User/Training Manual

TABLE OF CONTENTS

Candidate Experience Portal    116

Introduction

About entomo

entomo is a comprehensive hire-to-retire Human Resource Management System (HRMS) designed to streamline and automate HR processes for businesses of all sizes. It offers a robust suite of features covering Man Power Planning, Recruitment, Onboarding, employee management, payroll processing, compliance, performance tracking, and workforce analytics. With entomo, organizations can enhance efficiency, ensure compliance, and foster a productive work environment.

Purpose of This Manual

This user manual provides step-by-step guidance on how to use entomo effectively. Whether you are a Recruiter, Onboarding Specialist, Hiring Manager, or an employee, this document will help you navigate the system and leverage its features to optimize recruitment. It includes detailed instructions, screenshots, and troubleshooting tips to ensure a seamless experience.

Who Should Use This Manual?

This manual is intended for:

• Recruiters: To manage job postings, screen candidates, schedule interviews, and track applicant progress through the hiring pipeline.
• Hiring Managers: To raise job requisitions, review shortlisted candidates, provide feedback, and make final hiring decisions.
• Panel Members: To participate in interviews, evaluate candidates, and submit interview assessments.
• Onboarding Specialists: To initiate onboarding tasks, coordinate documentation, and ensure a smooth transition for new hires.
• System Administrators: To configure system settings, manage access permissions, and maintain data integrity and security.
• Recruitment Managers: To oversee end-to-end recruitment operations, monitor hiring KPIs, and ensure alignment with organizational goals.

System Requirements

entomo is a cloud-based solution accessible from any device with an internet connection. Below are the recommended system requirements:

For Web Access:

• A modern web browser (Google Chrome, Mozilla Firefox, Microsoft Edge, or Safari)
• Stable internet connection
• Minimum screen resolution: 1280x720

With this manual, you’ll gain the knowledge to use entomo efficiently and make the most of its features. Let’s get started!

Getting Started

How to Log In

entomo provides a seamless login experience for new and existing users.

Logging into entomo

1. Visit the entomo login page using a unique URL (https://<orgcode>.entomo.co/home/).
2. Sign In with user name and password.

3. Upon successful login, you will be redirected to your dashboard.

Navigating the Dashboard

The entomo Dashboard is the central hub where users can access key features and insights. It consists of:

• Main Navigation Menu: Access different modules including CoreHR for accessing the Employee Management, Payroll, Attendance, and Reports.
• Quick Actions: Shortcuts to frequently used functions like adding employees, approving leaves, or managing payroll.
• Notifications Panel: Alerts for pending approvals, announcements, and system updates.
• Search Bar: Quickly find employees, reports, or settings.
• User Profile Menu: Access personal settings, logout, and change passwords.

User Roles & Access Levels

entomo offers role-based access control to ensure security and proper workflow management. The primary roles include:

• Admin: Full system access, including user management, settings, and reports.
• HR/Payroll Admin: Manages employees, payroll, attendance, and compliance.
• Team Manager: Approves leave requests, tracks performance, and manages assigned employees.
• Employee: Limited access to personal records, attendance logs, and payroll details.

Account Setup & Profile Management

Once logged in, users can configure their profiles and account settings:

Updating Personal Information

1. Click on your profile icon in the top-right corner.
2. Select My Profile.
3. Update details such as Address, contact number, and other personal information.
4. Click Save Changes.

With this setup, you are now ready to start using entomo efficiently!

Dashboard

My Dashboard & Organization Dashboard

The Dashboard section provides a concise snapshot of the hiring process and key metrics related to hiring efficiency.

My Dashboard provides a personalized view for individual recruiters, helping them monitor their active tasks, performance metrics, and the status of assigned job requisitions and candidates.

The Organization Dashboard offers a consolidated view of recruitment activity across the company. It is accessible to Admin/Recruiter users to monitor overall recruitment performance.

To view the Dashboard navigate to Recruitment → My Dashboard & Organization Dashboard

Fig: Organization Dashboard

Fig: My Dashboard

Hiring Health: This indicates the overall positions that are to be yet to be closed. It provides a quick overview of the current effectiveness and efficiency of your recruitment process. It helps recruiters and HR teams understand whether they are on track with hiring goals by analyzing key recruitment metrics such as time-to-hire, candidate pipeline strength, offer acceptance rate, and open position aging. 

Positions Overdue: indicates that a job requisition or open position has remained unfilled beyond the expected or predefined target hiring date. This feature helps recruiters and hiring managers track delays in the hiring process and take timely corrective actions.

Offer Acceptance Rate: Indicates the total offers accepted out of the total offer sent. This KPI talks about hiring efficiency and brand value.

Time to Hire: Time to hire indicates efficiency of the hiring team and how fast they can move the right candidate and close a position.

Pending Offers: Job offers that have been extended to candidates but have not yet been accepted or rejected.

Accepted Offers: Job offers that candidates have formally accepted.

Rejected Offers: Job offers that candidates have declined or rejected.

New Hires: Candidates who have accepted an offer and have officially joined the company.

Insights Section

The Insights section provides key recruitment analytics to evaluate process efficiency and team performance. This section enables HR teams and recruitment managers to track and measure Recruiter Performance and Time to Hire, ensuring alignment with hiring goals and SLAs.

Time to Hire

It is a crucial metric that measures the average duration taken to fill job vacancies from the moment they are applied until the new employee is confirmed for their role.This metric is essential for evaluating the efficiency and effectiveness of your organization’s recruitment process.

Fig: Time to Hire

Recruiter Performance

It measures the effectiveness and efficiency of individual recruiters or recruitment teams in sourcing, engaging, and successfully hiring candidates.This metric is essential for assessing the contribution of recruiters to the overall recruitment process and organizational goals.

Fig: Recruiter Performance

Recruitment Settings

Before uploading a job post and proceeding with the recruitment process, ensure that the recruitment settings are configured according to your organization’s requirements.

Access Permissions

Admin and Super Admin have access to all recruitment settings.

Job Portals Integration

Application supports seamless integration with external Career Sites to publish job openings directly from the system. This feature enables organizations to attract a wider talent pool by displaying live job postings on public-facing career pages or third-party job boards.

Job portal integrations enable recruiters to post jobs directly from the application to popular job portals expanding their reach

• LinkedIn
• Indeed
• Job Street

Once integrated, job postings can be managed from within the recruitment module, and applications submitted through these platforms are added directly to the respective jobs in the application.

Setting up the Integration

• Navigate to Settings → Integration → Recruitment
• Locate the Job Portal
• Click on the Configuration button, pop-up window will appear prompting you to enter the required details.
• Enter the required details- Source Name for Indeed and Company Id for LinkedIn and Job Street.
• After entering the required information, click Update to complete the integration.
• Once you have successfully integrated the job portals , return to the Job Post menu and select the job you want to publish.

