6 – Submitting and Tracking Candidates

Introduction

RESUMate Professional is what's called a "relational" database.  All that really means is that one database record can be linked to a related record.  For example, if you have a record for a hiring manager, you'd want that hiring manager's record to be linked to the records of the company they work for and for any job openings you've filled for them in the past.  Similarly, a record for a job opening should be linked to both the originating company as well as the candidates who are being considered for that job.

The most common type of link in RESUMate Professional is between a Candidate record and a Job record.  Linking the two allows you to track the progress of individual candidates through the hiring process so that you're never more than a click or two away from everything you know about who can do a job and when the hire will be made.  More than that, good links between Candidates and Jobs allow you to identify qualified people even if they don't get a particular job.  The work done to talk to and qualify a candidate is still valuable, because there's always another job opening, and RESUMate Professional keeps that hard earned information at your fingertips.

6 - Tabs

NOTE:  RESUMate Professional uses a simple color scheme to help make Candidate records, Client records, and Job records easily distinguishable.  Candidate records are marked with a dark blue folder.  Client records are marked with a light blue folder.  And Job records are marked with a green folder.

Table of Contents

1. Client and Contact Records

1.1 - Understanding Client and Contact Records
1.2 - Creating Your First Client Record
1.3 - Creating Your First Contact Record
1.4 - The Uses of Client and Contact Records

2. Job Records

2.1 - Understanding Job Records
2.2 - Adding a Job from a Client Record
2.3 - Linking a Contact to a Job
2.4 - The Uses of Job Records

3. Linking a Candidate to a Job (Creating a Job Order Activity Record)

3.1 - A Brief Explanation of Job Activity Records
3.2 - Linking a Single Candidate Record to a Job
3.3 - Linking Multiple Candidate Records to a Job
3.4 - Linking a Single Candidate Record to a Job From the Job Window

4. Tracking Candidates Through the Hiring Process

4.1 - Understanding Job Activity Records
4.2 - Job Activity Data on the Candidate Record
4.3 - Job Activity Data on the Job Record
4.4 - The Benefits of Tracking Candidates and Using Job Activity Records

1. Creating Client Records (Including Contacts)

1.1 - Understanding Client and Contact Records - Client records in RESUMate Professional are marked with a light blue folder.  Depending on your particular recruiting situation, a "Client" record could be a client company, a department or office within a company, a government entity, or any other source of job openings.

The Client record screen is laid out similarly to the Candidate screen:

6 - Client Screen

Just like on Candidate records, the upper left contains name and contact information, just below that are telephone numbers and e-mail addresses.  The Date Fields, Text Fields and Memos section all work the same and can also be adjusted on the File | Database | Tools | Settings menu.  (Just click the light blue "Client" folder tab.)

The important difference comes at the bottom of the screen, where the Client record displays links to both People records and Job records.  The left hand side displays linked people:

6 - Linked People

The "Contact" tab will display all of the people who are linked to this Client record as employees.  These may be hiring managers, previously placed candidates, or anyone else associated with a given Client record.

The "Active Candidate" and "All Candidate" tabs will display links to the Candidate records of people who are linked to Job records associated with this Client record.  Those Job records are displayed on the right hand side:

6 - Linked Jobs

The three "Job" tabs will list Job records that are linked to this Client record.  A Client record can be linked to multiple Jobs, but each Job record can be linked to only a single Client record.  Each tab will display a list of the Jobs described, so the "All Jobs" tab will display all of the linked jobs, while the "Active Jobs" and "Inactive Jobs" tabs will display only active and inactive Job records, respectively.

Client records are used to store important information about sources of job openings.  In addition to basic information about a job source (telephone, address), the two link fields at the bottom, for People (dark blue folder) on the left and Jobs (green folder) on the right, allow a Client record to act as a central hub.  From this one screen, you can see information about which jobs are currently open for this record, as well as the candidates being considered for them and the hiring managers who are making the decisions.  Simply clicking any of the links allows you to jump to that record to get the full picture.

1.2 - Creating Your First Client Record - Client records can be imported in bulk from directories or other databases (for detailed descriptions, see the "New Business Development" document).  But when you're just getting started, the quickest way to begin actually using the Client records is to manually create a record for every Client and Contact with whom you currently have a job opening.

