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Configuring and activating Hiring Manager

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Attention.gif Hiring Manager should only be activated after configuration has been completed and you have finished communicating with and initiating everyone involved in the basics of the application.

Activating the Hiring Manager application gives hiring managers access to their active job postings and applications. They will also be directly informed of all relevant new events (e.g. newly arrived applications or assessments), right in the application. The application can be activated either globally (for all managers) or individually for each user.

Info.gif Please consult with your contact person or the Customer Service team at Haufe-umantis AG if you have any questions or require additional support with configuration or activation.

Basic configuration

You will receive a warning message in the Hiring Manager application if you have not yet completed the basic configuration. The basic configuration is required for correct use of the application. The application is delivered with default settings that must be reconfigured. This configuration should line up with the recruiting process that you use in umantis Applicant Management. The most important points here are the mappings for application statuses and evaluations.

When logged in as an administrator, navigate in Hiring Manager to the Configuration section. Then review the following settings and make any changes necessary to ensure that Hiring Manager correctly reflects your recruiting process. The following four steps are essential for the configuration process:

  1. Mapping of application statuses
    You must indicate which application statuses from umantis Applicant Management will be mapped to which statuses in the Hiring Manager application. Drag and drop to apply the desired setting.
    > More information
     
  2. Mapping of evaluations
    Set up the mapping for evaluations here. To do this, you must indicate how evaluations from umantis Applicant Management will be presented in the Hiring Manager application.
    > More information
     
  3. Job requisitions
    Do your managers work with job requisitions? If so, then activate job requisitions here.
    > More information
     
  4. Use Hiring Manager (globally)
    Caution: Global activation gives all users access to the new Hiring Manager application. With this activation option, managers will no longer be able to access the previous view (/SelfServiceLine) — users will automatically be redirected to the Hiring Manager application.
    > More information


Mapping statuses

To provide the manager with a simplified view of the recruiting process, the application status and proposed next step (from umantis Applicant Management) are merged in the new application. This merged representation is created in the new Hiring Manager application through the use of standardized phases/statuses.

Therefore, before activating the new interface, a reasonable mapping should be set up for the statuses. This involves assigning the values from the selection lists for

  • Application status” (umantis Applicant Management: /Administration/Dropdown/2/Profile)
    and
  • “Proposed next step” (umantis Applicant Management: /Administration/Dropdown/24/Profile)

to the statuses used in the new application. In this process, the administrator specifies how the values from umantis Applicant Management will be represented in the new application.

Set up the mapping of statuses in the new application (via drag and drop) under: Settings > Configurations > Application status mapping

Info.gif Depending on your company’s recruiting process, you may be using different custom application statuses and “Proposed next steps” in umantis Applicant Management.

In the new application, these values are mapped to the “core” phases/statuses and displayed to the user (hiring manager) accordingly. See the notes on this subject in the following section.

Phases in the recruiting process and associated application statuses

The recruiting process includes various distinct phases that generally build upon one another. These phases are represented in Hiring Manager through the use of statuses. Within the new application, some of these statuses have multiple application statuses and “Proposed next step” values assigned to them from umantis Applicant Management. This merging of statuses leads to a simplified (consolidated) view of the current recruiting process in the new application. At the applicant level, users can see a more detailed view of the applicant’s status.

The table below provides an overview of the different phases that an application goes through in Hiring Manager. The application statuses from umantis Applicant Management that are assigned by default are also listed:

Attention.gif Notes:

  • Please note that the following table reflects the default mapping. If you work with custom (or additional) values from the “Application status” and “Proposed next step” selection lists in umantis Applicant Management, then set up a reasonable mapping for those statuses in the new application.
  • If no Application status / Proposed next step is mapped from umantis Applicant Management to a given phase or status in the new interface, then this phase or status will not be displayed in the new application!
Status in Hiring Manager Status description Mapped
Application status &
Proposed next step
from umantis Applicant Management
Comment / Note
1st phase Under review The first phase in the recruiting process is represented in the new application with the “Under review” status.

