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Administrative Guide
Welcome to CareerPortal, your organization’s complete solution for managing the recruiting and hiring process.
CareerPortal provides an easy-to-use, lightweight employment system that allows you to recruit new employees, track applicants, easily manage settings, send messages, control work and interview flows, and much more.
The CareerPortal Administrative Guide provides a deep dive into CareerPortal’s key administrative features using process orientated use-cases that illustrate how to perform administrative tasks within CareerPortal so that you can Bring in the Best™. Let’s get started.
Before You Begin
Before you get started, familiarize yourself with how to navigate and search CareerPortal.
Also, be sure to review the User Permissions Chart when assigning user groups to ensure that individuals have the appropriate permissions to manage their assigned tasks.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Quick Start
Below are the steps to get started quickly using CareerPortal. Below the checklist, you'll find links to all relevant sections for the Quick Start.
❏ Log in to CareerPortal as an admin.
❏ Access administrative tools.
❏ Update configuration settings.
❏ Edit/remove a user.
❏ Link a user to a group.
❏ Add and edit core questions.
❏ Add and edit forms.
❏ Link a job position to a form.
❏ Add reference requests.
❏ Post a job.
Get Started
Get to know the basics including how to log in, what's on your dashboard, how to update your profile, and how to use the messaging feature.
- Log In
- Login
Login
The Login page is used by CareerPortal users to log into the system. If you don't have an account yet, see Don't have an account yet? section below.
Upon initial account creation or log on to the portal, the End User License Agreement (EULA) for ASCENDER is displayed. Users must accept the agreement in order to proceed.
Log into CareerPortal
User Name Type your user name. Password Type your password. Click Login. Your CareerPortal Job Dashboard is displayed.
Don't have an account yet?
Click Create an account to register.
Did you forget your password?
We all forget our passwords. Thankfully, CareerPortal makes it easy to reset your password.
Click Reset Password on the Login page.
Field Description Username Type your username. You only have to type your username or email address. Email Type your email address. You only have to type your username or email address. I'm not a robot You may be asked to complete a simple recognition task to verify that you are not a robot. If this is the case, complete the recognition task, and click Verify. Continue Continue.
Answer your security question to continue
Field Description Answer Type the answer to the security question that you typed when creating your account. Continue Continue.
Enter and confirm new password
Field Description New Password Type your new password.
Requirements:
• 16-46 alphanumeric characters
• Three of the following: uppercase, lowercase, numeric, and special characters
• Case-sensitiveConfirm Password Retype the password.
Reset Password You are taken to the CareerPortal log in page.
CareerPortal will also send a password reset confirmation email to the email address used to register your CareerPortal account.Logging out of CareerPortal
When you are logged into your CareerPortal account, each page displays Logged into CareerPortal as: <Your Username> in the top right corner.
- Click your username. A drop-down menu will appear.
- Click Log Out. A log out confirmation page will appear.
- Click Yes. Logoff. to log off.
- Click No. Stay logged in. to remain logged into CareerPortal.
- Explore the Dashboard
Dashboard
The Dashboard provides an all access view into your organization's applicant search and job posts while also providing a means to easily navigate within CareerPortal. The Dashboard is divided into four tiles (Current Posted Jobs, Applications, Applicant Watch, and Messages) and three sections (Posted Jobs Approval Queue, Interview Rating Queue, Unread Messages) that either take you to other CareerPortal pages, provide data from other CareerPortal pages, or allow you to perform administrative functions.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Current Posted Jobs, Applications, Applicant Watch, and Messages tiles
The Current Posted Jobs, Applications, Applicant Watch, and Messages tiles are located at the top of the page.
Field Description Current Posted Jobs The tile displays the number of jobs that you have posted. Click VIEW MORE to go to the Posted Jobs page. Applications The tile displays the number of applications that have been submitted for jobs you have posted. Click VIEW MORE to go to the Search Applicants page. Applicant Watch Click VIEW MORE to go to the Applicant Watch page. Messages Click VIEW MORE to go to your Messages page to view and respond to messages. Posted Jobs Approval Queue
The Posted Jobs Approval Queue allows you to view your job approval workflow. A job approval workflow is part of the job posting process where selected users approve or deny a job posting before it is made available to applicants. Job posts that need your approval are listed in a grid in this section. The actual job approval or denial is performed on the Job Detail page.
Field Description View Opens the Job Detail page. Position Displays the position title. Department Displays the department title. Status Provides the job's approval status. Pending Approval will remain the status until all approvers have approved the posting. Assigned Displays the user who the job post is assigned to. Date Created Displays the job posting creation date and time stamp. History If you have approved or denied a job posting, the History button will appear next to the job under the Posted Jobs Approval Queue section. View a specific workflow history. The Posted Job Approval History window will display showing the same columns as the Posted Jobs Approval Queue with the addition of the Comments field, which is used to justify a posting's denial.
