400 lines
19 KiB
ReStructuredText
400 lines
19 KiB
ReStructuredText
:show-content:
|
|
|
|
===========
|
|
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, 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
|
|
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 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_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`
|
|
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 six default stages in
|
|
Odoo:
|
|
|
|
- :ref:`New <recruitment/new>`
|
|
- :ref:`Initial Qualification <recruitment/initial-qualification>`
|
|
- :ref:`First Interview <recruitment/first-interview>`
|
|
- :ref:`Second Interview <recruitment/second-interview>`
|
|
- :doc:`Contract Proposal <recruitment/offer_job_positions>`
|
|
- :ref:`Contract Signed <recruitment/offer_job_positions/contract-signed>`
|
|
|
|
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.
|
|
|
|
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`: 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 <recruitment/modify-stages>`, if desired.
|
|
|
|
.. _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 :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 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 :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.
|
|
|
|
.. _recruitment/edit-stage:
|
|
|
|
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 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 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. 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
|
|
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 :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. 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
|
|
===============
|
|
|
|
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:`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:`Recruitment: Refuse`: this template is used when an applicant is no longer being
|
|
considered for the position.
|
|
|
|
.. 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.
|
|
|
|
.. image:: recruitment/full-composer.png
|
|
:align: center
|
|
:alt: Send an email from the chatter.
|
|
|
|
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 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 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:`Attachments` button in the lower left
|
|
corner. Navigate to the file to be attached, then click :guilabel:`Open` to attach it. To delete an
|
|
attachment, click the :icon:`fa-close` :guilabel:`(delete)` icon to the right of the attachment.
|
|
|
|
If any changes need to be made to the email, edit the body of the email. If the edits should be
|
|
saved to be used in the future, the email can be saved as a new template. Click the :guilabel:`Save
|
|
Template` button in the bottom. To send the email, click :guilabel:`Send` and the email is sent to
|
|
the applicant. The email then appears in the chatter.
|
|
|
|
.. image:: recruitment/send-survey.png
|
|
:align: center
|
|
:alt: Send a custom survey, also referred to as an interview form, to an applicant using a
|
|
pre-configured template.
|
|
|
|
.. seealso::
|
|
- :doc:`recruitment/new_job`
|
|
- :doc:`recruitment/add-new-applicants`
|
|
- :doc:`recruitment/schedule_interviews`
|
|
- :doc:`recruitment/offer_job_positions`
|
|
- :doc:`recruitment/refuse_applicant`
|
|
- :doc:`recruitment/source_analysis`
|
|
- :doc:`recruitment/recruitment_analysis`
|
|
- :doc:`recruitment/time_in_stage`
|
|
- :doc:`recruitment/team_performance`
|
|
|
|
.. toctree::
|
|
:titlesonly:
|
|
|
|
recruitment/new_job
|
|
recruitment/recruitment-flow
|
|
recruitment/add-new-applicants
|
|
recruitment/schedule_interviews
|
|
recruitment/offer_job_positions
|
|
recruitment/refuse_applicant
|
|
recruitment/source_analysis
|
|
recruitment/recruitment_analysis
|
|
recruitment/time_in_stage
|
|
recruitment/team_performance
|