Jobs

This guide addresses functions available from the Jobs tab as well as how to create, edit, and launch a job through ApplicantStack™. First we will take a look at the Jobs Tab and explore the features available to us.

Job List

The Job Tab display is a straightforward way to view, organize and manage positions.

The right side navigation menu provides access to many areas of functionality:

  • Create Job - Provides the ability to create a new job in the system.
  • Open or Edit Job Board - Open your ApplicantStack™. Job Board or edit the settings related to Job Board postings. This includes the ApplicantStack™ Job Board as well as external site posting. See [recruiting-user-guide][user-guide-job-board][Job Boards] for more details.
  • Search – Allows you to search all jobs in the system based on a variety of criteria.
  • Run Report – Gives you the ability to run simple reports, such as finding the job(s) created in a particular month. For more information see User Guide: Reports.
  • Export – Allows you to export all or selected job(s) to a csv file as well as all attachments associated with the job(s).
  • Create Task or Schedule Event - Create tasks and send them to internal users for completion or create events (similar to tasks), such as holding a job interview. See Task and Events for more information.
  • Add Note - Create a Note to add to the jobs history tab.
  • Set Department, Category, Type, Campaign Start Date, Salary Range - Provides the ability to change any of the noted fields for a selected Job from the Job List. This list can change based on how many fields you configure for jobs. See Job Board for more details.
  • Edit Job - Choose this to Edit the job details.
  • Set Hiring Manger & Job Owners - Provides the ability to set the Hiring manager and/or Hiring manger to selected jobs.
  • Delete - Provides the ability to delete the selected Job from the system.
  • Configure - This link will bring you to the Setup features menu. For more information see Configuration Jobs..

The Jobs Listing Grid will display the jobs based on the filters listed at the top:

Job Listing Grid Filters

Jobs Filter

  • My Jobs – By default shows the job(s) where the logged in user is the Job Owner or Hiring Manager.
  • By User – Shows the job(s) in which the selected user is a Job Owner or Hiring Manager. Job Stage Filter
  • All Stages – Shows all jobs in any Job Stage.
  • Active Jobs – Shows jobs that are currently in an Active stage (e.g. Draft, Open).
  • Inactive Jobs– Displays jobs that are currently in an Inactive stage (e.g. On Hold, Filled, Cancelled).
  • Stage – This filter shows a list of jobs based on the selected Stage. Department
  • All Departments – Shows all jobs in every Department.
  • Specific Department –This filter allows you to specify a Department and returns a list of jobs based on your selection.Category
  • All Categories – Shows all jobs in every Category.
  • Specific Categories – This filter allows you to specify a Category and returns a list of jobs based on your selection.Type
  • All Types – Shows all jobs of all Types (exempt, non-exempt, TBD).
  • Specific Types – This filter will only return a specified type of job.

The columns on the Job Listing Grid page are configurable. You are able to display one or all of the system's columns:

Displaying the menu for adding removing columns to the Job Listing Grid

You can select the columns that are vital to your workflow. Click the button labeled Columns at the top of the table and check the columns that you want displayed. If you want to remove columns from the Job List, uncheck them. Click the button labeled Submit when you are finished.

The default list of columns is as follows:

  • ID – Unique number that you assign a job.
  • Job Title – The title of the job.
  • Department – Department that the job belongs to
  • Category – The Category of the job.
  • Type – The job type.
  • Campaign Start Date
  • Salary Range
  • # - the Number of Candidates associated with the Job. If the link is selected you will be brought directly to the Candidate Tab and the Candidate Grid.
  • Created – Date listing was created.
  • Last Modified – Date that the job was last modified.
  • Stage – The current Stage of the job (i.e. Open, On Hold, Filled). Selecting this link will bring you to the Workflow Tab under the specific job. When a job has been posted to a Job Board the appropriate Icon will display in this column.
  • Actions – This column contains buttons that allow you to open the job, clone the job, edit the job or delete the job.

Create a Job

This section gives an overview of the steps to create a new job in ApplicantStack™. You can create a new job to advertise a new position (on your job board or a third-party site) or simply as a way to collect applications within the system.

Accessible from either the Home Page or Jobs Tab, selecting Create Job begins by determining basic information that will eventually display in the Job Listing and can be used for searching and sorting.

