Applications

Overview

This is the section where you and your HR department can handle Job Applications. These are typically sent to a company by individuals seeking employment (applicants). In addition to employees, HR module of EasyERP enables tracking and managing job applications, so you’ll have all the information from the earliest stages.

You can gather plenty of details: name and contacts, social links, salary expectations, personal information - like nationality, marital status, bank account etc. You can also set out the offered salary rate, stage of application, date for next action, type of contract, working schedule, job position, department and more. Quick search within applications, adding new applications, transferring to employees and other functionality will be elaborated on in following chapters.

New application

Adding new application to the system takes few moments. To do that, follow these steps:

  1. Click New button;
  2. Hover mouse over user avatar and click Edit to upload applicant photo;
  3. Select user photo, define crop area and press Crop button;
  4. Enter all required information in Main tab.
    Note: First name, Last name, Date of birth, Employment type fields are mandatory;
  5. Enter all required information in Personal Information tab.
    Note: Gender and Marital status fields are mandatory;
  6. Click on Assignees tab where you can select a related user(s);
  7. When you’ve filled in all the details, click blue Create button in the bottom.

If mandatory fields are missed out in the Main and Personal Information tabs, you’ll get a warning message like: Last name field cannot be empty.

On the following screenshots example of each tab in Create New application dialog window is represented.

Main tab:

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Personal Information tab:

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Assignees tab:

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Settings

In default grid view of applications menu 10 records are displayed in every column (stage). Users can edit that number of elements per page, by clicking Setting button next to New button.

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Another area in applications you can customize is application flow. By default, there are 5 types of entities: Pending, In progress, New, Hired, Cancelled. You can set up stages your applicants go through until they become employees or get rejected. To do that, navigate to Settings/Workflows tab - pick Applications tab, and edit those stages.

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Application flow

When individuals apply for job in your company, you review their application and resume, appoint the interview, may set up a trial period or internship and decide whether to employ a person or reject him/her. All those possible stages of hiring process can be managed in EasyERP. You can set up application stages, move applications to next stages, and move applicants to employees.

You can change application’s stage in 2 ways:

  • by dragging the record in a grid view

application drag

  • by opening the application and changing

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When you want to hire an applicant or reject him/her you can use a single button. In every application’s page, in the top right corner, there are 2 buttons: Hire & Create Employee and Refuse.

application stage

Upon clicking Hire button the person and all the information is automatically transferred to Employees list in your database.

Note: you need to assign Manager, Department, Job type, Contract type, Schedule and Payment type to be able to succesfully complete hiring process.

As you hit Refuse button the application moves to a folder with rejected applicants and stays in Applications tab.

 

Application list

When you open Applications menu you will see all information in default grid view. Here you see all the application on various stages, you can add new applications, export data, change the view to list, conduct search, you can open and edit applications. Records here (grid blocks) contain name, job position, offered salary, date for next action.

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As mentioned above, you can switch the view from grid to list. List view allows performing bulk deleting of selected items. To delete employee simply mark it in the list view and click Delete button.

application delete

Export to CSV and XLSX

There’s a possibility to export all applications into CSV or XlSX format files. Choose the file format and click on respective button at the top of the web page. Then select the destination path for exported file on your PC.

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If you have plenty of applications, you can use search box to quickly find the information. This feature allows you to perform search by preset filters Name, Department, or Job position. To start the search, click on down arrow icon in the Search field. It displays a dropdown list with sections for advanced search.

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Click on Full Name if you want to perform the search by name. When you start typing letters, it immediately shows all matched results. Here only 7 first results are visible to you, and to see the next ones click Next. Then you’ll see how many matched results are there totally.

Filter feature allows you to find records more quickly and precisely. To use filter click the down arrow icon on the search field. Then, for example, click Department and select Design to see all applicants who are currently undergoing trial period in your Design department.

In addition, you can create favorite filters. For example, you would like to have a filter for applicants in position of project manager (PM). To do this, follow the next steps:

  1. Click down arrow icon in Search field;
  2. Click on Job position tab;
  3. Find and select PM position;
  4. Click on Favorites tab;
  5. Enter name for search field, for example PM applicants;
  6. Check Use by default to apply this filter every time when you load the page;
  7. Click Save button.

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The filter you’ve created will be used every time you open Applications menu. To remove the created filter click the X icon next to the filter title. You can create as many filters as you wish, there’s no limit to their quantity. If multiple filters are added, the active one is marked as Use by default.

Note: when you create a new filter and mark it as default, the last created filter will be used as default.

Application details

Click on a certain application (double-click in the grid view or click in a list view) opens a application details window. This page contains essential data about an applicant, places him/her on a certain hiring stage, and has 4 tabs: Main, Personal, Job, Assignees.

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First row of fields in Main tab includes the following:

  • First name and last name
  • Expected salary and proposed salary
  • Date of birth
  • Personal phone number, email and skype
  • Social profiles links (Linkedin, Facebook)
  • Source

Note: name and birth date are mandatory.

In a second row to the right you need to select/specify:

  • Date for next action
  • Job position
  • Department
  • Manager (supervisor)
  • Job type
  • Schedule
  • Contract type
  • Scheduled pay
  • Work contacts and email
  • Stage assigned
  • Related user

Note: Manager field is mandatory.

The page also includes buttons to take actions on the application:

  • Hire - to create an employee;
  • Refuse - to deny an applicant a job;
  • Delete - to remove an application from the database.

Personal information tab and Assignees tab contain fields for even more details on an applicant if available. Among details like city, address, bank account, CV attached, etc., 2 fields - gender and marital status are required to be filled.

You can edit all the details there and update it by clicking Save button afterwards.