Applicant Career Portal

The applicant portal provides a fresh, modern, and intuitive experience and allows applicants to apply for jobs.

The portal contains three tabs for use by applicants. These tabs allow applicants to navigate between the tabs without leaving the portal or being redirected to an outside page, creating a smoother experience for the users.

The information described in this section explains and shows how applicants will interact with applicant portal.

Applicant Portal: Logging In & Creating New Accounts

Applicants applying for jobs will see a log in page. New applicants can use the Create New Account option to set up their login credentials. If applying directly to a job via a job apply link, the Job Application information will display the Title, Category, and Location at the top of the log in page.

A customized applicant login message can be added to the login page. See the Log in Widget section under Global Setup: Look and Feel

Applicant Portal: Creating New Accounts

Users will create their account by entering their email address, name, password, and postal/zip code.

  • Applicants can navigate away after selecting Save & Continue and then return again to pick up where they left off, or to stay on the same page select Save. If a job application is incomplete, the status of that application will display in a status bar at the top of the page.

  • A Populate From LinkedIn option is available, and when selected, a warning will display to inform applicants any previously entered data and unsaved changes will be overridden by the information in LinkedIn. If they proceed with LinkedIn, a pop-up box will display where they will log in to their LinkedIn account. Prompts will guide them through the process.

  • Applicants can easily see where they are in the process of completing their user profiles. A progress bar showing percentage complete appears in various colors corresponding to where the user is in the process.

Contact Information

Information from the Create Account page will populate here and applicants can add additional information such as their phone number, security question, and a secondary email.

Resume

Applicants can enter information from their resume or (preferable) upload their resume. If they choose to upload from a document, a Resume Format link will display that downloads a sample resume of our preferred format. There is a section to add additional information, such as an Available Start Date, a Referral, Required Salary, and a checkbox indicating they are eligible for work in the USA. There is also a space for them to write their Objective Summary if this isn't already included in their uploaded resume.

Uploading Resumes

After creating their user account, applicants can upload their resume during the account creation process, or it can be uploaded later in the profile. The system will prompt users to use information from their resume to populate their applicant profile.

Applicants using the applicant portal can upload multiple resumes with one resume allowed per job application.

  • When a resume is uploaded for a specific job application, that resume will be stored at the job application level.

  • The most recent resume uploaded for that individual applicant will also update the resume on the applicant record.

  • Recruiters and hiring managers will be able to view the resume specific to the job application in the Job Applications report with the View Resume icon and also inside the job application.

    User applies to Job Req A and uploads Resume A. Resume A will be viewable on Job Application A and the applicant record. Same user then applies to Job Req B and uploads Resume B. Resume B will be viewable on Job Application B and the applicant record. Resume A is still the only resume viewable on Job Application A.
Uploading Resumes and Other Documents

Traditional applicants can upload multiple documents in their applicant profiles. These documents can include a resume, or other documents like a cover letter, license, certification, and more. The other documents uploaded while applying to a job requisition are visible to the applicant in the applicant portal.

When the applicant is logged in to their applicant account, they have access to their complete and incomplete job applications under the My Applications tab. Under the same tab, the applicant will have access to other documents they uploaded while applying for the job application (similar to resume). These will be available via the paper clip icon.

The resume is displayed as a link (for download) on the left. Opposite to it, on the right, the other documents will be displayed with the label Other Documents and a paper clip icon. The total number of supporting documents associated with the job application will be displayed as a numeric value next to the paper clip icon.

When the applicant selects the icon, they will be able to view and download all the documents.

If the job application does not have a resume associated with it, these documents will be displayed on the left (in place of the resume).

If no documents are submitted with the job application, the Other Documents section will be hidden.

Requiring Resumes

You can require resumes for applicants by checking the Resume Required checkbox in the Requisition Details widget in the Job Requisition configuration page.

When the checkbox is checked, the applicant must upload a resume when applying for that job.

When the checkbox is NOT checked, the applicant still has the option to upload resume, but it is not required. The applicant can move forward without uploading a resume.

Job Categories

This tab allows applicants to add job categories based on those you have previously defined in the system. Once they had added these, they can then add the number of years of experience they have in each category.

They can also add Areas of Interest such as Human Resources, Management, Sales, and more. Multiple selections can be made.

Skills

On this tab, applicants can add special skills they have. If they have uploaded their resume and it contained a section for Skills, those skills will display on this page. The skills that can be added here are based on the previously defined skills you added to the system. Once added, the applicant can add years of experience with that skill.

Work Experience

Information from an uploaded resume will populate on this tab. A Show Details link opens the entry where the applicant can review the information downloaded and perform any necessary edits to that information. If they want to add more work experience, they can select the Add Another Company link and manually enter information.

Education

On this tab, applicants can enter any certifications they may have. The selection list is based on the certifications you have previously defined in the system. In the Education section, they can list the highest education completed and add schools and details of that schooling, such as Major, Degree, GPA, and more. The Add Another School link allows them to add multiple schools.

EEO Information

On this page, applicants can enter both optional and required information for EEO purposes. They can optionally upload a photo of themselves. Required fields are set by you or your company administrator.

Professional References

If the uploaded resume did not contain a section for references, applicants can manually add them here. There are spaces for 3 professional references with each having a Show Details link, and when selected, will open the fields for adding that reference.

