Enabling Recruiting System

The recruiting system is a system-level configuration item that must be enabled by a ScheduleSource support representative. You can check to see if it is enabled in the Enterprise portal under “Admin”, then “Configuration”. The recruiting option appears under the “System Features” tab:

Recruiting Roles


For users to access the recruiting system, they must be given Role access. You can enable roles in the Enterprise portal under “Roles”, then select a role and select “Recruiting”:

Recruiting Setup

Several items must be configured for the recruiting system to work. At the minimum, you need to configure an “Applicant Form”, an “Application”, and the Recruiting Portal options.

  • Application Form - The “Applicant Form” is a basic questionnaire for gathering information about the person. It can include items such as “First Name”, “Last Name”, etc. This information is stored separately from an application and will be used in a hiring event when creating the “Employee” record.

  • Application - An “Application” gathers information relevant to the hiring process. The system supports multiple application designs. An applicant in the system can complete multiple applications, but they are limited to one per application design.

  • Recruiting Portal Options - The setup of the recruiting portal determines how visitors to the portal can use the system. All visitors to the portal will be subject to the configuration so the experience will be consistent and largely determined by the enterprise.

Applicant Form

To setup an applicant form, in the Enterprise portal, open the “Recruiting” section and then load the “Configuration”, “Applicant” page. If a form has been created, it will be listed. If not, click “Add New”.


The form must be developed item by item, using the options in the “Map To” drop down.


To setup a new application, open the “Configuration”, “Applications” page. Existing applications will be listed, but click “Add New” to create a new one.


Each application contains a list of questions whose answers will be stored per person and searchable in the system. The application must have a name and one or more questions. Additional fields support the addition of help text at the top and bottom of the form. Help and text can be inserted in the list of questions as well. To deploy the application to the recruiting portal and make it visible to visitors, it must be “Enabled”.

Portal Settings

The visitor experience can be customized by changing portal settings. It’s on the settings page that you find the unique URL for the recruiting site as well. You will want to use the URL in links from your web site, in emailings, etc. to provide access to visitors.

A custom logo can be included in your recruiting portal. Simply provide a URL that points to your logo and the portal will load it from that site.

The remaining settings customize the experience by allowing or requiring certain items. Availability, Documents, and the additional option of job postings are configured here.



Searching for Applicants

To search for applicants in the system, go to the “Applicants/List” or “Applicants/Summary” page. Both pages provide a “Filter” link. The “Filter” link opens a pop-up that lets you set filtering options by Applicant, Application/Job, or Availability.

  •  Applicant - The “Applicant” filter will narrow the list by status of the applicant, status of the employee, and optionally the last name of the applicant.

  • Application/Job - The “Application/Job” filter allows the user to narrow in on a particular application and even specific answers within that application. If “Jobs” are in use, you can narrow the list by the job posting.

  • Availability - The “Availability” filter lets the user select applicants who are available on specific days and even times within the day.

Hiring an Applicant

Once a particular applicant is found and selected, detailed information can be viewed and the applicant can be on-boarded as an employee. To hire an applicant, open their “Status” page, click “Hire Applicant” and fill out the deployment options.