Workflow Guides: Recruiting

Welcome to our third in a series of Workflow Guides for Top Echelon Recruiting Software!

The subject of this guide will be Recruiting. We’ll focus on several concepts:

• Managing open job pipelines
• Submitting resumes to clients
• Communicating with candidates and clients
• Tracking activity
• Completing and tracking placements

Below is a video covering our recommended Recruiting Processes in terms of the Pipeline. For step-by-step instructions, please view the guide below the video.

Managing open job pipelines

• Each Job Order created within Top Echelon Recruiting Software will have its own Pipeline associated with it. The Pipeline is used to track candidates through the placement process for that position.
  • Candidates can be added to Pipelines from multiple places
  • Pipelines are split into Customizable Stages that represent their current step in the placement process
    • The first step is always the Inbox, and the last is always Placement
    • Moving candidates through stages or Disqualifying them will progress them through several Pipeline Views
• Multiple Pipelines for one or more clients can be viewed at once through the Pipeline Report

Submitting resumes to clients

• The pipeline has a Submit to Client function available for quickly sending candidates’ resumes to the associated client
  • After selecting the checkboxes of the candidates you would like to submit on the pipeline, you’ll find the Submit to Client function in the Action drop down menu

Tracking activity

• After contacting a candidate or client, events can be recorded with notes through the Activities system
  • Activities can be logged directly on the Pipeline through the Log/Schedule column. This will automatically connect the appropriate Related Records.
  • Activities can be customized to fit your day to day recruiting processes
  • Open Activities appear on the Planner, which allows you to plan out your day and keep track of important events
  • Activities are automatically created when emailing an individual record or mass emailing a list of records (you can also mass email from the Pipeline!)
  • Use the Activity Report to keep track of your team’s progress

Completing and tracking placements

• The last stage of every job’s Pipeline is the Placement stage. Clicking on this stage will cause the following to occur:
  • The candidate that was placed will be moved to the Placements view on the Pipeline
  • A Placement Form can be filled out to record the placement
  • After completing the Placement Form, the system will prompt you to update both the candidate’s Work History and the job’s Status automatically
  • All Placement Forms feed into the Placement Report, which can show placement data in a variety of different ways

Feel free to check out some of our other Workflow Guides as well:

• Sales and Business Development
• Research and Sourcing
• Recruiting (you are here)
• Administrative Tasks