Click View Job Posting to view the Job Detail page for the job.
Click Cancel to close the pop-up window.
See All Records Go to the My Queue page. Read Approve/Deny Workflow to learn how to approve and deny job approval workflows.
Interview Rating Queue
A list of job applicants who are in various stages of the interview process is displayed in the Interview Rating Queue section. You can perform your interview rating using the Interview Rating Queue page.
Field Description View Displays the Applicant Detail page. Applicant Displays the applicant's name. Position Provides the position that the applicant is applying for. Department Displays the department to which the department belongs. Progress Provides the applicant's progress within the application process. Average Rating Displays the applicant's average rating based on all who have the applicant in their interview workflow. History If you have rated an interview, the History button will appear next to the applicant under the Interview Rating Queue section. View a specific interview history. The Interview Rating History window will display showing the same columns as the Interview Rating Queue with the addition of the Comments field, which is used to justify a interview rating.
Click View Applicant to view the Applicant Detail page for the job.
Click Cancel to close the pop-up window.
See All Records Go to the Interview Rating Queue page. Read Interview Rating Queue to learn how to rate an applicant.
Messages
Under Unread Messages, a list of unread messages is displayed. Select the message that you want to view or click See All Records to go to the Messages page.
- Update Your Profile
- Update Your Profile Settings
Profile Settings
The Profile Settings page allows you to edit or update your personal information. Your profile settings page was created when you first registered for a CareerPortal account. If an account was created for you, then review your profile settings information to make updates where necessary. You can view and update your profile settings at any time.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
View and update your profile settings
You can edit the following fields at any time.
Field Description First Name Edit your first name. You can also change your first name on individual applications, if needed. Last Name Edit your last name. You can also change your last name on individual applications, if needed. Select a Username Edit the user name that you use to sign into CareerPortal. Password Type a password.
Requirements:
• 16-46 alphanumeric characters
• Three of the following: uppercase, lowercase, numeric, and special characters
• Case-sensitiveNote: Leave this field and the Confirm Password field blank if you do not want to change your password.
Confirm Password Retype the password.
Contact Information
Field Description Email Address Update your password if it is different from the one listed. Email Confirmation Send an email confirmation message to the email address typed into the Email Address field. The Email Confirmation page is displayed indicating that a confirmation has been sent or that your email address has been confirmed. Primary Phone Type your primary phone number. Secondary Phone Type your secondary phone number. Account Recovery
Field Description Security Question Type a hint question. This question will be used to reset your password should you forget it. Security Answer Type your hint question response. Field Description Save Save your work.
Cancel Cancel and return to the previous page.
- Update Your Profile Questions
Profile Questions
The Profile Questions page allows you to answer core job application questions. Your answers will act as a template when you apply for a job so that you do not have to re-type your answers to questions common to all applications. You can change your answers at any time by editing this page or by changing your answers when you apply for a job. Required fields are marked with a red asterisk.
Notes:
- Profile questions will vary based on organizational standards. If you update your profile questions after you have started an application, your updated information will not be reflected on the application. Update your profile questions before beginning an application.
- The percentage of the questions answered is displayed at the top of the page as well as under Profile Status on the Job Dashboard.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Change or add profile question information
- Update your personal and professional information where needed.
- Click Submit to save your profile questions and return to your My Profile page.
Other functions and features
- Messages
Messages
The Messages page allows you to view your messages. Messages about job applications, the application process, and questions asked or answered are available on this page. Unread messages are displayed by default. Your messages can be sorted at any time by clicking on a column's heading. You can also view and search your messages using the Search field. Your messages are also accessible from the Messages panel on your dashboard.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
View and respond to messages
Your inbox displays all of your messages including sent responses and answered questions. Your inbox opens displaying all of your unread messages by default. Using your inbox is much like using an email program.
Column Description View Read all posts within a message thread. View appears in red font for messages marked read. Position Name Displays the position that is the thread's topic. Original Poster Displays the original sender's name. Message Displays the message. Date & Time Stamp Displays the message's timestamp. Responses Displays the number of individual messages (posts) that comprise a message thread. Using your inbox
Use the drop-down record menu under Inbox to select the number of messages to display.
Field Description Unread View all of your unread messages. All View read and unread messages. The View button on read messages are gray while unread messages have a green View button. Muted View muted messages. Message Thread
Click View to open the message thread.
The Message Thread page is displayed. The subject of the message, timestamp, sender name, and message is displayed.
On the left, you have the following options:
Field Description Return Return to the Messages page. Reply Reply to the message. Mute Click X to mark the message and all threads as muted. Muted messages are messages that you no longer wish to receive notifications on. Rather than deleting a message, CareerPortal allows you to mute it. Read Click X to mark the message as read. Click ✔ to mark a message as unread. Read messages can be viewed under All on the Messages page.
