Pegasus Retail Recruitment Guide

• The Recruiting Guide for Part-Time Retail roles was created in April 2025 for Pegasus, powered by SAP SuccessFactors.

Housekeeping Rules

• Active listening is required.
• Mobiles should be on silent.
• Emails are not allowed.
• Participation is encouraged.

Agenda

• The discussion covers the Pegasus Overview of Retail Recruitment Process.
• There are two ways to create a job requisition: from the Position Org Chart or by copying an existing job requisition.
• The discussion includes how to review, update, and approve job requisitions,
• Also included is how to post job requisitions and generate QR codes for job posting URLs.
• A Captain JC Quiz is part of the agenda.
• The discussion also covers how to process candidate applications, including interviews, requesting additional information, conducting eligibility checks, generating Letters of Appointment (LoA), and initiating onboarding.
• Other topics covered include how to close and reopen job requisitions, an overview of the onboarding process, and Q&A sessions with an assessment.

Retail Recruitment

• Part-time recruiting processes for retail are categorized into Mass Recruitment Days conducted by the PA team, Ad hoc walk-ins to Retail branches handled by the PA team, and Mass Recruitment Days conducted by the TA team (not included in this presentation).
• The first two processes managed by the PA team are summarized.
• PA team serves as the Recruiter for processes #1 and #2.

Mass Recruitment Process by TA

• The high-level process for mass recruitment days includes the steps of Create Job Requisition, Post Job Requisition, and Submit Application.
• The Recruiter creates and initiates the Job Requisition, reviews requisition details, and approves the Job Requisition.
• The Recruiter posts the Job Requisition and generates a QR Code for the Job Posting.
• Candidates walk-in to Recruitment Day, scan QR Code to access Job Posting, and submit Application using Quick Apply.
• Other steps include Processing Candidate Applications, Submitting Additional Information, Conducting Eligibility Check, Generating LoA, Signing LoA, and Initiating Onboarding.
• The Recruiter pre-screens candidate applications, interviews and shortlists candidates, and requests additional information.
• Candidates log in to career site and submit National ID and Address Information.
• The Recruiter verifies HKID details and checks candidate eligibility.
• The Recruiter verifies package information and generates and reviews LoA.
• The Recruiter explains the contract to the candidate, and the candidate signs LoA.
• The Recruiter verifies position information and initiates onboarding.

Mass Recruitment Process by PA

• The high-level process mirrors that of Mass Recruitment by TA.
• The main difference is that the Personnel Admin performs the Recruiter's tasks.

Ad Hoc Walk-In to Retail Branches

• The high-level process for candidates who walk-in to Retail branches includes Create Job Requisition, Post Job Requisition privately, and Submit Application.
• The Personnel Admin creates and initiates the Job Requisition, reviews requisition details, and approves the Job Requisition.
• The Personnel Admin posts Job Requisition privately and generates a QR Code for the Job Posting.
• Candidates walk-in to Retail branch, scan QR Code to access Job Posting, and submit Application using Quick Apply.
• Other steps include Processing Candidate Applications, Submitting Additional Information, Conducting Eligibility Check, Generating, and Signing LoA, and Initiating Onboarding.
• The Branch Manager interviews the candidate, shares interview feedback with the PA team, and requests to hire the Candidate.
• The Personnel Admin fills in comment from branch manager and contacts the candidate.
• Candidates log in to the career site and submit National ID and Address Information.
• The Personnel Admin verifies HKID details and checks candidate eligibility.
• PA explains the contract to the candidate, and Candidate signs LoA.
• The Personnel Admin verifies position information and initiates onboarding.

Creating Job Requisitions

• Recruiters and Personnel Admin have two options: create/initiate from Position Org Chart or copy an existing job requisition
• Option 1 is used when creating a requisition for the first time with no previous open requisitions for the same position.
• This option populates the majority of the fields, roles, and job descriptions from the position to the job requisition.
• Only one open requisition can be initiated from the Position Org Chart at a time.
• Users must use Option 2 to initiate a second or more open requisitions.
• Recruiters or Personnel Admin can use Option 2 when they already have a similar job requisition in the system or need to create more than one requisition.
• Copying an existing requisition copies all fields from the source requisition.
• The Recruiter or Personnel Admin must verify and update fields like the number of openings or recruitment justification.
• Copied requisitions should have the same job code and job descriptions, otherwise, the Recruiter or Personnel Admin will need to update the job role/job description.

