Recruitment and Onboarding

The Recruitment pages in the New menu take a school from “we need a new teacher” to a new employee on the payroll: open a vacancy, collect applicants and their CVs, interview them with a score sheet, print the offer and appointment letters, and finish the new person's onboarding checklist. Every step is kept in the candidate's history.

1. Open a vacancy — New → Job Vacancies

1. Press Add Vacancy. Choose the campus, give the position a title (for example “Physics Teacher – Secondary”), and pick the department, designation and employment type if you use them in Manage Employees.
2. Enter how many positions you are filling and, if you like, a salary range, the requirements and a closing date.
3. The grid shows how many candidates each vacancy has at every stage and how many are hired. Put a vacancy On hold or Close it when you are done; a vacancy that has candidates can be closed but not deleted, so their history stays.

2. Add candidates — New → Job Candidates

1. Press Add Candidate and enter the name, father or husband name, gender, CNIC, phone, qualification and experience. Attach the CV (PDF, Word or a photo, up to 5 MB) and note where the applicant came from (walk-in, referral, newspaper, social media and so on).
2. Choose the vacancy the person applied for, or leave it empty to keep the CV in the school's CV bank for a later opening.
3. The same CNIC cannot apply twice to the same vacancy — the screen points you to the existing record instead.

3. Move candidates through the pipeline

The coloured chips at the top show how many candidates are at each stage: Applied → Shortlisted → Interview scheduled → Interviewed → Offered → Hired, or Rejected. Tick a candidate and use the buttons above the grid:

• Shortlist or Reject — a rejection always asks for the reason (for example “Offer declined by the candidate”). A rejected candidate can be reconsidered later.
• Offer — asks for the offered monthly salary and joining date.
• Hire — once the offer is accepted. This creates the onboarding checklist.
• Open shows the full profile, the CV, every interview and letter, and the complete history: who moved the candidate, when, and why.

“Interview scheduled” and “Interviewed” are not set by hand: they follow the interviews themselves (next step).

4. Interview — New → Job Interviews

1. Press Schedule Interview, pick the candidate, the date and time, the type (in person, demo lesson, phone or online), the venue and the panel (chosen from your employees).
2. After the interview, tick it and press Record Result. Fill the score sheet — subject knowledge, communication, teaching method, classroom management, confidence, each out of 10; you can rename, add or remove criteria — and choose Pass, On hold or Fail. Mark Did not attend if the candidate did not come.
3. Schedule another round the same way if you need one. A cancelled interview puts the candidate back where they were.

5. Print the offer and appointment letters

Open a candidate who is at Offered (or Hired) and go to Letters. Choose Offer letter or Appointment letter, check the preview and press Issue & Print. Each issued letter gets a reference number and is kept exactly as printed, so you can reprint it later from the letter history.

• The letters are ordinary print templates: change their wording in HRM Settings → Print Templates (“Offer Letter (Recruitment)” and “Appointment Letter (Recruitment)”). If a campus does not have them yet, press Add the EDUBase letters on the Letters step.
• Tags such as [emp_name], [designation_name], [offer_salary], [offer_joining_date] and [letter_ref] are filled from the candidate; gender words such as [he_she] and [son_daughter_of] follow the candidate's gender. The full tag list is shown beside the letter.

6. Onboard the new employee — New → Staff Onboarding

1. Every hire appears here with a checklist: CNIC copy, certificates verified, experience letters, character certificate, signed appointment letter, employee record, salary plan, Teacher App login and induction. Tick each step as it is done; add or remove steps that do not apply.
2. Press Create Employee: the Add Employee details are filled in from the candidate (name, CNIC, contact, campus, department, designation, joining date, qualification). Check them, enter the employee code if you use your own, and save — the employee is created exactly as in HRM → Manage Employees, and the CV is added to the employee's documents.
3. If you already added the person in Manage Employees, use Link Existing Employee instead.
4. Finish the employee's salary plan, Teacher App login and classes in the usual HRM screens.

Good to know

• Nothing on these pages sends an SMS, WhatsApp or email to a candidate. Call or message candidates yourself and hand over the printed letters.
• Each user sees only the campuses they are allowed to work with.
• Access is given per page: your school's administrator grants Job Vacancies, Job Candidates, Job Interviews and Staff Onboarding in the HRM group of user privileges. Creating the employee record also needs the Manage Employees privilege.
• A candidate can be deleted only while no offer or letter exists; after that, reject the candidate instead so the history is kept.

Finding enabled modules

The New menu is between General and Core. It appears only when at least one new module is enabled for your institute, and shows only enabled modules. Your user privileges still control which screens you can open. Ask EDUBase support about enabling a module.