Managing Job Postings and
Candidates in Recruiting
Training Guide
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Course Details:
Duration: 4 hours
Release: 61
Delivery Methods: Instructor-Led Training, Video
Country: US, Canada, UK
610201
Copyright © 2021 Ceridian HCM, Inc. All rights reserved.
Managing Job Postings and Candidates
Contents
3
Contents
Overview ........................................................................................................................................... 5
Learning Objectives....................................................................................................................................... 5
Prerequisites ................................................................................................................................................. 6
Available Resources ...................................................................................................................................... 6
Our Training Scenario ................................................................................................................................... 6
Introduction to Recruiting .................................................................................................................. 7
Recruiting and Dayforce ............................................................................................................................... 8
Create, Approve, and Manage Job Requisitions................................................................................... 9
Create a Job Requisition using the Job Requisition Form ........................................................................... 10
Create Job Requisitions within Recruiting .................................................................................................. 12
View and Manage Job Requisitions ............................................................................................................ 17
Use the Activity Tab.............................................................................................................................. 19
Post Job(s) on Internal & External Job Boards ................................................................................... 21
Post Jobs to Client Careers Site and Careers .............................................................................................. 21
Posting to Indeed ........................................................................................................................................ 27
Posting to External Job Boards ................................................................................................................... 27
Edit a Posting .............................................................................................................................................. 27
View Postings & Apply ..................................................................................................................... 29
External Candidates .................................................................................................................................... 30
Internal Candidates ..................................................................................................................................... 31
Review & Manage Candidates .......................................................................................................... 32
Candidate Indicators ................................................................................................................................... 33
Review Candidate Profiles .......................................................................................................................... 33
Candidate Information Panel ............................................................................................................... 34
Application Tab..................................................................................................................................... 38
Applied Jobs Tab ................................................................................................................................... 41
Candidate Grades........................................................................................................................................ 43
Overview Tab .............................................................................................................................................. 44
Talent Community ...................................................................................................................................... 46
Search for Candidates .......................................................................................................................... 47
View Candidate Details......................................................................................................................... 50
Add Candidates to the Talent Community ........................................................................................... 51
Talent Pools................................................................................................................................................. 52
Interview Scheduling................................................................................................................................... 55
Candidate Notes ......................................................................................................................................... 57
Update a Candidate's Status ....................................................................................................................... 58
Screening Candidates.................................................................................................................................. 59
Background Checks .............................................................................................................................. 59
Decline Candidates ..................................................................................................................................... 62
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4
Overview
Managing Job Postings and Candidates
Assign Candidates to Job Requisitions ........................................................................................................ 63
Link Candidates to a Dayforce HR Record ................................................................................................... 65
Candidate Filter ........................................................................................................................................... 66
Contact Candidates ..................................................................................................................................... 67
Create Offers & Hire Candidates ....................................................................................................... 68
Offer Management ...................................................................................................................................... 68
Send an Offer Letter.............................................................................................................................. 69
Reviewing Offers ................................................................................................................................... 71
Workflow Approved, Offer Letter Sent................................................................................................. 73
Hire Candidates in Dayforce ........................................................................................................................ 73
Appendix ......................................................................................................................................... 76
Glossary of Terms ........................................................................................................................................ 76
Copyright © 2021 Ceridian HCM, Inc. All Rights Reserved
Managing Job Postings and Candidates
Overview
Overview
Welcome to Managing Job Postings and Candidates. Are you responsible for finding and hiring
employees for your organization? Dayforce Recruiting includes robust functionality for Recruiters and
Hiring Managers to make the entire hiring process more manageable.
This course is for recruiters, HR administrators, and recruiting managers. In this course, you will learn
how to create and manage job requisitions, post jobs, manage candidates that apply for jobs, review a
list of talent to find preferred candidates, generate offer letters, and hire the desired candidate, all
within Dayforce. You will also learn how to apply for jobs from the candidate's perspective.
This course includes the following sections:
Section
Description
Introduction to Recruiting
Introduces you to the Dayforce Recruiting features that assist
with the overall process of attracting, selecting, and hiring
suitable candidates for a job within an organization.
Create and Manage Job Requisitions
Explains how to create and manage job requisitions.
Create Job Postings
Defines how to post jobs to Careers, the Client Career Site, and
external job boards.
Apply for Jobs
Illustrates how to apply for jobs as a candidate using the Client
Career Site and Careers.
Manage Candidates
Describes how to review candidate profiles, update candidate
statuses, use the Talent Community, and assign, decline, and
hire candidates for a specific job requisition.
Hire Candidates
Demonstrates the process of hiring candidates for specific job
requisitions, along with the process of creating an offer letter
within Dayforce.
Appendix: Glossary of Terms
Defines common recruiting terminology. Many of these terms
and concepts are visible throughout the class and Dayforce.
Learning Objectives
By completing this course, you will be able to:
•
•
Explain the recruiting process in Dayforce
•
•
•
Create job postings.
•
Understand the process of hiring a candidate within Dayforce.
Create, maintain, and post job requisitions.
Apply for job postings as internal and external candidates.
Review and manage candidates throughout the recruiting process that have applied for job
postings.
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5
6
Overview
Managing Job Postings and Candidates
Prerequisites
There are no Dayforce course prerequisites.
Available Resources
Several supporting guides are available through support.ceridian.com. Talk to your organization's
support user or Implementation Consultant for help with obtaining these guides, depending on if you
are in implementation or live.
Support Downloads > Admin & User Guides:
•
Recruiting Guide
Our Training Scenario
The best way to learn about Dayforce is to use the application. The following sample company is used
throughout the class to reinforce concepts and processes.
XYZ Company is a multinational company using Ceridian Dayforce. The organization has been using
Dayforce to post and fill jobs. Acting as a Recruiter, you will practice using the Recruiting features in
Dayforce to manage the steps in the recruitment process.
Copyright © 2021 Ceridian HCM, Inc. All Rights Reserved
Managing Job Postings and Candidates
Introduction to Recruiting
7
Introduction to Recruiting
This section provides an overview of the recruiting process in Dayforce from both the recruiter and
candidate perspectives.
Recruiting refers to the overall process of attracting, selecting, and appointing suitable candidates to
one or more jobs within an organization. The recruitment process typically includes posting job openings
to the organization's internal and/or external websites, Internet job boards, or other social media
channels. The recruiting process can also include representatives from the organization attending
college and career fairs to attract suitable candidates.
Once candidates apply for jobs, recruiters or hiring managers contact and set up interviews with
candidates that fit the selection criteria. After the interview process is completed, hiring managers and
human resources personnel meet to select job candidates. When a suitable candidate is found, a job
offer results. If hiring managers are not satisfied with any of the candidates or if a candidate declines the
job offer, the recruitment process may start again.
When a candidate accepts the job offer, most organizations send them a welcome package and an
employment contract to be signed and returned. They may even use Dayforce Onboarding to help
integrate the candidate into their organization. Applicable pre-employment screening, such as
background and reference checks are completed before the hiring team determines the start date for
the new employee. When all pre-employment information is verified and accepted, the candidate is
informed and reports to the employer on the agreed-upon start date and time. The new employee is
then introduced to the organization.
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8
Introduction to Recruiting
Managing Job Postings and Candidates
Recruiting and Dayforce
Once the recruiting module is configured, you can start using Dayforce Recruiting to request, post, and
fill jobs. The process typically consists of several roles: recruiting administrator, hiring manager,
recruiter, and candidate. Depending on the security settings, the hiring manager role may perform some
of the same tasks as the recruiter role. The diagram below provides an overview of the steps in the
recruiting process:
The first step in the recruiting process is creating the job requisition. The job requisition defines the job,
location, and assignment details of the job. Typically, the hiring manager creates the job requisition via a
form, or a recruiter creates a job requisition directly in Recruiting. If the hiring manager creates a job
requisition form, it is processed in Dayforce based on a pre-defined Self-Service workflow.
Once the job requisition has been approved, based on the assigned workflow, it will display in the
Recruiting feature. The next step is for the recruiter to post the job requisition so that candidates can
view it and apply for the job posting if interested.
Internal candidates apply for job postings using the Careers feature located within Dayforce. External
candidates apply for job postings using the Client Career Site either from the client's web page or
through an external job board.
Next, the resumes and candidate profiles submitted for the job are reviewed within Dayforce. Suitable
candidates are interviewed for the job, according to your organization's process.
