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Manage vacant positions, requisitions and onboarding approvals

Updated

Hiring the right people starts with a structured process for requesting, approving, and managing roles. This streamlines workforce planning and reduces repetitive manual tasks for both managers and admins.

Employment Hero’s Vacancies & Requisitions feature supports recruitment processes from the posting of vacancies to the approval of new employee onboarding. This article explains the multiple uses of the feature, such as how managers can submit and track requisitions with various progress statuses (Requested, Vacant, and Filled) and admins can oversee vacancies and approvals.

 

 

Manage Vacancies

Available for the following Employment OS plan: Elite, Unlimited
Available for the following HR classic plan: Platinum
Available for the following user access level: Admin, users with Vacant Positions Permissions

Helpful Hint

Vacant positions are automatically created and updated based on requisition actions, but you can manually create a vacant position by using the steps below.

Create a vacant position
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Vacant Positions tab.
    click on the vacant positions tab
  5. Click the Create Vacant Position button.
    click on the create vacant position button
  6. In the Create New Vacant Position side panel, enter the following:
    • Position type - new or backfill
    • Populate details based on an employee
    • Position/Job title
    • Position code (optional)
    • Position type
    • Employment type
    • Employing entity
    • Location
    • Team
    • Primary manager
    • Secondary manager
    • Position start date
    • Pay rate - salary or hourly rate
    • Frequency
    • Actual weekly hours
    • FTE weekly hours (see this article for more information on FTE)
    • Effective pay rate (100%)
    • Frequency
    • Ordinary work day
  7. Click the Save button.
    click on save to create a vacant position
Create a job from a vacant position
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Vacant Positions tab.
    click on the vacant positions tab
  5. Click the three dots (...) button on the vacant position for which you want to create a job.
    click on the 3 dots of the vacant position for which you want to start recruiting
  6. Click on Start Recruiting.
    Click on start recruiting
  7. Under Job Details, add the following details:
    • Job title
    • Industry standard job title (optional)
    • Industry
    • Team (optional)
    • Country
    • City
    • Job Type
    • Employee working hours
    • Experience
    • Available positions (optional)
    • Workplace type
    • Job description (minimum length 150 characters)
    • Pay rate
    • Frequency
    • Recruiter's email address
    • Hide salary - tick Yes or No.&
  8. Under Screening Questions, add the following details:
    • Select template (optional) - for more information about templates, see this article
    • Click on Add a question to write a new screening question.
  9. Under Hiring Details, add the following details: 
    • Select hiring process
    • Click on Save, then click Continue.
  10. Under Team Members, add the following details:
    • Add a Hiring Manager (optional).
    • Click Save and Continue.
  11. Under Find Candidates, add the following details:
    • Select the job boards to which you want to post your job ad.
    • Click on Save and Continue.
    • To not post the job ad to job boards, click on Don't post to job boards. 
Fill a vacant position
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Vacant Positions tab.
    click on the vacant positions tab
  5. Under Actions, click the three dots (...) button beside the vacancy that you wish to edit.
  6. Click the Mark as filled button.
    screenshot of the vacant positions page, highlighting the three dots and mark as filled buttons
  7. In the Mark This Vacant Position as Filled side panel, choose the employee you need.

  8. Click the Save button.
    screenshot of the mark position as filled side panel, highlighting the employee and save buttons

    Helpful Hint

    Please note that marking the vacant position as filled will remove it from the organisation chart and workforce planning reports.

