Once the new vacancy management interface is enabled on your system, you can process applications directly from the ‘Summary’ tab without leaving the vacancy.
OVERVIEW OF THE BASE DASHBOARD
You can access the base dashboard via the 'Summary' tab of a vacancy.
It includes the following widgets:
- Applications in Stage - This widget shows the number of active applications at each stage of the vacancy process. Note, when we say “stage” we mean a group of statuses that represent a stage. So for example, a stage called “1st Interview” might include “Invited to 1st Rd Interview”, “Scheduled for 1st Rd Interview”, and so on.
- Application List - This widget enables you to see the complete list of applications for your vacancy and manage them—viewing, screening, progressing, or rejecting—without leaving the vacancy page.
Base dashboard customisations:
Oleeo or your super users can customise your system’s vacancy dashboard. Possible customisations include:
- Changing the layout
- Status-dependent views
- Adding user guidance
- Adding key vacancy information
- Adding a Comments widget
- Adding charts and analytics
- Adding a Forms Status widget
PROCESSING APPLICATIONS USING THE APPLICATION LIST WIDGET
The Application List widget allows you to view, screen, progress and reject your applications without leaving the vacancy.
Filtering the list by stage
The widget lists all applications made to your vacancy.
The first button at the top of the widget shows the total number of applications. Click this button to open a dropdown menu and filter the applications by stage.
Filtering by ID, name or status
The third button at the top of the widget, labelled ‘filter applications’, allows you to filter by application ID, name or status.
Viewing, screening, progressing and rejecting applications
Clicking on an application in the Application List widget opens up a pop-out modal. This is a simplified view that allows you to quickly review applications.
From here, you can:
- View a summary of key information about the candidate.
- Access their CV, any forms attached to the application, and open the comments widget. These options load in the right-hand pane of the pop-out when clicked.
- Switch between pages when viewing a form with multiple pages using the numbers at the top of the right-hand pane.
- Use action buttons to progress, reject, or provide feedback. The available buttons depend on the application’s status.
- Click the candidate’s name to visit their full Application Summary page and access advanced tools.
- Navigate to the next candidate using the ‘Next’ button or select a different application from the left-side menu within the modal.
Pinning applications
Pinning allows you to bookmark specific applications for easy access later. For example, you could quickly review all applications and pin the ones you want to examine more closely.
When viewing an application in the pop-out modal, the ‘pin’ icon appears next to the candidate's name. Click to pin or unpin.
When viewing the Application List widget, the ‘Pinned’ column indicates whether an application has been pinned. You can also pin or unpin directly from the list by clicking the icon in the application’s row.
If you navigate away from the vacancy and return later, the system will remember your pinned applications.
To filter the list to show only pinned applications, select the ‘Pinned Only’ checkbox.
Accessing advanced application management tools
The pop-out modal enables quick application review without leaving your vacancy, offering a streamlined and simplified tool.
To access additional application management tools, open a candidate’s application modal and click their name. This action loads the candidate’s full Application Summary page, offering comprehensive tools for application management.
From the Application Summary page, depending on your permissions, you can:
- View forms side-by-side (e.g. application form and feedback form)
- View their history
- Print the application
- Add to selection
- Send ad-hoc emails
- Copy/move to another opportunity
- Move to another status
- Login as the candidate
Return to the vacancy by clicking the vacancy’s title, located in the top-left corner of the Application Summary page under the candidate’s name.
PROCESSING APPLICATIONS IN BULK
Currently, bulk processing of applications within the vacancy is not available.
To bulk process applications, load the application in a list using the Applications in Stage widget:
- Click on the stage containing the applications you want to process.
Applications in Stage widget. - Once the list has loaded, filter it to display a specific status within the stage.
- Select applications by clicking on their row, then choose a tool from the toolbar at the top of the page.
Filter results box and list applications toolbar.
From the list applications toolbar, you can do the following:
- Creating Selections
- Progressing and rejecting
- Sending emails
- Moving/copying applications to another vacancy
- Producing Print Books
- Exporting the lists to a spreadsheet
