user guide talentreef hr software - jones petroleumjonespetroleum.com/talentreef manager user guide...

Proprietary and Confidential to talentReef © 2015

Questions or Issues? Customer Service:

[email protected] or 866-562-2774

Table of Contents: Checklist for reviewing and hiring an applicant or new employee………….….…..Page 2

User guide for reviewing new applications…………………………………………………....Page 3

User guide for requesting the background check…………………………………….…...0

User Guide for onboarding new employees and new hire tasks…………………....Page 11

talentReef Customer Service contact information………………………….……………..Page 19

User Guide – talentReef HR Software This guide will provide step-by-step instructions of using the talentReef HR

Software to review applications, submit background checks, and hire/Onboard new employees.




Checklist for Reviewing and Hiring an Applicant

Review the candidates and applications

Review list of applicants for Posi-Fit star rating, pick applicant with a higher rank matching the job title you are currently hiring

for. Click anywhere on that applicant’s name or row to open their information.

Click on the candidate’s First and Last name blue link to open the Predix-Star summary report. Review the Pre-Qualification

and Posi-fit ratings and summary, to see if they meet minimum requirements. If there is an Assess tab at the top of the

Predix-Star, click that and review Assessment results (Shift Leader and above only)

Close the Predix-Star and Open the full application by clicking top left box called ‘Application’ in their profile. Review their

schedule of availability, past jobs/references, expected earnings and posi-fit answers.

If they meet the minimum qualifications, call the applicant to schedule an interview. Change applicant’s status to Interviewed

If they do NOT meet the minimum qualifications, change applicant’s status to Release and save, notifying them.

After Store Manager Interview, the applicant must be interviewed by your respective District Manager. The District Manager

will then request background check.

If the interview goes well, and you decide to hire them, call applicant to offer them position and notify them that you are

moving forward, pending their background check results.

If employee accepts your offer, tell them that your company is submitting a background check and then if approved they will

be receiving an email soon with instructions on filling out new hire forms.

Once they accept the job, click on the applicant’s name and click Request Background Check (Your CORP team will submit and

approve of background check results)

Hire the candidate

Locate the new employee under Jump To: Hire, Onboarding (once CORP has submitted and approved the employee’s

background check)

Confirm employee is at Orange forms status (they have finished their forms, and is your action now). If still red and has been

a few days, contact employee to have them login and complete their forms.

Open Edit Employee Details. Verify the information is accurate based off the IDs. Complete all required fields before saving.

Open the I-9. Verify the information in section one. Continue to section two. Complete the form using the employee’s

identification cards.

Open the WOTC. If the applicant is Eligible, confirm the first page is digitally signed. Check off all four boxes on the right side

and save. If not eligible, you will see a notice saying so. No action needed then.

Open the Forms section. Open each document with a yellow caution sign and complete your portion, until forms get to 100%

green status

Open the E-verify section. Validate that all information is correct, submit Everify request, wait 5-7 seconds for verification. If

NOT verified and is pending, make corrections to errors with SSN, DOB, name, etc and resubmit.

After you have received check marks in all columns and the status bar is 100%, update the applicant’s status to Completed.

Employee is not finished with Onboarding until this last step is finished. This sends them to Payroll.




User Guide – Reviewing Applications Find and review applications, and Update applicants’ status




Management Portal Overview

To begin, login to the talentReef management platform.

www.talentReefLogin.com

Sign in with the username and password that was provided.

Each manager will have his or her own login.

If you forget your password, or need help, click the links below Sign In for Forgot your password or Need Help?

The page will automatically be directed to the Source section. This will show all your active

applications at the location(s) you manage. The list defaults to show the most recent

applications.

Click on the arrows in any of the columns to change the filter.

Jump To allows easy movement between the Source, Background, and Hire sections.

http://www.talentreeflogin.com/




Jump To

The Jump To tab is located at the top left corner. Click to open the drop down list.

o This allows easy movement from one section to another.

Source: This section contains all applications that have been received. Select

Source (All) to view any active, hired, terminated or released applications at

once. Jump to a specific section under source to narrow the search (active,

hired, terminated, released). (Note the ACTIVE section is where your current

applications are housed that you should be reviewing to hire or release.

Background Checks: This section contains backgrounds that need to be

submitted, are pending or have been completed. Select Background Checks

(All) to view all stages. Select a specific stage to narrow the search (Not

submitted, submitted and completed).

Hire: This section contains paperwork that needs to be completed. It also

contains information on all current and former employees. Select Hire (All) to

view all current and previous employees. Select a specific stage to narrow the

results (onboarding, completed and terminated).

Employees – This section contains your active or Terminated employees. This is

where you will handle employee warnings, write-ups, and performance

evaluations.




