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Frappe HRMS - Ch01 Recruitment

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Frappe HRMS – Chapter 1: Recruitment

Part of the Frappe HRMS documentation series.  |  Upstream: github.com/frappe/hrms

The Recruitment module manages the full hiring pipeline: from headcount planning through staffing plans and job requisitions, to vacancy listings, applicant screening, multi-round interviews, job offers, and finally appointment letters that trigger onboarding.

1. Staffing Plan

Purpose

Defines required headcount per department and designation for a given fiscal year. Ensures hiring decisions are aligned with approved budget and manpower projections.

Prerequisites

  • Approved annual manpower budget
  • Departmental hiring projections from department heads
  • Confirmed Cost Centers per department

Steps

  1. Go to HR → Recruitment → Staffing Plan → New.
  2. Select Company, Department, and Fiscal Year.
  3. Under the Positions table, add each required designation:
    • Designation
    • Number of positions planned
    • Estimated cost per position
  4. Submit the Staffing Plan.

Next Step

  • Create a Job Requisition linked to an approved Staffing Plan position.

2. Job Requisition

Purpose

An internal request raised by a department head when manpower is needed. Acts as the formal approval gate before a Job Opening is published.

Prerequisites

  • Approved Staffing Plan (or documented exception for unplanned hiring)
  • Department Head signature / approval

Steps

  1. Go to HR → Recruitment → Job Requisition → New.
  2. Select Department, Designation, No. of Positions Required.
  3. Enter Reason for Hiring (e.g., replacement, expansion, project-based).
  4. Set Expected Start Date and Priority.
  5. Submit for approval workflow.

Next Step

  • Once approved, HR creates a Job Opening.

3. Job Opening

Purpose

Formally lists a vacancy. Defines required skills, qualifications, and hiring timeline. Can be published to the company website via Frappe's website generator.

Prerequisites

  • Approved Job Requisition or Staffing Plan entry
  • Confirmed role requirements from Department Head
  • Approved salary grade from HR and Finance

Steps

  1. Go to HR → Recruitment → Job Opening → New.
  2. Enter Job Title, Department, Branch, Reports To, Employment Type.
  3. Set Number of Positions and Target Date.
  4. Add Required Skills and Minimum Qualifications.
  5. Attach Job Description document.
  6. Set Status to Open.
  7. Optionally publish to the careers website.

Next Step

  • Receive and create Job Applicant records as candidates apply.

4. Job Applicant

Purpose

The central tracking record for each candidate. Stores contact details, resume, application source, status, and links to all downstream interview and offer records.

Prerequisites

  • Active Job Opening
  • Candidate resume / CV
  • Defined screening criteria from HR or Department Head

Steps

  1. Go to HR → Recruitment → Job Applicant → New.
  2. Link to the relevant Job Opening.
  3. Enter applicant details: Full Name, Email, Contact Number, Applicant Source (referral, walk-in, online, etc.).
  4. Upload resume and supporting documents.
  5. Encode experience, education level, skills, and expected salary.
  6. Set Applicant Status (Open → Shortlisted → Interview Scheduled → Selected / Rejected).
  7. Save the record.

Next Step

  • Schedule Interviews for shortlisted candidates.
  • Collect Interview Feedback.
  • If selected → create Job Offer.
  • If rejected → update status and note reason.

5. Interview Type

Purpose

Defines classifications of interviews used in the organization (e.g., HR Screening, Technical, Panel, Final). Standardizes interview categories for scheduling and reporting.

Steps

  1. Go to HR → Recruitment → Interview Type → New.
  2. Enter Interview Type Name.
  3. Add description if needed.
  4. Save.

6. Interview Round

Purpose

Defines the sequence or stage of interviews in a multi-step recruitment process (e.g., Round 1 – HR Screening → Round 2 – Technical → Round 3 – Final).

Prerequisites

  • Interview Types already created

Steps

  1. Go to HR → Recruitment → Interview Round → New.
  2. Enter Round Name and sequence order.
  3. Select the related Interview Type.
  4. Save.

7. Interview

Purpose

Schedules an interview session for a specific Job Applicant. Links applicant, interviewers, interview type, and round. Sends automated reminders.

Prerequisites

  • Active Job Applicant (status: Shortlisted or Interview Scheduled)
  • Defined Interview Type and Interview Round
  • Interviewers identified and available

Steps

  1. Go to HR → Recruitment → Interview → New.
  2. Select the Job Applicant.
  3. Choose Interview Type and Interview Round.
  4. Set Interview Date and Time.
  5. Assign one or more Interviewers.
  6. Set status to Scheduled.
  7. Save and submit. System sends reminder emails to interviewers and applicant.

Next Step

  • After the interview, collect Interview Feedback from each interviewer.
  • Based on results, advance applicant to next round, Job Offer, or mark as Rejected.

8. Interview Feedback

Purpose

Documents the evaluation of a candidate after each interview. Standardizes scoring and provides basis for hiring decisions.

Prerequisites

  • Completed Interview
  • Evaluating interviewer

Steps

  1. Open the related Interview record.
  2. Click Create Interview Feedback.
  3. Rate the applicant across defined criteria (technical skills, communication, culture fit, etc.).
  4. Enter final recommendation: Pass or Fail.
  5. Add comments and submit.

Next Step

  • If Passed → advance to next round or proceed to Job Offer.
  • If Failed → update Job Applicant status to Rejected.

9. Job Offer

Purpose

Formally presents the employment terms to a selected candidate. Defines compensation, designation, and joining date. Requires approval before issuance.

Prerequisites

  • Job Applicant status: Selected
  • Approved compensation details from HR and Finance
  • Authorized signatory

Steps

  1. Go to HR → Recruitment → Job Offer → New.
  2. Select the Job Applicant.
  3. System auto-fetches applicant and job details.
  4. Enter compensation: Basic Salary, Allowances, Benefits.
  5. Set proposed Joining Date.
  6. Add any specific offer terms.
  7. Submit for approval, then send to candidate.

Next Step

  • If Accepted → proceed to Appointment Letter.
  • If Declined → return to shortlist or reopen Job Opening.

10. Appointment Letter Template

Purpose

A reusable master template for all Appointment Letters. Ensures consistent wording and legal compliance. Uses Jinja merge fields for dynamic content.

Steps

  1. Go to HR → Recruitment → Appointment Letter Template → New.
  2. Enter Template Title (e.g., Regular Employee, Probationary Employee, Project-Based).
  3. Write the letter body using merge fields such as Template:Employee name, Template:Designation, Template:Date of joining, Template:Basic salary.
  4. Save the template.

11. Appointment Letter

Purpose

The official employment confirmation document issued after a candidate accepts the Job Offer. Serves as the basis for creating the Employee record and starting onboarding.

Prerequisites

  • Accepted Job Offer
  • Appointment Letter Template
  • Finalized start date and compensation

Steps

  1. Go to HR → Recruitment → Appointment Letter → New.
  2. Select the Job Applicant (system auto-fetches offer details).
  3. Select the Appointment Letter Template.
  4. Review and confirm all auto-filled fields.
  5. Submit, then print or email to candidate.
  6. Collect signed acceptance from candidate.

Next Step

Reports

  • Recruitment Analytics — funnel metrics: openings → applicants → interviews → offers → hires
  • Employee Information — cross-reference for newly created employee records
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