Recruitment

Odoo keeps all job applicants organized with a pre-configured series of steps and stages that each applicant goes through. Each stage has a specific step(s) that should be performed. These range from scheduling a phone call, conducting an interview, or sending a job offer, for example. This process is referred to as the ‘applicant flow.’

When an applicant applies for a job position, an applicant card is automatically created in Odoo’s Recruitment app for that specific job position. As the applicant progresses through the recruitment pipeline, the recruitment team moves their card from one stage to the next.

Stages can be configured so that an email is automatically sent out using a set, pre-configured template as soon as an applicant’s card enters a stage. These automated emails are defined on each stage in the applicant flow.

The applicant flow explained in this document is the default flow in Odoo, and goes through the applicant flow when using the Recruitment application’s default configuration. The applicant flow is able to be modified to suit the specific recruitment flow for any business.

Note

The applicant flow with all its stages are universal and applies to all job positions, unless specified. A specific stage can be configured to be job-specific, meaning that specific stage is only visible for that specific job position. Otherwise, if a new stage is created, or an existing stage is modified, those changes are visible on all job positions.

Settings

Before creating a job position in Odoo, configure the necessary settings for the Recruitment app. To view and edit the settings, navigate to Recruitment app ‣ Configuration ‣ Settings. After any changes are made, click the Save button in the top-left corner to save all the changes.

Job posting

The Job Posting section of the Recruitment app settings has only one selection to make. If job positions are to be posted to the company’s website, enable the Online Posting option.

Note

The Online Posting is only available if the Website application is also installed.

Recruitment process

The Recruitment process section of the settings page specifies what the database can and cannot do during the recruitment process.

Send interview survey

Odoo is capable of having a survey sent to an applicant to gather more information about them. Surveys can be thought of as exams, or questionnaires, and can be customized in various ways to provide the recruitment team with valuable insights into the applicant

Enable the Send Interview Survey option to send surveys to applicants. Once enabled, an Interview Survey internal link appears. Click the Interview Survey link to navigate to a list of all created surveys.

This list includes all surveys that were created in the database, not just surveys used in the Recruitment app. If no surveys have been created, the surveys list displays a No Survey Found message, and presents options to create a survey from several pre-configured survey templates.

See also

For more detailed information about surveys, refer to the survey essentials documentation.

Note

Enabling the Send Interview Survey option will install the Surveys application once the settings are saved, if it is not installed already.

Send SMS

It is possible to send text messages to applicants directly through the Recruitment app. To do so, enable the Send SMS option. This option requires credits to use, which can be obtained by clicking the Buy credits internal link that emerges when the feature is enabled.

See also

For more information, refer to the SMS pricing and FAQs documentation.

CV display

When applicants submit an application, one of the default required fields is a resumé, or CV. All resumés are stored in the Documents application, and are accessible on the applicant’s card.

A resumé has the option to appear on the applicant’s form, which can be viewed by clicking on the applicant’s card. The resumé appears on the right-side of the screen. If this is not enabled, the resumé is accessed via a link in the chatter, where it needs to be clicked to expand and view it, or downloaded.

Enable the CV Display option to show the resumé on the applicant’s card by default, and in addition to the document link. When enabled, the resumé appears on the right side of the applicant’s card.

Note

For the resumé to appear on the right-side, the browser window must be in full-screen mode (where the browser spans the entire screen).

If the browser window is set to a size smaller than the entire width of the screen (not full-screen), then the resumé does not appear on the right-side. Instead, the resumé appears in the Files section of the chatter, below the applicant’s card.

CV digitization (OCR)

When an application is submitted using any of the available methods, such as an online application submission, emailing a resume to the job position alias, or creating an applicant record directly from the database, it is possible to have Odoo extract the applicant’s name, phone number, and email address from the resumé and populate the applicant’s form. To do so, enable the CV Digitization (OCR) option.

When enabled, additional options appear. Click on the corresponding radio button to select one of the following options:

• Do not digitize: this option turns off resumé digitization.

• Digitize on demand only: this option only digitizes resumes when requested. A Digitize document buttons appears on applicant cards. When clicked, the resumé is scanned and the applicant’s card is updated.

• Digitize automatically: this option automatically digitizes all resumés when they are submitted.

Beneath these options are two additional links. Click the Buy credits button to purchase credits for CV digitization. Click the View My Services to view a list of all current services, and their remaining credit balances.

For more information on document digitization and IAP’s, refer to the In-app purchase (IAP) documentation.

Note

The Do not digitize option for CV digitization (OCR) at first may seem like a redundancy. It seems to be the same as disabling the CV digitization (OCR) option.

When the CV digitization (OCR) option is enabled, a module is installed so that resumés can be scanned. Disabling this option would uninstall the module.