Reviewing Applicants

Managers have access to view the application and score rating for new applicants.

Clicking anywhere on the on the applicant’s name will drop down the Applicant Details

page. Step 1: Review your list of applicants, and start with picking applicants that have a

higher star rating (5 star or 4 star, versus a 2 or 3 star).

o When you have picked someone you would like to review further, click on the

applicant’s name to expand more information about them

o This will show you basic information and contact info for that applicant

Step 2: Click their name highlighted in blue to open the PredixStar Report.

o All of these documents will open in a PDF or separate window.

Step 3: Open the applicant’s PredixStar report to see if they will be a match for your

company’s requirements. The star ratings at the top will show a summary of the

information presented in this sheet. The higher the score, chances are the better of a

match this candidate will be for your company requirements.




Step 4: Review the Pre-Q section first, for basic job qualifications:

o Look for a green plus or checkmark next to each of the Pre-Q scorecard items.

Areas with yellow caution marks or Red warning signs are most likely not a fit

for your company, and need to be reviewed.

o If this position requires an Assessment, click the Assess tab at the top to review

the assessment results.

o These pages can be saved as a PDF to be printed, or emailed to yourself or

another manager via the email button at the upper right corner.

Step 5: Next, review the talentReef Posi-Fit critical list at the bottom, to see how they

have answered the most important posi-fit questions for your company.




Once you have reviewed the PredixStar summary report, you can now close the

window.

Review the full application by clicking the Application square in the applicant’s profile.

Here you will want to review schedule of availability, expected earnings, work history,

references, and also how they’ve responded to all of the Posi-Fit questions. This will

help greatly in determining if they will be a fit, and you will know much more about

their work capabilities before the interview.

If this person appears to be a match that you’d like to interview, call the applicant via

the phone number listed below their name, to schedule the interview.

o When you schedule the interview, you will need to change their status to

Interviewed (more explanation of this process in the next section)




If this person is NOT a good fit for your company, you will need to release the

applicant, so they are notified that you are not moving forward, and so that your

applicant list is cleared of older applicants that you will not be hiring.

Information on changing their status is listed below in the next section

Updating the Applicant’s status

The applicant’s status is listed in the right hand column. It can only be updated in the

Applicant Details page. In order to update the status, the details page will need to be

opened.

o The applicant’s status is listed directly below the Posi-Fit and Assessment score. Click the

current status to update.

o This will open a second screen with Status options of Released, Viewed, Interviewed, Offer or

Hire




o If you are NOT going to consider an applicant further, Release them from your queue by

changing the status to Released, and picking a reason

o Background checks are required for all positions at your company.

o When you are ready to move forward with a new hire, you must Request the background

check, so your CORP team can submit and approve of the results

o You will not be able to move someone directly to Hired: New Hire status, as the background

checks are required first

Requesting the background check

Click anywhere on the applicant’s name, and on the right side click Request Background Check

Then on the pop-up screen, confirm that the 2 boxes are checked for Disclosure & Authorization

(D&A) and Date of Birth (DOB)

Then click Request BC

This request will now to go your corporate team to review, submit and approve once results

come back. Your employee will automatically be put into Hired: Onboarding status once CORP

has approved their check

For Information on Onboarding an employee once they are moved to a New Hire status, reference

the Onboarding User Guide starting in the next section.




User Guide – Onboarding a New Employee

Hiring Manager Completing New Hire Onboarding Tasks




Reviewing Onboarding Documents

Once the background has been submitted, and approved by CORP, the employee’s status will

be changed to Hire: Onboarding.

o You can check the status of your new hires by logging in frequently to the Jump To:

Hire: Onboarding section to see if your employee has been approved

o Once CORP clears their background the new hire will receive an email instructing them to sign in to

the applicant portal to complete their new hire forms.

Forms Management

Once the applicant completes their onboarding tasks, from the applicant

portal, the manager will then have to complete their portion from the

Management Console.

o Sign in to the TalentReef management portal.

o Jump to, Hire Onboarding.

o Locate the new hire.

a. As a hiring manager, you ONLY want to begin Onboarding an

employee whose forms are either Orange or green status. Red forms

task status means the employee hasn’t finished their piece yet. If

there is a long delay on them completing their forms you will need to

reach out and inform them they cannot work until their new hire

forms are finished.

In order to complete the onboarding process, managers will need to

receive a check mark in each task column for that employee.

Edit: This section contains all the basic information on the applicant. If there is a payroll

data extract, the information needed for this process, will be entered here.

I-9: This is the electronic I-9 form. New hires complete section one in the applicant portal.

Managers need to complete section two in order to receive a check mark.

