Ashby Admin Onboarding

12 min

We're excited to welcome you to Ashby and help you hit your hiring goals! This article covers the key setup areas to get you started, along with more advanced options we recommend configuring early to optimize your experience. Each guide this article links to opens in a new tab, so you won't lose your place.

Are you a new Ashby Admin?

For a guided video walkthrough of everything in this article, take the Admin Essentials track in Ashby Academy. It pulls together the Academy's admin lessons into one sequenced path, so you don't have to piece together each step on your own.

Set up your company theme and explore integrations

This section covers the basic technical setup to get things working and takes less than 20 minutes.

Set up your integration with either Google WorkspaceGoogle Workspace or Microsoft 365Microsoft 365 so you and your team can use all of Ashby's features.

Job Board: Configuring Your SetupJob board: Configuring your setup

Set up the ZoomZoom integration (if your team uses Zoom)

Looking to integrate with other software? Check out the Integrations Marketplace and our Integrations for further information.

Note: Most integrations must be set up by an Admin user of the partner's platform. Some job board integrations, such as Wellfound (formerly AngelList Talent)Wellfound (formerly AngelList Talent), must be set up on the partner's end.

Set up your first job

In this section, you'll set up a job and test the workflows for adding candidates to Ashby. This section takes five to 10 minutes — we recommend having a job description ready.

Set up Departments & LocationsSet up departments and locations to assign to your jobs

Create Interview PlansInterview Plans to establish clear stages within each job's pipeline

Open and post your first Creating & Opening Jobsjobs

Create test candidates and test out the workflowCreate test candidates and test out the workflow

Note: The IndeedIndeed integration is enabled by default. Disable it while you're setting up your jobs to ensure test postings aren't listed.

Create reusable templates in Admin

You can create reusable templates for various objects, including one-off emails, sequences, interviews, and feedback forms. We highly recommend getting at least some of these templates in place to save time in the long run, although you can revisit this later.

Configure Interview PlansInterview Plans to build out the pipelines that candidates go through as part of your interview process.

Create shared Feedback Forms and InterviewsFeedback Forms and Interviews that can be used across multiple jobs and interview activities.

Create shared Application FormsApplication Forms to assign to your job postings.

Add Email Template Creation and ManagementEmail Templates to speed up and standardize candidate communications.

Create Job TemplatesJob Templates to configure job settings, interview plans, and job posting information in advance.

Review Setting Scheduling DefaultsScheduling Defaults to determine the defaults that apply across your interviews.

Set up scheduling and enhance your job with activities

At this point, you're ready to use all basic Ashby features! Ashby also supports further streamlining your process by adding interview scheduling and other ActivitiesActivities to each stage. Once added, these activities automatically populate on your candidates' profiles when they move into a stage, so you know exactly what to do next.

Scheduling & Interviews: An IntroductionScheduling and interviews: An introduction

Choose a scheduling workflow:

Setting up Schedule Interview ActivitiesSetting up Schedule Interview Activities

Direct Booking & Candidate Availability LinksDirect Booking and Candidate Availability Links

Manually Scheduling InterviewsManually scheduling interviews

Review and enable other activity options:

ActivitiesActivities

Note: Once you've customized your job with activities, you can turn it into a job templatejob template to reuse whenever you open a new job.

Set up your team's permissions

With the basic setup complete, it's time to configure your team's permissions!

User PermissionsAshby user permissions

Want to set up additional access roles or automations? Check out Permissions AutomationPermissions Automation and Manage Access RolesManage Access Roles.

We recommend leaving most users with limited access, as they can get the information they need about the candidates they interview from the interview briefing.

Onboard your team

Onboarding your team is easy! Share our Getting Started Guides with your hiring team via email or Slack (Ashby does not currently send automated new user emails). These guides instruct them on how to log in and start using Ashby within 10 minutes.

Getting Started for Hiring ManagersGetting started for Hiring Managers

Getting Started for InterviewersGetting started for Interviewers

Getting Started for RecruitersGetting started for Recruiters

Getting Started for Recruiting CoordinatorsGetting started for Recruiting Coordinators

Getting Started for SourcersGetting started for Sourcers

With your current setup, you're ready for hiring excellence! Check out more of our resources to further enhance your team's experience. Happy hiring!

Curious about more advanced setup? Check out Advanced SetupAdvanced Setup.