To create a Client record, click the light blue folder icon and click the "New" icon in the upper left.  A new, blank Client record will open.  Simply type in the name of the client and click the Save icon (or press [CTRL]-S).  If you like, you can also enter the mailing address, telephone numbers and e-mail addresses, or other general information, but even a skeletal record allows you to begin tracking candidates against jobs.

Once the Client record is saved, you can use it to begin creating Job and Contact records.

1.3 - Creating Your First Contact Record - Since both "Contacts" and "Candidates" are people, both types of records are stored in the same dark blue folder.  The difference is that Contact records are linked to the Client record for the company/department where they are employed, while Candidate records are only linked to Job records.

To create a Contact record, start from the associated Client record.  In the lower left hand corner, in the box with the three blue folder icons, make sure that the "Contact" tabs is highlighted. Then simply click the "New" button.

6 - Linked People New Button

NOTE: If you do not see a "New" button, click the "Contact" tab.  The "New" button is only displayed when the "Contact" tab is active.  It does not appear if either of the "Candidate" tabs are focused.

A new, blank Contact record will open:

6 - New Blank Contact

The Contact record is identical to a Candidate record in most respects.  They share the same customizable fields and memos and display the same Valid Table Columns.  The difference is in the middle of the record in the "Linked Client" section:

6 - New Linked Client

Contact records are linked to a Client record.  Candidate records are not linked to a Client record.  Though you can manually select a Client record using the icons at right, if you create the Contact record directly from the Candidate record, the link will be created automatically.

If the "This person is a contact only" checkbox is checked, then the Contact record will be automatically excluded from Candidate searches.

Like a Client record, a Contact record can be useful even if it contains only the most basic of information (name, telephone numbers, e-mail addresses, etc.).  Once you have entered a name and any additional information, click the Save icon.  Your Contact record has now been completed.  If you jump back to the linked Client record by clicking the small light blue folder jump icon, you'll see the new record in the lower left.

6 - Linked People New

1.4 - The Uses of Client and Contact Records – For most recruiters, candidate records are only one part of the complete set of records that need to be managed on a daily basis.

Candidate resumes need to be submitted to hiring managers, who in turn work for client companies.  Client and hiring manager records are an essential part of the overall process of using your database to keep track of send-out and interview activity.

Additionally, these records can play an important role in sales and new business development activity.  A search of your database to identifies target companies and their related contact people, to receive newsletters or other marketing e-mail communications.

2. Job Records

2.1 - Understanding Job Records - Quite simply, a Job record is a record for a single job opening.  Information particular to the job (location, salary, requirements, etc.) is stored on the Job record itself.  Information on Candidates who are being considered for the job, the Contact who is administering the job, and the Client from which the job originated, are handled with links.

2.2 - Adding a Job from a Client Record - Job records do not have to be created from Client records, but it's the quickest and easiest way to do so.  In the lower right hand corner of the Client screen, you'll see a section with three green job order tabs:

6 - Linked Jobs New

To create a new Job record, simply click the "New" button.  A new, blank Job record will open:

6 - Job Order Window

Like the Candidate and Client records, the Job record contains customizable Date Fields, Text Fields, and Memos.  These fields allow you to store important information about the job itself and can be customized on the File | Database | Tools | Settings screen (just select the green folder Job tab).  At the bottom of the record you'll see four tabs linking the job to Candidate records (more about that in the next section of this document).

While the record itself is blank, including the Job title, the Client record has been automatically linked in the upper left:

6 - Linked Client Job

In addition to the title of the job, this section controls whether or not the job is currently Active and also the links to the originating Client record and the Contact person with whom you are working on this job.  To save a new Job record, simply enter the title of it in the field provided and save the record.

The link section back on the Client record will update immediately, and you'll be able to see your new job.

6 - Linked Jobs New Job

2.3 - Linking a Contact to a Job - In addition to being linked to a Client record, it is often useful to link a Job record directly to the person who is handling it on the Client's end.  To link a Contact record, simply click the List icon in the Contact field of the Job record:

6 - Create New Contact List

You'll be presented with a list of all the Contact records associated with that Client record:

6 - Select Contact

To link a Contact, simply highlight whichever one you want and click the Select button.  Once a Contact has been linked to a Job record, that Job record will be displayed on the Contact's record:

6 - Contact Jobs

2.4 - The Uses of Job Records and Links to Clients and Contacts – Job orders always originate from some client company, and usually also are the responsibility of a particular hiring manager at that company.  Job orders in RESUMate are always (and easily) linked to these two record types, so that information added to the job order will also be seen automatically from the corresponding client and hiring manager screens.