This status is assigned to all newly received applications for which no initial decision has been made yet.

  • Application received
  • Preselection
  • Manager evaluation
  • Application incomplete
By default, these application statuses from umantis Applicant Management are mapped to the first phase (“Under review” status).
2nd phase Interview The second phase in the recruiting process is represented in the new application with the “Interview” status.

Applicants/Applications in this status have been (or should be) invited to an interview.

  • Invite
  • Invited
  • Interview appointment confirmed
  • 1. interview
  • 2. interview
  • Request documentation
  • Waiting for further applications

  • Invited to video interview
  • Video interview done
  • Video interview canceled
  • Video interview expired
By default, these application statuses from umantis Applicant Management are mapped to the second phase (“Interview” status).



These application statuses from umantis Applicant Management are only displayed if Video interview has been activated in the settings.

3rd phase
(interim phase)
Waiting The “Waiting” phase can be used as an “interim phase” in the recruiting process.

Applicants/Applications go into the “Waiting” status if no (final) decision can be made yet, e.g. if other applications need to be reviewed first. The “Waiting” phase should preferably be used only for those statuses (and hence, for those applications) for which a decision by the manager (or the committee) is still pending. It should not be used for applications for which an action is expected from the candidate’s side (e.g. Documents requested).

  • Waiting list
By default, these application statuses from umantis Applicant Management are mapped to the third phase (“Waiting” status).
4th phase Offer The fourth phase in the recruiting process is represented in the new application with the “Offer” status.

A concrete offer is presented to the candidate, and/or a contract is prepared and sent out. The process then waits for the candidate’s response.

  • Present an offer
  • Create and send contract
By default, these application statuses from umantis Applicant Management are mapped to the fourth phase (“Offer” status).
5th phase Hired The “Hired” phase is used in the recruiting process for candidates for which a mutual contractual agreement has

previously been established. This leads to hiring / the start of work at a particular specified time.

  • Hired
By default, this application status from umantis Applicant Management is mapped to the fifth phase (“Hired” status).
6th phase
(special phase)
Rejected The (special) “Rejected” phase can be used in the recruiting process for applicants/applications that have been rejected.
  • Declined
By default, this application status from umantis Applicant Management is mapped to the sixth phase (“Rejected” status).
7th phase
(special phase)
Withdrawn The (special) “Withdrawn” phase can be used in the recruiting process when applicants have withdrawn their applications.
  • Application withdrawn
By default, this application status from umantis Applicant Management is mapped to the seventh phase (“Withdrawn” status).
7th phase Not mapped In the “Not mapped” section, you will find all values from umantis Applicant Management that have not (yet) been mapped in the new application.
  • (empty)
Info.gif We recommend that you always assign all values to the phases/statuses above in a meaningful way — even the ones that you don’t use in the recruiting process. This ensures that even “wrong” values set by accident for Application status / Proposed next step will be mapped in Hiring Manager.

Graphical overview of the different phases in the recruiting process

HiringProcess EN.png

Example mapping
Info.gif The following table presents an example status mapping   (Expand to see email content.)
Phase Status
Under review
  • Narrowing down
  • Forward to manager
  • Manager evaluation
Interview
  • Provisional response sent
  • On the short list
  • Request further info (Info requested)
  • Waiting for further applications
  • 1st interview done
  • Test task assigned
  • Test tasks successfully completed
  • Forward to department
  • Consulting with HR
  • Consulting with the department
Waiting
  • On hold
  • Waiting (2nd round)
  • Hold
  • Defer
Offer
Hired
Rejected
  • Lacks required knowledge
  • Too little experience
  • Freelancer pool
  • Pool
  • Good fit for another department
  • Test tasks not successfully completed
Withdrawn
  • No reaction


Mapping evaluation scores

In Hiring Manager: Configuration > Mapping evaluation scores > Configure > MAPPING EVALUATION SCORES

As with the mapping of the application statuses, you should also set up a mapping for the evaluation scores. In this process, the administrator specifies how the evaluation scores from umantis Applicant Management will be represented in Hiring Manager.

