Recruiting with Staffcloud

Created by Philipp Sassmann, Modified on Wed, 28 Sep 2022 at 04:12 PM by Philipp Sassmann

Staffcloud allows you to quickly and easily recruit new staff members.

Applicants can submit their documents directly to Staffcloud.

You decide what information candidates need to provide. With the online application form, you can ask for and validate any necessary information. It also lets applicants submit documents or other required files. You can manage your applicants in the employee database, and see the collated information in the employee data sheet

Recruiting in 1 or 2 steps

Staffcloud provides two different recruiting processes. Under Configuration -> Settings -> Recruitment, you can define whether you would like the process to be completed in 1 or 2 steps.

Please note: When changing from a 2-step application process to a single step application process, you no longer see the ‘Applicants’ tab including any applicants in the employee database. Switching back to the 2-step process makes applicants appear 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 basic information regarding their qualifications (e.g. their work experience, language skills, photos, etc.)

Once the application is either saved (via the ‘Continue later’ button) or submitted, the dataset appears in the employee database under the ‘Applicants’ tab:

Open the applicant’s profile by clicking on their name to see their data in the employee data sheet. At this point, you might decide to have an interview with suitable applicants.

If this applicant has made a good impression, click on ‘Accept’ in the top righthand corner of the employee data sheet. This turns them into a ‘provisional candidate’ (‘candidates’ tab) and they receive an email giving them the good news and containing a link to the second step.

If you click on ‘Decline’, the applicant receives a notification and their data is 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 as ‘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 -> Settings -> 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 emails to your applicants. You can see and configure these notifications under Configuration -> 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 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.

You can use the filter in the search bar to find these applicants:

- In the Status filter, select ‘incomplete’ (in the Applicants tab) or ‘provisional candidate’ (in the Candidates tab)

- Click on Search

This process can also be automated under Configuration -> Settings -> Recruitment. Here, you can configure how often applicants with an incomplete application 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).