Bullhorn Candidate Status Definitions

Department / Document Type

Recruitment Operations / Template

Scope

This document will only be used when selecting the right Candidate Status appropriate for where the candidate is at along the recruitment process, This document is applicable to Recruitment Operations personnel who manages the candidate pool by processing applications for custom job orders or generally working on pipelining for candidates to upload in the active staff list OR handling sourcing channel initiatives that generate new profiles.

Candidate statuses are separate from the bucket of Shortlist / Submission statuses that the Lead Recruitment team handles and are accountable for. This is due to the Bullhorn pipelining structure of 1 candidate = multiple job order submissions.

Objective

This document defines what each Candidate Status means in the currently applicable workflow of Recruitment Operations.

Revision History

Content

A.  STATUSES REGARDED AS “FLOATING”

Candidates tagged with these statuses generally mean that no one from Recruitment Operations or none of the active Bullhorn Automations (get in touch with Chan Conoza for additional information on BHA Builds) have picked up and processed the candidate’s registration to our job site or directly to as a Web Response to any job order.

1. Unprocessed - default status of any candidate who registered on the sign-up page or (https://www.remotestaff.ph/sign-up/) or whose CV was parsed into BH (coming from a non-connected external source like a 3rd party job portal, social media site, email submission, chat submission, etc.)

2. New Lead - Repurposed. This status is considered equivalent to Unprocessed. This label appears on both shortlist statuses and candidate statuses. This is a default SL status when candidates apply for specific job ads and registered via the job ad in the .ph portal (which is synced to Bullhorn ATS). This is also a default CDD status when a cdd applies to a connected 3rd party portal via idibu and a recruiter parses the profile into BH using that method (Keep on File option in cdd management section in idibu). Cdd profile exists in Bullhorn but may not be tagged to any job order as a direct application (unless there is a previous application tied to a job order).

B.  STATUSES REGARDED AS “QUALIFIED”

Candidates tagged with these statuses generally mean that someone from Recruitment Operations or any of the active Bullhorn Automations have picked up and processed candidates with the aims of either screening for custom job orders or being pipelined as a marketable profile for the Available Staff List site. Candidates met the necessary requirements at the stage where they were being processed for.

1. Profile Completion - Candidates who were sent profile completion email template; Incomplete resume.   

2. Resume Complete - Candidates that have a complete BH profile on non-nego fields as checked by anyone in Rec Ops. 

3. Paper Screened - Those who passed resume screening by recruiters. 

4. For Recruiter Interview - All candidate that has CONFIRMED an initial interview with a recruitment specialist. 

5. Waiting for NSA - All candidates who passed recruiter initial interview and was sent an NSA document for signing completion and send back.

6. ASL - Remote Ready Candidates. Qualified and have agreed on NSA. Can be furthered processed for any matching role and actively displayed on the client-facing .com.au website (otherwise known as the ASL page). Note that the BH fields “Add to ASL” and “Recruiter Approved” has to be set to ‘Yes’ for the candidate’s profile to appear in the ASL page.

7. Custom Only - All qualified candidates who agreed to the non-solicitation agreement and have given verbal or written confirmation (usually recorded at the initial interview step) to be endorsed to custom job orders ONLY. These are candidates who do not wish to be displayed on the ASL page. Note that the BH field “Add to ASL” has to be set to ‘No’ so it wouldn’t actively display candidate’s profile externally..

8. Offer Sent - These are candidates who have been identified for Placement and were sent legally-binding documentation to electronically sign off on (ie. Service Agreement, Job Description, Onboarding Confirmation, Privacy Agreement) and are considered undergoing Preboarding stage.

9. Active Contract - Those who are current and active remote contractors. As of Jan 2023, Placement module in BH is our central record of who are active and inactive RCs. Check the Placement Status for that information.

   • BYO (Bring Your Own) - This is a subset status of Active Contract where the client decides to source and select their own candidate and bring it to RS as a potential Placement. RS will handle the payroll and admin work involved for the duration of the RC’s contract.

10. Active InHouse - Current in-house staff / direct employees of Remote Staff.

11. Ex Sub Con - Applicants who have worked with at least 1 client via Remote Staff.

    • Buy-Out - This is a subset status of Ex Sub Con where the former RC’s client arranged to have the RC work directly for them without RS serving as the middleman. This setup usually severs all contractual obligations between the RC and RS as well as RS and the client.

C.  STATUSES REGARDED AS “NOT QUALIFIED” 

Candidates tagged with these statuses generally mean that someone from Recruitment Operations or any of the active Bullhorn Automations have picked up and processed candidates with the aims of either screening for custom job orders or being pipelined as a marketable profile for the Available Staff List site. Candidates did not meet the necessary requirements at the stage where they were being processed for. Check this link for a list of what we advertise externally as minimum requirements for candidates to be able to work remotely for one of our clients.

1. Fresh Grad - Candidates without any work experience. The candidate may or may not be an actual college or senior high school graduate. 

