WCN User Guide
The E-Recruitment System
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Contents
Page
Contents
2
Accessing the WCN system
3–4
Creating a Vacancy
5-8
Creating Interviews
9 - 14
Locating Candidates/Candidate Records
15 - 17
Bulk Candidate Actions
18 - 20
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Accessing the WCN system
In order to gain access to the WCN system you will need to be set up with a user account. To request this
please complete the WCN Access InfoPath form, this can be found on www.salford.ac.uk/hr (go to the
Recruitment & Resourcing Section)
Logging into the WCN System
In order to log in to WCN, please type https://atsv7.wcn.co.uk in the 'address' bar on your web browser. Each
User/recruiter etc accessing the system will have a unique username and password that they will need to enter
in to the Username and Password boxes on the WCN opening page:-
Log In Page for ATS system
Please note: these log in details are case sensitive.
If you have any problems logging into the system, please contact the WCN Client Support team using the ‘login
support’ link on the log in page.
The WCN opens up in a new window for security features. These security features also prevent system users
from using the Internet Explorer tool bar at the top of the page. Use the Home
icon in the top left hand
corner at any point in time to be taken back to the home page:-
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Home Page of the WCN System
The Menu runs down the left hand side of the page and is displayed on every screen within the system. Click on
the headings to reveal sub menus underneath. Some options i.e. Admin may not appear to all users depending
on their level of access.
Summary of Active Candidates
Summary of Active Candidates
o
This function allows the system user to perform quick searches on various candidate statuses.
o
Click on the status title to view all candidates currently in the system at that specific stage in the process
o
To view the list by vacancy, please select the vacancy required from the dropdown box which can be
found below the ‘Summary of Active Candidates’ heading and click ‘
candidates for your specific vacancy.
Creating a Vacancy
The system user is able to create and post a vacancy on their web site.
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
’ to refresh the list to display the
o
To create a vacancy, click on the “New Vacancy” list in Vacancies left hand menu:-
New Vacancy Option
o
Click either the ‘New Job (Approval Required) or ‘New Job (NO approval)’ link to create a new vacancy
as required. ALL jobs require approval apart from Cleaners and Catering positions.
o
To copy an existing vacancy on the system, scroll through the list of existing vacancies and clicking
‘Copy Existing Vacancy’ once you have selected the required vacancy to copy:-
Vacancy Template Options
Once the new vacancy template has been chosen the system user will be taken to the page where the vacancy
information is inserted. If you choose to copy a vacancy, follow the instructions to be taken through to the
vacancy summary page.
o
If you choose to create a new template, click the required template link and you will be taken through to
the blank template as shown below:-
Blank Vacancy Template
The information attached to both vacancy templates is split into 8 steps which are shown at the top of the
vacancy creation pages as highlighted above.
o
The system user must complete the required details on each step and click ‘Confirm’ at the bottom of
every page to save the data and move onto the next page/step.
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
o
Once the system user has completed Step 8 (Access) and clicked ‘Finalise Vacancy’ this completes the
vacancy creation process and the system user will then be taken through to the vacancy summary page
where they can activate the vacancy and edit/amend the vacancy as required:-
Vacancy Summary
The most important part after creating the vacancy is to activate the vacancy to allow candidates to apply. The
options that you will be displayed on screen at this point will depend on whether your vacancy requires approval
before it can be activated.
o
If the vacancy does not require approval, click the ‘approve/activate’ vacancy link and the vacancy
will now be active and will go live on the specified date in the vacancy template.
Activating a vacancy
o
For vacancies requiring approval, the link will be showing as ‘Request Approval.’ Simply click this link
and the system will determine the approval process that has been put in place. This will send an
automatic email to the approver asking them to log into the system and approve your vacancy. Once
they have approved the vacancy, the vacancy will be activated as required.
o
Once the vacancy is activated, a new link will appear entitled ‘Publish to intranet/internet’ which allows
the system administrator to post their vacancy to the required websites:-
o
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Vacancy Approve/Activate
o
Click the activate link ‘ ’ beside the Internal search Engine or External Search Engine option to post
your vacancy to that website. To deactivate the vacancy, simply click the deactivate ‘
’ link:-
Posting Vacancy to Search Engine/Website
o
If the vacancy is within the open/closing date range, it will now be appearing on the website for
candidates to apply.
o
You can also post the vacancy to an external job site ie jobs.ac.uk by clicking the ‘Post to External Job
Sites’ link and following the instructions:-
Posting Vacancy to External Job Sites
o
The vacancy summary page will have been updated to show this:-
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Vacancy Summary Page Confirming Vacancy Live/Posted to Websites
Creating Interviews
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
To access the interview facility on the system:-
o Click on the ‘INTERVIEW’ option in the left hand menu and select the option ‘Interviews’
Interview Menu
This interview section can be used for a variety of interview types including 1 st interview/assessment centre etc.