If at some point, there is a desire to temporarily stop digitizing resumés, the Do not digitize option is selected. The reason this option is available is so that the module is not uninstalled, allowing for digitization to be enabled in the future by selecting one of the other two options.

Salary package configurator

When sending an offer to an applicant, an expiration date can be set on the offer. Enter the number of days an offer is valid for in the days field. After the set amount of days has passed, if the applicant has not accepted the offer, the offer is no longer available.

Kanban view

To access the Kanban view for a job position, navigate to the main Recruitment app dashboard, which is the default view when opening the application. All job positions appear on the main dashboard. Click the (#) New Applications smart button on a job position card to navigate to the Kanban view for all the applicants for that particular job position.

Inside the job application, the Kanban stages appear, with all the applicants populated in their respective columns, indicating what stage they are currently in. There are six default stages in Odoo:

• New

• Initial Qualification

• First Interview

• Second Interview

• Contract Proposal

• Contract Signed

The last column, Contract Signed, is folded by default. Folded columns appear gray, and the applicants in it are hidden from view. To expand the folded stage and view the applicant cards for that column, click anywhere on the thin gray column that says the stage name and the column expands, revealing the applicants.

Each stage has a color-coded bar beneath the stage name, providing status information for the applicant’s in that specific stage. The status colors are:

• Green: the applicant is ready to move to the next stage.

• Red: the applicant is blocked from moving to the next stage.

• Gray: the applicant is still in progress in the current stage and is neither ready nor blocked from the next stage.

The status for each card is set manually. To set the status, click on the small circle in the lower-left of the applicant card. A status pop-up window appears. Click on the desired status for the applicant. The status dot on the applicant card as well as the status bar updates.

Tip

The names for the three status colors (In Progress, Blocked, and Ready for Next Stage) can be modified, if desired.

Customize stages

Stages can be modified, added, or deleted to best meet the needs of the particular hiring steps of a business.

New stage

To create a new stage, click on Stage and a new column appears. Enter the title for the new stage in the Stage title field, then click Add. The new column appears, and another new stage is available to create. If no new stages are needed, click anywhere on the screen to exit the new stage creation.

Modify stage

To modify the settings of a stage, hover over the name of the stage, and a (gear) icon appears in the upper right hand side of the stage. Click on the (gear) icon and a menu appears. Then click on the Edit option. An Edit: (Stage) form appears. Make any desired modifications to the form, then click Save & Close when done.

Edit stage form

The Edit: (Stage) form is where the stage’s settings are configured. The only required field is the Stage Name.

The fields to be populated or modified are:

• Stage Name: type in a name for the stage.

• Email Template: select an email template to be used from the drop-down menu. If a template is selected, when the applicant card enters the stage, an email is automatically sent to the applicant using the selected template.

• Folded in Kanban: check the box to have the stage appear folded (hidden) at all times in the default view.

• Hired Stage: check the box if this stage indicates that the applicant is hired. When an applicant’s card enters this stage, the card displays a Hired banner in the upper right corner. If this box is checked, this stage is used to determine the hire date of an applicant.

• Job Specific: if the stage only applies to specific job positions, select the job positions from the drop-down menu. Multiple job positions can be selected.

• Show in Referrals: check the box if this stage should be seen in the Referrals application, and allow the referrer to accrue points when a referral of theirs reaches this stage. If this is active, a Points field appears. Enter the amount of referral points the employee receives when an applicant enters this stage. The Referrals app must be installed in order to use this option.

• Tooltips section: there are three pre-configured status labels (colored circles) for each applicant’s card, indicating its status. These colors are displayed at the top of each stage to reflect the statuses of the applicants in the stage. The names for the label can be modified, but the label itself (the color) cannot. The default names and labels are: In Progress (gray), Blocked (red), and Ready for Next Stage (green).

• Requirements: enter any internal notes for this stage explaining any requirements of the stage.

Delete stage

If a stage is no longer needed, the stage can be deleted. To delete a stage, hover over the name of the stage, and a (gear) icon appears. First, click on the (gear) icon to reveal a drop-down menu, then click Delete. A Confirmation pop-up warning appears, asking Are you sure you want to delete this column? Click Delete to delete the column.

Important

If there are applicants currently in the stage being deleted, an error pops up when attempting to delete the stage. The records currently in the stage to need to be either deleted, archived, or moved to a different stage before the stage can be deleted.

Email templates

To communicate with the applicant, Odoo has several pre-configured email templates that can be used. The pre-configured email templates and when to use them are as follows:

• Recruitment: Applicant Acknowledgement: this template is used to let the applicant know that their application was received. This email is automatically sent out once the applicant is in the New stage.

