Step 1: Master Data Configuration

Create Saudi Banks: Navigate to Contacts → Configuration → Bank Accounts
• Add Saudi banks: Al Rajhi Bank, Saudi National Bank, Riyad Bank, etc.
• Assign External IDs for integration purposes

Configure Saudi Cities: Go to Contacts → Configuration → Localization → Fed. States
• Create cities: Riyadh, Jeddah, Mecca, Medina, Dammam, Taif
• Set country as Saudi Arabia with proper codes
• Add External IDs for each city

Setup Job Positions: Recruitment → Configuration → Job Positions
• Create positions: Crowd Management Officer, Guest Services, Logistics Coordinator
• Assign each job to appropriate department
• Add External IDs for tracking

Create Departments: Employees → Configuration → Departments
• Operations, Customer Service, Logistics, IT, Medical Services, etc.
• Each department gets unique External ID

Employment Status: Recruitment → Configuration → Employee Status
• Employed, Unemployed, Student, Self-Employed, Contract Worker

Step 2: Create Application Announcements

Navigate to Settings: Recruitment → Configuration → Application Announcements

Create Announcement:
• Name: "HAJ Operations Recruitment 2025"
• Code: HAJ-2025-1 (unique identifier)
• External ID: 5001 (for integration)
• Start Date: 01/01/2025
• Close Date: 31/03/2025

Define Terms & Conditions:
• Minimum age requirements
• Iqama validity requirements
• Educational qualifications
• Experience criteria
• Medical examination requirements

Add Notes & Description:
• Interview locations and schedules
• Contact information
• Available positions list
• Salary range and benefits
• Contract duration details

Automatic Status: System auto-calculates announcement status
• 🟡 Draft - Before start date
• 🟢 Open - Between start and close dates
• 🔴 Closed - After close date

Step 3: Create Applicant Records

Open Recruitment Module: Recruitment → Applicants → Create

Basic Information (Application Tab):
• Subject/Application: "Application for Crowd Management Officer - Ahmed Al-Mansour"
• Applicant Name: Full legal name
• Email & Mobile: Contact information
• Applied Job: Select position (department auto-fills)
• Expected Salary: SAR amount

IPMC Details Tab - Iqama Section:
• Residential Number: 10-digit Iqama number (e.g., 2451234567)
• Expiry Date: Select date (triggers status calculation)
• Iqama Status: Auto-calculated badge
  → Valid (>90 days to expiry)
  → Expiring Soon (≤90 days)
  → Expired (past expiry date)
• Residential Source: Select Saudi city (Mecca, Riyadh, etc.)
• Nationality: Select country (Saudi Arabia, Pakistan, India, etc.)
• Gender: Male/Female

Personal Information:
• Date of Birth: Select date (age auto-calculates!)
• Age: Computed field showing current age
• Address: Residential address in KSA

Validation Triggers:
❌ Birth date in future → Error message
❌ Age less than 18 → "Applicant must be at least 18 years old!"
❌ Expired Iqama → "Iqama has already expired! Please renew before applying."

Step 4: Education & Employment Details

Education Details:
• Degree: Select from Bachelor's, Master's, High School, Diploma, PhD
• Speciality: Field of study (Business Administration, Computer Science, Nursing, etc.)

Employment Information:
• Employment Status: Employed/Unemployed/Student/Contract Worker
• Years of Experience: Total work experience (integer)
• Current Employer: Company name (e.g., "Saudi Aramco")
• Work Place: Location of current/last job

HAJ Experience Section (Unique Feature!):
• Years in HAJ: Number of HAJ seasons worked (0-20)
• Job Title in HAJ: Select position (Crowd Management, Medical Support, etc.)
• Party Name: Organization name
  → Ministry of Hajj and Umrah
  → IPMC (Indian Pilgrims Management Committee)
  → Tawafa Organization
  → Saudi Red Crescent

Why HAJ Experience Matters:
✅ Shows candidate understands pilgrimage operations
✅ Proven ability to work in high-pressure environments
✅ Familiarity with crowd management protocols
✅ Experience with diverse international visitors

Step 5: Multi-Level Job Preferences (Unique Feature!)

Application Information:
• Announcement: Select "HAJ Operations Recruitment 2025"
• Chosen Work Place: Select preferred city (Mecca, Riyadh, Jeddah, etc.)

