Status Labels

This guide will go over the statuses.

A status label in HR-ON Recruit refers to where in the recruitment process a potential candidate is. In other words, it lets you know whether the candidate has received a rejection, has been called in for an interview or is undergoing a screening process.

Once a candidate has applied for one of your vacant positions, the candidate will automatically receive a status that indicates their status in the process. Every action you take in regards to the candidate will affect the status - for example when you send them a rejection, invite them for an interview or the like.

When you first start using your HR-ON Recruit account, you can find different pre-made statuses that are connected to the actions you take in the recruitment process in regards to the candidates.

Usually, a status is connected to an email template. For example, the template that concerns application rejections is tied to the status “rejection sent”, which is marked with the color red.

Simply put, the statuses help you to easily navigate your candidates and keep the overview of how far you are in the recruitment process.

You can easily change the status of a candidate. There are three ways to do so:

Automatically: You change the status of a candidate automatically when you send out an email template when it has a status connected to it. You can change this by heading to settings > Email templates > Find the email template in question > click on edit (the three dots on the right) > scroll down to the bottom until you see “change receiver status” and choose a new status > click on save.

Everytime you send an email template to the candidate their status will change according to the template you use.

Manually: You also have the option of changing the candidate’s status manually. To do this, go to the list of candidates (via Applications > Choose job ad). You can see the status of each candidate next to their name. Click on the status and choose the new status you want to apply to the candidate.

Please note that statuses are solely for internal use and to provide yourself with an overview. The candidate will never know of their status in the system.

Lastly, you have the option of changing the status of multiple candidates at once. Click on the icon in the column on the left and click on mark all. The blue menu in the bottom lets you change the status by clicking on change status. Choose the status you want and click yes.

Email Automation by Status: When a candidate is assigned a specific status (e.g. rejection – without interview), you can define which email the candidate should automatically receive a certain number of days after submitting their application. This allows you to automatically send rejections to candidates in a recruitment process simply by changing their status. Once the email has been sent, the candidate’s status will also be automatically updated to the one you’ve selected — for example, “rejection sent.”

By using email automation by status, you ensure that all candidates who are not moving forward in a recruitment process automatically receive a rejection.

For example, when a candidate is given the status “Rejection without interview,” you define how long after this status is set that the candidate should automatically receive a rejection email.

This way, you ensure that all candidates in your recruitment process receive a response, without having to manually send rejections to those who are not moving forward. You also no longer need to keep track of which candidates have already received a rejection.

Watch this video to see how email automation by status works or read along in the following guide.

Under Settings, go to Status Labels. Here you define which status label should trigger email automation.

It is possible to have multiple statuses that trigger an automated email.

By clicking the three dots on the right-hand side next to a specific status label, you will have the option to edit the status label and insert the email automation.

First, you select the number of days for the status change and email automation. For example, this could be 30 days. Then, you choose the new status the candidate should receive after the 30 days, at which point the automatic email is also sent to the candidate.

An example could be that you assign a candidate the status “refusal – without interview.” You have chosen that 30 days after this status is set, the candidate’s status should automatically change, and an automatic refusal email should be sent.

You therefore enter “30” under number of days before status change and select “Refusal sent” as the new status. This means the candidate will automatically receive the status “refusal sent” after 30 days.

Under Email templates, you select the email that the candidate should receive after the 30 days. The list of email templates is based on the auto-replies you have already created.

If the wording of the email needs to be changed, this can be done under Settings > Email templates

If you have job postings in multiple languages, you can insert email templates for each of the languages you use.

When you select the language for the job ad and application form during job creation, the system will automatically use the email template that matches the selected language.

For example, if you have chosen English as the language for the job ad and application form, the English email template will be used for email automation by status.

If you wish to create new statuses or change the existing ones, you can do so by completing the following steps:

If you want to create a new status click on create on top of the picture as you can see on the image below. Assign a name for the status below the color circle where it says “new status.” Conclude by clicking on save.