Discover Admin Tools
CareerPortal can be easily configured to meet your organization's need. From creating job posts to managing dynamic content throughout the application, CareerPortal gives you the freedom and flexibility to make it your own.
The Admin Tools page is your landing page for all CareerPortal administrative tools. The Admin Tools page comprises links to all administrative tools.
Click Admin Tools on the sidebar to go to the Admin Tools page.
- Admin Tools
Admin Tools
The Admin Tools page comprises tiled links to administrative pages.
Initial Configuration Settings
- Configuration Settings (Super Admin only)
Configuration Settings
The Configuration Settings page allows you to edit application-wide settings. Some information may already be filled in as a part of the installation process. As these are systemwide settings, it is only possible to edit a configuration setting. Before editing a configuration setting, ensure that you understand the setting's function.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
View or search configuration settings
Column Description Name Displays the configuration setting's name. Value Displays the configuration setting value. Description Provides a description of the configuration setting. Edit Edit a configuration settings. The Edit Configuration Settings dialog box is displayed. Add or edit an image on the homepage
CareerPortal allows you to customize the image(s) displayed on the homepage. Dimensions are required. Files must be PNG and no larger than 15MB. Okay
Field Description Add Images An image upload section is displayed at the bottom of the page including images already uploaded to the application. To upload an LEA logo to the CareerPortal Login page, visit the District Administration > Tables > District Logos page.
- Coop Settings (Super Admin only)
District Settings (Co-op)
The Coop Settings page allows you to manage multiple coops. A list of current districts is displayed in a grid on this page. Columns can be sorted at any time by clicking on a column's heading. You can also search for a district using the Search field.
This page's title and its tiled link on the Admin Tools page will dynamically change to the value typed in the CoopLabel field located on the Configuration Settings page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Field Description Add New + or Edit Open Add New District window. District (Co-op) District name. Active Select the checkbox if the district (co-op) is active. Email Domains Displays the email domains that are associated with this district (co-op). Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page.
User Management
- Users
Users
The Users page allows you to edit and delete CareerPortal users. A list of all users is displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
View CareerPortal users
The following CareerPortal user information is displayed on this page. Super Admins can view all users for the coops they administer.
Column Description Username Displays the unique user name for each user. First Name Displays the user's first name. Last Name Display the user's last name. Email Displays the user's email address. UserType Displays whether the user is an external user, an internal user, or an internal confirmed user.
External - A user who created an account using an email address with a domain that does not exist on the District Settings (Co-op) page.
Internal - A user who created an account using an email address with a domain that exists on the District Settings (Co-op) page.
Internal Confirmed - A user who created an account using an email address with a domain that exists on the District Settings (Co-op) page, received the CareerPortal Confirmation Email, and confirmed their email address.Coop Displays the co-op that the user is registered under. The user is assigned to the appropriate district (co-op) when they create an account using an email address with a domain that exists on the District Settings (Co-op) page.
Note: A district will not be displayed in the search drop-down field until a user creates an account using an email address with an email domain that is associated with the district.
Edit CareerPortal users
Field Description Edit Opens the Edit Users page. Delete CareerPortal users
Note: You cannot delete your own user account.
Field Description Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - User/Group Link
Users Group Link
The Users Groups Link page allows you to create and delete links between users and groups. A list of all linked users and groups is displayed in a grid on this page. See Users to edit or delete users on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Link users to groups
Use the Create Links section to create links between users and groups.
Field Description Clear All Simultaneously clear the Users and Groups fields. Link Link a user to a group. Cancel Return to the previous screen. Add User + Add a new user using the Add/Edit Users page. See Add/Edit Users for more information. View or search user and group links
Use the Linked Values section to view and search linked users and groups.
Records Click Records to select the number of records to display.
Delete user and group links
Field Description Delete Delete the row. This deletes the link between the two columns for that row.
OK: Delete the link.
Cancel: Cancel and return to the previous page.
Template Data
- Departments
Departments
The Departments page allows you to add, edit, and delete department information in your organization. A list of existing departments is displayed in a grid on this page. When you post a job or when you link a job position to a department, you will select a department created using this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Field Description Add New +
or
EditOpen the Department Details window. Name The department name. Description The department description. Display Group The department Display Group. WHAT IS THIS AND DOES IT SHOW UP ANYWHERE ELSE? Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Job Positions
Job Positions
The Job Positions page allows you to create, edit, and delete job positions for your organization. A list of existing job positions is displayed in a grid on this page. When you post a job or when you link a job position to a department, you will select a position that is created using this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Add or edit job positions
Job positions are added or edited using the Add New Position window.
