The TA will be adding suitable Applicants to Vacancies, they can do this in a couple of different ways.

The most common way would be within a Vacancy, please follow the Vacancies process below.

If the Applicant, already exists as a Contact in Hotlist, the TA could follow the process in Contacts below.

Vacancies

Navigate to the correct Vacancy

o   Click on Vacancies in the sidebar

o   Click into the relevant Vacancy.

You will see all the relevant information relating to the vacancy in the General Tab

o   Click on the Applicants tab to see all the applicants for this vacancy (if you have just created the Vacancy, obviously this will be blank)

Adding Applicants via Linked In

You must have a LinkedIn Recruiter System Connect (RSC) licence to be able to do this. 

If the Vacancy was advertised on LinkedIn and an Applicant has registered an interest, you can export the applicants details from LinkedIn, straight into Hotlist.

If you think they are a suitable applicant for the vacancy, click on the 3 dots on their LinkedIn profile.

Click Export to ATS

Link to Hotlist

Find the Vacancy that you want to link the applicant too

Add in the Applicants email address (or add it once it is in Hotlist)

Add any notes

This process should automatically add the Applicant into the Applicants tab of the Vacancy

o   THIS IS WHAT WILL HOPEFULLY HAPPEN – IT HAS NOT YET BEEN TESTED AS NOT HAD THE FUNCTIONALITY YET

Adding Applicants with a CV – New Applicant, Not in Hotlist

o   Click on Create from CV Icon (still within the Vacancies section on the sidebar)

o   Click Upload File

o   Navigate to where you have saved the CV

o   Double click on CV / or click once and click Open

When you click on the CV or click Open, the system will magically read the CV and will parse some of the information from the CV and automatically insert the First and Last Name, Current Job Title, Current Employer, Mobile, Email and the Address.  It will also pull out the Work Experience and insert the Date Ranges, Job Title and Employers Name

Double check the details are all correct and when you are happy click Save (you can manually amend any information if needed)

Click Save and it will then create an Applicant Record against the Vacancy and will also create a contact record for you in the Contacts section (link to creating a new Contact)

You can now insert information such as:-

o   Source

o   Expected Salary

o   Applicant Summary - The TA would have spoken to the applicant, insert any information that you would like the Hiring Manager to know about the Applicant in here.

When you submit the CV to the Hiring Manager, they will be able to see this information in Hotlist Hiring Manager.

Adding Applicants – Previous Applicant, already in Hotlist

If an applicant has previously applied for a vacancy within the company, and the applicant is still available and the TA feels they would be suitable for this vacancy too, they could add them to this vacancy.

o   Click on the + New Applicant Icon (still within the Vacancies section on the sidebar and within the Applicants tab)

o   In the Contact field, search for the suitable applicant from within Hotlist

o   You can add the Expected Salary and an Applicant Summary in here

o   Click Save and Close

Contacts

Adding Applicants – Via Contacts Section

If an applicant has previously applied for a vacancy within the company, and the applicant is still available and the TA feels they would be suitable for this vacancy too, they could also add them to this vacancy via the Contacts section as they will be in Hotlist as a Contact.

o   Click Contact in the Sidecar

o   Click on the relevant Contact

o   Within the Applications section (on the Summary Tab)

o   Click on + New Applicant

o   In the Vacancy field, search for the relevant Vacancy

o   You can add the Expected Salary and Applicant Summary in here if you have it.

o   Click Save and Close

The Contact/Applicant will then be added to the relevant vacancy, and you will see this in the Applications Section of the Contacts record, and they will also appear in the Applicants tab of the Vacancy

Once you have spoken with the Applicant, you can then insert information such as:-

o   Source

o   Expected Salary

o   Applicant Summary

When you submit the CV to the Hiring Manager, they will be able to see this information in Hotlist Hiring Manager