Phenom Hiring Manager Application: How to Manage Candidates

Overview

In the Phenom Hiring Manager application, you move candidates through the recruitment process by updating their hiring status. A candidate’s status determines which pipeline stage they appear in. The pipeline is a visual way to see where candidates are and what actions are needed.

Caution: Many candidate actions cannot be undone. Verify the correct job, candidate, and action before confirming.

Pipeline Stages & Managing Roles

Assessment Stage

Candidates in the Assessment stage will be in the hiring status Department Screen | To be Reviewed by Department. 

Candidates shared with you by a recruiter appear in this stage.

Your Required Actions

1. Review the Candidate Profile.
2. Review the candidate's HR Prelim Notes.
   1. Recruiters conduct a preliminary interview to assess qualifications and strength of candidacy. Find their preliminary interview notes in the Attachments section of the candidate profile:
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3. Decide: Invite to departmental interview or reject.

If Inviting to Interview

1. Click the Approve button on the profile.

2. Click the three‑dot menu → Invite to Interview and schedule using Phenom Scheduling (recommended; see Phenom Hiring Manager Application: How to Use Phenom Scheduling article for more instructions).

Note: While using the interview scheduling tool is not mandatory, it is highly recommended. It reduces manual tasks, enhances collaboration, keeps recruiters informed, and optimizes the candidate stages by efficiently coordinating availability across multiple interviewers.​ You may also manually schedule an interview outside Phenom if you prefer.

3. Change status to Department Screen | Department Requested Interview (candidate moves to Interview stage). Refresh the browser to see the move.

If Rejecting

1.Click the Decline button on the profile.

2.Select a reason and click Confirm.

3.Change status to Department Screen | Rejected by Department (candidate moves to Rejected stage). Refresh to view the move.

Interview Stage

Candidates in the Interview stage will be:

• In the hiring status Department Screen | Department Requested Interview or
• In the hiring status Department Screen | Department Interview Completed and are awaiting an offer decision

Collect & Document Interview Feedback

An Interview Evaluation is required to be documented in Phenom. If interview feedback is not documented in Phenom in one of the ways listed in this section, it is understood that an interview did not take place. You may document an Interview Evaluation in one of two ways:

1) Preferred Interview Evaluation Documentation: Complete at least one Phenom Evaluation form.

Phenom Evaluation Form topics include:

• Required: Overall rating (1–5); Interpersonal Skills (1–5); Enthusiasm & Motivation (Yes/No); Recommendation to proceed (Yes/No).
• Optional: Relevant Experience (1–5); Technical Competence (1–5); Communication (1–5); Critical Thinking (1–5); Customer Service (1–5); Likes (open text); Concerns (open text).

If the interview was scheduled using Phenom Scheduling, interviewers designated in Phenom automatically receive an email link to the Evaluation Form at the interview end time, plus reminders. 

If the interview was scheduled outside Phenom Scheduling, the Hiring Manager(s) can manually complete a Phenom Evaluation. To manually complete an evaluation:

1. Open the candidate profile.
2. Click the three dots at the top of the profile and click Evaluate.
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3. An Add Evaluation pop-window will appear. 
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   2. Confirm that the job for which you want to evaluate the candidate is selected. If not, click "Change" and select the correct job.
   3. Do not change the Scorecard selection. You must use the default Scorecard selected (called Hiring Manager Interview Evaluation Form, as shown in the screenshot above).
4. Complete the Evaluation form and click Submit.
   1. Important: Complete and submit the form in one sitting. Do not click "Save Draft." Due to current system limitations, you cannot access evaluation drafts to complete at a later time.

As the Hiring Manager, you will receive an email each time another member of the hiring team completes an Evaluation form.

2) Alternative Interview Evaluation Documentation: Upload a completed evaluation to the candidate profile in Phenom.

1. To upload a completed evaluation to the candidate profile, open the profile.
2. Click the three dots at the top and click Upload File.
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3. Click the words "select a file to upload" to select your file.
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4. After you have selected your file, click Upload.
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5. Confirm that the file uploaded by checking the Attachments section of the candidate profile.

