Application tracking

Create your own application tracking process using staff statuses

Creating a structured onboarding process with custom staff statuses is a great way to ensure that new employees go through the necessary steps before progressing to the next stage.

Below is an example of an exhaustive multi-step onboarding process that you could adopt using custom staff statuses:

1. Application Received:

   • Description: This is the initial stage when the application is received.
   • Tasks: Review the application, check for completeness, and verify basic qualifications.

2. Initial Screening:

   • Description: Conduct a preliminary interview or assessment to evaluate the candidate's skills and cultural fit.
   • Tasks: Phone or video interview, basic skills assessment.

3. Interview Scheduled:

   • Description: The candidate has passed the initial screening and is scheduled for a formal interview.
   • Tasks: Coordinate interview logistics, notify interviewers.

4. Interview Completed:

   • Description: The candidate has completed the formal interview process.
   • Tasks: Collect feedback from interviewers, assess candidate's performance.

5. Reference Check:

   • Description: Verify the candidate's professional background through references.
   • Tasks: Contact provided references, gather feedback.

6. Background Check:

   • Description: Conduct a comprehensive background check on the candidate.
   • Tasks: Verify employment history, criminal background check, and other relevant screenings.

7. Offer Extended:

   • Description: If the candidate passes all previous stages, extend a job offer.
   • Tasks: Prepare and send the job offer, negotiate terms if necessary.

8. Onboarding Documentation:

   • Description: Collect necessary paperwork and documentation for HR and legal compliance.
   • Tasks: Ensure completion of employment contracts, tax forms, and other required documents.

9. Orientation Scheduled:

   • Description: Schedule and prepare for the new employee's orientation.
   • Tasks: Coordinate orientation details, prepare materials.

10. Orientation Completed:

    • Description: The new employee has completed the orientation process.
    • Tasks: Review company policies, introduce to team, provide necessary resources.

11. Training Phase:

    • Description: Begin specific job training.
    • Tasks: Assign mentors, provide training materials, monitor progress.

12. Probation Period:

    • Description: Assess the employee's performance during the probationary period.
    • Tasks: Conduct performance reviews, provide feedback.

13. Regular Employee:

    • Description: Once the probation period is successfully completed, the employee becomes a regular staff member.
    • Tasks: Update records, introduce to long-term projects.

Implementing your custom application tracking process

You can create custom staff statuses and select whether that status is linked to a custom email that you would be prompted to send upon moving that staff into a new status:

• Go to Setting > Staff options > Staff statuses
• See Staff statuses for how to add new custom statuses
• If you would like to be prompted to send an email when changing the staff status
  • Go to Manage email templates > Custom tab to add your custom email template. Please ensure to leave the Type as blank
  • When setting up a new custom status make sure to check this box and select your default email template
    

To move staff from one step in the process to the next you would need to change their status on the staff profile

• Go to the staff profile
  
  • Go to Main details > Contact > Staff status
  • Upon changing the staff status and pressing OK on this page you will be prompted to send the communication to that staff with the default template preselected for you
    

To monitor the flow of applicants going through this process

• Go to your Dashboard > Current staff
  
  • Click on the status to see a list of those staff