Application Organization

For keeping track of applications, we utilize the concept of labels, which can be thought of as glorified file folders. Labels are more flexible than the classic idea of file folders, and offer more advanced features without sacrificing organizational structure. For example, if used within a system handling job applications, labels such as "rejected", "job offered", "phone interview", etc. can be applied to applications. More than one label can be applied to applications, thus allowing deeper levels of organization. Actions (such as e-mailing) can automatically be performed when a label is applied to or removed from a particular application.

Filtering is another powerful feature that allows you to narrow down which applications you are viewing or acting upon based on assigned reviewer(s), position applied for, any labels applied, ratings, and more.

Communicating with Applicants

Responding to and keeping in touch with applicants is one of the most necessary and time consuming parts of the application process. We make this as simple and quick as possible, whether applicants are contacted via e-mail, postal mail, or both. Applicants can be auto-acknowledged upon submission, and/or can be sent personalized notifications upon being organized into a particular category.

Need to send personalized messages to 1,000 applicants at a time? No problem! Specific groups of applicants can be contacted via the filtering system discussed above. If your organization prefers that its notifications go out via postal mail rather than e-mail, this is just as seamless a process - customized letters are automatically merged with your letterhead, printed in full color on high quality paper, and mailed in an envelope with your return address on it. This service is offered for just 99 cents per letter mailed.

Administrator Privileges

Individual administrator accounts have specific, unique privileges for each network with which they are associated. Examples of privileges are, for example, the ability to view applications, modify accounts, or view specific log items. For pretty much every action or view within the system, a privilege can be granted or not granted for it. This allows for great flexibility and control over what members of your organization are able to see and do within the system.

Administrator Collaboration

Several tools are provided for those reviewing applications to collaborate. In particular, comments (as well as ratings) can be left on individual applications, allowing reviewers to remark upon and discuss applicants amongst themselves. As well, there is a central discussion area in which general comments, to-do items, and other intra-organization topics can be posted.

Hosted, Turn-Key Solution

Don't have dedicated servers, expertise in software programming and database management, triple-redundant backup abilities, and a large IT department with lots of time on its hands? We didn't think so; but we have all of those resources and more. There's nothing for you to install, manage, or worry about. Just log in via your web browser and start simplifying your organization's application process.

World Class Training & Support

We take pride in the user experience of our system. After all of the initial training that you can make use of, fast help is always only an e-mail or a phone call away. Always from a knowledgeable resource, who doesn't work in an overseas call center. As well, there is a searchable database of thorough and well-written documentation for you to make use of that we're always adding to.

Dynamic Statistics

Another strength of the system is the ability for you to analyze your applicant pool. Raw numerical analysis, along with easy-to-use charts are generated. Help direct your advertising budget - for instance, you could see that for an advertisement placed in Trade Magazine X, you hired 30% of those applicants vs. Trade Magazine Y, where only 2% of applicants were followed up on. As well, this is a great tool for Equal Opportunity/Affirmative Action initiatives.

Time to Launch

Firstly, we'll work with you determine what information you need to acquire from your applicants and how you want the application and review processes to flow. Subsequent to this, typical setup times are on the order of 2-3 days, depending upon what features you'll be making use of.

Data Redundancy & Availability

Our primary data center is located in San Diego, California. Making use of hardware RAID, battery and diesel generator power backups, multiple bandwidth providers, redundant cooling, and argon fire suppression, the primary servers in this data center are operated in a very robust environment. That said, we'd like to keep you up and running if the West Coast is hit by a natural disaster, so we securely back up your entire application and associated data to our secondary data center in Atlanta, Georgia every day. In the unlucky event that the San Diego and Atlanta data centers are both down, we again securely back up your data to a third off-site location in Seattle, Washington.

Security & Confidentiality

The privacy of your organization's data is of the utmost importance to us. The first approach we take to security is making sure no one is virtually "eavesdropping" on the information that your applicants submit. We use the same technology your bank uses to keep your online banking sessions secure at all times when applicants are submitting information, and you are reviewing it. All traffic to and from our backup servers is also encrypted with the same 256 bit AES encryption. Internally, AOC Applications limits access to actual customer data only to a select, screened few, and then only on a cursory basis solely for quality-control purposes; no one reads through your applicant's information. Your data and contact information will never be sold to anyone.

Networking Applications

Are there multiple departments within your organization? Does your organization, for example, accept job applications as well as applications for academic scholarships from local youth? Our application management system was truly built for these sorts of scenarios. Applying social networking concepts to the application process, one account can belong to multiple networks (unique application types) and have unique privileges for each network with which they are associated with.

Customization

While our application management system is fairly robust and flexible, there are sometimes circumstances where your organization will need something more. Examples of some customer's customization needs in the past have been using custom e-mail servers, synchronizing data with their own servers, exporting data in various formats, etc. We employ a great team of competent and well-rounded programmers who are apt to be able to make any of your special circumstances work for you. Please contact us for pricing details.