• Recruitment: Interest: this template is used to let the applicant know that their application caught the recruiter’s attention, and they have been shortlisted for either a phone call or an interview.

• Recruitment: Schedule Interview: this template is used to let the applicant know that they have passed the Initial Qualification stage and they will be contacted to set up an interview with the recruiter. This email is automatically sent out once the applicant is in the Initial Qualification stage.

• Recruitment: Not interested anymore: this template is used when an applicant communicates that they are no longer interested in the position, and thanks them for their time and consideration.

• Recruitment: Refuse: this template is used when an applicant is no longer being considered for the position.

Note

Email templates can be created, modified, and deleted to suit the needs of a business. For more information on email templates, refer to the Email templates document.

To manually send an email, click Send message in the chatter. A text box appears, as well as the applicant’s email address.

Click the (expand) full composer icon in the bottom right corner of the Send Message tab in the chatter. A Compose Email pop-up window loads, with the Recipients and Subject pre-populated. The applicant’s email address is entered in the Recipients line, and the Subject is (Job Position). The email body is empty by default.

To use a pre-configured email template, click the field next to Load template in the bottom section of the window. Select the email template to use from the drop-down menu.

Pre-configured email templates may contain dynamic placeholders so unique information can be populated in the email for a more personalized message to the applicant. There are several pre-configured email templates to choose from. Depending on the template selected, the email subject and/or body may change.

Note

Only the email templates that are configured for the model load. There are other email templates pre-configured in Odoo, but if they are not configured for the recruitment application, they do not appear in the list of available templates.

If any attachments are to be added, click the Attachments button in the lower left corner. Navigate to the file to be attached, then click Open to attach it. To delete an attachment, click the (delete) icon to the right of the attachment.

If any changes need to be made to the email, edit the body of the email. If the edits should be saved to be used in the future, the email can be saved as a new template. Click the Save Template button in the bottom. To send the email, click Send and the email is sent to the applicant. The email then appears in the chatter.

Stage flow

In order to move an applicant’s card from one stage to another, the applicant’s card can either be dragged and dropped in the Kanban view to the desired stage, or the stage can be modified on the applicant’s card.

To change the stage on the applicant’s card, click on the applicant’s card in the Kanban view to go to a detailed view of the card. The current stage for the card is highlighted at the top, above the card.

Click the desired stage for the card, and the stage changes. A log note indicating the stage change appears in the chatter. Navigate back to the Kanban view by clicking on Applications in the breadcrumb menu in the top-left, and the applicant’s card now appears in the new stage.

New

Important

The following information is based on Odoo’s default recruitment pipeline flow. Be advised that if modifications are made to create a customized recruitment pipeline flow, it will vary from the following information.

All applicants appear in the New stage, whether submitted online or if the applicant is manually entered by a recruiter.

When the applicant’s card is created, Odoo automatically populates the Subject/Application, the applicant’s Name, Email, Mobile number, and LinkedIn Profile on the applicant’s card. This information is required when applying for a job position, by default.

Note

If the website application form is modified, different fields may be populated based on what information is requested on the website.

If the applicant entered any information in the Short Introduction section of the online application, it will populate in the Application Summary tab at the bottom of the applicant’s card.

Resumé

If a resumé was attached to the online application, the resumé would appear in the attachments section of the chatter, and is also stored in the Documents application. To find the recruitment documents stored in the Documents application, navigate to the main Documents dashboard, and click the folder labeled Recruitment on the left-hand side. All recruitment documents are stored within that folder.

If the CV Display option was enabled in the Settings menu, the resumé appears on the applicant’s card, on the right-hand side.

Send interview

At any point in the hiring process, an interview can be sent to the applicant to obtain more information. These interviews are custom-made, and can be formatted in a variety of ways.

The Surveys application is used to send these interviews, therefore the Surveys application must be installed to send an interview to an applicant.

Odoo uses the term interview, but these can be thought of as questionnaires, surveys, tests, certifications, etc. Custom interviews can be formatted to suit each individual job positions needs. For more information on creating and editing interview forms, refer to the Job positions documentation.

Example

A job position for a computer programmer could have an interview in the form of a programming quiz to determine the skill level of the applicant. A job position for a restaurant server could have a questionnaire inquiring about the applicant’s availability, if the desired applicant needs to be available on weekend evenings.

To send an interview to an applicant, click on an applicant’s card to navigate to a detailed view of the applicant’s card. At the top-left of the applicant’s card, click the Send Interview button.

If the applicant’s card has an email address on file, a Send an interview pop-up window appears, with all the information populated.

