Offers Module 

The module provides a comprehensive solution for managing the candidate selection process and storing information for each candidate.

Work in the module consists of two business processes:

A department creates and approves a recruitment request with information about the position and candidate experience.

Based on the received request, the HR department selects candidates, schedules interviews, and closes the request upon candidate selection.

Available Workspace 

Модуль доступен в рабочем пространстве Рекрутинг.

Recruitment Request 

Process Directories 

City:

Experience:

Position

Project

Grades

Roles 

Initiator	Company employee submitting a recruitment request
General Director	Company General Director approving the recruitment request
HR	Employees of the HR department group who post vacancies, select candidates, and schedule interviews.

Organizational structure groups where users must be added 

General Director

Chief Accountant

Accounting Department

HR Department

Production Director

Statuses 

Draft	Recruitment request created
Director Approval	Recruitment request sent for director approval
Revision	Recruitment request sent for revision to the Initiator
Rejected	Recruitment request rejected by the director, initiator, or HR department employee.
Vacancy Attachment	Recruitment request received by the HR department, employee publishes vacancy information and places it in the request card
Candidate Selection	Request received by the HR department for candidate selection based on the published vacancy
Started Work	HR employee set ‘Started Work’ in the candidate card. Recruitment request closed.

Request Processing Workflow 

Step 1. Creating a Request 

Creation is possible using the quick create button:

or from the «Recruitment Requests» journal:

The Request creation form becomes available on the screen:

Required card fields:

Initiator;

Position;

Department;

Department Head;

City;

Work Experience;

Planned Start Date.

Fill in the mandatory fields marked with * and additional ones if necessary, click «Save» to save the draft, or «Create» to send for approval. After creating the request, the status becomes «Director Approval».

You can navigate to the request in any of the following ways:

by opening the task in the «Current Tasks» Journal;

by opening the document in the «Recruitment Requests» Journal;

by following the link from the received notification.

Подробно о задачах.

Step 2. Director Approval of the Request 

The system creates a task «Director Approval», which is assigned to the General Director.

The Request card opens in a separate tab:

The following decisions can be made on the request:

Approve by clicking «Approve», the status will change to «Vacancy Attachment». The HR department will receive a notification.

Send to the Initiator by clicking «Revise», the status will change to «Revision». The executor will receive a notification.

Reject by clicking «Reject», the status will change to «Rejected». The Initiator will receive a notification.

A comment can also be added in the «Comment» field.

Step 3. Attaching a Vacancy 

The system creates a task «Vacancy Attachment», which is assigned to the HR department.

The Request card opens in a separate tab:

Adding Vacancy Information

To add information about the created vacancy, click «Create» (1):

Specify the link to the posted vacancy and select the vacancy from the directory, click OK:

If the vacancy is not in the directory, it can be added using the Create button:

Added information about the created vacancy:

Task Execution

Vacancy information will be reflected in the task:

To execute the task, click «Confirm» in the «My Tasks» widget.

The request status becomes «Candidate Selection and Choice».

Step 4. Candidate Selection and Choice 

Система создает задачу «Подбор и выбор кандидатов», которая назначается на отдел кадров. На данном шаге сотрудник отдела кадров работает с процессом Кандидаты

The Request card opens in a separate tab:

Adding Information about Considered Candidates

Add the candidates being considered at the selection stage to the recruitment request card. To do this, switch to edit mode in the «Properties» widget:

In the «Candidates» section, click «Select»:

The «Candidates» journal will open with a filter configured based on the specific request data.

If you need to select candidates with different experience, city, etc., remove the criteria and click «Apply»:

Select the candidates and click «OK». The selected candidates will be reflected in the request:

Save the request.

These employees will be reflected on the kanban board

Task Execution

After the candidate for the vacancy is selected and their card is marked as started work, this candidate must be selected in the request using the «Select (1)» button. Only candidates with the status «Started Work» are available for selection.

To execute the task, click «Confirm» (2).

The request status becomes «Started Work».

Kanban Board for Tracking the Candidate Selection Process 

In the request card for which candidate selection is already in progress, the Kanban Board tab is available, displaying candidates for this request in various statuses:

Clicking on the Full Name allows you to go to the candidate’s card.

Actions 

Rejecting a Request 

The Initiator can reject the request at the «Revision» status, the HR employee can reject at the «Vacancy Attachment», «Candidate Selection» statuses using the «Reject» action:

And by specifying a reason:

The request status becomes «Rejected».

When revising the request at the «Revision» status, an email with a comment is sent to the director.

At the «Vacancy Attachment», «Candidate Selection» statuses, an email with a comment is sent to the director and the initiator.

