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Below are the steps for the standard pro application flow:
Assessing
Rejecting
Approving
2. Phone Screen
Conducting
Rejecting
Approving
4. In-Person Interview
Assessing
Rejecting
Approving
5. Docusign, RR Account & Skills Scheduling
6. Operations Skills Assessment Scheduling
1. New Application
To view applications which have been assigned to me, navigate to the Stella Recruiting app:
- Navigate to the 'Recruiting' Dashboards within the navigation area on the left.
- If not defaulted, navigate to the 'New Recruiting Dashboard' you can also 'Switch to Tile View'
- In the Stream View (columns) you find new applications in the second column – this view gives you the name, primary skillset and phone number for every new application for quick reference
- In the Tile View you’ll find the new applications in the second tile – this view gives you the count of new applications you currently have.
Application Assessment
Once applications are in STELLA they will appear on your dashboard to review. These are the sections that have information to review for the initial application review to prepare for the phone screen.
The goal of the application review is to determine if you want to learn more about the candidate.
Step 1: Ensure All Information is Correct
- Check to ensure applicant name is formatted corrected
- Capitalized first letter of first name and last name
- The name is not in ALL caps
- Check to ensure Candidate's Market is populated
- Check to ensure Candidate's Territory is populated
Step 2: Review Application Details
Personal Information
This tab shows you:
- Application Statues
- Application type: full application or helper application
- Application Status
- If the candidate has been rejected
- Reason for rejection (if applicable)
- If the applicant has been placed into a "follow-up" later status
- Personal Information
- Name
- Phone number
- Number of years of professional experience in industry
- Application Type
- Standard pro, Company (Tier 1 and Tier 2)
- Candidate Market Determination
- This is the zip code that was provided by the applicant on the application. The zip code is automatically assigned to a market in the system
- Linked Profession Record Information
- Name
- Primary Skillset
- Number of total applications submitted
- Date of last application submitted
- Personal email address
- Personal phone
- Zip code
- Contact Type
- Contact Status
- Potential
- Current
- Former
- This section allows you to jump to the contact record in STELLA
- Skillsets
- Primary skillset - the main application that candidate completed
- Checkboxes for any and all other skillsets selected on the application
- This section allows you to see all of the skillsets that the application is for including:
- How Did the Candidate Hear About Rent Ready?
- The self-selected source that the candidate said they heard about Rent Ready
Primary Skill - "Paint/Clean/Etc."
This is where recruiters will review information provided on the application regarding experience.
- Select the tab that indicates the applicants primary skillset
- “Primary Skill” will be included in the name of the tab
- You may see other skill tabs – those are secondary skillsets
Application Attachments and Associated Activities
This is where you'll find any resume or portfolio that the candidate provided on their application
Rejecting an Application in the New Application Stage
If a candidate is determined in this stage to not be a good fit for the platform, the recruiter can reject the candidate during this stage. Candidates can be rejected by filling out the following information on the Application entity:
- Within the 'Personal Information' tab in the Application within the 'Application Status' the following will need to be filled out:
- Initial Review Approved: 'No'
- Reject Candidate?: Yes - This should automatically get set.
- Rejection Reason: Select a reason from the drop-down. Depending on the reason, an email may be sent. See the 'Automated Rejection Reasons Emails' section in order to see which reasons send emails and the content of those emails.
- Follow-up Later?: Select Yes or No
- Click 'Save' to finish the rejection process. After refreshing, the business process flow will display as read-only. (Note: This can take up to a minute for the rejection process to finish)
Approving a New Application
After reviewing the application, if the recruiter decides to pass the applicant in the initial New Application stage, perform the following steps to move the candidate to the 'Phone Screen' stage.
- Select the ‘New Application’ bullseye dropdown menu in the business process flow.