Note

In order to send an email to an applicant, there must be an email address on the applicant’s card. If an email address is not entered on the applicant’s card, when Send Interview is clicked, an Edit:(Applicant) pop-up window appears on top of the Send an interview pop-up window. Enter the email address in the email field, then click Save & Close. Once the applicant’s information is saved, the Edit: (Applicant) closes and the Send an interview pop-up window remains.

Email templates use dynamic placeholders to personalize the email to the applicant and the job position. Add any additional recipients for the survey if more people should receive the email. If an email is in the database as a contact, add that contact in the Recipients field. If an email should be sent to someone who is not in the database as a contact, and they should not be added as a contact, add their email in the Additional emails field.

If any attachments need to be added, click the Attachments button and a file explorer window appears. Navigate to the desired file, then click Open to attach it to the email. The attachment loads, and is listed above the Attachments button.

If the emailed interview must be completed by a specific date, select a date for the Answer deadline in the lower-right area of the pop-up window. Click on the line next to Answer deadline, and a calendar selector appears. Use the (left) and (right) arrows on either side of the month to navigate to the desired month, then click on the day to select the date.

The Mail Template field is pre-populated based on the configuration for the interview. A different template can be chosen from the drop-down menu if desired. If a new template is selected, the new email template loads in the email body.

To send the email with the interview link to the applicant, click Send at the bottom of the email pop-up.

Refuse

At any point in the recruitment pipeline, an applicant can be refused from the job application process. To refuse an applicant, click on an applicant’s card to navigate to a detailed view of the applicant’s card. At the top of the applicant’s card, there are several buttons. Click the one labeled Refuse.

A Refuse Reason pop-up window appears. Click the Refuse Reason from the presented options. The default refuse reasons in Odoo, and their corresponding email templates, are:

Email Template	Refusal Reason
Recruitment: Refuse	Doesn’t fit the job requirements Language issues Role already fulfilled Duplicate Spam
Recruitment: Not interested anymore	Refused by Applicant: don’t like job Refused by Applicant: better offer Refused by Applicant: salary

Additional refusal reasons can be created and existing ones can be modified or deleted.

Note

Pre-configured email templates in Odoo sometimes use dynamic placeholders, which are customized pieces of data that populate dynamic content. For example, if the applicant’s name is a piece of dynamic content, the applicant’s name appears anytime that dynamic placeholder appears on the email template. For more detailed information on email templates, refer to the Email templates documentation.

After a Refuse Reason is selected, two fields appear below the refusal reason: Send Email and Email Template.

The applicant’s email address automatically populates the Send Email field; additional email recipients cannot be added. If an email should not be sent to the applicant, uncheck the Send Email checkbox.

The email template associated with the refusal reason populates the Email Template field. If a different email template is desired, select a different template from the Email Template drop-down menu. To view the email template, click the External Link icon to the right of the Email Template field. The email template loads in a Open: Email Template pop-up window, and can be modified if needed. After making modifications, click Save & Close.

To send the refusal email to the applicant, click Refuse. The refusal email is sent to the applicant, and a Refused banner appears on the applicant’s card in the top-right corner.

After refusal, the applicant’s card is no longer visible in the job position’s Kanban view. To view the refused applicants only, click the ▼ Toggle Search Panel button in the search box, then click Refused under the Filters section. All applicants that have been refused for the job position appear, in the stage they were when they were refused.

To view all applicants that have been refused from all job positions, navigate to the Recruitment app ‣ Applications ‣ All Applications. Click the ▼ Toggle Search Panel button in the search box, then click Refused under the Filters section. All applications for all job positions are presented in a list view, organized by stage.

Create or modify refuse reasons

To view all currently configured refuse reasons, navigate to Recruitment app ‣ Settings ‣ Applications: Refuse Reasons. All the refuse reasons appear in a list view.

To create a new refuse reason, click the New button in the top-left corner. A blank line appears at the bottom of the Description column.

Type in the new refuse reason in the field. It is recommended to enter a reason that is short and concise, such as offer expired or withdrew application.

Then, in the Email Template field, click on the field to reveal a drop-down menu. Select an Email Template from the list to be used when this refuse reason is selected.

If a new Email Template is desired, type in the name for the new template in the field. Then, click Create and edit… and a Create Email Template form pop-up window appears.

Enter a Name for the form and an email Subject in the corresponding fields. Enter the email content in the Content tab. Make any other desired modifications to the template, then click Save & Close to save the template and return to the Refuse Reasons list. The new template appears in the new refuse reason Email Template field.

To make any modifications to a refuse reason, click on the line, and make any desired changes.

New applicant

An applicant card can be manually added if needed. If an applicant needs to be added to the list of prospective candidates and an applicant card has not been created yet (they have not applied for the job online) an applicant card can be easily added from the job position Kanban view in one of two ways, using either the quick add button or the New button.

