With onlyfy one Application Manager you can easily create and efficiently manage hiring requests. In this article we will show you the details step by step. 

1. Benefits

• Report staffing needs
  Manage your workforce planning by creating hiring requests for new positions or replacements.
• Define the approval workflows
  Define a single or multi-step approval process that is reliably and securely documented.
• Create jobs from approvals
  Create jobs and advertisements directly from the approved hiring requests.

For activation, please contact your personal contact or contact us.

2. Define access rights

First determine which access groups are allowed to manage the hiring requests. To do this, go to "Settings" (1) > "Access management" (2) > "Access groups" (3) and click on "Edit" (4) next to the desired group. The following settings are available at "Access" (5) > "Hiring requests" (6):

• Can edit all hiring requests: users can edit the description and the approval process of a hiring request.
• Can see all hiring requests: users can see all hiring requests created in this account.
• Can create hiring requests: users can create new hiring requests.
• Can edit hiring requests assigned to or created by them: users can edit the description and the approval process of a hiring request, if assigned to them or created by them.
• Can create and edit hiring request templates: users can create and edit hiring request templates. For this, admin rights are needed.
• Can create jobs from approved hiring requests: users can create jobs out of an approved hiring request, even if they don't have a general permission to create jobs.

3. Define default job fields (optional)

Decide which standard job fields to use in the hiring request. The details of these fields are automatically copied into the job ad you create from the successfully approved request.

Customise the fields under "Settings" (1) > "Hiring requests" (2) > "Hiring request settings" (3). Activate the required fields and decide whether they should be mandatory or optional. The activated fields are automatically transferred to the hiring request form (4).

4. Create description templates (optional)

To simplify the creation of hiring requests, you can create several templates for the description of them under "Settings" (1) > "Hiring requests" (2) > "Hiring request templates" (3) > "Add template" (4). All users who are allowed to create requests can use the templates.

5. Creating hiring requests

Create a new hiring request by going to the "Hiring requests" (1) and clicking the "Add" (2) button. In the next step, fill in the data fields according to your processes. 

In the mandatory field "Assignee" (3), enter the person who is responsible for managing the request. This includes any revisions to the description and the definition of the approval process. Please note that only users with the authorisation "Can edit all hiring requests" are available for selection.

Click "Submit" (4) to save your entries.

You have thus created a draft.

6. Define and start the approval process

The assignee can now edit/supplement the description and define the approval process. As long as the approval process has not been started, the assignee can also be changed. For example, you can first forward the request to the equal opportunities represantative and then ― after checking ― to the responsible hiring manager.

1. First define the approval steps. You can create as many steps as you like by clicking on "Add new step" (1).

• Select an approver (2)
  Select who should approve the request in this step. You can select specific users and / or a recruiting team.
• Group decision or individual decision (3)
  You can decide whether everyone in the group needs to give their approval (e.g. board decisions) or whether a single approval from anyone in the group is enough to complete the process step (e.g. simple approval by works council members). You activate the function by clicking on the button "Only one needs to approve".

2. Click "Save changes" (4) and then "Start process" (5). 

3. The person(s) from the "Approval step 1" are invited to review the request and make their decision. Once all necessary approvals have been granted, a job can be created.

Please note:

• The hiring requests with the status "In approval" can not be edited.
• If a request is rejected, the approval process is cancelled. The assignee as well as the creator of the request will be notified. To restart the process, either a new request must be created or the existing one duplicated.

7. Approve a request

If you have received a request, the following response options are available:

• Approve request
• Reject request: In this case, you must justify your decision in a comment.

Only persons authorised to manage hiring requests can view the activity log and details of the approval process.

[tip]

The following rights must be activated in order to view the activity log and the details of the approval process:

• "Can see all hiring requests"
• "Can create hiring requests"
• "Can edit all hiring requests"

[/tip]

Persons who create and manage the request can view the approval status at any time in the overview of all requests: approvals are marked with a green tick, rejections with a red cross.

8. Create a job

You can now create a job from a successfully approved request by clicking on "Create job" (1).

• Enter the job title if you want to create a new job (2). To do this, you need the access right "Can create jobs from approved hiring requests".
• You also have the option of copying an existing job including the description. In this case, select the desired job from the drop-down list (3).

Once the job is created, it is linked to the request from which it was created. You can see the link when creating a job by going to 'Job Settings' (1) > "Hiring request" (2). Click on "Show request" (4) to access the details.

9. Overview of the hiring requests

Various management options are available on the overview page of the hiring requests.

1. Status of the approvals
   • The green tick signals the approval.
   • The red cross signals the rejection.
2. Status of the approval process
   • Draft
   • Approval in progress
   • Approved
   • Declined
   • Job created
3. Further actions depending on the status of the approval process. Click on the three dots to display these functions.
   • "Approval in progress" > Duplicate.
   • "Approved" > Duplicate and Create a job.
   • "Job created" > Duplicate and archive.
4. Filter options
   • By title
   • By date of the request 
5. Search options
   • By title 
   • By request status 
   • By your own role in the approval process