Edit a vacant position
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Vacant Positions tab.
    click on the vacant positions tab
  5. Under Actions, click the three dots (...) button.
  6. Click the Edit button.
    screenshot of the vacant positions page, highlighting the three dots and edit buttons
  7. In the Edit Vacant Position side panel, update the information you need.
  8. Click the Save button.
    Click on Save for the new side modal to edit a vacant position
Delete a vacant position
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Vacant Positions tab.
    click on the vacant positions tab
  5. Under Actions, click the three dots (...) button.
  6. Click the Delete button.
    screenshot of the vacant positions page, highlighting the three dots and delete buttons
  7. In the confirmation pop up, click the Delete button.
    screenshot of the delete confirmation popup, highlighting the delete button
Back-fill an offboarding employee's job
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the People list option.
  4. Click on the employee whom you are offboarding. 
  5. Click on Start Offboarding.
    click on start offboarding on employee profile
  6. Fill in the following details in the pop up screen:
    • Termination date
    • Termination type
    • Reason
    • Comment (optional)
    • Would you consider this personnel for rehire?
    • Would you like to create a vacant position? - click on Yes.
      off board employee modal
  7. Click on Terminate.
  8. Fill in the following details in the pop up screen:
    • Populate from an existing employee or position
    • Position/job title
    • Position code (optional)
    • Position type
    • Employment type
    • Employing entity
    • Location
    • Teams (optional)
    • Primary manager
    • Secondary manager
    • Position start date
    • Salary or Hourly Pay
    • Pay rate (100%)
    • Actual weekly hours (optional)
    • FTE weekly hours 
    • Effective pay rate
    • Ordinary work day
      confirm detail of new vacant position modal
  9. Click on Save.

Helpful Hint

If you now navigate to People > Vacancies and Requisitions > Vacant Positions, you will see the role created from the offboarded employee.

Auto-create a vacant position

When a new requisition is created, a linked vacant position will be automatically created, as vacant positions are automatically created and updated based on requisition actions.

Vacant Position Status Description Available actions 
Requested A new requisition has been submitted for approval View requisition
Vacant A requisition has been approved, and hiring can begin

Edit position details

Fill with employee 
Filled A candidate has been hired, and the position is no longer vacant  

Manage Requisitions

Available for the following Employment OS plan: Elite, Unlimited
Available for the following HR classic plan: Platinum
Available for the following user access level: Manager

Important

Managers cannot manage requisitions unless they have Permissions enabled.

Create new employee request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click the + Add new requisition button.
    addnew01.jpg
  6. Complete the following:
    • Position type - new or backfill
    • Populate details based on an employee
    • Position/Job title
    • Position code (optional)
    • Position type
    • Employment type
    • Employing entity
    • Location
    • Team
    • Primary manager
    • Secondary manager
    • Position start date
    • Pay rate - salary or hourly rate
    • Frequency
    • Actual weekly hours
    • FTE weekly hours (see this article for more information on FTE)
    • Effective pay rate (100%)
    • Frequency
    • Ordinary work day
  7. Click the Save button.
    add new requisition then click on save in the bottom right hand side of the screen

Helpful Hint

This will automatically create a new vacant position under the Vacant Positions tab.

Approve a new employee request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click the three dots (...) button beside the requisition you wish to edit.
  6. Click the   View button.
    viewrequisitions01.jpg
  7. Click the Approve button. 
    approve.jpg
  8. Enter a comment and click the Submit button.
    approvereason.jpg
Withdraw a new employee request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click the three dots (...) button beside the requisition you wish to edit.
  6. Click the Withdraw button.
    viewrequisitions.jpg
Decline a new employee request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click the three dots (...) button beside the requisition you wish to edit.
  6. Click the   View button.
    viewrequisitions01.jpg
  7. Click the Decline button. 
    decline.jpg
  8. Enter a comment and click the Save button.
    declinereason.jpg

Helpful Hint

If a requisition is declined, then it will be removed from the Requisitions tab.

Onboard a new employee request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click the Actions   button.
  6. Click the   Onboard button.
    onboardrequisitions.jpg
View a new employee request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click the Actions   button.
  6. Click the   View button.
    viewrequisitions01.jpg
Copy a new employee request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click the Actions   button.
  6. Click the   Make a Copy button.
    makecopy01.jpg
  7. Click the Save button.
    save.jpg
Delete a new employee request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click the Actions   button.
  6. Click the Delete button.
    requisitionactions.jpg
Create requisition from recently vacated position
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab. Click on requisitions tab.png
  5. Click on + Add new requisition.
    Click on add new requisition
  6. In Requisition type, choose Backfill from the drop-down list.
    in requisition type - choose backfill from the dropdown menu
  7. In Which position or employee is being backfilled? choose from the drop-down menu.
    which position or employee is being backfilled choose from the dropdown menu
  8. Click on Save.
Export your requisitions
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Requisitions tab.
    click on the requisitions tab
  5. Click on Export. 
    click the export button in the top right to export your requisitions 

Manage Onboarding Approvals

Available for the following  Employment OS  plan: Elite, Unlimited
Available for the following  HR classic plan: Platinum 
Available for the following user access level: Admin, Users with Create Onboarding Approvals permission custom settings   

Create an onboarding approval request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Onboarding Approvals tab.
  5. Click the Create Onboarding Approval button.

