Scheduling Starting Date Protocol
Step 1 - Access the Applicant Tracking System (ATS)
Launch the Applicant Tracking System (ATS) from either:
Selecting the Hiring navigation tab in your BambooHR profile.
Selecting this link to the Applicant Tracking System (ATS) >
You may be required to provide your BambooHR credentials before accessing.
Step 2 - Locate Applications
You can view applications within the Applicant Tracking System (ATS) from either:
The Job Openings tab.
Select the Appropriate Job Opening.
The Candidates tab.
Step 3 - Prepare and Submit Interview Invitation Email
The Company’s Human Resources (“HR”) department will confirm the application has a Candidate Status of Drug Screening - Approved prior to proceeding.
Identify the applicant(s) you are ready to communicate with by setting the Candidate Status to Schedule Hire Date - Prepare Email.
Initiate this task with the appropriate Email Template.
For preparing an Email Template on a per application basis, either:
Select an applicant’s Send Email icon (right side of the list entry) from either the Job Opening’s page or the Candidates tab;
Select an applicant’s checkbox from the Job Opening’s page, then select the mail icon near the top-corner of the Candidates list; or
Select an applicant’s name from either the Job Opening’s page or the Candidates tab and select the New Email button near the top-right of the page.
Do not prepare any interview Email Template in bulk.
The HR department shall prepare the Schedule Starting Date Email Template.
Replace the day placeholder text (i.e. DATE) in accordance with availability for all involved parties.
e.g., appropriate department personnel, Environmental Health & Safety (EH&S), Information Technology (IT), etc.
No further additions or modifications should be made to the Email Template.
Submit the Email Template to the applicant by selecting the Send Email button.
The HR department then shall update the appropriate applicant(s) Candidate Status to Schedule Hire Date - Awaiting Confirmation.
Await the applicant’s response to confirm the starting date.
The available window for applicants to complete this task is two (2) calendar days.
The Scheduling Starting Date Reminder email template shall be submitted after one (1) calendar days.
Applicant may be contacted by phone on the same day the reminder is provided.
To locate the submitted email, in addition to any subsequent or proceeding email communications, select the Email tab from an application page.
If the applicant replies to an email you submitted, you will also receive a response to your work email account.
Generally, you should only communicate with applicants using Email Templates which are available within the Applicant Tracking System (ATS), currently BambooHR.
Step 4 - Processing Response to Schedule Starting Date Email
If an applicant does not accept the provided Hire Date, the Company’s Human Resources (“HR”) department shall resend the Schedule Starting Date Email Template with a new date until approved.
The available window for applicants to complete this task is one (1) calendar days.
Applicant may be contacted by phone on the same day the additional Schedule Starting Date Email Template has been sent.
To locate the submitted email, in addition to any subsequent or proceeding email communications, select the Email tab from an application page.
If the applicant replies to an email you submitted, you will also receive a response to your work email account.
Generally, you should only communicate with applicants using Email Templates which are available within the Applicant Tracking System (ATS), currently BambooHR.
Step 5 - Determining Candidate Status
Set the applicant’s Candidate Status for continued consideration to:
Scheduled Starting Date - Approved - If the applicant has successfully responded and accepted the provided hire date..
Set the applicant’s Candidate Status for discontinued consideration to:
Scheduled Starting Date - Disagreed - If the applicant has declined our offered hire date(s).
Scheduled Starting Date - No Response - If the applicant failed to respond to our request to schedule hire date.