Applicant Tracking System Frequently Asked Questions
Here is a list of the most commonly asked questions regarding applicant tracking.
What does the term "Applicant" mean in my Applicant Tracking System?
An Applicant is defined as a jobseeker hat has submitted his/her resume to a job.
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What does the term "Prospect" mean in my Applicant Tracking System?
A Propsect is a person that has been reviewed by the recruiter and deemed qualified enough to begin interviewing. This person usually starts out as an Applicant. Once the recruiter has "qualified" the Applicant, he/she will be made a Prospect to begin tracking his/her status through the interview/hiring process.
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What does the term "Screened-In" mean in my Applicant Tracking System?
Applicants who are "Screened-In" have met or exceeded the minimum point value set forth in the Screening Questionnaire.
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What does the term "Screened-Out" mean in my Applicant Tracking System?
Applicants who are "Screened-Out" have not met the minimum point value set forth in the Screening Questionnaire.
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What does the term "Score" mean in my Applicant Tracking System?
The score is the total points attained by an Applicant after completing the Screening Questionnaire for a job.
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What does the term "Descriptive Phrase" mean in my Applicant Tracking System?
This is a field entered by the job seeker and is a short description (3-5 words) of what they wish to point out about themselves, i.e., "Seasoned HR PRofessional" or "Experienced Project Manager" or "Hardworking & Dependable".
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What does our application use to check for duplicate profiles?
Your online application uses the applicant's email address to check for duplicates.
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What is the difference in Time to Fill - vs. - Time to Hire?
TIME TO FILL: This report displays the number of days it took to fill a job. The "# of Days to Fill" is calculating from the date the job was initially posted to the day the job was makred "Filled". If there is more than one hire per job, see the "Time to Hire" report for how long it took to hire individuals to a particular job.
TIME TO HIRE: This report displays the number of days it took to hire an individual to a job. The "# of Days to Hire" column is calculating from the date the job was initially posted to the date the candidate was marked as "Hired". If you would like to see how many days in total it took to fill the job, see the "Time to Fill" report.
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How do you convert a personal template to a global template?
The creator of the template can open the personal template to edit and save as a global template.
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I cannot find my email notifications in my inbox!
Sometimes your email notifications will be seen as junk mail. Check your junk mail folder in your email. If the email notifications are going to your junk mailbox, move back over to a safe senders list.
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I cross-posted my job to an external job board, but I do not see it on the job board anywhere.
If your job didn't cross-post, contact your Site Administrator for access to the Sending Report. Also, be aware that most job boards take up to 48 hours to post your job after you have cross posted.
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How do we upload resumes that come in as an email?
There are two ways to get a resume that comes in as an email into the system.
- First, you can manually add a resume by going to the resumes tab at the top of the screen and then to add a resume. From there you can manually add a resume into the system.
- Second, you can save the email as a word document and use the upload feature by going to the resume tab at the top and selecting the upload resume from the drop down. From there you can use the browse button and upload the resume from your workstation.
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Can I edit a job after it is posted on my website?
Under Jobs --> Manage Jobs, you can edit any job you have created. Then click on the icon to view the list of actions you can take. Edit is one of those actions.
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Can I edit a screening questionnaire after it is posted on my website?
Yes; however, if you change the questionnaire's screened in value by adding or subtracting points, it will not affect the scores of previous Applicants and Prospects. So you may see Applicants and Prospects with scores of 150 out of 200, while others will have 150 out of 250.
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What are the meanings of the different icons used on my site?
You can access the definition list for all the icons used in the Online Help directory located under the "Help" menu tab.
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What are the definitions for the answer types that can be used for creating screening questionnaires?
The following explains what each screening questionnaire answer types means and provides examples:
- Single Line: This answer type will display a single text line. You can specify the length of this field. Question Example: "How long did you work for your previous employer?"
- Text Block: This answer type will allow the job seeker to enter text in paragraph form. You can specify the size of this box. Question Example: "Briefly describe your experience with Java Bean applications." OR "If you answered Yes to question #4, please provide a short explanation:"
- Multiple Select Box: This option will display a list of choices in the form of a multi-select box. The job seeker can select as many answers as applicable. Question Example: "How many words per minute can you type?" OR "Which locations would you consider relocating to?"
- Radio Buttons (select one of multiple options): This format is ideal for Yes/No and True/False type questions, or any type of multiple choice question where only one answer should be selected. Question Example: "Are you able to work weekends?" OR "How many years of experience do you have in Mechanical Engineering?" OR "What is your level of experience with Microsoft Word?"
- Check Box (select any of multiple options): This option has the same purpose as the Multiple Select Box, however, it is displayed as check box selections. Question Example: "How many words per minute can you type?" OR "Which locations would you consider relocating to?"
- Single Select Dropdown: This option has the same purpose as the Radio Buttons, however, it is displayed as a single dropdown box. Question Example: "Are you able to work weekends?" OR "How many years of experience do you have in Mechanical Engineering?" OR "What is your level of experience with Microsoft Word?"
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