How to Manage Hired Candidates in Horilla HRMS
Managing hired candidates effectively is crucial for any organization to streamline processes like onboarding, internal communication, and more.
In this blog, we’ll walk you through how to manage hired candidates in Horilla HRMS, a powerful tool for recruitment and onboarding.
Whether you’re new to Horilla or looking to optimize your workflow, this guide will help you navigate the platform with ease.
Accessing the Hired Candidates List
Under the Onboarding section in Horilla HRMS (Marked 1), you’ll find the Candidates tab (Marked 2). This is where all hired candidates are listed. This section provides key details, such as:
- Candidate Name
- Date of Joining
- Probation end date
- Job Position
- Recruitment
- Offer Letter Status (sent, not sent, accepted, rejected, joined, etc.)
This centralized view makes it easy to track and manage all hired candidates in one place.
Actions You Can Perform on Hired Candidates
Horilla HRMS offers a variety of actions to manage candidates effectively (marked from 4–8). Here’s what you can do:
Edit Candidate Profile
You can update or modify a candidate’s profile directly from the list by clicking on the edit action (Marked 4). This is useful for keeping information up-to-date.
Send Emails
The Send Mail button (marked 5) allows you to communicate with candidates. When you click it, a window pops up with fields for:
- Recipient (automatically filled with the candidate’s email ID)
- Subject
- Message Body
- Attachments (e.g., offer letters or other documents)
- Once sent, the email is processed in the background, and you can track its status.
Reject Candidates
If a candidate needs to be moved to the rejected list, you can do so by clicking the Reject button (Marked 6). You’ll need to provide a reason for rejection and optionally add a description. Once saved, the candidate is moved to the rejected list.
Send Portal Access
For candidates who need access to the company portal, you can use the Send Portal button (Marked 7). Once sent, the button turns green to indicate successful delivery.
Delete Candidates
If a candidate’s profile is no longer needed, you can delete it directly from the list using the delete button (Marked 8).
Search and Filter Options
Horilla HRMS makes it easy to find specific candidates or groups of candidates:
- Search Bar: Use the search bar to find candidates by name, employee ID, or other details.
- Filters: You can filter candidates by:
- Recruitment Drive
- Job Position
- Joining Date (from/to)
- Probation Status
- Offer Letter Status
- Rejection Status
- etc..
For example, you can filter candidates hired for a specific job position, such as Software Developer, and view only those profiles.
Grouping Candidates
Horilla HRMS allows you to group candidates based on specific criteria, such as:
- Recruitment
- Job Position
- Department
- Hired
- Country
- Stage
- Date of Joining
- Probation End
- etc..
Bulk Actions
Managing multiple candidates at once is a breeze with Horilla HRMS’s bulk action features:
- Send Portal Access in Bulk: Send portal links to multiple candidates simultaneously. You can even attach files or use templates like offer letters(Marked as 3).
- Export to Excel: Export candidate details to an Excel file for offline use. Simply select the candidates, click Export, and confirm the download.
- Offer letter status: Update offer letter status for selected candidates in the list view.
- Bulk Delete: Delete all the selected records or candidates
Creating Candidate Profiles
If a candidate’s recruitment details aren’t available in the recruitment software, you can create their profile directly in the onboarding module. This ensures the onboarding process can begin without delays.
Tracking Statuses
Horilla HRMS provides quick filters or indicators to track candidate statuses:
- Portal Sent: Green indicates the portal link has been sent.
- Portal Not Sent: Indicates pending portal action.
- Joining Status: Shows whether the joining date is set or not.
- Email Status: Displays the subject of the last email sent to the candidate.
These color-coded statuses make it easy to monitor progress at a glance.
Conclusion
Managing hired candidates in Horilla HRMS is a seamless process, thanks to its intuitive interface and robust features. From sending offer letters and emails to filtering and exporting data, Horilla HRMS empowers organizations to handle onboarding efficiently. Whether you’re managing a handful of candidates or hundreds, Horilla HRMS has the tools to simplify your workflow.