The page that is displayed on screen will show the current interviews (ie interviews that have current or future
scheduled interview dates) on the main screen with a grey tool bar at the top of the page to navigate you round
the interview function.
Interview Page
o To create a new interview template, click on the grey tool bar at the top of the page on the tab ‘Interview
types’ and select the option ‘new’
This list will also contain all current interview templates on the system to allow the system user to copy existing
interview information by pressing ‘Copy Existing’ or creating a new interview from a set template by clicking ‘New
from a template’
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Create New or copy Existing Interview/Template
o Once you click the ‘new’ option to create a new interview template, simply follow the instructions on
screen and click ‘Next’ at the bottom of each page/step to save the information and move onto the next
page/step.
o Click ‘Create’ at the bottom of the Advanced Options page to finalise and create the interview template
and you will be returned to a summary page of the information entered:-
Interview Template Created
You will now be able to create the interview schedules and edit/amend the template as required using the
‘Options for…..(name of your template)’ tab that will appear in the grey tool bar at the top of the page with the
following options:-
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Options for Interview Template Menu
To set up the specific date/time slots on your schedule:-
o Click on the grey bar at the top of the page and select an ‘Options for…..(name of your template)’ and
select ‘Create/Edit Schedule’ or click the ‘edit’ link in the ‘Interview Slots’ box on the interview summary
page:-
Creating Interview Time Slots
o Once these boxes have been completed click on ‘Enter’ to create your interview slot(s) and repeat to
create all interview slots required.
To invite a group of candidates to this interview slot, simply:-
o Return to the home page of the system by clicking the
icon
o Select the vacancy you require by typing the name of the vacancy into the search box at the top of the
Summary of Active Candidates:-
Select Vacancy Option on Home Page
o Click on the link ‘On Hold after Shortlisting’ to bring up a list of all candidates in that status
o Select them all by clicking ‘Select all on this page’ at the bottom of the list or select the individual
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
candidates required:-
Select Candidates for Interview
Once you have selected the candidates required:o
Click the ‘Status’ button at the bottom of the page and the following screen will be displayed:-
Changing Candidates Status
o
Leave the first drop down box entitled ‘Select the Status/Flat you wish to alter’ at the pre-set option of
‘Applicant Status’
o
Click the second drop down box entitled ‘Select the new Value for that status/flag’ and select the new
status that you wish to move your chosen candidates into.
o
Click ‘Update’ to complete the process
o
If there is an email tagged to this new status, you will be prompted to send it to this group of candidates
now:-
Sent Corresponding Status Email
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
o To view these changes to a candidates status on the system, click the history icon ‘
’ from the screen
below:-
Access Candidate History Page
o This will show the candidate history page with an audit trail of every action/email/status change
performed on a candidate application since they submitted their application form to the system:-
View Interview Details on Candidate History Page
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Locating Candidates/Candidate Records
When a candidate makes an online application you can search for their application in various ways using the
box in the top left hand corner of the screen. In this box, you can enter a candidate:-
o registration number
o their surname
o their email address
Enter the information you have and select the appropriate option from the Quick Search box that is displayed:-
Search Options
o
If you enter the Surname, a list of all candidates with that surname will appear on screen to allow you to
select the correct candidate that you wish to view/amend
o
If you enter the Email address of the candidate, all applications made by this candidate/email address
will appear on screen to allow you to select the correct application to view/amend.
o
By using ‘Find names that sound similar’ will search the system using Soundex to find similar matches
i.e. type Smith and it will display results such as ‘Smythe’ or ‘Smithson.