Initiating Job Requisition from Position Org Chart

• Key points to consider before initiating job requisition from position org chart.
• A corresponding Position created in the system as a prerequisite is needed to Initiate a Job Requisition.
• For a new role or a need to create a new position, work with HR Business Partners (HRBPs) to get the position set up.
• All existing part-time retail roles will have Positions created in the Pegasus System when the system goes live.
• Verify position details to ensure they are accurate and up-to-date before initiating a requisition from the Position Org Chart.
• Each part-time position can have more than one user hired to it.
• View the number of users on each position by checking the FTE utilization of the position.
• These are the steps to search and access a position:
  • Navigate to Home > People Directory.
  • Click on the Position Org Chart tab.
  • To Search for the position, search for the Position Title/Code and select the position.
  • To Navigate up or down from a available position, click Up One Level to access parent position;
  • Or Click # Positions Below to access child positions.
• Each role in the system can have one or more positions, and the attributes of the position may vary depending on department, location, and level. Therefore, verifying position details before initiating and creating the requisition is recommended.
  • Click on the Position and click the Show Details Button to view/verify position details.
• Follow these steps to initiate/create a Job Requisition:
  • Click the Position, Click Actions, and Select Create Job Requisition.
  • The Date of a New Job Requisition defaults to today’s date, but can be updated to schedule the requisition creation to a future date
  • The system will prepopulate the Job Requisition Template field with the Part-time Job Requisition template.
  • Update the Number of Openings based on the number of candidates to hire in this Job Requisition
  • Click the Create button after making the necessary updates- A success message confirms Job Requisition has been created.
  • Click the Requisition Indicator and then click the icon next to the ID under Job Requisition Details to view the Job Requisition Created from the Position Org Chart.

Copying an Existing Job Requisition

• Users must have access to the existing requisition before duplicating a Job Requisition. Users should first identify the appropriate requisition they'd like to copy.
• The Job Code and Description of the source requisition must match those of the target or new job requisition to cut down on the number of fields that need updating.
• After copying the job requisition, the user can review and modify the fields in the newly created requisition as needed (e.g. the number of openings and recruitment justification may differ from the source requisition)
• Changing the position code on the requisition will result in other fields being populated from the position after saving.
• These are the steps to search an existing requisition, and duplicate:
  • Navigate to Home → Recruiting.
  • Use the Filter Options (if required) to locate the source Requisition to duplicate.
  • Mouseover on the title to view options in the Duplicate Job Requisition.
  • Click on the Duplicate Job Requisition option.
  • Enter the number of copies to create in Duplicate Job Requisition popup when it appears.
  • If using a future date, change the due date or leave as is, then click the Duplicate button.
  • To access the New Job Requisition from the Recruiting Dashboard clear filters.

Reviewing, Updating, and Approving Job Requisitions

• These are the steps to access/find a created Job Requisition:
  • Navigate to the Recruiting Dashboard
  • Selecting open/pending Approval/Closed/All from the Filter Job Requisition filters.
  • Clicking Filter Options to filter by Job Req ID, Recruiter etc.
  • Enter Job Title to in Highlight Job Title.
  • Selecting Job Requisition Title to View or Edit Requisition
  • These are the steps to view the Job Requisition details:
  • View the Route Map to understand the approval workflow.
  • View Job Profile Details page by clicking "View Job Profile" and view Job Requisition fields under various sections.
  • Preview the job ad using the Internal/External Posting Preview.
  • Approve the requisition by selecting Approve Job Requisition or changing the requisition save settings.
• The Route Map displays the approval workflow, approval is not required for part-time mass recruitment.
  • You can access the Job Profile/Job Description page by clicking on "View Job Profile."
  • It is divided into various sections, such as Basic Details, Organizational Details, Job Details, and Recruiting Team Details,. The majority of the fields are read-only as they are populated from the Position.