Quick add

Quickly add a new applicant using the quick add button. If not already in the job position Kanban view, navigate to the main recruitment dashboard by going to Recruitment app ‣ Applications ‣ By Job Positions. Click the (#) New Applications button on the job position card that the applicant should be added to. Then, click on the small (plus) icon in the top-right of the New stage to quickly add a new applicant.

Enter the following information on the card:

• Subject/Application: Enter the title for the card. Typically this is the applicant’s name and job position being applied to, for example: Laura Smith - HR Manager. This field is not visible in the Kanban view, unless the Applicant’s Name is left blank. If there is no Applicant’s Name, then the Subject/Application Name is what is displayed on the applicant card in the Kanban view.

• Applicant’s Name: enter the applicant’s name.

• Email: enter the applicant’s email address.

• Applied Job: the current job position populates this field. If needed, the job position can be changed by selecting a different position from the drop-down menu. If a different job position is selected, after the card is created, the card appears in the selected job position.

After the information is entered, click Add. The applicant appears in the list, and a new blank applicant card appears. Click either the delete icon or anywhere on the screen to close the card.

If preferred, after entering the applicant name, click Edit and a detailed Applicant Form loads. Enter the information on the form.

New

Add a new applicant including all the relevant information using the New button. If not already in the Kanban view for the job position to add an applicant to, navigate to the main recruitment dashboard by going to Recruitment app ‣ Applications ‣ By Job Positions. Then, click the New button in the top-left of the Kanban view and a blank applicant form loads.

Certain fields on the applicant card may be pre-populated, depending on how the job position is configured. Typically, the Job section, as well as the Recruiter field, are all pre-populated.

Enter the following information on the new applicant form. Note that not all fields listed below may be visible. Depending on installed applications and configurations, some fields may not be displayed.

Applicant section

• Subject/Application Name: this is the only required field. Enter the title for the card. Typically this is the applicant’s name and job position being applied to, for example: John Smith - Experienced Developer. This field is not visible in the Kanban view, unless the Applicant’s Name is left blank. If there is no Applicant’s Name, then the Subject/Application Name is what is displayed on the applicant card in the Kanban view.

• Applicant’s Name: enter the applicant’s name.

• Email: enter the applicant’s email address.

• Phone: enter the applicant’s phone number.

• Mobile: enter the applicant’s mobile number.

• LinkedIn Profile: enter the web address for the applicant’s personal profile on LinkedIn.

• Degree: select the applicant’s highest level of education earned from the drop-down menu. Options are Graduate, Bachelor Degree, Master Degree, or Doctoral Degree. The Graduate option indicates graduating the highest level of school before a Bachelor’s degree, such as a high school or secondary school diploma, depending on the country.

• Interviewers: using the drop-down menu, select the people who will conduct the interview(s). The selected people must have either recruiter or officer rights configured for the Recruitment application to appear in the drop-down list.

• Recruiter: select the person responsible for the entire recruitment process for the job position. Only users can be selected, and all users are presented in the drop-down to select from.

• Evaluation: click on one of the stars to select a rating for the applicant. One star indicates Good, two stars indicates Very Good, and three stars indicates Excellent.

• Source: using the drop-down menu, select where the applicant learned about the job position. The following options come pre-configured in Odoo: Search engine, Lead Recall, Newsletter, Facebook, Twitter, LinkedIn, Monster, Glassdoor, and Craigslist. To add a new Source, type in the source, then click Create “(new source)”.

• Medium: using the drop-down menu, select the method, or Medium, for the Source that the applicant found the job listing with. The pre-configured options are: Banner, Direct, Email, Facebook, Google Adwords, LinkedIn, Phone, Television, Twitter (now known as “X”), or Website. To add a new Medium, type in the medium, then click Create “(new medium)”.

• Referred By User: if referral points are to be earned for this job position in the Referrals application, select the user who referred the applicant from the drop-down menu. The Referrals application must be installed for this field to appear.

• Availability: select the available start date for the applicant. To select a date, click on the field to reveal a calendar. Use the < (left) and > (right) arrows on either side of the month to navigate to the desired month, then click on the day to select the date. If no entry is selected that indicates the applicant is ready to begin work immediately.

• Tags: select as many tags as desired from the drop-down menu. To add a tag that does not exist, type in the tag name, then click Create “new tag”.

Job section

The following fields are pre-populated when creating a new applicant, as long as these field are specified on the Job Position. Editing the fields is possible, if desired.

• Applied Job: select the job position the applicant is applying to from the drop-down menu.

• Department: select the department the job position falls under from the drop-down menu.

• Company: select the company the job position is for using the drop-down menu. This field only appears when in a multi-company database.