Field Description Add New + Open the Add New Position window. Position Name The position name. Description The position description. Edit Edit the position. Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Position/Department Link
Position Department Link
The Position Department Link page allows you to create and delete links between job positions and departments. A list of all linked job positions and departments is displayed in a grid on this page. To add, edit, or delete job positions or departments on this grid, see Job Positions or Departments, respectively.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Link jobs to departments
Use the Create Links section to create links between job positions and departments.
Field Description Link Link the job position(s) to the department(s). Clear All Simultaneously clear the Positions and Departments fields. Cancel Return to the previous screen. View or search position and department links
Use the Linked Values section to view and search linked job positions and departments.
Delete job and department links
Field Description Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Requirements (Super Admin only)
Requirements
The Requirements page allows you to create, delete, and edit job requirements associated with specific job positions. A list of existing requirements is displayed in the grid on this page. When you post a job or when you link a job requirement to a job position, you will select a job requirement created using this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Add or edit job requirements
Job requirements are added or edited using the Requirement Details window. All fields are required when adding a job requirement.
Field Description Add New+
or
EditOpen the Requirement Details window. Delete requirements
Field Description Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Job/Requirements Link
Job Requirements Link
The Job Requirements Link page allows you to create and delete links between job positions and job requirements. A list of all linked job positions and requirements is displayed in a grid on this page. To add, edit, or delete job positions or job requirements on this grid, see Job Positions and Requirements, respectively.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Link requirements to jobs
Use the Create Links section to create links between job positions and job requirements.
Field Description Job Positions Select a job position to link a requirement to. Click the X to remove a selected job position. You can also press BACKSPACE. Requirements Select a job requirement to link a job position to. Click the X to remove a selected requirement. You can also press BACKSPACE. Field Description Link Link the job(s) to the requirement(s). Cancel Clear the information from the two fields. View or search job and requirement links
Use the Linked Values section to view and search linked job positions and requirements.
Delete job and requirement links
Field Description Delete Delete the row. This deletes the link between the two columns for that row.
OK: Delete the link.
Cancel: Cancel and return to the previous page. - Email Template
Email Template
Use the Email Template page to view and edit email templates.
In the records drop-down menu, select the number of records you would like to view per page.
Field Description Record Type The type of record the template is. Config Type The unique name of the configuration type. This is created using the Developer Tools. Template The content of the email template. Edit Click Edit to edit the email template. The Edit Email Content page is displayed.
Form & Question Management
- Form Management
Form Management
The Form Management page allows you to add, edit, and delete forms. Forms are used as an indexing tool to categorize core questions. When a core question is created, a form is associated with it to index the core question. Core questions can then be associated with a specific job position by linking the job position to a specific form. A list of all forms is displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Field Description Add New +
or
EditAdd or edit a form using the Add New Form window. Form Name The form name. Description The form description. Default Indicates if the form will be used by default when searching applicants (when no form has been previously selected). Reference Form Indicates if a form is to be used as a reference form. Reference forms are shown to references provided by the applicant and not the applicants themselves. Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Core Questions
Core Questions
The Core Questions page allows you to add, edit, inactivate, and search core questions. Core questions can be customized to fit your organization's need and serve as a way to standardize questions that applicant's answer according to job position. To accomplish this, core questions are associated with forms that are linked to job positions. Core questions also allow applicants to standardize the application process by pre-filling core questions on their Profile Questions page. A list of existing core questions is displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Add or edit core questions
Field Description Add New +
or
EditThe Add/Edit a Core Question window will open. Use the Add/Edit a Core Question window to create or edit core questions. The drag-and-drop feature is available allowing you to change the order of the questions.
Note: Sorting is disabled when filters are in place.
View core questions
Field Description Form Filter by the form. Group Heading Filter by the group heading.
A group heading is another way to index core questions.Question Filter by the question. Type Filter by the type of question (e.g., text, Dropdown, Date Selector). Data Label Filter by data label (e.g., FirstName, Address, Email, etc.). Start Date Filter by start date associated with the specific core question. Inactivate core questions
Field Description Delete Inactivate a question. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page.Other functions and features
- Position/Form Link
Position Form Link
The Position Form Link page allows you to create and delete links between job positions and forms. A list of all linked forms and positions is displayed in a grid on this page. To add, edit, or delete job positions or forms on this grid, see Form Management or Job Positions, respectively.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Link job positions to forms
Use the Create Links section to create links between the fields.
Field Description Link Link the position(s) to one or more forms. Clear All Simultaneously clear all links from both fields. Cancel Return to the previous screen. View or search position and form links
Use the Linked Values section to view and search linked job positions and forms.
Delete position and form links
Field Description Delete Delete the row. This deletes the link between the two columns for that row.
OK: Delete the link.
Cancel: Cancel and return to the previous page.