Throughout the recruiting process, candidates tied to job postings are continually managed by the
recruiter. As candidates apply for job postings, the recruiter can perform several tasks within a
candidate's profile within Dayforce, such as review the profile, assign a candidate to other job
requisitions, request various screenings for a candidate, enter notes for a candidate, and update a
candidate's status.
Once recruiters have been notified that an offer should be initiated for a suitable candidate, they can
initiate those offer letters directly in Dayforce. Once a candidate receives and accepts an offer, the
recruiter can also hire the candidate within Recruiting, and the employee's HR record will be created
using the candidate's profile in Dayforce.
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Managing Job Postings and Candidates
Create, Approve, and Manage Job Requisitions
9
Create, Approve, and Manage Job Requisitions
The first step in the recruiting process is to create the job requisition. The job requisition defines the job,
location, and assignment details of the job you need to fill. Recruiters and Hiring Managers must create
a job requisition to post job opportunities for internal or external candidates.
There are two ways a requisition can be created in Dayforce. The first method is by submitting a Job
Requisition form and is typically how a hiring manager creates a requisition. The second method is by
using the Recruiting feature and is typically how a recruiter creates a requisition. When a job requisition
is created using the Job Requisition form, the form is sent through a pre-defined workflow for approval.
This approval is not required when creating a requisition directly in the Recruiting feature.
Once the form is approved, you can manage, track, and fill your jobs using the Job Requisitions in
Recruiting. In this section, you will learn how to create job requisitions using both methods, and learn
how to manage and track existing job requisitions.
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Create, Approve, and Manage Job Requisitions
Managing Job Postings and Candidates
Create a Job Requisition using the Job Requisition Form
Path: People > Action > Job Requisition
Hiring managers and other authorized users can complete the Job Requisition form within People >
Action to request to fill jobs in their department when a new job becomes available or an existing job
needs to be filled. The form can populate real-time data based on existing work assignments, jobs, and
job assignments defined within Dayforce. This auto-populated data can be changed if needed.
Typically, you specify how many openings for a particular job are located within a department using the
Number of Openings field; however, there may be times when you do not want to limit the number of
job openings for a particular job. The Evergreen checkbox in the Job Requisition form allows for an
unlimited number of job openings instead of a set number. When this option is enabled, the Number of
Openings field becomes greyed out.
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Managing Job Postings and Candidates
Create, Approve, and Manage Job Requisitions
11
Once all required fields and any other necessary fields are completed, click Submit. Depending on your
organization's process, this form may be routed for approval before it displays within Recruiting, where
it is used to create job postings and hire employees.
Depending on the associated workflow, once the job requisition form is Submitted, the form is sent for
approval or immediately processed and will be listed in the Job Requisitions in Recruiting.
Activity: Create a new Job Requisition using the Job Requisition form
Time: 5 minutes
Login: 1844
XYZ Company has an opening for a new Assembly 1 Process Technician job assignment out of Plant 1.
Acting as Cathy Parker, the hiring manager, request a generic job requisition, effective today.
Details:
•
Patty Peterson is the recruiter for the job assignment
•
•
•
The Job Requisition Title is "Process Technician"
Target Start Date: 1st day of next month
Number of Openings: 1
Solution:
Create a new job requisition using the Job Requisition form:
Path: People
1. From the Action list, click Job Requisition.
2. Confirm that today's date is set as the Request Date.
3. From the Reason For Opening list, click New.
4. From the Justification For Request list, click New Job Assignments.
5. From the Location list, click Plant 1 Assembly 1.
6. From the Job Assignment list, click Assembly 1 Process Technician.
7. Verify that the Hiring Manager field is set to Cathy Parker.
8. In the Job Requisition Title field, type "Process Technician".
9. From the Recruiter list, click Patty Peterson.
Fill in the Job Assignment Details:
10. In the Target Start Date field, enter the first of next month.
11. Click Submit.
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Create, Approve, and Manage Job Requisitions
Managing Job Postings and Candidates
Create Job Requisitions within Recruiting
Path: Recruiting > Job Requisitions
Recruiters or hiring managers with access to the Recruiting feature can create a job requisition directly
from Job Requisitions.
To create a new job requisition, click New. The Add New Requisition dialog box opens. You can also click
Copy if there is an existing requisition that contains similar information to what you need. The copied
requisition populates all fields of the Job Requisition, with "Copy" listed in the Job Requisition Title. You
can change any populated information as you go through the process of adding a new requisition.
On the General screen, complete all required fields, as indicated by a red asterisk, along with other
fields as necessary. If a current employee is in a similar job, you can start by selecting the Reason For
Opening. Depending on the selected reason, the Similar Employee or Vacating Employee list will
appear. By selecting a similar or vacating employee, the Job Requisition Title and Job Assignment Title
fields will populate. You can edit those fields as needed. Click Next to continue.
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Managing Job Postings and Candidates
Create, Approve, and Manage Job Requisitions
Complete all required fields on the Job Assignment Details screen, and then click Next.
Complete any additional Job Details as necessary. Several fields will not be editable if you selected a
Similar Employee or populated the Location and Job Assignment on the General screen. Click Next.
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Create, Approve, and Manage Job Requisitions
Managing Job Postings and Candidates
The Job Description should automatically populate based on previous information that was entered
when the job assignment was created in Dayforce. You can edit any information within the Job
Description and click Next to continue.
Finally, enter any Additional Notes necessary and click Finish.
The Job Requisition is added in the Recruiting feature in Job Requisitions.
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Managing Job Postings and Candidates
Create, Approve, and Manage Job Requisitions
15
Click the hyperlinked Job Requisition Title to open the job requisition.
Activity: Create a Job Requisition within Recruiting
Time: 5 minutes
Login: recruiting
Amber Dow, a Maintenance Machinist at XYZ Company's Plant 1 Maintenance location has turned in her
resignation. Login as Amy Butler, a Recruiter, to create a job requisition to hire Amber's replacement
through the Recruiting feature.
While this opening is new, you can speed up the requisition creation process by indicating that the
reason for the job opening is to hire a replacement for Amber Dow, the vacating employee.
Requisition Details:
•
Login details:
o Username: recruiting
o Use the password provided by your instructor
•
•
•
•
•
•
•
The job requisition title should be Maintenance Machinist
The job will be in Plant 1 Maintenance
The job assignment should be Maintenance Machinist
The reason this job is opening is to replace Amber Dow, who resigned
Carson Keeler is the hiring manager.
Patty Peterson is the recruiter.
The Target Start Date for the new hire is the first day of next month.
Solution:
Create a job requisition within Recruiting:
Login:
1. Logout as Cathy Parker.
2. Login to Dayforce as Amy Butler using the following credentials:
•
Username: recruiting
• Password: [instructor to provide]
3. Select the Recruiter role and click Next.
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Create, Approve, and Manage Job Requisitions
Managing Job Postings and Candidates
Create a job requisition:
Path: Recruiting > Job Requisitions
4. Click New.
5. Verify that the Status list is set to Open.
6. From the Justification For Request list, click Resignation.
7. From the Reason for Opening list, click Replacement.
8. From the Vacating Employee list, type "Amber" and then click Amber Dow.
9. Click OK to override information in the form. The Job Requisition Title, Location, and Job
Assignment will auto-populate.
10. In the Hiring Manager field, type "Carson" and then click Carson Keeler.
11. From the Assigned Recruiter list, click Patty Peterson.
12. Click Next to review the Job Assignment Details.
13. Click Next to review the Machinist Job Details.
14. Click Next to review the Job Description.
15. Click Next to review the Additional Notes, if added.
16. Click Finish.
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Managing Job Postings and Candidates
Create, Approve, and Manage Job Requisitions
17
View and Manage Job Requisitions
Path: Recruiting > Job Requisitions
Once a job requisition is created, the application adds it to Job Requisitions, the main area for viewing
and managing job requisitions for your organization.
You can click the Filter button to adjust the filter options and view only the requisitions you need to see.
By default, canceled, closed, or filled requisitions are not displayed.
The Job Requisitions screen includes the Job Requisition Status Bar. This status bar displays the total
number of requisitions and the number of requisitions that are in each status:
If workflows are used for a requisition, you can see the requisition status in the Indicators and Status
columns. Hover over the Indicators column heading to view a tooltip listing available indicators.
Newly added requisitions:
•
•
Icon
Are automatically assigned a job requisition ID number.
Requisitions created via a workflow can have the status of Pending Approval, Open, or Rejected.
The icons are displayed in the Indicators column. The Status column also displays the requisition
status. The icons for requisitions created via a workflow are as follows:
Status
Description
Open
The requisition has been approved in the workflow and has been
assigned a requisition number.