How to View Phenom Evaluation Forms

To view completed Evaluation forms:

1. Open the candidate profile on right job.
2. Expand the Evaluations section of the profile. 
3. Click Open for the right job.
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   2. The numbers next to the thumbs up and thumbs down symbols represent how many evaluations have been submitted and their corresponding recommendations. In the screen shot above, two evaluations have been submitted, and both evaluators recommended the candidate (represented by a count of two next to the thumbs up symbol).
4. If multiple evaluations have been submitted, click the Evaluator drop down menu in the upper-right corner to view other evaluations.
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Make the Hiring Decision

• Proceed to Offer:
  • Requirements to indicate you want to offer the job to a candidate:
    • Change the candidate’s hiring status to Department Screen | Proceed to Offer. This moves the candidate to the Offer stage.
    • Add a note on the candidate profile and tag your recruiter in the note (tagging your recruiter triggers an email notification to the recruiter).
      • In the note, list the req number you want to offer the candidate and as needed, share any details not in the requisition (e.g. days worked) the recruiter needs to effectively make an offer. Here is an example of a great proceed to offer note:
        • "@BryanMcCarthy Candidate interviewed with the team on 7/13 and was selected as our top candidate. We'd like to offer them req 26000000 for Night Shift (7:00 PM–7:30 AM), 0.9 FTE, located in 5 South Med/Surg. Preferred start date is 8/11/26 but we are open to negotiating start date. Please contact the candidate and extend the offer. Let me know if there are any concerns or questions."
  • Upon being notified of your offer decision, the recruiter will complete the following verifications before potentially extending an offer.
    • Re-verify minimum qualifications.
    • References (caution and risk will be sent to department, but applicants with confirmed IP match are disqualified).
    • Calculate compensation (sometimes requires approval)
• Reject:
  • To indicate that you do not want to extend an offer to a candidate, you must change the candidate’s hiring status to Department Screen | Rejected by Department.
    • Note: This does not send an automatic notice to the candidate; it informs the recruiter to handle disposition communication.

Offer Stage

Candidates in the Offer stage will be in the hiring status Department Screen | Proceed to Offer.

When a candidate reaches this stage, no additional HM action is required. Your recruiter will manage offer creation, delivery, and next steps.

Post Offer Responsibilities - Red-Carpet Onboarding

Retention begins with the experience we create before an employee ever starts. Once an offer is accepted, the hiring department has a critical opportunity to reinforce that the candidate made the right decision. Red-carpet onboarding means being intentional, responsive, and welcoming—celebrating the new employee, maintaining clear communication, reducing uncertainty and second thoughts, and demonstrating from the start that they are valued and expected. Recruitment and the hiring department share responsibility for delivering this experience through the following post-offer steps.

Tips & Best Practices

• Double‑check before confirming actions to avoid irreversible moves.
• Use Phenom Scheduling to streamline coordination and collect evaluations automatically.
• Use Notes and @mentions to align decisions and document rationale.
• Refresh the page after status changes to see the updated stage.

Links to Other Resources

Recruitment Process Training Content

• Recruitment Process Training for Hiring Teams Overview
• Recruitment Process Training for Hiring Teams: Creating and Posting a Job
• Phenom Hiring Manager Application Overview
• Phenom Hiring Manager Application: How to Access and Login
• Phenom Hiring Manager Application: How to Navigate the App
• Phenom Hiring Manager Application: How to Manage Hiring Team Members
• Phenom Hiring Manager Application: How to Use Phenom Scheduling
• Phenom Hiring Manager Application: How to Communicate with Candidates
• Phenom Hiring Manager Application for Interviewers

Helpful Links

• Taleo Login
• Phenom Hiring Manager Application Login
• Position Control Guide
• Taleo Justification Form
• Sign-On Incentive Program
• Creating and Submitting a Requisition for Approval Job Aide

Need Phenom Support?

Submit an AskHR ticket.