Job Roles and Openings allow you to create different categories of vacancies and templates, to help you better manage your requisition, hire and export process. By creating these categories or job families, you can use them to drive a simpler requisition process for your hiring managers, hire successful applicants into specific openings within your teams and align Eploy with your HR system, making the transfer of data between the two even simpler.
Defining Job Roles and Openings
A Job Role refers to a specific type of vacancy in your organisation, often associated with specific departments, pay salaries and vacancy templates. This is also commonly referred to as a Post.
A Job Opening is then the specific position that is filled when you hire a successful applicant against the role or post.
For example, you may have a post or Job Role for Customer Service Advisor within your organisation, with lots of people employed in those positions or Openings.
This is linked to different templates and pay salaries, as the same Job Role may have different adverts, different rates of pay dependant on location, different shift patterns etc.
Continuing with the same example, whilst Customer Service Advisor maybe the Job Role, you may then need different templates for weekend or evening shift patterns, compared to day shifts. This allows you customise the adverts and details on the Template to help attract the most suitable applicants.
Configuring Job Roles and Openings
To start, from the Menu bar, navigate to Admin > Salary Settings then select either Job Roles or Job Openings.
Job Roles
When you click into Job Roles, you will see any that have already been set up, including the default positions, associated organisations and vacancy templates. The tabs will allow you to switch into Job Openings or Pay Salaries, whilst the dynamic filters will allow you to quick search to help manage any records.
From here, click New to create a job role, or click the Title to edit an existing:
Enter a Title, which will be visible in the grid and when assigning Job Roles to companies, contact recruitment restrictions and in vacancies.
The Reference number is used to align the Job Role with any external systems you are integrated with.
By assigning a Parent Job Role, you can link any to create a structure.
The Default Position will be assigned to any vacancies when the Job Role is picked. This will help to ensure consistency, improving searching and reporting.
Relationships
The associated Organisations will determine where the job role will be available. If not set, the Job Role will be available to select for any organisation when raising jobs.
Vacancy Templates selected here will help drive the requisition process, linking the Job Role to those templates specifically. If not set, this Job Role will be available for any template.
Select specific Pay Salaries against the Job Roles, to further filter the Pay Salaries available when raising a vacancy.
Click Save to confirm the Job Role before switching to the Job Opening tab to configure those.
Job Openings
Click the Title to edit an existing Opening, or New to create a new one, then populate the details as required:
Title is the name of the Opening and how it will appear when selected.
Reference is used to align your Openings with your HR or external system, if they are being fed into / out of Eploy using an integration or API.
You can make the Opening no longer available to select by making it inactive.
Link the Opening to a Job Role, so that they opening is available when hiring against the vacancy which is allocated to the Job Role.
The Opening is then allocated to a specific Organisation. Whilst a Job Role can be assigned to multiple organisations, the specific Opening will always be for a specific organisation. You can also populate the Organisation Reference, if aligning to your external HR system.
An Address is then allocated to the Opening, specifying the specific location the successful Hire will be working.
🤓 Tip - When allocating the Opening to a successful Hire, information from the Opening can be used to populate the offer. This can be useful for contracted locations and offer details.
Once the Details have been populated, click Save to finish. Both the Job Roles and the Openings will now be available to select within Vacancies and Hires.
Roles and Relationships
Now that the Job Roles and Openings have been set up, you can begin to use them within vacancies and hires, as part of the relationship section.
Within a Vacancy, scroll to the Relationship section and you will be able to see the Job Role and Opening fields, which will be populated if already allocated.
When setting the relationship for the Job Role, the available roles will be determined by the Organisation, whilst setting the Job Role first will filter the Organisations available to set.
The opening can then be set on the vacancy or can be set the on the Hire Record for this applicant. The Openings will be filtered based on the Job Role Selected.
Requisition Process
Once configured, you can also chose to make Job Roles available to your Hiring Managers, allowing them to raise new vacancies based on the roles available to them. This is based on the Create Vacancy from Job Role permission and gives Hiring Managers access to the Job Role grid.