Recruitment: Send Letters to Applicants
In order to enable basic communication between HR and the applicants, a couple of standard letter templates are available for sending electronically to applicants. Some are:
- Application Confirmation Letter
- Letter of Regret
- Interview Letter
Sending letters
- Click System Administration on the Administration Menu.
- From the landing page and for a specific advertisement, navigate to Modules | Recruitment | Administration | Advertised Positions |View/Edit Applications to get to the Applications Received page.
- Select the applicant(s) to whom a particular letter is to be sent by ticking the Select checkbox for their records.
- Locate the following area in the Applications section and select the appropriate letter from the lookup.
- The selected applicant with the appropriate letter is now indicated as shown below.
Send the Letter Directly
- To send the selected letter to the selected applicants, click Send Letters Now .
Preview and Change the Letter Before Sending It
Occasionally it may be necessary to edit a letter before sending it out. This is accomplished in the following manner.
- After selecting the applicant who should receive the letter, instead of clicking Send Letters Now, click Action for the first applicant to open the available options.
Letter preview/change
- From the list select Preview / Change selected Letter before sending to open the following page.
- Update or change the letter as required and click Send Now to send the email.
Keeping Record of Letters Sent
A record is kept of every letter sent from the Recruitment & Selection module. These records can be accessed as follows.
- Every letter that is sent from the module is sent via the Signify Software Email Runner component.
- The email runner sometimes takes a couple of minutes to send a letter out. Once done it will update the applicant’s record.
- In the Letters Sent field a count is kept of letters sent.
- To view the letters that have been sent to an applicant, in the Letters Sent field, click VIEW to display the detail.
- On this page, if you need to see the full email that was sent out, click View Email to display the page.