Job Information

There are three required fields that are valued for any job created in the system:

  • Job ID: The unique identifier for the job, allowing for more than one listing of the same job in multiple departments. If you have an internal identifier for your job, enter it here. Otherwise, you can use the default Job ID assigned by the system.
  • Job Title: The Title of the job as you would like it to appear on your Job Board.
  • Department: The department that the job belongs to. Even though this field is marked required, you can change that in the settings section. If you do not intend to use the department field, you may delete this field. See Configuration Jobs.for more information. Additionally, the system can be set up with additional Job Fields that can be assigned to jobs in the system. These are created in Setup via Configure Job Fields. See Configuration Jobs. for more information.

3 required fields when creating a job

User Access

User Access provides the means to assign the permissions for each user and provide the correct access to the job to support your workflow.

 Setting the Job Owner and the Hiring Manager when creating a job.

  • Job Owner(s) - Job Owners have full access to the job, including: editing job information, deleting the job, and managing the job workflow.
  • Hiring Manager(s) - Hiring Managers are given access to the job and applicants for the job but cannot update job or applicant information.

Job Summary Tab

The Job Summary Tab displays a summary of your job. It also includes 7 more tabs for you to further customize and manage your job listing.

 

  • Summary - This screen provides a summary of the job. From here you can edit the job as well as add / remove attachments.
  • Listing - This option allows you to create a listing / description of your job, which typically describes the company, job, responsibilities, and requirements (skills and education). You can also add a description from a template as well as preview your newly created listing.
  • Questions - You can create a new questionnaire or attach an existing questionnaire (from your Library) to the Apply page of this job to ask candidates questions during their application. You can also edit the questionnaires directly from this page as well as preview your attached questionnaires.
  • Scoring - This tab allows you to create scoring rules to score candidates on questionnaire responses and/or the contents of their resume. You can also run scoring rules from this page to recalculate scores on all applications.
  • Workflow - This tab displays a history of the job’s workflow from when it was in draft stage to when it is filled. You can also alter the workflow as well as configure the workflow from this tab.
  • Launch - Under this tab you can decide which job board to launch your job as well as edit the launch status of your job.
  • Tasks - With this tab you can use Tasks and Events to help coordinate, communicate and track activities for your jobs.
  • Notes - This tab allows you to capture any additional information about your job.

 

 

The job information can be edited at any time by selecting the edit icon from the Jobs grid or Edit Job from the action menu on the Job Summary page. We will discuss editing jobs later in the guide.

In addition to editing, selecting Add Attachment(s) allows for documents to be associated with the Job. To add an attachment, click Add Attachment(s), then click the Browse button and navigate to the attachment that you want to add to the job. Once you have all the attachments you want to add to the job, click Upload and your attachments will upload to the server and attach to the job.

When you click Add Attachment(s) the Browse button appears allowing you to browse your computer for the attachments you need.

Listing

The Listing tab allows you to utilize a Word Processing feature to create the job description, qualifications and any other information that your organization wants to communicate about the job.

If your organization has a standard format or set of job descriptions already available, you can utilize Templates for your job description. See User Guide: Library for more information on how to utilize Templates.

 

Create Listing

The Listing Module allows you to paste in text from other sources, or create the listing from scratch, with basic formatting features, and the ability to insert links and images. You can also start from a template. Simply click the link labeled Template, choose your template, click Submit (see Select Template below), and make your alterations in the text editor.

 

Text editor for creating a listing.

When pasting in from Microsoft Word, it is suggested that you use one of these two pasting options:

Paste options in the ApplicantStack text editor

When you are finished, click Save on the right to save your listing or Cancel to discard your changes.

Select Template

To select a job listing from a template, choose the desired template from the list on the left. You will see a preview of the template in the box labeled Preview in the middle of the screen. Once you have selected your template, click the Submit button to commit your selection or Cancel to discard your selection.

 

Selecting a template for your job listing

Edit Job Listing

You can also edit your listing at any time from the Jobs Listing Tab by clicking the Edit Listing button.

Questions

ApplicantStack™ has a robust Questions Module that presents a specific set of questions to a job applicant, as part of the online application process. This feature makes it possible to capture important data from the applicant, as well as take them through the application process. There is no limit to how many sets of questions can be associated with a job. You may link as many sets as is appropriate.

Adding a questionnaire to a job can be accomplished by selecting New Questionnaire or Add From Library, from the Questions Tab.

If you wish to create a new questionnaire, please refer to User Guide: Questionnaires.

When selecting Add from Library, you are presented with a list of existing questionnaires from the Library.

A questionnaire can be added by clicking on or highlighting the name of the questionnaire. To select more than one at a time, hold down the CTRL key and click each desired questionnaire.

