0:00 Settings Review
0:14 Roles Review
0:25 Lifecycle Review (Hiring Stages & Statuses)
1:23 Tags Review
1:39 Recruiting Table Review
2:46 Managing Prospect Leads
4:31 Creating a Recruiting Lead
5:40 Hiring a Prospective Employee
Recruiting Management How-To Guide
Settings Review
The foundation of the recruiting process within Careswitch relies on three key settings: roles, lifecycles, and profile tags. These are configured in the settings area of the platform before you begin the recruiting process.
Roles Review
Roles are customizable and can be created to reflect the different positions within your organization.
Each role can have a custom name and specific permission sets, which dictate what actions and information users in that role can access. These roles are then used in the hiring process to assign a role to a new employee.
Lifecycle Review (Hiring Stages & Statuses)
The hiring lifecycle is structured into predetermined stages that are static. These stages represent the typical progression of a candidate through the hiring pipeline.
The default stages are: prospect, application, evaluation, offer, onboarding, active, paused, departure, and inactive.
Within each stage, there are customizable statuses that are unique to your agency. These statuses provide a detailed view of a candidate's progress.
You can customize these statuses by:
Editing the name, description, and color of existing statuses.
Deleting statuses that are not needed.
Adding new statuses with custom names, descriptions, and colors to further define the steps in your hiring process.
Tags Review
Tags are used to categorize, label, and filter prospective employees and your workforce as a whole.
These tags are found under the "professionals" section.
You can create custom tags with a name, description, and color to help organize your leads based on skills, experience, or other criteria.
Recruiting Table Review
The recruiting table is a central location for managing and viewing your prospective employees.
Key information in the recruiting table:
Name of the professional, role, job title, employment type, recruiting stage, custom recruiting status, assigned tags, contact information, recruiting source and method, potential start date, matching criteria completion, date of creation, and last sign-in date. You can sort by any of these columns.
Filtering options are available to narrow your focus, including by: status, tags, role, matching criteria completion, and profile connection.
Managing Prospect Leads
Clicking into a prospect lead allows you to access and manage detailed information. You can perform a variety of actions, including:
Adding custom tags to the lead profile
Completing matching criteria
Adding additional information and qualifications with reminders
Adding notes to the activity feed, where you can see a timeline of all past activity associated with the lead
Modifying employment information
Scheduling the lead if they are in a relevant stage
Viewing payroll information
Connecting the lead to a manager or other individuals in the organization, which allows for filtering of connected individuals
Adding documents to the profile
To move a lead through the hiring pipeline:
Click the current status at the top right of the profile and select the next status.
If desired, create a notification message, activity post, and select a team member to notify of the status change. The activity feed will automatically update with the change in profile status, so the activity post is only necessary if you want to specify more detailed information.
You can directly message the prospect through the Careswitch app by clicking "Message" in the top right. If a direct message chat does not already exist with the prospect, a new chat will automatically be created.
Creating a New Recruiting Lead
To initiate the hiring process, you can create a new prospective lead by clicking the "Create" button at the top right.
Select a recruiting status, should this prospect be father along in the hiring process than your first status (the first status in the Prospect Stage is selected by default). You can change the status by clicking on the current status and choosing a new one.
Required fields:
First and last name
Mobile phone number and Email address. The phone number and email are used for login. Usernames/passwords are not required.
Optional Fields during the recruiting stages:
Job title,
Recruitment method (if you select a method, you'll then be able to provide a recruitment source)
Invite message: This unique message is included with the email inviting the prospect to the Careswitch platform
Compose an update to notify internal team members.
Hiring a Prospective Employee
Moving a lead to an "workforce" status signifies that they've been hired.
To do this, click into the prospect's profile, click the status (located in the top right corner beside the Message button), and change to a workforce stage. Select any custom status in the "onboarding" or "active" categories.
Required information: Residence, Date of Birth, Primary Language, Workspace Role, Job Title, and Employment Type.
Optional information: Welcome message, activity post, internal team notification.
After this, the employee will be considered an active employee within the platform and can be scheduled.
It is important to note that workforce employees with a status of "paused" or "inactive" cannot be scheduled.