Recruitment & ATS
The Recruitment module provides a complete Applicant Tracking System (ATS) integrated directly into GeniusHRM. It covers the full hiring pipeline — from publishing job openings to extending offers and converting successful candidates into employees.
Overview
Navigate to HR Panel → Recruitment or /recruitment. The module includes:
| Section | URL | Description |
|---|---|---|
| Job Postings | /recruitment/jobs | Create and manage open positions |
| Applications | /recruitment/applications | View and manage all candidates |
| Pipeline Board | /recruitment/board | Kanban-style stage management |
| Interviews | /recruitment/interviews | Schedule and record interviews |
| Offers | /recruitment/offers | Extend and track job offers |
Job Postings
Job postings represent open vacancies that you are actively hiring for.
Creating a Job Posting
- Navigate to Recruitment → Jobs
- Click Post a Job
- Fill in the job details:
| Field | Required | Description |
|---|---|---|
| Job Title | Yes | The position being advertised |
| Department | Yes | Which department this role belongs to |
| Position | Yes | Linked position from the Organisation module |
| Location | No | Office / Remote / Hybrid + city name |
| Employment Type | Yes | Full-time / Part-time / Contract / Intern |
| Experience Required | No | Minimum years of experience |
| Salary Range | No | Min and max salary (can be hidden from candidates) |
| Application Deadline | No | Last date for applications |
| Job Description | Yes | Rich text description of responsibilities |
| Requirements | Yes | Skills, qualifications, and experience required |
| Status | Yes | Draft / Active / Paused / Closed |
- Click Publish to make the posting active
Job Posting Statuses
| Status | Description |
|---|---|
| Draft | Not yet visible; still being prepared |
| Active | Open for applications |
| Paused | Temporarily not accepting new applications |
| Closed | Position filled or abandoned |
Application Pipeline Stages
Every application progresses through a series of stages. The default pipeline stages are:
| Stage | Description |
|---|---|
| Applied | Application received, not yet reviewed |
| Screening | Initial review by HR |
| Interview | Candidate invited for interview |
| Assessment | Technical test or assignment phase |
| Offer | Job offer extended |
| Hired | Offer accepted, ready for onboarding |
| Rejected | Not selected at any stage |
| Withdrawn | Candidate withdrew their application |
Pipeline Board (Kanban View)
The Pipeline Board at /recruitment/board displays all active applications as cards in a Kanban layout, grouped by stage.
- Drag and drop cards between stage columns to advance candidates
- Click a card to view the full application
- Filter by Job Posting to see candidates for a specific role
Managing Candidates
Viewing Applications
From Recruitment → Applications, you can see all submissions with:
| Column | Description |
|---|---|
| Candidate Name | Full name |
| Job Posting | Which role they applied for |
| Current Stage | Pipeline stage |
| Applied Date | When the application was submitted |
| Source | How they applied (Job Board, Referral, etc.) |
| Rating | Recruiter's star rating (1–5) |
Candidate Profile
Each application has a detailed profile:
- Summary — Stage, applied date, source, notes
- Resume/CV — Uploaded document (PDF or DOCX)
- Cover Letter — Text or uploaded file
- Personal Details — Name, email, phone, LinkedIn
- Interview History — All scheduled and completed interviews
- Notes & Feedback — Internal recruiter notes
- Timeline — Stage change history with dates and notes
Adding Notes
- Open the candidate profile
- Click Add Note
- Type your note (supports markdown)
- Click Save Note
Notes are visible to all recruiters and HR managers but not to the candidate.
Interview Scheduling
Scheduling an Interview
- From the candidate profile, click Schedule Interview
- Fill in:
| Field | Required | Description |
|---|---|---|
| Interview Type | Yes | Phone / Video / In-person / Technical |
| Interview Date | Yes | Date and time |
| Duration | No | Expected length in minutes |
| Interviewer(s) | Yes | Select from employee list |
| Location / Link | No | Room name or video call URL |
| Notes | No | Preparation notes for interviewers |
- Click Schedule
The candidate is moved to the Interview stage. Interviewers receive an email notification.
Recording Interview Feedback
After the interview:
- Open the candidate profile
- Click the scheduled interview entry
- Click Add Feedback
- Rate the candidate (1–5 stars)
- Add detailed notes
- Select a recommendation: Proceed, Hold, Reject
- Click Submit Feedback
Extending an Offer
When a candidate reaches the Offer stage:
- Click Create Offer
- Fill in:
| Field | Description |
|---|---|
| Position | Confirmed job title |
| Department | Department |
| Start Date | Proposed first day |
| Salary | Offered compensation |
| Offer Expiry Date | Deadline for candidate to respond |
| Terms & Conditions | Custom offer letter text |
- Click Send Offer
The system generates an offer letter PDF and emails it to the candidate.
Offer Status Tracking
| Status | Description |
|---|---|
| Sent | Offer emailed to candidate |
| Accepted | Candidate accepted |
| Rejected | Candidate declined |
| Expired | Expiry date passed with no response |
Onboarding — Converting to Employee
When an offer is Accepted, the candidate can be converted to a full employee record:
- Open the accepted offer
- Click Convert to Employee
- The system pre-fills the New Employee form with the candidate's data
- Review and complete any missing fields
- Click Save Employee
The employee record is created with a status of Active and linked to the recruitment record for audit purposes.
Recruitment Reports
From Reports → Recruitment:
- Open positions count
- Applications by stage (funnel chart)
- Time-to-hire per role
- Source effectiveness (which channels bring the best candidates)
- Offer acceptance rate