Our Redeployment feature offers a range of tools for HR teams and managers to effectively manage redeployment workflows, empowering organisations to prioritise internal talent mobility and reduce redundancies.

Key features

• Dedicated Redeployment Portal
   Redeployees gain exclusive access to a portal showcasing jobs posted specifically for redeployees, ensuring confidentiality and ease of access.
• Comprehensive Caseload Management
   Redeployment Managers can track and manage redeployees with features such as:
  • Assigning redeployees to jobs that match their preferences and skills.
  • Monitoring their status through customisable Redeployment stages.
  • Viewing detailed Redeployment history to ensure transparency and compliance.
• Streamlined job matching and assignment
  Redeployees can be matched to roles using advanced filters based on preferences such as location, job type and salary. Redeployment Managers can assign candidates to roles as incomplete applications, with key details pre-filled for efficiency.
• Tailored notifications and communications
  Built-in email templates keep redeployees informed at every stage of the process, including registration, job assignments and status updates.
• Customisable Settings
   You can tailor redeployment process to your organisation’s needs, with settings for:
  
  • Redeployment statuses
  • Withdrawal reasons
  • Redeployment forms for gathering preferences and qualifications.

What's included in this guide

• Key features
• Video user guide
• Advertising on the Redeployment Portal
  • Access to advertise on the Redeployment Portal
  • Future live date compatibility
• Application process for Redeployees
  • Exclusive access for Redeployees
  • Job alerts for Redeployees
  • Profile restrictions for Redeployee candidates
• The Redeployment process
  • Adding a Redeployee
• The Redeployment Portal for candidates
  • Assigning Redeployees to jobs
  • Redeployee applications for Recruiters / Hiring Managers
• Managing Redeployees
  • Reassigning Redeployees to other users
  • Previous Cases
  • Withdrawn redeployees
  • Placed redeployees
• Reporting and analytics
• FAQs

Video user guide

Advertising on the Redeployment Portal

When activated in your system, the Redeployment Portal becomes available as an additional advertising option within the Post the Job page during the job creation process.

Access to advertise on the Redeployment Portal

Users with permission to post jobs can also advertise roles on the Redeployment Portal.

Future live date compatibility

The Redeployment Portal also supports our future live date functionality, helping you to plan a phased approach to releasing job adverts.

For example:

• Week 1: You can advertise exclusively on the Redeployment Portal.
• Week 2: Then expand advertising to your internal portal.
• Week 3: Finally, open it up to external advertising.

Once activated, we recommend that all internally advertised vacancies are immediately advertised on the Redeployment portal.
 
This ensures that any redeployees added later already have access to a pool of available redeployment vacancies as soon as they get access to the redeployment portal.

Application process for Redeployees

Jobs advertised on the Redeployment Portal follow the same application process as internal roles.

When a redeployee is assigned to a job by a Recruiter or Redeployment Manager, their application status is marked as Incomplete Application.

This means that any pre-assessment / killer questions or bulk-recruitment preference questions are not completed for redeployees assigned this way.

Exclusive access for Redeployees

Jobs advertised exclusively on the Redeployment Portal are accessible only to redeployees with valid login credentials. This ensures that these job opportunities remain exclusive to redeployees and are not visible to other candidates.

Before accessing the Redeployment Portal, candidates must log into their account to view and apply for available roles.

Job alerts for Redeployees

Redeployees can create job alerts to receive automated notifications when job vacancies match their preferences.

Exclusive redeployment alerts: Redeployees receive notifications specifically for jobs advertised only on the Redeployment Portal.

Internal vacancies: Alerts also include internally advertised jobs that are open to broader internal audience.

Tailored notifications: A dedicated email template for Redeployment job alerts ensures that alerts are clearly categorised, helping redeployees distinguish between exclusive redeployment opportunities and general internal vacancies. 

Profile restrictions for Redeployee candidates

To encourage engagement between redeployees and their Redeployment Manager, certain restrictions are placed on features typically available within the candidate’s profile.

When a candidate is on an active redeployment caseload, the following restrictions apply:

• Deleting an application is disabled: Redeployees cannot delete their applications while they remain on the redeployment caseload.
• Profile deletion is disabled: Redeployees cannot delete their candidate profile while they remain on the redeployment caseload.