Also, job orders in RESUMate have “Status” buttons to indicate whether this job is “Active” or “Inactive.”  New jobs are automatically marked as Active. When a job has been filled, it is not deleted from the database, since it contains much valuable information, but rather its Status button is changed to Inactive.

This makes it possible to see a list of all of your active jobs, or just a list of inactive jobs, or a combined list of all jobs, both active and inactive.  These lists are a valuable resource when starting to work on a new job that is similar to jobs you have worked on in the past.

3. Linking a Candidate to a Job (Creating a Job Activity Record)

Tracking candidates through the hiring process is one of the most fundamental functions of RESUMate Professional.  Instead of walling that information off in either the Candidate or Job records, RESUMate has a special kind of record that is specifically dedicated to keeping track of each candidate's progress on a job.  They're called Job Activity records, and the represent the bridge between a Candidate record and the Job record.

3.1 - A Brief Explanation of Job Activity Records - Job Activity records are a little different than other records in RESUMate.  Where a Candidate record represents a single person, and a Job record represents a single job opening, a Job Activity record represents the link between the two.  A single Job Activity record doesn't store information about a job or a candidate, it stores information about one candidate's progress towards filling one job.

This section of the document is just about how you create a Job Activity record.  It explains the basics of where to click and how to link Candidate records to Job records.  The next section explains how to actually use the Job Activity records.

3.2 - Linking a Single Candidate Record to a Job - On any Candidate record, you'll see a section at the bottom with several tabs that displays a grid of rows and columns:

6 - Candidate Job Activity

That section will display every Job Activity record to which a Candidate record has been linked.  To create a new link, click the "New" button on the right hand side.

6 - Candidate Job Activity New Button

A new Job Activity record will open:

6 - Job Activity List Icon

The Job Activity record has been created, but at present it is only linked to the Candidate record, the Job link in the upper left is still blank.  To select a Job record, click the List Icon next to the green folder icon.  That will bring up a list of all of your currently active Job records:

6 - Active Jobs List

Simply highlight the Job you want, and click the "Select" button.  The Job Activity record will reappear, with the select Job now present in the upper left.  Click the save icon or presst [CTRL]-S on your keyboard and the Job Activity record will be saved.  The Candidate record and the Job record are now linked.

6 - Assign Records Icon3.3 - Linking Multiple Candidate Records to a Job - Sometimes you may want to link several Candidate records (from a search result or an import) to a single Job record.  Instead of linking them one at a time, you can link all of the records in a window by clicking the Assign All Records icon on the left hand side.  That will open the "Bulk Job Assign" window:

6 - Bulk Job Assign

Clicking the "Select Job" button will bring up a list of Jobs.  Simply highlight the one you want and click the "Select" button.  Once the Job record is listed ("UI Designer" for Kitchen Table Software in the above example), you can click "Begin" to create the new Job Activity records.

NOTE: Before clicking "Begin", make sure that the correct number of records is displayed on the top line ("All 7 candidate records" in the example above).

NOTE #2: The "Remove any linked Candidate records" option will remove links instead of create them, but will not delete any records or data.  If you check the "Set Last Update to today" checkbox, each Candidate record will have its modified date updated to today's date.

3.4 - Linking a Single Candidate Record to a Job From the Job Window - Most often creating links between Candidate records and Job records starts on the Candidate record and links it to the Job record.  However, you can also start from the Job record and link to the Candidate record.

Just as on the Candidate record screen, at the bottom of each Job record is a set of tabs and a grid of rows and columns:

6 - Job Order Activity Highlight

Also just like on a Candidate record, you can click the "New" button to create a new Job Activity record.  You'll then have to select the Candidate record from the Job Activity record by clicking the List Icon next to the blue folder icon.

NOTE: The "New" button will only appear if you are on either the "Active Job Activity" tab or the "All Job Activity Tab".  If either of the "Candidate" tabs is currently active, the "New" button will not be there.  If you don't see it, just click one of the two "Job Activity" tabs, and it will appear.