  6. Fill out the onboarding form details.

    Helpful Hint

    If your user account has direct onboarding permissions disabled, you will only see an indication that you are strictly creating an onboarding approval request.

  7. Link to a requisition by utilising the Link to Requisition drop-down menu (optional).

    Helpful Hint

    If a requisition is selected, its corresponding fields will populate automatically. If no requisitions are assigned or available to your user profile, this selection cannot be completed.

  8. Click the Save button.

Important Information regarding General Permissions

Owners and admins have implicit access to this capability. Managers and other personnel can be granted custom access within Workforce Planning general security settings:

  • Create Onboarding Approvals: Allows users to construct and submit onboarding requests for approval.
  • Onboarding Approval Management: Grants users authorisation to approve or decline incoming submission requests.
Approve an onboarding request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Onboarding Approvals tab.
    click on the onboarding approvals tab
  5. Click the Actions   button.
  6. Click the   View button.
    viewrequest.jpg
  7. Click the Approve button. 
    approverequest.jpg
Withdraw an onboarding request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Onboarding Approvals tab.
    click on the onboarding approvals tab
  5. Click the Actions   button.
  6. Click the Withdraw button.
    withdrawrequest (1).jpg
  7. Enter in the name shown on your screen and then click the Submit button.
    withdrawreason.jpg
Decline an onboarding request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Onboarding Approvals tab.
    click on the onboarding approvals tab
  5. Click the Actions   button.
  6. Click the   View button.
    viewrequest.jpg
  7. Click the Decline button. 
    declinerequest.jpg
  8. Enter a comment and click the Submit button.
View an onboarding request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Onboarding Approvals tab.
    click on the onboarding approvals tab
  5. Click the Onboarding Approvals submenu.
  6. Click the Actions   button.
  7. Click the   View button.
    viewrequest.jpg
Delete an onboarding request
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Onboarding Approvals tab.
    click on the onboarding approvals tab
  5. Click the Actions   button.
  6. Click the   Delete button.
    deleterequest.jpg
Export your onboarding approvals
  1. Log in to Employment Hero.
  2. Click the People option on the left-hand side menu.
  3. Click the Vacancies & Requisitions option.
  4. Click on the Onboarding Approvals tab.
    click on the onboarding approvals tab
  5. Click on Export. 
    click on the top right hand side export to export your onboarding approvals 

Definitions

Definitions
Owner Owner of the business, and they have the same access as admin.
Admin Administrator access to the whole platform and no restrictions.
Requestor's manager The primary manager of the employee requesting the employee requisition.
Head of employee's team You can assign a team leader from within the Teams Settings feature. If you do not assign a leader, we will automatically approve the request.
Head of a Specific Team You can assign a team leader from within the Teams Settings feature. If you do not assign a leader, we will automatically approve the request.
Specific Person Specific person you would like to select from the employee list to approve the request.

Further information

How can I see which position an employee has filled?

Currently, only vacant positions are visible from the Vacant Positions page. These act as a placeholder for your business while there is no employee available.

Why do I not see the option to fill a vacant position when onboarding?

The option to fill a vacant position when onboarding a new employee will only appear if you have an existing vacancy within your business. Try creating a vacant position first and then onboarding your new employee.

  Don't have access to this feature? Contact our friendly sales team here if you​ would like to upgrade your account to gain access to Request Management with Employment Hero today.

Explore related content

  • Run a workforce planning report This feature lets you view, track, and report on the number of vacant positions you have within your business over time.
  • Workforce snapshot report This feature lets you see three key statistics about your organisation: gender, employment status, and employee age breakdowns.
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