Recruiting Workflow: Managing Candidate Statuses

So, you have an active job posting and are ready to begin the hiring process. Now what?

Step 1: Navigate to the Recruiting Dashboard.

Step 2: Select the desired job posting.

Step 3: Review/Change Statuses. Change candidate statuses to reflect where they are in the hiring process. We don’t want to ghost them!

• New Application – All new candidates start in this section. Paylocity will automatically send an email to the candidate letting them know we have received their application, will review, and reach out if interested.
• Select the candidate’s name to review their resume and application. Once reviewed, select the “Change Status” drop-down, and select “Applicant Reviewed”. An email template will populate for you to send the candidate to inform them their application has been reviewed.
• Once you have received enough candidates to begin interviewing, you can either:
  • “Schedule a phone interview” or “in-person interview” (if the candidate is qualified) by selecting the corresponding email template under the “Change Status” drop-down.
  • If the candidate is not qualified, select the “Not Offered – Candidate Not Qualified” email template from the “Change Status” drop-down. This will move them to the rejected section.
• Once you have conducted all applicable interviews and have decided on a candidate, call them to extend a verbal offer. If the candidate accepts, move the candidate to the “Offer Extended” status and submit the New Hire Request and Onboarding Ticketto initiate the onboarding process.
  • Any remaining candidates who were not offered the position after the interview should be sent the “Position Not Offered After Interview” email template from the “Change Status” drop-down. This will notify them they did not receive the position, and they will be moved to the rejected section.
• Once you have initiated the onboarding process by submitting the New Hire Request and Onboarding ticket, HR will send the offer letter to the candidate and initiate the background screening process. Once HR verifies the offer letter has been signed and the candidate’s background came back as a pass, we will notify you and move the candidate to “Hired”. The candidate will receive an email informing them their background came back, you will be in contact to confirm their start date, and to be on the lookout for the onboarding packet coming from Paylocity.

Other Rejected Statuses:

• Candidate Withdrew After Offer – Trigger this status if the candidate rejected your verbal offer of employment. HR will trigger this status if a candidate rejects the offer after the offer letter has been sent.
• Position Filled – Trigger this status if you receive a New Candidate after extending a verbal or written offer of employment.
• Position Cancelled – Trigger this status if we offered the position to an internal candidate.

If you have any questions regarding the Recruiting Workflow, or are interested in 1:1 training, please reach out to hr@horizonra.com