Fig:Job Portals Integration

Fig: LinkedIn Integration

Fig: Job Street Integration

Fig: Indeed Integration

Edit the Job Portals Integration

To edit the Job Portal integration, navigate to Settings → Integration → Recruitment, select the appropriate Job Portal card, and click on Edit Configuration. A pop-up window will appear—fill in the required details and click Update to save the changes.

Fig: Edit Configuration

Career Site Integration

This feature allows you to seamlessly publish job openings to a public-facing career site within your organization's website.

Navigate to Recruitment → Careers

• A unique career site URL will be generated, for example:
  https://cebpro.hrapp.co/v3/careers
• You can embed this URL on your company’s official website to display job openings.
• All approved and open job postings will automatically appear on the career page.
• When a candidate applies through the career site, their application and uploaded resume will be directly captured in the Recruitment → Job Candidates section for further processing.

Fig: Career Site Integration

Managing your Career Site

Your career site is the first point of interaction a prospective candidate would have with your organization. Therefore, it is imperative to have a clean and simple design with an easy user interface to interact with.You can create a simple and clean careers website for the hiring process of your organization.

The Career Page Designer feature allows you to do much more with your career site. 

Career Page Designer

• Navigate to Settings → Recruitment → Career Page Designer
• You can use all the components available in the module to get your career site banner.
• The available options include Brand Assets, Content Customization, Typography Controls, and Layout & Styling.

Brand Assets

This section allows you to upload and manage visual branding elements that appear on your Career Page. These assets help ensure consistency with your corporate identity and enhance the visual appeal for candidates visiting the page.

Fields Description

Content Customization

This section allows you to personalize the text content displayed on your career page banner. You can define engaging headings and supporting text, along with precise control over text positioning to align with your branding and design preferences.

Fields Description

Typography Controls

This section allows you to configure the font style, size, and color used in your career page banner text. These settings help ensure your career portal maintains a consistent look and feel with your brand identity.

Fig: Typography Controls

Fields Description

Layout and Styling

This section allows you to fine-tune the visual appearance of your career page by customizing colors and data table styling. These options help align the career site with your brand identity and improve overall user experience.

Fields Description

Banner Overlay

This feature allows you to enhance your career page banner by adding a semi-transparent color layer over the banner image. This improves text readability and creates a polished, branded look.

Color Palette Preview

It provides a live preview of how the selected Primary, Secondary, and Hover colors will appear across the career page interface. This helps ensure the color scheme aligns with your brand identity before saving changes.

Fig: Banner Overlay

Live Preview

This feature allows you to instantly view changes made to your career site design before publishing them. It ensures that all customizations—such as branding, content, colors, layout, and typography—appear exactly as intended across different screen sizes.

Online Meeting Platforms Integration

These integrations allow you to schedule and manage interviews directly within the application.The available platforms include:

• Microsoft Teams

To enable Microsoft Teams integration:

• Navigate to Settings → Integration → Online Meeting Platform to configure the integration at the organizational level.
• Navigate to Recruitment → My Integration to activate the integration under their personal settings for Recruiters and Interviewers.
• Locate the Microsoft Teams card. Toggle the Enable flag to activate the integration.
• Sign in using your organization’s Microsoft 365 Admin Account.
• Grant permission for the application to access Teams calendars and create meetings.
• Ensure that Microsoft Teams is configured to allow scheduling of meetings within the organization.

Calendar Sync

These integrations help in keeping track of interview schedules and ensuring all relevant parties are aligned.

• Outlook 365 Calendar

This feature allows recruiters and interviewers to automatically sync interview schedules created in the application with their personal Outlook calendars. This eliminates manual entry and ensures timely reminders and updates directly within Outlook 365. Additionally, interviewers can set their availability for interviews, allowing candidates to self-schedule based on the available time slots.

To enable the Calendar Sync:

• Navigate to Settings → Integration → Calendar Sync to configure the integration at Organization level.
• Navigate to Recruitment → My Integration → Calendar Sync to activate the integration under their personal settings for Recruiter and Interviewers.
• Locate the Outlook 365 card and toggle enable.
• Click Authenticate and sign in using your organization's Microsoft 365 admin credentials.
• Approve access to the calendar.

Fig: Online Meeting Platforms & Calendar Sync

Hiring Flow

It allows the administrators to customize the candidate pipeline by defining stages that suit your organization’s recruitment process. You can add, edit, or delete candidate stages and assign relevant statuses for each stage. 

• Navigate to Settings → Recruitment → Hiring Flow
• To modify the exciting stages, click the Edit button in the top-right corner of the screen.
• A pop-up window will appear where you can Edit existing status, Add New and Delete the status.
• Click Add New, a pop-up window will appear to enter Status for that Stage and click Submit.
• Some status you are able to edit or delete from the stages.

General Settings

This configuration allows the administrator to manage key recruitment settings, including:

• Controlling job post visibility – Visibility can be restricted either at the organization level or specific custom group.
• Integrating with manpower planning – Link job requisitions with approved manpower requirements to ensure aligned hiring.
• Candidate experience portal configuration – Customize how job postings appear to applicants and define the structure of the application form for a seamless candidate experience.
• Navigate to Settings → Recruitment → General
• Click the Edit button located in the top-right corner of the screen to modify the configuration based on your organization's requirements.

Fig: General Settings

Fields Description

Custom Fields

This feature allows the administrator to add the additional/custom fields for job postings, candidate profiles, career site and individual employee records to tailor the system to your specific needs.This customization helps capture unique information relevant to your hiring process and employee management.

• Navigate to Settings → General → Custom Fields
• Click the +Add button to open the custom field form. 
• Enter the Field Name, select the Field Type, and define visibility settings. Add the field to relevant forms such as Job Candidates, Job Post, Individuals and Career Site. You can also mark fields as mandatory, ensuring that certain information is always captured.
• You can manage the visibility of fields for different users and roles.
• Then ,click Save.
• Based on the configuration, go to the relevant form to view the custom field.

Fields Description

Email Templates

This feature allows administrators to create and manage customized email templates used throughout the recruitment workflow. These templates automate candidate communication—such as application confirmation, interview invites, offer letters, and rejection messages—ensuring consistency, professionalism, and branding.