Pending Approval
Requisition has been submitted through a workflow that requires
approval. These requisitions cannot be edited or deleted.
Approved
Requisition has been approved in the workflow and has been assigned
a requisition number.
Rejected
Requisition was rejected in the workflow. These requisitions cannot be
edited or deleted.
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18
Create, Approve, and Manage Job Requisitions
Managing Job Postings and Candidates
When you click a status icon for a requisition that was submitted through a form, the Workflow State
dialog box opens. It displays the approval history for the form:
The number in the Days Open column only increases when a job requisition is in the Open status. This
means the days open count is suspended when a requisition has a Status of Cancelled, Closed, Filled, On
Hold, Pending Approval, or Rejected. If any of these statuses are changed back to Open, the days open
count will resume.
Other indicators on the Job Requisition window can include the following:
Icon
Status
Description
Evergreen
Requisition is in a continuous hiring situation where candidates can
always apply.
Job Postings
Requisition has one or more active job postings. Click the icon to view a
list of postings.
Req Filled
Requisition for which all open job assignments have been filled.
Additional Users
Additional users are assigned to the job requisition. Click the icon to
view a list of the assigned users.
When you click a hyperlinked Job Requisition Title, the job requisition opens.
The top displays some basic information about the requisition, such as the Job Requisition ID number,
the Status of the Requisition, how many Openings there are, who the Recruiter is, as well as who the
Hiring Manager is.
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Managing Job Postings and Candidates
Create, Approve, and Manage Job Requisitions
19
The job requisition contains five tabs:
•
The Candidates tab lists all candidates tied to that job requisition and all pertinent information
regarding those candidates. Each time you open a job requisition, this tab will display by default.
•
•
The Job Description tab allows you to create or update the job description in a rich text editor.
•
The Activity tab details out all activities on the job requisition, in reverse-chronological order.
We will look at that in more detail shortly.
•
The Postings tab lists all the places a job has been posted to, what the status of that posting is,
and what date it was posted.
The Details tab displays the same data from the Job Requisition form or the new requisition. On
the Details tab, you can do the following:
o Make edits or additions to the job requisition.
o Update the status of the job requisition.
Use the Activity Tab
Path: Recruiting > Job Requisitions > Select Job Requisition > Activity
The Activity tab provides a reverse-chronological list of all activities associated with the job requisition
that are each date and time-stamped.
The following is a list of all the activities that the system tracks in the Activity tab of the job requisition
screen:
•
•
When the job requisition is first added to the Job Requisitions tab.
•
•
•
•
When a posting is created, modified, or deleted.
•
When an evergreen posting is automatically reposted.
When any details of a job requisition have been modified.
When a new candidate applies to a posting.
When one or more candidates are assigned to a job requisition
When a candidate's status changes, including declining them.
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20
Create, Approve, and Manage Job Requisitions
Managing Job Postings and Candidates
Activity: Review the Activity tab for a Job Requisition
Time: 1 minute
Login: recruiting
Review the Activity tab for the Receiving Manager job requisition.
Solution:
Review the Activity tab for the Receiving Manager job requisition:
Path: Recruiting > Job Requisitions
1. Click Receiving Manager to open the job requisition.
2. Click the Activity tab.
3. Review the activity for this job requisition.
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Managing Job Postings and Candidates
Post Job(s) on Internal & External Job Boards
21
Post Job(s) on Internal & External Job Boards
Once the job requisition is created, the next step in the Recruiting process is to post the job. The job
posting can be created using that job requisition.
When viewing a specific job requisition, you can use the Postings tab to post a job to one or more sites.
You can also manage your existing job postings by viewing, editing, or deleting them.
Recruiters can post jobs to several different places. This section describes how to post jobs to the
following areas:
•
•
Careers – The Careers page of Dayforce is where current employees can view and apply for jobs.
•
External Job Boards – Posting to websites such as Monster, Workopolis, or LinkedIn where
candidates can view and apply for jobs. External postings are integrated with a third-party
partner, eQuest.
Client Careers Site – The job listing section of the organization's public careers website, where
external candidates can view and apply for jobs. Organizations can have more than one client
career site on which you can post different jobs.
Post Jobs to Client Careers Site and Careers
Path: Recruiting > Job Requisitions > [select Job Requisition] > Postings
Postings for both Client Careers Sites and Careers have the same content and look; however, you must
post a job separately in both areas for the same job requisition.
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22
Post Job(s) on Internal & External Job Boards
Managing Job Postings and Candidates
Click Post within the Postings tab in the job requisition and select To Client Site(s) to display the Create
Client Site Posting wizard, where you will indicate all the details of the job posting.
In the first step of the wizard, complete the Posting Details, including selecting any existing Job
Application Templates already configured.
When the Evergreen checkbox is selected, the Reapply period in days, Repost period in days, and
Original Posting Date fields are displayed below the checkbox:
•
Reapply period in days – The number of days a candidate needs to wait before they can reapply
to the posting.
•
Repost period in days – The number of days for the posting to refresh in the job listing page of
Careers or the Client Careers Site. When a posting refreshes, it is brought to the top of the
listings and the posting date which candidates see in the listings and the posting details is
updated to the current date
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Managing Job Postings and Candidates
•
Post Job(s) on Internal & External Job Boards
23
Original Posting Date – This read-only parameter displays the original posting date.
When selecting a Location for the job, you can pick an organizational location that has already been
entered into Dayforce. These locations appear in the list and have a dark blue icon next to them. Virtual
is also an option in the list and has a light blue icon next to it.
You can also type in a location to populate within Google maps. These locations appear with a red icon
next to them.
The Client Sites list displays all the sites where you can post the job. The Client Career Site (the default
external site) and Careers (default internal site) always display first, followed by any additional external
client sites that have been configured.
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Post Job(s) on Internal & External Job Boards
Managing Job Postings and Candidates
Once you select all sites to post the job, click Next.
In the next step, you can review and edit the Job Description for the posting or create a new Job
Description. Click Next when you have finished. If you selected multiple languages in the Posting Details,
you will also be able to review and edit the Job Description in the other languages.
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Managing Job Postings and Candidates
Post Job(s) on Internal & External Job Boards
25
In the Job Assignment Details step, you will specify the Pay Type, Required Education, any Travel
Required, and other pertinent details of the job. Edit details as required, and then click Next to move to
the final step.
In the Preview & Post step, you can preview the job posting in any of the languages in which the job will
be made available, on all the sites you selected to post the job. Click Finish to post the job.
In the Postings tab of the job requisition, you can see the Status of each posting.
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26
Post Job(s) on Internal & External Job Boards
Managing Job Postings and Candidates
Activity: Post a Job Requisition to the Client Careers Site and Careers Site
Time: 5 minutes
Login: recruiting
The job requisition for the Maintenance Machinist job assignment has been reviewed and is now ready
to be posted, effective today, to both the Client Careers Site and the organization's Careers site.
Job Posting Details:
•
•
•
The job application should use the Machinist Jobs template
•
•
•
The job is located at the Wilkinson Ave Plant, Jersey City, New Jersey
The posting should expire in two months from today's date
The language is English (US)
The job assignment should be posted to both the Client Careers Site and Careers site
Applicants must have at least a high school diploma
Solution:
Post the Maintenance Machinist job requisition to the Client Careers and Careers Sites:
Path: Recruiting > Job Requisitions > Maintenance Machinist
1. Click the Postings tab.
2. From the Post list, click To Client Site(s).
3. From the Job Application Templates list, click Machinist Jobs.
4. In the Posting Expiry Date field, enter a date two months from today.
5. Click to clear the Français (Canada) checkbox for the Language.
6. From the Location list, click Wilkinson Ave Plant, Jersey City, New Jersey, United States of
America.
7. From the Client Sites list, click Client Careers Site.
8. From the Client Sites list, also click Careers.
9. Click Next to review the job description.
10. Click Next to move to the Job Assignment Details step.
11. In the Required Education list, click High School.
12. Click Next to preview the job posting.
13. Click Finish to post the job.
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Managing Job Postings and Candidates
Post Job(s) on Internal & External Job Boards
27
Posting to Indeed
When Dayforce is set up to integrate with Indeed, job requisitions that you post to your client career
sites will be sent to Indeed via an XML feed, every four hours. This allows candidates to find and apply to
your jobs using Indeed's streamlined Indeed Apply process. The posting on Indeed will include the
application information you set up in Dayforce, including any screening questions and answer
configuration you set up.
