How the HR/Hiring Module Works

How the HR/Hiring Module Works

Overview

The HR/Hiring Module is a complete applicant tracking system (ATS) that enables your institution to manage the entire hiring workflow for student employment and campus positions. It connects job creation, application management, candidate evaluation, and interview scheduling into one unified workflow—replacing the need for spreadsheets, email threads, and external recruiting tools.

Who uses it: HR administrators and hiring managers post jobs, review applicants, schedule interviews, and track candidates through your hiring pipeline. Students and job applicants browse available positions, submit applications, track their status, and schedule interviews—all from a self-service portal.

---

The Core Workflow: Five Stages

The hiring process flows through five interconnected stages:

1. Roles — Define job titles and descriptions (e.g., "Resident Assistant," "Facilities Technician")

2. Jobs — Post specific openings tied to roles, with application forms and interview stages

3. Applications — Students apply and complete your custom application form

4. Buckets — Move candidates through status categories (e.g., "Qualified," "Second Round," "Rejected")

5. Interviews & Dispositions — Schedule interviews, collect feedback, and make final hiring decisions

---

For Administrators: Setting Up Recruitment

Step 1: Create Job Roles

Roles are templates that define position types across your institution.

1. Go to Admin › Recruitment › Roles

2. Click Create New Role

3. Enter a role name (e.g., "Resident Assistant") and description

4. Click Save

Expected result: The role is now available when creating job postings.

Step 2: Configure Buckets and Dispositions

Buckets are status categories that track candidate progress (e.g., "Move to Final Round," "Hold," "Not Qualified").

Dispositions are final hiring decisions (e.g., "Offer Extended," "Declined," "Waitlisted").

1. Go to Admin › Recruitment › Configuration

2. In the Buckets section, click Create Bucket

3. Enter a name and description (e.g., "Qualified for Interview")

4. Click Save

5. Repeat for additional buckets (e.g., "Second Round," "Hold," "Rejected")

6. In the Dispositions section, click Create Disposition

7. Enter a final decision name and description

8. Click Save

Expected result: Your buckets and dispositions are now available for organizing candidates through the hiring pipeline.

Step 3: Create Application Forms

Application forms are customizable questionnaires that candidates complete when applying. Each job can have its own form.

1. Go to Admin › Recruitment › Forms

2. Click Create New Form (select "Application" type)

3. Add questions or fields (e.g., "Phone Number," "Availability," "Why do you want this job?")

4. Click Save

Expected result: Your application form is ready to be assigned to job postings.

Step 4: Create Job Postings

Jobs are individual openings tied to a role. Each job includes an application form and interview schedule.

1. Go to Admin › Recruitment › Jobs

2. Click Create New Job

3. Fill in job details:

   • Job Title — Display name (e.g., "Resident Assistant - North Campus")

   • Role — Select a role you created earlier

   • Owner — Staff member responsible for hiring

   • Application Form — Select the form candidates will complete

4. Scroll to Defined Interviews and click Add Interview Stage

   • Enter interview name (e.g., "Phone Screening," "In-Person Interview")

   • Select interview type

   • Assign default interviewers (conductors) who will conduct this interview

   • Add available time slots when this interview can be scheduled

5. Click Save

6. Click Activate to make the job visible to students

Expected result: The job posting is now live on your student-facing jobs portal.

---

For Administrators: Managing Candidates

Review Applications

1. Go to Admin › Recruitment › Candidates

2. Browse the list of all applicants across all jobs

3. Click on a candidate name to view their full profile

4. Review their application answers, submitted documents, and profile information

Update Candidate Status

1. On the candidate's profile, scroll to Bucket Assignment

2. Select a bucket (status) from the dropdown — e.g., "Qualified for Interview," "Hold," "Rejected"

3. Click Save

Expected result: The candidate moves to the new status. If you reject a candidate, they're removed from your active pipeline (this cannot be reversed).

Schedule an Interview

1. On the candidate's profile, click Schedule Interview

2. Select which interview stage (e.g., "Phone Screening" or "In-Person Interview")

3. Choose an available time slot from the calendar

4. Confirm that the assigned interviewer is correct

5. Click Confirm

Expected result: The interview is scheduled. The candidate receives a notification with the date, time, and interviewer information. They can reschedule by selecting a different available time slot.

Review Interview Feedback

1. Go to Admin › Recruitment › Interviews

2. Click on an interview to view details

3. Once the interviewer submits feedback, view their evaluation and comments

Expected result: You can see structured feedback from interviewers to help make hiring decisions.

---

For Students & Applicants: Applying for Jobs

Browse Available Jobs

1. Log into the resident portal

2. Go to Jobs

3. Browse all open positions or search for a specific role

4. Click on a job to view the full description, requirements, and interview process

Submit an Application

1. Click the Apply button on the job detail page

2. Complete the application form with all required information

3. Upload any attachments (resume, references, etc.) if requested

4. Review your application for accuracy

5. Click Submit Application

Expected result: Your application is submitted. You'll receive a confirmation and can track your status anytime.