First Job Preference:
• First Desired Job: Select "Crowd Management Officer"
• First Desired Department: ✨ AUTO-FILLS! → "Operations Department"

Second Job Preference (Backup Option):
• Second Desired Job: Select "Guest Services Representative"
• Second Desired Department: ✨ AUTO-FILLS! → "Customer Service Department"

Third Job Preference (Alternative):
• Third Desired Job: Select "Logistics Coordinator"
• Third Desired Department: ✨ AUTO-FILLS! → "Logistics Department"

Smart Auto-Fill Technology:
When you select a job position, the system:
1️⃣ Triggers onchange method automatically
2️⃣ Fetches department from job position record
3️⃣ Populates department field instantly
4️⃣ Prevents manual selection errors
5️⃣ Saves time and improves data accuracy

Benefits of Multi-Job Preferences:
✅ Shows candidate flexibility
✅ Increases placement chances
✅ HR has multiple options per applicant
✅ Reduces re-application rates
✅ Better workforce planning

Step 6: Financial Data & IBAN Validation

Bank Information:
• Bank Name: Select from Saudi banks (Al Rajhi, SNB, Riyad Bank, etc.)
• IBAN Number: Enter Saudi IBAN

Saudi IBAN Format Validation:
SA + 22 digits = 24 characters total

Valid IBAN Examples:
✅ SA0380000000608010167519
✅ SA1234567890123456789012
✅ SA4420000001234567891234

Invalid IBAN Examples:
❌ SA123 (too short)
❌ AE123456789012345678 (not Saudi - wrong prefix)
❌ 1234567890 (missing SA prefix)
❌ SA12345 (incorrect length)

Validation Process:
When IBAN is entered, system:
1️⃣ Removes spaces automatically
2️⃣ Converts to uppercase
3️⃣ Checks if starts with "SA"
4️⃣ Verifies total length is 24 characters
5️⃣ Shows error if validation fails:
   "Invalid IBAN format! Saudi IBAN should start with SA followed by 22 digits."

Why IBAN Validation Matters:
✅ Ensures accurate salary transfers
✅ Prevents payment failures
✅ Complies with Saudi banking standards
✅ Reduces administrative errors

Step 7: Document Upload & Management

Required Documents:

1. CV/Resume:
• Upload applicant's curriculum vitae
• Supported formats: PDF, DOC, DOCX
• File stored as binary in database
• Filename displayed for easy identification

2. IBAN Authorization Image:
• Bank certificate or IBAN letter
• Bank statement (first page showing IBAN)
• Photo of bank card (if IBAN visible)
• Required for salary transfer setup
• Formats: PDF, JPG, PNG

3. Profile Picture:
• Professional passport-size photograph
• Recent photo (within 6 months)
• Clear face visible, light background
• Displays as circular avatar in form
• Formats: JPG, PNG
• Recommended size: 300x400 pixels minimum

Document Storage:
• Secure binary field storage
• No external file system required
• Integrated with Odoo database
• Easy download and view options
• Protected by user access rights

Step 8: Instructions & Terms Agreement

Instructions and Conditions Tab:
Applicants review and agree to employment terms

Sample Declaration:
I hereby declare that: 1. All information provided is true and accurate 2. I understand this is a temporary/permanent position 3. I agree to undergo medical examination if required 4. I accept the terms and conditions of employment 5. I am available to start on the mentioned date 6. I will provide original documents during interview Special Conditions for HAJ Positions: - Available for entire HAJ season (3 months) - Willing to work long hours during peak days - Can handle physically demanding work - Comfortable working in crowd environments Signed: Ahmed Al-Mansour Date: 15/01/2025
Final Review Before Save:
• All mandatory fields filled (marked with *)
• Validations passed (age, Iqama, IBAN)
• Documents uploaded
• Terms agreed
• Ready for HR review

Complete Application Lifecycle

End-to-End Recruitment Process:

📢 Step 1: Announcement Created HR creates job announcement with dates, terms, available positions Status: Draft → Open → Closed (auto-calculated) ↓ 📝 Step 2: Applicant Submits Application Complete form with personal, Iqama, education, employment details System validates: Age ≥18, Iqama not expired, IBAN format correct ↓ 🔍 Step 3: Automatic Calculations Trigger Age computed from birth date Iqama status calculated (Valid/Expiring/Expired) Departments auto-filled from job selections ↓ ✅ Step 4: Validations Execute Birth date not in future Age minimum 18 years Iqama not expired (if provided) IBAN format: SA + 22 digits ↓ 💾 Step 5: Application Saved All data stored in Odoo database Documents uploaded as binary fields External IDs tracked for integration ↓ 📊 Step 6: HR Reviews Application View complete applicant profile Check HAJ experience (if applicable) Review 3 job preferences Verify documents and qualifications ↓ 📞 Step 7: Interview Process Schedule interviews Assign interviewers Update application stage Add notes and evaluations ↓ ✨ Step 8: Hiring Decision Accept/Reject with reasons Make salary offer Send offer letter Convert to employee (if hired) ↓ 🎉 Step 9: Onboarding (If Hired) Create employee record Setup bank transfer (IBAN) Assign to department Issue Iqama tracking (for expats)

