicant for a date and time that works. 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. .. 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. + The meeting smart button displays :guilabel:`No Meeting` if no meetings are currently scheduled. + For new applicants who are new to the :guilabel:`First Interview` stage, this is the default. + + If there is one meeting already scheduled, the smart button displays :guilabel:`1 Meeting`, with + the date of the upcoming meeting beneath it. If more than one meeting is scheduled, the button + displays :guilabel:`Next Meeting`, with the date of the first upcoming meeting beneath it. 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 checked attendees are 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. +The default view is the :guilabel:`Week` view. To change the calendar view, click the +:guilabel:`Week` button, then select the desired view from the drop-down menu. The other options are +either :guilabel:`Day`, :guilabel:`Month`, or :guilabel:`Year`. + +An option to display or hide weekends is available. Click the :guilabel:`Week` button, then click +:guilabel:`Show weekends` to deactivate it (the default is to show weekends). If a check mark is +next to :guilabel:`Show weekends`, weekends are visible. If there is no check mark, weekends are +hidden. + +To change the displayed date range for the calendar, either use the :icon:`fa-arrow-left` +:guilabel:`(left arrow)`, :icon:`fa-arrow-right` :guilabel:`(Right arrow)`, 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. +To add a meeting to the calendar when in the day or week view, 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. A meeting +can also be added in this view by clicking on the day *and* the time slot the meeting is to take +place. -If :guilabel:`Edit` is clicked, an expanded :guilabel:`New Event` card loads. Make any changes -needed to the form. +Both methods cause a :ref:`New Event ` pop up window to appear. -New event card -************** +.. _recruitment/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. +New event pop-up window +*********************** -- :guilabel:`Meeting Subject`: enter the subject for the meeting. This should clearly indicate the +Enter the information on the form. The only required fields to enter are the :guilabel:`Meeting +Title`, and the :guilabel:`Start` and :guilabel:`End` fields. Once the card details are entered, +click :guilabel:`Save & Close` to save the changes and create the interview. + +The fields available to populate or modify on the :guilabel:`New Event` card are as follows: + +- :guilabel:`Meeting Title`: 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:`Start` and :guilabel:`End`: select the start and end date and times for the meeting. + Click on one of the fields and a calendar pop-up window appears. Select both the start and end + date and times, then click :guilabel:`Apply`. +- :guilabel:`All Day`: if the meeting is an all-day interview, check the box. If this box is + checked, the :guilabel:`Start` and :guilabel:`End` fields are hidden from view. - :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:`Videocall URL`: if the meeting is virtual, or if there is a virtual option available, + click :guilabel:`+ Odoo meeting` and a URL is automatically created for the meeting and populates + the field. - :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. + +More options +^^^^^^^^^^^^ + +To add additional information to the meeting, click the :guilabel:`More Options` button in the +lower-right corner of the pop-up window. Enter any of the following additional fields: + +- :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. The default length of a meeting is one hour. +- :guilabel:`Recurrent`: if the meeting should repeat at a selected interval (not typical for a + first interview), check the box next to :guilabel:`Recurrent`. Several additional fields appear + when this is enabled: + + - :guilabel:`Timezone`: using the drop-down menu, select the :guilabel:`Timezone` for the + meetings. + - :guilabel:`Repeat`: using the drop-down menu, select when the meetings repeat. The available + options are :guilabel:`Daily`, :guilabel:`Weekly`, :guilabel:`Monthly`, :guilabel:`Yearly`, or + :guilabel:`Custom`. If :guilabel:`Custom` is selected, a :guilabel:`Repeat Every` field appears + beneath it, along with another time frequency parameter (:guilabel:`Days`, :guilabel:`Weeks`, + :guilabel:`Months`, or :guilabel:`Years`). Enter a number in the blank field, then select the + time period using the drop-down menu. + - :guilabel:`Repeat on`: if :guilabel:`Weekly` is selected for the :guilabel:`Repeat` field, the + :guilabel:`Repeat on` field appears. Click on the corresponding day to select it. + - :guilabel:`Day of Month`: if :guilabel:`Monthly` is selected for the :guilabel:`Repeat` field, + the :guilabel:`Day of Month` field appears. Using the drop-down menu, select either + :guilabel:`Date of month` or :guilabel:`Day of month`. If :guilabel:`Date of month` is selected, + enter the date the meeting repeats. If :guilabel:`Day of month` is selected, use the drop-down + menus to determine the frequency. Select either :guilabel:`First`, :guilabel:`Second`, + :guilabel:`Third`, :guilabel:`Fourth`, or :guilabel:`Last` for the first drop-down menu, then + select the day (:guilabel:`Monday`, :guilabel:`Tuesday`, etc.) in the second drop-down menu. + - :guilabel:`Until`: using the drop-down menu, select when the meetings stop repeating. The + available options are :guilabel:`Number of repetitions`, :guilabel:`End date`, and + :guilabel:`Forever`. If :guilabel:`Number of repetitions` is selected, enter the number of + total meetings to occur in the blank field. If :guilabel:`End date` is selected, specify the + date using the calendar pop-up window, or type in a date in a XX/XX/XXXX format. + :guilabel:`Forever` schedules meetings indefinitely. + - :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. +- :guilabel:`Appointment`: if an appointment is associated with this meeting, select it form the + drop-down menu, or create a new appointment by typing in the appointment name, then click + :guilabel:`Create & Edit...`. A :guilabel:`Create Appointment` form loads. Enter the information + on the form, then click :guilabel:`Save & Close`. +- :guilabel:`Privacy`: select if the organizer appears either :guilabel:`Available` or + :guilabel:`Busy` for the duration of the meeting, using the drop-down menu. Next, select the + visibility of this meeting, using the drop-down menu to the right of the first selection. 