When you log in for the first time to Sense CRM, the Hiring Plan is one of the essential features to be configured. A hiring plan comprises various stages and interviews defined in a specific order.
Using these pre-defined stages helps to streamline the hiring process systematically. It also assists recruiters in keeping track of candidates in various stages of the hiring process and planning for subsequent actions.
Navigate to Jobs > Hiring Plan > Settings.
The sources also outline the various components of a Hiring Plan:
Milestones
These are configured at the global level and represent various milestones for your recruitment process. Reports are generated using these Milestones. You can add, remove, or rename these milestones by navigating to Hiring Plan > Milestone Configuration.
You can rename, add/remove, or rearrange most of them, except for Screen, Offer, and Hired milestones.
Note that you can have up to 15 milestones between the Screen and Offer milestones. You can configure multiple stages within milestones. Re-ordering these milestones will also re-order the stages in their respective jobs.
Stages
Stages are distinct phases in the hiring process, each including a series of interview rounds tailored to global and job levels.
Stages are configurable at the job level, distinguishing them from Milestones, which are only configurable at the global level. A candidate must clear a stage before moving to the next stage.
You can have multiple rounds configured within a stage. All the stages and rounds within can be named for quick identification. Stages can be rearranged by simply dragging and dropping. Admins cannot change or remove the screening and offer stages. You can add any number of stages between the Screening and Offer stages. The screening stage is the first stage, where the Sense CRM AI engine provides matching scores to candidates.
Users can take actions based on the candidate's score and move them to different interview stages.
The offer stage is the final stage of the hiring plan. You can mark candidates as hired once they are moved to the offer stage.
To add new stage(s) to a milestone, you can follow the steps below:
- Navigate to Hiring Plan > Hiring Plan Setup.
- Click on the required Hiring Plan.
- Scroll down, and click Add Stages.
- In the pop-up, select a milestone from the drop-down menu.
- Add a name to the stage, and click Add Selection. You can find the new stage added to the respective milestone.
Further, you can edit the name or milestone by clicking the Edit icon, or delete the stage by clicking the Delete icon. Recruiters can move candidates at any stage, regardless of whether they have completed all interviews at that stage.
Rounds
Rounds are described as individual steps or tasks added to each stage. After completing all defined rounds in a particular stage, candidates can move to the next stage.
To add a new round, you can follow the steps below:
- Navigate to Hiring Plan > Hiring Plan Setup.
- Choose a hiring plan where you want to add a new round, and click + Add Round.
- A pop-up will appear where you can choose the type of rounds.
- You can also choose to copy rounds from an existing job. Once added, click Add selection to save.
You have to choose from 4 types of rounds:
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- Interviews: Admins can schedule interviews, send calendar invites, and collect feedback upon completion.
- Feedback: There is no need to schedule an interview; admins send a reminder to the hiring team to submit feedback. This is useful for internal evaluations or walk-in interviews. A feedback questionnaire is not exclusive to the feedback step; it can be configured in both interview and feedback rounds. Interviewers can submit feedback using scorecards and questionnaires, which need to be configured at the organization level first.
- Form: Add a form to a stage of the interview. Additional sections will appear as a new step in the form flow for candidates. You can configure a form (set up automated emails for candidates and notifications for users) while staying on the Hiring Plan page.
- Assessment: You can map an assessment to a round, provided integration with online assessment providers is enabled. You can either import from an existing questionnaire or create a new section displayed as a questionnaire for that specific round.
Note that when you add a round to a stage, you click on Configure provided against the round name to configure it. A pop-up appears with the respective round's configuration options. You can edit the round name by clicking the Edit icon, or delete a round by clicking the delete icon.