Before you can use HiPeople products like Reference Checks or Assessments, you need to create a job. Each job can have its own specifications, including a name, job description, designated hiring team, and customizations like candidate greetings and personalized emails.
Step 1: Create the Job
Go to the Jobs page from the left navigation bar and click Create new job.
Step 2: Add a title and job description
In the Job Details step, fill in the following fields:
Job title (required): This is the title your candidates will see.
Internal job title (optional): This title is only visible to your team inside HiPeople. It's useful when you have multiple roles for different locations or teams and want to differentiate them internally without exposing that detail to candidates.
Job description (optional): Paste the full job description here. While optional, we strongly recommend adding it, as HiPeople uses it to power several AI features:
Recommending relevant tests from the HiPeople library for your Assessment
Suggesting personalized custom questions for your Reference Check questionnaire
Generating AI Resume Screening criteria
Once done, click Next step.
Step 3: Select the Job's Modules
Choose which products you'd like to run for this job: Assessment, Reference Check, Resume Screening, AI Interview, or any combination. Click Add to job under each module you want to enable.
Module details: Screen Resumes
No additional configuration is required for this module during job creation. Simply click Add to job under Screen Resumes, then click Next step.
Module details: Assessment
When you enable the Assessment module by clicking Add to job under Assess Candidates, a pop-up will appear where you can configure the following:
Assessment language: Choose from German, English, Spanish, or French. This determines the language used for email communications, buttons, and instructions shown to candidates during the Assessment.
Auto-send assessment results to candidates: When toggled on, candidates automatically receive their scores after completing the Assessment. When toggled off, they only receive a confirmation email. You can still send results manually to individual candidates afterwards.
Once you choose your preferences, click Confirm.
Module details: Interview with AI
No additional configuration is required for this module during job creation. Simply click Add to job under Interview with AI, then click Next step.
Note: An ATS integration is required to use this module. If your organization has not set up an ATS integration, this module will not be available. If you do have an ATS integration, we recommend setting up the AI Interview directly from the job imported from your ATS, rather than creating a new job from scratch.
Module details: Reference Check
When you enable the Reference Check module by clicking Add to job under the Check References, a pop-up will appear where you can configure the following:
1. Notification timeline
How many workdays candidates have to share their references. HiPeople will send reminders to the candidate to invite their referees during this period.
How many workdays referees have to submit their feedback. HiPeople will send reminders to the referee to complete the reference check during this period.
2. Required references
Set how many references you'd like to collect and what type. The six available reference types are:
Manager
Peer
Direct report
Student peer
Client
Any relationship
You can also edit the Target reference (optional) field to give candidates more specific guidance on who to invite, for example, their current manager or a peer from a specific previous role.
3. Reference Check language
The default language is English. You can add additional languages from the dropdown menu. The first language selected becomes the default, and referees can toggle between available languages when they open the HiPeople portal.
Available languages: English, Spanish, German, French, Swedish, Norwegian, Danish, Finnish, Dutch.
4. Candidate self-reference
This feature asks candidates to complete a self-evaluation. It helps recruiters and hiring managers compare how candidates view themselves against how their referees describe them.
5. Job title verification
Toggle on Activate candidate job title verification if you want to ask referees to verify the job title the candidate held in their previous role. See this article for more details.
Once you've configured all the details, click Confirm to return to the module selection screen.
When all modules are set up, click Next step.
Step 4: Add team members
In this step, add the recruiters and hiring team members who should have access to candidate results for this job.
Permissions
There are two job-level permission types:
Can manage (Admin): Full access to the job. Admins can start, pause, or archive the job, invite or remove candidates, and make changes to the Assessment, Reference Check, Resume Screening or AI Interview set up. Suitable for coordinators or recruiters working on the job.
Can view (Viewer): View-only access. Viewers can see candidate results, but cannot take any action on the job. Suitable for hiring managers or interview panel members.
To add someone at the job level, they must first be added to your organization. See this article for steps on how to do that.
Note: Organization-level permissions always override job-level permissions. For example, organization admins will automatically have full access to manage any job, regardless of the job-level permission assigned.
Step 5: Connect ATS
If you have a pull integration set up, you can connect this job to a job in your ATS and map hiring stages to HiPeople modules. This means candidates will automatically trigger AI Screening, AI Interviews, Assessments, or Reference Checks in HiPeople as they move through your pipeline in your ATS.
Note: This step only appears if you have a pull integration set up. If not, you will be automatically moved to the next step.
To set up the ATS connection:
Filter by job status: Select the status of the job you're looking for in your ATS. Options are Open, Closed, Draft, and Internal.
Select the ATS job: Choose which job in your ATS to connect to this HiPeople job.
Map pipeline stages: Select which stage in your ATS pipeline will trigger each HiPeople module. If you have multiple modules enabled, you will map a stage for each one.
Select the default rejection reason: This will appear as the pre-selected reason when you go to reject a candidate. No automatic action is taken, and you will still need to confirm the rejection manually.
Once done, click Next step. If you'd prefer not to connect this job to your ATS, click Skip ATS setup.
Step 6: Candidate-facing customization
In this final step, you can customize the candidate-facing experience, including the messages candidates receive from HiPeople and the branding on the welcome screen they see when they open their invitation link.
Candidate page
Edit text: Click Edit text to customize the message shown to candidates on the welcome screen. Use this to provide context about next steps or any additional information you'd like to share about the Assessment or Reference Check.
Upload a custom image: Upload an image file from your computer to add custom visuals to the splash screen and keep the candidate experience on brand.
Email templates
Customize the emails sent to candidates at each outreach point, for each product added to this job. Click Customize on each product to see which emails can be edited. You can leave them as is to use the standard HiPeople template, or apply a custom template created by your organization admin.
Once you're done, click Create job.
ℹ️ Note: The logo and button colour that appears on this page is your company logo & company colour, which can be set within your Organization Settings
Step 7. Customizing and adding modules
Once you click Create job, you'll be taken to the job page. A purple banner will show at the top indicating the remaining steps needed to complete your job setup. Click the linked text for each module to go directly to its setup.