Indeed reviews all job postings to ensure their quality standards are met before posting. Guidelines
that will increase the likelihood your job postings will be accepted can be found in the "Indeed Quality
Guidelines" section of the Recruiting Guide.
Posting to External Job Boards
Path: Recruiting > Job Requisitions > Select Job Requisitions > Postings
The external posting process in Dayforce is integrated with a third-party partner, eQuest, which provides
access to hundreds of job boards. Up to ten boards of your organization's choice can be set up during
configuration, but your organization must have a contract with those job boards, which may involve a
fee. Speak to your Implementation Consultant for more information.
Edit a Posting
Path: Recruiting > Job Requisitions > Select Job Requisitions > Postings
You can edit Client Careers Site, Careers, or any external job board postings after they have been
posted. For example, you can assign a different job application template or update the job description or
posting date. For external postings, edits will go through the eQuest guided process, where you can
update job board-specific information and posting dates.
To edit a posting, select the desired posting and click Edit in the toolstrip, or right-click on the posting
and click Edit.
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Post Job(s) on Internal & External Job Boards
Managing Job Postings and Candidates
The posting displays in an Edit (e.g., Careers or Client Careers Site) Posting dialog box, and the steps to
edit a posting are like the ones you completed to post the job initially. Make the desired changes within
each step and click Finish to post the updated job posting.
In the case where you edit the posting Start Date to a future date, the posting will remain in the job
listing screen, however, the Apply Now button will be disabled and candidates will not be able to apply
for the job until the date specified.
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Managing Job Postings and Candidates
View Postings & Apply
29
View Postings & Apply
Once your jobs are posted, candidates can view and apply for them in the area(s) where you posted the
jobs.
When you post jobs, you will want to test both the Client Career Site(s) and the Careers job applications
to verify that candidates can apply through both.
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View Postings & Apply
Managing Job Postings and Candidates
External Candidates
External candidates can apply to any job that is posted to any of the configured Client Career Sites. Each
career site includes the following features:
•
•
•
•
•
A unique site URL
A job listing page
A posting details page that includes an integrated Google Maps control
A login, registration, and password reset page, including the Register with Facebook option
An online job application process, including the Apply with LinkedIn option
The Client Career Sites can be accessed directly using the following URL:
[Your regular Dayforce prefix]/CandidatePortal/[culture]/[namespace]/Site/[Client Site Reference Code]
Example: https://dayforcehcm.com/CandidatePortal/EN-US/xyzcompany/Site/Client Careers Site
URL Element
Description
[culture]
The language the job was posted in
[namespace]
The Company ID you use to log into Dayforce
[Client Site Reference Code]
The Reference Code from Client Career Site Management in
Recruiting Setup
Clients can either post this link on their website or embed the page using HTML.
Once the candidate has clicked Apply Now for the job they wish to apply for, he or she will register by
creating a username and password.
Demonstration: Apply for the Maintenance Machinist Job Using the Client
Career Site
Watch as your instructor completes an application as an external candidate, John Nelson, for the
Maintenance Machinist job.
Details:
•
•
Name: John Nelson
•
•
•
•
•
Set up a new account with password 123456
•
Has an Associate's degree from New Jersey City University and attended from 7/1/2007 to
12/20/2009
•
Is allowed to work in the US and does not speak another language.
Email: jnelson@gmail.com; this is the preferred contact method
Address: 35 Lincoln Street, Jersey City, NJ 07307
Mobile Phone number: 973-225-8756
He does not have a resume to upload; he will create it manually.
Worked at XYZ Company as an Assistant Manager from 1/1/2015 to 4/13/2018
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Managing Job Postings and Candidates
View Postings & Apply
Internal Candidates
Current employees, or internal candidates, can view and apply for jobs within Dayforce using the
Careers feature.
Any job posted to Careers will display. Users can search for jobs based on keywords, job titles, or by
selecting the job location.
The application for an internal candidate is abbreviated, as some information, will already be
prepopulated from the employee's HR record.
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32
Review & Manage Candidates
Managing Job Postings and Candidates
Review & Manage Candidates
Path: Recruiting > Job Requisitions > [Select Job Requisition] > Candidates
Once candidates begin applying for jobs within your organization, there are several tasks you can
perform on a candidate to evaluate and move them through the recruiting process.
After candidates apply for a job posting, they are listed on the Candidates tab within the job requisition.
The Candidates tab allows you to perform several tasks to move candidates through the process:
•
•
•
Reviewing a candidate's profile
•
•
Ordering additional screening
Adding notes on a candidate
Updating the candidate's status
Declining a candidate
•
Assigning candidates to other
requisitions within Recruiting
•
Linking candidates to an existing
Dayforce employee record
•
•
Filtering the candidates
Contacting the candidate by email
Hiring candidates and making an offer will be covered in the Hire Candidates section.
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Managing Job Postings and Candidates
Review & Manage Candidates
33
Candidate Indicators
Indicators in the Candidates tab allow you to easily identify different types of candidates and their
activities. You can hover the mouse cursor over any of the indicators to view a tooltip with a more
detailed description, or over the Indicators column heading to view all available indicators:
Review Candidate Profiles
You can review a profile by selecting a candidate from the Candidates tab and either clicking Profile or
by clicking directly on the candidate's name.
Check the boxes in the first column to select multiple candidates and view multiple profiles at one time.
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Review & Manage Candidates
Managing Job Postings and Candidates
You can also make a requisition shortlist by using the shortlist icon for candidates that you are most
interested in reviewing. Sort the list by the shortlist column header to see shortlisted candidates first.
Candidates have a unique profile for each job application they submit. When you view a Candidate
Profile within a particular job, the application displays the appropriate profile.
You can view one or more candidate profiles within one window. Use the arrow keys to navigate
between candidates selected from the candidate list.
The Candidate Profile is divided into three main sections:
1. Candidate Information Panel - includes candidate contact information, his or her most recent
job title and employer, and any relevant status indicators. This panel also includes actions you
can perform on the candidate displayed.
2. Application tab- contains data the candidates themselves add to the job application.
3. Applied Jobs tab- displays a list of all requisitions the candidate has applied to.
Candidate Information Panel
The Candidate Information Panel is where you can quickly view details about a candidate and act
regarding the candidate's next step in the recruiting process.
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Managing Job Postings and Candidates
Review & Manage Candidates
The Panel is divided into two parts – the Candidate Information section, and the Actions section.
The Panel can be collapsed or expanded at any time by clicking the show or hide icon.
Candidate Information
The Candidate Information section contains a summary of the candidate's personal information,
including his or her email address and contact details. It also includes the candidate's most recent job
title and employer, as provided in the job application.
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Review & Manage Candidates
Managing Job Postings and Candidates
At the top of the Candidate Information section, you can click on the notes icon to open the Add/View
Notes dialog box for the candidate whose profile is displayed. In this section, you will also see the
indicators that are associated with this candidate.
If the application included a scored questionnaire, the candidate's overall score is also displayed. To
view a candidate's scores for each questionnaire included in the application, click View Details.
You will also be able to view the candidate's LinkedIn profile by clicking View LinkedIn Profile, if the
candidate applied to the job through LinkedIn.
Finally, you will be able to quickly identify if the candidate is a former employee who has an indicator
that they are not eligible for rehire. If this is the case, Dayforce will display a red flag at the top of the
panel.
Actions
The Actions list allows you to manage the recruiting process for a single candidate within his or her
Candidate Profile.
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Managing Job Postings and Candidates
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37
Within the Actions list, you can complete the following tasks:
Actions/More Action
Action Allows You To:
Screen Candidate
Screen the candidate using the configured background screening
services
Update Candidate Status
Change the candidate's status
Contact
Email the candidate using your default email program
Mark as Unviewed
Change how the candidate is displayed in the Candidates tab of
the Job Requisition. The candidate's name is displayed in bold to
appear as if his or her profile has not been reviewed.
Add to Talent Pool
Organize candidates based on the specific needs of a recruiting
user.
Assign to Requisition
Assign the candidate to a different job requisition located in
Recruiting
Send Offer Letter
Create an offer letter to be submitted and sent to the candidate
Hire Candidate
Begin the new hire process for the candidate
Decline Candidate
Decline the candidate for this requisition
Add to [or remove from] Shortlist
(listed under More Action)
Customize a list of top candidates for a job requisition.
Link to Employee Record
Link the candidate profile with an existing Dayforce employee
record
Do Not Hire
Flag a candidate as ineligible for hire within your organization
Once a candidate is flagged, he or she cannot be hired from
within the Recruiting feature.