Workflow Management
- Job Approval Workflow
Job Approval Workflow
The Job Approval Workflow page allows you to create the job approval workflow list available when | posting a new job entry. A job approval workflow comprises users who must review and approve a job posting. A list of available job approval workflows is displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Field Description Add New+
or
EditCreate or edit a new job approval workflow. The Add/Edit Job Approval Workflow page will open.
Name Displays job approval workflow names. Created By Displays the user who created the job approval workflow. Create Date Displays the date and time the job approval workflow was created. Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Interview Workflow
Interview Workflow
The Interview Workflow page allows you to define an interview progression (workflow) for interviewing applicants. An interview workflow is assigned to a job posting based on the type of job posting. Interview workflow steps and their order within the workflow are defined using the Add/Edit Interview Workflow page. A list of available interview workflows is displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Field Description Add New +
or
EditCreate or edit an interview workflow. The Add/Edit Interview Workflow page will open. Name Displays interview workflow names. Created By Displays the user who created the interview workflow. Create Date Displays the date and time the interview workflow was created. Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page.
Miscellaneous Settings
- Content Management
Content Management
CareerPortal allows you to change content using predefined content sections throughout the application. One edit is all that it takes to change all predefined content sections. Managing your content sections is facilitated using the Content Management page.
Content sections can be added to multiple pages. Each content section is identified by a Content ID that allows all pages with a particular Content ID to display the same information. All content section edits, deletions, or additions are made using the Content Management page.
At this time, the only content section available is on the homepage.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
View content sections
Field Description Preview With Changes: Preview content as it appears in its edited state (what your are currently editing).
Current: Preview content that is currently published.
With Previous Content Preview content published before the current content.Content ID Displays the content ID. Content Name Displays the content name. Content Description Displays a description of the content. Publish Publish or revert your content additions and edits.
Publish Content: Publish content that is currently in the editor.
Note: Previously published content is saved and is accessible using the With Previous Content option in the Preview field.
Rollback Content: Restore previously published content. Content that is replaced by the revert is moved back into the editor.Edit Open the editor on the Edit Content Management page. Display Enable or disable content sections. Click ✔ or X to enable or disable a content section.
Administrative Reports
- General Usage Report
General Usage
The report displays data about how a client's users are using CareerPortal.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Field Description District The name of the coop or district. Defined Users The number of internal users who have accounts. Users Logins (24hrs) The number of unique internal users who have logged into CareerPortal in the past 24 hours. Users Logins (30Days) The number of unique internal users who have logged into CareerPortal in the past 30 days. Users Logins (90Days) The number of unique internal users who have logged into CareerPortal in the past 90 days. Users No Logins The number of unique internal users who have never logged into CareerPortal. Current Jobs The number of jobs currently posted and not hidden (see the Job Visibility field under Step 1 - Position on the Post a Job page for more information). Applicants 30 Days The number of job applicants that have been received in the past 30 days. Jobs Posted 30 Days The number of jobs that have been posted in the last 30 days. This includes all jobs regardless of whether they have been filled or active. - API Usage Report
API Usage Report
Review API Usage statistics.
- Site Traffic Report
Site Traffic
The report displays the number of page views that result from usage of the site. Individual pages are not displayed, rather total usage is displayed. The data is presented in a table as well as graphically.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Quick Traffic Stats
The data is displayed in a table.
Field Description Client Name The client name for which the report is run. Page Views 1min The number of page views in the last minute. Page Views 5min The number of page views in the last five minutes. Page Views 60min The number of page views in the last hour. Page Views 24hr The number of page views in the last 24 hours. Page Views 1wk The number of page views in the last week. Page Views Older The number of page views older than a week. Page Views Total The total number of page views. 30 Days Traffic Trend
This graph displays the total amount of traffic on CareerPortal up to 30 days. Use the top graph to zoom in to daily or hourly data. Use the bottom graph to zoom in or out. Click and hold the left mouse button on the place you want to begin or end your focus and drag left or right to a starting or ending time/date.
How Tos
Learn about specific processes such as posting a job and creating an interview workflow.
General
- Add or Edit the Image or Logo on the Homepage
CareerPortal allows you to customize the image(s) displayed on the homepage. Dimensions are required. Files must be PNG and no larger than 15MB. Okay
Field Description Add Images An image upload section is displayed at the bottom of the page including images already uploaded to the application. To upload an LEA logo to the CareerPortal Login page, visit the District Administration > Tables > District Logos page.
Jobs
- Post a Job
Post a Job
The Post A Job page uses the Post Job Wizard to walk you through the four-step job posting process. This page is divided into four sections that correspond with the job posting process. Click the links below to navigate to a particular step in the job posting process. Required fields are marked with a red asterisk *).
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Step 1 - Position
Step 1 - Position allows you set job position parameters. All information available in the drop-down menus is created using the Departments and Job Positions pages. See Departments and Job Positions to add your job information if it is not available. Before proceeding, ensure that you are posting the job position to the correct district, coop, or organization. You can verify this by reading the statement beneath the Public, Internal Only, and Hidden buttons. The statement reads: This position will be posted for <District/Coop/Organization Name>.
