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eArcu e-Recruitment System

User Guide

The Basics – Logging in & Navigation

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Contents Logging In ......................................................................................................................................................................................................................................... 4

Forgotten your password? ........................................................................................................................................................................................................... 5

Navigation ...................................................................................................................................................................................................................................... 10

Overview .................................................................................................................................................................................................................................... 10

Searching .................................................................................................................................................................................................................................... 13

Using the quick navigation links within a record ....................................................................................................................................................................... 19

Customise Your Home Intelligence Centre/Vacancy Intelligence Centre ...................................................................................................................................... 21

Nuggets of the Home Intelligence Centre (HIC) ......................................................................................................................................................................... 24

Web hits ................................................................................................................................................................................................................................. 24

Counts by stage by alias and channel .................................................................................................................................................................................... 25

Vacancy counts by phase ....................................................................................................................................................................................................... 25

My Vacancy Phase Counts ..................................................................................................................................................................................................... 26

My Authorisation Requests.................................................................................................................................................................................................... 27

My Application Reviews To Do .............................................................................................................................................................................................. 27

My Reference Requests ......................................................................................................................................................................................................... 28

My Applications days at status .............................................................................................................................................................................................. 29

My Interviews per date range ................................................................................................................................................................................................ 29

My Offer Tasks Status ............................................................................................................................................................................................................ 30

Vacancy Intelligence Centre (VIC) .............................................................................................................................................................................................. 32

The Draft phase ...................................................................................................................................................................................................................... 32

The Attracting Phase .............................................................................................................................................................................................................. 33

The Shortlisting phase ............................................................................................................................................................................................................ 34

The Interview Phase ............................................................................................................................................................................................................... 35

The Offer Phase ...................................................................................................................................................................................................................... 36

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The Hire Phase ....................................................................................................................................................................................................................... 37

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Logging In

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Forgotten your password?

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Navigation

Overview

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Searching You can use the Magnifying Glasses at the top of the screen to search for both vacancies and applicants. Simply click the relevant icon, enter your search criteria and find what you are looking for.

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Find the criteria you want to add by using the search box or just scrolling through the pages.

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Then click on the appropriate option.

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You can now either scroll to find the appropriate team member(s) or simply "Pin" it so it stays in your search criteria.

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Make sure you scroll down and click the "Save" button this activates the “Pin” and closes the pop up box.

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Your additional search criteria is now saved and available for use.

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Using the quick navigation links within a record In order to make it easy for you to jump from section to section whilst in a vacancy or applicant record there are quick navigation boxes on the right hand side. These allow you to gain key information at a glance and then skip directly to the area where you wish to take action. The quick navigation links allows you to quickly see if a vacancy is broadcasting, see how many applications have been started/submitted, how many reviews are outstanding etc.

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Customise Your Home Intelligence Centre/Vacancy Intelligence Centre

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Close the choice window and then use left mouse click + drag to rearrange the nuggets to your liking (you can also minimise or close them). You will have 2 home pages, your main home page “My Home” and also a system overview page. This means you can have your most important nuggets on visible on “My Home” and those you use occasionally hidden on “System Overview” (or you can have all nuggets visible on both pages)

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Nuggets of the Home Intelligence Centre (HIC)

Web hits This nugget shows you a graph of the number of hits across all of the vacancies, on all of the advertising channels used. Particularly useful for recruitment team managers so you can see which of your channels are working best.

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Counts by stage by alias and channel This nugget shows where your successful applicants are coming from. It gives detail on application status (shortlisting, interviewing, offering and hiring) so great to get a snap shot of what is working and what's not.

Vacancy counts by phase This shows the number of vacancies at each phase of the recruitment process. Use it to click through and automatically find all vacancies at a certain phase. For clarity, the phases are based on the status of applications within the vacancy. This automatically updates when application statuses are updated and acts as a fail safe way of reporting on the time taken for each phase. Approval - this phase includes Draft status & broadcast status up to the point that the first application is started. Attracting - once applications have been started then the vacancy moves to the Attracting phase because it is "attracting" applications Shortlisting - this phase starts when you set your applications to "Under Review" Interviewing -this phase covers the period from "request interview" to "interviewed"

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Offering - make an offer and you'll be in the offering phase, also includes statuses relating to CRB & reference checking Hire - update the application status to Hired so that you can issue the contract and you'll be safely in the Hire phase This nugget is perfect for team leaders needing an instant overview of all the work in progress

My Vacancy Phase Counts This nugget is very similar to Vacancy Counts by Phase but it relates to the vacancies where you are on the team. This allows you to focus just on the work you need to do, without distractions from other vacancies.

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My Authorisation Requests Only of interest if you are using on-line authorisation and are an authoriser of vacancies. If a vacancy needs your authorisation you can click on its reference number here and be taken to the vacancy info to review and approve (or not).

My Application Reviews To Do A perfect way for Hiring Managers & Reviewers to get quick access to the oldest 10 application forms that need to be reviewed. Simply click on the applicant name or anonymised ID number and you'll be taken directly to the Shortlist vs Person Spec view of the form.

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My Reference Requests A visual reminder for recruiters and hiring managers that references have been requested but not yet received. Click on the graphic link to be taken to the reference section of the applicant to chase as required. Once all the references are received the applicant will vanish from the list, you can find them again via the My Applications days at status nugget (choose Referee Feedback Received from the drop-down)

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My Applications days at status This nugget gives a green-amber-red visual breakdown of key application statuses so that you know to take action yourself or perhaps chase your hiring managers whose shortlisting has been sitting around for 10 days or more. Most common statuses for inclusion in this nugget are as listed below but your system can be configured to include other application statuses if required. New - view all submitted forms Under review - forms that have been sent to a manager for shortlisting Request rejection - reviewed by a manager and identified as not suitable, now you need to reject them Request interview - your hiring manager wants to meet them, get those interview slots created and invites sent Referee Feedback Received - your chasing has worked and all references have been submitted

My Interviews per date range This nugget tells the interview panel that they have interviews coming up or just completed and allows them to click on the relevant date range and vie the schedule, applicants that are booked in and access their application forms so that they can print them off in advance.

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My Offer Tasks Status Another dual manager/recruiter nugget. This indicates applicants from vacancies where you are on the team that have been offered and have a task list associated with them. Click on the name of the applicant you are interested in to see detailed progress of which items on your new starter checklist have been completed, or simply stick to the overview of knowing that x tasks are outstanding out of y.

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Vacancy Intelligence Centre (VIC) By default the VIC has sub-sections relating to vacancy phases allowing you to access key info easily based on the phase that your vacancy is at. These can be changed on a permanent basis to avoid nugget overload if required (perhaps to reduce the number of nuggets available to hiring managers). The Draft phase gives key information about the vacancy set-up and authorisation:

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The Attracting Phase lets you see if the vacancy is live, if candidates have left feedback, where applicants are coming from etc.

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The Shortlisting phase – are your reviewers reviewing?

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The Interview Phase – have you set up slots? How many people have booked? Etc.

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The Offer Phase – how many offers have you made? Are tasks outstanding? Etc.

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The Hire Phase – has the contract gone? What advertising source did you hired applicant come from?