Remove Do Not Hire
Remove the Do Not Hire flag from a candidate's record
Add tags
Add a tag to the candidate's profile
Tags are a useful way to group, search for, and track candidates.
During this course, we will use the Candidate Profile to view and update details regarding a single
candidate; however, most of the course will focus on working with multiple candidates within the
Candidates tab of a job requisition.
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Review & Manage Candidates
Managing Job Postings and Candidates
Application Tab
The Application tab stores all the information received from a candidate's job application. These details
are organized into four sub-tabs: Resume, Candidate Info, Questionnaires, and Additional Documents.
The Resume tab will only display if the candidate uploaded a resume with the job application.
Resume
If a resume is uploaded with the job application, it is displayed in the Resume tab.
If you need to save a copy of the candidate's resume, click Download to download the file that was
uploaded to the job application.
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Review & Manage Candidates
Candidate Info
The Candidate Info tab displays the candidate details, including:
•
Summary, which is automatically generated by the Sovren parsing tool or any objective or
summary statements parsed from the resume or LinkedIn profile.
•
•
•
Personal Information, such as name and contact information.
•
•
•
Work Experience
•
•
•
•
Work Hours Availability
TeamRelate communication style and core convictions.
Candidate Source
Education history
References
Employee Profile
Other qualification sections, such as any pertinent training or certifications
Links
Depending on how the candidate applied, the details in Candidate Info are either entered manually in
the job application, or are parsed from his or her uploaded resume, LinkedIn Profile, or Indeed Apply
application. Should any of the candidate's information need to be changed, click Add or Edit in the
section you wish to update.
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Review & Manage Candidates
Managing Job Postings and Candidates
Questionnaires
When you open the Questionnaires tab, the questionnaires included in the job application are
displayed. If the questionnaires are scored, the candidate's overall score is also displayed, along with his
or her results for each scored questionnaire.
Click the drop-down arrow next to the questionnaire to view the candidate's answers to each individual
question.
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Review & Manage Candidates
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Additional Documents
The Additional Documents tab displays additional documents associated with the candidate, such as a
reference letter, cover letter, or certificate. The Additional Documents tab is useful for storing
documents the candidate may have provided during the recruiting process. Any documents added must
be uploaded by a recruiter; candidates do not have the ability to add additional documents.
To add an additional document to a candidate's profile, click Add.
The Upload Files window appears. Click Add File(s), and then select the file you wish to add. If you are
adding multiple files, repeat this process until all the files have been included in the list. Click Upload to
upload the additional documents to the profile.
Applied Jobs Tab
Recruiters can keep track of each job requisition a candidate has applied for, in the Applied Jobs tab.
This tab contains details such as the hiring manager, assigned recruiter, and the status of the candidate's
application.
To display a list of previous statuses, click the expander arrow next to the job requisition. This list can be
used to view the history of a particular job application.
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Managing Job Postings and Candidates
Update an Application
You can update the status of an application, add notes, or decline the candidate within Applied Jobs.
To update a candidate's application, select the checkbox next to the job requisition then choose the
appropriate action in the toolstrip.
Activity: Review Candidate Profiles
Time: 5 minutes
Login: recruiting
Review new candidate profiles for the Receiving Manager posting. Add both "receiving" and "receiving
manager" candidate tags for Kumar Singh.
Details:
•
•
Review the following candidate profiles: Alfonso Boyd, Katie Nash, Kumar Singh
Add tags to Kumar Singh's candidate profile for receiving and receiving manager
Solution:
Review candidate profiles:
Path: Recruiting > Job Requisitions
1. Select the job requisition for the Receiving Manager.
2. From the Candidates tab, click the Status column heading to sort candidates by their status.
3. Select the checkboxes for all candidates with a non-Declined status.
4. Click Profile.
5. If needed, use the Arrows to display the profile for Kumar Singh.
6. In the Add tags list, click receiving to add the candidate tag.
7. In the Add tags list, type "receiving manager" and then press Enter to add a new candidate tag.
8. Under the Application tab, click the Candidate Info sub-tab to review information from the
candidate's application.
9. Click the Applied Jobs tab to display all the requisitions the candidate has applied for.
10. Navigate back to the Job Requisitions screen.
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Review & Manage Candidates
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Candidate Grades
When Candidate Grading is enabled, Dayforce automatically assigns grades to candidates when they
apply to jobs. These grades are based on artificial intelligence (AI) that learns from successful and
unsuccessful candidates from past job requisitions. If your organization does not have any historical
recruiting data to learn from, the AI grades candidates based only on how closely their job application
matches the job description.
For more information on how the grading AI calculates and assigns grades to candidates, see "How
Candidate Grades are Determined" in the Recruiting Guide.
Candidate grades are displayed on the Candidates tab of job requisitions, in the Grade column:
Grades are assigned to candidates for specific job requisitions. Candidates who have applied for multiple
jobs can have a different grade for each job. You can view a candidate's grades for other jobs they've
applied for in their candidate profile and in the Talent Community screen.
When you click a candidate's grade in the job requisition screen, the candidate's profile opens on the
Grade screen. This screen displays more information about how the candidate's grade was calculated:
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Review & Manage Candidates
Managing Job Postings and Candidates
If you disagree with the grade, you can change it using the Change Grade button. You can only change a
candidate's grade once for each job application.
Overview Tab
Path: Recruiting > Overview
Once candidates begin applying for jobs, you may want to pull aggregate data about the candidates. The
Overview panel in Recruiting provides you with a dashboard for monitoring aggregate data from the job
requisitions to better target your recruiting efforts. The charts in this tab display data from all job
requisitions in the organization, instead of only the requisitions that you have access to.
The following information is available within Overview:
•
Source of Candidates – This chart shows the total candidates from each job application source,
whether the candidate applied for a job themselves or a recruiter user assigned them to a
requisition. Sources include Employee Referral, Educational Institution, Job Board, Other, and
any additional sources added by the organization.
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•
Candidate Snapshot - Provides a percentage and count of the current candidates in each status
at any given time. The Candidate Snapshot provides "real-time" data.
•
Candidate Pipeline – Provides a breakdown of the candidates that have ever been in as well as
currently are in for each status. The Candidate Pipeline chart provides "historical" data.
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Managing Job Postings and Candidates
The following example helps differentiate between the data contained in the Candidate Snapshot and
Candidate Pipeline. In this example, there are ten candidates in the "New" status and zero candidates in
the "In Progress" status for both graphs. If a recruiter updates a candidate's status from New to Second
Round Interview, you will see the following happen when you reload Overview:
•
The Candidate Snapshot would show nine candidates in the "New" status and one candidate in
the "In Progress" status since it displays candidates currently in that status.
•
The Candidate Pipeline would show 10 candidates in the "New" status and one candidate in the
"In Progress" status. The chart retains that the candidate once was in the "New" status, and also
counts that they moved to the "In Progress" status.
Currently, the charts displayed in Overview are standard and cannot be configured.
Talent Community
The Talent Community allows you to search a database of internal and external candidates who have
applied for jobs within the organization. This is helpful for recruiters and hiring managers since it
facilitates candidate management. The search results are normally based on data contained within the
candidate's job application history. It also saves time since you can search for the right candidate based
on your criteria of selection.
Within the Talent Community, recruiters can:
•
•
•
Search for candidates based on name, education, skills, location, language, or tags
•
Use candidate controls, such as View profile, Contact, and Assign
•
Add candidates to the talent community
View candidate details
Add candidate tags
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Search for Candidates
You can search for candidates within the Talent Community by their name or based on the information
in their candidate profile.
To search by name, first select the Search by Name checkbox. Then, enter a first name, last name, or
combination of the two in the search field and click Search (
partially matches return.
). Candidates whose name fully or
To search by information located in a candidate's profile, enter one or more keywords in the search field
and then click Search. Any candidates with matching keywords in their application display.
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Review & Manage Candidates
Managing Job Postings and Candidates
For a more specific search, expand the tabs to the left and specify a set of search parameters. These
parameters can be used on their own or in combination with a text search. To view a list of matching
candidates, click Search.
Results will display by relevance, according to how closely they match the search criteria. Once
candidates display in the results area, you can select one or more candidates and perform the following
options:
•
•
•
•
Add Candidate Tags
Review their profile
Contact them via Microsoft Outlook
Assign them to job requisitions
All selected candidates display a check to the left of the candidate's name.
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Managing Job Postings and Candidates
Review & Manage Candidates
Activity: Search for Candidates
Time: 5 minutes
Login: recruiting
Search for candidates using the Talent Community.
