Initiating Pre-joining Process in HR Workspace
The HR workspace page allows you to initiate the pre-joining process for the candidate.
You can initiate the activity in the recruitment process as defined by your organization.
If you want to view details of particular candidates only, you can filter the candidate detail records and then perform the necessary actions on the record.
By default, all the candidate detail records are visible to you.
To filter records of candidate details:
To retrieve candidate details based on a specific activity that is performed on the candidate record:
In the Activity drop-down box,
select the activity and click 
To retrieve candidate details based on a specific designation for which the candidate has been selected:
In
the Designation drop-down
box, select the designation and click 
To retrieve candidate details based on a specific department for which the candidate is intended:
In
the Function drop-down
box, select the function and click 
The records that match your search criterion appear.
The details displayed for the candidate are:
Candidate details
Field |
Description |
Candidate name |
Displays the name of the candidate |
Progress |
Displays the numbers assigned to the activities. For example:
The numbers are color coded, which indicates the status of that particular activity as below:
|
Shortlist date |
Displays the date when the candidate was short listed |
Status |
Displays the status of the candidate’s pre-joining process:
The colors indicates the status: Red - if no action has been taken by the candidate. Green - if the candidate has taken an action. |
HR Status |
Displays the status as marked by the HR - Cancelled, Onboard, On hold, Resume |
Offer Letter Status |
Displays the status of the offer letter activity |
Comments |
Click View icon to view the comments history |
Action |
Displays icons to take specific actions on the candidate’s application:
|
Activity Preview |
Displays icons to preview the activity that you want to assign to the candidate:
|
Reminder Required |
Displays the required reminder |
Reminder Days |
Displays the reminding number of days |
To update the offer, under Comments column, click View icon.
The Comments dialog box appears.
The details will be displayed in the first Comments box.
Click Update Offer button.
The details will get displayed in the Salary Details page.
To approve offer, click Approve Offer button.
A Maker Accepted confirmation message appears.
Click OK to confirm.
To reject offer, click Reject Offer button.
A confirmation message appears to provide reason for rejecting the candidate.
Click OK to confirm and enter the comments in the Comments text box.
Click Cancel to exit from the dialog box without saving.
To initiate the pre-joining process for a candidate:
In the HR workspace page, on the list of candidates, select the check box corresponding to the candidate for whom you want to initiate the pre-joining process.
In the Activity drop-down box, select the activity you want to perform.
Note 1: The activity should be selected as
defined by your organization for the process. For example, you can give
a tentative offer letter or request the candidate to enter details in
forms or request to upload any relevant documents.
Note 2: You can select any activity in the Activity
drop-down box, as per your need or as defined by your organization.
Click Submit button.
The offer will be sent for Checker1 approval and if the Total fixed pay range exceed in that case, post Checker1 approval it will move or Checker2 Approval.
The candidate’s pre-joining process is initiated.
The candidate receives an e-mail with the URL, login id and password to perform the next task in the recruitment process.
Note 1: The task that the candidate has to
perform is based on your organization recruitment procedures. For example,
the candidate has to accept / reject the offer letter or enter details
in various forms or upload some required documents. The candidate can
login by using the URL given through an e-mail notification and perform
the tasks.
Note 2: The candidate receives the e-mail in the format specified
by the associated template. The template can be specified by using the
PW Admin tasks.
Note 3: In the Reminder Required
drop down box, select Yes or No.
Note 4: In the Reminder Days
text box, enter the number of days.
Under Activity Management Section, perform the following steps while selecting tentative offer letter:
On the list of candidate details records, select a record.
In the Activity drop down box, select the Tentative Offer Letter and click Submit
The Action dialog box appears.
Click the Letters check box or Forms check box.
Click Select
The candidate has to take necessary actions on forms or letters as it is mapped to the triggered activity.
Under Activity Management section, perform the following steps while selecting joining formalities:
On the list of candidate details records, select a record.
In the Activity drop down box, select the Joining Formalities.
In the Reminder Required drop down box, select Yes or No.
In the Reminder Days text box, enter the number of days.
Click Submit.
The Action dialog box appears.
Click the Document check box or Forms check box.
Click Select
The candidate has to take necessary actions on documents or forms as it is mapped to the triggered activity.
Click to know more:
Mark Status of Pre-Joining Activities
Take Action on Candidate’s Application
Assign Vendor to Verify Candidate Details
- indicates
that the status of recruitment is Letter given.
- indicates
that the status of recruitment is request to fill forms.
- indicates
that the status of recruitment is documents requested.
- To cancel
the candidate’s application
- To
keep the candidate’s application On Hold
- To
complete the candidate’s pre-joining or recruitment process and
take the candidate on board.
- To preview
the letter that you can give to the candidate.
- To preview
the list of documents you are requesting the candidate to provide.
- To preview
the list of forms you are requesting the candidate to fill up.