• To create a new email template, navigate to Settings → General → Email Templates.
• In the email templates window, click the +Add button to create a new template.
• The available modules/forms that can be linked with email templates include:
  Job Candidates, Individuals, Career Site, and Members.
• Fill in all the required fields, and select the appropriate category to customize the subject and body of the email as per your requirements.
• Use the placeholders that are available in the templates. When the email is being rendered and sent out, the placeholders will be replaced with actual information from the candidate or the job.
• To insert the placeholder, click on the arrow next to “Placeholders” and select the required placeholder from the list.
• Now, configure the body of the email as you wish in the text area on the screen. You can again use the various placeholders available to personalize the email to each email template.
• Enter the content of the email template as you wish, an then click Submit to save the email template.
• To modify an existing template, click Edit under the Actions header.
• To create a copy of an existing template, use the Clone option under Actions to duplicate and customize it further.

Fig: Add Email Template

Fig: Edit Email Template

Fig: Clone Email Template

Fig: Email template with Placeholders

Fields Description

Docusign

This feature allows recruiters to send offer letters directly to selected candidates for electronic signature, eliminating the need for manual paperwork and ensuring a smooth, trackable process. It is seamlessly integrated to help the HR teams manage offer letters, appointment letters, and other compliance-related documents.

Docusign Configuration

• Navigate to Compliance Management → Docusign → Configuration
• Click on the Configuration tab and then with the +Add New button.
• A pop-up window will appear where you can: Enter your offer letter content in the editor.
• On the right-hand side, you will find a list of placeholders(drag and drop supported). These placeholders (Eg: {candidate_name}, {job_title}, {salary}) will automatically populate with real candidate data when the letter is generated.
• Provide the Template Name. This is the unique identifier used to distinguish templates in the system.
• Choose your desired letterhead format:

1. Empty Header- No branding/header content
2. Letterhead(Right Align) - Company header aligned to the right
3. Letterhead(Left Align)- Company header aligned to the left.

• Then, select the Signing Authority – This feature allows administrators to designate one or more users who are authorized to digitally sign documents via DocuSign. During the offer letter process, the system will prompt you to choose a signatory from the authorized list.
• You can configure the signature type as one of the following:

1. Employer only (with or without date)
2. Both Employer and Candidate (with or without date)

• The selected signing authority will receive a DocuSign email with a secure link to review and complete the digital signature.
• Click the Save button once completed with all the configuration.

Fig: DocuSign Configuration

Placeholders

Docusign Generation

It enables organizations to streamline the process of sending documents- such as offer letters for secure, legally binding digital signatures. Once the integration is enabled and templates are configured, HR teams can generate documents directly within the system and send them to candidate or employee and internal signatories via Docusign.

• Navigate to Compliance Management → DocuSign → Document Generator
• To begin the process, select a candidate from the recruitment pipeline. The recruiter can initiate the offer letter generation by selecting a predefined DocuSign template from the configured list.
• Click the +Add New button. A pop-up window will appear with a 3-step process to generate the document:
• Document Details

• Enter a name for the document for future reference (e.g., Offer Letter – [Candidate Name]).
• Select a template from the dropdown menu containing the templates configured under DocuSign.
• Choose the candidate from the dropdown list; only candidates marked as Hired in the Recruitment module will be listed.

• Signing Authority

• If both Employer and Candidate signatures are required, select the respective names from the dropdown lists.

• Salary

• Enter the candidate’s Annual CTC and, if enabled in Recruitment General Settings, the Signing Bonus.

• Click the Generate button.
• You will be directed to the Document Editor, where the document is displayed with pre-filled details and the organization’s letterhead. You may review and make changes specific to the selected candidate. Any edits made here will not affect the original template in the DocuSign configuration.
• Once the document is finalized, you have the option to Preview, Save as Draft, or Submit for Review. If everything looks correct in the preview, click Submit for Review.
• The designated employer signatory will receive an email requesting their signature.Once the employer signs, the document will be routed to the candidate for their signature.
• The recruiter will receive email notifications at each stage of the process. If a signatory does not sign the document, you can use the Resend option available under the Signatories section to remind them.
• Once the candidate signs the offer letter, the document status will update to Completed.If the candidate declines the offer, the status will change to Declined.If only the employer has signed and the candidate has not yet signed, the status will appear as Partially Signed.
• Additionally, under the Job Candidate → Onboarding tab, the candidate’s status will update to Offer Accepted once the candidate signs the offer letter.
• If the setting "Automatically send signed document to candidate" is enabled, the system will automatically send the finalized offer letter to the candidate after both the employer and candidate have signed.If this setting is disabled, the recruiter will need to manually send the signed offer letter to the candidate.

Types of Signatures in Email

You can either choose Sign or Save and Sign. Selecting Save and Sign will store your signature for future use, allowing you to quickly apply it to upcoming documents.

Draw- Allows the signer to use their mouse, stylus, or touchscreen to manually draw their signature for a more personalized and handwritten look.

Type- Enables the signer to simply type their name, which is then displayed in a signature-style font. This is a quick and convenient option.

Upload- Provides the option to upload a scanned image of the signer’s handwritten signature from their device, offering a highly authentic and consistent appearance.

My Signature- If the signer has previously saved a signature in the system (like in DocuSign), this option lets them quickly apply their saved signature without re-entering or drawing it again.

Fig: Document Details

Fig: Document Editor

Fig: Document Preview

Fig: Document Generator Status

Fig: Resend Signatories

Fig: Send Email to the Candidate

Fig: Job Candidates - Onboarding Status

Fig: Email Signature for Employer & Candidate

Fig: Types of Signatures

Fig: Draw, Type, Upload & My Signature

Workflow Configuration

The Workflow Configuration feature allows organizations to define and automate approval processes for various HR functions. This ensures that requests follow the appropriate hierarchy, reducing manual intervention and streamlining operations.

Workflow -> Workflow Builder 

1. User Task

• A manual task where users can approve or reject requests.
• Commonly used for approvals related to leave, attendance regularization, expenses, and resignations.

2. Service Task

• An automated task where the application calls an API to complete a process.
• Useful for system-generated actions like updating records, sending notifications, or triggering payroll calculations.

3. GOTO (Step Transition)

• Defines the next step in the workflow after a task is completed.
• Ensures seamless movement between different stages of the process.

4. Parallel Gateway

• Creates two or more parallel tasks that can be executed simultaneously.
• Example: Sending an approval request to both HR and the reporting manager at the same time.

5. Exclusive Gateway

• Creates tasks based on defined conditions and routes the workflow accordingly.

Fig: Workflow Configuration

Steps to Configure an Approval Workflow

Access Workflow Builder

• From the Main Menu, navigate to Workflow and select Workflow Builder.
• Click Add to create a new workflow.

Define Basic Details

• Enter a suitable name for the workflow (e.g., "Reimbursement Approval") to clearly identify its purpose.
• Add a description if needed for reference.

Save and Proceed

• Click Save to proceed to the next step of configuration.