Set position parameters
Enter the Position Name and Description
Field Description Position Click [v] to choose a position for this posting.
You may also start typing in the search box to narrow down your options.
Department Click [v] to choose a department for this posting.
You may also start typing in the search box to narrow down your options.
Name/Headline Type a job announcement headline. From and To Dates Either type in the date or click in the field next to the calendar icon to open the calendar.
Description Type the job's description if one is not already available.
You may also add or edit information in this field as needed.Open Positions Indicate the number of available positions. Reference Number Type the associated reference number. This field is optional. Job Visibility Field Description Public This indicates that the job post is open to both internal and external candidates.
- Do not click this field if your job post is internal only.
- Your job will be visible on the homepage under Recently Posted Jobs if made public.
Internal Only This indicates that the job post is only for internal candidates. Hidden Hide the job post to all users. Field Description Continue Proceed to Step 2 - Requirements.
Step 2 - Requirements
Step 2 - Requirements allows you to set job requirements for positions. Job requirements are created using the Requirements page. Job requirements are then linked to specific jobs using the Job Requirements Link page. Doing so allows you to set specific requirements to certain job positions. Use the Requirements page and the Job Requirements Link page to create the correct requirement to job associations.
Add or remove requirements
Two grids are presented under Grouped Options – Available Requirements and Selected Requirements. Available requirements display in the Available Requirements field. Requirements created using the Job Requirements Link page display under Selected Requirements.
Click on a requirement to move it between the fields.
Field Description Continue Proceed to Step 3 - Add Questions. Back Return to Step 1 - Position.
Step 3 - Add Questions
Step 3 - Add Questions allows you to assign forms (grouped core questions) as well as add job specific questions to the job posting. See Core Questions if you need to add or remove a core question.
Assign Forms
Field Description Please utilize the menu below to assign / remove forms from this position. Select forms whose core questions should appear on the job application. Forms that are linked to job positions using the Position Form Link page will display. Click the X to remove a selected job position. You can also press BACKSPACE.
Assigned Forms List A list of assigned forms displays here. Add references
References
Field Description How many references are required? Select the number of references that are required from the applicants for this position. If references are requested please select Select the reference form that will be sent to references. See Reference Requests for more information. Add custom questions
Job specific questions can be added under Review Current Questions. By default, there are no questions in the grid.
Field Description Add New Custom Question + The Add a Custom Question window will open. Use the Add a Custom Question window to create custom questions. Search and view custom questions
To see a grid of custom questions, click the Custom Questions bar under Add New Custom Questions.
Field Description Group Heading Displays the group that the question belongs to. Question Displays the custom question. Type Displays the question's form element (text, drop-down, etc.). Data Label Displays the type of label used to identify the question. Edit or delete custom questions
Field Description Edit Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page.Field Description Continue Proceed to Step 4 - Share. Back Return to Step 2 - Requirements.
Step 4 - Share
Step 4 - Share allows you to set the job approval workflow, share the job posting with other stakeholders, and set the interview workflow. There are three tabs to set the job post's job approval workflow, sharing, and interview workflow. See Job Approval Workflow and Interview Workflow to add, edit or delete job approval workflow or interview workflow, respectively.
Set the job approval workflow
Job approval workflow is set under the Job Approval Workflow tab. A job approval workflow is comprised of users who must review and approve of a job posting before it is visible to applicants.
Field Description Select Job Workflow Approval Click [v] to select a job approval workflow. Adjust Users in Workflow Available Users Click a user name to move the user to the Selected User field. Selected Users Click a user name to remove the user from the job workflow. Set share privileges
The Sharing tab, allows you to set user privileges to edit, delete, or share the job posting by selecting Edit, Delete, or View. Available users are listed in a grid under the Sharing tab. Members of the Job Approval Workflow are automatically assigned view permissions.
Note: When an applicant clicks Ask a Question on the Job Detail page, the message is delivered to everyone with share privileges.
Set or adjust the interview workflow
The Interview Workflow tab allows you to assign users to particular steps of the interview process. The order in which the steps (users) are listed indicates the interview workflow sequence. You can add to or edit the interview workflow sequence as needed.
Field Description Select Interview Workflow Click [v] to select an interview workflow.
If the interview workflow choices do not fit the job posting or the organization's need, you can edit, add, or delete the workflow using the Interview Workflow page.
