Recruitment

Manage candidates from application to hire with a structured pipeline, interview scheduling, assessments, and one-click employee conversion.

Overview

The Recruitment module provides a structured pipeline for managing candidates from initial application through to conversion as an employee. Track every candidate's journey, schedule interviews, assign assessments, and seamlessly convert successful hires into the Staff Management system.

Candidate Pipeline

Every candidate moves through a structured 7-stage pipeline:

Stage	Description
Applied	Initial entry — candidate added to the system
Screening	CV/qualification review in progress
Interview	Interview scheduled or completed
Assessment	CBT assessment assigned and pending completion
Offer	Offer letter extended to candidate
Hired	Offer accepted — ready for conversion to employee
Rejected	Candidate not progressing (with reason)

Adding a Candidate

1. Navigate to Recruitment → Candidates
2. Click + Add Candidate
3. Enter: First Name, Last Name, Email, Phone, Position applied for, Notes
4. Click Save — candidate enters the pipeline at "Applied" stage

Moving Candidates Through Stages

Click the stage indicator on any candidate card and select the new stage. Every transition is logged with a timestamp and the user who moved them.

Interview Scheduling

1. Select a candidate in the "Screening" or "Interview" stage
2. Click Schedule Interview
3. Set the date, time, interviewer name, and location/meeting link
4. The candidate's profile shows their next interview date

After the interview, mark the outcome: Pass, Fail, or No-Show. No-show counts are tracked per candidate.

CBT Assessment Assignment

For candidates at the "Assessment" stage:

1. Click Assign Assessment on the candidate card
2. Select an existing CBT assessment (created in Training & Assessments)
3. The system generates a 6-digit assessment code unique to this candidate
4. Share the code with the candidate — they complete it on the Assessment Portal
5. Results automatically update the candidate record

Converting to Employee

When a candidate reaches the "Hired" stage:

1. Click Convert to Employee
2. The candidate's details (name, email, phone, position) pre-fill the staff registration form
3. Complete any additional fields (department, branch, employment date, etc.)
4. Click Save — the candidate becomes an active employee and enters the onboarding workflow

Pipeline Analytics

• Total Candidates — all active candidates in the pipeline
• By Stage — breakdown of how many are at each stage
• Time in Stage — average days candidates spend at each stage
• Conversion Rate — percentage of candidates who reach "Hired"

Application Notifications

When a candidate applies to a published job posting, the person who posted the job is automatically notified by email so they know to review it on the Hiring page. If the poster’s email can’t be resolved, administrators are notified instead, so no application is ever missed.