Upon saving, the Workflow Screen will appear, where users can begin configuring the approval process according to your organization’s policies. Define the order of approval (e.g., manager first, then finance). Select individual or group approvers for each stage in the process.

Fig: Job Post Workflow Builder

Users can set up the deadlines for automatic actions (Ex: auto-approve or auto-reject) if the request isn’t approved within the given timeframe. The first Deadline is for initial review, the second Deadline is for escalation to the next level if no action is taken, Third Deadline is for final decision or auto-rejection.

Fig: Job Post - Task Configuration

Users can set up automatic email notifications at each stage of the approval process: Approval Initiated: Notify the approvers that the request is awaiting their action. Approval/Rejected: Notify the employee once their request has been approved or rejected.

Managing Role Access

Role-based access control ensures that each user involved in the recruitment process has permissions tailored to their responsibilities. The following is a detailed description of access and capabilities associated with each role in the recruitment module.

Navigate to Settings → CoreHR → Roles

Types of Roles

Admin

• Admin has full access to all features within the recruitment module. 
• To assign Admin access: Go to Role Template and enable Super Admin access for the Recruitment module. Then, navigate to My Team → Team Summary, select the respective employee, go to Personal Info, and enable the Recruiter flag.
• Once configured, the Admin will manage all recruitment-related settings and actions within the module.

Recruiter

• A recruiter plays a key role in the hiring process by creating job postings, screening resumes, conducting interviews, recommending candidates, and ensuring a positive candidate experience. A recruiter has the highest level operational within the recruitment module. 
• However access to the recruitment settings is not granted to recruiters. To enable the access as Recruiter- navigate to My Team → Team Summary- Select the respective employee, go to Personal Info, and enable the Recruiter flag.
• To perform all actions related to candidates, the user must be assigned as a Recruiter in the Hiring Team for that specific job post.

Hiring Manager

• They can view candidate profiles, resumes, and screening responses related to their assigned job posts.
• They have the privilege to participate in interview rounds, submit interview feedback and ratings if associated as the panel member for that specific job posts, recommend candidates for further rounds or final selection.
• Hiring managers cannot create or edit job postings, modify recruitment settings, manage candidate communications or offer.
• To enable the access Navigate to My Team → Team Summary - Select the employee - Job Info and update the role access from the dropdown as Hiring Manager.
• To perform all actions related to candidates, the user must be assigned as a Hiring Manager in the Hiring Team for that specific job post.

Onboarding Specialist

• The onboarding specialist is responsible for initiating and managing the onboarding process for newly hired candidates. Their primary responsibility is to ensure a smooth and efficient transition from candidate to employee.
• The Onboarding Specialist does not have access to create job postings, manage recruitment settings, or review/interview candidates.
• To enable the access Navigate to My Team → Team Summary - Select the employee - Job Info and update the role access from the dropdown as Onboarding Specialist.
• To perform all actions related to candidates, the user must be assigned as a Onboarding Specialist in the Hiring Team for that specific job post.

Organization Unit Admin or Entity Admin

• It is the user role with elevated permissions within a specific legal entity of the organization.In the Recruitment module, these roles act as localized administrators with control over recruitment operations tied to their assigned unit or entity.
• To assign Admin access: Go to Role Template and enable Organization Unit Admin or Entity Admin access for the Recruitment module. Then, navigate to My Team → Team Summary, select the respective employee, go to Personal Info, and enable the Recruiter flag.
• They do not have access to Recruitment Settings, even if assigned as an admin.
• If Centralized Recruitment is enabled in the Recruitment Settings, users will be able to view job posts, candidates, and related data across all organizational units.(Refer Page No-22 for the General Settings)

How to create a new role?

You have the option to create new user roles or modify the permissions for the existing roles as needed.

Go to Settings Menu, Select Roles tab and click on +Configure Roles to define a new role.Enter role details, such as Template Name and enable the View or Add or Update or Delete checkboxes for each module to grant the required access.Save the roles to finalize the creation.

Copy Roles From- It allows the administrator to duplicate an existing role’s permissions when creating a new role.This feature helps streamline role creation by replicating predefined access levels instead of manually configuring them from scratch.

Optional Choice-Super admin decides whether a role should have specific access, such as the ability to modify employee records or approve requests.These options provide tailored access without affecting system-wide security or compliance.

View- Allows users to see data but not make any changes. (e.g., viewing employee profiles or payroll details)

Add- Grants permission to create new records, such as adding a new employee, leave request, or policy.

Update- Enables users to modify existing records, such as updating employee information or attendance etc.

Delete- Provides the ability to remove records permanently.

Fig: Configure New Role

Managing an existing roles

Roles(Edit, Delete & Export)

The Roles tab displays a list of roles along with details such as Role Name, Description, and Status. To edit a role, click the three dots on the card and select Edit. In the Edit Roles screen, make the necessary changes and click Save to update the role access.

If a role is assigned to employees, it cannot be deleted directly. You must first update the role for those employees. Once no employees are linked to it, you can proceed with deletion. To delete a role, first change its status to Inactive by selecting the three dots on the card, clicking Edit, selecting Inactive, and saving the changes. Then, select the three dots again and click the Delete option.

To export the assigned role, click the three dots on the card and select Export. An Excel sheet containing the role access details will be downloaded.

Fig: Edit, Delete & Export Roles

Custom Group

CoreHR → Employee Data Management → Custom Group 

It allows administrators to create tailored groups of employees based on specific criteria. These groups help in defining and applying policies, approvals, and workflows efficiently.

Key Features

• Criteria-Based Grouping: Employees can be grouped by Department, Location, Employee Type, Organization Unit, Grade, and Religion.
• Policy Assignments: Custom groups can be linked to Leave Policies, Attendance Shortage Rules, Holiday Calendars, and more.
• Approval Workflows: Used for group-based approvals in Leave, Resignation, and other HR processes.
• Dynamic Integration: If an employee-specific policy is defined instead of an organization-wide policy, the custom group is automatically integrated with the respective module.

Creating a New Custom Group

• Click +Add New to create a custom group.
• A pop-up window will appear to enter group details.
• Provide all the required information, such as Group Name, Criteria (Department, Location, etc.), and Associated Module.
• Click Save to finalize the group creation.
• The custom group will now be available in the relevant module for usage in policies, approvals, and workflows.

Fig: Add Custom Group

Fig: Custom Group Rules

Fields Description

Interview Rounds Master

It is a foundational setup within the recruitment module that allows organizations to define the structure and evaluation criteria for interview processes. It standardizes how interviews are conducted across various job postings and ensures consistent evaluation metrics for candidates.

