Odoo 18 Enterprise Book : Recruitment

1. Applications Menu

The "Application" menu option in Odoo 18's Recruitment module acts as an administrative center for managing job applications. It allows recruiters to efficiently access, sort, and manage candidate information. This menu streamlines the recruiting process by including submenus such as 'By Job Positions,' 'All Applications,' 'Candidates’, ‘Offers,’ and ‘Job Boards Posts’ as well as built-in tools for filtering, maintaining applicant profiles, job offers, employer posts, and tracking real-time modifications.

From the home dashboard, users can view all currently open positions listed under the ‘By Job Positions’ section, as illustrated in the screenshot below.

Both Kanban and List views are available, allowing HR staff to interact with job data based on their preferences. The interface also includes options for filtering, grouping, and saving favorite views. Each job entry clearly shows the number of new applicants.

Selecting a specific job takes you to a dashboard where all related applications are displayed. This board outlines different phases of the hiring process, like screening, interviews, and final selection.

You can easily add stages by clicking the ‘+Stage’ icon. These stages can be modified or rearranged, and additional tools like “Filter,” "Group By" and "Favorites" options from the search bar area make navigating through the candidate applications more efficient.

Every recruitment stage includes small settings icons for actions such as folding the view, editing the stage, automating actions, and archiving records. In Kanban view, you can fold stages or edit existing ones. The ‘Edit’ option allows you to rename the stage and assign an email template to streamline candidate communication. You can mark stages as hiring points or limit them to specific job roles.

The TOOLTIPS tab offers labels like In Progress, Blocked, or Ready for the Next Stage to help visually track candidate progress. You can also rename or recolor these tooltip stages as per your desire. Developer mode reveals an extended Stages menu where you can define new phases and customize them further. The Automation feature allows you to set up rules that trigger specific actions based on conditions.

Clicking “New” in the Automation setup opens a configuration window to define the automation models and the Trigger option in the relevant fields, as illustrated in the screenshot below.

The ‘Trigger’ conditions, like when a record is created, changed, or reaches a particular point in the hiring process, can be defined by choosing from the dropdown menu. Here, I have applied a trigger to the application stages by choosing the ‘Stage is set to ‘Initial Qualification’ option.

To speed up the application workflow, you can designate automatic activities to be carried out based on these triggers, such as sending emails, changing certain fields, or starting server operations under the “Actions to Do” tab by clicking on the ‘Add an action’ button.

In the Action settings box, select an action ‘Type’ to determine the automation's actions. You can choose from a variety of choices, including Update Record, Create Activity, Send Email, Send SMS, Send WhatsApp, Add Followers, Remove Followers, and more, as illustrated in the screenshot below.

Then, choose an Activity Type, including Meeting, Call, SMS, To-Do, Upload Document, and any other option according to your requirements. Then, provide a Title for the activity, Due Date, User Type, and the Responsible person in the relevant fields. Finally, save the configuration to enable the automation rule, which will execute the specified actions based on the defined activity conditions.

2.1 Applications By Job Positions

The main page of the Recruitment module in Odoo 18 displays an overview of all current job opportunities, which corresponds to the 'By Job Positions' submenu. This area displays each job opportunity together with relevant details, such as the number of applications received, allowing you to follow recruiting progress at a glance.

To assist recruiting teams keep informed and quickly respond to incoming candidates, each job posting includes a direct link to view new applications related to that position. Managing several job vacancies on a single platform is made more efficient by this simplified interface.

To view the applications for a specific job position, simply open the corresponding Kanban tile from the Job Positions dashboard. If you want to add a new application for that vacancy, click the ‘New’ button within the job position's dashboard, making it quick and easy to create and manage candidate entries.

Creating New Job Positions

To create a new Job Position, click on the ‘New’ button from the Job Position window. This will launch a Job Position creation form that allows you to specify the job's specifics including the name of the Job Position and Application email, as illustrated in the screenshot below.

