When managing recruitment processes for an organization, there is a need to create an organizational tree in which candidates, positions, documents, and other essential data can be filed under each department. This ensures a consistent and organized recruitment process across all relevant stakeholders in the organization.
What is a Unit?
A unit in the organization’s system is an entity representing a department, division, branch, or any possible subdivision of the organization.
For example — Marketing Department / Business Division / Rishon LeZion Branch, and so on. You can also create a sub-unit under any unit (which is itself a unit in its own right).
By creating and dividing the organization into units and sub-units, the full organizational tree is reflected in the system.
You can then add each unit’s parameters and associate them with it — positions, employees, documents, full activity, and more.
The goal of setting up units in Niloosoft’s system is to establish your organizational tree, maintain and track organizational history including recruitment history, and ultimately recruit faster and more efficiently across every part of the organization!
- This article is intended for the organizational recruitment system, as shown in the screenshots below. If you have a staffing agency system > click here for the article on how to create a client in the system.
Steps to Create a Unit:
1. From the top menu, go to Organization – New Unit
2. Details Tab
- Unit Name – required field: you must define the unit name — for example, “Marketing Department”.
- External Name: an additional name for the unit
- Responsible Unit: if you want to place the new unit as a sub-unit under another unit.
- The remaining details — address, email, and phone numbers — can be filled in as needed.
3. Description Tab
You can add text details about the unit and its website, if applicable.
4. Management Tab
- Unit Type – required field: if the list doesn’t match your company’s settings, you can edit all lists through the Settings (see separate guide).
- You can fill in the unit’s rating, number of employees, and founding year for documentation purposes.
5. Contacts Tab
- Contact Name – required field: it’s important to note that this refers to a contact within the unit itself / hiring manager — not the recruiter from the HR department.
- Email for CVs: it’s recommended to define this if you want to proactively send CVs to that contact through the system. If there is no relevant contact, enter a placeholder so the system allows you to create the unit.
- You can fill in the remaining details such as role (from the list), email, address, phone, and notes.
6. Files
You can add files relevant to that unit.
7. After filling in and verifying the details, click the “Finish” button to create the unit.
You can navigate between tabs using the “Next” or “Previous” buttons.
Summary:
- It’s important to fill in all required parameters accurately when creating a unit.
- If a required field is missing, the system will not allow you to create the unit and will highlight the relevant field.
- After setting up the units in your system, you should create positions and employees using the relevant articles.
- You can define sub-units — a parent unit and the unit beneath it, according to the organizational tree. In this case, each unit still stands on its own with its positions, contacts, and data.
- After creation, you can view the unit card. Each unit will have its own positions and contacts, and this is how we as recruitment managers create order and separation in the system.
- After creating the unit, if there are additional contacts relevant to the recruitment process, you can and are encouraged to add them after creation by clicking this icon:
Example of a unit created in the system:
All the data you entered to create the unit will appear in the unit card.
We invite you to read the orientation article, where you can learn about all the tabs and tools available to you in the unit card. For more information, click here.
Good Luck!