• Navigate to Recruitment → Interview Rounds Master
• Steps to follow to configure Interview Rounds Master : 
• Click +Add New to create a new interview round.
• Fill in the required details in the pop-up window, such as Skill, Skill Category, and Instructions to Interviewers.Click on + Add Skill Category and Skill to include multiple skills for that specific interview round.
• Click Save to successfully create and store the interview round configuration,
• The saved interview round will appear as an option when creating a new job requisition in the job posting.

Fig : Add Interview Rounds Master

Fig: Add Skill Category & Skill/Questions

Fields Description

Managing the existing Interview Master

• Click the three-dot Actions menu to edit the details of an existing interview round.
• You can also delete a round, but only if it is not linked to any job postings.

Fig: Edit & Delete Interview Round Master

Job Posts

A Job Post represents an active job opening created within the Recruitment module to attract and evaluate potential candidates. It defines the hiring requirements, role expectations, and serves as the starting point for the end-to-end recruitment process.

Job Post Details

• To create a new job opening, navigate to Recruitment → Job Posts.
• Click the +Add button.
• A pop-up window will appear asking whether the job post requires an approval process.
• Click Yes to enable approval and select the appropriate approval workflow based on your organization's configuration. (Refer to Page No. 43 for details on workflow setup.)
• Click No to proceed without any approval process. The system will allow you to create the job opening directly.
• If Manpower Planning is enabled, only job posts that have received approval will be displayed.
• Based on the option selected as per your organization's policy, click Next button a pop-up window will appear prompting you to fill in all the mandatory fields required for the job requisition.
• Click Submit to save the job opening.
• If an approval workflow is enabled for the job post, its status will be shown as Waiting for Approval. To take action, navigate to the Approval tab and click the tick icon to approve or the cross icon to reject the job post.
• Once approved, the status will update to Open.Next, click on the job post to assign the Hiring Team—including Recruiters, Hiring Managers, Interview Panel Members, and Onboarding Specialists—from the dropdown menus.
• Finally, go to the Publish tab to make the job post live on the integrated Job Portal. (Refer to Page No. 7 for job portal integration details.)
• To publish job posts on your company’s career page, embed the careers page link into your website. All job posts with the Open status will be automatically displayed there. (Refer to Page No. 10 for career page integration details.)
• For job posts with Open status, the available actions are Clone, Close, and Apply.

1. Clone: Creates a duplicate of the existing job post, allowing you to reuse and modify the job description and other details for a new opening without starting from scratch.
2. Close: Marks the job post as closed, making it inactive and no longer visible on the career page.
3. Apply: Allows recruiters or admins to submit applications on behalf of candidates.

• For job posts with Waiting for Approval status, you can perform Clone and Delete actions.
• For job posts marked as Closed, only the Clone option is available.

Fig: Add Job Post

Fig: Job Post with Approval Workflow

Fig: MPP enabled Job Posts

Fig: Job Post Actions(Clone, Apply, Close)

Hiring Team

The Hiring Team is a critical configuration within a job post that defines the roles and responsibilities of individuals involved in the recruitment process for that specific opening. Assigning the right members to the Hiring Team ensures a smooth workflow from job posting to onboarding. 

For details on enabling role-based access, please refer to Page No. 47.

Recruiter

• If Job Visibility is set to Organization in the General Settings, all employees with the Recruiter flag enabled in their Team Summary will appear in the dropdown list.
• If Job Visibility is set to Custom Group, only those employees who belong to the specified group and have the Recruiter flag enabled will be shown in the dropdown.
• If the Recruiter flag is enabled, but the user is not an Organization Unit Admin and Centralized Recruitment is not enabled, the employee will appear in the dropdown only for job posts they are directly associated with.
• If the Recruiter flag is enabled, and the employee is an Organization Unit Admin with Centralized Recruitment enabled, their name will appear in the dropdown for all relevant job posts across the organization.

Hiring Manager

• All employee names will be displayed in the dropdown when assigning a Hiring Manager if the job post is enabled at organization.
• However, if a Custom Group is enabled for the job post, only employees within that group will appear in the dropdown.
• If the Organization Unit is enabled, only employees associated with that specific unit will be shown in the dropdown.

Interview Panel Members

• All employee names will be displayed in the dropdown when assigning a Hiring Manager if the job post is enabled at organization.
• However, if a Custom Group is enabled for the job post, only employees within that group will appear in the dropdown.
• If the Organization Unit is enabled, only employees associated with that specific unit will be shown in the dropdown.

Onboarding Specialist

• All employee names will be displayed in the dropdown when assigning a Hiring Manager if the job post is enabled at organization.
• However, if a Custom Group is enabled for the job post, only employees within that group will appear in the dropdown.
• If the Organization Unit is enabled, only employees associated with that specific unit will be shown in the dropdown.

Fig: Assign Hiring Team for a specific Job Post

Publish to Job Portals

This feature allows you to publish job openings directly to popular job portals such as LinkedIn, Indeed and Job Street, enhancing your reach and attracting a wide pool of candidates.

• Navigate to Recruitment → Job Post, select a job post with Open status, and click on the Publish tab.
• All job portals with active integrations will be displayed here. (Refer to Page No. 7 for job portal integration details.)
• Once the integration is enabled in the settings, the corresponding job portals will automatically appear within the job post.
• Click the toggle button on the respective portal card.

• A pop-up window will appear prompting you to fill in any additional required fields.
• Click Update to publish the job post to the selected portal.
• Please note, for LinkedIn, it may take up to 6 hours for the job post to go live.

Fig: Publish in Job Portal for a specific Job Post

Fig: LinkedIn Job Post Publish

Fig: Job Street Job Post Publish

Fig: Indeed Job Post Publish

Apply behalf of the Candidate

This feature allows recruiters or admins to manually submit an application for a candidate directly from the job post.

• Navigate to Recruitment → Job Posts and select a job with Open status.
• Click the Apply button from the Actions (three-dot menu).
• Upload the applicant’s resume. With the resume parser feature enabled, all available information from the resume will be automatically pre-filled. You only need to manually enter any missing details.
• Click Submit to complete the application.
• The candidate's profile will then appear under Job Candidates for the selected job post.

Publish to Career Page

• To publish job posts on the career page, refer to Page No. 10 for integration details.
• Once the integration is set up, all job posts with Open status will be automatically published on the career page.

Resume Parser

The Resume Parser is an intelligent feature that automatically extracts and interprets key information from a candidate’s resume, significantly reducing manual data entry during the application process. This feature is available in the Candidate portal as well.

• Automatic Data Extraction
  Parses details such as name, contact information, education, work experience, skills, certifications, and more directly from the uploaded resume.
• Pre-Filled Application Forms
  Once a resume is uploaded, the extracted data is used to automatically populate the candidate application form, allowing users to review and fill in only the missing or optional fields.

