This help guide will discuss the Review and Hire stage of Tanda Hire.
Collect applications for a new role, progress them through the hiring stages, and onboard the right candidate directly into your Tanda account.
This feature is only available for users on the Tanda HR plan.
What Does This Help Guide Cover?
Permissions
By default, only account Admins have full access to our Tanda Hire feature. To grant managers (or anyone else) access, enable the following settings via Settings > All Settings > Permissions > Show Advanced Settings > Customise access & roles here.
Once on that page, select the role you want to edit from the menu.
To view and progress applications, enable the following permissions under Hire:
To hire and onboard an applicant, enable the following permissions:
To learn more about customising permissions, please see our help guide.
Access Applications
As candidates submit their applications, account admins will be notified via email from noreply@tanda.co.
To view your job ads, navigate to Hire > Job Ads. From here, click on View Applications to manage all applicants.
View Application Details
To view application details, navigate to Hire > Job Ads > View Applications. You will be directed to the following page where you can view all applications for that job:
For a more in-depth view of your candidates, navigate to the Candidate Details tab:
On the left of the page, you will see a filterable list of candidates. When you select a candidate, their details will appear on the right.
Each application will include the applicant's details, whether they've answered the screening questions and their resume and cover letter. If uploaded as a PDF, the applicant's resume and cover letter will be embedded on the page. If uploaded as a .docx file, these will need to be downloaded.
Navigate through the tabs on their profile to see all of their application information.
Add Notes
On each application, you can leave an internal note that's visible to other staff with permission to view applicants. Applicants cannot see these notes.
To leave a note, select the applicant's name from the left sidebar, then click on the 'Notes' tab and select + Add Note.
Managing Job Stages
Users can also manage and customise their job stages (e.g. 'Shortlisted', 'Interviewed', 'Offered', etc.) in Tanda Hire, giving you more flexibility and personalisation options.
To do so, navigate to Hire > Settings > Stages.
From there, you can perform several actions, such as:
Creating new stages (via + ADD NEW STAGE). You will be prompted to complete the following form when adding a new stage. Ensure you click CREATE STAGE to save your changes.
Renaming stages and changing the colour coding (via the EDIT button). You will be prompted to complete the following form when editing a stage. Ensure you click UPDATE STAGE to save your changes.
Nominating whether you can schedule interviews at this stage (via the EDIT button).
Nominating whether emails should be sent when a candidate progresses to this stage (via the EDIT button).
Nominating whether this stage should show in total "applicant" counts (e.g., you would exclude rejected applications from this count, but users may also want to exclude hired/offered applicants)
Re-ordering many of the stages, except for the first and final stages, which are locked. If stages are locked and therefore unable to be re-ordered, you will see the following warning:
Updating an Application's Status
Once you have finished configuring your job, you can adjust an application's status to help internally track a candidate's progress and move them through these job stages. Candidates will not be notified of these internal changes to their status (unless their application is rejected) until you Hire & Onboard them.
To change an applicant's status, either use the dropdown menu or click the Hire & Onboard or Reject buttons in the Candidate Details tab.
Using the dropdown, a candidate's application can be progressed to the following stages:
Shortlisted
Interviewed
Reference Check Required
Offered
Hired
Rejected
Applications can be moved freely between stages and back to a previous stage when required. Applications will be grouped based on their status.
Important: Other than 'Rejected', moving an application between stages will not trigger any additional actions. They are solely for internal communication.
If a candidate is successful and you're hiring them, ensure you use the Hire & Onboard button to use Tanda onboarding.
Rejecting an Application
To reject an application, click the Reject button on the candidate profile.
This will send an Application Rejected email to the candidate, notifying them of the outcome.
All rejected applications are still kept stored in the system. You can view rejected applications by updating the 'Stage' filter on the right to Rejected.
If necessary, you can move the application back to the applicant pool. However, the candidate will not be notified of this change.
Scheduling Interviews
Tanda Hire also makes it straightforward to set your availability and schedule interviews. To do so, navigate to Hire > Candidates > View Profile > View Application, then, progress the applicant to the 'Shortlisted' stage and click on the 'Interview' tab.
Next, select MANAGE INTERVIEWER AVAILABILITY > + ADD INTERVIEWER AVAILABILITY. You will see the following screen:
Input the appropriate information, then click CREATE to save your changes.
To allow a candidate to self-schedule an interview, use the link in the Interview tab.
Adding interviews to your personal calendar
To add an interview to your own calendar, navigate to the Job Ads page, open the dropdown and select Interviews:
On the Interview Schedule page, click the Subscribe button next to the date selector.
This will copy a link to your clipboard, which you can add to your personal calendar. Then, when interviews are scheduled, they will come through to your own calendar.
Note that it can sometimes take a few hours for the interview to sync.
Sending and Receiving Offer Letters
If an applicant has successfully made it past the Interviewed stage, they might be moved to the Offered Stage.
You can configure this stage to automatically send an Offer Letter to the applicant, which will send a document requiring their signature.
After the letter is signed, an onboarding invitation created for that profile in Tanda will automatically prefill with any information entered in the offer letter. Additionally, the signed Offer Letter will be stored in the Contracts and Documents section of the employee's profile.
To set this up, follow the steps below:
Configuration
Offer Letters are configured using Contract Templates. Create a new contract template containing the information you want the employee to read and sign for. To learn more about creating contract templates, please see Create a Contract Template.
Once you've created the template, navigate to Hire > Settings > Stages and select Edit on the Offered stage.
Then, find and tick the Send Documents and Offer Letters setting, which is found under Stage Options:
Scroll down and select Update Stage to save your changes.
Sending Offer Letters to Applicants
Once the above has been completed, when you move an applicant to the Offered stage, you will see the following modal come up:
Click Continue to Offer Letter to begin the process of sending a letter.
This will take you to a screen similar to the Employee Onboarding page. You can check the text in the top left to confirm that this is an Offer Letter, rather than an Onboarding Invitation:
Begin filling out the employee details as you would for an Onboarding Invitation, but take note of the Contracts section.
Here, you will need to select the Offer Letter contract template you previously made:
Continue to fill out the employee's information until you reach the final page, where you can click Send Offer Letter to email the letter to the applicant.
Signing the Offer Letter
Once the Offer Letter has been sent, the applicant will receive the following email:
Selecting Sign Your Offer Letter will take the applicant to a page with a copy of the Offer Letter contents, and an area to sign the document.
Once the offer letter has been signed by the applicant, a notification email will be sent to the Reply To Email in Hire Settings:
Finally, if the applicant is then invited to Tanda, you'll see their signed offer letter under Contracts in their profile:
Hire & Onboard Staff
Tanda Hire is designed to seamlessly link to Tanda's onboarding feature. If you do not use Tanda's onboarding feature, you can keep track of hired candidates by updating an application's status.
If you use Tanda onboarding, invite successful applicants to your Tanda account by clicking the Hire & Onboard button.
To Learn more about Onboarding staff in Tanda, see Send an Employee Onboarding Invitation.
If an offer letter has been sent to the applicant, a Pending Onboard Invitation will be prefilled with the information entered in the offer letter creation process.
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