Key Benefits & ROI

✅ Compliance & Regulation:
• Ensures Saudi labor law compliance
• Tracks Iqama validity for legal requirements
• IBAN validation prevents payment errors
• Complete audit trail for government inspections

✅ Efficiency & Time Savings:
• Auto-calculations eliminate manual work
• Department auto-fill saves 30 seconds per applicant
• Smart validations prevent data entry errors
• For 100 applicants = 50+ minutes saved monthly

✅ Better Hiring Decisions:
• HAJ experience clearly identified
• Multiple job preferences increase placement success
• Complete applicant history in one place
• Age and qualification auto-verification

✅ Specialized for Saudi Market:
• Only module with Iqama tracking feature
• HAJ experience management (unique!)
• Saudi bank IBAN integration
• Multi-city workplace selection

✅ Data Integration:
• External IDs on all master data
• Easy import/export of applicant data
• Integration with payroll systems
• Migration from legacy systems supported

✅ Multi-Company Support:
• Perfect for recruitment agencies
• Manage multiple clients separately
• Data segregation by company
• Consolidated reporting available

Getting Started

1. Install Module: Go to Apps → Search "IPMC Recruitment" → Install
2. Install Dependencies: Ensure hr_recruitment module is installed
3. Setup Master Data: Configure Banks, Cities, Departments, Jobs
4. Create Employment Status: Add status options (Employed, Unemployed, etc.)
5. Configure Degrees: Setup education levels if needed
6. Test with Sample Data: Create a test applicant to verify setup

Master Data Setup

1. Saudi Banks: Contacts → Configuration → Bank Accounts
   Add: Al Rajhi Bank, Saudi National Bank, Riyad Bank, Al Ahli, Alinma, etc.
2. Saudi Cities: Contacts → Configuration → Localization → Fed. States
   Add: Riyadh, Jeddah, Mecca, Medina, Dammam, Taif with External IDs
3. Departments: Employees → Configuration → Departments
   Add: Operations, Customer Service, Logistics, IT, Medical Services, HR, Finance
4. Job Positions: Recruitment → Configuration → Job Positions
   Create positions and assign to departments (enables auto-fill feature)
5. Employment Status: Recruitment → Configuration → Employee Status
   Add: Employed, Unemployed, Student, Self-Employed, Contract Worker

Creating Announcements

• Navigate: Recruitment → Configuration → Application Announcements
• Click Create: Add new announcement
• Fill Details: Name, Code, External ID, Start/End dates
• Add Terms: Requirements, qualifications, conditions
• Add Notes: Interview details, contact info, schedules
• Description: Available positions, salary range, benefits
• Save: Status auto-updates based on dates

Managing Applicants

• Create Applicant: Recruitment → Applicants → Create
• Application Tab: Basic info, applied job, contact details
• IPMC Details Tab: Saudi-specific fields
  • Iqama Details (Number, Expiry, Source, Status)
  • Personal Info (DOB, Age, Address)
  • Education (Degree, Speciality)
  • Employment (Status, Experience, Employer)
  • HAJ Experience (Years, Job Title, Party Name)
  • Job Preferences (3 choices with auto-fill)
  • Financial Data (Bank, IBAN)
  • Attachments (CV, IBAN Image, Photo)
• Instructions Tab: Terms agreement and declarations
• Save: System validates and calculates auto-fields

Data Validation Features

• Age Validation: Minimum 18 years required (computed from birth date)
• Iqama Expiry: Prevents submission if Iqama already expired
• IBAN Format: Validates Saudi format (SA + 22 digits)
• Date Ranges: Birth date cannot be in future
• Auto-Calculations: Age, Iqama status computed on save
• Department Auto-Fill: Populates when job selected

User Access Rights

• Recruitment Managers: Full access to all applicants and configuration
• Recruitment Users: Can create and view assigned applicants
• HR Managers: Full access including reports and analytics
• Employees: View only access (if needed)
• Multi-Company: Users see only their company's applicants
• Security: Model-level access controls via ir.model.access.csv