- In the question ”Initial Review Approved”, select ”Yes”
- Give the applicant a score
- Save the record
- Selecting ‘Next Stage’ does not work to move an applicant to the Phone Screen
- You must hit Save in order for backend functions to work properly for the Phone Screen
- This should automatically move the record to the Phone Screen stage
2. Phone Screen
Navigating to the Phone Screen Record
- There are two ways that you can get to the applicants phone screen:
- Your current window will navigate to the phone screen stage
- A new window will the Full Application details will pop-up for reference
- When you move an applicant from New Application to Phone Screen, you’ll be automatically navigated to the phone screen (see slide 12)
- On your Interactive Dashboard, when you select the application:
Calling the Candidate
You can easily call the candidate by performing the following:
- In the top right corner of the phone screen the applicants phone number will be listed
- Select the phone icon to the right of the phone number
- This will automatically place the applicant’s phone number in Dialpad for a quick connection – or if you’re on your phone, it’ll use your phone’s dial pad to place the call
- For Pro's: first and then last name with trade in parenthesis (example: Joe Smith (paint))
- For Reference's: First then last name with Pro's name in parenthesis (example: Sally Ford (Joe Smith))
- Add contact to Dialpad
After clicking on the icon below
The following pop-up will appear to navigate to DialPad on first use of the process. You can select the checkbox to have this pop up not appear anymore
Conducting the Phone Screen
Successful Connection
- Navigate to the primary Skillset tab (this will be different based on the Candidate's primary skillset selected)
- Answer the questions in each section (background/experience, skills/tools, fit/soft skills)
- Each section has a notes field that you can use to take notes for each section – each notes field in each section, is required.
- The right side of the screen shows you examples of excellent, average and poor answers to help guide you on answering the questions
- Use Phone Screen Conversation guidelines to conduct a phone screen
- Once you complete the questions, hit Save.
- You’ll need to also input at least one reference – you can do that in two ways:
- In the Basic Information tab in the bottom section (this will auto populate the ‘insert bullseye’ fields)
- In the ‘insert bullseye name’ you can complete the fields (this will auto populate the Reference section in the Basic Information tab)
- Save the record
- Refresh the page. You should wait until the automatic scoring is completed to use as a guide for your scoring.
- Complete the Questions in the “Insert Bullseye Name”
- Recruiter Phone Screen Score? (1-5)
- Phone Screen Passed? (Yes or No)
Multiple Attempts at Phone Screen
Every phone screen will not happen on the first call attempt, in those situations, this is the cadence, follow-up and documentation that recruiters should follow:
- First Attempt
- Voicemail
- Email: First Attempt Follow-up
- Text Message
- Within 24 business hours of application being placed into 'Phone Screen' Stage
- Follow-up
- Second Attempt
- Voicemail
- Email: Second Attempt Follow-up
- Text Message
- Within 24 business hours of first attempt
- Follow-up
- Third Attempt
- Voicemail
- Email: Third Attempt Follow-up
- Text Message
- Within 48 business hours of second attempt
- Follow-up
- Fourth Attempt
- Voicemail
- Email: Fourth Attempt Follow-up
- Text message
- Reject Application as 'Candidate Stopped Responding'
- Within 48 business hours of third attempt
- Follow-up
- Process
Handling Multiple Skillsets for a Candidate
As mentioned during the 'New Application' stage, candidates can select more than one Skillset they are skilled in although only one Skillset can be selected as the primary. Once the candidate has moved past the 'New Application' stage, all future stages will be evaluated using the 'Primary Skillset'. Although the current system does not provide the ability to evaluate multiple skillsets at once, it does allow the ability to switch the Primary Skillset at any time. Below are the steps to change the Primary Skillset:
- Navigate to the Application record within Stella
- Click on the 'Personal Information' tab and then navigate to the 'Skillsets' section near the bottom of the page.
- Change the 'Primary Skillset' to whatever the new Skillset should be
- Click 'Save' to finish.