You may also adjust an interview workflow under Adjust Interview Steps.To adjust an interview's workflow steps
Add New Step
Field Description Step Name Type the new step's name. Interviewer Select the interviewer. Add New Step Add a new step, which is added to the Current Steps grid. Λ Click to move the interview step up the grid. V Click to move the interview step down the grid. Delete an interview workflow step
Field Description Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page.Submit the job posting
When all steps are complete, you are now ready to post the new job. If you are ready to make the job public, make sure you have selected Public or Internal Only in the Step 1 - Position. This can always be changed by editing the job posting.
Select Notify all applicants to resubmit the profiles with changes to notify applicants who have already submitted applications to resubmit their application with the changes to the application.
Field Description Submit Post the job.
- A message indicating that the job was successfully posted is displayed.
- An email is sent to those who have access to the job posting.
Back Return to Step 3 - Add Questions. - Create an Interview Workflow
Interview Workflow
The Interview Workflow page allows you to define an interview progression (workflow) for interviewing applicants. An interview workflow is assigned to a job posting based on the type of job posting. Interview workflow steps and their order within the workflow are defined using the Add/Edit Interview Workflow page. A list of available interview workflows is displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Field Description Add New +
or
EditCreate or edit an interview workflow. The Add/Edit Interview Workflow page will open. Name Displays interview workflow names. Created By Displays the user who created the interview workflow. Create Date Displays the date and time the interview workflow was created. Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Create a Job Approval Workflow
Job Approval Workflow
The Job Approval Workflow page allows you to create the job approval workflow list available when | posting a new job entry. A job approval workflow comprises users who must review and approve a job posting. A list of available job approval workflows is displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Field Description Add New+
or
EditCreate or edit a new job approval workflow. The Add/Edit Job Approval Workflow page will open.
Name Displays job approval workflow names. Created By Displays the user who created the job approval workflow. Create Date Displays the date and time the job approval workflow was created. Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Approve or Deny a Job Post
Approve/Deny Workflow
This page serves as a guide for approving and denying job posts in your posted jobs approval workflow queue. Your posted jobs approval workflow queue is accessible from your CareerPortal Dashboard. The actual job approval or denial is performed on the Job Detail page.
Approve a job posting
You can approve a new job posting on the Job Detail page.
Field Description Posted Jobs Approval Queue In this section on the Dashboard, find the job approval workflow that you want to review and approve. View Display the Job Detail page. Field Description Select Status Click [v] to select Approved. Update Status A confirmation window will open.
OK: Approve the job and close the confirmation window. You are returned to the Job Detail page. An approval date and time stamp will appear.
GO BACK: Return to your Dashboard without approving the job.The job will continue through the job approval workflow until complete.
Deny a job posting
You can deny a new job posting on the Job Detail page.
Field Description Posted Jobs Approval Queue In this section on the Dashboard, find the job approval workflow that you want to review and deny. View Display the Job Detail page. Field Description Select Status Click [v] to select Denied. Enter Comments This field appears when Denied is selected. Type a reason for denying the job posting. Update Status A confirmation window will open.
OK: Deny the job position and close the confirmation window. A denial date and time stamp will appear.
GO BACK: Return to your Dashboard without denying the job.The job will continue through the job approval workflow until complete.
Resubmit a job posting
When a job posting is denied, the Resubmit button appears allowing you to resubmit the job to the approval queue with your comments. The administrator who created the job can make any necessary changes at this point. When a job post is resubmitted, it must go through the entire job approval workflow again.
Field Description Resubmit Return the job posting to the posted jobs approval queue. - View, Edit, and Delete Posted and Shared Jobs
Posted Jobs
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Note: Members of the Super Admin group will see all posted jobs.
View and search posted jobs
Column Description Find Applicants link Navigate to the Search Applicants page where you can view applicants for a specific position. (Only visible if you have created a job or have had one shared with you.)
ID-Visibility Displays the job ID and its visibility status (see Step 1 - Position on the Post a Job page). Coop Displays the coop that the job is posted under. Super Admins can view all posted jobs for the coops they administer. Position Displays the job position title. Department Displays the department associated with a posted job. Posted Displays the date the job was posted. Deadline Displays the deadline for applying for a job. View button View the job position details. (Only visible if you have created a job or have had one shared with you.)
Edit button Edit a job post using the Post Job Wizard. (Only visible if you have created a job or have had one shared with you.)
Delete button Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page.(Only visible if you have created a job or have had one shared with you.)
- Save Your Job Searches You can save your job searches with the Save Search button on the Search Jobs page.
Your job searches can be saved for later viewing. A saved search saves the search parameters used to create the search. Your searches are saved to the Saved Searches page. You set search parameters by using the grid's search fields, the drop-down menus or the Search field.
Field Description Save Search The Save Search window will open.
Applicants
- Search Applicants
Search Applicants
The Search Applicants page allows you to view, search for, and save applicants who have applied for jobs. A corresponding list of applicants and jobs is displayed in a grid on this page. There are three ways to access this page within CareerPortal.
- Click on the Search Applicants sidebar tab.