After editing the job position name, click on the ‘Create’ button to proceed. The newly created position will be automatically added to the Job Positions dashboard. You can further alter the job's settings once it has been created from the ‘Configuration’ button from the job card by clicking the three vertical dots (options menu).

The ‘Configuration’ button will open the job configuration page, where the job title appears at the top with some tabs, including Recruitment, Job Summary, Job Boards and Application Info, that allow you to mention all the job specifications and requirements to determine recruiting objectives, assign interview stages, and configure other hiring-related options, as depicted in the screenshot below.

The ‘Recruitment’ tab allows you to specify how the hiring process for a certain employment post will be handled. The job position configuration form lets you set key details such as Department, Job Location (leave blank for remote roles), Industry, Email Alias for resume submissions, Employment Type, Working Schedule, Salary Range, and Expected Skills. You can also specify the Company and Mission Date to mention job post closure date. Then provide a hiring Target, assign a Recruiter, select Interviewers, and attach an Interview Form in the relevant fields.

The ‘Job Summary’ page allows you to summarize the important features of the employment role. This information helps applicants and internal teams understand the position's purpose and scope.

The ‘Job Boards’ option regulates how visible the job ad is on various sites. If third-party integrations are utilized, you can manage job board channels, preview or copy the job URL, and post the listing on your website. This expands the job posting's audience and aids with larger hiring initiatives.

Managing the receipt and processing of employment applications is the main responsibility of the ‘Application Info’ page. Here, you can specify the interview process details, including the Time to answer, Process steps, and Days to get an Offer. This tab makes sure that application data is handled consistently and systematically.

The 'Publish on Job Board' button will help you to display a job posting on the company's website or any other job portals, making it publicly available. Once enabled, the job posting is made available to external applicants, who may browse the details and apply directly through the website.

Pressing the button will open a ‘Publish on a Job Board’ pop-up window where you can choose the Job Board, Apply Method, Job URL, Application start and end dates (From & to), as depicted in the screenshot below.

You can manually write a job description in the ‘Description’ tab or create an AI-generated description about the job position using the ‘Generate Description (AI)’ button. Finally, post the job using the ‘Post’ button. If you have published this job post on multiple job boards, these posts will be listed inside the ‘Job Board’ smart button, as well as in the ‘Job Boards’ tab section of the form, as depicted below.

This ‘Publish on Job Board’ feature streamlines the external recruiting process by attracting outside applicants and collecting their applications within the Odoo platform.

After saving the details, additional actions like Duplicating, Archiving, or Deleting a job record are accessible via the Action button placed at the top of the form, as illustrated in the screenshot below.

The ‘Add Properties’ option allows you to customize the job application form by introducing new input fields. Clicking the ‘Add Properties’ button will open a new field property editing window, as shown below.

You can define the field name in the ‘Label’ area and mention the ‘Field Type’ (e.g., text, checkbox, date), and determine whether it should appear on job cards by enabling the ‘Display in Cards’ button and mark it as a default value by entering it in the ‘Default Value’ field. After saving the new field specifics, you can reedit them accordingly.

The ‘Request Signature’ button from the action menu can be used to request any signature inside a job position document.

Smart Matching with Applicants: The ‘Action’ button also includes a Search Matching Applicants tool, which filters and identifies potential candidates based on qualifications, skills, or experience. Clicking on this button will take you to the dashboard of matching candidates, if any applicant matches the criteria, as shown in the screenshot below.

This feature greatly improves efficiency by highlighting applicants whose profiles align with the job requirements. If no matches are found, the system displays a warning message ‘No Matching Candidates’, as you can see from the above screenshot.

If any applicants are shortlisted, they are displayed in a list format, making it easy to proceed with evaluations. This tool ensures that only the most relevant profiles are considered, helping recruiters make informed hiring decisions faster. You can also create new candidate data for this job post using the ‘New’ button.

Referral Campaign: The Referral Campaign feature in the Recruitment module lets employees refer candidates for job openings through a gamified, user-friendly system. Staff earn rewards when referrals apply, advance, or get hired.