Revert to default
Attention.gifThis action allows you to go back to the default mapping of values. Please use this action if you modify the “Quality” and “Overall evaluation” selection lists in umantis Applicant Management, or if you add or delete values. This is necessary in order to “re-initialize” the values for the Hiring Manager application. Then configure the mapping in Hiring Manager accordingly, so that it correctly reflects the corresponding selection list values defined in umantis Applicant Management.

Note that the evaluation scale in the new Hiring Manager interface should always align with the one in umantis Applicant Management. Therefore, always adjust the mapping when you make changes to the associated selection lists in umantis Applicant Management. The values must be correctly represented in Hiring Manager in order to avoid incorrect system behavior and misunderstandings when evaluating applicants.

Info.gif FAQs - Zuordnung/Mapping

Mapping HR expert evaluations

In Hiring Manager: Configuration > Mapping evaluation scores > Configure > MAPPING EVALUATION SCORES (overview) > HR EXPERT EVALUATIONS

Info.gif This mapping determines how values from the “Quality” selection list (umantis Applicant Management: /Administration/Dropdown/23/Profile) are mapped to the HR expert evaluation (starred evaluation in Hiring Manager).

Mapping values:

  • In the “HR expert evaluations” section, set up the mapping by dragging and dropping the appropriate values to each evaluation field (starred evaluation). Save your changes.

Mapping hiring manager evaluations

Info.gif This mapping specifies how the values from the “Overall evaluation” selection list (umantis Applicant Management: /Administration/Dropdown/25/Profile) are mapped to the hiring manager evaluation (starred evaluation in the new application).

  • Set up a mapping in the new application under: Settings > Configurations > Hiring manager evaluations
  • In the “Hiring manager evaluations” section, drag and drop the appropriate values to each evaluation field (star evaluation).

Default mapping of evaluation scores

By default, evaluation scores from HR experts and hiring managers are mapped as follows in the new application.

HR Expert evaluations
Starred evaluation in Hiring Manager Mapped value from the
“Quality” selection list (umantis Applicant Management)
Star.pngStar.pngStar.pngStar.png TOP
Star.pngStar.pngStar.png A
Star.pngStar.png B
Star.png C
Hiring manager evaluations
Starred evaluation in Hiring Manager Mapped value from the
“Overall evaluation” selection list (umantis Applicant Management)
Star.pngStar.pngStar.pngStar.png TOP
Star.pngStar.pngStar.png A
Star.pngStar.png B
Star.png C

Activate job requisitions

For more information, see the Job requisitions section.

Activating the application

  • Administrators can activate the solution globally via: Configurations > Settings > Use Hiring Manager (global)
Global activation gives all users access to the new Hiring Manager application. With this activation option, managers will no longer be able to access the previous view (/SelfServiceLine) — users will automatically be redirected to the Hiring Manager application. Once Hiring Manager has been activated globally, access to the “/SelfServiceLine” view is available only to administrators.
  • "Local" activation can be done from Settings > App settings > Activate Hiring Manager
This activation gives you access to Hiring Manager (/HiringManager), and therefore to your jobs and applications as well. You are informed directly in Hiring Manager of new incoming applications.
With this activation option, you can still access the existing view at /SelfServiceLine.

Reduced view of job and application information

In Hiring Manager: Configuration > Reduced view of job and application information

You have the option to activate a reduced view of job and application information. With this option, only the most important/relevant information is shown in the view of a job or application, and the “additional” information is hidden.

Info.gif List of:

Welcome screen and introductory video

'In Hiring Manager: Konfiguration > Welcome Screen > Konfigurieren > WELCOME SCREEN

FAQs

Info.gif Go to Hiring Manager FAQs

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