Super Admin & District Admin have the ability to add, edit and delete vacancies directly from the vacancy dashboard. School Admins and District Users can view vacancies and add notes to the dashboard.

The vacancy dashboard is used to track vacancy-related data across your organization. Tracking vacancy data provides users with insights into hiring trends, which increases your ability to make data-driven recruitment and hiring decisions.

At the top of the dashboard page users will find two charts. The chart in the top left corner titled, “Fill Rate” shows the count of full-time employees (FTEs) associated with open positions (denominator) and total number that are filled out of the total FTEs. Assuming that all positions represent 1 FTE, this chart will show your total fill rate -- how many positions are filled out of your organization’s total open positions.

The top right chart shows “Unfilled Vacancies” over time -- the total number of unfilled vacancies at any given point throughout the hiring season. For example, if on September 1st there are 75 total positions and 74 filled, this chart would show a value of 1 on that date. This chart updates every morning at midnight PST to show the most recent numbers for that day. It stores historical snapshots on the first of every month throughout the year.

If multiple hiring seasons are enabled in the filters, prior seasons will show in grey on the chart. On the X axis, the date begins with the month of the first tracked vacancy for a given hiring season and shows the number of open FTEs on the first of each month through current month. During the month that is current, you will also see a point representing today’s date.

If a job is archived and it has filled vacancies, those jobs will remain on the vacancy dashboard after the job is archived. Only active open or closed postings will have their unfilled vacancies included on the vacancies charts (although you will still see a snapshot in time of previously unfilled vacancies on the top right chart for months before the job was archived).

Users can filter this page by hiring season, school sites, jobs, and categories. These filters apply to line items as well as charts.

The hiring season filter allows you to filter for the current hiring season, all historical seasons, and some future seasons. By default, this page is filtered to the current hiring season, which is automatically updated annually on 11/1.

The schools filter allows you to filter by specific schools associated with a vacancy, as well as for non-school vacancies.

The job posting filter allows you to filter by specific job postings.

The category filter allows you to filter for vacancies attributed to a job tagged with that category. Categories are tags that you can add to any number of job postings.

When a candidate is moved into the hired status for a given job, the candidate is also automatically placed into the associated vacancy on the dashboard if one exists. If not, they are placed into the “unplaced candidates” sidebar.

Click “+ add candidate” to place an unplaced candidate into that position. For district (non-school) vacancies, a list of unplaced hired candidates for that job who weren’t hired into a specific school site will show in the drop down. For school vacancies, you will see candidates who are not hired into a different school site, and who have not yet been placed.

To see unplaced candidates, click the sidebar labeled “unplaced candidates” on the right side of the page. A list of unplaced candidates who have been moved to hired status for the currently filtered hiring season(s) will show.

The system will not auto-pair already-hired candidates when new positions are created; instead it will add them to the appropriate “+add candidate” drop downs so that admins can pair them appropriately by selecting them from the drop down.

If a candidate is hired into multiple roles, they can be placed multiple times. However, they should only be able to be hired once into a given role. The total number of placements will correspond to the number of roles they were hired for.

You can add notes to each position and tag other users in these notes. If there is no note associated with a given line item, it will remain white. Once a note is added the note will become green. All users can see the notes by clicking the icon. If you are tagged in a note, you will receive a notification via email (pending your notification preferences). The email will include a link that you can click to navigate back to the note in which you were tagged.

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