How do I manage my organisation's open recruitment roles via the HR platform?

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 roles you are recruiting for by editing, changing, and deleting roles. The feature also allows you to close roles when required.

Important

For information about how to manage job openings and the candidates who have applied for roles, refer to the following articles:

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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
View the job board integration status
  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 Job Boards tab.

    Helpful Hint

    You will now see the job boards you have posted the job on, the status of the posting, and how many candidates have applied for the opening. You can also hover over the   to see if any error messages have triggered.

    screenshot showing the job boards tab
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

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 screening and evaluation questions

Resend screening questions: In bulk
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs screening questions sent again.
  5. Select the desired candidates.
  6. Click the Bulk Actions button.
  7. Click the Resend Screening Questions button.
Resend screening questions: Individually
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs screening questions sent again.
  5. Click on your desired candidate.
  6. Click the button.
  7. Click on Remind on Screening Questions button.
  8. Click the Send button.
Edit screening questions

Important

To create screening questions, you must be on our premium or platinum subscription plans and to set a preferred answer option for your questions, you will need to be on our platinum plan. You can also set parameters for these questions and select if candidates who answer outside these parameters are auto-disqualified or not. If you do not have auto-disqualification activated, you can add preferred answers, and those who answer less favorably will be seen by the recruiter as a lower priority.

  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the Edit Role Details button.
  5. Click on the Screening Questions tab.
  6. Choose whether to select a pre-existing template.
  7. Edit the text of any question in the question field.
  8. Choose whether to save changes to the template.
  9. Click the Save button.
Add evaluation questions
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the Edit Role Details button.
  5. Click the Hiring Process tab.
  6. Click on the hiring stage that needs an evaluation added.
  7. Choose whether to turn on the Overall Rating option.
  8. Complete the following fields:
    • Section name.
    • Questions.
  9. Click the Save button.
Edit an evaluation scorecard
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs an evaluation edited.
  5. Click the button.
  6. Click the button.
  7. Click the Submit button.
Edit evaluation questions
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the button.
  5. Click the Edit Role Details button.
  6. Click the Hiring Process tab.
  7. Click on the hiring stage that needs an evaluation edited.
  8. Make the required changes and click the Save button.
Delete evaluation questions
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   button.
  5. Click the Edit Role Details button.
    screenshot of the jobs page, highlighting the three dots and edit job details buttons for a role
  6. Click the Hiring Process tab.
  7. Click on the hiring stage that needs an evaluation deleted.
  8. Click the Delete button.
    screenshot of the hiring process tab, highlighting the delete button for an evaluation question
  9. Click the Delete button.
    screenshot of teh delete confirmation popup, where you need to click the delete button
Delete an evaluation scorecard
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the role that needs an evaluation scorecard deleted.
  5. Click the   button.
    screenshot of the job role page, highlighting the star button for a candidate
  6. Click the   button.
    screenshot of the evaluation scorecard popup, highlighting the delete button
  7. Click the Delete button.
    screenshot of the delete confirmation popup, where you need to click the dleete button
Delete screening questions 

Important

If you wish to delete screening questions, you must be on our premium or platinum subscription plans.

  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   button.
  5. Click the Edit Role Details button. 
    screenshot of the jobs page, highlighting the three dots and edit job details buttons for a role
  6. Click on the Screening Questions tab 
  7. Click the   button.
  8. Click the Save button.screenshot of screening questions tab. the screen shows the questions already created and what type of question they are. there is the option to add a question, reset and save the page

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
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

Managing collaborators

Add a collaborator
  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 Collaborators tab.
  7. Enter the name of the collaborator into the Collaborator fields.
  8. Click the Save button.
    screenshot of the job role's collaborators tab, highlighting the save button
Delete a collaborator
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   button.
  5. Click the Edit Role Details button.
    screenshot of the jobs page, highlighting the three dots and edit job details buttons for a role
  6. Click the Collaborators tab.
  7. Click the   button.
  8. Click the Save button.
    screenshot of the collaborators tab, highlighting the save button

Managing hiring managers

Add a hiring manager
  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 Hiring Managers tab.
  7. Enter the name of the hiring manager into the Hiring Manager field.
  8. Click the Save button.
    screenshot of the job role's hiring managers tab, highlighting the save button
Delete a hiring manager
  1. Click the Recruitment menu.
  2. Click the Recruitment submenu.
  3. Click the Jobs tab.
  4. Click the   button.
  5. Click the Edit Role Details button.
    screenshot of the jobs page, highlighting the three dots and edit job details buttons for a role
  6. Click the Hiring Managers tab.
  7. Click the   button.
  8. Click the Save button.
    screenshot of the hiring process tab, highlighting the save button

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.

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