Sending Online Apps / RFC / RFVs

11 October 28, 2024

How to send Online Application forms (RFV/RFCs) to Candidates and how they complete them online.

(7 mins)

Send and Manage Online Applications (RFCs or RFVs) in franchizemanager

Online Applications, also known as RFCs (Requests for Consideration) or RFVs (Requests for Validation), are crucial to the recruitment process. 

This guide will show you how to send an online application, the candidate’s experience, and how to manage the completed forms.

Important: Contact the support team if your online application form hasn’t been set up yet. Provide your existing application (PDF or online form) or the questions you want included, and the team will configure it for your system.

Benefits of Using Online Applications

  • Brand Consistency: Customise your forms with your company’s branding to deliver a professional and consistent experience.
  • Efficiency: Online applications streamline your recruitment process by collecting all information digitally and attaching it directly to the candidate’s profile.
  • Immediate Notifications: Automatic alerts ensure you are promptly informed when a candidate submits their application.
  • Organised Storage: Submitted applications are easily accessible in the Online Applications section and as a PDF in the Documents section.

Step 1: Send an Online Application

  1. On the left, click Candidates.
  2. Open the Candidate’s profile.
    • Tip: To look for Candidates faster, click the text boxes at the top.
  3. At the top of the Candidate’s profile, click Send.
  4. In the dropdown menu, click Online Application.
  5. A window will pop up where you can choose the contacts to whom to send the online application.
  6. To select a contact, click the check box beside the contact’s name.
  7. If the candidate record includes multiple contacts (e.g., business partners or advisors), you can select one or more contacts to receive the application.
  8. At the bottom, click Continue.

Step 2: Choose a Form

  1. A new window will pop up where you can choose the form you want to send.
  2. Select the form.
    • If you have multiple forms (e.g., a short form for early stages and a detailed form for later), you can only select one form at a time.
  3. At the bottom, click Continue.

 

Step 3: Choose an Email Template

  1. A window will pop up where you can choose the email template you want. 
  2. Select the email template that will be used to send the application.
    • .You may have different templates or forms for various stages of the recruitment process.
    • You can also find the template using the search box at the top.
  3. At the bottom, click Continue.

Step 4: Construct the Email

  1. A window will pop up where you can construct your email.
  2. Edit the email content. A green button linking to the online application will be automatically included in the body of the email.
  3. When you’re done editing your email, click Send Email.
  4. If you want to cancel the email, click Cancel Send.
  5. If you want to delete the email, click Delete.

Step 5: Confirmation

  1. A confirmation window that the email was sent to the contacts will pop up.
  2. At the bottom, click OK.
  3. To save your changes to the Candidate’s profile, click Save at the top right.

What the Candidate Sees

When the candidate receives the email, they’ll click the button to open the application. The online form will include:
  • Your branding, such as your logo, colours, and other visuals.
  • Fields for personal details, financial information, references, and more are based on the form you provided.

How the Candidate will Complete the Form

  1. The candidate fills out the form, adds their signature, and submits it.
  2. After submission, the candidate will see a confirmation message indicating that the application was successfully submitted.

Manage the Completed Applications

Once the candidate submits the form, it will automatically be attached to their record in your system.
  • Processing Time: The system checks for new submissions approximately every 15 minutes.
  • Notifications: The recruiter or manager assigned to the candidate will receive an email and in-system notification when the form is submitted.

View Submitted Applications

After the application is attached to the candidate record, you can view it in two sections:

Online Applications & Forms

  1. Open the Candidate’s profile.
  2. Go to the “Online Applications & Forms” section.
  3. You’ll see a tile representing the completed application.
  4. Click the tile to view the data.
  5. You can print the online application directly from this window if needed.

Documents Section

The completed application is also stored as a PDF in the Candidate’s profile.

  1. Open the Candidate’s profile.
  2. Go to the “Documents” section.
  3. If you want to download the completed application, click Download.
  4. You can also delete the completed application when you click  Delete.

Conclusion

In franchizemanager, sending online applications simplifies the recruitment process for you and the candidate. You can deliver a smooth, professional experience by utilising customisable forms and email templates while keeping all candidate data organised and accessible.