ENGAGE Applicant Management System

The ENGAGE Hiring Hub is Aaniie’s integrated applicant management system designed to simplify the process of recruiting and hiring caregivers. ENGAGE makes use of marketing concepts to create an applicant pipeline and advanced communication tools to engage and hire applicants quickly.

With ENGAGE you can:

·       Create and manage applicant pipelines

·       Move applicants easily through stages

·       Automate engagement communication at every stage

·       Manage communication with applicants without leaving the platform

·       Use tags to label and sort applicants

·       Use templates to standardize and simplify communication

·       Convert applicants to employees

·       Post a position to common job boards

·       View and manage interview calendars

·       Register lead as an applicant

·       Archive a lead

·       Use Applicant Lead and Applicant Registration links

·       Manage subscriptions

·       Award Caregiver Rewards points to applicants and new hires

Create applicant pipelines

ENGAGE allows you to create and customize an applicant pipeline for your organization. This lets you quickly manage applicants as they move through your hiring process.

To create an applicant pipeline:

1.     Navigate to the Applicant Management System by going to Menu > Staff > Applicant Management. Be sure your system is showing the Dashboard view to see stages. To switch views, select the Dashboard icon.

2.     Select Edit Stages. This opens the Edit Stages dashboard.

3.     Enter your Applicant Stages.

4.     IMPORTANT: Select Default for the stage you want applicants to enter.

5.     Select Save when your changes are complete.

Tips:
The ENGAGE applicant pipeline is configurable to match your organization’s hiring process. Consider ways that you can optimize your pipeline.

Move applicants easily through stages

ENGAGE allows you to easily keep track of and move applicants to different stages within the hiring process.

To move applicants through stages:

6.     Drag and drop the applicant name and drag it to the next appropriate stage for the hiring process.

7.     Continue this process until the applicant’s final status is determined.

Manage communication with applicants within Aaniie

Easily contact and engage with applicants to keep them up to date on their application process through Aaniie’s easy-to-use communication tools.

To manage communication with applicants:

8.     In the dashboard view, hover over the three dots next to the applicant name.

9.     Select Contact Applicant.

10.  Select the message type to send - SMS (text) or Email.

11.  Type your message in the message field and select Send.

Note: You can create and save message templates and schedule messages by selecting the icons next to the Send button.

Automated Communication Through Every Stage

ENGAGE allows you to easily add automated communications through each stage to enhance engagement with applicants.

To add automated communication to a stage:

12.  Navigate to the Applicant Management System by going to Menu > Staff > Applicant Management. Be sure your system is showing the Dashboard view to see stages. To switch views, select the Dashboard.

13.  Select the name of a stage you want to add automated communication to.

14.  Select Manage Automation.

15.  Select SMS or Email.

16.  Enter Content (and Subject if applicable).

17.  Select Send Immediately or schedule it using Time, Day, Weeks, and Months.

18.  Review the Process and Communications.

Note: You can create multiple messages within each stage, and they will display as a chain in chronological order.

19.  Close the Window.

Use tags to label and sort applicants

Aaniie makes it easy to create, add, edit, and remove tags to applicants within the ENGAGE platform to label, sort, and find applicants (i.e. if an applicant applied through Facebook, create a label named “Facebook”).

To label and sort applicants:

20.  In the dashboard view, Select Edit Labels.

21.  Name your labels depending on how you want to sort the applicants.

22.  Next to each label, you can change the color and add a description to improve organization.

23.  Select Save once you are finished editing your labels.

24.  To manage labels, select the three dots next to the applicant’s name.

25.  Select Manage Labels to add your specific label to the applicant and select Save Labels.

Use templates to standardize and simplify communication

Simplify contacting the applicant by creating and saving message templates to make communication easier and more efficient.

To use templates to standardize and simplify communication:

26.  In the dashboard view, select the three dots next to the applicant’s name and select Contact Applicant.

27.  Select the Open Template Library icon next to Send. 

28.  Select Create Template in the top right corner.

29.  Fill in the required information and select Save.

Note: You can begin writing your message and select the Save As Template to add it to your template library and you can select Schedule Message to schedule messages.

Convert applicants to employees

ENGAGE makes it easy to convert an applicant to an employee with a click of a button, eliminating redundancy and paper from the process.

To convert applicants to employees:

30.  Drag and drop the applicant name to your designated Hired stage.

Note: Ensure the Is Hired Stage box is checked in your stage settings.

View and manage interview calendars

On your scheduling dashboard, you can easily create and manage scheduled interviews to improve organization.

To view and manage interview calendars:

31.  Select Menu > Scheduling > Scheduling Dashboard.

32.  Change the drop down menu above quick shifts and select Interviews.

33.  Set up Scheduling Rules to indicate what time and day interviews will be scheduled.

34.  Create the Interview Type and set the duration by selecting the pencil icon in the Interview Types window.

35.  Use the drop down boxes to schedule interviews.

Register lead as an applicant

36.  In the dashboard view, select the three dots next to the applicant name and select Register Lead as Applicant.

37.  Select Confirm.

Archive a lead

38.  In the dashboard view, select the three dots next to the applicant name and select Archive Applicant Lead.

39.  Select Yes, Archive.

Using Applicant Lead and Applicant Registration Links

Aaniie comes with two application links preloaded — one allows you to send the applicant a short application, known as an “Applicant Lead” and another allows you to use a longer, more formal application, known as an “Applicant Registration.”

To use the Applicant Lead and Registration Links:

40.  In the table view, in the bottom right corner you will see the Applicant Leads and Applicant Registration URLs.

41.  To open the short application that collects basic applicant demographics without login credentials, select the Leads URL.

42.  To open the full registration application that requires the applicant to create login credentials, select the Registration URL.

Note: You must be logged out of Aaniie to access these URLs and you can disable certain sections of both the Leads application and Registration application in the site settings.

Editing Application Length

Aaniie allows you to disable certain sections of both the applicant lead and registration form.

To edit the Applicant Lead and Applicant Registration forms:

43.  Select Menu > Settings > Site Settings

44.  To edit the Leads application, scroll down to the Applicant Leads section and use the dropdown box to disable sections, and then select Save.

45.  To edit the formal Registration application, scroll down to the Applicants section and select what you want to disable. Then select Save Settings.

Manage Subscriptions

Subscriptions within the ENGAGE system allow individuals to be notified when applicants move through the stage. For example, the Hiring Manager may be subscribed.

To Manage Notifications When Applicants Move Through the Stages:

46.  In the dashboard view, select the name of the Stage you wish to edit.

47.  Select Manage Subscriptions.

48.  Place the cursor in Lead Enters Stage and start typing a name or select a name from the dropdown. This will notify them when a lead enters this stage.

49.  Place the cursor in Lead Exits Stage and start typing a name or select name from the dropdown. This will notify them when a lead exits this stage.

50.  Select Save Subscriptions.

51.  Repeat for each stage.

Awarding Caregiver Rewards Points to Applicants & New Hires

Set your business apart from competitors by offering Caregiver Rewards points during the application and interview process. These points are then available to caregivers when they are hired.

To enable Reward Points for Applicants and Leads:

52.  Go to Menu > Settings > Site Settings.

53.  Scroll to the Caregiver Rewards section.

54.  Select the checkbox next to Enable Reward Points for Applicants and Leads.

55.  Select Save Settings.

To manage Caregiver Rewards to add points during the hiring pipeline:

56.  Go to Menu > Staff > Caregiver Rewards.

57.  Click the pen/pad icon on the Triggers bar to create new triggers.

58.  Select Points During Hiring Pipeline to add Caregiver Rewards points to the stages of your unique hiring pipeline. Points earned during the hiring pipeline will be held in escrow and awarded when the caregiver is hired.

59.  Select Hiring Bonus Points to award a number of bonus points to be awarded when the caregiver is hired.

To add Caregiver Rewards points to be awarded during the hiring pipeline:

60.  Go to Menu > Staff > Applicant Management.

61.  Select a Stage by clicking on the name of the Stage.

62.  Enter the amount of Caregiver Reward Points you would like to award an applicant when they enter that stage. Select Save.

Note: Caregiver Reward Points can also be added to Labels.