234 lines
11 KiB
ReStructuredText
234 lines
11 KiB
ReStructuredText
================
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Recruitment flow
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================
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When a prospective employee applies for a job in Odoo, there is a preconfigured process from the
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:ref:`initial inquiry <recruitment/new>` to the :ref:`creating of a new employee
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<recruitment/new-employee>` once hired. The following outlines the default recruitment process for
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Odoo's *Recruitment* application.
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.. important::
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The following is based on Odoo's default recruitment pipeline. Be advised that if
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:ref:`modifications are made <recruitment/customize-stages>` to the pipeline, the process
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differs.
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.. _recruitment/new:
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New
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===
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At the start of the process, all applicants appear in the :guilabel:`New` stage on the
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:guilabel:`Applications` page, whether submitted online or if the applicant is :doc:`manually
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entered by a recruiter <add-new-applicants>`.
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When the applicant's card is created, Odoo automatically populates the
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:guilabel:`Subject/Application`, the :guilabel:`Applicant's Name`, :guilabel:`Email`, and
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:guilabel:`Mobile` number, on the applicant's card. This information is required when applying for
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a job position, by default.
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.. note::
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If the website application form is modified, different fields may be populated, based on what
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information is requested on the website.
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If the applicant entered any information in the *Short Introduction* section of the online
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application, it populates the :guilabel:`Application Summary` tab at the bottom of the applicant's
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card.
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Resumé
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------
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If a resumé was attached to the online application, it appears in the :guilabel:`Files` section of
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the chatter, and is also stored in the *Documents* application.
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To find the recruitment documents, navigate to the main :menuselection:`Documents app` dashboard,
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and click the :guilabel:`Recruitment` folder on the left-hand side. All recruitment documents are
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stored within that folder.
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If the :ref:`CV Display <recruitment/cv-display>` option was enabled in the :ref:`Settings
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<recruitment/settings>` of the *Recruitment* app, the resumé appears on the applicant's card, on the
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right-hand side.
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.. note::
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Depending on the browser zoom level, or size of the browser screen, the resumé may appear below
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the main applicant card information as a PDF link.
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Send interview
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--------------
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At any point in the hiring process, an interview can be sent to the applicant to obtain more
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information. These interviews are custom-made, and can be formatted in a variety of ways.
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The *Surveys* application is **required** to send interviews to an applicant, so it **must** be
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installed.
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Odoo uses the term *interview*, but these can be thought of as questionnaires, surveys, tests,
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certifications, etc. Custom interviews can be formatted to suit each individual job position's
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needs. For more information on creating and editing interviews, refer to the
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:doc:`../../hr/recruitment/new_job` documentation.
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.. example::
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A job position for a computer programmer could have an interview in the form of a programming
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quiz to determine the skill level of the applicant. A job position for a restaurant server could
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have a questionnaire inquiring about the applicant's availability, if the desired applicant needs
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to be available on weekend evenings.
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To send an interview to an applicant, first click the applicant's card from the
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:guilabel:`Applications` page, to view the detailed applicant information. At the top-left of the
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applicant's card, click the :guilabel:`Send Interview` button.
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If the applicant's card has an email address on file, a :guilabel:`Send an interview` pop-up window
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appears, with the :guilabel:`Recipients`, :guilabel:`Subject`, and email body populated.
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.. note::
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To send an email to an applicant, there **must** be an :guilabel:`Email` address on the
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applicant's card.
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If an email address is not entered on the applicant's card, when the :guilabel:`Send Interview`
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button is clicked, an :guilabel:`Edit: (Applicant's Name)` pop-up window appears, *on top of* the
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:guilabel:`Send an interview` pop-up window.
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Enter the email address in the :guilabel:`Email` field, then click :guilabel:`Save & Close`.
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Once the applicant's information is saved, the :guilabel:`Edit: (Applicant's Name)` pop-up window
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closes, and the :guilabel:`Send an interview` pop-up window remains.
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Sometimes, preconfigured email templates in Odoo use dynamic placeholders, which are automatically
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filled with specific data when the email is sent. For example, if a placeholder for the applicant's
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name is used, it is replaced with the actual name of the applicant in the email. For more detailed
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information on email templates, refer to the :doc:`../../general/companies/email_template`
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documentation.
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Add the email addresses of any additional recipients for the survey in the :guilabel:`Additional
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emails` field, if more people should receive the email. If an email address is in the database as a
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contact, add that contact in the :guilabel:`Recipients` field. If an email should be sent to someone
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who is not in the database as a contact, and they should **not** be added as a contact, add their
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email address in the :guilabel:`Additional emails` field.
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If any attachments need to be added, click the :icon:`fa-paperclip` :guilabel:`Attachments` button,
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and a file explorer window appears. Navigate to the desired file, and click :guilabel:`Open` to
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attach it to the email. The attachment loads, and is listed above the :icon:`fa-paperclip`
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:guilabel:`Attachments` button.
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If the emailed interview must be completed by a specific date, enter that date in the
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:guilabel:`Answer deadline` field, located in the lower-right area of the pop-up window.