Candidate guidance

If a redeployee attempts to delete their profile, they will receive the following instructions:

• From the My Account section of their candidate profile, redeployees will see a message advising them to contact their Redeployment Manager.
• The message explains that their profile can only be deleted after they have been formally removed from the redeployment caseload by their Redeployment Manager.

These measures are designed to ensure continuity and collaboration during the redeployment process. For further assistance, candidates are encouraged to reach out to their Redeployment Manager.

The Redeployment process

The Redeployment Caseload area, accessible via the Talent menu, allows Redeployment Managers to:

• View and manage their redeployee caseload.
• Assign redeployees to jobs based on their preferences and skills.
• Change statuses to track redeployment progress.
• Reassign redeployees to other managers as needed.

Adding a Redeployee

Redeployees can only be added by system users with access to the Redeployment Caseload area.

1. From the Redeployment Caseload, select Add Redeployee from the actions menu.

2. Complete the Redeployment Form to capture the candidate’s job preferences.

• If a default Redeployment Form has been set-up, the redeployment form will be automatically displayed.
• If a default Redeployment Form has not been set-up, you will be able to choose from the available redeployment forms to use.

3. Once saved, the redeployee will be added to that system user’s Redeployment Caseload.

4. The candidate will receive an automated ‘Redeployment Started’ email. It contains instructions of how to access the Redeployment Portal and where they can login to search and apply for any available jobs of interest.

When a new Redeployee is added, the system automatically checks if there is an existing candidate record for this person.  If a match is found, the existing candidate’s profile is updated with an R icon to indicate they are currently a redeployee and their record is linked with any previous application history.
 
If no existing record is found, a new candidate account is created. The redeployee will receive a registration email with instructions to set up a password to enable them to log into the Redeployment portal.

The Redeployment Portal for candidates

The Redeployment Portal offers redeployees exclusive access to jobs:

• Portal access: Candidates flagged as redeployees can log in to the portal via a unique URL.
• Job visibility: Jobs posted to the Redeployment Portal are visible only to redeployees until advertised on other portals.
• Job alerts: Candidates can set up alerts for new redeployment opportunities.

Assigning Redeployees to jobs

From the Redeployment Caseload, managers can search for job vacancies that match the redeployee’s job preferences. They can assign them to the job as an Incomplete Application.

• Click Assign to Job from the actions menu. A popup window will appear displaying the candidate's job preferences. Any available jobs that align with the completed Redeployment form will be automatically listed for review.
• If no matching jobs are found, filters like employment type, location and job category can be adjusted to widen the search criteria.

When assigning redeployees to jobs, the system defaults to displaying only roles with a job status of Live (or its equivalent) and jobs advertised on the Internal or Redeployment portals.
 
These filters can be adjusted to broaden the search criteria if needed. However, if a role does not have a Live status or is not advertised to internal candidates, we recommended confirming with your recruiting team whether the position is still accepting applications.

Click the Preview Advert icon to view the job advertisement and ensure suitability before proceeding to assign to the job.

• Check the box against the job title you want to assign, then click Assign. The redeployee will be added to the job at the status of Incomplete Application.

Which source job is used?

When assigning redeployees to a job via the Redeployment Caseload, the system determines which previous application form to copy over into the new incomplete application as follows:

1. Automatic selection

• It will automatically select the job application where the candidate was most recently at the Under Offer status.
• This is to ensure the most relevant and recent information is carried forward.

2. Manual selection

• If it doesn’t detect a previous job application at the Under Offer status, you can manually select the Source Job from a dropdown list of the candidate’s previous applications.

3. Default to Redeployment form

• If there is no previous job application available in the Source Job dropdown, only the basic details captured in the Redeployment Form will be copied to the new incomplete application.

4. Candidate action

• Once assigned, the redeployee receives the Redeployment Assigned email, reminding them to log in to their candidate profile and complete the Internal application form for the vacancy. The redeployee should ensure this is completed before the vacancy’s closing date to be considered for the role.

