Add Applicants Manually in Encompass

Purpose

This article explains how to manually add and manage Applicants in Encompass when the Online Application is not used. It covers adding new Applicants, assigning or reassigning Recruiters, and updating Applicant information including Driving History, Education, and Previous Employment.

When to Use This Article

• When an Applicant needs to be added manually because the Online Application is not being used
• When a Recruiter needs to be assigned or reassigned to an Applicant
• When updating an Applicant's Driving Information, Education and Training, or Previous Employer details

Steps to Follow

Adding an Applicant

1. Select Applicants in the left menu.

   

2. Click Add New.

   

3. Enter the applicant's information in the pop-out. While not all fields are required, complete as many fields as possible as it will help when ordering reports later.

   • The Applicant ID is the unique identifier for an applicant and is a required field.
   • When the applicant is hired, the ID becomes the employee code. You may choose to override that ID and change it to a company-specific employee code at any time.

   

4. Click Save. Click Save & Add New if there are additional applicants that need to be added.

Assigning/Reassigning Recruiters

1. Recruiters may automatically be assigned based on their state/province/territory selection from your company's Hiring Process Setup.

2. To assign unassigned applicants, go to In Progress > Unassigned Applicants. Hover over an applicant and click Assign to Recruiter.

   

3. Select a recruiter from the dropdown and Save.

   

4. To Reassign an applicant, locate the Applicant, hover, and click Reassign to Recruiter.

   

5. Select a recruiter from the dropdown and Save.

   

6. Alternatively, click on the Applicant's name, then click the "three dots" next to View Applicant to Reassign Applicant. Select a recruiter from the dropdown and Save.

   

Updating Applicant Information

1. On the Applicants main page, the All tab shows the Applicant's status/progress, application, and assigned recruiter. Click the dropdown arrow to reveal more display options. Advanced Filters can further narrow results (e.g., filter by a specific recruiter).

   

2. Click on the Applicant's name to view their details.

3. Edit Driving Information: Click Edit in the Driving Information section. Enter driving record, licensure, and endorsement details. It is strongly encouraged to enter this information as it will be helpful in ordering reports later.

   

   

4. Edit Education and Training Information: Click Edit in the Education and Training Information section to add education and additional training details.

   

   

5. Edit Previous Employer Information: Click Add New in the Previous Employers section. Complete all information (even fields that are not required) to improve background check results and fill out the SPH Records Request form.

   

   

6. Click Save or Save & Add New if another prior employer needs to be added.
7. Confirm the applicant's information is complete and accurate:
   • Is the address complete?
   • Has a Social Security Number been entered? (required for many background reports)
   • Is the date of birth entered? (required for some state MVRs)
   • Is the license number complete and formatted correctly?
   • Has the license state been confirmed as the same as the state of residence?
   • Is the license expiration date entered and current?

8. Enter Previous Driving Experience and other History information as desired.

   

What Not to Do / Common Pitfalls

• Do not skip entering optional fields -- completing as much information as possible facilitates Background Checks, SPH Records Requests, and third-party Report Orders.
• Ensure there are no gaps in employment over 30 days. If gaps exist, enter "Student" or "Homemaker" in the Previous Employer section to account for them.
• If the applicant has lived in another state, a separate MVR from the previous state must be produced independently from Encompass.
• Ensure contact name, contact number, and position-held fields are complete for previous employers -- third-party orders cannot be processed without them.