Sometimes in the search for the best fitting candidate for a vacant position, you find a candidate that you feel would possibly be a better fit for a different position.
In that case, for applicants who have already applied to your organization through your portal, you can copy the candidate's application to a different job listing. If you want to add a brand new applicant to a job listing, you can manually add an applicant.
Go into the Applicants Dashboard and find the job listing which has the applicant you would like to copy to a different job listing. If the job listing you seek is displayed in the box, click the magnifying glass to the left of the job title. Also, you can use the Filter By drop down field to select a different job listing.
Once you have selected the job listing that includes the applicant you would like to copy to a different job listing, click the magnifying glass to the left of the applicant's name. To find a specific candidate, you can use the filters A - F. Click Refresh once you have selected your filter(s).
A. Status: This field allows you to sort applicants by current application status.
B. Active: This field allows you to sort by Active, Archived or Both. Archived means that the applicant(s) have been removed from the User's Active view.
C. Date Range: This field allows you to sort applicants by the date range of submitted applications. The date ranges available are: Last 30 Days, Last 60 Days, Last 90 Days, Last 120 Days or All.
D. Met BQ: This field allows you to sort applicants by those who did and did not meet basic qualifications established after using Scoring and/or Disqualification filters.
E. Job Question Score Above: This field allows you to input a baseline score from which all applicants displayed meet or exceed after using Scoring and/or Disqualification filters.
F. Completion Level: This field allows you to sort applicant according to their completion level - completed or incomplete.
G. Sort By: (Date is shown in image above.) This field allows you to sort by Date, Last Name, Status, or Job Question Score.
After you have clicked on the magnifying glass by the applicant's name, you will see the individual's application information. In the top right corner, you will see a list of job(s) in which that individual has applied within your organization. Here, the option exists to copy the applicant to a different job listing. In the Copy To New Job field, click the drop down box and select the job listing to which you want to copy this applicant's record.
Once you have selected the job listing to which you want to copy this applicant, click the Copy button to the right of the drop down field.
You will then receive a dialog box asking you, "Are you sure you want to copy this application to the selected job?" If you want to copy this applicant to the selected job, click OK. If you do not want to copy this applicant to the selected job, click Cancel.
After you click OK, the applicant will be copied to the job listing you selected. You can see in the example below that the test applicant has been copied to the CSA from REQ job listing. There is a MA to the right of the date; these letters signify that the candidate was Manually Added to that position. Once the candidate has been copied to the additional job listing, you can then continue your evaluation of the applicants for that job listing in your desired manner. VERY IMPORTANT: The applicant will NOT receive notification that (s)he has been added/copied by the Admin user. If you want the applicant to know (s)he has been added/copied, you will need to intentionally email the applicant from the ATS.
When navigating through each of the tabs for the applicant, Administrators, Posting Managers and/or Non-Posting Managers have the ability to modify the application on behalf of the applicant. You can add new information for that particular section by clicking the green arrow and inputting the data into the displayed fields.
Please note: Depending on your user permissions, you will see an option to copy the applicant to a new job listing. If you do not see this area, then the user type you are assigned doesn't currently permit you to copy applicants to other jobs. Screened logins may never copy applicants to other job listings; however, Manager level logins can be enabled to allow a user to copy applicants to other postings. Administrators have the ability to copy applicants.
Special Consideration: If you plan on using the "Copy an Applicant" feature within the ATS, please note that only the one-step, complete application will work with this feature. If you have the two-step application enabled for a position and do opt to add an applicant manually at times, he/she will be prompted to complete the entire application in one phase; whereas, other applicants that might apply for the same position on their own will only be prompted to complete only the initial phase of the application in the first step. Here are some additional considerations:
- When invited to update an application, the applicant MUST access the job site/application using the link in the "Further Information Requested from..." invitation email. If the application logs in directly, bypassing the invitation email link, his/her application will be noted as "Complete" and (s)he cannot click on it to continue. Going through the email link will tell the system to show the "Continue" link.
- Since an applicant will see the full application (i.e. no two-step process is available for manually added apps), the instructions on the application will represent the one-phase, full application instructions, rather than the short application instructions.