Important note: Cohort/bulk recruitment and pre-assessment questions

Redeployees assigned to a job through the Redeployment Caseload are submitted as Incomplete Applications. As a result:

Cohort/Bulk recruitment questions
Redeployees bypass any questions configured specifically for cohort or bulk recruitment processes.

Pre-assessment / killer questions
Any pre-assessment or killer questions typically required for internal applicants are also bypassed.

This ensures that redeployees can be assigned efficiently while still being able to complete the core internal application form at a later stage. It’s important to communicate this to the recruiting team to ensure alignment with their recruitment process.

Redeployee applications for Recruiters / Hiring Managers

Recruiters and hiring managers who are not directly involved in the redeployment process will receive redeployment applications in the same way as any other application.

It is the candidate's responsibility to complete and submit their incomplete internal application to be considered for the role.

A redeployment icon is displayed alongside the candidate’s application to indicate they are part of the redeployment process. Hovering over the icon provides additional information, including the name of the Redeployment Manager responsible for overseeing their redeployment journey.

When viewing a redeployment candidate’s application, their redeployment form is displayed alongside the completed application form for reference.

Self-declared redeployment icon

Legacy functionality that includes Redeployment and Red Circle questions in the application form, allow candidates to self-declare as redeployees or indicate eligibility for preferential treatment in certain recruitment campaigns.

While this functionality remains unchanged, the hover-over text for the legacy Redeployment icon has been updated. It now specifies that the candidate has self-declared as a redeployee.

Filter by redeployment applications

The Search/Filter functionality allows you to search and filter candidates with a Redeployment icon. When filtering by Redeployment, the results will include:

• Candidates currently on a redeployment caseload.
• Candidates who have self-declared as redeployees using the legacy functionality.

Where set-up for that Security Role, recruiters or hiring managers may also have visibility of the Redeployment form against the candidate’s application.

Managing Redeployees

The Redeployment Caseload provides Redeployment Managers with a dashboard to oversee and support employees at risk of redundancy.

By default, Redeployment Managers can view their Active Caseload, which includes redeployees at an active status, either added directly by the manager or assigned to them.

Information available on this page includes:

Changing Redeployment status of a candidate

To update the redeployment status of one or more candidates, follow these steps:

1. Select candidates
    Check the box next to the candidate(s) whose status you want to update.
2. Choose a status
   Use the Change candidate status todropdown menu and select the appropriate status.
   • If the selected status is marked as a withdrawal status, an additional Withdrawal Reasons dropdown will appear. Use this to specify the reason for withdrawing the candidate(s) from the redeployment process.
3. Status update effect
   Once a candidate is moved to a non-active Redeployment Status, their record will be:
   • Removed from the Active Caseload view.
   • Accessible in the Previous Cases display for future reference.

Reassigning Redeployees to other users

Candidates can be transferred to another manager’s redeployment caseload if needed. To do so, follow these steps:

1. Select candidates
    Check the box next to the candidate(s) you want to transfer.
2. Choose the action
   In the actions menu, select Assign to Other Manager.
3. Select a Redeployment Manager
   From the dropdown menu, choose the Redeployment Manager to reassign the candidate(s) to.
4. Save changes
   Click Save to complete the transfer.

The selected candidates will be moved to the new manager’s caseload and will no longer appear in your Active Caseload.

Previous Cases

The Previous Cases section displays redeployees who are no longer active in the redeployment process, either because they were Withdrawn or Placed. Redeployees in this section are no longer part of the Active Caseload.

Information displayed is:

• Moved On date: The date the redeployee(s) were moved to the Previous Cases folder.
• Placed: If the redeployee was successfully redeployed, this column includes a link to the job application for which they received an offer.

Withdrawn redeployees

• Redeployees marked as Withdrawn are automatically added to the Previous Cases folder.
• The R marker is removed and they lose access to the Redeployment Portal.

Placed redeployees

• When a redeployee's job application is updated to the Started status configured for the recruitment process, they are considered as Placed.
• Their redeployment status automatically updates to Placed.
• They are added to the Previous Cases folder.
• A link to the job application they were placed against is displayed in the Previous Cases page.
• The R marker is removed and they lose access to the Redeployment Portal.

Emails and notifications

• Started Redeployment Email is sent when a candidate is registered as a redeployee.
• Acknowledgment Emailis Sent when a redeployee is assigned to a job.
  • Emails include a merge field, <<RedeploymentManager>>, to personalise communications.

