Recruiting with Staffcloud

Created by Carolina Mosing, Modified on Wed, 10 Jan, 2024 at 7:35 PM by Carolina Mosing

The link to your application form: https://<<your name>>.staff.cloud/recruiting

You can open the link directly by clicking on the Add Applicant button in the Recruiting section:

Staffcloud makes it quick and easy to recruit new employees.

Applicants can submit their data and documents directly via the application form.

You determine what information an applicant must provide. All necessary information can be requested and validated using the online application form, and documents and other files can also be submitted. Applicants can be viewed and processed centrally in the Recruiting area:

The bars on the right show how many mandatory data fields have already been filled in and what information is still missing:

Recruiting in 1 or 2 steps

Staffcloud offers two different recruitment processes. Under Configuration -> Settings -> Recruitment, you can specify whether you want to work with one or two steps (if this selection is not available, the "2-step application" add-on has not been booked. If you would like to book this, please contact us at support@staff.cloud).

Please note: If you switch from a 2-step application process to a 1-step application process, the "Applicants" tab in the employee database, including the applicants, disappears. If you reactivate the 2-step application process, the applicants will be displayed again.

Applicants and Candidates

To retain a clear structure for the application process, applicants are always shown with their current status in the employee database:

Status	Explanation
Incomplete	This status is shown in the 2-step application process if the applicant has not yet completed the first step (e.g. by clicking on ‘Continue later’ in the application form).
Applicant	This status is shown in the 2-step application process once the first step has been completed.
Provisional Candidate	This status is shown EITHER in the 2-step application process, if an applicant was accepted, but they have not completed the second step yet, OR in the single step application process, if an applicant has not completed their application yet.
Candidate	This status is shown if all steps have been completed by the applicant.

The 2-Step Application Process

Whenever a 2-step application process is activated, the employee database shows the additional tab ‘Applicants’. All applicants which are currently taking the first step of the process are listed as ‘applicants’. Once they are accepted for the second step, they move to the ‘candidates’ tab. The counter shows how many applicants have completed each step.

An example of a 2-step application process:

In the first step, the applicant enters the most important information, such as name, age, contact details and, if applicable, nationality or a photo.

As soon as the application is temporarily saved ("Continue later" button) or sent, the data record appears in the "Applicant" tab either as "Incomplete" or as "Applicant":

Open the applicant's profile by clicking on the name to view the submitted data in the employee data sheet. You can also conduct an introductory interview with the applicant at this point.

Click on "Accept as candidate" at the top right of the employee data sheet if you are satisfied with the application. At this point, the applicant becomes a "provisional candidate" ("Candidates" tab) and receives an email with the positive message and a link that leads to the second step.

By clicking on "Reject", the applicant will be informed of your decision and their data will be irrevocably deleted from Staffcloud.

In the second step, the applicant fills in additional information such as administrative data (national insurance number, bank details, marital status, etc.) or any data necessary for your daily business (such as clothing size, driving licence, etc.).

Once they have completed the form, their status switches from ‘provisional candidate’ to ‘candidate’ and the counter in the ‘candidates’ tab goes up.

Candidates can then be activated, which means that they enter the active employee pool. Upon activation, the new employee receives their Staffcloud login information via email.

The 1-Step Application Process

As opposed to recruiting in 2 steps, here the applicant submits all of their information via a single form. You can then accept them as an employee or decline their application (much like you would in the second step of the 2-step application process).

Configuring the Application Form

The application form can be made up of up to 5 pages. You can find these pages under Configuration -> Employees -> Employee Forms in the drop down `Recruitment Page 1/2/3/4/5’. Leave later pages empty to shorten the form and conclude the recruitment in fewer pages.

For example: Pages 4 and 5 are left empty -> recruitment is concluded once recruitment pages 1, 2 and 3, as well as an optional gallery page where candidates can upload images, are shown.

You can find the settings for your recruitment process under Configuration -> Recruitment. This is where you can configure

- whether the recruitment process is activated

- which recruitment process you want to use

- which page you would like the second recruitment step to start on

- whether you want to use the gallery, and which step it should be incorporated into (it is always shown at the end of the chosen step).

Amending Notification Emails

During the recruiting process, you can send several automated notifications to your applicants. You can see and configure these notifications under Configuration -> General Settings -> Notifications:

You can edit the subject and body text of the following notifications:

Application received (applicant)	2-Step application process	This is sent to applicants on completing the first step in the recruitment process.
Invite candidate to second step	2-Step application process	This is sent to provisional candidates upon accepting them in the first step of the recruitment process.
Application received (candidate)	Both recruitment processes	This is sent to candidates upon completion of all recruitment steps.
Applicant declined	2-Step application process	This is sent to applicants where the application is declined in the first step of the recruitment process.
Candidate declined	Both recruitment processes	This is sent to candidates where the application is declined in the second step of the recruitment process.
Applicant: application incomplete	2-Step application process	This is sent automatically or manually (via ‘Send Reminder’) and contains a link with which the applicant can complete the first step of the recruitment process.
Candidate: application incomplete	Both recruitment processes	This is sent automatically or manually (via ‘Send Reminder’) and contains a link with which the candidate can complete the second step of the recruitment process.
Employee welcome	Both recruitment processes	When you accept an applicant, this message is sent to the new employee and contains their login data.
Applicant or candidate invited	Both recruitment processes	This is sent via email to an applicant or candidate when they are invited to an assignment (such as a trial shift, interview, training day, etc.).
Applicant or candidate assigned	Both recruitment processes	This is sent via email to applicants or candidates when they are assigned to a job.

Remind an Applicant/Candidate That Their Application Is Incomplete

Send a reminder to people who have not completed their application.

To do so, select one or more applicants who have not completed a step in the recruitment process (status ‘incomplete’ or ‘provisional candidate’) and click on Send Reminder.

This process can also be automated under Configuration -> Recruitment. Here, you can configure how often applicants with an incomplete application / provisional candidates will be reminded and how many days should pass between reminders. In addition, you can set up an automated process for deleting applications after a certain time period (from the date of the last reminder).