Contract section

• Expected Salary: enter the amount the applicant is requesting for the role in this field. The number should be in a XX,XXX.XX format. The currency is determined by the localization setting for the company.

• Extra advantages…: if any extra advantages are requested by the applicant, enter it in the Extra advantages… field to the right of the Expected Salary field. This should be short and descriptive, such as 1 week extra vacation or dental plan.

• Proposed Salary: enter the amount to be offered to the applicant for the role in this field. The number should be in a XX,XXX.XX format. The currency is determined by the localization setting for the company.

• Extra advantages…: if any extra advantages are offered to the applicant, enter it in the Extra advantages… field to the right of the Proposed Salary field. This should be short and descriptive, such as unlimited sick time or retirement plan.

Application summary tab

Any additional details or notes that should be added to the applicant’s card can be typed into this field.

Skills tab

Skills can be added to the applicant’s card. To add a skill, follow the same steps as outlined in the skills section of the Create new employees document.

Initial qualification

If an applicant seems to be a good potential candidate, they are moved to the Initial Qualification stage. This could be for a number of reasons, such as they have the relevant experience, education, or certifications the position requires.

This stage is to quickly sort candidates that have potential, and those that do not meet the requirements. No automatic actions, such as emails, are set for this stage. This stage simply informs the recruitment team to potentially set up a phone call or an interview with the candidate.

First interview

After an applicant has passed the Initial Qualification stage, they can be moved to the First Interview stage in the job position Kanban view. To move the applicant to the next stage, drag and drop the applicant’s card to the First Interview stage, or click on the First Interview stage button at the top of the individual applicant’s card.

Tip

The First Interview stage can be modified so when the applicant’s card moves to the First Interview stage, an email is automatically sent to the applicant stating an interview is requested. In this pre-configured email template, a link to the recruiting team’s calendar appears, allowing the applicant to schedule their interview.

Edit the First Interview stage, and select the Recruitment: Schedule Interview for the Email Template field, to automate this action.

Schedule a meeting

An interview can be scheduled in one of two ways: either manually by the recruitment team, or by the applicant themselves.

If the First Interview stage was modified to send the Recruitment: Schedule Interview email template when an applicant reaches that stage, the applicant received a link to the recruitment team’s calendar, and can schedule the interview on their own. The recruitment team’s availability is reflected in the calendar.

If the interview needs to be scheduled by the recruitment team, they should reach out to the applicant for a date and time that works. When a date and time have been agreed upon for both the applicant and interviewer, the interview can be scheduled. To schedule an interview, whether a phone or in-person interview, click the Meeting smart button at the top of the applicant’s record.

Note

The meeting smart button displays No Meeting if no meetings are currently scheduled. For new applicants who are new to the First Interview stage, this is the default.

If there is one meeting already scheduled, the smart button displays 1 Meeting, with the date of the upcoming meeting beneath it. If more than one meeting is scheduled, the button displays Next Meeting, with the date of the first upcoming meeting beneath it.

Doing so loads the Calendar application, showing the currently scheduled meetings and events for the user. The meetings and events displayed are for the employees who are listed under the Attendees section on the right side of the calendar view. To change the currently loaded meetings and events being displayed, uncheck the person who’s calendar events are to be hidden. Only the checked attendees are visible on the calendar.

The default view is the Week view. To change the calendar view, click the Week button, then select the desired view from the drop-down menu. The other options are either Day, Month, or Year.

An option to display or hide weekends is available. Click the Week button, then click Show weekends to deactivate it (the default is to show weekends). If a check mark is next to Show weekends, weekends are visible. If there is no check mark, weekends are hidden.

To change the displayed date range for the calendar, either use the (left arrow), (Right arrow), or Today buttons above the calendar, or click on a date in the calendar on the right side of the displayed calendar.

To add a meeting to the calendar when in the day or week view, click on the start time of the meeting and drag to the end time, to select the date, time, and the length of the meeting. A meeting can also be added in this view by clicking on the day and the time slot the meeting is to take place.

Both methods cause a New Event pop up window to appear.

New event pop-up window

Enter the information on the form. The only required fields to enter are the Meeting Title, and the Start and End fields. Once the card details are entered, click Save & Close to save the changes and create the interview.

The fields available to populate or modify on the New Event card are as follows:

• Meeting Title: enter the subject for the meeting. This should clearly indicate the purpose of the meeting. The default subject is the Subject/Application Name on the applicant’s card.

• Start and End: select the start and end date and times for the meeting. Click on one of the fields and a calendar pop-up window appears. Select both the start and end date and times, then click Apply.

• All Day: if the meeting is an all-day interview, check the box. If this box is checked, the Start and End fields are hidden from view.

