Online job Application & Onboarding- Setup and Applicant tracking.

A convenient and better way to collect information and documentation from your future employees or contractors.

Hello InMyTeamers! In this tutorial you will learn step by step how to:

1. Setup and edit your open positions

2. Give applicants access to the on-line job application tool

3. Manage and track your applicants

4. Support applicants by adding information to their file

5. Approve or reject a completed applications

Let's show you how how it works:

1. Setup and edit your open positions

1. Go to  "Settings" in the left side Menu Bar

2. Go to the "Open Position" section from the drop Menu.

If this is the first time using this section, it will be empty and you will need to create all your open position such as HHA, RN, CNA... or even and administrative position.

If you have already created open positions, all of them will display in this section and you will be able to deactivate or activate and edit them based on your needs.

3. Create a new Open position by hitting the "Add position" button on the top right side of the page.

4. Enter the job description.

The only mandatory line is the Name of the position you have available. (Example: "Looking for a Registered Nurse")

You can also add a long description, where you can add details of the job, such as requirements, list of tasks to be preformed, salary rate...

In addition, you can also add the name and description in Spanish, for those who chose to select "Spanish" as preferred language  during the application process.

*Make sure you check the "is active" box at the bottom of the section, otherwise, the position won't be available for applicants to see it.

Hit the "save" button and you are all set!

2. Give applicants access to the on-line job application tool

Now that you have all your open positions created. It's time to invite all your future employees to apply for your open positions.

1. Go to "Job Applicants" in the left side Menu Bar

If you don't have any applications yet, this section will be empty. Once you start getting applicants, you will see the list of applicants and you will be able to track and manage applications.

2. Give your applicants access to the on-line application portal

There are two ways to give applicants access to the-online application portal depending on your goal:

2A. Share the on-line portal link in your website, social media pages, email campaigns...

This option is best if you want to have potential applicants to go directly to your portal and send all the information trough it, rather than sending you their resume on an email.

In this case, all your need is to get the link and either embed in your website or paste it in any of your job ads on social media, LinkedIn, indeed... or any job posting portal your use. The link is on the top right side of your "Job Applicants" page.

2B. Invite your existing contacts to apply online.

This option is best if you have a list of potential applicants (either their email address  or cell phone number) and they have given you the authorization to send them emails or messages.

It's also a great option when you have already verbally discussed with someone, about the job and you just need them, to send you all their information and documentation.

In this case, just hit the "Invite Applicants" button on the top left side of your "Job Applicants" page.

A popup window will show and you can either enter the emails (separated by comma), their phone numbers (separated by comma), or both.

You have the option to select in what language the message with the link will be sent: Spanish or English. The system, by default, always have English, meaning that, if you want the message to be sent in Spanish, you will need to manually change it before hitting the "Send Invite" button.

3. Manage and track your applicants

Once people start applying to your open positions, you will receive notifications by email and you will start seeing the list of applicant sin your "Job Applicants"  section.

In this dashboard, you will be able to see the name of the person, the position they applied for, the date they started the applications, the date of the last change made to the application, and the status. Let's now understand each one of the statuses:

-The status "Step 1", "Step 2... to "Step 6" show you in what step of the application process they applicant is. The online application tool has 6 pages where the applicants must either fill out information about their work experience, education, upload required documents, or fill out forms. 

For example, if an applicant shows in "Step 2", it means they have completed the first page with all their personal information and are now filling out the work experience section.

-The Status "Done" means, they have completed all the 6 steps, but haven't summited the application yet.

-The status "Pending" means, they have completed and summited the application and it's now pending your review, and approval or rejection.

-Status "Rejected" means, that application has been reviewed by the agency but the applicant didn't meet the requirements and wasn't hired.

What can you do with an ongoing application:

There are multiple actions you can do for an ongoing application. Just go to the last column  in actions and click on the three dots for the candidate you want to work on.

1. Preview an application and you will be able to see all the information filled out to that moment.

2. Edit and application.

You can also add information or change information to an application. This step will be explained in detail after this section.

3. Files: if the applicant has already uploaded documents such as copy of license, certifications... you will be able to see them and download them to your PC.

4. Print: It gives you the option to save as a pdf or print, the information. This option comes very handy once the applications is 100% completed, because you can print it and it will give you the employee chart in case you want to have a hard copy in files.

5. Send Reminder: this option allows you to send reminders to the applicant to continue and finish the application, with just one click. 

4. Support applicants by adding information to their file

We love technology and all the time it saves, but we also understand that technology is not for everybody and sometimes, you may need to assist your applicants in the process. For example, you are reviewing the application and realize the person made a mistake... you can give them a quick call  and confirm the correct information over the phone and add it yourself without having to wait for the person to be in front of a computer.

Or someone started the application but for some reason they were unable to upload some files and they brought them to the office... you can scan the documents and add them to the application.

1. In that case, just go to Actions, and select "Edit"

2. Find the section you want to edit 

3. Make the changes

4. Hit "Save"

5. Approve or Reject a completed applications

Once the application is in the " Pending" Status, when you click on the "Preview"  you will have the options of  "Approve"  or "Reject"  the applicant.

By Approving an applicant, it will be moved to your Active Staff list and all the information and files will be transferred to the staff profile so you don't have to do it manually.

Now the applicant is turned into staff and will receive an invitation to download the InMyTeam Caregiver's Mobile App. You can find your new staff member in the "Manage Staff" section.

Remember to check more tutorials in our Zendesk and call our user support representative any time you have an issue. Here is the contact info in case you missed it.