Reporting and analytics

The redeployment functionality integrates with the Advanced Insights reporting engine enabling users to track:

• Time to Redeploy: Measures the average time it takes to redeploy employees from initial identification as at-risk to successfully filling a new role.
• Redeployment Success Rate: Analyses the percentage of redeployments that result in long-term placements versus short-term or unsuccessful outcomes.
• Redeployment Pipeline: Gives visibility into the current pool of open roles versus at-risk employees awaiting redeployment.
• Manager Performance: Compare key metrics such as time to redeploy and caseload efficiency across Redeployment Managers to identify best practices and areas for improvement.

FAQs

What is the Redeployment feature?

The Redeployment feature is a suite of tools designed to help HR teams manage internal talent mobility, reducing redundancies by prioritising existing employees for new opportunities within the organisation.

How do candidates access the Redeployment Portal?

Candidates flagged as redeployees can log in to the Redeployment Portal using a unique URL provided in their Redeployment Started email.

Who can add redeployees to the Redeployment Caseload?

Only system users with access to the Redeployment Caseload area can add redeployees.  See our setup guide for how to setup access for users and security roles.

Can redeployment be used for internal mobility beyond redundancy situations?

The redeployment functionality is primarily designed for formal processes like redundancy or organisational restructuring. However, it may also support internal mobility scenarios, such as finding roles for seasonal workers or employees affected by mergers or acquisitions.

How are redeployees assigned to jobs?

Redeployment Managers assign redeployees to jobs by matching their preferences - such as location, job type and salary - with available roles. This process is managed through the Redeployment Caseload using advanced filtering options to identify the most suitable job opportunities.

When a redeployee is assigned to a job by a system user, their application is created as an Incomplete Application. The candidate is then notified via email and prompted to log in, review the job details and complete their application if they wish to pursue the opportunity. This ensures that redeployees have the autonomy to decide whether the role aligns with their interests while streamlining the application process.

Can redeployees apply for jobs directly?

Yes, redeployees can log into the Redeployment Portal to search and apply for jobs that match their preferences.

Are redeployees alerted if a job application deadline is approaching?

Yes, our existing system alert functionality can send reminders to candidates who have started an application, but it remains incomplete.  Applications received by redeployee candidates would be included in this process.

Can candidates update their own redeployment form and CV?

The redeployment form is completed by the Redeployment Manager in collaboration with the candidate. Candidates cannot directly edit the form but may be able to upload an updated CV as part of the process. This feature may be expanded in future based on client feedback.

What types of notifications do redeployees receive?

Redeployees receive tailored email notifications, such as:

• A Redeployment Started email upon registration.
• Job assignment emails with instructions on completing applications.
• Job alert emails based on their preferences.

Can redeployees set up job alerts?

Yes, redeployees can create job alerts to receive notifications for roles matching their preferences, including jobs advertised exclusively on the Redeployment Portal.

How does the redeployment icon work on candidate profiles?

The redeployment icon indicates when a candidate is currently in the active redeployment process and shows who their Redeployment Manager is. The icon disappears once the candidate is no longer in the active caseload, such as when they are placed in a new role.

Can the redeployment process be customised?

Yes, organisations can tailor settings like Redeployment statuses, Withdrawal Reasons and Redeployment forms to align with their specific needs.

Can redeployees be reassigned to another manager?

Yes, Redeployment Managers can transfer redeployees to another manager’s caseload through the Assign to Other Manager option.  The ability to assign to other users is restricted by Security Role permissions.

What is the difference between active and previous cases?

Active cases include redeployees currently in the process, while previous cases contain redeployees who have been withdrawn or successfully placed in a new role.

What happens if no matching jobs are found for a redeployee?

Managers can adjust filters like location, job type or salary to broaden the search criteria and find suitable roles.

Can redeployees delete their applications or profiles?

No, redeployees cannot delete applications or profiles while they remain on an active redeployment caseload. They must contact their Redeployment Manager for assistance.

What metrics are available for tracking redeployment?

Metrics include time to redeploy, redeployment success rate, pipeline visibility and manager performance.