2. No Potential - Job hopping pattern on previous work experiences or basic English verbal communication skills are lacking (e.g. less than 3-month tenure on non-contractual employment, could not consistently express complete thoughts in English or A1 level in CEFR)

3. No Resource - Candidates with no available resources to do remote work (i.e. personal PC, stable connection).

4. NQ NSA - Candidates who don’t agree with the Non-Solicitation Agreement and do not want to be endorsed to custom job order recruitment. 

5. NQ Contract - Candidates who don’t agree with our contracts. Do not endorse to any JOs again.

6. NQ OS - These are candidates who are applying but are based overseas or outside of the Philippines. Status also applies to foreign / non-Filipino citizens applying for remote work.

7. Blacklisted – Ex-SubCons with negative feedback from any client they were deployed to. Operations teams (CREs) would have records of performance reviews of contractors (most of the time visible in the Placement module in BH). Also used for candidates who consecutively don’t show up at Client Interviews for 3 instances.

8. NR - Pregnant (Not Ready Pregnant) - Qualified candidate but pregnant. A future task in Bullhorn may be created for follow-up by the ASL Management team, on a projected date that the candidate will be available for employment again.

9. NR - Working FullTime (Not Ready Working Full Time) - Qualified and interested candidates who are currently working full-time and do not want to leave their current job yet. This would most likely make sense for passive pipelines where we obtain the information of the candidate without them directly applying for any of our active jobs or signing up at our main job site.

10. Not Interested - Any candidate who satisfies the conditions below:

    • For BH Automation “Chan - ASL - Checking CDD Availability (B.1)” - this status is achieved if on any of the 3 separate email engagements sent to CDD over 3 months, CDD responds “No” to the question “Would you like us to continue placing you in our active file pool for potential job/s with our partner clients?”

    • For those in the Paperscreening stage at ASL Pooling, the CDD does not respond to the request to comply with survey on WFH Capability and Tools (CPU-Z and speedtest) within 7 days (2 separate email engagements) as part of the BH Automation “Chan - ASL - Paper Screening Next Steps (B.3) “

    • CDD did not show up at the initial interview and has not responded within 24 hours as to either a reschedule with a plausible reason or not responded at all. Custom JO Recruiter should have attempted to reach out to the candidate 3x to determine the no show reason.

11. NI - Work Setup - Any candidate who satisfies the conditions below:

    • Does not want the monitoring tools despite explaining the extent of what would be monitored; some recruiters are doing pre-interview screening call with cdd to check the amenability for the setup (independent contracting and remote monitoring, WFH capability)

    • Does not agree with the tax compliance aspect of RS contracts despite explaining the concept of independent contracting from our viewpoint

    • Realized they are not okay with the setup of independent contracting

12. Withdrawn - Any candidate who satisfies the conditions below:

    • Expressed disinterest or declined to continue the recruitment process to move forward; explicitly said no to the next steps regardless of with or without explanations

    • Got external job offer and is withdrawing actively running application with RS; if the candidate chose a part-time offer outside and is still open for opportunity (ASL status but Add to ASL is No, context must be fully explained in the Notes)

    • Candidates who withdraw the application to the entire RS application regardless of job order endorsement. Note that withdrawing from a specific Job Order is under Shortlist Status as "Withdrawn Application" and is different from CDD Status which is more final for the candidate.

13. Unresponsive - Any candidate who satisfies the conditions below:

    • For BH Automation “Chan - ASL - Checking CDD Availability (B.1)” - this status is achieved if, on any of the 3 separate automatic email engagements sent to CDD over 3 months, CDD fails to respond to the survey embedded in the email

    • CDD must not have responded to 3x outreach on 3 different days. The outreach type can be a combination of different communication channels - email, skype, call, sms, LinkedIn connection / direct message.

E.  STATUSES NO LONGER APPLICABLE WITH CURRENT RECRUITMENT WORKFLOWS

• Remote Ready - Bucket for candidates who passed interview and exams. Passed everything but not ASL material. Requested for purging. Anyone who is qualified to be endorsed should also be qualified to be displayed on ASL. 

• Active – Treat as Unprocessed. Originated when RS Portal data was migrated into Bullhorn ATS. One-time BH Automation was created to transfer all the candidates to the Archive status.

• Archive - Bucket for old candidates. 2017 and older. Tag any candidates with last resume update to be older than January 2017.

• Placed / Placed - Contract / Placed - Direct Hire - Status has already been purged from system. Candidates in this status were redistributed to other currently applicable statuses.

• Skills Comms Invite - All candidate that has been deemed paper qualified and sent invite to take the Skills Test.

• Q Skills Comms - All candidates that passed the Comms Skills Test

• NQ Comms Test - All candidates that FAILED the comms test; additional context - we previously used Kinexa for gauging reading English comms

• Resume Complete - In a previous workflow prior July 2022, candidates who were identified to be posted in the ASL site were checked and verified by a single POC for relevant field details before being “moved’ to this candidate status. This has been made obsolete with current workflows and Bullhorn-based automations in place.