Fig: Apply for Job Post

Approval Management

Recruitment → Job Post → Approval tab

Approval → Approval Management

Individual Approval

Each record in the approval section has specific icons for action:

• Tick Icon (✔): Click this icon to approve the specific job post.
• Cross Icon (❌): Click this icon to reject the specific job post.

Bulk Approval

Click the checkbox before the Title column to select all the pending approvals. Then, click either the Approve or Reject button located on the right-hand side, above the Actions column, to process the selected approvals.

My Approval
Approvers can view all the job post requests that are pending for approval. They have the ability to take action on these requests, either by approving or rejecting them based on the information provided.

Group Approval
This tab is accessible only when the user is part of an approval group. When approval is assigned to a group, any member of the group can claim the task. Once claimed, the task will appear in their My Approval tab, and they can proceed with the necessary actions. If someone from the group wishes to disclaim the task, they can reassign it to another member of the group, allowing for seamless delegation and approval.

Outstanding Approval
This tab is available exclusively to users with admin access. Admins can view all pending approval requests from various approvers across the organization. They have the ability to take action on these requests on behalf of the approver, ensuring that the approval process continues smoothly.

Approval History
The Approval History tab maintains a complete record of all approvals and rejections. It provides a detailed log of past approval actions, including who approved or rejected the request and any comments made during the process. This allows for easy tracking and transparency throughout the approval workflow.

Fig: Approval Management

Fields Description

Job Candidates

This section in the Recruitment module is where all applicant data related to a specific job post is captured, tracked, and managed throughout the hiring process. It serves as the central workspace for recruiters, hiring managers, and panel members to evaluate and take action on potential hires.

• Navigate to Recruitment → Candidates.
• All resumes submitted through various portals are consolidated within the Job Candidate module.
• If the Skill Matching feature is enabled, the system will automatically analyze the candidate’s profile or uploaded resume by extracting listed skills and comparing them with the required skills defined in the job post.
• A Job Match Score is then generated, indicating how closely the candidate’s skills align with the job requirements.
• Based on the configured Recruitment Hiring Flow, relevant stages will be displayed as filters in the Job Candidate view.
• Using the Actions (three-dot menu), recruiters can shortlist candidates based on their skill match score.
• Upon shortlisting, an email notification will be sent to the respective candidate with the preview.
• Once shortlisted, the candidate’s stage will automatically move to Screening, and their profile will be available in that stage for interview scheduling.
• You have the option to send an Assessment Link, schedule interviews through online meeting platforms or arrange face-to-face interviews, and even block the calendars of interview panel members directly from the system.
• Interview panel members can submit their feedback, and based on the pass score, candidates will automatically progress to the next interview stage.
• This process continues through each round until the final interview is completed.
• If the candidate passes the final round, the recruiter can update the status to Hired.
• Once marked as hired, the offer letter can be generated and sent via DocuSign. If the candidate accepts the offer, the onboarding process will be initiated.

 

 Fig: Job Candidates

Fig: Job Match Score

Fields Description

Stages

The hiring flow, which consists of multiple stages, will be displayed in this section. By clicking on the stage field, you can view all the stages involved in the recruitment process such as sourced, screening, interview, hired, archived, pre-boarding and background verification as per the Hiring Flow configuration(Refer Page No-20). As applicants progress through each stage, their profiles will automatically be moved and categorized accordingly. This allows you to easily track the status of each candidate and manage the hiring process more efficiently.

Fig: Job Candidates- Stages

Shortlist the Candidate

• Based on the Job Match Score, you can shortlist a candidate by clicking the three-dot menu on the specific job post and selecting Shortlist.
• A pop-up window will appear, allowing you to choose the appropriate email template as per your configuration.
• Click Preview Email to review the content, and then click Send Email.
• The shortlisted candidate will receive an email notification confirming their progression in the recruitment process.

Fig: Email Shortlist Candidate

Send Assessment

• Once a candidate is shortlisted, you can proceed to send them an assessment.
• Click the three-dot menu next to the specific candidate and select Send Assessment.
• A pop-up window will appear where you can select the appropriate interview round (as configured in the Interview Rounds Master), choose the panel members from the dropdown, and paste the assessment link.
• Click Preview Email to review the email content— the assessment link will be automatically included. After verifying the content, click Send Assessment.
• The candidate will receive an email containing the assessment link. Once they complete it, the designated recruiter will receive a notification.

Fig: Send Assessment

Schedule Interview

Once a candidate is shortlisted, you can proceed to schedule the interview. There are two types of interview scheduling options: Online Interview and Face to Face Interview.

Online Interview

• If an online meeting platform like Microsoft Teams is enabled in the settings, you can select it while scheduling the interview.
• You will also have an option to allow the candidate to schedule the interview based on their availability:
• If set to Yes:
  1. Click Next, select the appropriate interview round from the dropdown, choose the panel members, and provide the calendar link.
  2. Click Schedule Interview to send an email to the candidate with the calendar link. The candidate can then select a preferred slot and block the panel members' calendars.
• If set to No:
  1. Click Next, select the interview round, choose the panel members, and manually enter the Start Time and End Time for the interview.
  2. If online platforms like Teams or Outlook are enabled, you will have the option to select the platform before confirming the time.
• Finally, click Schedule Interview to send an email notification to both the candidate and the interview panel member with the scheduled interview details.

Face to Face Interview

• Select the Face-to-Face Interview option and click Next.
• Choose the interview date, select the appropriate round, enter the interview venue google will auto prefiled the address. Assign the panel members, and specify the start date and start time for the interview.
• Next, click Preview Email to review the content. After validation, click Schedule Interview.
• The candidate will receive an email with the interview details and Google Map link to the venue, while the panel members will receive a notification about the scheduled interview.
• You will also have an option to allow the candidate to schedule the interview based on their availability:
• If set to Yes:
  1. Click Next, select the appropriate interview round from the dropdown, choose the panel members, and provide the calendar link.
  2. Click Schedule Interview to send an email to the candidate with the calendar link. The candidate can then select a preferred slot and block the panel members' calendars.

Fig: Online Interview- Candidate Schedule Yes

Fig: Online Interview-Candidate Schedule No

Fig: Email for Online Interview

Fig: Face to Face Interview

Fig: Email for Face to Face Interview

Upcoming Interviews

This module provides a centralized and organized view of all interviews that are scheduled for shortlisted candidates. It is designed to help recruiters, hiring managers, and interview panel members stay updated on interview schedules and take timely action as needed.

