The Overview tab provides contact information and an activity log.

Activity Log

Phone / Email / Address Section

Transfer to Personnel

The Details tab contains basic information about the applicant and tracks positions applied and screening results.

Details Section

Positions Applied Section

Screenings Section

To create a new applicant record:

1. Navigate to HR workflow → Applicants module
2. Click the + (Plus Button) in the button bar
3. Enter the applicant's name in the Person field
4. Select an appropriate Status (e.g., New, Under Review)
5. Choose a Type classification if applicable
6. Set the Date (typically the application date)
7. Click Save to create the applicant record

To update an applicant's status as they progress through your hiring process:

1. Open the applicant record from the list view
2. Go to the Details tab
3. Locate the Status field in the Details section
4. Select the new status from the dropdown menu
5. Update the Date field to reflect when the status changed
6. Click Save to record the status update

Common status values include: New, Under Review, Interview Scheduled, Interviewed, Offer Extended, Hired, Rejected, Withdrawn.

To add phone numbers, email addresses, or other contact details:

1. Open the applicant record
2. Go to the Overview tab
3. Locate the Phone / Email / Address section
4. Click the + (Plus Button)
5. Select the contact type: Address, Phone Number, Email Address, Website, or Social Media Link
6. Enter the contact information in the fields provided
7. Click Save to add the contact entry

You can add multiple contact entries of each type (e.g., home phone and mobile phone).

The Positions Applied section allows you to track multiple positions an applicant has applied for:

1. Open the applicant record
2. Go to the Details tab
3. Locate the Positions Applied section
4. Click the + (Plus Button) to add a position
5. Select the Position from the dropdown or enter a custom position name
6. Enter the Hourly Rate if applicable
7. Set the Status for this specific position application
8. Enter the Date the applicant applied for this position
9. Click Save to add the position entry

Repeat this process for each position the applicant applies for. Each position maintains its own status and date tracking.

Each position application can have its own hourly rate:

1. Open the applicant record
2. Go to the Details tab
3. In the Positions Applied section, locate the position entry
4. Click on the position row to edit it
5. Update the Hourly Rate field with the proposed or agreed rate
6. Click Save to update the rate

This is useful for tracking different compensation offers for different roles or for recording negotiated rates during the hiring process.

To delete a position application entry:

1. Open the applicant record
2. Go to the Details tab
3. In the Positions Applied section, locate the position entry to remove
4. Click the Delete Button (trash icon) for that position
5. Confirm the deletion when prompted

To record background checks, drug tests, or other screening results:

1. Open the applicant record
2. Go to the Details tab
3. Locate the Screenings section
4. Click the + (Plus Button)
5. Select the Type of screening (e.g., Background Check, Drug Test, Reference Check)
6. Enter the Reason for conducting the screening
7. Set the Date the screening was performed
8. Enter the Result (e.g., Passed, Failed, Pending, Clear)
9. Click Save to add the screening record

You can record multiple screening entries for each applicant to maintain a complete pre-employment verification history.

To track screenings that haven't been completed yet:

1. Add a screening record as described above
2. Set the Result field to "Pending" or "In Progress"
3. Use the Date field to record when the screening was initiated
4. Add a note in the Activity Log (Overview tab) if you need to track expected completion dates
5. Update the screening record's Result field when results are received

This approach helps you track which applicants have incomplete screening requirements before extending job offers.

To delete a screening record:

1. Open the applicant record
2. Go to the Details tab
3. In the Screenings section, locate the screening entry to remove
4. Click the Delete Button (trash icon) for that screening
5. Confirm the deletion when prompted

When you hire an applicant, TRUE can automatically create a Personnel record:

1. Open the applicant record for the person you're hiring
2. Go to the Overview tab
3. Locate the Transfer to Personnel option
4. Click Transfer to Personnel
5. TRUE will create a new Personnel record with the applicant's information pre-filled
6. Complete the additional personnel fields (hire date, position, wage information, etc.)
7. Click Save to finalize the personnel record

After using the Transfer to Personnel feature:

• The original applicant record remains unchanged in the Applicants module
• A new Personnel record is created with the applicant's contact information
• Basic details (name, contact information) are copied to the personnel record
• Position applications and screening records remain only in the applicant record
• You can still access the applicant record for historical reference

Best practice is to update the applicant's Status to "Hired" and add a note in the Activity Log referencing the personnel record ID for easy cross-reference.

Yes, you can attach files using TRUE's file management system:

1. Open the applicant record
2. Look for the Files or Attachments icon/button (typically in the button bar or record header)
3. Click to access the file management interface
4. Click Upload or + (Plus Button)
5. Select the file(s) to upload (resumes, cover letters, reference documents, etc.)
6. Add a description or category to help organize the files
7. Click Save to attach the files to the applicant record

Attached files remain accessible from the applicant record and can be viewed or downloaded by users with appropriate permissions.

Access to the Applicants module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Applicants) permission (ID #89)
3. Once granted, you'll find the module in the HR workflow

The ability to create new applicants requires a specific security permission. If you cannot create applicants:

1. Contact your system administrator
2. Request the New Applicants permission (ID #329)
3. This permission is found in the Applicants section of user access settings

Once granted, you'll be able to use the + (Plus Button) to create new applicant records.

The ability to permanently delete applicant records requires a specific security permission. If you cannot delete applicants:

1. Contact your system administrator
2. Request the Delete Applicants permission (ID #330)
3. This permission is found in the Applicants section of user access settings

The ability to modify applicant IDs requires a specific security permission. If you cannot edit the ID field:

1. Contact your system administrator
2. Request the Modify ID (Applicants) permission (ID #1000)
3. This permission is found in the Applicants section of user access settings