2024 JAZZHR MANUAL
Hiring Manager Edition
Contents
Coalition
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1. Introduction to JazzHR for Hiring Managers
Overview of the JazzHR platform Importance of timely reviews and efficient hiring processes
2. Module A: Getting Started with JazzHR
- Step 1: Logging into JazzHR
- Step 2: Dashboard Overview
3. Module B: Reviewing Candidates
- Step 1: Viewing All Candidates
- Step 2: Resume Review Process
* Best practices for timely reviews
* Using filters and notes
Module 3: Candidate Rating and Interview Approval
- Step 1: Rating Candidates
- Step 2: Approving or Rejecting Candidates
Module 4: The Approval Process
- Step 1: Understanding the Approval Workflow
* How the approval system works
- Step 2: Approving Candidates for Interviews
* Holding candidates for further review
Module 5: Final Steps in Hiring
- Step 1: Interview Scheduling
- Step 2: Extending an Offer
JAZZHR MANUAL Hiring Manager Edition
for Humane Immigrant RIghts
Introduction to JazzHR for CHIRLA Hiring Managers
JazzHR is an Applicant Tracking System (ATS) designed to help organizations streamline their recruitment process. It simplifies hiring by automating the way jobs are posted, resumes are managed, and candidates are tracked throughout the entire hiring process.
For hiring managers, JazzHR centralizes all recruitment activities, making it easier to keep up with candidate applications, monitor hiring stages, and collaborate with team members.
• Why Are ATS Tools Important for Growing Nonprofits?
Scalability and Efficiency
Nonprofits, particularly growing organizations, often have limited HR resources but increasing workforce needs. An ATS like JazzHR helps by automating many time-consuming tasks, from posting jobs to following up with candidates.
With scalable tools, nonprofits can expand their talent acquisition processes without overwhelming their HR departments. This is crucial for organizations managing multiple campaigns, expanding services, or growing staff quickly to meet community needs.
Centralized Candidate Management
For nonprofits working across various locations, managing a large number of applications can become chaotic. JazzHR consolidates candidate profiles, making it easy to keep track of who has applied, what stage of the hiring process they’re in, and how their skills match current needs.
This centralized system ensures that hiring managers don’t miss out on any qualified candidates, which is particularly important when there’s a shortage of staff or a need for specific skill sets.
Compliance and Reporting
Nonprofits, particularly growing organizations, often have limited HR resources but increasing workforce needs. An ATS like JazzHR helps by automating many time-consuming tasks, from posting jobs to following up with candidates.
• The Importance of ATS for Immigrant Nonprofits
Supporting Immigrant Talent Recruitment
Many immigrant-serving nonprofits aim to diversify their workforce by recruiting talent that reflects the communities they serve. JazzHR can help streamline this process, making it easier to track applicants from immigrant backgrounds, whether they’re applying for entry-level positions or leadership roles.
For these nonprofits, hiring multilingual staff or those with lived immigrant experiences is often a priority. An ATS can allow hiring managers to filter applications based on key criteria (e.g., language proficiency, cultural competency), ensuring that the best-suited candidates are prioritized.
Overcoming Barriers in the Recruitment Process
Immigrant communities often face barriers in traditional hiring systems, such as language proficiency, unfamiliarity with U.S. hiring norms, or bias in recruitment. JazzHR’s customizable features allow nonprofits to adapt their recruitment processes to ensure fairness and inclusion.
Nonprofits can create job descriptions that are more accessible, build questionnaires that assess soft skills and cultural fit, and provide alternative ways for candidates to demonstrate their competencies.
Scaling Recruitment for Immigrant Advocacy
Nonprofits working in immigrant rights, like CHIRLA, often experience rapid growth when there’s a need for expanded services or advocacy during political changes. An ATS ensures that recruitment can scale to match the organization's growth while maintaining the same high standards for candidate quality.
When an organization is running multiple campaigns (e.g., policy advocacy, legal services, community education), JazzHR’s workflows allow for customized job requisitions and approval processes specific to each department, which ensures consistency across the board.
