Recruiting · การสรรหาบุคลากร

Recruiting in the HR menu (9 HR) follows each position you need to fill from the job opening to the new employee: the candidates and their CVs, where each application stands, the interviews with every interviewer's scorecard, the offer, and the hire, which makes the employee in 8 Payroll and in the HR records without typing anything again. It keeps the candidates' personal data the way the Personal Data Protection Act asks: what they were told, how long their data is kept, and its deletion.

This chapter covers:

• who sees the recruiting: HR, the hiring manager, the interviewers;
• job openings, and the wording Panya warns about;
• candidates: what Panya keeps and what it never asks, the notice, the consent for future openings, CVs;
• an application through its stages, rejection and withdrawal;
• interviews and scorecards;
• offers and their pay;
• hiring;
• how long a candidate's data is kept, and deleting it;
• what Panya does not do yet.

The organisation the recruiting uses (departments, positions, employees, reporting lines) is in HR.

The recruiting menu#

All applications (on the Job openings page) lists every opening's applications by stage, and Personal data settings (on the Candidates page) holds the retention period and the notice.

Who sees the recruiting#

Candidates' details are personal data, so the recruiting has two permissions of its own:

The hiring manager and the interviewers are employees. They see the recruiting once their employee record is linked to their Panya user (the Panya user field of the HR record, see HR): Job openings and Interviews then appear in their 9 HR menu, with only their own. Accountants do not see candidates: payroll needs none.

Job openings#

9 HR → Job openings lists the openings, the newest first, with how many are hired of those to fill and how many applications are in progress. Closed ones are greyed.

To open a position, click New job opening (Alt+A):

The opening's number (JO-0001) is given in order.

The wording Panya warns about#

Men and women are treated equally in employment unless the work itself does not allow it (Labour Protection Act s.15), and no practice of an employer may discriminate unfairly between the sexes (Gender Equality Act B.E. 2558 s.17) or against persons with disabilities. When an opening's title, description, requirements or scorecard ask for a sex, an age, marital status, religion or looks, its page warns you:

It is a warning, not a refusal: some work does need a sex (a role in a changing room, an actor). Ask for what the work needs instead, such as "two years' sales experience" rather than "aged 25–35". No Thai law forbids age limits in private hiring, but an age says nothing about the work; religion is sensitive personal data.

An opening's page#

Click an opening to see its candidates by stage. Each card opens the application; those that ended are listed under it with the reason.

Candidates#

9 HR → Candidates lists the candidates with their latest application and, in Personal data, how long their data is kept: In progress while an application is, Deleted after a date once none is, Employee once hired. A candidate from an agency or a referral who has not been given the notice shows the day it is due.

What Panya keeps, and what it never asks#

Click New candidate (or Add a candidate on an opening):

Panya has no field for the candidate's sex, title (นาย, นาง, นางสาว), age or birth date, marital status, religion, nationality, health, disability or photo. None of them is needed to judge the work: asking invites discrimination, and religion, health and disability are sensitive data under the Personal Data Protection Act (s.26). The title, the birth date (the minimum age of 15 is checked) and the sex are entered on the HR record once the candidate is hired. Do not ask for an ID card copy, a criminal record or a health check before hiring unless a law requires it for the job.

A candidate's page#

It shows their contact details, their applications, their CV and documents (drop a PDF, Word file or scan on the card), and Personal data (PDPA): when the notice was given (or by when it is due), the consent for future openings, and until when the data is kept. Apply to an opening adds an application; Delete the data is described below.

The CV is seen only by HR, the hiring manager of an opening the candidate applied to, and their interviewers. A file only HR should see, such as an offer letter with the salary, a reference or a copy of an ID card, is marked HR only on the card (click the label beside the file; click again to share it with the hiring team): the hiring manager and the interviewers then neither list nor open it. The audit log records that a file was attached, marked or downloaded, and by whom, with the candidate's number, never the file's name.

An application through its stages#

Open an application from its opening, the candidate's page or All applications:

Move to moves it to any other stage in progress, forward or back. Reject asks for the reason, which can only be about the work; Candidate withdrew asks for the candidate's:

An application that ended can be taken up again while its opening is not closed. While an offer is in force, record its answer or withdraw it before moving the application. History lists every move, with who made it.

Interviews and scorecards#

On an application, Schedule an interview (HR):

Enter the date, time and length, how (in person, by phone, by video) with the place or the link, and tick the interviewers: the hiring manager is ticked already. Panya warns when an interviewer has another interview at that time or is on leave that day. Change, Did not come and Cancel act on a scheduled interview.

