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

Table of contents

1. What does this feature enable?

2. How-to guide

2.1 Define access rights

2.2 Define default fields (optional)

2.3 Create description templates (optional)

2.4 Creating hiring requests

2.5 Define and start the approval process

2.6 Approve a request

2.7 Create a job

3. Working with the overview list

1. What does this feature enable?

• Manage the hiring needs of your company
  Create hiring requests for the new or existing positions to fill to map your workforce planning in Prescreen. 
• Define the approval workflows
  Create single- or multi-step approval processes, that are reliably and securely documented.
• Create jobs from approvals
  Create jobs and ads from the successfully approved requests directly in your recruiter view.

Hiring requests is a premium feature in Prescreen. It can get enabled for your account per request. For activation of the hiring request feature in your Prescreen account please contact your account manager or write a short email to support@prescreen.io.

2. How-to guide

2.1 Define access rights

Define in "Settings" (1) > "Access management" (2) > "Access groups" (3) > "Access" (4) > "Hiring requests" (5), which user groups can manage hiring requests. The following access right settings are available:

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

2.2 Define default fields (optional)

Some information from the hiring request description can be used to define the job. Decide, which standard job fields should be used in hiring requests. The values of these fields will automatically be copied to the job you create out of the successfully approved request. 

Go to "Settings" (1) > "Hiring requests" (2) > "Hiring request settings" (3). Activate the needed fields and decide if they should be mandatory or optional. The fields will be added to the hiring request creation form (4).

2.3 Create description templates (optional)

You can create multiple templates to describe the different types of your hiring requests at "Settings" (1) > "Hiring requests" (2) >"Hiring request templates" (3) > "+Add template" (4). The templates will save you a lot of time when creating new requests.

2.4 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 will define and manage the hiring request. The assignee can add additional details to the description and is responsible for defining the approval process. Please note, only the user with the access right "can edit all hiring requests" can be selected for the assignee role. Save the request with the "Submit" button (4).

Now you have created a draft version of your request. In the next section, we define and start the approval process together.

2.5 Define and start the approval process

The assignee can now change / complete the description and define the approval process. As long as the approval process is not started, the assignee can also be changed. So you can, for example, first assign the request to the Equal Opportunity Officer of your company, and then, after they've reviewed the request, to the responsible hiring manager.

1. Create the first step of the approval process:

• Select an approver
  Select who should approve the request in this step. You can select specific users and / or a recruiting team.
• Group decision or individual decision
  You can determine whether each person in the group must approve (such as board decisions), or whether a single approval from any person in the group is enough to complete the process step (e.g., simple approval by work council members).
• If necessary, create any number of additional approval steps.

2. Click "Save Changes" and then "Start Approval Process". The person(s) from the first approval step are invited to review the request and make their decision.

3. Once all necessary approvals have been granted, a job can be created.

Note

• The hiring requests with the status "In approval" can not be edited.
• If a request gets, the approval process is aborted. The assignee and the creator of the request will be notified. In order to restart the process either a new hiring request has to be created, alternatively you can duplicate the rejected request, edit the details and start the approval process again.

2.6 Approve a request

If you need to grant approval for a hiring request, you have the following options:

• Approve request: You can add a comment.
• Reject request: You must justify your decision in a comment.
• The activity log as well as the details of the approval process can only be viewed by participants with permissions to manage hiring requests ("Can see all hiring requests", "Can create hiring requests", "Can edit all hiring requests"), including the creator and the assignee for the given hiring request.

The creator and the assignee of the request can see the approval status at any time in the overview list of all requests or in the detail view: approvals are marked with a green tick, rejections with a red cross.

2.7 Create a job

From the successfully approved requests, you can create jobs for your recruiting process:

• Create a new job. The permission "Can create jobs from approved hiring requests" is required for this.
• Copy an existing job incl. description.

After the job has been created, it is linked to the request from which it originated. You can see the link when you create the job (1) under "Job details" (2) > "Hiring request" (3). Click on "Show request" (4) to access the details.

3. Working with the overview list

Several management options are available to you in the overview of the hiring requests.

1. Status of decisions (1)
   • The green tick signals the approval.
   • The red cross signals the rejection.
2. Status of the approval process (2)
   • Draft
   • Approval in progress
   • Approved
   • Declined
   • Job created
3. Further actions for requests in approval (3)
   • Duplicate
   • To edit
4. Further actions for approved processes (4)
   • Duplicate
   • Create a job
5. Filter options (5)
   • By the title
   • By date of the request 
6. Search options (6)
   • By the title 
   • By request status 
   • By your own role in the approval process