Hiring Module

Overview

The Hiring module manages the full recruitment pipeline — from vacancy creation to candidate offer. It supports multi-stage pipelines with configurable requirements, document uploads, assessments, approvals, and automated triggers.

Key Entities

Entity	Description
Vacancy	A job position published for recruitment
Pipeline	A collection of stages defining the recruitment flow
Stage	A single step (Screening, Interview, Offer, etc.)
Applicant	A candidate tracked through pipeline stages
Candidate	A person in the talent pool (may apply to multiple vacancies)

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Concept

Recruitment Flow

Vacancy Published → Candidate Applies → Applicant Created
    ↓
Pipeline Stages (sequential)
    ├── Screening
    ├── Writing Test
    ├── Interview
    ├── Psycho Test
    ├── Medical
    ├── Yayasan Review (requires approval)
    ├── OPL
    └── Offer (creates contract)

Stage Configuration

Each stage can be configured with:

Feature	Description	Config Location
Required Documents	Files that must be uploaded before advancing	/admin/recruitment-stages → Docs
Required Tests	Assessments that must be completed	/admin/recruitment-stages → Tests
Deposits	Fees required at this stage	/admin/recruitment-stages → Deposits
Approvals	Role-based or user-based approval	/admin/recruitment-stages → Approval
Triggers	Auto-actions on stage entry	/admin/recruitment-stages → Triggers

Approval System

When a stage requires approval (e.g., Yayasan Review):

1. Applicant enters the stage → Approval Request created
2. Users with the configured role (yayasan, hr, etc.) can approve/reject
3. Once minimum approvals met, admin can advance to next stage

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Flowchart

Berikut adalah flowchart yang menggambarkan alur kerja utama dalam modul Hiring, mulai dari pembuatan vacancy hingga pembuatan kontrak.

Vacancy Creation Flow

Algorithm:

1. HR fills vacancy details through a multi-section form (basic info, school assignment, employment terms, dates).
2. On save, the VacancyObserver generates a unique code using GenerateUniqueCode trait.
3. Published vacancies appear in the public career portal. Candidates can filter by school, type, and location.
4. The vacancy status lifecycle: draft → published → closed → filled / cancelled.

Application Submission Flow

Flowchart ini menunjukkan bagaimana kandidat mengirimkan aplikasi dan bagaimana sistem memprosesnya.

Algorithm:

1. Candidate selects a published vacancy and fills the application form.
2. On submission, the system checks that the vacancy is still open and the candidate hasn't already applied (duplicate prevention).
3. If valid, an Applicant record is created with status: applied and linked to the first pipeline stage (screening).
4. A unique tracking token is generated so the candidate can check application status later.

Stage Advancement Flow

Flowchart ini menunjukkan alur ketika admin memajukan applicant ke stage berikutnya, lengkap dengan gate dokumen, approval, dan trigger.

Algorithm — sequential gate pattern:

1. Document gate — Query all required documents for the current stage. If any are missing (status ≠ approved), advancement is blocked.
2. Approval gate — If the next stage has approval_config, create an ApprovalRequest. The system checks approved_count >= min_approvals before allowing advancement.
3. Trigger gate — Execute configured triggers via StageOrchestrator (e.g., create_contract on offer stage, send_notification for email/WhatsApp).
4. Transition — Update applicant.stage_id. If final stage (offer), also set applicant.status = 'done' and run hiring logic (create User, Employee, Teacher).

Document Verification Flow

Flowchart ini menunjukkan proses verifikasi dokumen yang diupload oleh kandidat.

Contract Creation Flow (Auto-Trigger)

Flowchart ini menunjukkan alur otomatis pembuatan kontrak ketika applicant mencapai stage Offer.

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DFD — Data Flow Diagram

Berikut adalah Data Flow Diagram yang menggambarkan aliran data antara entitas eksternal, proses, dan penyimpanan data dalam sistem rekrutmen.

Level 0 — Context Diagram

Level 1 — Process Decomposition

Diagram ini memecah proses utama menjadi sub-proses yang lebih detail beserta aliran datanya.