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To do so, click the empty field next to :guilabel:`Answer deadline`, and a calendar selector
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appears. Use the :icon:`fa-chevron-left` :guilabel:`(left)` and :icon:`fa-chevron-right`
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:guilabel:`(right)` arrows, on either side of the month, to navigate to the desired month. Then,
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click on the desired day to select the date.
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The :guilabel:`Mail Template` field is pre-populated, based on the configuration for the interview.
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A different template can be chosen from the drop-down menu, if desired. If a new template is
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selected, the new email template loads in the email body.
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To send the email with the interview link to the applicant, click :guilabel:`Send` at the bottom of
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the email pop-up window.
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.. image:: recruitment-flow/send-survey.png
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:align: center
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:alt: Send a custom survey, also referred to as an interview form, to an applicant using a
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pre-configured template.
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.. _recruitment/initial-qualification:
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Initial qualification
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=====================
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If an applicant seems to be a good potential candidate, they are moved to the :guilabel:`Initial
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Qualification` stage.
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This stage exists to quickly sort candidates that have potential, from those that do not meet the
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requirements. No automatic actions, such as emails, are set for this stage. This stage simply
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informs the recruitment team to potentially set up a phone call or an interview with the candidate.
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.. note::
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In order to move an applicant's card from one stage to another, the applicant's card can either
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be dragged and dropped in the Kanban view of the :guilabel:`Applications` page to the desired
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stage, or the stage can be modified on the applicant's card.
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To change the stage on the applicant's card, first click the desired applicant's card from the
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:guilabel:`Applications` page. The current stage for the card is highlighted at the top on a
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status bar, above the card.
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Click the desired stage for the card, and the stage changes. A log note indicating the stage
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change appears in the chatter, as well.
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.. image:: recruitment-flow/stage-change.png
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:align: center
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:alt: Change the stage of an applicant by clicking on the desired stage at the top of the
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applicant's card.
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.. _recruitment/first-interview:
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First interview
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===============
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After an applicant has passed the :guilabel:`Initial Qualification` stage, they can be manually
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moved to the :guilabel:`First Interview` stage on the :guilabel:`Applications` page, while in Kanban
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view.
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To move the applicant to the next stage, drag-and-drop the applicant's card to the :guilabel:`First
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Interview` stage.
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Alternatively, open the desired applicant's card from the :guilabel:`Applications` page, and click
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the :guilabel:`First Interview` stage on the status bar at the top of the individual applicant's
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card.
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.. image:: recruitment-flow/move.png
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:align: center
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:alt: An applicant's card moves from one stage to another by using the click and drag method.
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.. tip::
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The :guilabel:`First Interview` stage can be modified, so when the applicant's card moves to the
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:guilabel:`First Interview` stage, an email can be automatically sent to the applicant, stating
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an interview is requested. In this pre-configured email template, a link to the recruiting team's
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calendar appears, allowing the applicant to schedule their interview.
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:ref:`Edit <recruitment/edit-stage>` the :guilabel:`First Interview` stage, and select the
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:guilabel:`Recruitment: Schedule Interview` option in the :guilabel:`Email Template` field, to
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automate this action.
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.. _recruitment/second-interview:
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Second interview
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================
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After an applicant has passed the :guilabel:`First Interview` stage, they can be moved to the
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:guilabel:`Second Interview` stage. To move the applicant to the next stage, drag-and-drop the
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applicant's card to the :guilabel:`Second Interview` stage from the Kanban view of the
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:guilabel:`Applications` page, or click on the :guilabel:`Second Interview` stage at the top of the
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individual applicant's card.
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When the applicant's card moves to the :guilabel:`Second Interview` stage, there are no automatic
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activities or emails configured for this stage, by default. The recruiter can now :ref:`schedule a
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second interview <recruitment/schedule_interviews/recruitment-scheduled>` with the applicant,
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following the same process as the first interview.
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.. _recruitment/contract-proposal:
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Contract Proposal
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=================
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After the applicant has completed the various interview processes, the next step is to :doc:`send
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the job offer <offer_job_positions>`.
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Once the offer has been sent, drag-and-drop the applicant's card to the :guilabel:`Contract
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Proposal` stage from the Kanban view of the :guilabel:`Applications` page, or click on the
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:guilabel:`Contract Proposal` stage at the top of the individual applicant's card.
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Contract Signed
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===============
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Once the contract has been signed, and the applicant has been hired, the applicant's card moves to
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the :guilabel:`Contract Signed` stage.
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Drag-and-drop the applicant's card to the :guilabel:`Contract Signed` stage from the Kanban view of
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the :guilabel:`Applications` page, or click the :icon:`fa-ellipsis-h` :guilabel:`(ellipsis)` icon at
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the top of the individual applicant's card, then click :guilabel:`Contract Signed` on the status
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bar.
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Refuse applicant
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================
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At any point in the recruitment process, a candidate can be :doc:`refused <refuse_applicant>`.
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