Job List

Table of Contents

• Introduction
• How To Get To The Job List Page
• Job List Page Navigation
• How To Use Filters
• Requisitions
• Job Status
• Owner
• Candidates
• Location
• Dates
• Organisation
• Custom Fields
• Job View & Apply

✏️ Introduction

The Job List page is a crucial tool for managing job postings, tracking applications, and accessing essential job details. This guide will help you understand how to efficiently navigate the Job List page and utilise its various features to manage your recruitment tasks effectively.

🖱️ How To Get To The Job List Page

To get started, head to “Jobs” followed by “Job List”:

You will now be presented with the Jobs List page.

💼 Job List Page Navigation

By default, you will see all Active jobs however, you can use the filters on the left-hand side of the screen to view:

• Unfinished jobs.
• Expired jobs.
• Upcoming jobs.
• Closed jobs.

Depending on your permissions, you may also see Job Requisitions on the left hand side.

At the top of the page you will first see the following options:

• Jobs List (plus icon)
  Selecting the plus icon will allow you to navigate straight to the job creation process.

• Search Field (magnifying glass icon).
  Enter a job reference or job title in this field for a quick search option.

And below you will see your Jobs List. The image below shows 1 job and all the options available to you.

“Receptionist”

To the left of the job title there is an icon of a padlock.

• Hover over the icon
  You will be able to see whether the job has been authorised (approved for publishing).

You can see in the image below that the job has been authorised, by “Sophie” on 29/12/20 at 20:43pm.

• Select the job title
  By selecting the job title text, you will navigate straight to the job view.

Below the job title - from left to right

• Job reference
  Each job has its own unique job reference (which is allocated during the job creation process) and this can be used in various search fields within the ATS.  If you select this from the job list page, you will navigate straight to the job view.
• Everyone (visibility/eye icon)
  This shows who has visibility of the job advert.
  During the job creation process you will make the selection when you choose the dates the job should open and expire (see image below).

• Location (pin icon)
  Shows the location of the job.
• Job Owner (person icon)
  Shows the name of the person that created the job, the job owner.
• Job open and expiry dates (calendar icon)
  This shows the job availability, the date the job opened for applications to the date it will expire.

Over to the right-hand side there are 3 icons.

• Pencil
  • Hover over the pencil where you will see that you have the option to “edit” the job.  
  • Select the icon to navigate to the first page of the 🖱️ job creation process.  
  • Please be mindful if a job has already been published and you make an edit, you will need to re-publish it for the change to be visible in the advert available to candidates.
• Pie Chart
  • Hover over the pie chart where you will see “Insights”, this icon allows you to navigate to our reporting software.  
  • Please note: you can only access Insights if you have the correct user permissions.
• Drop-down menu
  Hover over this icon to expand the menu of options.
  •  Job Description
    Select this option to navigate to the 🖱️ Job Description page of the job creation process (page 2).
  • Preview
    Select this option to take a look at a preview of the job advert.
  • Authorise
    Select this page to navigate to the 🖱️ Job Authorisation page of the job creation process (page 3).
  • Interview Slots
    Select this page to navigate to the🖱️ Interview Slots page of the job creation process (page 4).
  • Stop The Clock
    This is a feature that needs to be enabled. If your organisation uses this feature it means you will be presented with a pop-up allowing you to unpublish a job for a period of time chosen by you.  
    • Very useful if your time to hire statistics are crucial and you are taking a leave of absence (just 1 example).
    • To find out how to use this feature 🖱️click here.

• Notes
  Add a note to the job, perhaps to let other colleagues know something important about the job.

• Close
  Once all recruitment activity is complete, you can select to close the job.

• Unpublish
  If you no longer want a job to be visible for applications, select “unpublish”. 
  • You can choose to republish it at a future time.

➡️ Applications

The image shows the status an application can be moved to.

• New Applicants
  • As soon as a candidate applies for a job, they will appear as a New Applicant, even if their application isn't fully complete. The number shows the number of applications in that status right now.  
  • Select “New Applicant” to navigate to the applications page so that you can start to screen candidates and their applications.
• Submitted
  • As soon as a candidate selects “submit” to finalise their application, they will appear in the “Submitted” status. 
  • Once selected, a filter will automatically be applied to show only those candidates with completed applications in the “New Application” stage.

