Odoo Recruitment Management

Comprehensive recruitment system from job posting to employee appointment

The Recruitment module is a recruitment management system in Odoo that allows posting job positions, collecting and tracking applicant resumes through Kanban pipeline, and managing the entire process from application receipt to employee appointment.

With interview scheduling linked to Calendar, Talent Pool for storing potential candidates, automated stage-based emails, and applicant source tracking, the module helps businesses recruit efficiently and professionally.

Job Positions

Kanban Pipeline

Interview Scheduling

Talent Pool

Automated Emails

Applicant Sources

Employee Appointment

User Groups

User Permissions

Group	Permissions
Interviewer	View applicant resumes for assigned positions, view interview schedules, cannot edit salary information
Recruiter	Create/edit/delete applicant resumes, manage pipeline, send emails, refuse applicants, add to Talent Pool
HR Manager	Full access: configure stages, recruitment sources, refuse reasons, recruitment platforms

Key Terminology

Fields	Trường dữ liệu	Description
Recruitment	Tuyển dụng	Recruitment management module
Applications	Hồ sơ ứng tuyển	List of applicant resumes
Jobs	Vị trí tuyển dụng	Open job positions
Candidates	Ứng viên	People applying for jobs
Talent Pool	Hồ sơ tiềm năng	Store candidates for future
Stage	Giai đoạn	Step in recruitment process
Pipeline	Pipeline	Recruitment process by stages
Interviewer	Người phỏng vấn	Person conducting interviews
Responsible	Người phụ trách	Recruiter handling the resume
Source	Nguồn	Recruitment source (website, LinkedIn...)
Appreciation	Đánh giá	Candidate evaluation level
Refuse Reason	Lý do từ chối	Reason for not hiring candidate

Recruitment Stages

The system uses 15 stages from application receipt to employee appointment. Each stage can be configured with automated emails and corresponding actions.

Standard Stages

English	Vietnamese	Notes
Saved	Đã lưu	Newly received application
Submitted	Đã nộp	Application has been reviewed
Interviewed	Đã phỏng vấn	Passed interview round
Rejected	Từ chối	Not suitable, hidden in Kanban
KIV	Xem xét sau	Keep In View - potential for future
LOO Generated	Đã tạo LOO	Letter of Offer drafted
LOO Accepted	LOO được chấp nhận	Candidate accepted offer letter
LOE Generated	Đã tạo LOE	Letter of Employment drafted
LOE Accepted	LOE được chấp nhận	Candidate accepted contract
On Training	Đang đào tạo	In training phase
Waiting for WP	Chờ giấy phép LĐ	Waiting for Work Permit
Appointed	Bổ nhiệm	Successful recruitment stage
Never start work	Không bắt đầu làm việc	Accepted but did not start

Kanban States

Each resume in Kanban has a colored dot in the card corner indicating processing status in the current stage.

Kanban States

English	Vietnamese	Color	When to Use
In Progress	Đang xử lý	Gray	Default - processing normally
Ready for Next Stage	Sẵn sàng chuyển giai đoạn	Green	Completed this step, ready to move forward
Waiting	Đang chờ	Orange	Waiting for candidate response
Blocked	Bị chặn	Red	Blocked by internal factors

Interface & Main Menu

Access the module from the main application bar → select Recruitment.

Key points

• Applications: All applications or my applications
• Jobs: List of open positions
• Candidates: List of candidates by person
• Talent Pool: Potential candidates for future
• Reporting: Recruitment statistics
• Configuration: Stages, sources, refuse reasons, platforms

Managing Job Positions

Create and manage open job positions with detailed information and progress tracking.

Steps

1. Go to Recruitment → Jobs
2. Click New to create a new position
3. Fill in Job Position (name), Department, Responsible
4. Fill in Expected New Employees (number to hire)
5. Add Job Description to display on career page
6. Click Save to save the position

Managing Applicant Resumes

Create and track applicant resumes through recruitment stages.

Steps

1. Go to Recruitment → Applications → All Applications
2. Click New to create a new resume
3. Fill in Applicant's Name, Applied Job
4. Add Email, Mobile, LinkedIn Profile
5. Select Responsible, Interviewer(s)
6. Attach CV and documents in Attachments section
7. Click Save to save the resume

Recruitment Pipeline

Move applicant resumes through stages by dragging and dropping in Kanban view or updating on the form.

Key points

• Kanban view: Drag applicant card from current stage column to next stage column
• Form view: Open resume → click stage name in status bar → select new stage
• Update Kanban State to track processing progress in each stage
• Use Tags to categorize candidates by skills or characteristics

Scheduling Interviews

Create interview schedules linked to Calendar and automatically send invitations to attendees.

Steps

1. Open applicant resume
2. Click Schedule Interview button
3. Fill in Meeting Subject, Start/Stop time
4. Add Attendees: Recruiter, Interviewer, candidate
5. Fill in Location (venue or video call link)
6. Add Note (agenda, interview questions)
7. Click Save - schedule appears in Calendar for all attendees

Talent Pool

Store potential candidate resumes for use in future recruitment rounds.

Steps

1. Open applicant resume or select multiple resumes in List view
2. Click Action → Add to Talent Pool
3. Select appropriate Talent Pool or create new
4. When new position opens: go to Talent Pool → select candidate → Add to Job
5. Resume will appear in that position's pipeline

Refusing Applicants

Refuse applicants with specific reasons and send automated notification emails.

Steps

1. Open applicant resume or select multiple resumes
2. Click Refuse button
3. Select Refuse Reason from list
4. Check Send Email to notify candidate
5. Select appropriate Email Template
6. Click Refuse to confirm - resume marked as Refused and hidden from Kanban

Converting to Employee

When a candidate is successfully hired, convert the resume to an employee in the HR module.

Steps

1. Move applicant resume to Appointed stage
2. Open applicant resume
3. Click Create Employee button
4. System creates new employee record with pre-filled information
5. Add remaining information in Employees module

Practical Tips

Key points

• Update Kanban State regularly to know which resumes are blocked (red) and ready to move forward (green)
• Use Tags to categorize candidates by skills, languages, or special characteristics
• Assign Interviewer to resume before scheduling interview so they receive notifications
• Fill in Appreciation immediately after interview to easily compare candidates
• Potential candidates without suitable positions → add to Talent Pool instead of refusing
• Fill in Expected Salary when receiving resume to compare with budget
• Use Proposed Salary to track salary negotiation process
• Configure Email Template for each stage to send automated emails