• Attendees: select the people who should be in attendance. The default employee listed is the person who is creating the meeting. Add as many other people as desired.

• Videocall URL: if the meeting is virtual, or if there is a virtual option available, click + Odoo meeting and a URL is automatically created for the meeting and populates the field.

• Description: enter a brief description in this field. There is an option to enter formatted text, such as numbered lists, headings, tables, as well as links, photos, and more. Use the powerbox feature, by typing a /, and a list of options are presented. Scroll through the options and click on the desired item. The item appears in the field and can be modified. Each command presents a different pop-up window. Follow the instructions for each command to complete the entry.

More options

To add additional information to the meeting, click the More Options button in the lower-right corner of the pop-up window. Enter any of the following additional fields:

• Duration: this field auto populates based on the Starting At and Ending At times entered. If the meeting time is adjusted, this field automatically adjusts to the correct duration length. The default length of a meeting is one hour.

• Recurrent: if the meeting should repeat at a selected interval (not typical for a first interview), check the box next to Recurrent. Several additional fields appear when this is enabled:

  • Timezone: using the drop-down menu, select the Timezone for the meetings.

  • Repeat: using the drop-down menu, select when the meetings repeat. The available options are Daily, Weekly, Monthly, Yearly, or Custom. If Custom is selected, a Repeat Every field appears beneath it, along with another time frequency parameter (Days, Weeks, Months, or Years). Enter a number in the blank field, then select the time period using the drop-down menu.

  • Repeat on: if Weekly is selected for the Repeat field, the Repeat on field appears. Click on the corresponding day to select it.

  • Day of Month: if Monthly is selected for the Repeat field, the Day of Month field appears. Using the drop-down menu, select either Date of month or Day of month. If Date of month is selected, enter the date the meeting repeats. If Day of month is selected, use the drop-down menus to determine the frequency. Select either First, Second, Third, Fourth, or Last for the first drop-down menu, then select the day (Monday, Tuesday, etc.) in the second drop-down menu.

  • Until: using the drop-down menu, select when the meetings stop repeating. The available options are Number of repetitions, End date, and Forever. If Number of repetitions is selected, enter the number of total meetings to occur in the blank field. If End date is selected, specify the date using the calendar pop-up window, or type in a date in a XX/XX/XXXX format. Forever schedules meetings indefinitely.

• Location: enter the location for the meeting.

• Tags: select any tag(s) for the meeting using the drop-down menu. There is no limit to the number of tags that can be used.

• Appointment: if an appointment is associated with this meeting, select it form the drop-down menu, or create a new appointment by typing in the appointment name, then click Create & Edit…. A Create Appointment form loads. Enter the information on the form, then click Save & Close.

• Privacy: select if the organizer appears either Available or Busy for the duration of the meeting, using the drop-down menu. Next, select the visibility of this meeting, using the drop-down menu to the right of the first selection. Options are Public, Private, and Only internal users. Public allows for everyone to see the meeting, Private allows only the attendees listed on the meeting to see the meeting, and Only internal users allows anyone logged into the company database to see the meeting.

• Organizer: the employee who created the meeting is populated in this field. Use the drop-down menu to change the selected employee.

• Reminders: select a reminder from the drop-down menu. Default options include Notification, Email, and SMS Text Message, each with a specific time period before the event (hours, days, etc). The reminder chosen alerts the meeting participants of the meeting via the selected option at the specified time. Multiple reminders can be selected in this field.

Send meeting to attendees

Once changes have been entered and the meeting details are correct, the meeting can be sent to the attendees via email or text message from the expanded Event Form (what is seen when the More Options button is clicked on in the event pop-up window).

To send the meeting via email, click the Email button next to the list of attendees. A Contact Attendees email configurator pop-up window appears. A pre-formatted email using the default Calendar: Event Update email template populates the email body field. The followers of the document (job application), as well as the user who created the meeting are added as Recipients by default. Add the applicant’s email address to the list to send the email to the applicant as well. Make any other desired changes to the email. If an attachment is needed, click the Attachments button, navigate to the file, then click Open. Once the email is ready to be sent, click Send.

To send the meeting via text message, click the SMS button next to the list of attendees. A Send SMS Text Message pop-up appears.

At the top, a blue box appears if any attendees do not have valid mobile numbers, and lists how many records are invalid. If a contact does not have a valid mobile number listed, click Close, and edit the attendee’s record, then redo these steps.

When no warning message appears, type in the message to be sent to the attendees in the Message field. to add any emojis to the message, click the Add Emoji icon on the right-side of the pop-up window.