Once entered you will be taken through to the Search/View Candidate screen:-
Search/View Candidate Screen
In the right hand column, there are several icons:o
Application Form icon (clicking on this icon takes you through to the Candidates application form)
o
Candidate History icon (clicking on this icon takes you through to the Candidates history page)
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
o
Application Form pdf icon (clicking on this icon opens up the candidates application form in a new pdf
window
o
Select box (clicking this box ‘selects’ the candidate to allow you to bulk select candidates to perform a
bulk action)
o
Attachments to the candidates application(ie Supporting Documents/Publications)
o
The application pdf icon, along with the other attachments will open up the document in a new window
for viewing (leaving the ATS open at the current page)
o Click on either the first Application Form or History Icon and you will be taken through to the required
page within the ATS (not opening up a new window), where a grey tool bar along the top of the page, the
ACP (Application Control Panel), will now be displayed:-
Applicant Control Panel
o
View Application - You can view the relevant application by clicking on the 'View Application' button
and the drop down will display a link to the application form onscreen
o
Correspondence - Two different options drop down from the ACP when you select this option - 'Send
Letter' and 'Send Email' – follow instructions on screen to fetch and send the correct email/letter
template
o
Scores/Feedback - Clicking on 'Scores/Feedback' will give the system user access to the various
scoring forms such as Panel Agreed Sift Rating and Screening Criteria. To add a new scoring form onto
a candidate’s record card, click ‘Update……’ option and to view/edit/amend an existing evaluation
template once it has been created, click on the ‘View/Edit……..’ option.
o
History - Selecting 'History' gives you the option to view the candidate's history from a number of
different perspectives ie status changes only.
o
Options and Tools - Access to a number of miscellaneous functions such as adding a comment to a
candidate record card, attaching a file, set reminder, printing application, changing vacancy/ownership
etc
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
o
Application Status - When you click on 'Applicant Status' button in the second row of the Applicant
Control Panel, you will receive a number of sub-menu options that enable you to change the status of
the individual candidate based on where they currently are in the status flow
Bulk Candidate Actions
A key feature of the system is the ability to process candidates in bulk to save time and resources.
To select the candidates you wish to action:-
o Navigate to the search/view candidate screen from the home page (by selecting a status of candidates,
search using the top left hand Search tool)
o Click on a candidate record or check the box at the far right hand of their display line to highlight their
record:-
Selecting a Candidate
o To select all candidates on the page, check the box ‘Select all on this page’ at the bottom right hand
corner of the page or if there is more than one page, click the ‘Select all pages’ option:-
Selecting All Candidates
Once you have the candidates selected, you can perform any of the bulk actions shown in the list below:-
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Bulk Functions
o
Email/Letters/SMS – Send correspondence to the selected candidates
o
Print Applications – Print applications in bulk in either html or pdf format
o
Labels Home/Term – Allows candidate address information to be exported to excel for mail merge
address labels.
o
Status – The option to move candidates to another status in the status flow, both forward and backward
progression
o
Send link to colleague - This option allows you to send an email to a colleague/user of the ATS with a
link to a candidates application form
o
Send to Colleague as file - This option allows the system user to send a candidate file(s) i.e. their
application form to a colleague who does not have access to the WCN/ATS system. The file is sent via
email as an attachment.
o
Set Reminder – Select the options and the next time that you login at that time, a reminder box will pop
up containing a link to the candidates page
o
Download Data – Allows the system user to download data (both static and free text) into an Excel
spreadsheet for further manipulation.
o
Add Comment - Enter any comments that you want to add and the new comment will be added to the
candidate history.
For example, to progress a group of candidates to the next stage in the recruitment process:o
Select the candidates you wish to move so they are highlighted.
o
Click the ‘Status’ button at the bottom of the page and the following screen will be displayed:-
Changing Candidates Status
o
Leave the first drop down box entitled ‘Select the Status/Flat you wish to alter’ at the pre-set option of
‘Applicant Status’
o
Click the second drop down box entitled ‘Select the new Value for that status/flag’ and select the new
status that you wish to move your chosen candidates into.
o
Click ‘Update’ to complete the process
o
If there is an email tagged to this new status, you will be prompted to send it to this group of candidates
now:
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013
Sent Corresponding Status Email
Resourcing. WCN User Guide.R&T.v1.1.05.09.2013