Each interviewer fills in their own scorecard: Fill in my scorecard on the application (or from 9 HR → Interviews, where To fill in marks theirs).

Score every criterion of the opening from 1 (poor) to 5 (excellent), give the overall rating and a recommendation (strong yes, yes, no, strong no), and comment on what you saw. Score the work, never the person. HR may Record their scorecard for an interviewer who filled one in on paper; it then says who recorded it. A scorecard can be changed while the application is in progress; filling one in marks the interview completed. The application's Interview rating is the mean of the overall ratings.

An interviewer sees who else is on the panel but not their scorecards; HR and the hiring manager see them all.

Offers#

Make an offer on an application (HR):

The law sets no probation period, and a probation contract is a contract of indefinite term: ending it still needs written notice (s.17), and after 120 days of work an employee dismissed without fault is owed severance pay, probation or not (s.118). Panya warns of a probation of 120 days or more.

An HR officer or manager without View payroll makes the offer without the pay and sees only whether one is recorded; an owner, admin or accountant adds it. The audit log never records the amount.

When the candidate answers, click Accepted or Declined; Withdraw takes a pending or accepted offer back, with the reason. A declined offer leaves the application at Offer: make another, or record that the candidate withdrew.

Hiring#

When the offer is accepted, Hire (it needs Manage recruiting and Manage HR):

Enter the employee code (Panya suggests the next one), the title, the start date (the offer's), whom they report to (the hiring manager), the birth date if you have it (under 15 on the start date is refused, s.44) and, if they use Panya, their user (choosing it needs payroll access, as on the HR record). Panya then makes, without typing again:

• the payroll employee in 8 Payroll with the code, title, name and start date, and the offered pay: a monthly salary, or a day's wage with the employee paid by the day (check their work week there; Panya says so on hiring only to those who see payroll);
• the HR record with the department and position of the offer, the manager, the candidate's phone and email, the birth date and the end of probation (from the offer's days).

The HR record opens: complete the ID number, address, sex and emergency contact, then social security, tax and the bank in 8 Payroll. A foreign employee needs a work permit, and the registrar is told within 15 days of hiring. The application is Hired, and the candidate's data is now the employee's record: it is no longer deleted with the unsuccessful candidates'. When an opening's positions are all filled, Panya tells you to close it.

The notice and the retention period#

Candidates → Personal data settings:

The Personal Data Protection Act asks you to tell candidates, before or when you collect their data, why you collect it and on what basis, what happens if they do not give it, what you collect and for how long, who receives it, how to contact you, and their rights (s.23). A job application is data the candidate gives for the steps they ask for before a contract (s.24(3)): no consent is needed for it. Keeping it for future openings is another purpose, for which Panya asks the candidate's separate consent, which they may withdraw at any time (s.19). Data that came from someone else (an agency, a referral) needs the notice within 30 days (s.25). Give the notice in your advert, by email or on paper, and record the date on the candidate.

No law or PDPC rule fixes how long to keep unsuccessful candidates' data: choose a period, say it in the notice, and keep to it. The PDPC's guidelines use 12 months after recruitment ends as their example.

Every hour, Panya deletes the candidates whose period is over: an unsuccessful candidate's data the day after Deleted after, with their applications, interviews, scorecards, offers and files. Nothing is deleted while an application is in progress, and a hired candidate is an employee. A consent for future openings keeps the data until it lapses, if that is later.

Deleting a candidate's data#

A candidate may ask you to delete their data (s.33; within 90 days at most). On their page, Delete the data:

Choose why (their request, or no longer needed), note how and when they asked, without their name, and Delete for good. Everything goes at once and cannot be brought back. A hired candidate's data is not deleted here: it is the employee's record.

The audit log names candidates only by their number (C-0012) and files without their names, so a deletion leaves nothing behind. The candidate may also ask to see or correct their data: their page and files show everything Panya keeps.

What Panya does not do yet#

• A public page where candidates apply themselves. Panya leaves it out on purpose: its protection against abuse limits the requests of each network address but has no bot check, attached files are not scanned for viruses, files sent by anyone would fill your organization's storage, and Panya keeps no anonymous route into a company's data. Receive applications by email or through a job board and add them here.
• Emails to candidates (invitations, rejections) and printed offer letters.
• A download of a candidate's data for an access request (s.30): read it on their page.
• The quota of employees with disabilities (1 per 100 employees from 100, the Persons with Disabilities Empowerment Act s.33).
• Reference and background checks.