Once you start to process your candidates, they will be moved manually (or in some instances auto processed) to In-Review and onward by you and your colleagues.

• Others
  • Hover over this text to show those candidates with a status of Hired, Rejected and Withdrawn.
  • Select the relevant status to view those candidates.

🗃️ How To Use Filters

You can use filters to refine the list of jobs that you see on the right-hand side of the page.

As you start to populate your search criteria, the selections you have made will appear at the top of the job list highlighted in black with white text.

☑️ Requisitions

Found on the left-hand side of the screen you will see options to filter and view your Requisitions. 

• Requisition Approved

• Shows a list of approved requisitions

• Requisition Pending

• Shows a list of requisitions pending an authorisation

• Requisition Rejected

• Shows a list of requisitions that have been rejected

• Requisition Completed

• • • Shows a list of requisitions that have been authorised and completed

✍️ Job Status

Found on the left-hand side of the screen you will see 5 different filters:

1. Active Jobs
   Shows a list of current jobs that have been published.
2. Unfinished Jobs
   Shows a list of jobs that you or a colleague has started to create but hasn't yet been published.
3. Expired Jobs
   Shows a list of jobs where the job expiry date has passed and are no longer available for candidate applications.
4. Upcoming Jobs
   Shows a list of jobs that will be published at a future date (the job opening date has been set in the future).
5. Closed Jobs
   Shows a list of jobs that have been closed by you or your colleague/s.  Candidates can no longer apply.  Jobs are usually closed once all recruitment activity is complete.

👤Owner

Just beneath the job status filters, you will see a heading called “Owner”. This allows you to filter the job list shown on the right-hand side of the page to reflect:

• My jobs only
  View the jobs that you have created.
• Shared jobs only
  View jobs that have been shared with you by other colleagues.

If you want to search for jobs created by a specific colleague, you can add their email address in the “Owner” field by selecting the drop-down menu.

If your organisation uses hierarchy, you can also filter roles assigned to specific levels of the hierarchy.

👥 Candidates

This filter allows you to search for:

• Jobs with anonymous candidates
  If a job you are looking for has been set up to anonymise candidates, you can select this toggle to help refine your search.
• Jobs with completed applications
  Select this filter if you want to refine your job search to include those with completed applications.

You can also select the “Application Status” drop-down menu to find jobs with applications in a certain stage of the recruitment process.

🗺️ Location

Use the location filters to find jobs that are situated in a specific location (the location address that has been added during the job create process).

📆 Dates

You can also filter the job list by a specific date range, for example you may want to view jobs that are getting close to their expiry date.

If your organisation uses Evergreen jobs (jobs that never expire) you can search for those by selecting the toggle.

🏢 Organisation

Select the drop-down menus to filter the job list by specific areas of your organisation.  

🌐Custom Fields

Custom fields are available to use by all of our customers if they want to and they form part of the job create process.   

They can be used to record information about a specific job and the reasons for recruitment along with benefits that might be offered with that job etc.  

If your organisation uses custom fields, this filter can be useful.

📝 Job View & Apply

To get started simply select the relevant job you would like to view from the jobs list by clicking on the “JobTitle”:

Once selected scroll down to the bottom of the page where you will see two URLs.

• Tribepad job Page (1)
  Once copied, this link will take you to the Job search page which contains details of the job in question, as well as showing you how the job advert will look from the candidate perspective.

• Tribepad apply url (2)

• Once copied this link will take you straight through to the ATS to register as a new candidate or log in. 

The job search page allows you to:

• Apply for the job.
• Manage job alerts.
• Enlarge Map.
• Print.
• Refer the job to a friend.

Tribepad apply URL allows you to:

Either apply to the role as a new or existing ATS user. You will either need to set up a new account or login using an existing one.

Below is an example of the page the applicant would see when applying for a role using the Apply URL.

The candidate can clearly see what role they are applying for and the steps involved.