Key fields to reviewing on the Job Requisition

• Quick Apply: The Quick Apply feature will be ON by default for all Part Time requisitions to streamline the candidate application process.
• Internal and External Job Titles: Populated from the Position Org Chart, users can also update the external job title to be more generic.
• Vacancies: Indicates the number of candidates for the requisition.
• Position Code: Shows the position you are hiring the person to.
• Contract Term: Recruiters can select an optional Contract Term if required for part-time roles.
• Recruitment Justification: This is a required field to indicate why we have created this Requisition and to justify the Recruitment.
• After reviewing and updating Job Information: Access Job Profile by selecting Job Profile Details and the Accessing Job Profile page.
• Review/Updating Job Profile allows for a recruiter to edit the Job Summary.
• To update, follow these steps:
  • Double-click on the content of Job Summary to open the edit window.
  • After making your edits, scroll down and click "Save."

Approving a Job Requisition

• To approve, follow these steps after review:
  • Click on Actions
  • Select Approve Job Requisition
  • After selecting action, click Approve Job Requisition after confirmation

Posting Job Requisitions

• Even though you have access to other posting options, Recruiters or Personnel Admins can post the job to the External Career Site privately once the Job Requisition is Approved For retail recruitment, users should always post using the External Private Posting so that the job requisition is posted privately for external candidates. Once the job is posted privately, a URL is generated, which can be shared with an interested external candidate or generate a QR code for interested walk-in candidates to scan
• Users can leverage the following steps to complete External Private Posting
  • You can navigate to job postings page of the requisition using one of the following two options navigatiting from the Recruiting Dashboard or accessing it via the Job Requisition Details Page
• To complete the post follow the remaining steps
  • Mouse over Job Requisition Title
  • Select Job Postings, then choose the Posting Start Date, Post End Date (Optional), or Post Job button
  • To copy the URL click on the Copy Icon beside External Private Posting. To Remove Job Posting, click on Remove Post Button
  • These options are not applicable to Retail
• Posting to the HKJC external career site, internal career, or private internal post requires a URL to be generated so it can be shared

Generating QR Codes for Job Ads

• Generating QR code for each job posting is an efficient measure that caters candidates applying for part-time jobs for retail walk-in to recruitment job fairs or directly to retail branch.
• The codes are stored electronically and displayed physically.
• It provides candidates to complete their job application.
  • First, navigate to QR Code Generation Page
  • Navigate to Home > Recruiting
  • 2. Click Source Tracker
  • Select Campaign URL Builder Then, generate the QR Code
  • Paste the Private Job Posting URL to URL field
  • Click Generate Short URL button
  • Click Generate QR Code Button View & Save QR Code You can have the system generate a new QR code for sharing on social networks

Candidate Application

• For part-time hiring, the candidate will engage with a recruiter or representative at the recruiting event.
• The administrator can then present the relevant QR codes for the desired job posts.
• The candidate can then scans the code and submit their application with the quick-apply feature that allow an email and a password to be created.

The candidates can review the Job Description when using Quick Apply

• Candidates can enter their email and set a password for future logins.
• Candidates can provide their availability and previous work experience.
• Candidates must complete the Declaration and accept the data privacy statement.
• Candidates then submits their application.

Recruiter must Process Candidate Applications

• To accomplish this follow these steps

  • Navigate to Home and select the requistion title you are interest in then select candidate summary Once you access Talent Pipeline, you can follow below steps to access candidate applications

• Click View active candidates/View all Candidates to view all candidates

  • Select a status in pipeline to view candidates in a specific status (Example: New Application)

• View the Candidate Contact and Application Details To progress through the application, recruiters can add in comments to track feedback and progress

• As the canidates progress the recruiter can change the status using the following options: From Application or Talent Pipeline page. Only moving them to the next available status/statuses.

Candidate Application Progresses

• In a new application, a candidate submits an application, if they meet basic requirements of the job, they can move to the screening in progress status.
• If the candidate is selected to take an interview, they will move to an interview 1 status.
  • From the previous action, interviews can be assigned and results completed.

The candidate has now applied. To send for additional information, the recruiter sends a request for information. Once completed if eligable and approved, the candiate can then generate the letter of offer

For all the next steps, consult with HR is need be.

The HR team can take the ready for hire canadiate and collect all infomation as well as complete any onboarding tasks

Close and Reopen Requisitions

Two options: First, after the canidates fill out there required information, the admin decides to hire or not. The target is achieved to the "Ready to hire" to allow for closure of the job requisition Second, the status for a canidate can be updated with "Filled/ Cancelled" on order to met the requistions.