Openings

The purpose of the openings module is to create an efficient method to recruit staff. It provides all the tools you need to recruit a new staff member, including:

• Using roles and competencies you have already defined in advaise.app
• Creating a new opening with details of location, budget and employment type
• Configuring an online candidate application form
• Reviewing candidate applications
• AI-assisted evaluation of candidates against role competencies
• Shortlisting and recording notes from the interview
• Requesting and obtaining approval to make an offer to the candidate

Before creating an opening, the following activities need to be completed:

• Have an owner or administrator create competencies in the organisations module
• Create a role and mark it as approved

These are the steps involved in creating and managing an opening:

Navigate to the openings module in the people category of the main menu.

Create opening

Create a new opening by clicking on the +add button in the menu at the top of the screen.

Enter opening details

Add details of opening name, role, budget, location, and employment type. Add notes on the opening.

Job specification

Open the record and navigate to the Detail tab. Review and update the role specification. Expand the sections to update details and enter additional information. Click refresh after any updates to have these reflected in the document. You can download the job specification in PDF or DOCX (word) format.

Application form

Configure the application form and share wherever the role is advertised.

Include an introduction for the role, change the sliders between Yes and No to request information on recent employment, renumeration expectations and police check. Provide any additional information you would like applications to provide. Select a closing date for the applications. After this date, candidates will no longer be able to apply using the application link.

The application form is now ready to post with your job advertisement. Candidates apply directly in advaise.app with this link.

Applicants

Review candidates who have applied for the role.

Open the candidate record to review their details. Expand and collapse the contact information, recent employment and application sections.

Change a candidate's status to shortlisted to add them to the evaluation list.

Evaluations

Evaluate shortlisted candidates using the AI evaluation feature.

Open the evaluation record and click the evaluate button.

You will see a popup message while the evaluation is in progress.

When the evaluation is complete, advaise.app will display a rating and a summary of the relevant experience from the candidate's resume for each competency.

In addition, advaise.app will provide a summary of the overall candidate experience

Review the AI generated evaluation, and adjust as required upon reviewing the resume.

Use the dropdown arrow against the candidate header to filter the list to see an individual candidate's rating against the competencies on the graph.

Conduct the interview and record notes in the comments against each competency and in the notes section.

Approvals

When a successful candidate has been chosen for the role and you are ready to make an offer, change their status to selected in the evaluation section. Creating an approval request ensures good governance in recruiting, and provides an audit log of the decision to make an offer to a candidate.

Request an approval to make an offer to the selected applicant by clicking the +add button

1. Select the approver: Only managers with the rights to make decisions on staff recruitment will be available on the dropdown list. advaise.app approvals rely on thresholds, so if the role salary exceeds a managers threshold, they will not appear on this list as an available approver.
2. Enter notes: These notes will be available to the approving manager to assist them in making a decision.
3. Submit: Click on the submit for approval button.
4. Save: Hit save to submit the approval request.

Once a decision is submitted for review it cannot be updated. It will appear on the dashboard of the approver with a fact set to enable them to make the decision.

Close the opening

To mark an opening as closed, go to the administration tab and edit summary. Change the status to filled and enter a close date.

What do I do if we are no longer recruiting for the role?

If the decision is taken not to continue recruiting for a role, go to the administration tab of the opening and edit summary. Change the status to on-hold and enter a close date. Next, go to the application form and update the close date. This will stop accepting applications after this date.