FAQs

Find answers to frequently asked questions about your Staff Management Application Tracking System

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What is Tes’ Recruitment Application Tracking System (the system)? 

The Tes Recruitment Application Tracking System is part of our Staff Management platform. It’s designed to streamline recruitment processes for schools to attract, evaluate, and hire the right candidates quickly. 

You can find out more about what features and subscriptions available on the Staff Management page. 

How can I get access and/or log in to my Staff Management Application Tracking System?

To log into your System, you need to have an existing Tes account. If you have one already, simply follow the steps below.

• A System administrator or Super user will add permissions to your account and an invite will be sent to your work email address (from @tes.com).
•  Accept the invite by selecting the activation link in your email. If you can’t find it, you can go to the Staff Management log in page and select ‘Forgot password’ to reset your password. 
• Log in to the Tes School Portal, then under Recruitment ATS select ‘Book a new job’ 

If you have any trouble, contact us and we can help you verify your account and get started.

As a new user, what training or support is available to help me get started?

To help you get started in your Application Tracking System, we’ve got some quick tips and guides in our Knowledgebase. If you can’t find what you’re looking for there, let us know. 

Our support team also provide webinars and training sessions to support you with making the most of your subscription.

Create or advertise a job vacancy 

Why can’t I post a job vacancy or see some features?

If you’re seeing an error when trying to post a job vacancy, there could be an issue with your account or permission settings. For example, if you have multiple roles or account types with conflicting permissions in the system i.e. candidate and recruiter, it can cause a conflict. To resolve this quickly, it’s best you call us to update your profile settings.

If you can’t see some features, you may not have the right access permissions or they may need to be updated to enable new features. The easiest way to resolve this is to check with your system administrator if the access permissions for your role are up to date.

Can I set up custom screening questions for job candidates / applicants? 

Yes, you can add custom questions to job vacancies to screen candidates for suitability and compliance with relevant professional standards.

They can either be applied to all school job vacancies as a default or tailored to specific role requirements.

How can I ensure applicants remain anonymous to avoid bias or discrimination?

To meet equal opportunity standards, you can choose to anonymise applicants when reviewing applications to focus on skills, qualifications, and reduce unconscious bias. This means all identifying information, including the applicants profile picture, will not be visible until you choose to shortlist an applicant or invite them for an interview. 

Why is my school’s profile not updating on the Tes website?

As an administrator, when setting up or updating your school’s online careers site you may notice that changes saved aren’t visible on your tes.com profile. This is because it’s not linked to your system.

To update your school profile in your system and on tes.com, you’ll need to save the changes on both platforms.

Can I display job vacancies on my school website?

Yes. The iFrame feature remains available so you can show live vacancies on your own website. You’ll find the updated iFrame link on your school page. You can also link to your own application form, but we advise against this to retain full tracking capabilities in your system.

I posted a new job vacancy in the system – why can’t I find it on your jobs website or why does it look different? 

When you post a job in the system, it should appear on Tes Jobs. If you don’t see it right away, allow a few minutes for updates to sync and try searching again. Make sure you’re searching with the right filters or keywords that match your job posting.

We also recommend checking what date and time your vacancy is set to start accepting applications, as this controls when it will appear in searches on the jobs board. You can update this in your vacancy settings.

If you still cannot find your job listing after searching and refreshing the system or if something looks wrong (beyond just styling), please contact us so we can investigate.

Update and track job applications 

How can I screen job applications and manage updates throughout the recruitment process?

Your Connect dashboard is designed to streamline reviewing job applications, advert performance, and key alerts to help you stay on top of recruitment tasks.

As you review applications, you can easily update candidates’ statuses, individually or in bulk, as you make important decisions in the recruitment process. i.e. New, Shortlisted, Hired, Declined. 

Learn more about how to review, track and manage job applications. 

Communications and messaging 

How can I personalise what communications are sent to applicants?

Once set up, your system will automatically email applicants when an application is unsuccessful (or declined), or a job offer is accepted.

You can either send the default personalised message, or customise what is sent by editing your email template. 

You can also send direct messages to applicants for once-off scenarios, like arranging a time for an interview etc.

How can I stop receiving notifications about job applications?

If a job advertisement is set as ‘assigned to review’, you will automatically receive a notification when a new application is submitted.

You can control how you receive notifications in your account preferences. To do this simply log in, select Notifications, and under Applicant updates select to view them only on your dashboard.

Managing users and permissions 

How can I add new users or update a user’s permissions?

If you’re a Super user of your system, you can add or edit an individual’s user permissions from within your Tes Portal. Follow these steps to add or edit user permissions.

What permissions should I have and/or assign different users?

Each role type has different access permissions available within your Staff Management subscription. It’s important that every user has the right level of access to information in your system that’s relevant to their day-to-day duties and responsibilities. To understand which role to assign another user, review the permission access levels.