1) What You Will Learn (Recruitment Overview)

We will cover the core masters and reports related to recruitment in a practical sequence: Staffing Plan → Job Requisition → Job Opening → Job Applicant → Interview (with Interview Type / Round / Feedback) → Job Offer → Appointment Letter. We will also touch on Employee Referral and Recruitment Analytics.

2) Staffing Plan

Meaning & Use

A plan that defines headcount requirements for each Department/Branch over a specific period (year / quarter / month). It acts as a reference to control vacancy limits and allows the system to automatically validate capacity when creating a Job Offer if Check Vacancies is enabled in recruitment settings.

Where It Is Used

• Setting the number of openings per Designation and Grade for a defined period.
• Reports like Planned vs. Hired to see shortages or excess staffing.

Steps to Create

1. Go to HR → Recruitment → Staffing Plan and click New.
2. Select Company and Period, then add rows (Department / Designation / Vacancies / Grade).
3. Save then Submit.

3) Job Requisition – Internal Hiring Request

Meaning & Use

A formal request raised by the department manager to open a position. It includes justification, budget, employment type, and required skills and may be linked to a Staffing Plan to validate available headcount automatically.

Key Fields

• Department / Branch / Company
• Designation and Employment Type (Full-time / Part-time / Intern…)
• Requested Vacancies, Budget, Job Description
• Attachments such as JD, responsibilities, and required certifications

Steps

1. HR → Recruitment → Job Requisition → New.
2. Fill in the data and submit it for approval using the Workflow.
3. Once approved, create a Job Opening directly from the requisition.

4) Job Opening

Meaning & Use

The record that defines the actual vacancy that will receive applicants. It can be published to the portal/website, with number of vacancies, location, job description, and can be linked back to a Job Requisition.

Key Fields

• Designation / Department / Branch
• Vacancies and Expected CTC (optional)
• Publish to portal/website (short description plus requirements)

Workflow

1. Create the Job Opening and link it to the relevant Job Requisition if any.
2. Start receiving Job Applicants either automatically (Portal) or manually (HR).

5) Job Applicant – Candidate

Meaning & Use

The candidate record with contact information, CV, and pipeline status (Applied → Shortlisted → Interview → Offered → Joined/Rejected). It makes it easy to assign owners, capture notes, and manage evaluations.

Key Fields

• Applicant Name / Email / Phone
• Linked Job Opening
• Resume Attachment / Portfolio
• Status + Next Steps + Comments / Tags

Best Practices

• Keep Status updated and use Assignment and Kanban views where available.
• Use Tags (Python, Senior, Remote…) for quick search and better reporting.

6) Interviews (Type / Round / Interview / Feedback)

Structure & Components

Interview Type

Defines generic interview types (Technical, HR, Managerial, etc.) and acts as a base for expected evaluation criteria.

Interview Round

Represents a stage in the pipeline (Round 1 – Screening, Round 2 – Technical, …) with assigned interviewers and reminders.

Interview

Schedules an interview (date, time, interviewers, candidate). It can send invitations and calendar events when reminders are enabled.

Interview Feedback

A structured feedback form after the interview (scores, comments, recommendation) which can be mandatory before moving to the offer stage.

7) Job Offer

Meaning & Use

The formal document sent to the selected candidate including title, grade, compensation package, joining date, and conditions. It can be validated against the Staffing Plan to ensure headcount limits.

Core Fields

• Applicant and Designation (+ Grade if required)
• Proposed CTC / Salary Structure plus allowances
• Offer Terms, Expiry Date, Date of Joining

Next Steps

1. Send the offer to the candidate (PDF or Portal).
2. Once accepted, create an Appointment Letter and later the Employee record.

8) Appointment – Appointment Letters

Appointment Letter Template / Appointment Letter

Templates and final appointment letters. After signing, you can create the Employee record automatically (or manually) and link it to the correct (Company / Branch / Department / Designation) and prepare payroll and attendance setup.

Best Practices

• Use bilingual templates (Arabic/English) if required by law or policy.
• Align financial terms with Salary Structure and Salary Structure Assignment to avoid double entry.

9) Employee Referral

Meaning & Use

A mechanism to register internal referrals submitted by current employees, track their status, and manage referral bonuses (if your policy includes them). A referral can be converted into a Job Applicant and then follow the standard hiring pipeline.

10) Reports

Recruitment Analytics & Key Metrics

• Recruitment Analytics: Candidate sources, time-to-hire, offers sent/accepted, and conversion rates across stages.
• Interview-related reports: number of scheduled interviews, punctuality, time to close openings, and bottlenecks in the process.

11) Training Session Plan

From Idea to Hiring

1. Configure the Staffing Plan and explain internal recruitment policies.
2. Simulate Job Requisition → Job Opening with practical examples.
3. Enter a candidate as Job Applicant and walk through the Interview flow (Type / Round / Feedback).
4. Issue a Job Offer and create an Appointment Letter.
5. Convert the accepted candidate into an Employee and link them to other HR modules.

12) Employee Lifecycle Suite

Onboarding – First Steps for New Hires

Employee Onboarding Template

A task template that defines onboarding steps (accounts, equipment, line manager, initial training, etc.).

Employee Onboarding

The actual execution of the template for a specific employee with status tracking, owners, and due dates.

Employee Skill Map

A skills map to identify gaps and design training plans and future promotions.

Quick Steps

1. Create Employee Onboarding Template for each department/group.
2. Create Employee Onboarding and link it to the employee and template.
3. Track completion through the task list and reminders.

Grievance – Employee Complaints

Grievance Type

Complaint categories (behavioral, administrative, safety, etc.).

Employee Grievance

Records the complaint, investigation steps, and outcome, with links to disciplinary actions or training if needed.

Training

Training Program

Defines the program (objectives, content, target audience).

Training Event

A specific training session (date, venue/platform, trainer, attendance).

Training Feedback / Result

Feedback surveys and pass/fail results.

Suggested Flow

1. Create a Training Program then its Training Event.
2. Add participants and track attendance.
3. Collect Training Feedback and record Training Result.

Daily Work Summary

Daily Work Summary / Group / Replies: A lightweight mechanism for gathering daily team updates. Group defines who receives the reminder and Replies are team members’ responses.

Reports

• Employee Exits: Track leavers and offboarding steps.
• Employee Birthday / Information / Analytics: Employee info cards and general dashboards.