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Manage your organisation's open recruitment roles

Updated

Available for the following plans: Lite, Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll
Available for the following HR plans: Standard, Premium, Platinum
Available for the following User Access levels: Admin    

The Recruitment Management feature allows you to manage the open roles you are recruiting for. You can edit your screening questions and evaluation questions, enable AI recruitment agents, manage comments, assign hiring managers, and more.

Daily activities

Filter the roles shown
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. You can use the Search field to find a specific role.

  5. You can also use the following filters:

    • Status
    • Teams
    • Country
    • Type

    Helpful Hint

    The filters you set here will be preserved even when you go to other areas of the platform or log out. This means you do not have to enter the same filters every time to view the roles you usually need to view.

    screenshot of the jobs page, highlighting the filter options

Edit job details

Warning

The platform will not automatically repost any details you make to your job ad within the HR platform to your chosen job board. So, after making any updates within the HR platform to a job ad, you must manually repost these updates out to your chosen job board provider. To see the details on whether reposting your job ad will incur a fee from your job board provider, refer to the following article.

  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   button.
  5. Click the Edit Job Details button.
    screenshot of the jobs page, highlighting the three dots and edit job details buttons for a role
  6. Click the Role Details tab.
  7. Make the required changes and click the Update button.
    screenshot of the job details page, highlighting the save button
Update the hiring process

Important

You can only update the hiring process if all your candidates are on the new stage.

  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the Edit Role Details button.
    screenshot of the jobs page, highlighting the three dots and edit job details buttons for a role
  5. Click the Hiring Process tab.
  6. Select the required hiring process from the Select Hiring Process drop-down.
  7. Click the Save button.
    screenshot of the hiring process tab, highlighting the save button

Enabling the Shortlisting Agent

Enable the Shortlisting Agent for a job

The Shortlisting Agent is an AI assistant built into the Recruitment module. It automatically evaluates every candidate who applies for an active, published job. You set up your must-have criteria when you build the Ideal Candidate Profile during job creation, and the agent does the rest. 

To learn how to set up the Ideal Candidate Profile, please refer to this article: Create and post a job.

  1. Click Recruitment in the left-hand side menu.
  2. Click the Recruitment submenu.
  3. Click the role you need. Note that the Shortlisting Agent can only be enabled for active, published jobs.
  4. Click the three dots button (...) around the upper right-hand corner of your screen.
    Screenshot highlighting the three dots button for a job ad
  5. Click Edit hiring process.
  6. In the New stage, toggle the switch button on for Shortlisting Agent. The feature is enabled if it is purple.
  7. You will see the following:
    • Shortlist when: All must-have criteria are met.
    • Auto-advance: To the next stage in your hiring process.
    • Candidate outreach: Candidates with a missing must-have will receive an SMS from the agent. When the candidate requests a callback, the agent calls them. 1 credit is used for every successful call.
  8. (Optional) In the Budget field, you can set how many credits you will allot for this particular job.
    • After editing the budget, click the Update button.

When you turn the agent on, it immediately assesses all candidates currently sitting in the New stage. Note that the assessment itself is free. A credit is only used if the agent places a call to a candidate. Auto-advancing candidates who meet all criteria cost nothing.

To learn more about the Shortlisting Agent, please refer to this article: AI-powered Shortlisting Agent.

Disable the Shortlisting Agent for a job

  1. Click Recruitment in the left-hand side menu.
  2. Click the Recruitment submenu.
  3. Click the role you need. Note that the Shortlisting Agent can only be enabled for active, published jobs.
  4. Click the three dots button (...) around the upper right-hand corner of your screen.
    Screenshot highlighting the three dots button for a job ad
  5. Click Edit hiring process.
  6. In the New stage, toggle the switch button off for Shortlisting Agent. The feature is disabled if it is grey.

Managing roles

Close a role
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   button.
  5. Click Close Job from the drop-down menu.
    screenshot of the jobs page, highlighting the three dots and close this job buttons for a role
  6. Click Confirm.
    screenshot of the close the job popup, where you need to click the confirm button
Reopen a role
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   button.
  5. Click the Reopen Job from the drop-down menu.
    screenshot of the jobs page, highlighting the three dots and reopen job buttons for a role
  6. Click Confirm.
    screenshot of the open the job popup, where you need to click the confirm button
Copy a role

Helpful Hint

This feature will copy both the job details and the hiring process.

  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   button.
  5. Select Copy this Job from the drop-down menu.
    screenshot of the jobs page, highlighting the three dots and copy job buttons for a role
  6. Click the Copy button.
    screenshot of the copy the job popup, where you need to click the copy button
Delete a role
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Select Delete this Job from the drop-down menu.
    screenshot of the jobs page, highlighting the three dots and delet this job buttons for a role
  5. Click the Delete button.
    screenshot of the delete confirmation popup, where you need to click the delete button

Managing comments

Add a comment
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs a comment manually added.

