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HireHub Manual

Recruitment & Applicant Tracking System

1. Overview

HireHub is Nanosoft's recruitment management platform. It brings job requisitions, applicant tracking, interview coordination, approval workflows, and hire-to-HRMS handoff into a single system — so hiring teams stay aligned from application to offer.

Typical users: HR recruiters, hiring managers, interview panel members, and department heads approving headcount.

2. Creating Vacancies

  1. Navigate to Recruitment → New Vacancy.
  2. Enter job title, department, location, employment type, and reporting line.
  3. Write or select a job description template with required skills and experience.
  4. Set the hiring pipeline stages (screening, interview, assessment, offer).
  5. Submit for approval if your organisation requires headcount sign-off.
  6. Publish internally or externally once approved — share the application link or portal URL.

3. Managing Candidates

3.1 Application intake

Candidates apply through the careers portal or are added manually by recruiters. Each applicant receives a unique record with CV, cover letter, and custom fields.

3.2 Pipeline management

  1. Review new applications in the Inbox or Screening stage.
  2. Shortlist candidates and move them to the next stage with notes and ratings.
  3. Reject with optional templated communication to keep candidates informed.
  4. Filter and search by vacancy, stage, score, or date applied.

4. Interviews

  1. Schedule interviews from the candidate record — select date, time, location or video link.
  2. Invite panel members; each receives calendar notification where integrated.
  3. Collect structured feedback and scores after each interview round.
  4. Compare candidates side-by-side before advancing to offer stage.
Document all interview decisions in HireHub to maintain a clear audit trail for compliance and equal-opportunity reporting.

5. Offers & Onboarding

5.1 Offer approval

  1. Generate an offer letter from an approved template with salary and start date.
  2. Route through approval workflow (HR → Finance → Department head as configured).
  3. Send offer to candidate; track acceptance or negotiation status.

5.2 HRMS handoff

When a candidate accepts, HireHub transfers core employee data to Nano Pay (HRMS) to create the employee record — avoiding duplicate data entry during onboarding.

6. Reports

ReportPurpose
Open vacanciesActive requisitions by department and age
Pipeline funnelConversion rates between hiring stages
Time-to-hireAverage days from posting to offer acceptance
Source analysisWhich channels deliver the best candidates
Interview feedbackConsolidated panel scores and comments

7. Support & Further Reading

For licensing, implementation, and integration with Nano Pay, contact Nanosoft or visit www.ntlafrica.com.