Streamlined Internal Candidate Processing for HR Specialists
You can enable a set of features which give HR specialists a few ways to streamline the processing of most internal candidates, allowing them to move quickly, efficiently, and flexibly into their new assignments in the HR system.
Automatically Process Internal Candidates in the HR Phase
Internal candidates who accepted their job offer and were moved to the HR phase can be automatically processed into their new roles in the HR system as their proposed start date approaches.
When the automated processing capabilities are enabled, most internal candidates reach the HR phase in the state Pending Automated Processing. When their proposed start date approaches, the new assignment is automatically created from their offer. Each candidate’s state becomes Processing in Progress when the assignment is successfully created, and becomes Processed when the assignment is approved and committed as the candidate’s new job.
Every internal candidate will be automatically processed when their assignment’s proposed start date is 7 days or fewer from today, by default. You can configure the desired number of days in advance of the start date.
If some problem arises while automatically processing the offer into the new assignment, the candidate’s job application will automatically move from the state Pending Automated Processing into the state Error During Processing. These errors can occur for the usual reasons, such as the offer’s intended position suddenly has a hiring status of Frozen, or the offer’s promised location has been inactivated. If the situation causing the error can be resolved, the recruiting user can try processing the candidate again, using either the manual process or the Quick Process Offer action. However this offer will not get automatically processed again, regardless of its approaching start date.
For internal candidates in a complex hiring situation, they still go into the state Pending Manual Processing and the recruiting user will still need to manually process them. Any candidates in complex hiring situations usually arrive in the HR phase in the state Pending Manual Processing, even if the automated processing feature is enabled. These offers will not be automatically processed; they need to be manually processed as usual.
Quickly Process Internal Candidates in the HR Phase
The HR specialists can use the Quick Process Offer action in the Manager Job Offers page to process most internal candidates into their new assignment with a single click after they were moved to the final HR phase of the recruiting life cycle. The HR specialists can process candidates as early as they want, as they don’t have to wait for the automatic processing date to arrive for each candidate. This process ensures consistent values from each offer into each new assignment and salary.
When the HR specialists use the Quick Process Offer action, they don't review all the offer information while creating the new assignment and they can’t change any values. This ensures consistent information from each accepted offer is copied identically into each new assignment and salary.
The HR specialists can use the Quick Process Offer action for most internal candidates in the following states of the HR phase:
- HR - Pending Automated Processing
- HR - Pending Manual Processing
- HR - Error During Processing
The Quick Process Offer action isn’t available for candidates in complex hiring situations, even if this feature is enabled. These offers need to be manually processed as usual.
Change the Proposed Start Date
HR specialists can change the proposed start date for internal candidates after they’ve accepted their job offer, in case the intended date in their offer now needs to be adjusted before their new assignment is processed.
HR specialists can use the Change Start Date action to fix the agreed-upon start date that was in the job offer. This new date will be used when transforming the offer into the new assignment either by using the automatic processing option, or the Quick Process Offer action, or by using the method where an HR specialist clicks through the guided process to review all the values from the offer. This changed date won't affect the candidate's job offer letter which was already accepted.
Actions and HR States
When the automated processing capabilities are enabled, the HR specialist can use the Redraft Offer, Rejected by Employer, and Withdrawn by Candidate actions from the Manage Job offers page.
Redraft Offer, Reject Candidate, and Withdraw Candidate actions are available in the below HR states:
- Pending Automated Processing
- Error During Processing
- Pending Manual Processing
- Rejected by Employer
- Withdrawn by Candidate