Create Assignment 

An assignment can be created from the document card by selecting the action «Create Assignment». See details Creating an assignment from a card

Candidates 

Business Process Diagram 

Roles 

HR	HR department group responsible for candidate selection.
Technical Interview Interviewers	Company employees selected as technical interview interviewers
Chief Accountant	Chief Accountant approving the offer
Production Director	Production Director approving the offer
General Director	Company General Director approving the offer

Statuses 

Draft	Candidate created
Rejected	Candidate rejection at various stages
Scheduling Introductory Interview	Scheduling the date for the introductory interview
Declined by Candidate	Candidate refusal after the introductory interview, refusal to accept the offer.
Introductory Interview	Conducting the introductory interview and making a decision based on its results.
Candidate Rejected	Negative decision based on the results of the introductory/technical interview
Technical Interview	Introductory interview conducted successfully. Scheduling, conducting the technical interview, and making a decision based on its results
Offer Terms Approval	Candidate selected. Approval of offer terms by the accountant, production director, general director. If revision is needed based on the approval results, the status does not change - the task is returned to the HR employee.
Awaiting Candidate Response	Sending the offer to the candidate and awaiting their decision
Processing Candidate Response	Entering the candidate’s decision
Offer Accepted	Candidate accepted the offer.
Started Work	Candidate started work
Did Not Start Work	Candidate did not start work

Journal 

Journal Kanban View 

The mode is available by clicking:

The board columns display candidate statuses; on the board itself, candidates are distributed by status. Clicking on the Full Name allows you to go to the candidate’s card.

Candidate Processing Workflow 

Step 1. Creating a Candidate Card 

Creation is possible using the quick create button:

or from the «Candidates» journal:

The Candidate creation form becomes available on the screen:

Select the request for which the candidate search is needed, fill in the mandatory fields marked with * and additional ones if necessary, attach the resume file, click «Save» to save the draft, or «Create» to send further through the process.

Upon creation, the status becomes «Scheduling Introductory Interview».

You can navigate to the candidate in any of the following ways:

from the received email;

by opening the task in the «Current Tasks» Journal;

by opening the document in the «Candidates» Journal;

Step 2. Scheduling the Introductory Interview 

The system creates a task «Scheduling Introductory Interview», which is assigned to the HR department employee.

The Candidate card opens in a separate tab:

Specify the introductory interview date and click «Confirm» to complete the task.

The candidate status becomes «Introductory Interview».

Step 3. Conducting the Introductory Interview and Making a Decision 

The introductory interview is conducted by an HR employee who then makes a decision on it:

To complete the task «Introductory Interview», enter feedback on the introductory interview and select the appropriate decision:

«Reject» – the candidate status becomes «Candidate Rejected».

«Declined by Candidate» – the candidate status becomes «Declined by Candidate».

«Confirm» — the candidate status will change to «Technical Interview». The system creates a task «Scheduling Technical Interview».

Step 4. Scheduling the Technical Interview 

Return to the Candidate:

To complete the task «Scheduling Technical Interview», specify the technical interview date, select technical interviewers, and click «Confirm».

The candidate status becomes «Technical Interview».

Step 5. Conducting the Technical Interview and Making a Decision 

The system creates a task «Technical Interview», which is assigned to the selected interviewers.

The Candidate card opens in a separate tab:

Enter feedback on the technical interview and select the appropriate decision:

«Reject» – the candidate status becomes «Candidate Rejected».

«Confirm» — the candidate status will change to «Offer Terms Approval». The system creates a task «Offer Approval».

Step 6. Creating an Offer and Starting Its Approval 

The system creates a task «Offer Terms Approval», which is assigned to the HR department employee.

The Candidate card opens in a separate tab:

Specify the salary, attach the offer file, and click «Confirm» to complete the task.

The candidate status becomes «Offer Terms Approval».

Step 7. Offer Approval by the Chief Accountant, Production Director, and General Director 

The system creates tasks «Offer Terms Approval» for the Chief Accountant, Production Director, and General Director.

The Candidate card opens in a separate tab:

The following decisions can be made on the offer:

Approve by clicking «Approve», the status will remain «Offer Terms Approval». The task will be assigned to the next approver.

send to the Executor for changing the terms, click “Revise” — the status will change to “Revision”. The Executor will receive a notification and a task “Offer Approval”. See Step 6. Creating an offer and launching its approval

Reject by clicking «Reject», the status will change to «Candidate Rejected». The candidate process is complete. The Executor will receive a notification.

A comment can also be added in the «Comment» field.

After successful approval by the General Director, the HR employee will receive a notification and the task «Sending Offer to Candidate».

Step 8. Sending the Offer to the Candidate 

The system creates a task «Sending Offer to Candidate», which is assigned to the HR department.

The Candidate card opens in a separate tab:

Specify the expected candidate response date and click «Confirm» to complete the task.

The candidate status becomes «Awaiting Candidate Response».

Step 9. Processing the Candidate’s Offer Response 

The HR employee receives the candidate’s response to the offer and enters their decision into the task «Processing Candidate Offer Response»:

In the task «Processing Candidate Offer Response», select the appropriate decision:

If the candidate declined the offer, the status becomes «Declined by Candidate».

«Revise», if the offer terms need to be changed;

«Confirm» — enter the start date, the candidate status will change to «Offer Accepted».

Step 10. Starting Work 

The HR employee records the candidate’s start/no-start status in the «Starting Work» task:

If started work, the status will change to «Started Work». The HR employee then proceeds to the request at Step 4. Candidate “Selection and Choice

If the candidate did not start work, the status will change to «Did Not Start Work».

Actions 

Reject 

At each step, the candidate can be rejected — specify the reason and add a comment if necessary:

The candidate status will change depending on the selected reason to:

Declined by Candidate;

Candidate Rejected.