Details:
•
Search for candidates using the "receiving" tag
Solution:
Search for candidates:
Path: Recruiting > Talent Community
1. Click the X next to English (US) to clear the Language filter.
2. Click to expand the Tags tab.
3. From the Select an Option list, click receiving.
4. Click Search (
).
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Managing Job Postings and Candidates
View Candidate Details
There are several details you can view for a candidate in the Talent Community.
The following information will display for candidates:
•
Candidate Indicators – Dayforce displays icons next to the candidate's name to identify current
employees, former employees, or candidates who were added by a recruiter.
•
Applied Jobs – This section can be expanded to see a list of all jobs that the candidate has
applied to or was assigned to by a recruiter. This section is sorted first by status type, and then
in descending order by date for each status type.
In this section you can view :
o The candidate's status for the job requisition
o The date the candidate was updated to that status
o The name of the current status
o Offer letters, if the candidate was sent an offer letter for that job
o The name of the recruiter assigned to that job requisition
o Decline reason, if applicable
•
Work Experience – This section displays a candidate's job history.
•
Candidate Tags – The application lists any candidate tags that have been added to a candidate's
record.
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Add Candidates to the Talent Community
You can add candidates to the Talent Community and assign them to specific job requisitions. This
allows you to create the candidate's profile without the candidate registering with the Client Career Site
and applying for jobs themselves. This feature is especially useful for adding candidates that are sourced
through career fairs or direct email solicitations from the recruiter.
To add a candidate to the Talent Community, click New Candidate.
You can add the candidate's information by either uploading or creating a resume.
When you choose Upload Resume, the following sections must be entered:
•
Personal Information
•
•
•
Upload Resume
Candidate Tags
Assign Candidate
When you choose Create Your Resume, the following sections must be entered:
•
•
•
Personal Information
•
Candidate Tags
•
Assign Candidate
Education History
Employment History
You can use the Assign Candidate section to assign the candidate to one or more job requisitions.
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Managing Job Postings and Candidates
Talent Pools
Talent Pools are used to organize candidates based on the specific needs of a recruiting user. For
example, a recruiter could create a talent pool to group candidates with management experience, or
candidates who can speak more than one language.
Some things to note about talent pools:
•
•
They are created by the user and only the user that created them can see them.
•
Talent Pools are great for keeping candidates that you may want to use in the future organized
in a central spot so you can proactively source candidates.
•
Talent Pools have no role feature authorization
Once a Talent Pool is created by a user, he or she can add existing candidates to the Talent Pool
they best fit.
To add a Talent Pool, click Talent Pools on the navigation panel and then click Add.
This will bring up the Manage Talent Pools dialog box. Click Add to create any Talent Pools relevant to
your needs. For instance, a recruiter may specialize in recruiting for the receiving, machinist, and
management sectors of the organization and want to have a Talent Pool for each sector.
You can click Apply at any point to save any changes you have made but continue to make updates in
the Manage Talent Pools dialog box. You can create many Talent Pools and display those which are most
relevant right now by placing them in the Pinned panel. Any Talent Pools that are moved to Pinned will
be visible under Talent Pools in the Recruiting navigation panel. Click Save once you are done making
any updates, and close the dialog box.
To add a candidate to an existing Talent Pool, choose the candidate that you want to add to the Talent
Pool by highlighting the user and clicking Add to Talent Pool in the toolstrip.
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In the Add to Talent Pool window, select the Talent Pool to which you would like to add the candidate
and then click Save.
In this example, Andy Cooper and Kumar Singh are now added to the Experienced Manager Talent Pool
that you created.
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Review & Manage Candidates
Managing Job Postings and Candidates
Activity: Create and Use a Talent Pool
Time: 3 minutes
Login: recruiting
You would like to have an experienced manager talent pool that you can easily access from the
Recruiting side panel when needed. Create the new talent pool and add relevant candidates to the
talent pool.
Details:
•
•
Experienced Manager Talent Pool
Add Andy Cooper and Kumar Singh to the Talent Pool
Solution:
Create the new Talent Pool:
Path: Recruiting
1. Click Talent Pools from the Recruiting side panel.
2. Click Add.
3. In the Name field, type "Experienced Manager Talent Pool".
4. Click Add.
5. To the right of its name, click Pin Talent Pool (
).
Add employees to the Experienced Manager Talent Pool.
6. Click Job Requisitions in the left-side panel.
7. Open the Assistant Manager job requisition.
8. Select the checkboxes for Andy Cooper and Kumar Singh.
9. Click Add to Talent Pool.
10. Select the checkbox for Experienced Manager Talent Pool.
11. Click Save.
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Interview Scheduling
You can use the Schedule Interview feature in Dayforce to schedule interviews with candidates from
within Recruiting. It allows you to view free/busy information for users in your organization and send
meeting invites to candidates for their interviews. To use this feature, there must be a valid email
address in the system for the candidate and all interviewers.
To schedule an interview with a candidate, select them in the candidates list and click Schedule
Interview. If this is the first time you've used the Schedule Interview feature, you'll be asked to
authorize Dayforce to access your calendar to schedule interviews. Once you've authorized the calendar
access, the Schedule Interview window opens:
By default, the recruiter and hiring manager are included as interviewers. You can remove them by
clicking the x next to their names, and you can add other users by clicking the Interviewers field and
selecting them in the list. In the Locations field, you can select one or more locations where the
interviews will take place.
Once you've selected the interviewers and locations, the availability for those users and those rooms are
displayed in the scheduling grid in increments of 30 minutes. Click the time slots with the interviewer
and the location to schedule the interview with the candidate. Times displayed in gray are busy, but they
can still be selected. In the example above, both interviewers are unavailable at 1 PM, an interview is
scheduled with Shad Booth in room 491 at 2 PM, and another with Macon Burke at 3 PM in room 452.
The time slots and locations are displayed on the right so that you can check that you've selected the
right times.
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Managing Job Postings and Candidates
After you click next, you see a preview of the interview invitation that will be sent to the candidate. You
can also see the scheduled date and time for the interview on the left side:
You can update the subject and message body before clicking Send Invite to send the email to the
candidate.
After the invite has been sent, the candidate will have a calendar icon next to their name in the job
requisition. Click the calendar icon to view the details of the interview invite:
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Candidate Notes
Notes can be added to the candidate's profile at any time. Notes provide a way for users to collaborate
when filling a specific role. They also provide a method of journaling on day-to-day recruiting activities,
such as job interviews and changes in candidate status.
When making a change to the candidate's status, the user will have the option to add a new note.
You can view all existing or add new notes for a candidate in the Add/View Notes dialog box.
Permissions control the users that will have access to see the notes:
Description
Definition
Only Me
Visible only to the user that adds the note.
Tagged People Only
Visible to the user that adds the note and any user(s) that may be tagged in
the note.
Everyone
Any user of Recruiting that can open the Add/View Notes dialog box for the
candidate can see the note. They do not need to be the designated hiring
manager, recruiter, or user that created the note.
If you are tagged in a note or if someone responds to your note, you will see a notification in your
Dayforce Message Center.
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Update a Candidate's Status
The candidate's Status allows you to keep track of the candidate as they move through the recruiting
process. For example, a recruiter reviews a candidate who is assigned the New status and decides to
assign them to a group of potential interviewees. As a result, the recruiter changes the candidate's
status from New to In-Progress.
To update a candidate's status, select the candidate, click on the Status list, and select one of the
available options. You can always filter the list of candidates to only display candidates in particular
statuses.
When making a change to the candidate's status, you will have the option to add a new note or view
any notes history.
Activity: Update Candidate Status and Add Notes
Time: 2 minutes
Login: recruiting
Based on a review of the profiles for Alfonso Boyd, Jonathan Blake, and Kumar Singh for the Receiving
Manager requisition, you reached out to them and have scheduled them for an initial screening call on
the phone. Change their status to Initial Screening Call.
Solution:
Update the Status for candidates and add notes:
Path: Recruiting > Job Requisitions
1. Click Receiving Manager to open the job requisition.
2. Select the checkboxes for Alfonso, Jonathan, and Kumar.
3. From the Status list, click Initial Screening Call.
4. In the comment field, type "Initial screening call scheduled."
5. From the Display to list, click Everyone.
6. Click Post.
7. Close the window.
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Review & Manage Candidates
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Screening Candidates
Your organization may require screening to be completed for a candidate before them being hired.
You can directly screen candidates from the Candidates tab in Recruiting if your organization has
decided to integrate Recruiting with either Sterling or HireRight, third-party vendors that offer
background screening. You can only have one of the third-party vendors enabled in Recruiting at a time.
