Hiring Rooms Management Manual

The Hiring Rooms module helps you manage hiring campaigns and candidate recruitment from one central location. It groups candidates into “rooms” (each representing a hiring campaign or process) and organizes them by recruitment stages. Using the Hiring Rooms module, you can launch new hiring rooms, view details and statistics, filter candidates by stage, update candidates’ status, manage responsible persons (managers and recruiters), and perform other actions—all through an intuitive interface.

Accessing the Module

Entry Point: Access the Hiring Rooms from the dashboard if you have recruitment permissions.
Breadcrumb Navigation: Shows your current location (e.g., Hiring Rooms > [Room Name]).
Module Buttons: Switch between:
Contracts
Hiring Rooms (active)
Hiring Processes

2. Overview of Hiring Rooms List View

List View

Hiring Room Table: Displays each room’s name, candidate count, end day count and status icons.
Navigation: Click on a hiring room to access detailed information and actions.

Managing Hiring Processes / Stages

Entry Point Access the Managing Hiring Processes from the Hiring Rooms List View dashbord. The Cogs icon is located on the top right and allows you access the Managing Hiring Processes List View. You are able to create as many processes as you with and tailor whole recuitment process to fit your needs.
Create Stage Create a new stage by clicking the "Create Stage" button. You can set the stage name, description, and other relevant details like icon, bacgroud color and if the stage requires someone approval or not. All the settings will be set automatically during the creation of new Hiring Room for new recuitment.
Edit and Delete Stage You can change order, name or even delete a stage name. Just click the three dots icon and select the action you want to perform. Changing the order of stages will not automatically update the order of stages in all existing Hiring Rooms but all new Hiring Rooms will have the new setting. Also statistics will be updated according to the new settings only in newly created Hiring Rooms.

3. Hiring Room Detail View

Room Information Header

Details: Shows room name, status, due date, position, assigned order.
Actions: Edit room, end/reopen room, manage responsible persons.

Recruitment Stages and Statistics

Stage Cards: Show stage name, candidate count, and visual indicators.
Filter: Click a stage to filter candidates accordingly.
Special Filters: "All Candidates," "Rejected," "Blacklisted."

4. Candidate List and Filtering Options

Candidate List

Views: Switch between table or board views.
Filters: Search by name, phone, email, stage.
Pagination: Navigate through large lists.

Candidate Actions

Stage Adjustments: Promote, demote, or swap stages.
Detail/History: View candidate’s activity log.
Accept/Reject: Convert to employee or reject/blacklist.
Bulk Actions: Select multiple candidates for bulk processing.

5. Managing Recruitment Stages

Stage Management

View/Filter: Click stage cards to filter.
Statistics: Monitor stage progress vs. recruitment target.
Add/Edit Stages: Use modal forms to add new stages with icons and colors.

6. Performing Room Actions

Manage Hiring Rooms

Launch/Edit Room: Use modal forms to add or edit room details.
End/Reopen Room: Change room status as needed.

Manage Responsible Persons

Assign/Remove Managers/Recruiters: Add or remove people from the hiring room.

Purpose: Used for creating/editing rooms, stages, candidates.
Confirm/Save: Submit changes or cancel.

Informational Pop-Ups

Tooltips explain icons or details on hover.

8. Filtering and Bulk Actions

Filtering Options

Search: Dynamic filtering by keywords.
Dropdown Filters: Additional filters for rejected/blacklisted.
Stage Filtration: Clicking stage cards filters candidates.

Bulk Actions

Select Candidates: Use checkboxes.
Bulk Menu Options: Reject, convert to employees, start onboarding, move stages.

9. Best Practices and Troubleshooting

Best Practices

Refresh data after actions.
Read confirmation pop-ups.
Use filtering and stage statistics to track progress.

Troubleshooting

No Data: Reset filters or refresh the page.
Modals Not Opening: Check connection or permissions.
Missing Actions: May be due to permissions—contact admin.

10. Summary

The Hiring Rooms module streamlines recruitment by: - Navigating between list and detail views. - Managing rooms, stages, candidates, and responsible persons. - Filtering, bulk processing, and reviewing statistics. - Using intuitive modals and pop-ups for tasks.

For further assistance, contact your HR support team or system administrator.

Frequently Asked Questions (FAQ)

What is a Hiring Room?

A Hiring Room represents a recruitment campaign where candidates are grouped and managed through recruitment stages.

How do I create a new Hiring Room?

Click the "Add Room" button, fill in the required room details (name, position, due date), and save the room.

Can I edit the details of an existing Hiring Room?

Yes, open the Hiring Room and use the "Edit Room" option from the settings dropdown to update details.

How do I assign managers or recruiters to a Hiring Room?

In the detail view, open the side panel and click "+" next to Managers or Recruiters to assign responsible persons.

What happens when I 'End Hiring' for a room?

The Hiring Room is closed, no further edits or candidate movements are allowed unless you reopen the room.

Can I reopen a closed Hiring Room?

Yes, use the "Reopen Room" action to reactivate the Hiring Room.

How are candidates organized in a Hiring Room?

Candidates are grouped by recruitment stages like Active Applicants, Shortlisted, Interviewed, etc.

How do I move a candidate to the next recruitment stage?

Use the chevron icons next to the candidate’s name to promote or demote them between stages.

How can I reject or blacklist a candidate?

Open the candidate’s action menu and choose "Reject" or "Blacklist".

Can I convert a candidate to an employee from the Hiring Room?

Yes, select the "Convert to Employee" option from the candidate’s action dropdown.

How do I filter candidates by stage?

Click on any stage card at the top of the Hiring Room to filter candidates in that stage.

Is it possible to perform bulk actions on candidates?

Yes, select candidates using checkboxes and perform bulk actions like rejecting, moving stages, or onboarding.

What does the 'Stage Statistics' show?

Stage statistics display the number of candidates in each stage and progress towards recruitment targets.

Can I view a candidate’s recruitment history?

Yes, click the "History" icon next to a candidate’s name to view their activity log.

How do I search for a candidate in a Hiring Room?

Use the search bar to filter candidates by name, contact info, or other keywords.

Can I create custom recruitment stages?

Yes, use the "Add Stage" form to create new stages, choose icons, colors, and set approval rules.

What is the difference between Table View and Board View?

Table View: Shows detailed candidate info in columns.
Board View: Displays candidate counts per stage.

How can I track recruitment progress toward targets?

Check the progress bars and percentages displayed on stage cards.

What if I don’t see certain actions or buttons?

It may be a permission issue. Contact your system administrator for access.

How do I export data from the Hiring Room?

Export options depend on your system setup. Contact your administrator for reports or data export assistance.

How does the page look like?

Hiring Rooms Addition Table Example