AWRA Help Center

Open Human Resources → Overview → Recruitment. The page lists your vacancies; each vacancy shows its applicants by stage. Applicants arrive two ways. Tick Publish online on a vacancy and it appears on your organization’s public jobs page while it is open and before its closing date; candidates apply there and land at the Applied stage marked as an online application. HR can also add an applicant by hand — from an email, a referral, an agency or a job board — with the source recorded so you can see where good candidates come from.

Opening A Vacancy

1. Choose New vacancy and give it a title, employment type and the number of openings.
2. Optionally set the department, position, location, a description, a hiring manager and a closing date.
3. Set its status: draft, open, on hold, closed or filled.

A vacancy whose closing date has passed is closed automatically overnight, and applications for it are refused. Move the closing date to accept more.

Applicants And Stages

1. On the vacancy, add an applicant: name, email, phone, source, notes, and up to five documents (PDF, Word or images, up to 10 MB each). Documents are stored in the Document Vault as confidential.
2. Move them through the stages: Applied → Screening → Interview → Offer, or close the application as Not taken forward or Withdrawn with a reason.
3. Use Hire for the final step rather than a stage change — it is what creates the employee.

The same email address can apply to a vacancy only once. Closing an application calls off its open interviews and tells the interviewers.

Interviews And Feedback

1. From the applicant, schedule an interview: a future date and time, in person, by video call or by phone, a location or link, and the interviewer. Scheduling moves the applicant to the Interview stage if they were earlier.
2. The interviewer is notified and sees it under My interviews, with the applicant's documents to read beforehand.
3. After the interview, the interviewer records written feedback and a recommendation: take forward, undecided, or do not take forward.

Interviewers need no HR permission: being the interviewer is the check. An interview can be rescheduled — to a new time, place or interviewer, each of whom is told — or cancelled with a reason, until feedback has been recorded.

Hiring

1. Open the applicant and go to the Hire card.
2. Enter the start date, employment type and work country.
3. Confirm. The employee record is created on probation, with the vacancy's department and position, and the hiring manager as line manager when they have an employee record.

• Any onboarding checklist set to start automatically begins for the new employee.
• The hiring manager is notified when someone else makes the hire.
• When every opening is filled the vacancy is marked Filled, and further hires into it are refused until you raise the openings or reopen it.
• A hire counts against your plan's HR employee limit, exactly as adding an employee by hand does.
• Add the new employee's contract, pay and statutory numbers from their profile before their first payroll.

Applicant Data And Retention

A closed application can be erased from the applicant page, for a data-protection request or once you no longer need it. The name, contact details, notes, reason, interview feedback and every document are removed; the record stays as an erased applicant with its stage and dates, so your pipeline numbers still add up. To do this automatically, set Keep rejected applications for (months) under Human Resources → Overview → Targets & alerts. Applications that were not taken forward or withdrawn are then erased once they pass that age. Hired applicants are never erased this way, because their record is now the employee's.

Permissions

• View recruitment — see vacancies, applicants and their documents.
• Manage recruitment — create and edit vacancies, add applicants, change stages, schedule, reschedule and cancel interviews, hire and erase.
• Interviewers — record feedback on, and read the documents for, the interviews assigned to them, with no recruitment permission.

Common Mistakes

• Moving an applicant to a hired-looking stage instead of using Hire, so no employee is created.
• Booking a second interview when the time changes. Reschedule the first one instead.
• Leaving a closing date in the past and wondering why new applicants are refused.
• Forgetting the contract after hiring, so the new starter is skipped by their first payroll run.

Related

• Onboarding & Offboarding Checklists — what starts when you hire.
• Employee Management — contracts, compensation and statutory numbers.
• HR Overview