  5. Write the required comment and click the   button.

    Helpful Hint

    Typing @ into the text field, followed by an employee's name, will tag that employee in the message. Messages do not have a limit on the number of employee tags, so there is no limit to how many employees it can include.

    screenshot of the job role, highlighting the comment box

Edit a comment
  1. Click the  Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs a comment edited.
  5. Click the   button.
  6. Click the   Edit button.
    screenshot of the job role, highlighting the three dots and edit buttons for a comment

  7. Make the required changes and click the Save button.

    Helpful Hint

    Typing @ into the text field, followed by an employee's name, will tag that employee in the message. Messages do not have a limit on the number of employee tags, so there is no limit to how many employees it can include.

    screenshot showing the edited comment

Delete a comment
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs a comment deleted.
  5. Click the   button.
  6. Click the   Delete button. 
    screenshot of the candidate profile, highlighting the three dots and delete buttons for a comment
  7. Click the Delete button.
    screenshot of the delete confirmation popup, highlighting the delete button

Invite the hiring team

Invite the hiring team
  1. Go to Recruitment > Click the Recruitment submenu.
  2. In the Jobs tab, select the job you want to add the hiring team to and click the   button. 
  3. Select the " Invite Hiring Team" button from the dropdown menu.
    invite-hiring-team.png
  4. To complete the Invite hiring team page, follow these instructions: 
Screenshot 2026-08-07 at 6.58.44 PM.png

Assign Hiring Managers

  1. Click the Hiring managers (Optional) drop-down menu.
  2. Select or search for the employee(s) you wish to assign as hiring managers.
  3. Click Save beneath the Hiring Managers section.
    Note: Hiring managers can review and manage all aspects of the job (from editing job details to moving candidates through the hiring process), except posting to job boards.

Assign Collaborators by Hiring Stage

  1. Locate the Collaborators section.
  2. For each relevant hiring stage (In Review, Phone Screen, Assessment, Interview, Background Check, Offered), click the Select... drop-down menu.
  3. Select the employee(s) who will be collaborating during that specific stage.

  4. Click Save at the bottom right corner of the page.

    Note: Collaborators will have access to review and leave comments on candidate applications only within the hiring step(s) they are assigned to.
     

Delete a hiring manager or collaborator
  1. Go to Recruitment > Click the Recruitment submenu.
  2. In the Jobs tab, the job you want to add the hiring team to and click the   button. 
  3. Select the "Invite Hiring Team" button from the dropdown menu.
    invite-hiring-team.png

  4. In the hiring managers dropdown, or collaborators section, click the x next to their name to remove the person from the hiring team. 

    delete-hiring-manager.png

Further information

Information imported from a job application
Information. Notes.
Name.  
Email.  
Phone number.  
Attachment. If we are pulling the attachment from a job board application, then there is no limit. However, for a manually added candidate, there is a limit of three files.
How do I get the most out of this feature?
  • Filters are pre-set to show active roles in all teams and countries. Simply click a filter to change your results.
  • Once you use a role or country within a role, it will appear within the relevant filter.
  • You can search for a role using the Search field.
  • You can sort roles by role title or creation date using the   on-the-table header.
  • You can see all the candidates within a role by clicking the Role title.
  • To view more options, select the   button next to the roll of your choice.
  • The Role Overview page shows the latest status changes made to a role, such as the creator, close date, and who reopened the role and when.
  • The Edit Role feature allows you to update the job details, change the hiring process, add hiring managers and/or collaborators; edit and/or repost a role, or post a role to a job board.
  • The Close Role feature allows you to end a role and updates the Role Overview page.
  • The Copy Role feature allows you to copy the job details and hiring process of a current role.
  • The Delete Role removes a role completely from the Recruitment Module.
What data do we copy over when you onboard an employee?

We will copy over the following information:

  • Personal email auto-fills from candidate profile.
  • Team auto-fills from the team listed in the role details.
  • Candidate documents sync to the new employee's uploaded documents, for example, their resume, and cover letter.
Can I set up automatic replies for ‌candidates applying?

As soon as the candidate has applied for a role, they will receive an automatic system-generated email notification, confirming their job application has been received. It is similar to the standard emails that other job board platforms like Seek and Indeed utilise. Unfortunately, there are no platform settings associated with this and the email notification is not customisable at this stage.

How do I close a job ad without closing the job itself?

In some cases, you may want to take down the job ads without actually closing the job itself in the platform. For example, you may have already offered the role to a candidate but they have not yet accepted, so you don't wish to disqualify all other candidates yet.

  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the job that requires the job ad to be taken down.
  5. Click the Edit Job   icon.
  6. Click the Adverts tab.
  7. Click the Close Job Ads button.
    Screenshot of job screen, highlighting close job ads button

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