Pending Feedback

• Once the interview is scheduled, panel members can either provide feedback during the interview session or update it later under the Pending Feedback section.
• To submit feedback, select the relevant candidate and go to the Feedback tab.
• Click the three-dot menu on the right to open and update the scorecard for that specific interview round.
• Panel members can give their recommendation by selecting from options such as: Not Hire, Not Sure, Average, Hire, or Must Hire.
• Additionally, there is a comment box where detailed feedback about the candidate’s performance can be entered.

Fig: Pending Feedback

Activity Log

• The Activity Log for interview scheduling maintains a detailed record of all actions and updates related to interview arrangements for each candidate. It provides a transparent timeline that allows recruiters, panel members, and admins to track changes and ensure smooth coordination throughout the hiring process.
• Logs when the interview was scheduled and by whom.
• Indicates whether the interview was Online, Face-to-Face

Fig: Activity Log- Interview Schedule

Bulk Actions

To perform bulk actions such as uploading candidate profiles, shortlisting candidates, scheduling interviews, or assigning assessments, click the three-dot menu located at the top right corner next to the "Add Job Candidate" button.

Recruitment → Job Candidate → Three dot in the top right corner

Individual Update
You can manually add applicants by clicking on the "Add Job Candidate" button. This allows you to enter candidate details and associate them with the relevant job posting.

Import  Candidates(Bulk Candidates Update)

• To perform bulk actions, such as uploading multiple candidate profiles, click the three-dot menu located at the top right corner next to the "Add Job Candidate" button.
• Select the "Import Candidates" option to begin the process.
• Click on the Import Candidates button to download the pre-formatted Excel template.Open the downloaded file and enter the required details for each candidate, including their name, contact information, experience, and other relevant data.
• Once the information is filled in, upload the completed Excel sheet back into the system.All candidate profiles will be added automatically in bulk and available in the job candidate module.

Fig: Job Candidates- Bulk Update

Fig: Individual Candidate Update

Fig: Bulk Candidate Update

Fig: Import Candidates

Shortlist

To shortlist several candidates at the same time, simply select the applicants you wish to consider and click the "Shortlist" option. This enables you to move all chosen candidates into the shortlisted stage in one action, improving efficiency and saving time.

Schedule Interview

To arrange interviews for multiple candidates simultaneously, select the relevant applicants and click on the "Schedule Interview" button. This feature allows you to coordinate interviews in bulk, streamlining your workflow and reducing manual effort.

Send Assessment

It allows recruiters to assign assessments to multiple candidates at once within the Job Candidate section. This feature streamlines the evaluation process by eliminating the need to send assessments individually. It ensures consistency in the assessment being assigned and saves time during high-volume hiring. Once initiated, each selected candidate receives the designated assessment link, allowing them to complete it as part of the screening process.

Export
If you want to export applicant details, simply use the "Export" option. Clicking the Export button will generate a file containing all relevant information, including candidate names, contact details, application statuses, and other associated data, making it easy to review.

Talent Pool

The Talent Pool in the recruitment module refers to a centralized repository of potential candidates who may not be actively considered for a current job opening but are valuable for future hiring needs. It allows recruiters to organize, categorize, and maintain a database of skilled candidates who can be quickly accessed when relevant positions become available.

• Candidates in the Sourced, Screening, or Interview stages can be moved to the Talent Pool for future consideration.
• To do this, navigate to Recruitment → Job Candidate and click the three-dot menu next to the relevant candidate and select Move to Talent Pool. A pop-up window will appear to capture the necessary details.
• You can organize candidates by creating groups within the Talent Pool for easier sourcing later. Click the +Add button to create a new group, enter the name, and click the tick icon to save it. The newly created group will appear in the dropdown — select the appropriate Talent Pool group, and choose the reason for archiving from the dropdown options such as:Not Qualified, Candidate Not Interested, Not Fit for Current Need, Overqualified, Out of Budget, etc.
• If you wish to notify the candidate, enable the Notify Candidate toggle and select the desired email notification time (e.g., Now, After 2 Hours, After 24 Hours). Then click the Preview Email and Send to the candidate.
• You may also add any remarks in the Comments box before clicking Submit. The candidate will then be moved to the Talent Pool for future consideration.

To move a candidate back to a job post, to another Talent Pool, or to archive or blacklist them, navigate to Recruitment → Job Candidates → Talent Pool.

• Click the three-dot menu next to the relevant candidate and select the desired action.
• A pop-up window will appear based on the selected action, prompting you to provide necessary details:
• For Move Candidate to Job: select the target Job Post, desired stage, and other required information.
• For Move to Another Talent Pool: choose the appropriate Talent Pool group.
• For Move to Archive or Blacklist Candidate: select the relevant reason for the action.

Fig: Move to Talent PoolFig: Email for the Talent Pool 

Fig: Actions for Talent Pool

Archived

The Archived status in the Job Candidates section refers to candidates who are no longer active in the current recruitment process for a specific job post but are retained in the system for future reference or potential opportunities. Archiving helps maintain a clean and focused view of active candidates while still preserving valuable profiles.

• Navigate to Recruitment → Job Candidates, click the three-dot menu next to the appropriate candidate, and select Move Candidate to Archive.
• A pop-up window will appear where you can select the reason for archiving, such as Not Qualified, Candidate Not Reachable, etc.
• If you want to notify the candidate, enable the Notify Candidate toggle and choose the desired email notification time (e.g., Now, After 2 Hours, After 24 Hours). Click Preview Email to review the message, then click Send.
• You can also enter any remarks in the Comments section before clicking Submit. The candidate will then be archived and moved to the Archive folder.

To perform additional actions on archived candidates, you can delete the candidate profile, blacklist the candidate, or rollback their profile to the active candidate list.

• Navigate to Recruitment → Job Candidates → Archived, and click the three-dot menu on the right side of the candidate entry to access these options:
• Rollback – Restores the candidate’s profile back to the active candidate list.
• Delete – Permanently removes the candidate’s profile from the system.
• Blacklist Candidate  – Moves the candidate to the blacklist, restricting future consideration.

Fig: Archived

Fig: Archived Actions

Fig: Move Candidate to Archive

Fig: Email for the Candidate Archive

Duplicate Candidates

• The system automatically identifies duplicate candidates by matching email addresses, mobile numbers, or similarities in name and resume content.
• When a duplicate is detected, the system either flags or merges the profiles based on the configured settings and moves them to the Duplicate Candidates tab for further review.
• The number of times a candidate's profile has been duplicated will be displayed alongside their record.

