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Create & Manage a Vacancy
User Guide
2
Create a Vacancy
When the Organization is ready to hire an individual to fill a position in their company, the
selected system administrators will need to navigate to recruitment manager on their
dashboard.
Note: To create a vacancy your user needs to have the “View Confidential Individual
Data” switch turned on for your user profile. This is managed in User Settings.
Select the Manage Vacancies button that appears in Recruitment Manager.
All created vacancies will appear in a list format, which will display as “Placed” or “Not
Placed.” This is to determine which vacancies are still available or not.
To add a new vacancy, select the add vacancy button.
Use the dropdown selection to determine the type of position that is being created.
Note: The list of positions pulls in from the “Positions and Requirements” menu. If you need
a position created that is not available in the list, you will need to create the position in the
“Position and Requirements tab.”
Create a Vacancy
When the Organization is ready to hire an individual to fill a position in their company, the
selected system administrators will need to navigate to recruitment manager on their
dashboard.
Note: To create a vacancy your user needs to have the “View Confidential Individual
Data” switch turned on for your user profile. This is managed in User Settings.
Select the Manage Vacancies button that appears in Recruitment Manager.
All created vacancies will appear in a list format, which will display as “Placed” or “Not
Placed.” This is to determine which vacancies are still available or not.
To add a new vacancy, select the add vacancy button.
Use the dropdown selection to determine the type of position that is being created.
Note: The list of positions pulls in from the “Positions and Requirements” menu. If you need
a position created that is not available in the list, you will need to create the position in the
“Position and Requirements tab.”
3
Select the Province.
Select the region and the applicable suburb/s.
Note: Multiple suburbs can be selected if it is applicable to the vacancy.
Use the free text field available to add the Title of the vacancy.
Select the contact person that will receive the applications.
Note: This is a mandatory field. If you are on a Contractor / Service Provider package, it is
important to remember that the contact person will be responsible for sorting out the
applications.
Select a date for when the vacancy is available, a closing date for applications to be
submitted and the salary.
Note: The “Closing Date” field is mandatory. The “Date Available” field will default to the
current date. Once the closing date is reached, the vacancy will automatically be archived.
Select the Province.
Select the region and the applicable suburb/s.
Note: Multiple suburbs can be selected if it is applicable to the vacancy.
Use the free text field available to add the Title of the vacancy.
Select the contact person that will receive the applications.
Note: This is a mandatory field. If you are on a Contractor / Service Provider package, it is
important to remember that the contact person will be responsible for sorting out the
applications.
Select a date for when the vacancy is available, a closing date for applications to be
submitted and the salary.
Note: The “Closing Date” field is mandatory. The “Date Available” field will default to the
current date. Once the closing date is reached, the vacancy will automatically be archived.
4
If you are on a Client package, select a user group that you require the listed user group
users to receive notifications for applications.
Note: This will send the notifications to the User Group selected and the contact person
selected earlier in the vacancy creation.
New: The user can now indicate the number of people who can apply to and fill the role
meaning that one role can now be filled by multiple people.
Note: This is a mandatory field.
Add the full detail and description of the vacancy in the description field.
Note: You cannot exceed 5000 characters in the text space provided.
When you have captured all the information, select the save button to complete the
creation process.
You will receive a pop-up message to say saved.
Your created vacancy will appear in a list display.
To edit details on a vacancy – select the edit button.
Note: Once a vacancy is created, the vacancy details will be sent to the Recruitment
subscribers via email.
If you are on a Client package, select a user group that you require the listed user group
users to receive notifications for applications.
Note: This will send the notifications to the User Group selected and the contact person
selected earlier in the vacancy creation.
New: The user can now indicate the number of people who can apply to and fill the role
meaning that one role can now be filled by multiple people.
Note: This is a mandatory field.
Add the full detail and description of the vacancy in the description field.
Note: You cannot exceed 5000 characters in the text space provided.
When you have captured all the information, select the save button to complete the
creation process.
You will receive a pop-up message to say saved.
Your created vacancy will appear in a list display.
To edit details on a vacancy – select the edit button.
Note: Once a vacancy is created, the vacancy details will be sent to the Recruitment
subscribers via email.
5
Manage a Vacancy
1) Review candidate applications.
Note: When a candidate has applied for a position, the selected user group and contact
person on creation of the vacancy will receive a notification advising them that a candidate
has applied for a vacancy.
Email Notification Example:
Navigate to Manage Vacancies
Select the view button.
Note: Just below the vacancy details, if the system has matched individuals to your vacancy
criteria using the position type and area of the individual, a list of these individuals will
display in a list format for you to click on whereby you can encourage the individuals to
apply for the vacancy if they have not already applied. Please take extra note when inviting
an individual to apply for a vacancy. There will be a column display showing the “Date
Created” date. This means that it’s showing the date that the individual was loaded onto
the system and it will list the individuals from oldest to newest in the column.
Manage a Vacancy
1) Review candidate applications.
Note: When a candidate has applied for a position, the selected user group and contact
person on creation of the vacancy will receive a notification advising them that a candidate
has applied for a vacancy.
