Creating a Hiring Pipeline

The ENGAGE Hiring Hub is Aaniie’s completely embedded applicant tracking system (ATS). Customizing the ENGAGE pipeline to match your hiring process will enable you to easily track and manage applicants. Then, quickly move candidates through the hiring stages while keeping information organized — all without leaving the Aaniie platform.

Things to Keep in Mind When Building Your Hiring Pipeline

1.     Your new system will be empty at first, and it will default to a table view. Next to the Applicant Management page title are two icons. Select the Dashboard view icon.

2.     Ask your team to think about the stages of your hiring process. These will be the “buckets” that help you manage applicants throughout your pipeline. Below are the stages that are set up in our demo system. It is important not to blindly copy these, but really think about what stages your company goes through during your hiring process. Think about what is needed and what is not in order to hire faster and more effectively.

·       New Applicant

·       Application Reviewed

·       Phone Interview Scheduled

·       Phone Interview Completed

·       Background Check

·       Passed Background Check

·       Second Interview Scheduled

·       Offer Letter Sent

·       Offer Accepted

·       Offer Declined

·       Hired

·       Onboarding Docs Sent

3.     Add the hiring stages to your system. Select Edit Stages to enter your list.

Note: Make sure you mark one stage as Default (this is the stage new applicants appear in when they enter the system).

4.     Think about what messages you want to send to the applicant at each stage via email or text message. This is your opportunity to engage them and showcase your company culture. Think about creating a mix of emails and text messages to engage them and move them through stages. Remember that you can automate messages to go out in a series for each stage. Consider drafting them in a simple word document to get started. Remember that these don’t need to be long!

5.     Click the stage title and select Manage Automations. Create the email/messages using the directions in the ENGAGE Hiring Hub Tip Sheet.

6.     Think about any sorting criteria and labels you might want. For example, do you want to mark when someone is licensed or a CNA? Do you want to track where the lead came from? Do you want to mark who should interview the lead? As you create labels, you’ll notice a subscription option on the right that lets you send an email to a subscriber when a label is placed on lead. Our demo site uses labels for CNA, HHA Trained, Indeed, Facebook, and for people reviewing candidates (so we can subscribe them to a candidate). To add and manage labels, click Edit Labels.

7.     Links to your application form are located in the table view of the Applicant System (the Switch to Table icon is at the top of the page). There are two links: use Applicant Lead for simple interest, use Applicant Registration for a longer form application. More information can be found in the ENGAGE Hiring Hub Tip Sheet.

Note: If you log out, you can use the applicant lead link to create a couple of test leads. That will let you see how the system works. Notice how when you create a lead, it lands in the default stage. Click on the three dots on the lead label and explore the options available. Try clicking on contact applicants, and you’ll have options to communicate directly with the candidate. You’ll also see all the automatic emails that went out.