Requesting a Role
Start by clicking the Add Vacancy button at the top of the screen. Depending on the configuration of your system you'll see one of two screens:
Roles - if your system is utilising Job Roles, you'll be presented with a list of Vacancies you can create. Locate the vacancy to create and click Create Vacancy
Vacancy Templates - if your system is configured to use Vacancy Templates, you'll be asked to select a Work Location or Department, then select a Vacancy Template. Click Continue.
The Requisition Form
Whether using Vacancy Templates or Job Roles, you'll now be presented with a Vacancy Requisition page. This is where you input the details of the Vacancy you'd like to raise.
The layout of this page will be bespoke to your system, but commonly includes:
Vacancy Title - this is the title of the Vacancy that will appear on your website and Job Boards
Department/Function picker- typically used for reporting, searching and Job Alert purposes.
Job Description - this is the text of the Job Advert that will appear on your website and Job Boards. This may be set to read-only or editable
Job Description Upload - in addition to the main Job Description text above, your requisition page may include a file uploader which you can use to attach a job description file to the Vacancy. Typically this file would be visible to Candidates
Salary and Hours per Week - this is where you can specify the salary range for this Vacancy along with the number of hours per week the Candidate would be expected to work. In some systems these fields are replaced with a Salary Band picker, giving you a range of salary options to select from.
Brief for Recruitment Team - use this to include additional information that the Recruitment Team would find beneficial, e.g. interview dates. This information is not displayed to Candidates
Advertising Options - These options allow you to indicate whether the Vacancy should be advertised Internally only or Externally. You may also be able to specify advertising dates
Additional Hiring Managers and Panel Members - This field allows you to share your Vacancy with other managers.
Having completed the requisition form click Continue.
Eploy will now assign the Vacancy Authorisation Workflow applicable to this Vacancy and, if needed, as you to select one or more authorisers for each approval stage. Click Submit to finish.
Authorising a Vacancy
As Vacancies progress through the Authorisation Workflow, each nominated authoriser will be emailed when the Vacancy reaches their approval stage.
On receipt of this email authorisers can either click on the link provided or log into the Hiring Manager Portal, access the Vacancies screen and set the Filter to Awaiting My Authorisation.
All Vacancies requiring their approval will not be displayed.
To approve or reject the Vacancy:
Click the Vacancy Title to view the Vacancy Details
If required, complete any editable fields
At the bottom of the page add comments and click Approve or Reject
If approved, the Vacancy will now transition to the next stage in the authorisation workflow.
If rejected, the Vacancy will be returned to the Vacancy Contact - the manager who raised the Vacancy.
Delegating Authority
Hiring Managers who are selected to authorise Vacancies and Hires can delegate their authority to another Hiring Manager from within the User Settings page - within the Hiring Manager Portal click on the Avatar followed by Settings.
Within the Delegate Access section:
Select which Contact to delegate authority to - only contacts with a Hiring Manager User account will be listed
Optionally set a suitable Start and End date for the delegated authority
Click Save
By not setting a start and end the delegation will begin immediately and never end. This is useful when delegating authority on a long-term basis e.g. to a PA.
While the delegation is active both the Authoriser and the Delegate will receive the notification emails and will be able to approve the selected stage within the Hiring Manager Portal.