Level 2 — Document Processing

Diagram ini mendetailkan proses upload dan verifikasi dokumen.

Data Flow Description

Process	Input Data	Source	Output Data	Destination
1.0 Manage Vacancies	Vacancy form data	HR	Vacancy record	Vacancies DS
2.0 Process Applications	Application form + CV	Candidate	Applicant + Candidate records	Applicants + Candidates DS
3.0 Schedule Interviews	Interviewer, datetime, room	HR	Interview record	Interviews DS
4.0 Score Assessments	Test type, score	HR	Assessment record	Assessments DS
5.0 Advance Stages	Stage ID, approval status	HR + Yayasan	Updated stage_id	Applicants DS
6.0 Create Contracts	Applicant data	System (auto)	Contract record	Contracts DS
7.0 Send Notifications	Recipient, template	System	Email/WA sent	External

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Activity Diagram — Full Recruitment Lifecycle

Berikut adalah activity diagram yang menggambarkan seluruh siklus hidup rekrutmen, dari pembuatan vacancy hingga berakhirnya kontrak kerja.

Lifecycle explanation:

1. Vacancy states: draft → published → open → filled / closed. HR controls publishing and closing dates.
2. Application processing: Each candidate submission creates an Applicant record and assigns it to the first pipeline stage. The applicant progresses through stages via admin advancement.
3. Stage branching: At YayasanReview, the flow can branch to approval (OPL → Offer) or rejection. At Offer, the candidate can accept (→ Contract) or decline (→ OfferDeclined).
4. Post-hire: After contract creation, the employee enters onboarding → active employment → eventual termination or resignation.
5. Terminal states: Rejected, OfferDeclined, Rescinded, Terminated, Resigned — no further transitions.

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Database

ERD

Key Tables

Table	Columns	Description
vacancies	id, code, title, school_id, employment_type, status, opening_date, closing_date	Published job positions
vacancy_compensations	id, vacancy_id, type, amount, currency	Salary and benefits
vacancy_requirements	id, vacancy_id, type, description, is_mandatory	Job requirements
pipelines	id, module, name, is_active	Pipeline definitions
stages	id, pipeline_id, code, name, sort_order, approval_config (JSON)	Individual stages
applicants	id, candidate_id, vacancy_id, stage_id, status, score, meta (JSON)	Candidate-vacancy tracking
candidates	id, user_id, first_name, last_name, email, phone	Talent pool
talent_interviews	id, applicant_id, scheduled_at, interviewer_id, status, notes	Interview scheduling
talent_assessments	id, applicant_id, type, score, assessed_by	Test/assessment results
applicant_documents	id, applicant_id, stage_id, asset_id, status	Document uploads
applicant_deposits	id, applicant_id, stage_id, amount, status	Fee tracking
approval_requests	id, applicant_id, stage_id, approver_id, status, notes	Approval tracking

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Key Files

Backend

File	Purpose
app/Models/Recruitment/Vacancy/Vacancy.php	Vacancy model — attributes, relations, scopes
app/Models/Recruitment/Applicant/Applicant.php	Applicant model — stage tracking, status, scoring
app/Models/Recruitment/Candidate/Candidate.php	Candidate talent pool
app/Models/Platform/Pipeline/Pipeline.php	Pipeline definition (polymorphic)
app/Models/Platform/Stage/Stage.php	Stage definition — sort order, config, approvals
app/Models/Recruitment/TalentAssessment/TalentAssessment.php	Assessment scoring
app/Models/Recruitment/TalentInterview/TalentInterview.php	Interview scheduling
app/Observers/Recruitment/ApplicantObserver.php	Stage change logic, auto-triggers
app/Observers/Recruitment/VacancyObserver.php	Vacancy code generation
app/Services/Platform/Pipeline/StageOrchestrator.php	Stage entry triggers (contract, notification)
app/Filament/Resources/Applicants/	Applicant management UI
app/Filament/Resources/Vacancies/	Vacancy management UI

Frontend (Public)

File	Purpose
resources/js/modules/landing/recruitment/	Public career portal — vacancy listing, application form
resources/js/modules/landing/recruitment/tracking/	Application status tracking for candidates