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:`Organizer`: the employee who created the meeting is populated in this field. Use the + drop-down menu to change the selected employee. +- :guilabel:`Reminders`: select a reminder from the drop-down menu. Default 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 alerts the meeting + participants of the meeting via the selected option at the specified time. Multiple reminders can + be selected in this field. .. image:: recruitment/new-event.png :align: center @@ -629,37 +947,37 @@ 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. +attendees via email or text message from the expanded :guilabel:`Event Form` (what is seen when the +:guilabel:`More Options` button is clicked on in the event pop-up window). -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`. +To send the meeting via email, click the :icon:`fa-envelope` :guilabel:`Email` button next to the +list of attendees. A :guilabel:`Contact Attendees` email configurator pop-up window 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:`Attachments` 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. +To send the meeting via text message, click the :icon:`fa-mobile` :guilabel:`SMS` button next to +the list of attendees. A :guilabel:`Send SMS Text Message` pop-up appears. -.. 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. +At the top, a blue box appears if any attendees do not have valid mobile numbers, and lists how many +records are invalid. If a contact does not have a valid mobile number listed, click +:guilabel:`Close`, and edit the attendee's record, then redo these steps. -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. +When no warning message appears, type in the message to be sent to the attendees in the +:guilabel:`Message` field. to add any emojis to the message, click the :guilabel:`Add Emoji` icon +on the right-side of the pop-up window. + +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 @@ -681,9 +999,9 @@ applicant's card to the :guilabel:`Second Interview` stage, or click on the :gui 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 ` with the -applicant, following the same process as for the first interview. +activities or emails configured for this stage. The recruiter can now :ref:`schedule a second +interview ` with the applicant, following the same process as the +first interview. .. _recruitment/contract-proposal: @@ -693,85 +1011,63 @@ 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 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`). +:guilabel:`Generate Offer` button. A :guilabel:`Generate a Simulation Link` pop-up appears. Most +fields are pre-populated with information from the job position. If any necessary fields are blank, +enter the relevant information in the fields. .. 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. + For example if the *Fleet* application is not installed, any fields related to vehicles do not + appear on the pop-up window. 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 Template`: the template currently being used to populate the + :guilabel:`Generate a Simulation Link` pop-up window. To modify the template, click the + :guilabel:`Internal link` icon to the right of the drop-down arrow. Make any changes, then click + :guilabel:`Save & Close`. A different :guilabel:`Contract Template` can be selected using the + drop-down menu. +- :guilabel:`Job Position`: the name of the :guilabel:`Job Position` being offered to the + applicant. The selections available in the drop-down menu correspond to the :guilabel:`Job + Positions` configured on the main *Recruitment* dashboard. +- :guilabel:`Job Title`: the specific name of the position being offered to the applicant. +- :guilabel:`Department`: the :guilabel:`Department` the job position falls under. - :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. +- :guilabel:`Link Expiration Date`: job offers are only valid for a specific period of time. The + default expiration date is 30 days. Modify the expiration date, if desired. 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. +When the information is all updated, click :guilabel:`Send By Email` to send the offer to the +applicant. -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`. +If the applicant does not have an email address listed on their applicant card, a warning appears in +a red box at the bottom of the :guilabel:`Generate a Simulation Link` pop-up window, stating +:guilabel:`The applicant does not have a valid email set. The Offer Link won't be able to be +completed.` Click :guilabel:`Discard`, enter an email on the applicant's card, then click the +:guilabel:`Generate Offer` button again. + +An email pop-up window loads. The default :guilabel:`Recruitment: 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 @@ -781,6 +1077,23 @@ email is ready to send, click :guilabel:`Send`. :align: center :alt: Send an email to the applicant with a link to the offered salary. +Configure your package +~~~~~~~~~~~~~~~~~~~~~~ + +The email template includes a :guilabel:`Configure your package` button. This link takes the +applicant to a webpage where they can modify the proposed salary package, and enter their personal +information. + +Once the applicant is hired, the personal information entered on the webpage is imported to their +employee record, when created. + +If applicable, the applicant can modify their salary package. This option is not available for all +localizations. Depending on where the company is located, this option may not be available. + +Once all the information is completed, the applicant accepts the offer by clicking the +:guilabel:`Review Contract & Sign` button to accept the contract and sign it using the *Sign* +application. + .. _recruitment/contract-signed: Contract signed @@ -793,11 +1106,11 @@ and drop the applicant's card to the :guilabel:`Contract Signed` stage, or click 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 +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. +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 @@ -807,13 +1120,13 @@ 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 +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. +:doc:`employees/new_employee` documentation. 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