Email Notification Example:
Navigate to Manage Vacancies
Select the view button.
Note: Just below the vacancy details, if the system has matched individuals to your vacancy
criteria using the position type and area of the individual, a list of these individuals will
display in a list format for you to click on whereby you can encourage the individuals to
apply for the vacancy if they have not already applied. Please take extra note when inviting
an individual to apply for a vacancy. There will be a column display showing the “Date
Created” date. This means that it’s showing the date that the individual was loaded onto
the system and it will list the individuals from oldest to newest in the column.
6
As the client hosting the vacancy in the system, you need to click on the auto apply button
that displays next to the individual if they meet the vacancy criteria.
A list of candidate applications will appear in the top right of your screen.
Note: This grid will display the “date applied” for each individual and it will display from the
oldest applicants to the newest applicants.
Select the view button that displays next to the applicants.
When opening the applicant’s application, you will be able to view the individual’s profile
but selecting the view profile button.
As the client hosting the vacancy in the system, you need to click on the auto apply button
that displays next to the individual if they meet the vacancy criteria.
A list of candidate applications will appear in the top right of your screen.
Note: This grid will display the “date applied” for each individual and it will display from the
oldest applicants to the newest applicants.
Select the view button that displays next to the applicants.
When opening the applicant’s application, you will be able to view the individual’s profile
but selecting the view profile button.
7
You will also see a consolidated list of position requirements that the person has
uploaded against their profile.
Note: These position requirements are set by the Corporate Client in their Positions and
Requirements module.
Another screen will display the individual's CV and personal details for you to view.
Note: As you work through your candidate applications, you can add them to a category
grouping. These are the categories that are created as mentioned in point (3.2) of the user
guide. This will enable you to short list candidates or mark them as not successful as you
work through the applications.
Scroll down through their application to “Category”
Select the applicable category and select update.
You will also see a consolidated list of position requirements that the person has
uploaded against their profile.
Note: These position requirements are set by the Corporate Client in their Positions and
Requirements module.
Another screen will display the individual's CV and personal details for you to view.
Note: As you work through your candidate applications, you can add them to a category
grouping. These are the categories that are created as mentioned in point (3.2) of the user
guide. This will enable you to short list candidates or mark them as not successful as you
work through the applications.
Scroll down through their application to “Category”
Select the applicable category and select update.
8
The candidate’s category will display as its updated.
If you would like to meet with the applicant, select the book meeting button.
Fill in the meeting details.
When you are complete, select the add button.
You will receive a pop-up message to say that the meeting has been booked.
The candidate’s category will display as its updated.
If you would like to meet with the applicant, select the book meeting button.
Fill in the meeting details.
When you are complete, select the add button.
You will receive a pop-up message to say that the meeting has been booked.
9
2) Placing an applicant
Once all the applicants have been reviewed and the Client is ready to appoint the
successful applicants they can view the vacancy.
From the list of applicants within the vacancy they can click on the view icon, here they can
use the “Place now” button to appoint the employee once their profile and other details
have been reviewed.
To place an employee immediately from the list of applicants click on the place icon next
to their name
To remove an employee select the bin icon
2) Placing an applicant
Once all the applicants have been reviewed and the Client is ready to appoint the
successful applicants they can view the vacancy.
From the list of applicants within the vacancy they can click on the view icon, here they can
use the “Place now” button to appoint the employee once their profile and other details
have been reviewed.
To place an employee immediately from the list of applicants click on the place icon next
to their name
To remove an employee select the bin icon
10
3) Editing a vacancy
If an already existing vacancy needs to be edited, click on the edit icon next to the vacancy
name
Here most details for this vacancy can be changed. Once the details have been updated
click on save.
4) Reinstating a vacancy
Note: When a vacancy has reached its expiry date or when the vacancy limit has been
reached the vacancy will automatically be archived.
To reinstate the vacancy, scroll down to “Vacancy History” and click on “Reinstate”
3) Editing a vacancy
If an already existing vacancy needs to be edited, click on the edit icon next to the vacancy
name
Here most details for this vacancy can be changed. Once the details have been updated
click on save.
4) Reinstating a vacancy
Note: When a vacancy has reached its expiry date or when the vacancy limit has been
reached the vacancy will automatically be archived.
To reinstate the vacancy, scroll down to “Vacancy History” and click on “Reinstate”
11
The editing page will open to allow the closing date to be updated along with any other
details that affect the vacancy.
5) Create Categories for Vacancies used in Recruitment Manager.
Note: To create a vacancy category, your user needs to have the “View
Confidential Individual Data” switch turned on for your user profile. This is
managed in User Settings.
To create a vacancy category, select “Manage Categories.”
Select the add category button.
Use the free text field available and select save.
A list of your categories will display in a list format.
The editing page will open to allow the closing date to be updated along with any other
details that affect the vacancy.
5) Create Categories for Vacancies used in Recruitment Manager.
Note: To create a vacancy category, your user needs to have the “View
Confidential Individual Data” switch turned on for your user profile. This is
managed in User Settings.
To create a vacancy category, select “Manage Categories.”
Select the add category button.
Use the free text field available and select save.
A list of your categories will display in a list format.