📝 How To Edit A Job
There are a number of reasons why you may need to edit a job even if it's already been published, perhaps you need to make a change or you have seen a spelling mistake.
To get started Click "Jobs" followed by “Job List”
Next click on "Active jobs” to see your full active job list:
Click on the pencil icon to edit the job:
Once on the job template you can scroll through each of the steps and edit accordingly:
Click "finish/save and continue later" if you are happy with your changes or click "Next" if you need to amend items on page 2 of the job creation process.
❌ How To Unpublish
There are many reasons why you may need to unpublish a job for example;
- The role is no longer being advertised as available.
- The role has already been filled.
- You've noticed an error in the job advert.
When you select to un-publish a job, the job will be removed from your careers site and any job boards that you have posted it to.
You will need to republish it again to make it visible to candidates.
Any applications that you have already received will be retained during the process.
To get started head to “Jobs” followed by “Job List”:
You will now be presented with the Jobs List page. Where you will need to click on the “Job Action” menu (the downward facing triangle) (1).
To unpublish the job, click on the “unpublish job” button (2). This will prevent candidates from applying.
✅ How To Republish
Republishing a role that has previously been published is a great way to easily and efficiently post a role.
To republish a role you need to find the role you’d like to republish in the jobs list first, which can be found in either
- Closed Jobs
- Expired Jobs
- Unfinished Jobs
If your role is Expired you simply need to click on the “Job Action” menu (drop-down arrow) on the right and then click on "reopen":
Once this has been selected, the role will either be in
- Unfinished Jobs
- Expired Jobs
➡️ What to do once the role has been republished
Once your role has been republished you will need to click on the pencil icon to edit the role.
For further information on how to edit a role see our further guidance 🖱️ here.
If you are happy with the information within the role already, scroll down to the bottom of the page and ensure that you change the expiry date and start date.
You will then need to click next on the job create process until you reach the final page that states Publish or Finish:
If you click “Finish” the role will not be published. It will go into an Unfinished state.
In order to complete the process you need to click on “Publish”. Only at this stage will the role will be published and live to your candidates
Once published your job will also now be available on your careers site.
Lastly, you will be presented with Interview slots. You can either enter Interview slots, remove or simply leave blank.
You are not required to schedule interviews at this stage, but it is an option if you already know that information.
Otherwise, you can return to the “Job List” page or choose one of the other methods for scheduling interviews.
Your role has now been successfully re-published.
✉️ How To Share A Job
Recruiting for a role or multiple roles can involve a lot of teamwork. So having the ability to share a job that you are working on is a great way to make the process a lot more collaborative.
Think about when you might be going on annual leave, but you need the recruitment process for a particular role to continue!
➡️ Points To Note About Sharing A Job:
- If your organisation uses hierarchy you will not be able to share a job with a colleague that has been assigned to a different hierarchy level to yours. Allowing them access to your level of the hierarchy will mean that your colleague can see every piece of information that you see within the ATS.
- You may only share a job with a colleague that has user access to your ATS.
- If you share a job with a colleague they will still be restricted by their existing user permissions.
➡️ How To Share
From the jobs list, select the job you would like to share by clicking on it.
Once on the job itself, select the share button (3 dots & line) shown in the image below:
You will be presented with a pop-up much like the image below.
Across the top, there is a toggle that you can select to filter the user type that you want to locate.
You can also type in a name or email address to locate your colleague's details.
- Available to share with:
This column shows the list of colleagues you can choose to share a job with, you can choose just one or more than one. Select the arrow to the right-hand side of the candidate name. - Shared with:
Once you have selected your colleague/s they will appear in this column. If you would like to remove colleagues/s from this column simply select the cross to the right-hand side of the candidate name.
Once you are happy with your selection:
- Select 'Save'.
➡️ What happens next?
Each colleague that you have shared the job with will receive an email much like the example below.
Your colleague/s will be able to click the link in the email and login to the ATS to view the job you have shared.
You can also view jobs that have been shared with you by heading to the “Job List” from the top navigation bar and using the “Shared jobs only” toggle to filter the list of jobs available on the right-hand side of the screen.
❌ How To Close A Job
Closing a job is really important from an administrative and reporting perspective.
Our Insights reporting tool allows you to retrieve data on time to hire, the reports also include job closure dates and filters which allow you to refine report criteria around job closure dates.
To close a job, simply head to “Jobs” followed by “Job List”, then click on the “Job Action” menu (downward facing triangle), from here you will see the option to “close”, click on this.
You will then see a pop-up asking you to confirm that you would like to close this job, once you have confirmed, your job will now be closed:
