Onboarding (Hiring module)- Customer Admin

Created by Umaiyal Valliappan, Modified on Thu, 4 Jun at 1:25 PM by Umaiyal Valliappan

The Hiring module in Hamara HR helps manage the complete recruitment cycle, including Recruitment, Offers, and Onboarding.

Role Group Configuration & Permissions

The first-level configuration must be enabled in the Role Group.
If a user is tagged as a Recruiter, the respective person must be assigned the required permissions within the role group.

Navigation:

Go to: Setup → Permissions → Role Group

Manager Type role group:

Enable the required permissions under the Manager Type
tag this role group to the respective person

This ensures that the recruiter has the necessary access to perform actions within the system.

Custom Role Group:

Enable the required permissions under the Custom Type
Tag this role group to the respective user

Hiring Module – Job Opening Creation (Hamara HR)

Navigation Path

Customer Admin → Hiring → Recruitment → Job Openings → Add New Job Opening

Step 1 Add new job opening
Job Details

Please provide the following details:

Department: Department for which hiring is being done
Job Designation: Title of the position
Job Role: Nature of work
Employment Type: (e.g., Trainee, Permanent, Contract)
Number of Openings: Total number of positions available

Job Location Details

Please provide the following information:

State
City
Branch: Specific work location details

Additional Information

Minimum Years of Experience
Education Qualification
Annual Salary Range: The AI assistant can suggest the minimum and maximum salary range based on the job role and state and city.
Gender Preference: (if applicable) which gender is suitable for this opening
Job description: The AI assistant can suggest/describes the responsibilities and tasks associated with the role

Then click on Next

Step 2: Assign Interview Rounds

You can configure the interview rounds by clicking on “Add Another Interview Round.”

Candidate Assessment: Define the basic skills required from candidates (e.g., communication, teamwork, leadership, technical skills).
Recruiter Details:
- Choose whether the interview will be conducted by yourself or others.
- If selecting others, choose the recruiter’s name.
Expected Date of Closure: Set the job expiry date.

Once all details are configured moving on to next step

Step 3: Job View Page

Click on Action → View Details to access the job details page.

Add Candidate / Add New Round

Click on Add New → Add Candidate / Add New Round

Add Candidate:

Candidates can be added to the job by entering their basic details and upload the CV

Add New Round:

Additional interview rounds can be scheduled if required.

Step 4: Candidate Pipeline & Interview Scheduling

Once a candidate is added to the job, they will be listed in the Pipeline.

If required, the candidate can be moved to the next stage.
If not suitable, the candidate can be rejected.

Candidate Actions

Go to Action → Reject / Shortlist the Candidate

Shortlisting:

If the candidate is shortlisted, they will be moved from the Pipeline to the Shortlisted stage.

Step 5: Schedule Interview Round

Go to Action → Schedule the Round

Fill in the following details:

Select Round: Choose the interview level (1st round, 2nd round, etc.)
Assign Recruiter: Select the interviewer
Interview Date & Time
Venue

Notifications:

If both candidate and interviewer are selected, both will receive SMS and Email notifications with interview details.

Click on “Schedule the Round” to confirm

Step 6: Reschedule Interview Round

To reschedule an interview round:

Click on Action → Reschedule

In the reschedule option, you can modify the interview round details. the candidate will be moved to the respective interview level (e.g., second-level interview round).

While rescheduling, update the required details as shown in the first screenshot of Step 5.

Ensure that the correct interview round, recruiter details, date, and time are updated accordingly. Based on these changes, the candidate will be moved to the respective interview round.

Step 7: Interviews

In the Interviews tab, you can access and view the candidates.

Click on Action → View Candidates / Access Candidates

This will allow you to view and access candidate details within the interview process.

Step 8: Candidate Feedback

To view the feedback for a candidate, follow the below steps:

Navigate to Job Openings → Action → View Details
Move to the respective interview scheduled job
Click on Action → View Feedback

Step 9: Move Candidate to Selected

If the candidate meets the required criteria, they can be moved to the Selected tab.

Click on Action → Move to Selected

Step 10: Offer Module

Once the recruitment process is completed, the candidate will be listed in the Offer Module.

Navigate to: Hiring → Offer → Create Offer

From here, you can proceed with creating and sharing the offer for the selected candidate.

Step 11: Add or Tag Existing Candidates

You can also add candidates directly at this stage.

If the candidate is new, you can add them directly.
If the candidate already exists, you can tag them to the respective job opening.

By clicking on “+ Add”, a pop-up will appear.

Fill in the required job details in the pop-up.
Ensure the correct job is selected so that the candidate is mapped to the appropriate job opening.
Click on “Add to Job Opening”

Once an existing candidate is tagged to a job, they will be listed under that job opening under the Pipeline in job opening module

Step 12: Onboarding

Navigate to: Hiring → Onboarding → Bulk Onboarding

Bulk Onboarding Process

You can onboard new employees or existing employees.

If you select New Employees, the users will be created in the portal and will also be listed under the Onboarding section.
Download the template, fill in the required fields, and upload the file.

Once the file is successfully uploaded, onboarding links will be generated and shared with the users.

Bulk Upload: View Upload Logs

You can track the status of bulk uploads (whether successful or failed) using the upload logs.

Navigate to: Logs → Upload Logs

This section will display the upload status, including success and failure details for each file.

Note: If the upload fails, you can download the failure file to identify the errors.

Navigate to: Logs →Upload Logs → Action → Failure File

This file will contain details of the records that failed along with the reasons, helping you correct and re-upload the data.