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Module A: Getting
1 Logging into JazzHR 2 Dashboard Overview
Navigate to the JazzHR login page via your company’s specific JazzHR URL or by visiting https://app.jazzhr.com/ login.
Enter your email address associated with your JazzHR account and your password.
Password Reset: If you forgot your password, click the “Forgot Password?” link. You will receive an email with a link to reset your password. Ensure you follow all the security guidelines for setting a strong password (minimum length, special characters, etc.).
Multi-Factor Authentication (MFA): If enabled, you will be required to authenticate using MFA after entering your credentials (this could involve a code sent to your email/ phone or an authentication app).
Trouble signing in? Contact hiring@chirla.org
Dashboard: Provides a complete overview of open jobs, interviews pending, inbox, and tasks. Jobs Tab: View and manage open job requisitions. Candidates Tab: See all applicants, filter by stage, or search for specific candidates.
My Open Jobs - Any active job searches that you are assigned to will show up here. You will be able to see the Total amount of people who have applied, the number of New candidates whose profiles have not been viewed yet, all Active candidates (not denied), and the final Hired candidate
My Interviews - JazzHR allows you to schedule interviews with selected candidate through each person’s profile. These will appear here
My Watch List - Assign applicants to your Watch List to have top candidates in one place and for quicker access to their profile
My Tasks - Assign tasks to individuals in the Hiring Team such as reviewing resumes, scheduling interviews, contacting candidates, and necessary hiring process steps
3 JazzHR Hiring Manager Manual
Module B: Reviewing Candidates
• Viewing Candidates in the Candidates Tab
The Candidates tab allows you to view all candidates that have applied for one of your jobs. You can search for a candidate by name, number or email, or filter candidates by Job or Status (New, Active, Hired, Not hired, Discarded)
Each candidate has an individual profile, where you can view all their information including their resume, cover letter, emails sent and received from the candidate, any tasks or interviews with the candidate, and more
From the candidate’s profile, you can use the green ADVANCE button to move the applicant to different stages in the Work Flow; New, Screen, First Interview, Committee Forms, Second Interview, Hired as Full or Part Time, Not Hired, and more.
Candidates can be moved to any of the stages at any phase in the search. When they are placed in a new phase, a person on the hiring team can be assigned a task that goes along with that phase.
Automatic Responses to Applicants will allow more timely responses and create better communication with potential candidates
Receipt of Resume - Applicants will receive an automatic reply after applying for each position
First Interview - Hiring Manager have the ability to advance candidates that meet their requirements. It will trigger a team member to use the Interview Email Templates to set up the interviews
Not Hired - Moving a candidate to this phase will trigger a team member to send one of two emails: Rejection Email or Rejection after Interview Email. It is recommended to schedule the email to send in 3 days
Open a candidate’s profile to view their resume on the left-hand side, and all their associated details on the right
Team Review and Feedback
Use the platform commenting feature to add feedback directly on their resume and collaborate with other hiring staff
Review Tools
Toggle between their Resume, Questionnaire Responses, and Application Form to see a complete overview of their qualifications.
Review Frequency
Set a goal to review resumes daily or at least every 48 hours. Delays in the process can result in missing top talent.
• Candidate Search Query
Search for candidated by name, email, or phone number
Filter applicants by job, workflowe status, recruiter, and more.
• Review Frequency
Set a goal to review resumes daily or at least every 48 hours. Delays in the process can result in missing top talent.
JazzHR Hiring Manager Manual
Module C: Candidate Rating & Approval
Candidate Ratings
• Rating Candidates
After reviewing a candidate’s profile, use JazzHR’s rating system to score candidates
5-Star Rating System
Rate candidates based on their qualifications for the role. A 1-star rating indicates poor fit, while 5-stars indicate a strong match for the position.
Rating Best Practices
Create a rubric to ensure consistency in scoring. Consider skills, experience, and how well they match the job description.
Tags and Comments
Add tags or comments to document why you gave a particular rating (e.g., “Great leadership experience but lacks technical skills”).
