This user guide explains the accessibility for the Viewing Manager role. This user only has "viewing" privileges and does not have the ability to communicate with applicants, change statuses, etc. Viewing Managers can only print and view applications and other application-specific data. Admin users can also grant access to Viewing Managers to make notes and spotlight applicants (recommended). Viewing Managers may also be granted access to view other information from optional features and integrations like Requisitions, Background Checks and more.
You will be taken directly to your default homepage. Select the different icons across the top and in the Gear icon to navigate through the PrevueAPS system.
In this section, depending on your user profile, you can search for applicants using the All Applicants tab or the Applicants by Job tab. Use the drop-downs to filter which applicants you view or to determine how applicants are sorted. You can change any filter criteria and click Filter to update the results. Active, qualified Applicants for the last 90 days will show by default. By clicking the Show Sent Emails box, you can view which email templates have been sent to the applicants displayed.
Using the Applicants by Job tab allows you to review applicants by Job. Click View to open a dashboard for a specific job. Check the Show Conversion Data box to display conversion percentages for each job.
Click the Job Title or click the View button to the left of the job listing to view applicants. Use the drop-down options to filter which applicants you view or to determine how applicants are sorted.
- Add Note: Add a note on the application. You may also add a score for the applicant.
- Print: Print the application.
- Action: Includes a variety of other actions you can do with the application record, some features are optional.
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Link to Job Info
In this section, you are able to view the job listings in your assigned department(s).
Click on the gray Action button to the left of the Job Title and select Action>View to open the job description that applicants see when applying for jobs. You can also use the Action button to the left of the job listing to View Applicants or to run Source, Status or Job Questions Reports. Use the drop-downs to filter which applicants you view or to determine how applicants are sorted.
Click on the All Applicants tab to view a list of all applicants for all of the job postings in your assigned department(s). Use the drop-downs to filter which applicants you can view, click the refresh button to view these applicants.
In this section, you are able to view and edit your account information. If you would like to update/change your username and/or password for the PrevueAPS system you can type in the new username/password in the directed field(s) and then click on Save Changes.
You can also set your default landing page/s in this area. For more information, review the Editing My Account/Profile user guide.
My Spotlights (optional)
The Lightbulb icon will show any applicants that have been spotlighted for you by other users in your organization. You can view active and/or inactive spotlights by clicking the arrow next to Active. Click on each listed applicant to open their application. (If you do not have Spotlights turned on, but would like to try using them, contact your Admin and they can request that feature be turned on.)
Review the Communication Inbox user guide or video for information on this feature.
If you have Requisitions enabled on your account, refer to the Creating Requisitions user guide for additional information.
Can Viewing Managers change statuses?
No. Viewing Managers by definition, have "view-only" access to the applications. In general, they cannot make any changes to an application.
Can Viewing Managers add notes?
Yes; this option can be toggled on for any user, including Viewing Managers.
Why would I make a user a Viewing Manager?
If you wanted to make a user who can see applications, but cannot make any changes to those applications, you would create them as a Viewing Manager. Viewing Managers still have access based on department or job listing and will be able to check progress on applicants without making changes to them.
Can Viewing Managers send assessments to applicants?
At this time Viewing Managers do not have access to send Selective Hiring Assessments, although, you can allow them to view assessment results.