How the HR/Hiring Module Works
Overview
The HR/Hiring Module is a complete applicant tracking system (ATS) that enables your institution to manage the entire hiring workflow for student employment and campus positions. It connects job creation, application management, candidate evaluation, and interview scheduling into one unified workflow—replacing the need for spreadsheets, email threads, and external recruiting tools.
Who uses it: HR administrators and hiring managers post jobs, review applicants, schedule interviews, and track candidates through your hiring pipeline. Students and job applicants browse available positions, submit applications, track their status, and schedule interviews—all from a self-service portal.
The HR/Hiring Module requires the HR feature flag to be enabled for your organization. Only users with the hrAccess permission can access administrative recruitment functions.
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The Core Workflow: Five Stages
The hiring process flows through five interconnected stages:
Roles — Define job titles and descriptions (e.g., "Resident Assistant," "Facilities Technician")
Jobs — Post specific openings tied to roles, with application forms and interview stages
Applications — Students apply and complete your custom application form
Buckets — Move candidates through status categories (e.g., "Qualified," "Second Round," "Rejected")
Interviews & Dispositions — Schedule interviews, collect feedback, and make final hiring decisions
Think of Roles as templates and Jobs as individual postings. You can reuse a role across multiple job postings (e.g., post "Resident Assistant" twice: once for Fall 2025 and once for Spring 2026).
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For Administrators: Setting Up Recruitment
Step 1: Create Job Roles
Roles are templates that define position types across your institution.
Go to Admin › Recruitment › Roles
Click Create New Role
Enter a role name (e.g., "Resident Assistant") and description
Click Save
Expected result: The role is now available when creating job postings.
Step 2: Configure Buckets and Dispositions
Buckets are status categories that track candidate progress (e.g., "Move to Final Round," "Hold," "Not Qualified").
Dispositions are final hiring decisions (e.g., "Offer Extended," "Declined," "Waitlisted").
Go to Admin › Recruitment › Configuration
In the Buckets section, click Create Bucket
Enter a name and description (e.g., "Qualified for Interview")
Click Save
Repeat for additional buckets (e.g., "Second Round," "Hold," "Rejected")
In the Dispositions section, click Create Disposition
Enter a final decision name and description
Click Save
Expected result: Your buckets and dispositions are now available for organizing candidates through the hiring pipeline.
Set up buckets that match your institution's hiring flow. For example: "Screened," "Phone Interview," "In-Person Interview," "Offer Extended," "Hired," "Rejected."
Step 3: Create Application Forms
Application forms are customizable questionnaires that candidates complete when applying. Each job can have its own form.
Go to Admin › Recruitment › Forms
Click Create New Form (select "Application" type)
Add questions or fields (e.g., "Phone Number," "Availability," "Why do you want this job?")
Click Save
Expected result: Your application form is ready to be assigned to job postings.
Step 4: Create Job Postings
Jobs are individual openings tied to a role. Each job includes an application form and interview schedule.
Go to Admin › Recruitment › Jobs
Click Create New Job
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Fill in job details:
Job Title — Display name (e.g., "Resident Assistant - North Campus")
Role — Select a role you created earlier
Owner — Staff member responsible for hiring
Application Form — Select the form candidates will complete
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Scroll to Defined Interviews and click Add Interview Stage
Enter interview name (e.g., "Phone Screening," "In-Person Interview")
Select interview type
Assign default interviewers (conductors) who will conduct this interview
Add available time slots when this interview can be scheduled
Click Save
Click Activate to make the job visible to students
Expected result: The job posting is now live on your student-facing jobs portal.
You must set up interview stages and assign interviewers with available time slots during job creation. If no time slots are defined, students won't be able to schedule interviews later.
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For Administrators: Managing Candidates
Review Applications
Go to Admin › Recruitment › Candidates
Browse the list of all applicants across all jobs
Click on a candidate name to view their full profile
Review their application answers, submitted documents, and profile information
Update Candidate Status
On the candidate's profile, scroll to Bucket Assignment
Select a bucket (status) from the dropdown — e.g., "Qualified for Interview," "Hold," "Rejected"
Click Save
Expected result: The candidate moves to the new status. If you reject a candidate, they're removed from your active pipeline (this cannot be reversed).
Schedule an Interview
On the candidate's profile, click Schedule Interview
Select which interview stage (e.g., "Phone Screening" or "In-Person Interview")
Choose an available time slot from the calendar
Confirm that the assigned interviewer is correct
Click Confirm
Expected result: The interview is scheduled. The candidate receives a notification with the date, time, and interviewer information. They can reschedule by selecting a different available time slot.
Review Interview Feedback
Go to Admin › Recruitment › Interviews
Click on an interview to view details
Once the interviewer submits feedback, view their evaluation and comments
Expected result: You can see structured feedback from interviewers to help make hiring decisions.
