Editing an Applicant Profile

Create or Edit an Applicant Profile

Using this feature you can easily create a new profile or edit an applicant's profile and enter interview details. Applicants can also log in and edit their own profile. Applicants will not be able to see the Interview Details but they will be able to see the positions that they applied for and the current status of their applications. Here, they can also apply for a different position.

Note: The instructions below show you how to edit an existing applicant profile. However if you click New, the same fields as described below will be enabled for you to enter a new applicant profile as well. Please follow the field-by-field instructions available below.

A Manning Agent/User can directly create a new applicant record here without having to fill out the Crew Application Form. The ability of a Manning Agent to access a particular Applicant record is controlled by access rights. The Applicant Profile also includes a Manning Agent field that allows the application form to be tied to a particular Manning Agent for access.

Screen Navigation: Recruitment - Applications - Applicant Profile

Creating/Editing an Applicant Profile

To create/edit an existing applicant profile:

1. From the HR Manager main menu, click Applicant Profile under the Recruitment menu.

2. In the Applicant search field, search for and load the applicant profile that you want to edit. Under the Personal Details tab, the following fields are available:

Field	Description
Prefix	The prefix to the name, for instance, Mr., Miss etc.
Suffix	The suffix to the name, for example, 'Jr.', 'Senior', etc.
Last Name	The applicant's surname.
First Name	The applicant's first name.
Other Name	Use this field if the crew member has any aliases or nicknames.
Gender	Use the radio button to select the applicant's gender.
Date of Birth	Use the calendar feature to help you select the applicant's date of birth.
Nationality	Use the Lookup function to select the applicant's nationality.
Crewing Agent	Select the applicant's crewing agent in order to tie this applicant record to a particular crewing agent for access.
Pool Code	Select the pool code this applicant is to fall under.
Availability	Select when the applicant will be available to report for duty.
Language Proficiency	Click the '+' icon to select the applicant's language proficiency level.
Address	The applicant's address.
Country	Use the Lookup function to select the applicant's country for the address.
City	Use the Lookup function to select the applicant's city for the address.
Contact Details:
Telephone No.	Enter a telephone number where the applicant can be contacted.
Mobile No.	Enter the applicant's mobile phone number.
Email Address	Enter the applicant's email address.
Preferred Method of Communication	Enter the applicant's preferred method of communication for the company to contact him regarding the application.
Preferred Time for Communication	Enter the applicant's preferred time for the company to contact him regarding the application.
Next of Kin Information:
Name	Enter the name of the applicant's next of kin.
Relationship	Use the Lookup function to select the applicant's relationship to his next of kin.
Telephone No.	Enter a telephone number where the applicant's next of kin can be contacted.
Address	Enter the applicant's next of kin's address.

Note: Mouse-over the image placeholder and click Upload to add an image for this profile. Use the Upload Manager to select and upload a profile photo.

3. Click the Licenses/Certificates tab and select a license/certificate Code record in the table to edit the information in the following fields:

Note: The list of licenses and certificates entered in the Licenses/Certificates tab must be relevant to the job applied for.

Field	Description
License	Use the Lookup function to make your selection from a list of available licenses. (The License field cannot be edited and is only enabled when creating a new License record.)
Description	The license description will be automatically displayed in the table based on the License selection once the selection is saved.
Expiry Date	Use the calendar feature to select the expiry date of the license.
Status	Select 'Permanent' if the license has lifetime validity and doesn't require an expiry date selection.

Note: To add more License/Certificate details, click the 'Click here to create a new record' link to add a new row and select the relevant license.

4. To add attachments to any of the licenses/certificates record, click the attachment link for the selected record.

The Upload Manager pop-up window will appear.

5. Click the Add Attachment(s) button.

The File Upload window is displayed.

6. Here, browse through your directories and select the file that you wish to upload and then, click Open. (You can select and upload up to 5 different files at the same time.)

The file will be uploaded and displayed in the Upload Manager's list of records. To view the file, click Open. To upload the file, click OK.

Note: If you want to delete the file, select the file and click the Delete icon (‘trash’ icon). This removes the file from the list.

Note: If the applicant had included attachments under the Licenses/Training tab when filling up the application form, you will be able to access those documents here. If the applicant is hired, these attachments will then also be accessible on the applicant’s new Profile screen under the Licenses/ Certificates tab.

7. Click the Training tab and edit information in the following fields:

Note: The list of courses and training entered in the Training tab must be relevant to the job applied for.

Field	Description
Training	Use the Lookup function to make your selection from a list of available trainings. (The License field cannot be edited and is only enabled when creating a new License record.)
Description	The training description will be automatically displayed in the table based on the Training selection once the selection is saved.
From Date	Use the calendar feature to select the start date of the training. (The date cannot be edited to select a future date.)
To Date	Use the calendar feature to select the end date of the training. (The date cannot be edited to select a future date.)
Expiry Date	Select the expiry date of the training certificate.
Status	Select 'Permanent' if the training certificate has a lifetime validity and doesn't require an expiry date selection.