• Approving and Rejecting Candidates
Approving
If you think a candidate is ready for the next interview stage, click on “Advance” and select the next step in the hiring process (e.g., First Interview, Second Interview).
• Select the interview team who should meet with the candidate and send them a notification.
Rejecting
To reject a candidate, click “Reject” and select a reason from the drop-down menu. Customize rejection reasons to provide more context if needed.
Voting
All members of the hiring team have the ability to cast an individual YES or NO vote for all candidates.
Manager Notifications
Ensure you have email notifications enabled for when new candidates apply or when it’s your turn to approve a candidate for the next stage.
Daily Digest: Set up a daily email summarizing the status of candidates that need your review or approval.
Immediate Alerts: Enable notifications for any high-priority jobs.
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Candidate Approval & Scheduling
Approving Candidates for Interviews
• Advancing Candidates
After reviewing candidates and selecting Advance you will see an Approval Chain. This chain shows who else needs to approve the candidate.
Ensure you submit your approval within 24-48 hours to keep the process moving.
If a candidate is on hold, mark them as such and communicate with the team regarding the reason for the hold (e.g., pending reference check).
• Establishing Interviews
This is a time consuming and extremly time sensitive task. All hiring manager must have their calendars up to date to ensure efficacy in planning and scheduling.
Each individual manager is responsible for updating their availability to avoid confilcts of schedule that may delay the hiring process.
How to Sync Your Calendar
Visit Settings> People> Choose Your Profile> Connect your CHIRLA Microsoft 365 account.
• Scheduling A Candidate Interview
With your candidate selected, scroll until first or second interview are in veiw and click the drop down to select Schedule Interview Session
You will now have the ability to match your calendar with members of your hiring team in order to provide one or multiple meeting options to the candidate.
Automation
The candidate will receive an interview request via email and a meeting will be created once a date has been selected.
Repeat this process until an hiring decision has been made and an offer letter (off platform) has been extended.
Glossary Of Terms
Manager
Notifications
Hiring Manager Edition
Ensure you have email notifications enabled for when new candidates apply or when it’s your turn to approve a candidate for the next stage.
Dashboard: The main interface you see upon logging into JazzHR. It provides an overview of job postings, candidate activity, pending tasks, and key metrics. The dashboard allows easy navigation to various parts of the platform.
Daily Digest: Set up a daily email summarizing the status of candidates that need your review or approval. Immediate Alerts: Enable notifications for any high-priority jobs.
Job Requisition: A formal request to fill a job vacancy. It includes key details like the job title, department, location, and job description. Job requisitions are created and posted on job boards to attract candidates.
Candidate: An individual who has applied for a job through the JazzHR system. All candidates are stored in the platform for review and can be moved through different stages of the hiring process.
Application: The form submitted by a candidate to apply for a specific job posting. It typically includes a resume, cover letter, and answers to custom application questions or questionnaires.
Hiring Workflow: A step-by-step process that candidates move through during the hiring process, such as resume review, phone screening, technical interviews, and offer stages. Each workflow is customizable and unique to each job.
Stage: A specific point in the hiring process (e.g., Application Received, Interview Scheduled, Offer Extended). Candidates move through different stages as they progress through the hiring pipeline.
Approval Workflow: The process of requiring approval from specific team members before moving a candidate forward in the hiring process. Approvers may include HR managers, department leads, or executives, depending on the company’s policy.
Candidate Profile: A detailed view of a candidate’s application, including their resume, cover letter, questionnaire responses, and hiring stage. Managers can view, rate, and leave feedback on each candidate profile.
5-Star Rating System: A tool used by hiring managers to evaluate candidates on a 1 to 5 scale, where 1 is the lowest and 5 is the highest rating. This rating helps track how well a candidate matches the job requirements.
Reject: The action of marking a candidate as not suitable for the role. When rejecting a candidate, hiring managers can select a predefined reason for the rejection, and optionally send a rejection letter through the platform.
Resume Review
The process of reviewing a candidate’s resume to assess their qualifications and suitability for a job. This is typically one of the first stages in the hiring process.