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For Students & Applicants: Applying for Jobs
Browse Available Jobs
Log into the resident portal
Go to Jobs
Browse all open positions or search for a specific role
Click on a job to view the full description, requirements, and interview process
Submit an Application
Click the Apply button on the job detail page
Complete the application form with all required information
Upload any attachments (resume, references, etc.) if requested
Review your application for accuracy
Click Submit Application
Expected result: Your application is submitted. You'll receive a confirmation and can track your status anytime.
You can only apply once per job. If you want to update your application after submitting, contact the hiring administrator.
Track Your Application Status
Go to Jobs › My Applications
View all your submitted applications and their current status
Click on an application to see detailed feedback or comments from the hiring team
Schedule or Reschedule an Interview
Go to Jobs › My Interviews
View all interviews scheduled for you
Click on an interview to see the date, time, location, and interviewer name
To reschedule, click Change Interview Time and select a different available time slot
Click Confirm — interviewers are notified of the change
Expected result: Your interview is rescheduled. Both you and the interviewer receive confirmation.
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Key Features & Concepts
Customizable Application Forms
Each job posting can have a unique application form. Hiring managers design forms with custom questions tailored to the role (e.g., "Describe your experience with student supervision" for RAs, or "Tell us about your technical skills" for IT roles).
Structured Interview Stages
Define multiple interview rounds (Phone Screening → In-Person → Final Interview) during job setup. Each stage can have different interviewers and feedback forms. Candidates schedule within time slots you've made available.
Candidate Buckets vs. Dispositions
Buckets track where a candidate is in your hiring workflow. They represent progress stages you move candidates through as you evaluate them.
Examples of buckets: "Screened," "Qualified for Phone Interview," "Phone Interview Completed," "Moving to Final Round," "Hold," "Not Qualified," "Rejected."
Dispositions record the final hiring decision—the end state for a candidate. Once assigned, a disposition closes out that candidate's file.
Examples of dispositions: "Hired," "Offer Extended," "Declined," "Waitlisted," "Not a Fit," "Position Filled."
How they work together: Candidates move through buckets during the hiring process (Screened → Phone Interview → In-Person → Ready for Final Decision). Once you make a final hiring decision, you assign a disposition ("Hired" or "Declined"). This marks the end of that candidate's journey in this job posting.
Think of buckets as workflow progress and dispositions as outcomes. Buckets organize ongoing candidates; dispositions document what ultimately happened to them.
Interview Feedback Forms
Interviewers submit structured feedback using customizable forms. This standardizes evaluation and helps hiring teams compare candidates objectively.
Data Export & Reporting
Export all candidate data to CSV/Excel for analysis, compliance, or integration with your SIS or payroll system.
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Permissions & Access
The HR/Hiring Module requires two prerequisites: (1) The HR feature flag must be enabled for your organization, and (2) Users must have the hrAccess permission to access administrative recruitment functions.
Admin/Recruitment Manager (with hrAccess permission):
Full access to all recruitment pages and settings
Can create roles, jobs, forms, and manage all candidates
Can schedule and reschedule interviews
Can configure buckets, dispositions, and settings
Interview Conductors (staff assigned to interviews):
Can view candidate information during their assigned interviews
Can submit interview feedback via the feedback form
Cannot modify job postings or candidate data
Students/Applicants (all portal users):
Can browse available jobs, submit applications, and track status
Can schedule and reschedule interviews
Cannot access administrative pages or view other candidates' information
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Limitations & Important Notes
Once you reject a candidate, the rejection cannot be reversed. If you need to reconsider, you'll need to ask the candidate to reapply.
Single application per position: Students can only apply once to each job. Multiple submissions aren't allowed.
Interview slots are fixed: Students can only schedule interviews during time slots you've defined. Custom times cannot be requested.
Forms are job-specific: Application forms must be assigned during job creation. You cannot change forms after applications have started coming in.
One bucket per candidate: A candidate can only be in one bucket at a time. Assigning a new bucket replaces the previous status.
Interviewer availability is limited to defined slots: Interviewers can only be scheduled during the time slots you created when setting up the job.
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Common Questions
Why don't I see a form on the job posting?
The application form must be selected and assigned during job creation. If you forgot to assign a form, you'll need to edit the job (if applications haven't started) or create a new job posting with the form included.
Why can't students schedule interviews?
Interview time slots must be defined during job setup. If no slots are available, students can't schedule. Check with your job owner or hiring manager to add available times.
Can we change the interview process after posting a job?
Modifying interview stages after applications have begun may lock some fields. It's best to finalize your interview structure before activating a job posting.
How do we track whether someone was actually hired?
Use dispositions to record final decisions. Once a candidate receives a disposition (e.g., "Hired," "Offer Extended"), their hiring outcome is documented in the system.
Can we export candidate data?
Yes. From the Candidates or Applications page, click Export. Data downloads as CSV/Excel and includes all candidate information, application answers, and status. You'll receive a notification when the export is ready.
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What's Next
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Need Help?
If you encounter issues with the HR/Hiring Module, please provide the following information when contacting support:
Which page or function were you using? (e.g., "Scheduling interviews," "Exporting candidates")
What error message or unexpected behavior did you see?
How many candidates or job postings are you managing?
Is this affecting a specific user, or all users in your account?