Background Checks
Your organization may require an employment background check to be performed for a candidate
before them being hired. This is an optional feature that is configured during implementation. Speak
with your Implementation Consultant for more details.
The screening process for background checks includes:
•
Creating screening orders
•
•
Reviewing order status
Reviewing screening results
Create Screening Orders in HireRight
To begin the process, select the desired candidates and then click Screen > New Background Screening
Order to request background screening through HireRight.
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Review & Manage Candidates
Managing Job Postings and Candidates
Dayforce opens the embedded HireRight guided process in a separate browser window where you are
logged in using single sign-on. The guided process allows you to indicate whether the recruiter or the
candidate will complete the background form.
Each time you complete this guided process, Recruiting passes your business email address to
HireRight to verify your identity. If HireRight does not recognize your email address (i.e., your email
address changed or you don't have an account), an error will display in Recruiting.
Review Order Status in HireRight
Once you submit an order for a background check, you can check on the status of that order by clicking
Screen > View Background Screening Order Status. Recruiting opens the HireRight screen containing
the link to the forms.
Review Screening Results in HireRight
The screening results are not stored in Recruiting; they remain in HireRight's system. Recruiting can only
link to the results. Click Screen > View Manager to view results.
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Create Screening Orders in Sterling
To begin the background screening process with Sterling, select the desired candidates and click Screen
> New Screening. This opens a separate browser window where the user is logged into Sterling using
single sign-on, and the screening order for the selected candidate is initiated. Follow the guided process
to invite the candidate to initiate the background check.
Review Screening Results in Sterling
The screening results are not stored in Dayforce Recruiting. Click Screen > View Manager to view the
results in Sterling, if you are contracted with them for your background screens.
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Review & Manage Candidates
Managing Job Postings and Candidates
Decline Candidates
You can select one or more candidates to decline at one time, but if you are selecting more than one
candidate, the Decline Reason for those candidates must all be the same.
To change the candidate's status to decline, click Decline.
The Decline Candidates dialog box displays all candidates that are pending to be declined. From here
you must select the Decline Reason from the list before the status is changed. If there is a decline
messaging configured in Dayforce, this will generate a notification to go to the candidate.
When declining a candidate, notes can also be added to the candidate(s) profile(s). Once you have
completed all relevant information, click Submit.
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Activity: Decline Candidates
Time: 2 minutes
Login: recruiting
You have reviewed the profile for Jonathan Blake and determined that they do not meet the minimum
qualifications for prior experience required for the Receiving Manager job. Put them in a declined status.
Solution:
Decline Candidates:
Path: Recruiting > Job Requisitions > Receiving Manager
Decline candidates:
1. Select the checkbox for Jonathan.
2. Click Decline.
3. From the Decline Reason list, click Did not meet minimum qualifications – experience.
4. Click Submit.
Check for declined candidates:
5. Click Filter to display the filter panel.
6. In the Status lists, click in and Declined.
7. Click Apply Filter and verify that Jonathan appears in the names returned.
8. Delete Declined from the Status list and click Apply Filter to see all candidates again.
9. Click Filter to hide the filter panel.
Assign Candidates to Job Requisitions
You can assign candidates to job requisitions without the candidate completing the job application
themselves, by clicking Assign.
For example, you can assign a candidate who has already applied for a previous requisition to a new
requisition.
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Review & Manage Candidates
Managing Job Postings and Candidates
Select the job requisition you wish to assign that candidate to in the Assign Candidates window. The
Source will pre-populate with the source indicated in the original requisition, but you can edit as
needed. Type any relevant details in Additional Information and click Assign.
Activity: Assign a Candidate to a Job Requisition
Time: 2 minutes
Login: recruiting
Even though William Stanley was declined for the Receiving Manager job, you feel that he could be a
good potential candidate for the Maintenance Machinist job. Assign him to that requisition.
Solution:
Assign a Candidate to a Job Requisition:
Path: Recruiting > Job Requisitions > Receiving Manager
1. From within the Receiving Manager candidates list, click the checkbox for William Stanley.
2. Click Assign.
3. From the Source drop-down, click Recruiter.
4. In the Additional Information field, type "Assigned to Machinist."
5. Select the Maintenance Machinist posting.
6. Click Assign.
7. Close the Receiving Manager requisition.
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Review & Manage Candidates
65
Link Candidates to a Dayforce HR Record
When a former employee applies for a job, you can link the candidate to an existing Dayforce employee
record by clicking Link.
Once a candidate is linked to their previous employee record, you can view details such as work
assignment, last rate/salary prior to termination, and termination reason in the Employee Profile section
of the Candidate Profile window.
Select the desired employee record by typing all or part of the candidate's name in the Employee field
of the Link Candidate window and click Submit.
Activity: Link a Candidate to a Dayforce HR Record
Time: 2 minutes
Login: recruiting
After reviewing profiles for the Assistant Manager job, you noticed that Andy Cooper had previous
experience with XYZ Company. Link his candidate profile to his Dayforce employee record.
Solution:
Link a Candidate to a Dayforce HR Record:
Path: Recruiting > Job Requisitions
1. Select the job requisition for the Assistant Manager.
2. Click the checkbox for Andy Cooper.
3. Click Link.
4. In the Employee field, type "Andy".
5. From the Employee list, click Andy Cooper.
6. Click Submit.
7. Close the Assistant Manager requisition.
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Review & Manage Candidates
Managing Job Postings and Candidates
Candidate Filter
You can filter candidates directly from the Candidates tab, by clicking Filter. This allows allowing you to
find the correct candidate quickly.
You can filter candidates based on one or more of the following:
•
•
Indicator(s)
•
•
•
•
Decline Reason
•
•
•
•
•
Whether a screening order has been initiated
Candidate Name
Candidate's Status
Candidate's Source
Site Name
Applied Date
Candidates who applied during a specific date range
Whether the Candidate was Shortlisted
During, which allows you to select from a list of pre-configured common look back dates.
Once you select your filter setting, click Apply Filter to view your results. Your filter settings are saved
for you even when you log out of Dayforce and log back in again. Click Clear Filter to restore the default
filter settings.
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Contact Candidates
When necessary, you may want to contact a candidate directly from the Candidates tab within Dayforce.
Select the desired candidate and click Contact, followed by Send Email. Recruiting opens your default
email program (e.g., Microsoft Outlook). If only one candidate is selected, their name and email address
will display in the To field of the email message. When more than one candidate is selected, all names
and email addresses will display in the Bcc field of the email message.
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Create Offers & Hire Candidates
Managing Job Postings and Candidates
Create Offers & Hire Candidates
When candidates have been interviewed, successfully completed any pre-employment screening
requests, and references have been checked, an offer may be extended to that candidate. If the
candidate accepts the offer, the candidate can be hired directly in Dayforce, creating an HR record for
that employee.
Offer Management
When you have moved a candidate through the recruiting process and are ready to make them an offer,
you can customize and automate the offer letter process for internal and external candidates.
Candidates can electronically accept or reject an offer and download any related offer documents.
Offer letter templates are created in the Letter Management feature. You will learn more about
creating offer letter templates in the Setting Up Recruiting course. Although you can create simple offer
letter templates within Recruiting, it is best practice to use the Letter Management feature because it
contains additional functionality that's not available in Recruiting offer letters. In this course, you will
use a template from Letter Management to send an offer letter to a candidate.
For more information on creating offer letters within Recruiting, see "Default Offer Letter
Functionality" in the Recruiting Guide.
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Send an Offer Letter
To begin the offer process, select the candidate you want to create the offer for, and click Offer.
Note that the system grays out the Offer button in the following cases:
•
•
When you select more than one candidate, the system only lets you work on one offer at a time.
•
When the candidate's job application is declined. If needed, you can update them to any other
status and then click Offer.
•
When the job requisition has a status other than Open (e.g., Canceled, On Hold). If needed, you
can change the status to Open and then click Offer.
When you or another user have already submitted an offer letter form and the offer is still
active.
Other than the above restrictions, you can send an offer to any candidate regardless of their status. You
can also send an offer letter to a candidate that already has an offer initiated for another job
application. The offer letter is unique to the job application.
When you select a candidate and click Offer, the application displays the Send a Letter form, which
displays the offer letter templates that are available for you to use. Once you select a template and click
Next, you need to configure the following options
•
The To field at the top of the form is pre-populated with the candidate's name. The system
sends the offer letter to the email address defined in the Email Address field of the Personal
Information section in the Candidate Profile. For internal candidates, the system sends the offer
letter to both their business email address and their Message Center in Dayforce.
