The Applicants Process
The goal of this document is give you an example of what an applicant may experience when they apply online and complete new hire paperwork (i.e., W4, I9, etc.) through HRCenter. This workflow uses default pages keep in mind that the HRCenter application process is entirely customizable. Questions below that are shown as required would not have to be required in your version and vice versa. Additionally, you can add text, different questions, and sections to your own version of HRCenter. The options are truly limitless and what you'll see here is just one small sample of what HRCenter can offer.
This is the login screen of HRCenter. The HRCenter logo can be customized with your company's logo, as well as the Favicon in the address bar.
The applicant will be able to login if they have already registered using their existing username and password. If the applicant is new to HR Center they will need to register.
When an applicant registers they will select the Branch to which they would like to apply. This will offer them the available Workflows for that Branch:
Based on your specific configurations, there may be multiple Workflows available to the applicant. A Workflow will offer different questions in possibly a different order. This Workflow may be based on various factors such as servicing different industries or different clients. (Learn how to create and edit Workflows here.)
Once a Workflow is selected the applicant will be take to a registration page.
The applicant will be asked to create a Username and Password as well as enter their First and Last Name.
The password entered can have configuration rules set up such as: The password may require at least 7 characters.
*Note- A validation of duplicate/non-duplicate applicants can be made on the email address and/or social security number, as well as a combination of last name and the last four digits of a SSN . If validating on the email address and/or social security number, those fields must be added to the Register form.
Once the applicant has clicked the Begin Application button, they will have created an employee record in your Enterprise database.
The Application page will explain to the applicant how to navigate through the forms, will explain required fields and will explain how to save their data.
This verbiage can be customized.
*Note- This is a sample application. You may configure your own application to fit your needs and hiring practices.The steps listed on the left side of this form are all of the steps the applicant will take while completing this sample application.
As you design your own HRCenter workflow, you may choose to hide steps seen in this version and/or rearrange the order in which they are displayed. Additionally, data within the Application can be configured to post fill to a Custom Data field or Interest Code within Enterprise if there is currently no corresponding field for the data to populate.
The Resume section allows the applicant to upload and parse their resume into HRCenter. The applicant will click Browse to find their resume. The data within the Resume will be automatically populated into HRCenter where the applicant can proof the information. It will not parse skills from the Resume. A Resume added from HRCenter will be attached to the applicant's Employee record in Enterprise
Pre Screening question can be added to this list. Specific PreScreening questions can be hidden and be made required. Existing PreScreening questions cannot be modified (other than the age question). They can have yes/no answers. PreScreening questions can have correct/incorrect answers which will prompt the thank you form for the applicant, preventing the applicant from going any further in the application.
If the 'Where you've worked' page is part of your application process, the applicant will first select Add Work History. This will expand the work history details, where the applicant will need to enter in the required details.
*Note- Fields may be made required or switched to non required for your own workflow.
*Note: You can configure the application to require a minimum and/or maximum number of work experience entries. You may also configure which fields in this section are required.
The applicant will click 1. Add Education to begin adding their education history.
Note: In our sample application, the required fields are, Name of Institution, Start Date, End Date, Graduated?, and High School. You have the ability to configure which fields are required in this section, and how many entries are required as a minimum and maximum.
Once the required fields are complete, the applicant will select 7. Save Item.
To add the reference(s), the applicant may select 1. Add Reference.
*Note: In our sample application, the required fields are Reference Name, Relationship with Reference, Daytime Phone, and Reference Email.You have the ability to configure which fields are required in this section, and how many entries are required as a minimum and maximum.
Once the required fields are complete, the applicant will select 'Save Item'.
To add past residence(s) information, the applicant may select Add Residence.
Note: In our sample application, the required fields are Address, City, Zip, and State and Country. You have the ability to configure which fields are required in this section, and how many entries are required as a minimum and maximum.
Once the required fields are completed, the applicant will select to 'Save Item'.
Skills equate to Interest Codes in Enterprise.
The Skills categories will first be displayed. Once the applicant selects their skills categories and continues the specific skills within those categories will be displayed.
Specifying specific skills within a category:
Note: Skills (Interest Codes) and Categories will be displayed to the applicant if they have been flagged as Web Public in Enterprise. Years and Months can be hidden from the Skills form. Skills will be populated as Interest Codes in the applicant's Employee record in Enterprise.
The applicant can select the Languages they can speak and write.
The applicant can select the modes of Transportation they will use to get to work.
The modes of Transportation the applicant selects will show up in their Employee/Details/Transportation form.
The applicant can enter the EEO information.
This information will populate the EEO area of the applicant's Employee record in Enterprise.
The Step Review section will allow the applicant to return to any section of the Application to make necessary changes. The verbiage on the Step Review form can be customized.
Once the application is submitted the Applicant will be able to view their information within the application but will no longer be able to make changes (unless their recruiter unlocks the application for them).
The verbiage on the 'Thank You' form can be customized.
Dashboard and Steps
Once an applicant has registered when they continue to log into HRCenter the different Steps they have completed and begun will be listed. The applicant can select any Step. If a Step has been complete they will be able to view the information they have submitted but not be able to modify that data.
Steps are configured for each Workflow created and will vary based on your specific Workflows.
All Federal required Forms will be included in HRCenter.
Once the applicant has been advanced and is ready to complete their Onboarding Employment Forms they will navigate into those Forms via HRCenter.
The applicant must complete their own I9.
The data entered into the I9 will remain only on the I9, it will not be filled into the applicant's record in Enterprise.
The 2nd page of the I9 will be displayed to the applicant. This is for their reading pleasure as they must have access to the forms their employer will be completing, the applicant will not be able to enter data onto this form.
The signature form will capture the applicant's electronic signature:
The W4 form will be prepopulated with the available data from their record in Enterprise. The marital status, number of allowances and additional Federal withholding will postpopulate into the applicant's record in Enterprise.
After selecting next, the signature form will capture the applicant's electronic signature:
The Step Review section will allow the applicant to return to any section to make necessary changes. The verbiage on the Step Review form can be customized.
Once submitted the Applicant will be able to view their form information within the application but will no longer be able to make changes (unless their recruiter unlocks the application for them).
Clicking the links within the Step Review will open the form in a new window for printing/saving purposes.