Creating and Working with Job Openings

Job Opening Section Overview

Another section in the Hire module that plays an essential role in the entire Talent Acquisition process is Spark's Job Openings. To access this page you will need to navigate to the Hire module → Job Openings where you will have the following view:

• A Search field to find specific Job Openings by typing their name
• Filter button
• Date range fields to select and apply date to see all Job Openings that have been posted and closed during that period
• The list of all Job Openings that you have (e.g. open, closed)
• Job Openings with open and expired statuses are shown by default

Note: The job openings you see in the list view depend on your viewing settings. To manage these settings, go to the Settings section, navigate to Job Openings → Actions/Views, and see the Views:

• View All Job Openings: If this switch is enabled, you can see all job openings within your organization
• Limited View: If this switch is disabled, you will only see job openings where you are the Recruiter or Hiring Manager

Besides the above-listed options you can: 

• Navigate to your open vacancies page by clicking View Public Page hyperlink
• Export all of your Job Openings, even those ones that you have found using filtration options
• And finally, you can create a new Job Opening by clicking + Create Job Opening button

Creating a Job Opening

Note: Before digging deep into the creation process let's keep in mind that any requisition which was created and approved can also become a Job Opening. 

To create a Job Opening follow these quick steps: 

1. Make sure you're in the Job Opening section of the Hire module
2. Click + Create Job Opening button
3. Fill in the mandatory fields, which are:
• Job Opening title (publicly visible)
• Opening date
• Recruitment Pipeline: you will need to pick a pipeline that has been created in advance 
• Add Job Description. You can use the HTML editor to polish your text.
• Select the Recruiter(s) for this specific Job Opening
• Specify the Hiring manager
• And finally, Employee Count: Specify how many specialists you will need to hire for this position 
4. Once all the required fields are completed, click the Save and Continue button to proceed to the Public Settings tab.

Note: 

• Auto-Linking of applicants: You can automatically connect incoming job applications to the appropriate job openings by enabling the Auto-Linking switch. If the applicant is already associated with the desired job, they will be linked automatically.

• Auto-rejection notification for Candidates: You can automatically send an email notification to candidates when you reject their application by auto-rejection notifications for Candidates switch. If enabled, the system will display a Rejection Email Template dropdown list with pre-defined email templates you've created in Settings → Integrations → Messages Templates

  The system will automatically send the selected email template to the candidate using

  the following information:

  Sender Name: First and Last Name of the user who rejected the application

  Sender Email: Corporate Email address of the user who rejected the application 

Tip: You might want to add a Job Description and Skills which will allow your applicants to find out more details and specifics about the position they are applying for. Here you can select a Job Opening template which needs to be created beforehand. 

Remember to ensure that the job description is completed in at least one language.

Working with Job Openings

You can view any Job Opening and even see all the candidates and applicants list who applied for it and much more. To do that, click on the job opening and you'll be navigated to its page where the data is divided into the following tabs: Details; Candidates; Applicants.

• Status: this field shows whether the Opening is open or closed; its ID, creation date and the creator. 

Tip: Sometimes you may notice a little info icon ⓘ near the Status field. This means that your Job Opening can be closed since you have hired the required number of specialists and there is no need to keep it open. 

• Position details which were entering when creating the Job Opening. You can edit those details anytime by clicking Edit ✎ button
• Job Description field: again displays the details that were entered when creating the Job Opening
• Hiring Team field: shows the Recruiters and Hiring managers selected during the Job Opening creation process
• Job Opening Details: shows already specified information. 
• And Finally, the Public Settings: and again this field shows the configurations there were applied when creating Job Opening

Any field can be always modified. Simply click Edit ✎ button to make adjustments. 

You can Discard, Close the Job Opening and even Copy depending on actions permission levels that you as the account user have. 

Note: 

• When you change the Hiring Manager for a job opening and save it:
• Changes will apply to the Hiring Manager for all eligible candidates
• The change will not be applied to candidates who are already hired, rejected, auto-closed, or have had offers rescinded
• Appropriate notifications will be sent, and changes will be reflected in the Timeline
• When you change the Hiring Manager for a job opening and discard the changes:
  
• Changes will apply to the Hiring Manager of the specific job opening but not to the Hiring Manager associated with any candidates linked to the job before the change was made.
  

Note: When performing any of the above-mentioned actions (Close or Discard) you will need to specify the reason behind that action. The reason should be created in advance from the Settings → Customizations → Key Properties. 

Candidates

This tab contains the names and profiles of all candidates that are linked to this Job Opening. 

You can also use the Quick Filters to see the names of only those candidates in whose recruitment process you are involved in the Hiring Team

Important! Candidates linked to a specific job opening who haven't been reviewed yet will appear with a red dot. You can use the Application Status filter to focus on candidates with Opened or New statuses.

Right below the Quick Filters you will see the Stages of the pipeline which were linked to this Job Opening. Each stage will display the names of corresponding candidates that are currently there.

You can select one stage at a time or select them all. As a result, the system will show the candidates with all the relevant information: ID; Full Name; CV which you can download; Stage; Status; Feedback; Rating and Tags. You can read more about Candidates by clicking this link. 

The Move to Next Stage button offers two ways to progress candidates through your hiring pipeline:

• First display the Actions menu by selecting a candidate or all candidates
• Standard Move: Click the button to move the candidate to the next stage in the flow.
• Advanced Move: Click the arrow next to the button to reveal a dropdown menu. This menu allows you to:
• Move Candidates to any custom stage from the current flow
• Move directly to the Job Offer stage

Note: 

• The Move to Next Stage button only appears when you're viewing candidates in a specific stage (2nd Round Interview, Job Offer).
• The arrow won't be visible if the candidate is already in a stage within the flow.

Tip: Access Move to Next Stage within the relevant stage on the Hire → Applications → Candidates page.

Applicants

This tab contains the names and profiles of all applicants who have applied for this Job Opening through the public page or you have added them manually. As you can notice the view of Applicant information is completely different here. You can only see the ID; Full Name; CV; Application Date; Source and Tags here. By clicking the Applicant's name you are being navigated to their page. To learn more about Applicants feel free to check out this article.