Track Your Application Status

1. Go to Jobs › My Applications

2. View all your submitted applications and their current status

3. Click on an application to see detailed feedback or comments from the hiring team

Schedule or Reschedule an Interview

1. Go to Jobs › My Interviews

2. View all interviews scheduled for you

3. Click on an interview to see the date, time, location, and interviewer name

4. To reschedule, click Change Interview Time and select a different available time slot

5. Click Confirm — interviewers are notified of the change

Expected result: Your interview is rescheduled. Both you and the interviewer receive confirmation.

---

Key Features & Concepts

Customizable Application Forms

Each job posting can have a unique application form. Hiring managers design forms with custom questions tailored to the role (e.g., "Describe your experience with student supervision" for RAs, or "Tell us about your technical skills" for IT roles).

Structured Interview Stages

Define multiple interview rounds (Phone Screening → In-Person → Final Interview) during job setup. Each stage can have different interviewers and feedback forms. Candidates schedule within time slots you've made available.

Candidate Buckets vs. Dispositions

Buckets track where a candidate is in your hiring workflow. They represent progress stages you move candidates through as you evaluate them.

Examples of buckets: "Screened," "Qualified for Phone Interview," "Phone Interview Completed," "Moving to Final Round," "Hold," "Not Qualified," "Rejected."

Dispositions record the final hiring decision—the end state for a candidate. Once assigned, a disposition closes out that candidate's file.

Examples of dispositions: "Hired," "Offer Extended," "Declined," "Waitlisted," "Not a Fit," "Position Filled."

How they work together: Candidates move through buckets during the hiring process (Screened → Phone Interview → In-Person → Ready for Final Decision). Once you make a final hiring decision, you assign a disposition ("Hired" or "Declined"). This marks the end of that candidate's journey in this job posting.

Interview Feedback Forms

Interviewers submit structured feedback using customizable forms. This standardizes evaluation and helps hiring teams compare candidates objectively.

Data Export & Reporting

Export all candidate data to CSV/Excel for analysis, compliance, or integration with your SIS or payroll system.

---

Permissions & Access

Admin/Recruitment Manager (with hrAccess permission):

• Full access to all recruitment pages and settings

• Can create roles, jobs, forms, and manage all candidates

• Can schedule and reschedule interviews

• Can configure buckets, dispositions, and settings

Interview Conductors (staff assigned to interviews):

• Can view candidate information during their assigned interviews

• Can submit interview feedback via the feedback form

• Cannot modify job postings or candidate data

Students/Applicants (all portal users):

• Can browse available jobs, submit applications, and track status

• Can schedule and reschedule interviews

• Cannot access administrative pages or view other candidates' information

---

Limitations & Important Notes

• Single application per position: Students can only apply once to each job. Multiple submissions aren't allowed.

• Interview slots are fixed: Students can only schedule interviews during time slots you've defined. Custom times cannot be requested.

• Forms are job-specific: Application forms must be assigned during job creation. You cannot change forms after applications have started coming in.

• One bucket per candidate: A candidate can only be in one bucket at a time. Assigning a new bucket replaces the previous status.

• Interviewer availability is limited to defined slots: Interviewers can only be scheduled during the time slots you created when setting up the job.

---

Common Questions

Why don't I see a form on the job posting?

The application form must be selected and assigned during job creation. If you forgot to assign a form, you'll need to edit the job (if applications haven't started) or create a new job posting with the form included.

Why can't students schedule interviews?

Interview time slots must be defined during job setup. If no slots are available, students can't schedule. Check with your job owner or hiring manager to add available times.

Can we change the interview process after posting a job?

Modifying interview stages after applications have begun may lock some fields. It's best to finalize your interview structure before activating a job posting.

How do we track whether someone was actually hired?

Use dispositions to record final decisions. Once a candidate receives a disposition (e.g., "Hired," "Offer Extended"), their hiring outcome is documented in the system.

Can we export candidate data?

Yes. From the Candidates or Applications page, click Export. Data downloads as CSV/Excel and includes all candidate information, application answers, and status. You'll receive a notification when the export is ready.

---

What's Next

• How to create a job posting

• How to manage candidates through the hiring pipeline

• How to create a custom application form

• How to schedule interviews with candidates

---

Need Help?

If you encounter issues with the HR/Hiring Module, please provide the following information when contacting support:

• Which page or function were you using? (e.g., "Scheduling interviews," "Exporting candidates")

• What error message or unexpected behavior did you see?

• How many candidates or job postings are you managing?

• Is this affecting a specific user, or all users in your account?