What Happens if a Candidate is Hired for a Job and Wants to Accept Another Job

It's possible that a candidate will be joining your organization in two different roles, and one job may start earlier than the other.

Depending on the timing of each assignment's intended start date, this may be easy to process or it may require several steps. The most complex case may be when you hired the candidate for a job that will start in a far-future date and the candidate is now seeking a nearer-term job as well.

Let's say a new person is planning to join your company full-time in June, after they graduate from school. They have applied to a requisition and they received and accepted a job offer for a start date of June 1. This candidate record has been handed off to the HR specialist and has been transformed into a pending worker, with the status HR - Processing. Alternately, the pending worker may have already been converted to a worker with a future start date of June 1, with the status HR - Processed.

Now the same person also applies for a different requisition, because they also want to work for your company part time from January 1 up to their graduation in June. They identify themselves in the same way and Oracle Fusion Cloud Recruiting recognizes them as being the same candidate. They get a job offer on this January job application, but after it's accepted, the HR specialist faces a problem when trying to process it. This is because a pending worker or a future-dated worker can't have a second assignment if the new assignment would start earlier (January) than they're already planning to start (June).

The same situation would have been fine if the candidate had first applied to and been hired for the near-term job (January), and then for the later-dated job (June). That's because an existing worker can always get an additional or replacement job that starts later than their first job.

To reverse the sequence of when these assignments get created for the candidate, follow these steps:

1. Cancel the Later-Starting Job

2. Process the Earlier-Starting Job

3. Reprocess the Original Later-Starting Job

Cancel the Later-Starting Job

You first need to cancel the later-starting job and set it aside temporarily. This may be a pending worker with an intended start date of June, or perhaps it's already been converted to a future-dated worker with an assignment start date of June. Either way, you need to cancel this record, don't terminate it.

The pending worker had been created from a recruiting record which was in the status HR - Processing in Progress (or HR - Processed in the case of a worker). This cancelation will soon cause the job application for June to change status based on the scheduled process Complete the Recruiting Process. In both cases, the status will become HR - Withdrawn by Candidate. This status is temporary and expected. This leaves the candidate with no assignment beyond their job offers, so they're ready to be a brand new hire as of January.

Process the Earlier-Starting Job

Now you can process the job offer that has the earlier start date, to transform the candidate into a new hire as of January. However this offer was originally created with some awareness of the other job, so it was drafted with an action such as Add Assignment. This action is no longer appropriate, so the job offer needs to be redrafted to select the correct action Add Pending Worker.

If the candidate's January job offer is waiting in status HR - Pending Manual Processing, the HR specialist must move the candidate to HR - Withdrawn by Candidate to make the Redraft action available. If the candidate's situation was discovered after this January job had already been moved to HR - Processing in Progress then you must use the Return to Manual Processing action, move them to HR - Withdrawn by Candidate, and finally use the Redraft action. These withdrawals won't send any notification to the candidate. The job requisition will immediately reflect that this candidate is no longer filling an opening, but the recruiter knows that they will be taking that opening again shortly.

The recruiter can now find this candidate's job application back in the status Offer - Draft. They must click Edit Offer to enter the guided flow and select the appropriate action Add Pending Worker. The original January start date and all other fields remain the same, and the offer can be moved forward again through the lifecycle. Note that the candidate may be a bit surprised to receive another notification requesting them to accept the same job offer for the January start date. The recruiter may want to explain to them why this is needed. They may even choose to capture the candidate's acceptance on this redrafted offer on their behalf, because the offer letter that was originally accepted remains accessible in the candidate's Document Records with any light e-signature that the candidate provided in the first place.

As soon as this January job offer is accepted and the candidate moves into the HR phase, the candidate should smoothly become a pending worker. The candidate's name will appear on the Pending Worker list, and the status will automatically become HR - Processing in Progress. As soon as this pending worker gets converted, the status will automatically become HR - Processed, based on the scheduled process Complete the Recruiting Process. This will also reclaim the candidate's spot in the requisition which had been temporarily freed at the start of this step.

Reprocess the Original Later-Starting Job

Finally the HR specialist can recreate the candidate's post-graduation assignment for June. You do this by reprocessing the job offer that corresponds to the pending worker's or worker's assignment that you canceled in step 1.

From the quick action Manage Job Offers, the HR specialist finds the candidate's June offer in the status HR - Withdrawn by Candidate, which it reached as soon as the scheduled process Complete the Recruiting Process noted that you had canceled it. Now you must take the action Return to Manual Processing to start processing this offer again. Because this candidate's situation has changed since this June job offer was drafted, their job offer is now categorized as a complex situation for you to handle manually. However the job offer still shows the action Add Pending Worker so you must click this to start processing the candidate once again. You will be asked to confirm that you're processing this candidate, and your agreement will bring you to the candidate's Employment Info page while changing the status to HR - Processing in Progress.

From the candidate's Employment Info page you can review this candidate's January assignment then you must select the appropriate HR action to create their June assignment. For instance Transfer, Add Assignment, or even Create Work Relationship. Within the guided flow for that action, you must manually enter all relevant information from the job offer into the fields of the HR action page you selected. Unlike other types of job offer processing, the field values aren't populated with the agreed-upon values from the offer's assignment, salary, compensation, or other sections. So you should be careful about information that was already viewed and understood in the job offer while you copy each field's value into the HR flow sections. Then you must submit the HR action.

After you submit that new June assignment, the candidate remains on the Manage Job Offers list in the status HR - Processing in Progress. Like all complex offers, their job application won't automatically change to status HR - Processed even after that June assignment gets any required approval and is committed in the HR application. You must use the action Move to Processed to change their Recruiting status to HR - Processed. This is the final successful state in the recruiting process, and the candidate now has the proper records for both January and June.