Recruitment

Manage your hiring pipeline from job posting to candidate onboarding with comprehensive recruitment tools

Overview

The Recruitment module in HCMatrix streamlines the entire hiring process, from creating job requisitions to onboarding new employees. Track open positions, manage candidates, schedule interviews, and make data-driven hiring decisions.

The Recruitment module is currently under development. Open position counts are visible on the dashboard to track hiring needs.

Key Features

Job Requisitions

Create and manage job openings with detailed descriptions and requirements

Candidate Pipeline

Track candidates through every stage of the hiring process

Interview Scheduling

Coordinate interviews with candidates and hiring teams

Applicant Tracking

Centralized ATS for managing applications and candidate communications

Dashboard Integration

Recuitment metrics are prominently displayed on the main dashboard:

Open Positions Card

// Source: ~/workspace/source/app/dashboard/page.tsx:156-167
<div className="bg-white p-5 sm:p-6 rounded-2xl border border-gray-200 shadow-sm hover:shadow-md transition-shadow">
  <div className="flex items-start justify-between">
    <div>
      <p className="text-gray-500 text-xs sm:text-sm font-medium">Open Positions</p>
      <p className="text-2xl sm:text-3xl font-bold text-gray-900 mt-2">{dashboardData?.open_positions ?? 0}</p>
      <p className="text-gray-500 text-xs sm:text-sm mt-2">Across 6 departments</p>
    </div>
    <div className="p-2 sm:p-2.5 bg-orange-50 rounded-xl">
      <Briefcase className="w-5 h-5 text-orange-600" />
    </div>
  </div>
</div>

Displays:

• Total number of open positions
• Distribution across departments
• Visual briefcase icon in orange theme
• Real-time updates from API

Dashboard API Data

// Source: ~/workspace/source/lib/api.ts:19-24
export interface DashboardData {
  total_employees: number
  new_hire_count: number
  upcoming_event: number
  open_positions: number  // Recruitment metric
}

Action Items Integration

Recruitment tasks appear in the dashboard’s action items:

const actionItems = [
  { id: 2, title: 'Schedule interviews for Marketing position', priority: 'medium', done: true },
  // ... other action items
]

Planned Features

Full Recruitment ATS

A complete Applicant Tracking System (ATS) is in development to manage the entire recruitment lifecycle.

Job Requisition Management

Create Job Openings:

• Job title and description
• Department and location
• Salary range and benefits
• Required qualifications and skills
• Employment type (full-time, part-time, contract)
• Number of openings
• Target start date

Approval Workflows:

• Multi-level requisition approval
• Budget approval for new positions
• Headcount authorization
• Job posting review

Job Board Integration:

• Post to company careers page
• Publish to LinkedIn, Indeed, Glassdoor
• Social media sharing
• Internal job board for employee referrals

Candidate Management

Application Intake:

• Custom application forms
• Resume/CV upload and parsing
• Cover letter collection
• Portfolio and work sample uploads
• Video introduction submissions

Candidate Pipeline Stages:

1. New Applications: Recently submitted applications
2. Screening: Initial resume review
3. Phone Screen: Brief phone interview
4. Interview: In-depth interview rounds
5. Assessment: Skills tests and assignments
6. Reference Check: Contact provided references
7. Offer: Extend job offer
8. Hired: Accepted offers and onboarding
9. Rejected: Declined candidates with reasons

Candidate Profiles:

• Complete application history
• Resume and document storage
• Interview feedback and notes
• Scoring and ratings
• Communication timeline
• Attachment management

Interview Management

Interview Scheduling:

• Calendar integration (Google, Outlook)
• Automated interview invitations
• Timezone handling for remote interviews
• Interview panel coordination
• Video conferencing links (Zoom, Teams)
• Confirmation and reminder emails

Interview Guides:

• Structured interview templates
• Role-specific question banks
• Behavioral and technical questions
• Scoring rubrics
• Competency frameworks

Feedback Collection:

• Digital scorecards
• Rating scales and comments
• Consensus building tools
• Hiring committee discussions
• Final decision tracking