Pro Tip: Phone Screens which have not been completed will also open up the Candidates application. It is strongly advised that the recruiter has the application open alongside the Phone Screen to be able to easily reference the applications information.
Rejecting an Application in the Phone Screen Stage
If a candidate is determined in this stage to not be a good fit for the platform, the recruiter can reject the candidate during this stage. Candidates can be rejected by filling out the following information on the Phone Screen entity:
- Within the 'Basic Information' tab in the Phone Screen Record within the 'Basic Information' section, the following fields will need to be filled out:
- Phone Screen Passed?: No
- Candidate Rejection Reason: Select a reason from the drop-down. Depending on the reason, an email may be sent. See the 'Automated Rejection Reasons Emails' section in order to see which reasons send emails and the content of those emails.
- Click 'Save' to finish the rejection process. After refreshing, the business process flow will display as read-only. (Note: This can take up to a minute for the rejection process to finish)
- This will send an automated email to the candidate of the rejection reason eight(8) hours after the record has been rejected based on the reason selected. For more information navigate to the 'Automated Rejection Reasons Email'
- Optionally, if the recruiter wants to denote whether or not the recruiter would follow-up, this can be updated by navigating to the Application record and filling out the 'Follow-up Later?' field.
Note: Rejecting a Phone Screen record will make all the questions in the Phone Screen no longer required. This is designed so that if the candidate was immediately not a good fit (i.e. lives in an out-of-market area and is not moving to region) the recruiter does not have to fill out all the required fields in order to reject the application.
Once the Phone Screen has been completed and Saved within the system, the recruiter will fill out the remaining fields in order to move to move the application to the 'Background Investigation and Reference Stage'. Fields which are required include:
Reference Information
This can be found by clicking on the 'Basic Information' tab and then scrolling to the 'Reference Information' section. Only one reference is required, but the system can handle up to three references at once which will be copied back to the Application entity. Minimal fields which must be populated here include:
- Reference Name 1
- Reference Phone Number 1
- Reference Relationship 1
Additional Information
Additional information which is required can be found within the bullseye in the Business Process Flow. Fields which need to be populated here (excluding the reference fields which are already listed above):
Calculated Score: This field should get auto-populated after saving the record. If it is not populate click 'Refresh' on either the Command Bar within Dynamics or in your preferred browser to get the score populated.
Recruiter Phone Screen Score: This is a 1-5 score which the Recruiter inputs their score
Phone Screen Passed?: Yes
Once these fields are completed, the recruiter should click 'Next Stage' to move to the 'Background Investigation and Reference' stage within Stella.
3. Background and Reference Check
This stage is not required. Set 'Run Background check' to 'No' and put in fake data for the Reference.
4. In Person Interview
Rescheduling In-Person
There are two scenarios in which an In-Person Interview reschedule can occur at the 'In-Person Interview Stage'. These are:
- Before the Quality Manager has performed the In-Person Interview
- When the Quality Manager is directly interacting with the candidate onsite or over the phone and needs to perform the reschedule.
Below are the steps for rescheduling in each of these scenarios:
Rescheduling when the Quality Manager has not Performed the In-Person or is not within an hour of the In-Person
If there is some time before the scheduled In-Person is supposed to start (night before, early the morning of the interview, etc…) then the recruiter can lead the process to perform the reschedule. Below are the steps which should be taken:
- Navigate to the 'In-Person Interview' record for the Candidate and navigate to the 'General Info' section
- Select the 'Reschedule Required?' to 'Yes'. No need to add notes here since this is being sent back to the Recruiter. Click' Save'
- After refreshing (this can take up to a minute), the system will move the record back to 'Background Investigation' stage.
- The recruiter will then want to open the Bookings email for the In-Person Interview and mark it as 'Canceled'
- The recruiter will then coordinate with the candidate to reschedule a new time. The recruiter will navigate back to bookings and schedule the new time.