My Summary

On the Summary tab, all the information entered by the applicant will display for review. If the applicant is satisfied with the information entered, they must add their electronic signature by selecting the Add Signature button. If further edits are needed, the applicant can select any link in the left panel to jump to that section, make edits, save, and then return to this page.

In your configuration, you can create a customized message to the applicants in the Electronic Signature field. If you have created one, it will display here.

For the applicant, upon selecting the Add Signature button, a pop-up box will display where they will enter their password to continue. After selecting I Agree, the profile is completed.

The Applicant Profile

When an applicant has completed their profile and is logged in to the system, they can navigate to several areas within the system, based on their security profile. If they are assigned the default applicant security profile, their options will be very limited, but they can access their own profile, change password, find jobs, and see their job applications.

My Applicant Profile tab

Applicants can create their own profile in the portal. Applicants can complete some or all of their profile, save and return, and then immediately proceed to apply for jobs without leaving the page.

Find Jobs tab

Applicants can search for specific job types and when ready, can use the Apply For Job button to begin the process of applying. They can search by Job Title or keywords and optionally choose Categories and Location. If they select Apply For Job and their profile is incomplete, they will be returned back to their profile for completion. Once their profile is complete, they can select Finish & Apply on the last page of their profile to continue applying for the job. A confirmation message will display to indicate the application was successfully submitted.

My Applications tab

This tab will show the applicant all jobs to which they have applied and the status of completion for each. As applicants apply for jobs, they will be listed under the My Applications tab. For completed job applications, the status and date/time will display under the Job Details heading. On this page, they can select Search More Jobs to find and apply for additional jobs.

In the applicant portal, the system will retain an applicant progress and stopping point in the Apply For Job process if they log out without completing the process, and then logs back in. By navigating to My Applications, an applicant can view any incomplete applications.

For each incomplete application, the system will display the following information:

  • A color-coded vertical bar next to each in the listing panel to indicate it is incomplete.

  • An inline message in the detail panel to alert an applicant of the incomplete application.

  • An optional Resume Application button is available and when this option is selected the applicant is once again placed in the Apply For Job process in the same location/tab they left.

While applying for a job, applicants can use the View Full Details link to view the job details. A pop-up window showing the job details will display and users can select Close or use the X in the upper corner to remove it, then finish their application.

Managers can view job applications under Recruitment > Candidates > Job Applications. See the Job Applications section for more information on viewing and managing applicants from this page.

Creating Applicant Career Portals

You can create, apply, and use multiple career portals based on criteria other than EIN selection. After your multiple career sites have been created, these can be plugged in throughout the Recruitment application.

For more details about the web links to use, see the Career Portal Setup Instructions Widget topic.

Global List Definitions for Career Portals

Before configuring your career portals, they must first be defined under Global List Definitions. Career portals are located under Administration > HCM Setup > Settings > Global Setup > Global List Definitions > Career Portals. After navigating to this menu, you can add as many career portal sites as needed, such as for child companies, and these entries will operate independently of each other. These sites are simple to create, only requiring a Name, EIN (if applicable), Sort Order (optional), and Description (Optional).

Configuration for Career Portals

Please see the Configuration topic for details about setting up your career portals, accessed under Settings > HR Setup > Applicant Tracking/Recruitment > Configuration.

Validating Credentials on the WOTC Configuration Page

For companies with the WOTC Integration with TCC Marketplace feature enabled, the Applicant Profile WOTC tab is enabled by default when credentials are entered on the WOTC Configuration page.

To avoid the display of blank WOTC pages for applicants when incorrect credentials are entered, an API implemented by TCC will validate the credentials, username and password, and alert clients when incorrect credentials have been entered.

Forgotten Applicant Usernames

To help applicants retrieve forgotten usernames, a Forgot Username option will display on the login page under the Username field. When selected, users will be presented a series of questions. How they answer the questions, along with the information entered, will determine subsequent options. After selecting the link, the first screen displays the following fields:

Have you ever worked at (company name) before? This will have Yes and No radio buttons. (Company name is pulled from Company DBA. If company DBA is blank, then it will use default EIN name.)

First Name field

Last Name field

Automatic Notification Sent to Applicants

If the system can identify and validate the applicant user in the company database, the system will automatically send the user an email notification that includes their username and instructions for logging in. By default, only email will be used to send the notification. If you want to include SMS notifications, you will need to enable the SMS Integration with Twilio Marketplace product and set up an account with Twilio, which may involve additional fees.

Configuring Forgotten Username Preferences

A Forgotten Username Preferences widget is available in the Recruitment Configuration page (Administration > HCM Setup > Settings > HR Setup > Applicant Tracking/Recruitment > Configuration). In this widget, administrators can enable the above process which will add the Forgot Username links for applicants on the login page. This widget will not be added to the page by default but can be added using the Edit Tabs link.

After you enable the option, the system automatically creates the Username Retrieval notification. A hyperlink takes you to the Company Notifications page where you can view or edit the notification.

SMS/Twilio Communications

The SMS Integration with Twilio provides the ability to configure Short Messaging Service (SMS) notifications within the application. You must set up an account with Twilio prior to using this functionality. We have provided links under the Pricing tab of the Marketplace product to help you contact them, view Twilio pricing structures, and other Twilio support information.

For more information on this functionality, please see SMS Integration with Twilio Marketplace User Guide.