•
As a required step, define who the offer letter email is From. You can select either the hiring
manager or recruiter assigned to the job requisition.
o If needed, you can select the remaining user in the CC field.
•
•
The Subject field is pre-defined with the subject from the letter template.
•
Only if your user role has the appropriate access permissions, you can edit the text of the letter.
•
You can change the option selected in the Select Workflow list to define the workflow through
which the offer letter is routed. The offer letter form must pass through a workflow before the
system sends it to the candidate. For example, your organization might require offers to pass
through to the hiring manager and then HR before they can be sent to the candidate.
The Required Information section contains fields for information that you might need to enter
to customize the template.
After filling in the necessary fields on the first page of the Send a Letter wizard, click Next to view a
preview of the letter. On the second page, you can do the following:
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Create Offers & Hire Candidates
o
Managing Job Postings and Candidates
If a Define Approvers for Offer Letter Approval Workflow has been configured, you can
select it and a Workflow Approvers list displays. Here you can select the names in the order
the offer letter should go to be approved, from all active employees within your
organization. You must select at least one approver.
•
•
Expiration in Days allows you to define how long in days before a particular offer expires.
•
Click Submit to send the offer letter through the selected workflow process. The candidate's
status changes to Offer Pending Approval.
Click Save Draft at the bottom of the form to save your progress on the form. Your saved work is
available the next time you open the Send a Letter form for the candidate's specific job
application.
Activity: Send an Offer Letter to a Candidate Using a Template
Time: 8 minutes
Login: recruiting
You would like to make William Stanley an offer for the Maintenance Machinist job. You are offering him
a salary of $45,000.
Offer Letter Details:
•
•
The offer letter will use the Standard Offer Letter – Hourly template.
•
•
The hiring manager, Carson Keeler, should be copied on the offer.
•
•
This offer letter should go through the Offer Letter – 1 Level Approval by HR workflow.
The offer is from the recruiter Patty Peterson.
The base salary offered is $45,000.
The offer should expire in 14 days.
Solution:
Create an Offer Letter to a Candidate Using a Template:
Path: Recruiting > Job Requisitions
Enter basic details of the offer letter:
1. Select the Maintenance Machinist job requisition.
2. Click the checkbox for William Stanley.
3. Click Offer.
4. In the Send a Letter dialog, verify that the Standard Offer Letter – Hourly template is selected,
and click Next.
5. From the From list, click Patty Peterson.
6. From the CC list, click Carson Keeler.
7. In the Offer Base field, enter "25".
8. Click Next.
Define workflow approval, offer expiration, and review offer letter text and attachments:
9. From the Select Workflow list, click Define Approvers for Offer Letter Workflow.
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10. In the Workflow Approvers field, type "Patty" and then click Patty Peterson.
11. In the Workflow Approvers field, type "Carson" and then click Carson Keeler.
12. In the Expiration in Days field, type "14".
13. Review the text of the offer to confirm that the $25 rate you entered is displaying correctly and
that the candidate's name (William Stanley) is at the top of the letter and the hiring manager's
name (Carson Keeler) is at the end of the letter.
14. Verify that the non-solicitation, noncompete agreement, and job description files are attached.
15. Click Submit.
Reviewing Offers
Once an offer has been submitted for approval, the system automatically updates the candidate's status
to Offer Pending Approval.
The system also displays an expander arrow next to the job requisition within the Applied Jobs tab of
the candidate Profile. From here, you can track the status of the offer letter and the offer approval
history.
You can also click the Offer Letter hyperlink to Preview the form if it has already been submitted. If the
form has not yet been submitted, the Offer Letter hyperlink will open the Create/Edit Offer form
instead.
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Create Offers & Hire Candidates
Managing Job Postings and Candidates
Activity: Review an Offer
Time: 2 minutes
Login: recruiting
Review the offer for William Stanley for the Maintenance Machinist job.
Solution:
Review an Offer:
Path: Recruiting > Job Requisitions
1. Select the Maintenance Machinist job requisition.
2. Review William Stanley's status on the Candidates tab.
3. Click William Stanley to open his record.
4. Click the Applied Jobs tab.
5. Review the status of the Maintenance Machinist job requisition.
6. Click the Offer Letter hyperlink in the Status column to view his offer letter.
7. Click Cancel to close the offer letter.
8. Close William's candidate profile.
9. Close the Maintenance Machinist job requisition.
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Workflow Approved, Offer Letter Sent
Once the authorized users approve the offer letter form, and the workflow is processed, the system
sends the offer letter to the candidate. The candidate has the specified number of days you input in the
Expiration in Days field to accept or reject the offer letter, after which the offer letter expires. Once the
offer letter is sent out, you can't edit it. When you open the offer letter from the candidate profile, it
only displays in preview mode.
You can update the offer status to accepted, rejected, or rescinded any time after the system sends the
offer letter to the candidate. You can do this before or after the candidate accepts or declines the offer.
You can also change the status any time after the offer email has expired.
If you reject an offer, a Rejection Reason must be provided. If the application is configured to do so,
when a candidate declines an offer, a Rejection Reason will be required of them as well.
Hire Candidates in Dayforce
Once a candidate accepts an offer, whether internal or external, you can hire them directly in Recruiting
by selecting the desired candidate and clicking Hire.
Depending on whether the candidate is internal or external, Recruiting opens the Internal Candidate
Hire Form or the New Hire Form. These forms inherit data from the candidate's profile and the job
requisition's details.
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Managing Job Postings and Candidates
Once you submit the form, it goes through a workflow process requiring one or more approvals. When
hiring an external candidate, recruiters have the option to choose which workflow to use based on the
type of approval the new hire request needs.
When rehiring a former employee, Dayforce recognizes that the employee's record existed based on
the SSN/SIN number entered on the form. Entering the number prompts the system to change the
process to rehiring the employee. If the SSN or birth date of the candidate is different from the linked
employee's, a validation error will display.
Activity: Hire Candidates
Time: 10 minutes
Login: recruiting
Hire Kumar Singh for the Receiving Manager job and Jessica Parker for the Assistant Manager job.
Solution:
Hire candidates:
Path: Recruiting > Job Requisitions
Hire Kumar Singh for the Receiving Manager:
1. Click to open the Receiving Manager job requisition.
2. Click the checkbox for Kumar Singh.
3. Click Hire in the toolstrip, or right-click and select Hire.
Enter the Employee Details:
4. In the Hire Date field, type the first day of next month.
5. From the Onboarding Policy list, click US Employees.
Review Location and Job Assignment:
6. Review the Location and Job Assignment.
Update the Status and Compensation, and Submit:
7. From the Status list, click Active.
8. Status Change Reason should be set to New Assignment.
9. Verify that the Pay Type is set to Salaried(Exempt).
10. Verify that the Pay Class is set to FT.
11. Verify that the Weekly Hours are set to "40".
12. In the Annual Salary field, type "51,100".
13. Click Submit.
14. Close the Receiving Manager job requisition.
Hire Jessica Parker for the Assistant Manager:
15. Click to open the Assistant Manager job requisition.
16. Click the checkbox for Jessica Parker.
17. Click Hire in the toolstrip, or right-click and click Hire.
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Managing Job Postings and Candidates
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18. Enter the first day of next month for the Hire Date.
19. Review the Location and Job Assignment details.
20. From the Reason list and the Status Change Reason list, click Promotion.
21. In the Status list, click Active.
22. Verify that the Pay Type is set to Salaried(Exempt).
23. Verify that the Pay Class is set to FT.
24. Verify that the Pay Group is set to USA Salary.
25. Verify that the Weekly Hours are set to "40".
26. Verify that the Daily Hours are set to "8".
27. In the Annual Salary field, type "52,150".
28. Click Submit.
29. Close the Assistant Manager job requisition.
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76
Appendix
Managing Job Postings and Candidates
Appendix
Glossary of Terms
Candidate: A person who applies for a job.
Client Career Site: A link that is embedded into the organization's website that allows external
candidates to review and apply for jobs.
Job Application: An employment application that is used by companies to hire employees. A job
application indicates interest in a particular place of employment or position within a company.
Job Board: A location that lists available jobs. From a candidate's perspective, a job board is a place to
look for a job. External job boards include Monster, CareerBuilder, and Workopolis.
Job Posting: An advertisement created by an employer or a recruiter that alerts current employees or
the public of an immediate or future job opening within a company.
Job Requisition: A request for a job to be posted; this starts the recruiting process. Typically hiring
managers fill out the Job Requisition form to start the recruiting process.
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