Using Notes and Ratings

Article Appropriate for These User Types: ALL
Applicable ATS Dashboard: APPLICANTS


Depending on the number of applicants you are considering for a specific position, you may have comments/notes about numerous applicants from different selection process stakeholders to track and manage. Using notes and ratings within the ATS can help make that process easy and paperless.

NOTES
There are two kinds of applicant notes on the Notes & History tab of an applicant's record: Application Status Notes and Application Notes.

Application Status Notes
Use this type of note field to record a specific reason associated with a application status/disposition change. You may also optionally assign a score in this area. A score might be helpful if you are tracking a number of applicants throughout the hiring process and noting each of their individual scores at each stage of your selection process. Each note/score entered will be marked with a date stamp and user's name.

Application Notes
Use this type of note field to record general comments about the applicant record or the applicant's consideration for this position during the selection process. This note is not specific to any kind of status/disposition change. Each application note will be marked with a date stamp and user's name.

Note Security
Within the ATS, there are three main levels of user login credentials at your disposal: Administrator; Manager; and, Assigned User. All three levels of user access are capable of seeing the "Notes & History" tab of an applicant's record. However, you may optionally restrict individual Manager and Assigned Users from having access to the Notes & History tab if that is your preference. All
Administrator users will see the Notes & History tab.

There may be instances where you want other Manager and Assigned Users to see some admin notes, but not all of them. Administrator users have the ability to restrict certain notes added in the Notes & History tab to be visible only to Administrator users. When adding a note, simply click the check box next to "HR View Only." This option is available for both notes associated with application status updates, as well as general application notes.
These restricted notes will be marked as such in the "HR View Only" column below.
Regardless of the level of restriction you employ with your notes, please note that its important to only record appropriate and relevant notes to applicant records within the ATS, as notes cannot be deleted. Please be sure to educate other users to which you grant ATS access, with note making capabilities enabled, on this matter.

Note Reporting
Administrator users have access to an "Application Notes" report in the Standard Reports tab of the Reports Dashboard. This report includes basic information about an applicant and will show the most recent application status note and application note for that individual.


RATINGS
Ratings allow users who may be involved in the screening and interviewing process to vote on or score an applicant. You have the ability to add as many different rating options as you would like for your organization on the Classifications tab in your Settings Dashboard. You may decide the label names as well as corresponding scores and order of label display.
You may even elect to have the name of the "Ratings" section changed to a different title. For example "Candidate Rating" as shown above.

The Ratings can be very handy in the event that the stakeholders involved in the selection process for an applicant cannot find the time to meet together to discuss thoughts post-interview. Instead, each user may log into the ATS as his/her schedule permits to record his/her rating on the Notes & History tab of the applicant record. If necessary, application notes may be added by each user as further commentary to support selected ratings. Then, an HR staff member or the hiring manager may view all the ratings to make a final decision on the next appropriate application status/disposition to be assigned to the individual.
When the Ratings feature is enabled in your ATS you will have a "Ratings Report" available on the Standard Reports tab in your Reports Dashboard. Use this report as a quick way to review the most recent rating that has been assigned to each applicant for a given position.

NEED HELP?If you still have any questions on notes and/or ratings, please contact us at support@exacthire.com.


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