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Common Practice Guide | Manager’s Guide to Applicant Tracking (ATS)

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AllianceHCM's Applicant Tracking System (ATS) allows your company to post your open positions by location to a custom online applicant center with a unique URL.

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

💡Good to know: This article is a part of our Common Practice Guide. See all of our user guides here.

AllianceHCM tips: Keep an eye out for tips from our experts!


Recommended New Hire Workflow

Below is the recommended workflow for new hires:Untitled_1024_A_175_px_.png

Accessing the Applicants Page of AllPay

  1. Login to AllPay and make sure you are looking at the right company.
  2. Open the Onboard module from the top of your home screen.
  3. Click on Applicants from the Applicants column.
    click-on-applicants.png

Viewing Applicants

To view your applicants, you will work with the applicant records on AllPay's Applicants page. Navigate there by opening the Onboard menu from your dashboard, then looking under the Applicants column and choosing Applicants.

The Applicants page lists all of your applicants and some at-a-glance information about each.

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You can modify the applicants who appear on your dashboard using the Options button. This button (highlighted below in red) opens and collapses different filters (highlighted below in yellow) to look for applicants based on submit date and/or specific statuses.

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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 candidates who partially filled out an application but did not complete/submit it.

Additional menu options are listed and highlighted below:

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  1. Search: Allows you to search for specific applicants.
  2. Filter: This button allows you to build custom filters for the list of applicants.
  3. Edit Table Columns: This button allows you to pick and choose the columns that you see on your Applicants page.
  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.

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Working with an Applicant

To select an applicant, click their name on the Applicants page.

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
  • Matching Applicants
  • Flags/Events
  • Conversations
  • Documents
  • Background Check
  • Folders

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Quickly add information to an applicant's record with the small arrow next to their name. This section contains the following actions:

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

  • Edit Applicant Information: This lets you edit the applicant's name, email address, phone numbers, and address.
  • Order Background Check: This allows you to place an order for a background check using our partner, Checkr.
  • Onboard Applicant: This button sends the applicant to the onboarding portal when you're ready to hire them.
  • Disqualify Applicant: Click this button to disqualify an applicant from consideration for the open position.
  • Un-Disqualify Applicant: Use this button to make a previously disqualified applicant into an active applicant.
  • 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.
  • Send Offer Letter: Use this to send an offer letter to a candidate.
  • 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 profile. Below is an example of a Flag (pictured left) and an Event (pictured right):

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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.

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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 at the bottom of the desired flag.
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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.

AllianceHCM tip: AllPay records any edits made by a user so that all changes can be viewed and audited by your company's AllPay administrator.


Conversations

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

AllianceHCM tip: If you initiate a conversation in AllPay, the entire thread will be available for all users to reference. This makes it easy to know that everyone internally is informed about an applicant.

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AllianceHCM tip: You can see a full view of all conversations with all applicants from the Conversations page of the ATS.

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If you want to respond or send a new message to your selected applicant, click the Reply or Log Item button.

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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.

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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.
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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 or view all of our user guides here.

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.


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