Manager’s Guide to Applicant Tracking (ATS)

AllianceHCM's Applicant Tracking System (ATS) allows your company to post your open positions by location to a custom online Applicant Center. Your unique URL will be provided to you.

Once a candidate applies to a position, you will be able to view, communicate, and schedule interviews with your applicants thorough AllPay, making it easier to reach a hiring decision.

Recommended New Hire Workflow

Below is the recommended workflow for new hires:

Accessing the Applicants Section of AllPay

1. Login to AllPay and make sure you are looking at your applicant tracking company
2. Select the Onboard module from the top of your home screen
3. Click on Applicants from the pop-up navigation menu (see screenshot below)
   
   ​

Viewing Applicants

To view your applicants, you will work with the applicant records on the Applicants page of AllPay's system. Navigate there by hovering over the Onboard item in your top navigation, then looking under the Applicants column and choosing Applicants.

The Applicant Dashboard contains a list of your applicants (example pictured below).

You can modify the number of applicants that appear on your dashboard using the Options button. This button (highlighted below in red) allows you to use different filters (highlighted below in yellow) to look for applicants based on submit date and/or specific statuses.

The checkboxes under Applicants (shown above with red arrow) can be used to filter by the following:

• Include Onboarded: Shows selected applicants who have already been sent to onboarding
• Include D-Qued: Shows applicants who have been disqualified
• Include Not Submitted: Shows partial applicant details when a candidate does not complete the application

Additional menu options are listed and highlighted below:

1. Search: Allows you to search for specific applicants
2. Filter: This button allows you to build custom filters
3. Edit Table Columns: This button allows you to pick and choose the columns that you see in your applicant dashboard
4. Reload Data: This button refreshes and reloads the data once you have applied a filter

To add a candidate manually, you can use the Add Applicant button (shown boxed in red below) located at the top right of the page. If desired, click the Export button (shown below with red arrow) to download or email the selected applicant's data.

Working with an Applicant

To select an applicant, click their name from the Applicants dashboard.

Once selected, their Profile details will open up. This is a tabbed view with several sections for each applicant running across the top of their details view:

• Profile
• Flags/Events
• Coversations
• Documents
• Background Check
• Folders

You will view and add information to the applicant's records in the Applicant Summary section, which you can access from the small arrow next to their name. This section contains the following Applicant Actions:

You will only see the options your account is authorized to use. Select the desired Applicant Action:

• Order Background Check: This allows you to place an order for a background check using our partner, Checkr
• Onboard Applicant: This button is used when a hiring decision has been made and sends the applicant to the onboarding portal
• Disqualify Applicant: Click this button to disqualify an applicant from consideration for the open position
• Un-Disqualify Applicant: Use this button to take a previously disqualified applicant out of the D-Qued database and back into the active applicant database
• History: Shows an audit trail of every activity for this candidate
• Change Location: Reassign the candidate to a different location
• Change Position: Reassign the candidate to a different position
• Print: Use to print the selected applicant(s) information

Flags/Events

Get to the Flags/Events section of an applicant's profile by clicking on the option from their details view. Below is an example of a Flag (pictured left) and an Event (pictured right):

Use Flags to manage the hiring stages internally, such as adding notes for HR or a hiring manager, and use Events to send calendar invitations to your candidates and attending team members.

Click Add Flag to manage the stages of the hiring process for your selected applicant. Click Add Event to create and schedule a phone call, online interview, or in-person interview with the candidate.

You can also add a Note to any flag by clicking on the pencil icon (pictured below) at the bottom of the desired flag.

A text box will open where you can enter your notes. These notes will be displayed under the assigned flags for you and other authorized AllianceHCM users to view and edit.

Conversations

Get to the Conversations section of an applicant's profile by clicking on the option from their details view. This is where all of your email communication with the candidate is stored.

Simply select the desired Conversation Title, and it will show the Conversation Details under the Applicant Conversations list (see screenshot below).

If you want to respond or send a new message to your selected applicant, scroll to bottom of the page and click Reply or Log Item (shown below in red).

The candidate will be able to receive emails with the user's email address and texts via their provided cell phone number.

Documents

Get to the Documents section of an applicant's profile by clicking on the option from their details view. This section contains documents that are associated with the applicant, like resumes, cover letters, or anything else.

You can upload any digital document to an applicant’s record. When an application is submitted, a PDF version is available for you to download; this will be the first record displayed in the documents sections.

Click the Download button (pictured below) to download the document.

Video Resources

Click below to the AllianceHCM Basic Course: Applicant Tracking System (ATS) (or view the video at this link):

Want to learn more? Click here to view another section in AllianceHCM's Common Practice Guide.

You can also reference the guides for hiring and onboarding a new employee.

Remember, if you have any questions or need additional help, you can always reach out to AllianceHCM experts by phone at 281-875-1818, or you can contact your dedicated Customer Service Representative (CSR), who is listed on your AllPay dashboard. We’re happy to help and look forward to supporting all of your payroll and HR needs.