- The recruiter will navigate back to the application record and re-populate the date and time along with the QM (if different). Click 'Save'. Refreshing will show that the application has now moved back to the 'In-Person' interview stage.
- If the reschedule is happening the same day as the In-Person Interview as scheduled, the recruiter should also inform the Quality Manager directly about the reschedule
Reject Application (PAM)
Once the in-person interview has been completed, if the Quality Manager decides that the Candidate should not move forward, the following steps should be taken:
- For the safety of the Quality Manager, do not inform the Candidate while onsite that (s)he is being rejected. Inform the Candidate that (s)he will be reached out to by the recruiter on next steps within a few days.
- Navigate into Dynamics and open the In-Person interview record. Navigate to the section labeled 'Soft Skills, Material and Non-Technical Evaluation.'
- Fill out the following fields:
- Passed Interview?: No
- Rejection Reason: Select a Rejection Reason
- Overall Notes: Although not required, it is encouraged to add additional notes for the reason the candidate is being rejected for future reference.
- Click 'Save' to finish.
- Notify the recruiter that the candidate did not pass. The recruiter will reach out to the candidate and inform them of the decision not to move forward.
Approving Application
Once the In-Person Interview has been completed and if the Quality Manager decides to approve the candidate for the next stage, the Quality Manager will click on the 'In-Person Interview' bullseye in the Business Process Flow and fill out the following information:
- Interview Passed? = Yes
- Overall Score = Type in a 1-5 score with 5 being the highest
- Overall Notes: Add a summary of the in-person interview as a reference for the recruiter.
Once these fields are filled out, the Quality Manager will click on the 'Next Stage' button to move to the next stage.
5. Docusign, RR Account
Having the Candidate Complete the DocuSign Process
When the Application firsts enters this stage, the system will automatically send out an invitation using the email inputted for the candidate to fill out a DocuSign form. This will require the candidate to open their email and fill out the form. This form is required in order to set the candidate up with AHS direct deposit. Once the candidate submits the ticket, the DocuSign envelope will automatically get sent to Will Brugh for final sign off. Will will also sent the candidate up with PayChex at this point in time.
Once Will has completed the DocuSign form, Stella will automatically update the DocuSign Tracking section to 'Completed'. This can be found within the 'Interviews and Assessments' section of the Application at the very bottom.
Note: If the Professional does not have direct deposit the Recruiter will need to speak with Will Brugh to have a different DocuSign form sent. This will be managed outside of Stella therefore the Recruiter or Will will need to manually denote the DocuSign has been completed when the form is done.
How to Manually Re-Trigger the DocuSign Process within the System
Note: Rent Ready does get charged for every DocuSign form which is sent to someone so please re-trigger these forms sparingly within the system and only when required.
If the candidate for some reason cannot locate the DocuSign form, you can resend the form to the candidate. Below are the steps to re-trigger the DocuSign form manually:
- Navigate to the Application within Stella and navigate to the Command Bar and click 'Flow'
- Once selected, click on 'OK' within the pop-up that appears.
- This should re-send a new DocuSign form to the candidate.
Scheduling the Skills Assessment
Once the DocuSign has been completed for the candidate, the recruiter can schedule the Skills Assessment. The first step to scheduling the Skills Assessment is identifying the availability of the candidate and the Quality Manager which will evaluate the candidate. Below are steps to schedule the Candidate with a Quality Manager tentatively.
- Within the Recruiting app, navigate to the 'Skills Assessment Scheduling' option on the left-hand navigation
- This will open a new Microsoft Bookings tab to schedule the Skills Assessment. Start by selecting the market.
- Next select the day coordinated with the candidate to schedule the Skills Assessment. Select a Quality Manager and a time.