If you are an HR personnel, you can customize a referral campaign by selecting the target audience in the Contacted Employees field, either All employees or specific individuals. Next, choose the Sending Method (Email or SMS) to determine how the campaign will be delivered. Based on the selected method, you can then tailor the SMS content or the Mail Subject and Body accordingly and send the mail, as shown in the screenshot below.

The Integration of the Recruitment Module with the employee portal enables easy referral sharing and progress tracking. This feature helps reduce hiring costs, speed up recruitment, improve candidate quality, and boost employee engagement.

To preview how the job appears on your website, click on the "Go to Website" smart button. This takes you to a public-facing page with an "Apply Now" option.

When applicants click this, they’re presented with a form to input their name, email, phone number, LinkedIn profile, resume, and a short introduction. Submitting the form is done via the "I’m Feeling Lucky" button. To edit the button name and other form designs, you can utilize the ‘Edit’ button to edit the webpage with Odoo Studio integration properties.

Jobs can also be published or unpublished directly from the job configuration form using the ‘Publish/Unpublish’ toggle button on the top right, eliminating the need to switch to the website interface. The ‘Job Position’ button of the website view will take you to the backend form of the job position configuration.

The 'Job Application' smart button in the form view displays all job applications for that particular vacancy. The 'Documents' smart button allows you to view any materials associated with your job application, such as role-specific terms and conditions. Meanwhile, the 'Tracker' smart button provides a dashboard view of the applicant's social media or LinkedIn accounts, as seen below.

2.2 All Applications Overview

The "All Applications" section provides a consolidated view of every job application submitted, along with the applications in different application stage categories such as New, Initial Qualification, First Interview, Second Interview, etc.

This page displays detailed records including Partner Name, Applied on date, Job Position, Stage, Candidate, Evaluation, Tags, and Recruiter assignment, as illustrated in the screenshot below.

In this window, multiple views are available, including Kanban, List, Pivot, Graph, Calendar, and Activity. So, you can switch the views into the required format by clicking on the relevant icon. Selecting any application column will open the form view of the application and the candidates' detailed profile.

From the dashboard, applications can be filtered, grouped, and saved using the various search bar options included under the Group By, Favorites, and Filters sections. It is also possible to create customized filters and grouping options using the ‘Add Custom Filter’ and ‘Add Custom Group’ options from the relevant sections.

You can also use the "New" button to manually add applications. Within the displayed application form, you’ll find fields for mentioning the name of the Candidate, Email, Phone, LinkedIn Profile, Job Position, Recruiter, Interviewers, and Tags, as shown in the screenshot below.

The "Notes" tab lets recruiters jot down any observations regarding the applicant. In the "Details" tab, the ‘APPLICANT,’ ‘JOB,’ ‘SALARY PACKAGE,’ and ‘SOURCING’ sections are available for entering applicant Degree, Availability, Expected and Proposed salary expectations, Department, Company, Source, Medium, and Referring details.

The employee's skills can be added under the "Skills" tab using the ‘ADD’ button.

By clicking on the "ADD" button, a pop-up appears to help you choose a Skill Type, Skill Name, and Proficiency Level. You can repeat this to add more skills.

After reviewing a candidate, recruiters can use buttons like "Generate Offer" to generate a job offer to the applicant or "Refuse" to reject application. The "Other Applications" smart tab shows other roles the candidate has applied for, while the "Meetings" tab helps schedule interviews with the candidate. Finally, the ‘Offers’ smart button will list down all the job offers received by the candidate..

The top-left "Action" menu offers options to archive, duplicate, or delete the application. The "Add Properties" button here allows you to create additional custom fields, as we have discussed in the above section.

Managing Interviews and Hiring

As candidates move through recruitment stages such as "Initial Qualification," "First Interview," "Second Interview," and "Contract Proposal," you can manually shift them using stage buttons. When they reach the final stage, "Contract Signed," a "Create Employee" button becomes available, as shown below.

