Recruitment
| Recruitment |
|---|
Short Description
The recruitment process with a description of all records needed to carry it out
Description
The recruitment process in MintHCM follows the path: Position → Recruitment → Candidate → Candidature → Employee. Each step has its own record type, which keeps the data about the job, the hiring effort and the people applying separate and reusable.
1. Create a position
To start a recruitment, you first need a position you will be recruiting for. A position, once created, can be used in multiple recruitments and in further administration of your company.
Job positions are stored in the Positions module. A record can be created in two ways: with the Create Position button in the module, or from a role record with the Create Position button there. In the second case the new position inherits related records, such as the expected level of competency, which speeds up your work.
The only required field is Name. You can also provide the supervised unit, the supervisor (position), the description and the onboarding and offboarding templates, and set the status:
- Planned - the position does not exist yet, but you want to start recruiting for it
- Active - the position already exists in your company
- Inactive - the position exists, but is, for example, unstaffed
Below the main form you will find the Position Card, which presents the responsibilities and competencies related to the position.
To make the position fully useful, you may add complementary records related to it: Salary Ranges, Career Paths, Terms of Employment, Benefits and Responsibilities. They can be added later, but it is recommended to create them together with the position.
2. Create a recruitment
With a position ready, create a recruitment for it. You can do it in the Recruitments module or from the Recruitments subpanel of a position.
Required fields are the Positions, Start Date, Recruitment Type and the salary range (Salary From and Salary To). Optionally you can select the currency and provide the end date, the start work date, the vacancy amount, the recruitment channels and the project description. The name of the recruitment and the number of employees are filled in by the system. In the Other section you can change the user the recruitment is assigned to.
The Recruitment Type can be:
- Once - a one-time recruitment with a defined number of vacancies
- Continuous - a recruitment that stays open for a longer time; in this case you may not want to provide the end date
In Recruitment Channels you can select one or more places where you publish the job offer. The Status of the recruitment can be For approval (the default), Planned, Open or Closed.
Now it is a good moment to publish your job offer and wait for candidates to apply, or to search for candidates in other ways.
3. Add candidates
As CVs come in and you preselect people to process further, create a record for each of them in the Candidates module.
A candidate record is similar to an employee record. First and last name are required. The form is divided into sections:
- Basic - contact data (email addresses, mobile phone, primary and alternate address), birthdate and the Processing Data in Future Recruitment switch, which stores the candidate's consent to be contacted in future recruitments.
- More information - the candidate's potential (Not applicable, Contact in future, Do not contact), the need for relocation, the dates of the last and the planned contact and a description.
- Social media - links to LinkedIn, GitHub, Facebook and X profiles.
- Other - the user the candidate is assigned to.
A candidate can be related to many candidatures and, therefore, to many recruitments.
4. Create a candidature
When the candidate is ready, create a candidature in the Candidatures module. A candidature connects a specific candidate with a specific recruitment and is the main record you work on during the process. A candidature can also be created for an existing employee, which is useful for internal recruitments.
The form consists of three main sections:
- Basic - the recruitment and the candidate (both required, together with the source of the candidate), status and status information, application date, scoring, task grade, the entry interview notes and the To Decide switch.
- Financial Requirements - the employment form, the currency and the net and gross amounts expected by the candidate.
- Employment Conditions - the final employment form and the salary agreed with the candidate.
You can also log all related activities: emails, calls, meetings, tasks and notes.
Remember to update the Status of the candidature as the candidate moves through the process. The main path is: New, Preselection, Acceptance, CV Acceptance, Entry Interview, Entry Interview Results, Practical Task, Scored Stage 1, Meeting - Preliminary, Scored Stage 2, Meeting - Additional, Make an Offer, Negotiations and Hired. Candidatures can also end as Rejected (you can then select the reason for rejection) or Candidate Resignation.
In the record view the side panels help you follow the candidature:
- Recruitment Stage - shows the progress of the candidature in five stages: New, Screening, Interviews, Offer and Result.
- Appraisal Score - shows the score from the candidate's appraisals.
- Application History - shows the previous applications of the candidate.
The module also offers a Board view of candidatures.
You can easily create an appraisal of the candidate with the Create Appraisal action. If the position's competencies are defined, they are converted into appraisal items that help you assess the candidate, for example during an interview.
One candidate can have many candidatures. This is useful when, for example, the candidate applied for several positions, was not selected in the current recruitment or withdrew, but you want to consider them in another one. You can overview all candidatures of a recruitment in the subpanels of the given recruitment record.
5. Convert the candidature to an employee
If you decide to employ a candidate, use the Convert to employee action in the candidature. A popup will appear where you choose what you want to create:
- Create Employee - creates an employee record without access to MintHCM. The person cannot log in to the system.
- Create User - creates an employee together with a user account. After selecting this option, the User Login field appears, where you provide a unique login, which will be used to sign in to MintHCM.
Note that every user is also an employee. Confirm your choice with the Submit button.
Appraisals created for the candidature and certificates of the candidate are transferred to the new employee record. You can now start the onboarding process and continue working on the employee record.
6. Close the recruitment
When the process is finished, check that all remaining candidatures have the right status and set the status of the recruitment to Closed. The number of employees hired in the recruitment is updated when a candidature gets the status Hired.
