Applicants in the PICSWeb Opportunity Summary

Owned by Joe Robson (Unlicensed)
Last updated: May 20, 2022
3 min read

The Applicants tab in the Opportunity Summary lists all Applicants created from the opportunity. For each applicant, the following details are shown:

  • Risk band

  • Applicant name – Selecting this will take you to the corresponding Applicant Summary page.

  • Tags – Selecting the tag icon will expand a list of Tags attached to the applicant. You can select the X within a tag to remove it, or select the + icon to add new tags.

  • Email address – Selecting this will open a new email to the applicant in your webmail server.

  • Telephone number

  • Recruitment Agency

  • Recruited By – Selecting this will take you to the corresponding Officer Summary.

  • Training Adviser – Selecting this will take you to the corresponding Officer Summary.

  • Employer – Selecting this will take you to the corresponding Organisation Summary.

  • Qualification Plan

  • Available to Start date

  • Status

Filtering the Applicant List

The following searching and filtering options are available by default above the list. Once you have entered the necessary details, press Enter or select the Search icon to run the search and apply your filters.

  • Sort By – Here you can use the drop-down menu to choose how the list is ordered.

  • Search – Here you can search by applicant Name or ID.

  • Tags – Selecting the Search... box will open a drop-down menu where you can add multiple Tags to search by. The following search options are available:

    • Any – This will filter the list to records that contain at least one of the specified tags.

    • All – This will filter the list to records that contain every specified tag.

    • None – This will filter the list to records that do not have any of the specified tags.

  • Number of records displayed

Along with these, additional fields can be added by selecting More. Choosing a field will add it to the top bar, where it works like the filters explained above. The following fields are available:

  • Status

  • Risk Band

  • NI Number

  • Postcode

  • Contact Details

  • Employer

  • Officer

  • Site

  • Apprenticeship Standard

  • Standard Occupational Classification (SOC)

  • Sector Subject Area (SSA)

  • Occupational Area

  • Qualification

  • Qualification Plan

  • Recruitment Agency

  • Available to Start

  • Provider ID

  • Unique Learner Number (ULN)

  • Is New

  • Created date

  • Internal Identifier

  • System Status

Exporting the Applicant List

Selecting More also shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.

Creating a New Applicant

Selecting Create Applicant in the applicants tab will open a window where you can create a new applicant that will be linked to the opportunity. In this window, you can first enter a First Name and Surname for the applicant.

Any applicants with matching details will be displayed in the Potential Matches section below. For each match, the following details are shown:

  • Name

  • Date of Birth

  • Email Address

  • Postcode

If you need more details to determine if the applicant is a match, selecting the eye icon will take you to the corresponding Applicant Summary.

After this, the following options are available:

  • Save – This will save the applicant and take you to a window where you can add further details. This window is explained in Editing Applicants in PICSWeb.

  • Save > Save and View Summary – This will save the applicant and take you to the Applicant Summary page.

  • Save > Save and Close – This will save the applicant and return you to the opportunity summary.

  • Cancel – This will discard the applicant without saving.

Applicant Actions

The tickboxes to the left of each opportunity in the list can be used to Bulk Update Applicants. The tickbox at the top of the list can be used to select or deselect all currently displayed applicants.

The following actions are available from the applicant tab:

  • Summary – Selecting ... > Summary by an applicant in the list will take you to the corresponding Applicant Summary.

  • Edit – Selecting ... > Edit by an applicant in the list will open the Edit Applicant window.

  • Delete – Selecting ... > Delete by an applicant in the list will delete the applicant from your database, rather than just removing it from the opportunity record. You will be asked to confirm before the record is deleted.

Linking a New Applicant to an Opportunity

If you want new applicants to be linked to the current opportunity by default, you can set up a Sign Up Form which, when submitted, will automatically link the applicant that is generated to a specified opportunity record. This is explained in Sign Up Forms and Opportunities in PICSWeb.