Blacklist Candidate

• The Blacklist Candidate feature in the Job Candidate module allows recruiters and HR teams to flag candidates who are not eligible for future job opportunities within the organization. This feature helps in maintaining the integrity of the hiring process by preventing the reconsideration of individuals who do not meet internal policies or have been disqualified for valid reasons.
• During  all the stages of the recruitment process, you are able to blacklist the candidate because of some reasons.
• Navigate to Recruitment → Job Candidates → Actions → Blacklist Candidate

Offer Letter Rollout

• Go to Compliance Management → DocuSign.
• For detailed instructions on DocuSign Configuration and the Document Generator, please refer to Page No. 34.

Onboarding 

• Navigate to Recruitment → Job Candidates → Onboarding.
• Once the candidate accepts the offer letter, their status in the Onboarding section will update to Offer Letter Accepted.
• When the status shows Offer Accepted, click the three-dot menu next to the respective candidate and select Send Invite to initiate the self-onboarding process.
• A pop-up window will appear with the job details prefilled. You can set the URL validity period and click Send Invite.
• If the onboarding link has already been sent but the URL validity has expired, you can resend the invite by clicking the three-dot menu again and selecting Resend Invite.
• Once the candidate completes the self-onboarding process, a notification email will be sent to the designated person.
• After successful completion, the candidate's profile will automatically be migrated to the employee database under Onboarding → Individuals.

Fig: Onboarding - Send Invite

Fig: Onboarding- Resend Invite

Document Enforcement Group

The Document Enforcement Group in the onboarding process ensures that specific documents are mandatory for upload and the uploaded document is signed by the employee. The configuration for this enforcement needs to be set up in the Document Sub Type section. Below are the key details of how it works:

Configuration in Document Sub Type

• Navigate to CoreHR → Employee Data Management → Document Sub Type and Click +Add New
• Enable the enforcement group to make the document mandatory during the onboarding process.
• Employees can be required to upload necessary personal documents, such as ID proofs, educational certificates, or previous employment records.
• If enabled, the employee is required to submit the necessary document during onboarding and will not be able to skip this step.

Fig: Document Subtype

Fields Description

Fig: Enforce During Onboarding

Candidate Access to Self-Onboarding

Once the invite is sent, the candidate will receive an email containing onboarding instructions and a secure passcode. The employee should:

• Click the Launch button in the email.
• Log in using the provided passcode.
• Begin the self-onboarding process by completing the required details.
• Completing Personal Information will unlock the Work Experience section, followed by other relevant sections(Certification, Documents, Bank Information)

Fig: Self Onboarding-Candidate View

Reviewing & Submitting Information

Once all details are entered:

• The employee can review the provided information to ensure accuracy.
• Make any necessary edits before submission.
• Click Submit to complete the onboarding process.
• A confirmation message will be displayed, and HR will receive a notification and the status 

HR Verification & Approval

Once the candidate completes the onboarding process, HR will receive an email notification, and the employee record status will update to Self Onboarding Completed.

Navigate to Onboarding → Individuals → Onboarded Individuals to view the employee data with the status of Unverified.

Fig: Unverified Status

HR has the ability to verify, reject, or return the employee data during the onboarding process. If the data is accurate, HR can verify and approve it. If any discrepancies are found, HR can either reject the submission or return it to the employee for corrections. 

Navigate to the relevant employee onboarding record and click the Three Dots in the Actions column.

All options are available only when the status is Unverified.

Fig: Action for the unverified employee data

For the Return status, the default email template will open, allowing you to customize the message and notify the employee or candidate by clicking the Send Mail to update their details and resubmit the onboarding process.

As an Admin, you also have the option to edit the employee data, make necessary changes, and verify the information from your end.Select the relevant employee record and click Edit in each details tab to make any necessary changes.

If the employee data is returned, it will move to the "Invited Individuals" section, with the status marked as "Returned." The employee will receive an email with the passcode to make the necessary changes and resubmit the information.

Fig: Return Default Mail Template

Verify the     Candidate Data

To verify the candidate or employee data in the onboarding process, follow these steps:

• Navigate to Employee Data(Onboarding → Individuals → Onboarded Individuals): Access the employee's profile or the onboarding section where the data for the candidate or employee is stored.
• Select the Candidate: Click on the specific candidate or employee whose data you want to verify.
• Candidate Status Dropdown: Once the employee data is displayed, locate the Candidate Status dropdown. This dropdown allows you to manage and update the status of the candidate during the onboarding process.
• Choose Verified Status: From the dropdown menu, select the option Verified to indicate that the candidate's or employee's data has been reviewed and confirmed as accurate.
• Save and Confirm: After selecting the Verified status, save the changes to update the system. This action will update the employee record, confirming that all provided data is accurate and complete, and it will move the employee's status to Verified in the system.

Candidate to Employee Migration

Onboarding → Individuals → Onboarded Individuals

• Once the verification is complete, you can convert the candidate to an employee by selecting the employee data, clicking the three dots, and then choosing the Convert to Employee option. 
• A pop-up will appear where you can update the employee's role access from the dropdown menu. The employee ID will automatically be fetched from the team summary sequence. 
• After making the necessary selections, click Save. The data will then be migrated to the external integrated system, and the employee will be granted access to the application.

Fig: Convert to Employee

Candidate Experience Portal

It is a dedicated interface that allows job applicants to interact with the hiring organization in a structured, transparent, and user-friendly manner throughout their application journey. To centralize communication between the candidate and the employer.

• If the Candidate Experience Portal access is enabled in the Recruitment Settings (refer to Page No. 24 for configuration details), only then will candidates be able to log in using an OTP to track the status of their hiring process.
• For the configuration, navigate to Settings → Recruitment → General → Candidate Experience Portal
• If access is enabled, candidates can log in to the Candidate Experience Portal from the Career Page using their email address. 
• An OTP will be sent to the provided email for authentication, allowing the candidate to log in and proceed.
• Blacklisted and archived candidates will also be able to access the portal if access is enabled in the settings.
• Once the candidate logs in, they will find options in the top right corner(avatar icon) to validate their profile, check the application status for the jobs they have applied to, view available job postings from the company career page, and sign out.
• By clicking on My Profile, the candidate will see their previously submitted resume and details pre-filled. If they wish to add or modify any information, they can do so and click Save. The updated information will automatically reflect in the Job Candidates section.
• By clicking on Application Status under the avatar icon, candidates can view the current status of their applied job requisitions.
• By clicking on View Jobs under the avatar icon, candidates can see all open job postings within the company and have the option to apply. If the Multiple Job Apply setting is enabled in the configuration, candidates will be able to select and apply to multiple jobs simultaneously.

Fig: Candidate Experience Portal Configuration

Fig: Email Address Login

Fig: Application Status

Fig: OTP Authentication

Fig: Candidate Experience Portal Actions

Fig: My Profile

Fig: View Job