Recruitment – User Acceptance Testing (UAT)

Recruitment – User Acceptance Testing (UAT)

This comprises of 2 UAT phases

Phase 1 – Application Form UAT

Phase 2 – Full Recruitment UAT

Phase 1 – Application Form Review

Once your paper job application form(s) have provided, we will build online versions for candidates to use when applying for vacancies on your website. We will then provide a training session called REC02 Application Form Review. This is a demonstration of the configuration work completed to date, and we will show you how the vacancies are displayed on the I Frame on your website and the online version of your job application form. If multiple application forms have been provided, we will show you all of these.

We will show you how to generate new vacancies in the Windows Application and how these are fed through and displayed on the I Frame, and accessed by Candidates.

It is then over to you to test the job application form(s), and to provide us with a list of any changes which you would like using the UAT Feedback form. Any issues or change requests arising must be recorded and sent to us by the feedback deadline. Changes requested after this deadline may incur an additional charge, so it is important that you have made resources available to undertake this UAT directly following REC02.

Your Preparation for Launch Tasks

You will need to complete some of these tasks to get the Recruitment module ready for launch to your employees. We suggest you do this during the UAT period while you have resources assigned to the project.

1. Line Managers

If you are using the line manager element of the portal to enable line managers to post vacancy requests, ensure that line managers have the vacancy form options you intend them to have. This is usually set by Location through Data Item Access.

2. Check the Workflows

If you have the workflow module, we will have configured a set of workflows to accompany the recruitment module. You can switch these on and off individually and try them out. You can change the recipients and email content where required, making sure content has been tailored to your specific requirements. One of the key aims of the recruitment module is to help recruiters keep all parties informed at every stage via automated processes that convey exactly the messages you want to convey.

3. Update Data

Update any data in the system which appears in the Recruitment module. For example, if you have been working with test vacancies and test candidates to familiarise yourself with the Vacancy Workbench and the Candidate Workbench, delete them before going live.

4. Website

Liaise with your internal IT Team or web designers to provision space on your website for the iframe.

 5. User Access

Ensure necessary User access to the Module has been set up, with any further consideration such as permissions, groups and locations etc reviewed and set up prior to go live.

Your Phase 1 UAT Tasks

UAT is your opportunity to review the online job application form(s) we have delivered, and we suggest you include the following tasks:

1. Check the I Frame

Access the demonstration URL as provided by your consultant, this will look like:

The vacancies should be displayed on screen as created in the Portal or Windows Application. Check:

  • Sequence of Vacancy display fields
  • Look and Feel
  • Consider how it will harmonize with your website

2. Mandatory Fields

Check the fields shown as mandatory on the form meet your requirements. These fields are denoted with a red asterisk, and candidates cannot submit an application without filling these it.

3. Review Tabs

Review each tab presented on the job application form(s) for completeness. Check:

  • Positioning of text
  • Content of text
  • wording of text
  • Input boxes
  • Sequence of input
  • Content of dropdowns
  • Usability
  • Look and feel

Reconcile against the paper originals to ensure everything has been captured.

4. Complete and Submit the Application Form

Complete all fields in every tab and submit the form when prompted at the end of the application. Take a note of any issues completing the form.

5. Complete the UAT Feedback Form

Please ensure you note all issues, queries and change requests on the form and return it to us by the agreed date.

Please note that acceptable change requests do not include additional functionality. If you require further functionality to be added to your Recruitment system, please let us know and we can provide an estimate of the services required to build it.

Phase 2 – Full Recruitment UAT

This is undertaken after the delivery of training session REC03 which will train you in the full Recruitment processing for all parties, from initial vacancy request through to appointing the successful applicant.

This UAT phase includes using the three core components: the Windows application, Portal and I Frame.

At this point the Recruitment module is handed over to you and it is your responsibility to complete user acceptance testing and your preparation tasks prior to the launch. You may wish to create a small team to help with this trial as often different people will use software differently so it may help to have some alternative opinions.

Any issues or change requests arising from UAT should be documented in the form provided and this returned to us by the agreed deadline. Please note that missing this deadline may cause other project milestones to be missed and may incur additional service charges so it is important that you complete UAT on time.

We will have resources booked to follow the feedback deadline ready to make configuration changes requested in your UAT form, correct any issues found and answer your queries.

After this there will be a short period for you to complete further UAT before you sign off the Recruitment module as delivered.


Your Phase 2 UAT Tasks:

UAT is your opportunity to check the functionality we have delivered, and we suggest you include the following tasks

1. Key Functionality – Windows Application.

Try out the Windows Application, and Review and test key functionality and features available within the Recruitment Vacancy and Candidate Workbench.

2. Try out your Portal

Spend some time trying out every aspect of your portal using the Vacancies and Candidates functionality. This will enable you to become familiar with the menus and pages and to see what it looks like with your own data.

3. Requesting Vacancies

Request Vacancies through the Windows Application and the Portal. Have a look at the fields on each portal page and check the sequence they are entered by the vacancy requester suits your way of working. Check that the vacancy request page captures all the information you need.

4. Verifying Vacancies

Review the newly created Vacancies in the Vacancy Workbench in the Windows application and in the Portal. Approve, Reject, Open and delete new Vacancies and make them live on your website.

5. Documents and Job Descriptions

Attach documents and Job Descriptions using to Vacancies using the Vacancy Workbench Toolbar.

6. Review I Frame

Check the Vacancy details being presented within the I Frame.

7. Viewing and applying for Vacancies

Use the I Frame to browse for Vacancies and to and apply for roles using your online application Forms. Register for an account to do this.

8. Candidate Management

Process candidates through Recruitment lifecycle stages using the Portal and Windows Application. View and print candidate details from the Portal.

9. Appointing

Understand how to appoint a candidate and generate a new employee HR reference.

10. Try out your Workflows

The workflows are switched off when they are delivered. Look at the flow of data from one person to another and check that the notifications people receive are suitable for your organisation. You can change both the email recipients and the email content yourself, so you don’t need to note these type of changes in your UAT form.

11. Workflow Workbench

Workflows which fail to send for any reason, for example a missing email address, will be sent to the holding areas known as the Workflow Workbench. It is good to familiarise yourself with how this works because you will need to monitor it regularly once you are live in order to resolve problems and release any held workflows.

12. Complete the UAT Feedback form

Please ensure you note all issues, queries and change requests on the form and return it to us by the agreed date.

Please note that acceptable change requests do not include additional functionality. If you require further functionality to be added to the portal, please let us know and we can provide an estimate of the services required to build it.


You should now be familiar with how to operate the recruitment module. Your feedback should be completed by the agreed deadline so we can make any final changes during the period pre-booked into your project. Final UAT to be completed by the sign off date.

At this point the module will be ready for you to run your first Vacancies live.