Candidates Workflow + Using Follow Ups

24 September 30, 2024

The best way to work Candidate records in the system, using an efficient workflow.

(5 mins)

Manage your candidates efficiently with franchizemanager

Recruitment (Fran Dev) executives are time poor and typically have a high volume of leads to deals with on a daily basis. It’s important to have a working method that is fast and efficient (a “workflow”).  This guide will walk you through an efficient, day-to-day workflow for managing candidates in the franchizemanager system. By following these steps daily, you’ll be your most efficient and ensure that all necessary actions are taken and nothing “falls through the cracks”.

Key areas to focus on

There are two main areas (buckets) you need to work:
  1. New candidates: these are new leads that have arrived in the system, since you last worked them.
  2. Candidate follow-ups: these are candidates that you have previously worked with and required your attention again.
You can refer to this flowchart of the day-to-day workflow for candidate management in franchizemanager.
Note: this process/workflow will only work if you use the “Follow-up Date” “Follow-Up Note” feature in fzm. Help your future self by using it today. 

New candidates

Check for any new candidates in the system. You can filter and manage your candidates.

Step 1: Review new candidates

  1. Click on Candidates on the left menu 
  2. At the top left, filter the Status Column for Status = New.
  3. To view the candidate’s profile, click their name.
Tip: All new candidates will have their status set to “New” with a green dot. 

Step 2: Work the Candidate and Record your Attempt contact

Now work the Candidate however you would: make a phone call, send an email, send an SMS, etc. Don’t forget to add a Contact attempt if that is what you have done:
  1. Go to “Contact Attempts.” panel
  2. Record the details of your contact attempt (e.g., voicemail left, email sent).

Important: Now set a follow-up date on the top of the Candidate record, doing this means that the record will fall into your Follow-up bucket, so you don’t forget what the next step is and when it is due, here is an example:

Candidate follow-ups

The second key area involves reviewing and managing your follow-ups. These are candidates you’ve marked (as above) to follow up with.

Step 1: Access and perform follow-up actions

To access and handle candidate follow-ups:

    1. On the menu, click Candidates.
    2. At the top right of the “Candidates (Open)” page, click Follow-ups.
    3. The Follow-up list displayed includes every Candidate that has a follow up date set, sorted by Follow-up date Ascending (oldest one at top). Note that any overdue will have the date in red and these should be actioned ASAP:
    4. At the top right of the “Candidate Follow-ups” page, you have a shortcut button Mine – Today. This will filter your list to only the Candidates assigned to you that have a Follow-up date of today (or in the past).
    5. Now click the candidate that you want and work the record as normal. 
    6. Note there are some short-cut options in the right hamburger Menu.
      • This menu lets you:
        • Edit a candidate > opens the record in a new tab
        • Add new contact attempts > Add a contact attempt quickly without opening the record
        • Add new notes > Add a note quickly without opening the record
        • Add new template notes > Add a template note quickly without opening the record
    7. When you’re done with your candidate, be sure to update the Follow-up Date and Note

Tip: If you are done with a Candidate be sure to clear the candidate’s follow-up info. Click the Erase icon and it will clear the information. This effectively removes the Candidate from the Follow up bucket, and you would typically do this when closing the Candidate record.

Conclusion

To stay on top of your daily candidate management tasks:
  1. Check for new candidates by viewing those with a status of “New” and performing the initial outreach (and setting a Follow-up date and note)
  2. Manage follow-ups by checking those assigned to you for today or earlier, and taking appropriate action on each one (and resetting the Follow-up date and note).
By focusing on these two key areas (usually every day), you’ll ensure an efficient workflow and make sure no candidate is left unattended. Candidate management is crucial to keep your recruitment process smooth. With the franchizemanager system, you can ensure timely follow-ups, maintain accurate candidate records, and streamline communication efforts. Consistent management of both new candidates and follow-ups helps you avoid delays and ensures that no one gets lost in the system.