Adding a Questionnaire from the Library in the Questions Tab

In the drop down choose Share if you want to use the questionnaire as is from the library and not make any modifications to the questionnaire. If you want to make modifications to the questionnaire for this specific job, choose Copy. This will make a copy of the questionnaire and associate it with this job only. Any changes you make will not modify this questionnaire in the library or this questionnaire that is attached to another job. When you have selected your questionnaire(s), click Submit to commit your selections or Cancel to discard your selections.

Scoring

The Scoring Module is a valuable tool which uses candidate answers and words/phrases in their resume to identify key factors. Being able to score candidates based on these data elements allows you to quickly and easily spot those that are unqualified and classify the candidate pool in a way that is meaningful.

Job Scoring Rules

You can set up scoring rules for all the candidates for a specific job.

You will notice two buttons on the right side of the screen. The first is Create Rule. This is used to create a scoring rule for any given questionnaire. To learn more about how to create these rules, please see User Guide: Questionnaires and Forms; Scoring. The second button is Run Rules. Clicking this will run all scoring rules for all questionnaires attached to this job. This is especially useful if you have changed any of the scoring rules for a questionnaire as it will recalculate all candidates’ scores.

Workflow

Jobs you create in ApplicantStack™ will move through the Job Workflow Stages configured in your account. The Workflow Stage for a job represents the status of the job within the organization. These can include stages such as Open, Filled or Cancelled. The Workflow stages are set up and edited either via the Configure Workflow button on the right side of the screen under the Workflow Tab or from Setup. See the Configure Job Workflow Stages section of Configuration Guide: Jobs.

The Workflow Tab displays the stages that a job has occupied in the past as well as its current stage. You can also change the stage of a job by clicking one of the available buttons.

Launch

The Launch Tab for a job serves as a point of reference for all the Posting Links that are used to bring candidates into the system through various sources.

The Launch Tab

You will see a variety of Job Boards where you can post your job. They are divided into four.

  • Your Job Boards: This is your external and internal Job Board in ApplicantStack™.
  • Third-Party Job Boards: This includes popular free Job Boards like Indeed and SimplyHired as well as paid Job Boards like Monster and CareerBuilder.
  • Social Media Sites: You can use ApplicantStack™ to post your jobs to Facebook, Twitter, and LinkedIn.
  • Manual Posting Links: This includes links that can be used to post to your intranet, niche job boards, external recruiters, and other third-party sites.

    Manual Posting Links available from the Launch Tab

Selecting the Source is important, as the page will dynamically display the specific Posting Links by Source, allowing the system to distinguish where the Application was initiated. The URL’s listed are used to direct applications and resumes into the system.

Note that Source is valued under a Candidate’s Application fields; see Configuration Guide: Candidates details on how to set up the Source field. You are able to customize this field by specifying the application sources you wish to track, such as Company Job Board, Career Builder, Monster, etc.

The following Manual Posting Links are available:

  • Job Listing: This link will take candidates to the job listing page for this job on your Company’s Job Board.
  • Apply Online: This link takes applicants directly to the Apply page to begin the Online Application for the Job.
  • Apply Email: Candidates can apply to the job by sending an email to this address. The following rules apply for how the candidate is brought into the system:
    • Email address of sender defaults as the candidate’s email.
    • If an attachment exists, the system will pull in resume from the attachments and use the email body as the cover letter.
    • If there is no attachment, the system will use the email body as the resume.
  • Recruiter Email: Recruiters can use this email address and attach resumes or emails from their candidates to apply for the job. Each email or resume that is attached will become a separate candidate in the system. The sender’s email will not default as the candidate’s email but will be extracted either from the email or resume.
  • Forward Email: Recruiters or other stakeholders can forward emails from candidates to this email address and they will be added to the job as a candidate. The system uses the same rules as the Apply Email, but the system recognizes that the email is not coming from the candidate and will not use the email “From" Address as the candidate's email address

Posting to Job Board(s)

The Launch process supports the posting to your ApplicantStack™ Job Board and external job boards. From the Launch Tab, you are able to post to your ApplicantStack™ Private Job Board (which is the most common link) as well as link seamlessly to Indeed and SimplyHired by selecting them from the list.

First, Select Edit Launch Status:

Edit Launch Status button

The options for posting are displayed. Note the system defaults will post the listing to all sites:

Edit Launch Status

From this page, you are able to select the appropriate options by clicking the check box by the site name. You can also launch the sites by selecting [View Site].
Your Internal Job Board has an option that allows you to post your jobs internally for a number of days before they go live on your Public Job Board. Simply click the check box and enter the number of days in the text box. For example, let's say you check off both Public and Internal Board, and also check off "Post this job internally first for" and specify 14 days. When you click Submit, your job will initially appear on your Internal Job Board but NOT on your Public Job Board. Then, 14 days from now, the job will automatically appear on your Public Board, and also stay on your Internal Board. Note that if you post the job to any other sites like Indeed or SimplyHired, the posting will also wait for 14 days until the job is on your Public Job Board.