Clicking on the ‘Create Employee’ button converts the candidate into an employee. A "HIRED" label will then appear, signaling the candidate's successful onboarding. You can either complete this process or use the "Refuse" option if needed.

The ‘Create Employee’ button will immediately add the applicant as a new employee, and you will be directed to an employee record creation form, as shown below.

2.3 Candidate Management

The "Candidates" menu provides a Kanban-style overview of all the candidate profiles with the Candidate Name, Job Post, and options to call and send SMS, as depicted in the screenshot below.

Apart from the kanban view, you can also switch the view into a List, Calendar, or Activity view as per the requirements. The vertical menu provided inside the kanban card includes options to archive, delete, or schedule interviews via a calendar interface. Clicking the "Schedule Interview" button will take you to the calendar view of the candidates menu.

From the calendar interface, you can see the recent meetings, appointments, or any tasks scheduled for the candidate, as illustrated in the above screenshot. Click on any dates to create a new event, task, or activity by opening a new meeting form and setting Start Date, Attendees, Videocall URL, and a Description, as shown in the screenshot below.

The ‘More Options’ button will open the detailed meeting configuration window, where you can specify extra details about the meeting, as depicted in the screenshot below.

Once the meeting details are saved, you can notify candidates via EMAIL or SMS. Clicking on the ‘Candidate’ smart button will open a detailed form view where you can track total applications and the meeting history of the candidate.

You also have the option to instantly hire a candidate using the "Create Employee" button from this view. Doing so unlocks smart tabs for managing Contracts, Documents, Time-Off, Goals, Timesheets, Equipment, and Contacts, as shown in the screenshot below.

In the "Resume" tab, you can add or update skills and professional experience.

Clicking the "ADD" button allows you to specify resume line Titles, Types (such as work experience, course, education), and details like Duration and Display Type.

To add any skill set, click on the ‘Pick a skill from the list’ button and choose the Skill Type, Skill, and Skill Level from the available options, as shown in the screenshot below.

The "Work Information" tab lets you set the Work Address, Approvers, Remote Work preferences, Working Schedules, and Planning, as depicted in the screenshot below.

The "Private Information" tab collects data on PRIVATE CONTACT, CITIZENSHIP, EMERGENCY CONTACTS, EDUCATION, FAMILY STATUS, and WORK PERMIT details, as illustrated in the screenshot below.

The ‘Payroll’ tab can be used to set the payroll specifics of the employee, including their PAYROLL, W-2 FORM, and W-4 FORM specifics, as illustrated below.

Finally, the "Settings" tab manages employee STATUS and APPLICATION SETTINGS configurations. You can also generate check-in credentials like a PIN or Badge ID, as demonstrated in the screenshot below.

2.4 Offer Management

The ‘Offers’ menu makes it easier to manage and monitor various employment offers, which aids in effective recruitment offer management.

The ‘Offers’ dashboard will show the list view with the Offer Title, Employee, Applicant, Contract Signed, Employer Budget, and Employee Job based on various contract stages, including Fully Signed and In Progress, as depicted in the screenshot below.

To get more details about a job offer, click on the relevant offer column. This will open its form view with the Offer Title and other details, as shown below.

The ‘Salary Configurator’ button in the Recruitment module of Odoo 18 makes it simple for HR to create and modify structured compensation offers for candidates, expediting offer stage conversations and approvals.

After reviewing the salary and job contract, click on the ‘Review Contract & Sign’ button to sign the job contract. Then, you can see the contract form and edit your sign in the relevant area or reject the document using the ‘Refuse Document.’

2.5 Job Board Posts

Employers can manage and post job vacancies on various job portals or company websites using the ‘Job Board Posts’ option provided under the ‘Applications’ menu. This will show the dashboard of all the websites that you have published your job post with the Job Post name, Website, From and To dates, as illustrated in the screenshot below.

You can choose targeted platforms, manage campaign duration, modify job descriptions, and manage post visibility using the ‘Update’ button, as illustrated in the screenshot below.