Process Overview
The recruitment lifecycle on Everyday Vacancies consists of five key phases, each designed to help you find and hire the best candidates efficiently.
Phase 1: Job Posting & Setup
Step 1: Choose Your Job Type
Everyday Vacancies offers two types of job postings:
Detailed Job Posting
Best for: Professional roles, full-time positions, technical jobs
Features:
- Full job description
- Smart Screening integration
- Application tracking
- CV requirements (optional)
- Custom application forms
- Team collaboration
Quick Job Posting
Best for: Urgent roles, part-time work, general labor
Features:
- Quick setup (2 minutes)
- Basic job details
- Direct contact applications
- No screening required
- Ideal for walk-in applications
Step 2: Complete Job Details
Fill in comprehensive job information to attract the right candidates:
Required Information:
- Job Title: Be specific (e.g., "Senior Accountant" not just "Accountant")
- Location: City/town where the job is based
- Job Type: Full-time, Part-time, Contract, Temporary, Internship
- Experience Level: Entry, Mid-level, Senior, Executive
- Salary Range: Transparent salary information increases applications
- Category: Industry classification for better searchability
Detailed Sections:
- Description: Overview of the role and company
- Responsibilities: Day-to-day duties and expectations
- Requirements: Must-have qualifications and experience
- Benefits: What you offer (salary, insurance, leave, etc.)
- How to Apply: Application instructions (if using external method)
Step 3: Configure Screening Questions (Optional)
For detailed job postings, add screening questions to pre-filter candidates:
- Browse the question library (28+ pre-written questions)
- Select relevant questions for your role
- Mark deal-breaker requirements as "mandatory"
- Set a pass threshold (recommended: 60-80%)
- Create custom questions if needed
Step 4: Set Application Requirements
Decide what candidates need to submit:
- CV Required: Traditional for professional roles
- CV Optional: Speeds up applications for general positions
- Cover Letter: Can be requested in "How to Apply" section
- Portfolio/Certificates: Mention in job description
Phase 2: Candidate Screening
How Screening Works
When a candidate clicks "Apply" on your job:
Screening Flow:
- Candidate lands on screening page
- Reads instructions and number of questions
- Answers all questions (one attempt only)
- System calculates score instantly
- Checks mandatory requirements
- Shows immediate result (Pass/Fail)
- Sends detailed email notification
- If passed: Redirects to application form
- If failed: Shows alternative options
Email Notifications
Candidates receive automatic emails with detailed feedback:
Pass Email
- ✓ Congratulatory message
- ✓ Screening score
- ✓ Link to application form
- ✓ Application deadline
- ✓ CV requirement notice
- ✓ Tips for success
Fail Email
- ✗ Polite notification
- ✗ Screening score
- ✗ List of unmet requirements
- ✗ Alternative options
- ✗ Employer contact info
- ✗ Encouragement to improve
Phase 3: Application Management
Accessing Your Applications
Navigate to Employer Dashboard → Manage Applications to view all applications.
Filtering & Sorting
Use powerful filters to find the best candidates quickly:
Available Filters:
- By Job: View applications for specific positions
- By Status: New, Shortlisted, Interviewed, Hired, Rejected
- By Screening Tag: Exceptional match, High match, Meets minimums
- By Minimum Score: Set a score threshold (e.g., only show 80%+)
- By Date: Sort by application date
Application Card Information
Each application displays:
- Candidate name and contact info
- Application date
- Current status
- Screening score (if applicable)
- Screening tags
- "View Answers" button to see detailed screening responses
- "View Details" button for full application
- Action buttons (Shortlist, Interview, Hire, Reject)
Changing Application Status
Move candidates through your hiring pipeline:
| Status | When to Use | Available Actions |
|---|---|---|
| New | Application just received | Shortlist, Reject |
| Shortlisted | Candidate looks promising | Interview, Reject |
| Interviewed | Interview completed | Hire, Reject |
| Hired | Candidate accepted offer | Final status |
| Rejected | Not proceeding with candidate | Final status |
Phase 4: Interview & Selection
Shortlisting Candidates
Create your shortlist based on:
- High screening scores (80%+)
- Relevant work experience
- Strong applications/CVs
- Availability and location
Conducting Interviews
Best practices for the interview process:
- Contact Shortlisted Candidates: Use the contact information from their application
- Schedule Interviews: Give candidates adequate notice (3-5 days minimum)
- Prepare Questions: Review their screening answers for talking points
- Update Status: Mark as "Interviewed" after completion
- Keep Notes: Download or save application details for reference
Team Collaboration
If you've enabled the Team feature:
- Team members can view all applications
- Multiple people can interview different candidates
- Coordinate decisions through your internal processes
- All team members can update application status
Phase 5: Hiring & Onboarding
Making the Offer
Once you've selected your candidate:
- Contact them with the job offer
- Negotiate terms if necessary
- Send written offer letter
- Wait for acceptance
- Update status to "Hired" on the platform
Rejecting Other Candidates
Professional courtesy steps:
- Update remaining applications to "Rejected"
- Consider sending personalized rejection emails
- Keep top candidates on file for future opportunities
- Thank everyone for their interest
Closing the Job Posting
After hiring:
- Mark the job as "Filled" or deactivate it
- This removes it from active job listings
- Prevents new applications
- You can reactivate later if the hire doesn't work out
Recruitment Tools & Features
Available Tools
Smart Screening
Pre-filter candidates with customizable questionnaires
Application Tracking
Manage candidates through hiring stages
Team Collaboration
Add team members to help with hiring
Flexible Applications
Make CV uploads optional when appropriate
Email Notifications
Automatic feedback to candidates
Analytics Dashboard
Track application metrics and trends
Tracking & Analytics
Key Metrics to Monitor
- Application Volume: Number of applications per job
- Screening Pass Rate: Percentage passing initial screening
- Average Score: Mean screening score across all candidates
- Time to Hire: Days from posting to hiring
- Source Effectiveness: Where your best candidates come from
- Drop-off Rate: Candidates who start but don't complete screening
Best Practices
- Use specific job titles that candidates actually search for
- List requirements in order of importance
- Be transparent about salary and benefits
- Include your company culture and values
- Proofread for spelling and grammar errors
- Keep screening short (5-10 questions maximum)
- Use mandatory questions sparingly (2-3 maximum)
- Set realistic pass thresholds (60-80%)
- Review and adjust based on candidate quality
- Test the screening yourself before publishing
- Review applications within 24-48 hours
- Move promising candidates to "Shortlisted" immediately
- Schedule interviews within one week
- Make hiring decisions within 2 weeks of final interview
- Communicate rejections promptly and professionally
- Respect candidate privacy and data
- Provide feedback when possible
- Keep candidates informed of timeline changes
- Honor your commitments (interview times, decision dates)
- Maintain positive employer branding
Ready to Hire?
Start your recruitment journey today with our comprehensive tools and streamlined process.
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