- Click View on the Applicant Watch page.
- Click View Applicants on the Posted Jobs page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Search and view applicants
Search and view applicants based on your search criteria.
Field Description Please utilize the following drop-down menu to switch between different forms: Switch between different forms to search for applicants by form. Change Columns Select the columns you want to display in the grid.
The columns that are available are either core questions (when viewing all positions) or a combination of core questions and custom questions (when viewing a specific position).View Display the Applicant Detail page. The Applicant Detail page provides applicant information in relation to a particular job. The Applicant Detail page is used for rating an applicant as well as hiring an applicant.
Note: Select User Profile in the Position field to see all users, including those who have not applied for a job.
Save your searches
Your searches can be saved for later viewing. A saved search saves the search parameters used to create the search.
Field Description Search Type your search term or filter your search parameters using the search boxes or drop-down menus in each column. Save Search Save your search. The Applicant Search - Save window will open. Other functions and features
- Watch Applicants
Applicant Watch
The Applicant Watch page comprises saved applicant search parameters created using the Search Applicants page. Applicants who fit saved search parameter(s) will display on the Search Applicants page. A list of saved applicant searches are displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
View or search saved applicant searches
Column Description View Displays the Search Applicants page and uses the search criteria you specified, which was saved on the Applicant Watch page. ID Displays the saved search ID created when the search was saved. Saved Search Name Displays the saved search name. This is the name you typed into the Please provide a search name field when you saved your search on the Search Applicants page. Date-Time Created / Last Updated Displays the date and time your saved search was created. Delete Delete the row. A confirmation message is displayed prompting you to continue.
OK: Delete the row.
Cancel: Cancel and return to the previous page. - Rate an Applicant Interview
Interview Rating Queue
The Interview Rating Queue page is an important component in the interview process. On this page, you can rate applicants during the varying stages of the interview process as well as view an applicant's interview rating history. The information on this page is controlled by the Interview Workflow page as well as the Adjust Interview Steps field under the Interview Workflow tab when you post a job (Step 4 - Share).
This page is divided into two sections: Interview Rating Queue and Interview Rating History. All applicant's in your interview workflow are displayed in grids on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
View and access the Interview Rating Queue
You can access your interview rating queue from your CareerPortal dashboard under Interview Rating Queue.
Field Description See All Records Navigate to the Interview Rating Queue page. Interview Rating Queue
The Interview Rating Queue section is where you will rate individual applicants' ability to successfully fill a position within your organization.
Field Description Applicant Displays the applicant's name. Position Provides the position that the applicant is applying for. Department Displays the department to which the department belongs. Progress Provides the applicant's progress within the application process. Average Rating Displays the applicant's average rating based on all who have the applicant in their interview workflow. Rate an applicant
You can access the Applicant Detail page to rate an applicant from your dashboard under the Interview Rating Queue section. When you are finished rating an applicant, the applicant is removed from your interview rating queue.
Field Description See All Records Go to the Interview Rating Queue page. View Go to the Applicant Detail page and rate the applicant.
Stars: Select the number of stars that you want to give to the client.
Enter Comments: Type relevant comments.
Save Rating: Save your rating.Go Back Return to the dashboard. Interview Rating History
The Interview Rating History section is where you can view applicants who are no longer active in your interview rating queue. The interview rating history section is useful as you can review your rating of past applicants to assist in the current interview rating. When you are finished rating an applicant, the applicant is moved to your interview rating history (the section will appear after you rate your first applicant).
Field Description Applicant Displays the applicant's name. Position Provides the position that the applicant is applying for. Department Displays the department to which the department belongs. My Ratings Provides your individual applicant rating. My Comments Displays your comments and observations on an applicant. Date Rated Provides the date that you rated an applicant. Progress Provides the applicant's progress within the application process. Average Rating Displays the applicant's average rating based on all who have the applicant in their interview workflow. View an applicant's interview rating history
Field Description History The Interview Rating History window will open.
View Applicant: Go to the Applicant Detail page.
Cancel: Cancel and return to the previous page.See All Records Navigate to the Interview Rating Queue page. - Hire an Applicant
Once the applicant has completed the interview process and has been rated, the Hire Applicant button is displayed on their Applicant Detail page. Clicking the button marks the applicant as hired in the database and your Human Resources process can begin.
- Search Hired Applicants
Search Hired
The Search Hired page allows you to search and view applicants who have been hired. A list of hired applicants is displayed in a grid on this page.
Basic Navigation See Navigation and Search for more information about basic navigation and search options on the page.
Search and view hired applicants
Field Description Please utilize the following drop-down menu to switch between different forms: Switch between different forms to search for applicants by form. Change Columns Select the columns you want to display in the grid. View Display the Applicant Detail page. The Applicant Detail page provides applicant information in relation to the job that the applicant was hired for.
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