- Fill out the following details in the 'Add your details section':
- Name: Name of the Candidate
- Email: Email of the Recruiter
- Phone Number: Phone Number of the Candidate
- Address: Leave this field blank
- Notes: Type in any additional notes which may be helpful for the Quality Manager to be aware of
- In the 'Provide Additional Information' section select the skillset for the candidate. Once selected click 'Book'
- Navigate back to the application within Stella. Click on the tab 'Interviews and Assessments'
- Scroll to the section labeled 'Skills Assessment' and fill out the following fields:
- Skills Assessment Date and Time: Type in the exact date and time populated in the bookings tool on step three(3)
- Skills Assessment Assigned Quality Manager: Select the Quality Manager that was selected during the Microsoft Bookings process
- Click 'Save' and then navigate to the Business Process Flow bullseye and then click on the 'Next Stage' button to move to the 'Operations Skills Assessment Assignment' stage
Note: For emerging markets, it may be helpful to check with Operations to verify that a date will work for testing resources
Manual Rejection by the Recruiter During the DocuSign, RR Account and Skills Assessment Scheduling Stage
If a candidate is determined in this stage to not be a good fit for the platform, the recruiter can reject the candidate during this stage. Candidates can be rejected by filling out the following information on the Application entity:
- Within the 'Basic Information' tab in the Phone Screen Record within the 'Basic Information' section, the following fields will need to be filled out:
- Phone Screen Passed?: No
- Candidate Rejection Reason: Select a reason from the drop-down. Depending on the reason, an email may be sent. See the 'Automated Rejection Reasons Emails' section in order to see which reasons send emails and the content of those emails.
- Click 'Save' to finish the rejection process. After refreshing, the business process flow will display as read-only. (Note: This can take up to a minute for the rejection process to finish)
- Optionally, if the recruiter wants to denote whether or not the recruiter would follow-up, this can be updated by navigating to the Application record and filling out the 'Follow-up Later?' field.
Note: Rejecting from the DocuSign stage will not send an email automatically to the candidate.
Other Processes During this Stage
During this stage a number of other automated processes happen behind the scenes to ensure the candidate is ready if (s)he eventually gets onboarded onto the platform. Functionality which occurs during this stage behind the scenes includes:
- Creation of O365 account (if not already existing)
- Provisioning of licenses for O365 account
- Creation of the record in SharePoint record (or reactivation)
These steps provide a more seamless transition upon onboarding to ensure the candidate is already setup in the system. Even though the records are created within the system, the candidate will not have access to the app until onboarding has occurred.
Note: When the SharePoint record is activated, this also does not affect the capacity for the day with Operations.
6. Operations Skills Assessment Scheduling
Operations will find a WO for the suggested time and update and move Application forward
7. Skills Assessment
Performing a Reschedule within the Operations Skills Assessment Assignment Stage
Most Skills Assessments should require only one(1) Skills Assessment, but in certain circumstances Skills Assessments may need to be rescheduled or a second (or third) Skills Assessment needs to be completed.
To reschedule the Skills Assessment, navigate to the General section at the top of the page and indicate the 'Reschedule Required?' to 'Yes' and add any notes about the reschedule in the 'Reschedule Notes' field. Click on the floppy-disk in the upper-right hand corner of the screen to save the record. This will automatically start the reschedule process for the record.
When a record is reschedule, it will move the candidate's application from the 'Skills Assessment' stage to the 'Docusign, RR Account and Skills Assessment Schedule' stage. An email will also be sent to the recruiter letting them know that the candidate requires being rescheduled again. The recruiter will repeat the process of scheduling the Skills Assessment and moving to the 'Operations Skills Assessment Assignment' which will trigger an email for the Operations team to schedule a unit to the candidate again.
Pro Tip: Stella does not create multiple Skills Assessments if a second or third Skills Assessment is scheduled. Best practice is edit the original Skills Assessment once it has been scheduled and provide an 'average' score of the Skills Assessment. Stella will track the number of times a record is rescheduled in the system.
