Template: Candidates coordination

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Alica Kačengová

The job market is a very dynamic environment and statistics show that the time people spend at one job is decreasing. Companies open way more new positions than ever before which introduces an additional overhead to HR departments who take care of the whole process: post new positions, review applications, communicate with candidates, conduct interviews and so on. Delivering an excellent first experience to candidates has the top priority and it should not be obscured by navigating a complex recruitment software. Lumeer’s Candidates coordination template helps you streamline the hiring process and focus on delivering the best experience to the candidates and the best results to the company.

The two main parts of the process are management of positions and management of candidates, and we will focus exactly on that.

Managing the positions

If you work in an HR department or in a recruiting agency, chances are that there are a lot of positions to process and you need a clear overview at any moment. Depending on the workflow, position can be in multiple states.

One of the typical workflows may be: 

  • pending approval – the manager has to approve opening of the position,
  • open – the position is open and advertised (posting on job portal, screening and contacting potential candidates),
  • on hold – if for whatever reason the process has been paused, the position is put on hold,
  • closed – the hiring process has been finished.

Board perspective groups positions in columns by state and allows you to easily switch positions from one state to another:

Time aspect is important too – what if you need to see which positions are going to be closed in the near future? Timeline perspective shows you exactly that:

Managing the candidates

When your goal is to find the best people for the positions, then, naturally, candidates are the most valuable asset that you work with, therefore you want to make sure that the communication and the whole hiring experience is as smooth, effective and engaging as possible.

One of the activities recruiting certainly contains is interviewing the candidates. Then, of course, you want to have a calendar which shows you upcoming interviews:

After a candidate applies for a position, we need to record this and set up an interview. One person can apply to multiple positions and have multiple interviews. It is especially useful to know this to further optimize your processes and avoid multiple company introductions for example:

And of course, a particular person has to be responsible for the interview and this also needs to be recorded. In another view, we can assign interviews to recruiters:

Did you find the right person for the position? Then congratulations! But what about the candidates that were not hired? What if there were more brilliant people that could be a valuable asset to your company, but you could hire only one for the position? That means they could fit a different position. 

Distance from home is one of the aspects people consider when choosing their job. Therefore we could approach unsuccessful candidates with job offers close to their home. Map shows us which offices are the nearest to the candidate’s home and we can determine which other positions could be relevant based on the offices location:

Make it yours

Lumeer provides you with templates to save your time, not to restrict your work. You can always customize tables, views and perspectives to your needs.

Maybe the information you store about candidates is not sufficient and you need to store their CV as well. How? Go to Applicants table and add a column with file attachment:

Double click on the cell, upload the file and it’s there!

Do you manage HR department? Try Candidates coordination template and see how it can help you to focus on your work!