Collaboration Features

Hiring Team:

• Assign recruiters to positions
• Designate hiring managers
• Include interview panel members
• Share candidate profiles internally
• Collaborative decision-making

Communication:

• Email templates for candidate outreach
• SMS notifications
• Automated status updates
• Rejection email templates
• Offer letter generation

Compliance & Reporting

EEO Compliance:

• EEOC reporting
• Diversity tracking
• Adverse impact analysis
• OFCCP compliance

Recruitment Analytics:

• Time-to-hire metrics
• Source of hire tracking
• Funnel conversion rates
• Cost-per-hire calculations
• Offer acceptance rates
• Candidate experience metrics

Onboarding Integration

New Hire Transition:

• Automatic employee record creation
• Onboarding checklist generation
• Document collection (I-9, W-4)
• Equipment provisioning requests
• First-day preparation
• Welcome email campaigns

Preboarding:

• Offer acceptance tracking
• Background check coordination
• Drug screening management
• New hire paperwork portal
• Benefits enrollment initiation

Recruitment Workflows

Standard Hiring Process

1. Job Requisition:

   • Manager submits requisition
   • HR reviews and approves
   • Finance approves budget
   • Job posting created

2. Sourcing:

   • Post to job boards
   • Share on social media
   • Employee referral program
   • Proactive candidate outreach

3. Application Review:

   • Screen incoming applications
   • Filter by qualifications
   • Identify top candidates
   • Move to next stage

4. Interviewing:

   • Phone screen qualified candidates
   • Schedule in-person/video interviews
   • Conduct assessment rounds
   • Gather hiring team feedback

5. Selection:

   • Review all candidate feedback
   • Check references
   • Make hiring decision
   • Prepare job offer

6. Offer & Close:

   • Extend offer to candidate
   • Negotiate terms if needed
   • Obtain offer acceptance
   • Begin onboarding process
   • Notify other candidates

Access Control

The recruitment module enforces authentication:

// Source: ~/workspace/source/app/recruitment/page.tsx:12-16
useEffect(() => {
  if (!auth.getToken()) {
    router.push('/auth/login')
  }
}, [router])

Best Practices

Speed Matters: Reduce time-to-hire by promptly reviewing applications and scheduling interviews. Top candidates are often off the market within 10 days.

Consistent Process: Use structured interviews and standardized scorecards to ensure fair and consistent candidate evaluation.

Candidate Experience: Communicate regularly with candidates, provide timely updates, and deliver feedback to maintain a positive employer brand.

Data-Driven Decisions: Track recruitment metrics to identify bottlenecks, improve sourcing strategies, and optimize the hiring process.

Legal Compliance: Ensure all recruitment practices comply with employment laws, including anti-discrimination regulations and data privacy requirements.

Integration Points

Employee Management

Seamless transition from candidate to employee:

• Accepted offers automatically create employee records
• Candidate data populates employee profiles
• Employment start dates trigger onboarding
• New hire count updates on dashboard

// Dashboard shows new hires this month
<p className="text-gray-500 text-xs sm:text-sm font-medium">New Hires This Month</p>
<p className="text-2xl sm:text-3xl font-bold text-gray-900 mt-2">{dashboardData?.new_hire_count ?? 0}</p>

Calendar Integration

Interview scheduling syncs with the Calendar module:

• Interview appointments appear on company calendar
• Hiring team availability checking
• Automatic meeting room booking
• Interview reminders and notifications

User Interface

The recruitment module will feature:

• Kanban-style candidate pipeline
• Drag-and-drop candidate movement
• Bulk actions for efficiency
• Advanced search and filtering
• Mobile-responsive design
• Email integration
• Document preview and annotation

Future Enhancements

Planned improvements include:

• AI-Powered Screening: Automated resume screening and candidate matching
• Video Interviewing: Built-in video interview platform
• Skills Assessments: Integrated technical and behavioral assessments
• Career Site Builder: Custom careers page with job listings
• Recruitment Marketing: Campaign management for talent attraction
• Alumni Network: Re-engage previous candidates and employees
• Chatbot: AI assistant for candidate questions