W-4: This is the electronic W-4 form. New hires complete this in the applicant portal.

Everify: This is to verify your employee’s work eligibility with one simple click.

WOTC: This is the work opportunity tax credits, and eligibility has already been

predetermined one the employee completes a survey form once hired.

Forms: This section shows all of the applicant’s electronically signed documents.

If the percentage is green, all of the documents have been signed.




If the percentage is orange, the manager has documents to sign/complete.

If the percentage is red, the applicant has documents to sign/complete.

Completing the Tasks

To begin, click on the applicant’s name to open the Applicant Details page.

o Edit Employee Details

On the right side, select Edit Employee Details. A second screen will open. Complete all

fields with a red dot (●) and confirm all information entered. (Pay rate and start date)

Click Save Changes. The page will close and a check mark will appear.

YOU MUST agree to, and then follow through with providing copies of the I-9 documents

and voided check to your HR/Payroll team, or the employee will not be sent to payroll

o

o I-9

On the right hand side select I-9. Review section one of the I-9 and select Next.

Enter the information required for section 2. The digital signature is the password used to

log in to the talentReef system.

Click Finish and the page will close and a check mark will appear.




NOTE: You MUST fax or scan copies of the I-9 documentation to your corporate team in

order for the employee to be sent to payroll.

o W-4

The new hire will complete this form in the applicant portal. No action is required of the

manager for a new employee’s W-4, unless changes are required

If the document needs to be corrected, click W-4 on the ride side of the Applicant Details

page.

A second screen will open. Here the W-4 can be reviewed or updated. The applicant’s

four digit pin is required to complete the correction.




o WOTC

Your employer participates in the Work Opportunity Tax Credits (WOTC) program

Select WOTC on the right side. i. If the employee is eligible for credits, you will follow the below procedure

ii. If you receive a warning that they are not eligible, no further action is required and you may move on to the next task.

A second screen will open. i. Look for E-signatue

ii. Look for SSA tax credit form if applicable. This will need to be mailed in. if you see an SSA form in the packet.

iii. Once you have confirmed this information, check the 3 remaining boxes confirming so

Click Save. The page will close and a check mark will appear.

The credits will automatically process to a third party, no further action is required.

\




Forms

As a hiring manager, you ONLY want to begin Onboarding an employee whose forms are

either Orange or green. Red forms task bar means the employee hasn’t finished their

piece yet. If there is a long delay on them completing their forms you will need to reach

out and inform them they cannot work until their new hire forms are finished.

If the task list is orange, this means the manager also needs to sign some of the

onboarding forms. On the right side of the details page, click Forms.

This will open a second screen. If the document contains a yellow caution sign, it requires

a manager signature. Click on the document title. The document will open. Verify the

information in the employee’s signed form, and then sign the form digitally by clicking

the Sign button at the bottom. The page will refresh with a check mark.

NOTE: you MUST provide your corporate HR/Payroll team with a copy of the voided

check or other direct deposit/pay card information needed to enroll the employee in

payroll

No forms need to be added for the employee, as all the appropriate forms will be

assigned automatically.




o E-Verify

E-verify determines if the person is eligible to work in the United States

To submit their request, double check that all information is correct in the I-9 (name,

SSN, DOB, document numbers, etc)

Open the E-verify section, valdidate all of the information one more time, click Submit

Everify Request.

Wait approximately 5-7 seconds for it to go through. It will either pop-up and say the

person is Verified to work, or Pending Tentative Non-Confirmation. The pending

employees should be sent to your Corporate team to process and make changes to the

incorrect information.




Completing the New Hire

Once check marks appear in all the columns, the applicant’s status needs to be updated to

Completed

This is a VERY important status, as this is what is going to be the trigger for the employee to

be sent to Payroll the following day after moving to COMPLETED

o On the left side of the Applicant Details page, click on the Status. A second screen will open.

Change the New Status to Completed. Click Save.

If you have a payroll integration (PDE), the employee will be entered automatically sent to your payroll

system, on the following day after you have completed all tasks and moved the employee to COMPLETED

status.




Manager Customer Service

Managers with questions on the talentReef Management Software:

Email: [email protected]

Phone: Manager Help Line: 866-562-2774

Call Center Hours of Operation: Monday-Friday 7am-9pm EST

For assistance outside of these hours, please email [email protected]

Applicant or New Hire Customer Service

talentReef Customer Service

Information

mailto:[email protected]




Applicants with questions on creating an application or completing their new hire

forms:

Email: [email protected]

Phone: Applicant / Employee Help Line: 866-562-2774

Call Center Hours of Operation: Monday-Friday 7am-9pm EST

For assistance outside of these hours, please email [email protected]

mailto:[email protected]