By default your Internal Job Board is inactive. For more information on how to activate this Job Board see Configuration Guide: Job Boards.

Once selections are made, move to the next step in the posting process by selecting Next.

The Edit Launch Status - Confirm and Submit page provides a summary listing of the sites the job will be posted to as well as collecting the information the external sites require. Only by selecting Submit will the job be posted as configured. If you do not wish to post the job, click Cancel or you can click Back to return to the Select Job Boards screen to change your previously selected options.

Edit Launch Status – Confirm and Submit page

System Notes

Before listing the job on the Job Board, you should review your Job Board Settings. This can be accessed via the Setup menu and the Settings button. The Job Board Settings control many aspects of the display and data collection for the online application. See User Guide: Job Boards and Configuration Guide: Job Boards for more information.

Tasks

You can create tasks and events in ApplicantStack™ to help manage activities for yourself and other users. For jobs you can create tasks to review job descriptions, or to make sure everyone is aware of key events with a particular job. Tasks and events help streamline the recruiting activities by providing a simple mechanism for users to view the job details and submit feedback. You can also set up automatic email reminders to make sure activities get completed and run reports to determine which tasks are requiring the most time to complete. For more information about this topic see User Guide: Tasks and Events.

Notes

You can use notes to capture any additional information about a job. Simply click Edit Notes to begin adding notes for your job.

The notes module allows you to paste in text from other sources, or create the note from scratch, with basic formatting features, and the ability to insert links and images. When you are finished, click Save.

Editing a Job

Editing a job can be done directly from the Job List using the Navigation Menu or Action Icons. You are able to edit multiple Job Fields directly from the Navigation Menu, by first selecting the job from the Job List (check box), clicking any of the Set XX items, selecting a value from the drop down list, and clicking submit.

Editing a Job using the Set options

Editing a Job can also be accomplished by clicking the Action Icons:

Actions column

Clicking the action icon will take you to the edit screen where you can change any of the fields that you may have set during the job creation process. You’ll also be able to change Job Owners and Hiring Managers from this screen as well. You will notice a new section on the edit screen labeled “Workflow". From here you can change the stage that the job currently is in as well as set the Opening Date and the Filled Date.

Workflow section in the Edit Job Screen

  • Stage - The current Workflow Stage of the job.
  • Open Date – The date the job was Opened, which is used for report metrics.
  • Filled Date – The date the was Filled, which is used for report metrics.

When you are finished, click Save to commit your changes.

Clone Job

You can make a copy of or clone a job. This is useful for making alterations on a job that is already live as well as creating the same job that spans multiple departments. To clone a job click the green cross in the actions column of the job that you want to clone.

Action buttons in the Actions Column

You are presented with a screen much like the job creation screen. Edit the items that you wish to change for the cloned job and click Save when you are finished.

Cloning a Job

Clicking Search will allow you to search for jobs using various criteria. You can search by text field or key word.

Search Jobs Options

Run Report

From the Jobs Tab ApplicantStack™ provides an option to run 3 basic reports. These are Active Job Detail, Jobs Created per Month, and Jobs Export. You can run any of these three reports by clicking Run Report, select the desired report from the drop down list, then click Run. For more about reports see User Guide: Reports.

Dropdown menu displaying the job reports that you can run after clicking the Run Reports button

Export

Clicking the Export button allows you to export your selected jobs to a zip file. The zip file contains a .csv file of your selected jobs, a .csv of your selected jobs attachments, and a folder containing all your selected jobs’ attachments. To select a job click the checkbox beside the job’s name. Once you have selected all your jobs, click export.

Selecting Jobs for Export within the Job Listings Grid

Create Task / Schedule Event

You are able to create tasks and schedule events from the Jobs Tab for any selected job. For more information about these items, see User Guide: Tasks and Events.

Delete

You can delete a selected job from two locations. The first location is under the Actions column for that particular job by clicking the red X. The second location is in the right hand action menu by clicking the button labeled Delete.

Showing both methods to delete a job

Once you click delete you are presented with a dialogue box asking you to confirm that you want to delete the job. Click Ok if you want to delete the job and click Cancel if you do not want to delete the job.

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