8. Click the Experience tab and enter information in the following fields. This section consists of details pertaining to the applicant's past work experiences:

Field	Description
Rank	Use the Lookup function to make your selection from a list of available Ranks. This is the rank that the applicant held during the particular work experience.
Description	The Rank description will be automatically displayed in the table based on the Rank selection once the selection is saved.
Crewing Agent	Enter the crewing agent that the applicant was attached to during the past employment.
Ship Manager	Enter the name of the ship manager that the applicant was attached to during the past employment.
From Date	Enter the start date of the applicant's employment there. (The date cannot be edited to select a future date.)
To Date	Enter the end date of the applicant's employment there. (The date cannot be edited to select a future date.)
Days	The total number of days will be automatically calculated by the system based on the From and To Dates entered.
Vessel Name	Enter the name of the vessel on which the applicant worked.
Vessel Type	Use the Lookup function to select the type of vessel on which the applicant worked.
Main Engine	Use the Lookup function to select the main engine of the vessel on which the applicant worked.
Engine Capacity & Unit	Enter the engine capacity of the machinery worked on and the unit of measurement for this entry.
GRT, NRT & DWT	Enter these information in relation to the vessel worked on.

Note: Click Save after entering all the information when editing a record or adding a new record.

9. Click the Other Info tab. In this section you can enter the applicant's work reference details and any other qualifications that are held:

Field	Description
Reference # 1:
Name	The name of the applicant's first referee.
Company Name	The name of the company for which the applicant's referee works.
Address	The address of the company where the applicant's referee works.
Telephone No.	The telephone number where the applicant's referee can be contacted.
Reference # 2:
Name	The name of the applicant's second referee.
Company Name	The name of the company for which the applicant's referee works.
Address	The address of the company where the applicant's referee works.
Telephone No.	The telephone number where the applicant's referee can be contacted.
Additional Information:
Additional Qualification	Additional qualifications that give the applicant an advantage in this job application. You can enter up to a maximum of 200 characters in this field.
Remarks	Enter any additional remarks pertaining to this application. You may enter up to a maximum of 1000 characters in this field.

10. Click the Feedback tab. To add a new feedback, click the 'Click here to create a new record' link and type in any feedback regarding this application in the New Feedback field and click Save. The feedback entered will then be listed in the table. To edit a feedback, click a feedback record in the table, make your corrections and then click Save. To delete a feedback, click a feedback record in the table and then click Delete.

11. Click the Status Details tab. Here you may enter details of the interview that was conducted with the applicant. Applicants will only be able to view the positions that they applied for and the current status of their applications, but not the Interview Details table.

Note: Applicants logging in to edit their application may apply for a different position. To apply for a different position, click the 'Click here to create a new record' link and select the Rank position that the applicant wishes to apply for. The Status field will be disabled and defaulted to 'Unprocessed'. Click Save to submit the new job application.

Field	Description
Rank	Use the Lookup function to make your selection from a list of available Ranks. This is the rank that the applicant is applying for.
Description	The Rank description will be automatically displayed in the table based on the Rank selection once the selection is saved.
Status	Select the status of this application from the drop down list. For example, 'Interviewed', 'Hired', 'Rejected' and so on. This will indicate to the applicant the status of their application.
Applied Date	The date the application was submitted. This field cannot be modified.
Interview Details:
Date of Interview	Use the calendar function to select the date the interview was carried out.
Interviewed By	Enter the name of the person who conducted the interview.
Comments	Enter comments pertaining to the interview. This would normally be the evaluation of the applicant as a viable candidate.

Click Save in the Interview Details section to save the interview details you have just entered. The information will then be displayed in the Interview Details table. To edit a particular interview record in the table, click the interview record and the details will then be displayed. Edit as required and then click Save to save your changes.

12. Under the Personal Details tab, click the Attachment(s) button to upload any relevant documents to an Applicant Profile. The Upload Manager pop-window will then appear. Click the Add Attachment(s) button.

Note: To upload documents pertaining to an applicant's interview under the Status Details tab, click an existing interview record and click the Attachment link in the Interview Details section.

The File Upload window is displayed. Here, browse through your directories and select the file that you wish to upload and then, click Open. (You can select and upload up to 5 different files at the same time.)

The file will be uploaded and displayed in the Upload Manager's list of records. To view the file, click Open. To upload the file, click OK.

Note: If you want to delete the file, select the file and click the trash icon. This removes the file from the list.

13. After completing all your edits, click Save at the top of the page.

14. To print out this Applicant Profile, click Print at the top of the page. In the pop-up window that appears, click Applicant Profile.

15. The Applicant Profile will then be generated in a format suitable for printing. Click the Print button to send it to your printer.

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