4. Tracking Candidates Through the Hiring Process

4.1 - Understanding Job Activity Records - As explained in the previous section, Job Activity records exist to create a link between Candidate records and Job records.  But unlike a simple link that lets you jump from one related record to another, a Job Activity record stores information that can be useful on the Candidate record as well as the Job record.  Moreover, that information can be viewed not only on the Job Activity record itself, but also on the Candidate record, the Client record, the Job record and the Hiring manager record.

 

6 - Job Activity Blank

Job Activity records are laid out in much the same way as Candidate, Client and Job records.  There are customizable Date Fields and Text Fields (which can be relabeled in the File | Database | Tools | Settings menu), as well as a Memo section on the right hand side (also customizable in that menu).  You can use these fields to follow a candidate through whatever steps you take, from sending out a resume to someone's first day on the job.  The important difference is in the upper left.

Instead of being a record for a single person or a single job, a Job Activity record is for one person's progress towards filling one job.  In place of a name or job title field, there are two link fields:

6 - Job Activity Links Filled

The top line (the one with the blue folder icon) is the linked Candidate record.  The bottom line (the one with the green folder icon) is the linked Job record.  (You can jump to either record by clicking the respective folder icons.)  So this record isn't about a person or a job, it's about the link between one person and one job.  You can jump to either record by clicking the respective folder icon.

The "Active" and "Inactive" buttons designate whether this particular candidate is currently being considered for this particular job.  By default, Job Activity records are "Active".  But once a positions is filled, either by this candidate or another, you can mark them as "Inactive".  That way, and important historical data you've entered will be preserved, but your screen won't be cluttered with old records.

4.2 - Job Activity Data on the Candidate Record - The data from Job Activity records can be entered and modified only on the Job Activity screen.  But it is also displayed on both the linked Candidate and linked Job record.  Each Candidate record has a set of tabs and columns at the bottom:

6 - Candidate Activity Interviewer

 

Each row is a linked Job Activity record; and each column is a field from that record.  In the example above, the "Interviewer" column reads "Lily Anne".  That name is displayed on the Candidate record because it exists in the same field in the linked Job Activity record:

6 - Job Activity Interviewer

Note that the "Res. Sent" date is also present.  It's a Date Field on the Job Activity screen, and a column in the linked Candidate record.

Every Date Field and Text Field in a Job Activity record has a corresponding column on the linked Candidate record.  For space purposes, not all of the columns can be displayed at once.  But you can re-arrange the columns by dragging and dropping them with you mouse.  You can also resize columns by hovering your cursor on the line between them.

At the top of the linked columns are a number of tabs.  They're pretty self explanatory: the "Active Job Activity" tab will display all the Job Activity records linked to that Candidate that are marked "Active".  The "All Job Activity" tab will display all Activity records linked to that candidate, regardless of whether they are marked "Active" or "Inactive".

4.3 - Job Activity Data on the Job Record - Similar to the Candidate record, each Job record in RESUMate Professional has a set of tabs and columns at the bottom:

6 - Linked Job Activity

 

Just like on the Candidate record, the information displayed in that table is coming directly from the Job Activity record.  Each row represents a linked record, and each column represents a field from the Job Activity record.

Also just like the Candidate record, there are two tabs for "Active Job Activity" and "All Job Activity".  But on the Job record, there are two additional tabs, "Active People" and "All People".  Like the links to Job Activity records, each row represents a linked record, and each column represents a Date or Text Field from that record.  The difference is that instead of linking to Job Activity records, the Candidate tabs link to the Candidate records that are linked to the same Job Activity record.  The "Active People" tab will display links to the same people as the "Active Job Activity" tab, but the link goes directly to the Candidate record instead of the Job Activity record.

4.4 - The Benefits of Tracking Candidates and Using Job Activity Records - Few recruiting administrative functions are more important than keeping accurate, up-to-date records describing the exact status of all candidates in the interview process.  These are the people who are approaching the final steps in a long process that began when they were first identified in a database search as potentially qualified, and may soon end with a job offer.

Moreover, this information needs to be seen from many starting points: from the candidate’s record, from the hiring manager’s record, from the client record, and from the job order record.  In the RESUMate Professional version, all of these record types are updated, automatically and simultaneously with the most current interview status data, from data recorded on the Job Order Activity screen.

Finally, data recorded on the Activity screen is also used, again automatically and simultaneously, to update RESUMate’s Daily Planner screen, a one-click “pipeline report” summarizing the exact current status of every candidate being interviewed on every active job order in the database.