CHRS Knowledge Base

Manage Applications

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This guide shows you how to manage applications from the Manage applications page. Manage applications is a search that shows applicants for a particular job. When you open the page, you see the results of the most recently run search.

You can use the Manage applications page to sort and organize applicants, as well as perform multiple tasks with applicants:

Open Manage Applications

In CHRS Recruiting, you can view applications from several starting points. These starting points open the Manage applications page with a selection of applicants.

View Applicants from the Dashboard

The Dashboard provides a high-level overview of the applicants that have applied to your jobs.

  • On the Recruiter Dashboard, you can click the Applicant icon or a View link to show the applicants for that job.
  • On the Hiring Manager Dashboard, you can click the links on the Applications tile to see applicants.

View Applicants from the Main Menu

From the Main Menu, you can use several links to view applicants. To access a set of applicants, click one of these options:

  • Manage applications shows applications for jobs that you posted.
  • My applicants shows applicants that have been assigned to you to review.
  • Shortlisted applicants shows applicants for jobs that you posted who have been shortlisted.
  • Depending on your role, your Main Menu might have fewer options.

View Applicants from the Job Card

From the job card, click View applications at the top of the page.

Interpret Information on the Applicant List

The Manage applications page displays information about applicants. Some of this information is in graphical form for quick visual sorting.

Applicant List Layout (left side)

The graphic shows the left side of the applicant list.

  1. Search and Results tabs
    • The Manage applications page is a search result. It shows applications for a particular job. You can click the Search tab to change the search parameters. Your last search is retained by default, so if you need to see a new set of applicants, you can adjust your search on the Search tab. If no job is specified, the search returns zero results.
  2. Application status
    • The Status for each applicant is shown.
  3. Activity indicator
    • The blue and green circles show the applicant’s activity level. Activity is determined by the most recent status change that was initiated by the applicant. Administrators determine the time interval before the status shows inactive. (see image below)
  4. Email icon
    • The icon to the right of the email address indicates a problem with emailing the applicant. In this example, the email addresses were invalid.

Activity Indicator

Applicant List Layout (right side)

The graphic shows the columns at the right side of the applicant list.

  1. Referred by employee
    • The green smiley face icon indicates that this applicant was referred by an employee.
  2. Undisclosed column
    • This setting allows recruiters to track an application against a job without the candidate being aware (the application is hidden from view on the applicant portal).
  3. Flags
    • Flags are visual cues that identify important information about applicants or applications. Flags can be set on the applicant or on the application, and their meaning is configured by CO Super Users.

Identify Actions You Can Take on Applicant Lists

You can complete several actions on applications directly from the applicant list, without going into the Applicant card.

Applicant List Actions (left side)

  1. New applicant
    • Create an applicant directly in the system. Applicants show as employee referred. You might use this feature when you are speaking with an applicant on the phone to add them to a job without directing them to the career website.
  2. Search by answers to questions
    • You can search for applicants based on their answers to questions on their application forms.
  3. Merge applicants
    • If two applicants appear to be the same person, you can merge them into one applicant.
  4. Applicant check boxes and Select a bulk action menu
    • You can select applicants using the green, yellow, and red check boxes on the left. The colors have no meaning except a way to group applicants for a bulk action.
    • With the applicants selected, you can use the Select a bulk action menu to perform a bulk action on selected applicants. Bulk actions include:
      • Bulk apply
      • Bulk categorize
      • Bulk assign
      • Bulk communicate
      • Bulk compile and send
      • Bulk document merge
      • Bulk export
      • Bulk invite to apply
      • Bulk move
      • Bulk move and send
      • Bulk reference check
      • Bulk send
      • Bulk task/reminder
  5. Application statuses
    • Click the application status to change the status of the applicant. You can also do this with bulk move.
  6. Applicant name
    • Click the applicant’s name to open the Applicant card.
  7. Email icon
    • Click the email icon to edit the applicant’s information, including their email address, name, and home address.

Applicant List Actions (right side)

The graphic shows the right side of the applicant list.

  1. Flag selector
    • Select a flag from the list to sort applicants with that flag to the top.
  2. Link icons Use these three icons to view information about the applicant:
    • View resume
    • Download resume
    • View answers
  3. View application
    • This link opens the Applicant card.

Create applicants

You can create applicants to get them into the CHRS Recruiting system without requiring the applicant to go through the career website. To apply for a position, the applicant must complete an application form. After you create the applicant, you can invite the applicant to apply for the position and complete the form.

  • Applicants can be added to the CHRS Recruiting system in two ways:
    • Applying to a job through the campus website
    • Being added by the HR/FA representative.

