Whilst most new vacancies tend to come from the hiring manager portal, you can also chose to do this in the core system. By Raising a vacancy in the core system, you have more flexibility to create from scratch or copy from existing templates - in either scenario though, you will be able to edit any of the information associated and trigger the appropriate approval process.
New Vacancy Options
When it comes to raising a new vacancy in the core system, you have three options available:
Vacancy - This allows you to start from scratch, with a completely new requisition form. You will need to populate all required details of the role, including the title, job adverts and requirements.
Vacancy From Template - Use this option to create a new role based on an existing template. This will copy over any job descriptions and requirements, making the process as easy as possible. If you do need any tweaks or changes, you can do this as part of the process.
Vacancy from Previous - Recruited for this exact role before? Need to simply create a new job to replace and boost on job boards? Vacancy from Previous will allow you to copy a job, rather than a template and use it as the basis of your new role. You can make any tweaks or changes to the role as part of the process.
Creating a Vacancy
To start the process and decide which option is best for you, click the Create
button on the Menu bar and select either Vacancy, Vacancy From Template or Vacancy From Previous as required.
🤓Tip - You will also find the same options under View > Vacancies > New Vacancy on the Menu bar.
Vacancy
When raising a blank vacancy, you can populate all of the information for the role from scratch. This will include the title, the job advert and the requirements, whilst being broken down into the following sections:
Vacancy Details - The key information for the role, such as the title, the workflow and the advert.
Relationships - Allocate the role to the correct department, contact and hiring teams from here, as well as consider any vendors who will submit applicants for the job.
Vacancy Address - Add an address to the vacancy either by adding it manually, aligning it with the organisation address or selecting a global address. The manual fields also have address auto complete, to quickly look up from a postcode etc.
Requirements - Identify the position and function in which this role is for, as well as the number of positions you will be recruiting. As these options are also used for candidate searching, matching and job alerts, you need to ensure that this is set up correctly and accurately for the best candidate experience.
🤓 Tip - Several of these fields also include an Additional option (e.g. Additional Locations), allowing you to advertise the Vacancy across several Locations, Functions and Departments without having to raise multiple Vacancies.
Display Properties - This section is used to advertise the role, including advertising start / end dates for both external and internal candidates.
Salary Details - You can either use Pay Salaries here or enter the appropriate values for this role.
Other Information - Based on the configuration of your system, there may be additional sections here, including rates for temp / contractor recruitment, reason for hire and business justification.
Ensure you have completed all of the required fields and then click Save to create the vacancy. You will then see the Vacancy Summary, where you can make further changes as required before choosing to advertise, distribute and talent pool for your role.
Vacancy From Template
When raising roles from a template, the first options you have are to select the Organisation, the Contact, the Job Role and pick the Template to load from.
Once set, click Create and you will then be able to edit the new vacancy info, including all of the sections mentioned above. Any details will be copied in from the template, but feel free to make any edits as required.
Vacancy From Previous
If raising from a previous role, all you need to do is pick the previous vacancy. The drop down list will be prioritised to show active, recent vacancies first, then splitting out into My Vacancies, and any others that are active. You can also chose to turn off the active filter, to create from a previously closed vacancy.
Once you have picked / searched for the appropriate role to create a new version of, click Create. From there, you will then be able to make any changes as required before publishing.