Beneath the message field, the number of characters, as well as the amount of text messages required to send the message (according to GSM7 criteria) appears. Click Put In Queue to have the text sent later, after any other messages are scheduled, or click Send Now to send the message immediately.

Note

Sending text messages is not a default capability with Odoo. To send text messages, credits are required, which need to be purchased. For more information on IAP credits and plans, refer to the In-app purchases (IAP) documentation.

Second interview

After an applicant has passed the First Interview stage, they can be moved to the Second Interview stage. To move the applicant to the next stage, drag and drop the applicant’s card to the Second Interview stage, or click on the Second Interview stage button at the top of the individual applicant’s card.

When the applicant’s card moves to the Second Interview stage, there are no automatic activities or emails configured for this stage. The recruiter can now schedule a second interview with the applicant, following the same process as the first interview.

Contract proposal

When the applicant has passed the interview stages and an offer is ready to be sent, they can be moved to the Contract Proposal stage. Drag and drop the applicant’s card to the Contract Proposal stage, or click on the Contract Proposal stage button at the top-right of the individual applicant’s card.

The next step is to send an offer to the applicant. On the applicant’s card, click the Generate Offer button. A Generate a Simulation Link pop-up appears. Most fields are pre-populated with information from the job position. If any necessary fields are blank, enter the relevant information in the fields.

Note

Not all fields may appear on the Generate a Simulation Link pop-up. Depending on the localization setting for the company and the applications installed, some fields may not appear. For example if the Fleet application is not installed, any fields related to vehicles do not appear on the pop-up window.

Universal fields

The following fields appear for all offers sent to applicants regardless of localization settings.

• Contract Template: the template currently being used to populate the Generate a Simulation Link pop-up window. To modify the template, click the Internal link icon to the right of the drop-down arrow. Make any changes, then click Save & Close. A different Contract Template can be selected using the drop-down menu.

• Job Position: the name of the Job Position being offered to the applicant. The selections available in the drop-down menu correspond to the Job Positions configured on the main Recruitment dashboard.

• Job Title: the specific name of the position being offered to the applicant.

• Department: the Department the job position falls under.

• Contract Start Date: the date the contract takes effect. The default date is the current date. To modify the date, click the drop-down to reveal a calendar. Use the < (left) and > (right) arrows on either side of the month to navigate to the desired month, then click on the day to select the date.

• Yearly Cost: the annual salary being offered.

• Link Expiration Date: job offers are only valid for a specific period of time. The default expiration date is 30 days. Modify the expiration date, if desired.

Send offer

When the information is all updated, click Send By Email to send the offer to the applicant.

If the applicant does not have an email address listed on their applicant card, a warning appears in a red box at the bottom of the Generate a Simulation Link pop-up window, stating The applicant does not have a valid email set. The Offer Link won’t be able to be completed. Click Discard, enter an email on the applicant’s card, then click the Generate Offer button again.

An email pop-up window loads. The default Recruitment: Your Salary Package email template is used, and the Recipients, Subject, and email body are pre-populated based on the email template.

If any attachments need to be added, click the Attachments button and a file explorer window appears. Navigate to the desired file, then click Open to attach it to the email. The attachment loads, and is listed above the Attachments button.

Once the email is ready to send, click Send.

Note

To send an offer, ensure the Sign application is installed. This is necessary so the offer can be sent to the applicant by the recruiter. The applicant does not need any software installed.

Configure your package

The email template includes a Configure your package button. This link takes the applicant to a webpage where they can modify the proposed salary package, and enter their personal information.

Once the applicant is hired, the personal information entered on the webpage is imported to their employee record, when created.

If applicable, the applicant can modify their salary package. This option is not available for all localizations. Depending on where the company is located, this option may not be available.

Once all the information is completed, the applicant accepts the offer by clicking the Review Contract & Sign button to accept the contract and sign it using the Sign application.

Contract signed

Once the applicant has accepted the offer and signed the contract, the next step is to move the applicant to the Contract Signed stage. To move the applicant to the next stage, drag and drop the applicant’s card to the Contract Signed stage, or click the More button at the top of the applicant’s card to reveal the Contract Signed stage button at the top of the individual applicant’s card, and click Contract Signed.

The Contract Signed stage is folded in the Kanban view, but the card may still be dragged and dropped into that stage.

Once the applicant’s card moves to the Contract Signed stage, a green HIRED banner appears in the top-right of the applicant’s card.

Create employee

Once the applicant has been hired, the next step is to create an employee record of them. On the applicant’s card, click the Create Employee button in the top-left. An employee form appears, and any information from the applicant’s card that can be imported into the employee card appears in the form.

Fill out the rest of the form. For detailed information on the fields, refer to the New employees documentation. When done, the employee record is saved in the Employees app.

• Job positions