How to Create an Applicant

Follow these steps to create an individual applicant in CHRS Recruiting.

  • Starting from Manage applications page, click New Applicant.
  • In the New applicant Personal details form, do the following tasks:
    • Ensure that all mandatory fields are complete.
    • Upload any applicable documents, including the resume or C.V.
    • In the Form field, specify the application form for the applicant to complete.
    • Decide whether to disclose the application to the applicant.
      • About Disclosure:
        • If you choose not to disclose the job to the applicant, the applicant receives no communications relating to the job. The job is not displayed on their applicant portal.
        • At some point, you must disclose the application so that the applicant can complete the application form and engage in the recruitment process.
  • Recommended: In the Categories/Tags/Talent Pools form, do the following tasks:
    • Select the talent pool to which to add the applicant.
    • Add categories or tags (as many as needed).
  • Click Submit.

How to Create Applicants in Bulk

You can create multiple applicants if you need to add several applicants to a job at the same time. Before you can create applicants in bulk, you must first create a spreadsheet file that you will upload.

  • Create a Microsoft Excel spreadsheet or comma-separated values (CSV) file. Your file should include the following column headers:
    • First Name
    • Last Name
    • Email
    • Phone Number
    • Company
    • Role
    • LinkedIn URL
  • The minimum fields required in the Excel or CSV file are:
    • first name
    • last name
    • email address
  • Starting from Manage applications page, click New Applicant.
  • On the top right of the New Applicant page, click Bulk.
  • Click Choose file.
  • Select the Microsoft Excel file to upload.
  • In the Categories/Tags/Talent Pools form, do the following tasks:
    • Select the Talent pool to which to add the applicant.
    • Add Categories or Tags (as many as needed).

Click Submit. A confirmation screen displays the number of successes and errors.

Bulk Applicant Guidelines
  • If you create an applicant without disclosing the job, you must disclose the job before you invite the applicant to apply.
  • The minimum fields required in the Excel or CSV file are: first name, last name and email address.
  • The file can contain up to 200 candidates maximum.
  • The columns of the Excel or CSV file can be in any order and not all columns need to be presented in the file; however the columns labels MUST match the following format: First Name, Last Name, Email, Phone Number, Company, Role, and LinkedIn URL.
  • Adding applicants in bulk ignores the applicant mandatory fields check so further information might be requested when editing a candidate after the initial upload.

Search by Answers to Questions

  • You can search for applicants by answers to questions that applicants entered on their application forms for a particular job.
  • The Manage applications page is a Results tab of a search.
  • When you search by answers to questions, you can select the question from the application form, and select the answer.
  • This information is added to the search parameters and run against the current job applicants.

How to Search by Answers to Questions

  • On the Manage applications page, click Search by answers to questions.
  • Select the questions.
    • You can select multiple questions.
    • Use the Add another question link if you will search for more than three questions.
  • Click Next
  • Specify the answer to search for and select whether to use the AND or OR operator to combine questions.
    • Note: Searches for applicants by answers to questions requires an exact match. For example, you cannot search for a range of dates for graduation.
  • Click Finish
Search Guidelines
  • Searches for applicants by answers to questions requires an exact match.
    • For example, you cannot search for a range of dates for graduation.
  • Do not use the Clear button on the Search tab to remove a question/answer pair.
    • This button clears the whole search, including the position information.
    • Instead, follow the procedure below to remove a question from the search.

If you are searching for applicants based on answers to questions and your search result is empty, you need to change or remove a question.

  • Click the Search tab.
  • Scroll to the right of the page. You can then see the Change, Clear, and Search buttons.
  • Click Change.
  • Edit the questions.
    • To remove a question, from the question list, select Select (at the top of the list).
  • Click Next
  • Click Finish
    • The question/answer pair is removed from the search, but all other search fields remain populated.

Merge Applicants

Occasionally, the same applicant can have multiple instances in the CHRS Recruiting system. You can merge applicants if you find two applicants that are the same person.

CHRS Recruiting system can automatically detect potential duplicates. Any detected duplicates will be flagged with a yellow “!” triangle symbol on the Manage applications page.

An easy way to find flagged duplicates is to sort applicants by the Duplicate column (Dup). You can do this by clicking on the column header.

  • Click Merge applicants at the top of the Manage applicants page.
  • Search for and select applicant #1
  • Search for and select applicant  #2
  • Decide which applicant to merge the other applicant into.
  • Click Next.
  • On the Send an email to the applicant screen, edit the email to be sent to the applicant email addresses.
  • Click Merge. A prompt opens asking if you are sure that you want to merge the applicants.
  • Click OK to confirm the merge

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