Approving and Completing the Skills Assessment
Once the Skills Assessment has been completed and if the Quality Manager decides to Onboard the Pro, the Quality Manager will navigate to the 'Soft Skills and Overall Assessment Results' page and fill out the following:
- Skills Assessment Passed?: Yes
- Overall Score: Any number value from 1-5
- Overall Notes: Type a brief summary of the skills assessment for reference in the future
- Onboarding Materials Provided?: Yes
- Onboarding Learning Materials Provided?: Yes
Click 'Save' once completed.
Navigate to the Business Process Flow bullseye and click on the 'Next Stage' button to move the application to the 'Onboarding' stage. D
Rejecting a Skills Assessment
If a professional does not pass the Skills Assessment, the Quality Manager will still fill out the evaluation above, (s)he will then mark the 'Skills Assessment Passed?' as 'No'. A 'Rejection Reason' field will then appear which will need to be filled out in order to reject the candidate. It is also strongly advised to populate the 'Overall Notes' area to help indicate a more detailed explanation of why the candidate did not pass.
Make sure after populating the reason to click the 'Save' icon in the upper-right hand corner of the page to make sure that the rejection takes effect.
Lastly, since the Pro will not be onboarded, you will want to Clockout on behalf of the Candidate by using the same Typeform link and selecting the 'Clockout' option.
The Quality Manager should not directly tell the Candidate that (s)he did not pass. Instead, it is best practice to indicate to the Candidate that the Recruiter will reach out within a few days to let the professional know next steps.
Once you have completed these steps, you will want to inform the recruiter that the candidate has been rejected in order for the recruiter to be able to call the Candidate to let them know that (s)he will not be onboarded.
Rescheduling or Scheduling a Second Skills Assessment:
Most Skills Assessments should require only one(1) Skills Assessment, but in certain circumstances Skills Assessments may need to be rescheduled or a second (or third) Skills Assessment needs to be completed.
To reschedule the Skills Assessment, navigate to the General section at the top of the page and indicate the 'Reschedule Required?' to 'Yes' and add any notes about the reschedule in the 'Reschedule Notes' field. Click on the floppy-disk in the upper-right hand corner of the screen to save the record. This will automatically start the reschedule process for the record.
When a record is reschedule, it will move the candidate's application from the 'Skills Assessment' stage to the 'Docusign, RR Account and Skills Assessment Schedule' stage. An email will also be sent to the recruiter letting them know that the candidate requires being rescheduled again. The recruiter will repeat the process of scheduling the Skills Assessment and moving to the 'Operations Skills Assessment Assignment' which will trigger an email for the Operations team to schedule a unit to the candidate again.
Pro Tip: Stella does not create multiple Skills Assessments if a second or third Skills Assessment is scheduled. Best practice is edit the original Skills Assessment once it has been scheduled and provide an 'average' score of the Skills Assessment. Stella will track the number of times a record is rescheduled in the system.
9. Onboarding
STELLA Steps
When the Quality Manager moves the application, this will move to the final 'Closing' stage. During this stage, the Recruiter will perform a final phone call to welcome the Pro to Rent Ready. During this call, the Recruiter will verify the Pro's availability for the week.
Availability can be updated by navigating to the navigation pane within Dynamics and clicking on the Availability Form based on the Pro's market. Clicking on this link will navigate the Recruiter to the SharePoint availability form. From here, the recruiter can update the form as needed.
Once the final onboarding call has been completed, the Recruiter will navigate back to the Application record within Stella and click on the 'Onboarding' bulls-eye located within the Business Process Flow.
The Recruiter will then fill out the following:
- Onboarding Complete: Yes
- Availability Updated: Yes
- Final Hourly Rate: (This is a reminder for the recruiter to ensure that the hourly rate is populated at this stage if an hourly resource.)
Finally, the Recruiter will click on the 'Finish' button to complete the onboarding process.
At this point the candidate record within SharePoint will become enabled and the contact record within Dynamics will display the Pro as Current.
