Creating & Opening Jobs

jobs are the central records for roles within ashby this guide explains how to build your hiring foundation by creating and configuring jobs, distinguishing between jobs, openings, and postings, and using the job wizard to build new roles prerequisites & permissions departments and locations must be configured prior to creating jobs check out set up departments & locations docid\ acybgybzas3ymyvbo5um8 to configure them an interview plan is not required to create a job draft, but one must be assigned prior to opening a job see interview plans docid\ sjqdg 6gg32kbwjaku1ux for full details on the various ways to set these up only those with elevated access admin, elevated access admin private, and organization admin access can create or edit jobs understanding jobs, job postings, and openings to manage your hiring effectively, it is important to understand how ashby categorizes these three distinct entities job a job is the central record for a role creating a job and setting it to open allows you to add candidates to your pipeline and begin the interview process job posting a job posting is the public or internal advertisement for a job you use postings to collect applications through your ashby job board or third party sites like linkedin a job posting isn't required to open a job, but you can add as many job postings to a job as you like job postings are hosted on your organiza job templates docid\ x1ie8z5pxr7fjkspv6qeu tion's ashby job board and can be configured to automatically post to third party job boards like linkedin job posting docid\ lhowovldtktephrpcndhp and indeed docid\ zqlv2m n0qgmnljqfvjqh learn more in our job postings docid 9cszlyszfnbnql7z031jb article opening an opening represents a specific headcount for a job if you are hiring three candidates for the same job, you create one job with three openings rather than three separate jobs openings are not available on foundations plans openings are not available on foundations plans for more information on openings, see openings management docid\ ksxxwi1zugaw8lrp8jwxz how to navigate the job admin view navigate to jobs > jobs in the top menu bar to create and manage jobs and job templates you can also access your organization's job board from the job admin view jobs page the jobs page gives a quick overview of every job that you have access to this view can be searched or filtered by team, location, and/or job status click on a job to visit the candidate pipeline for that particular role a full view of the jobs admin page is shown tips on getting the most out of the jobs page the search field on the left side above the job list allows you to search for a job by title use + filter above the search bar to apply filters that scope the number of results down to, for example, a department or a source pick one or more options to view results matching all the selected values filter criteria will be added next to the search bar to remove criteria from your filter, hover over them and click the x activate the advanced filters toggle on the right to define more complex filtering criteria with the and, or, and not operators the screenshot shows the advanced filtering logic and the location of the advanced filters togger in the upper right the list of jobs matching your criteria can be viewed in table or pipeline view by toggling the options on the left side you can view key details about jobs including the number of active candidates, team/department, location/region, linked interview plan, status, and job posting status the screenshot shows a view of the jobs list, and highlights the pipeline vs table view toggle in the upper right in the upper right, clicking + create job allows you to create a new job, and clicking job board opens your ashby job board how to create a job you can create a job with just a title, location, department, and interview plan jobs can be created from scratch or by using an existing job template follow the steps below to create a job creating a job with the job creation wizard to create a job, navigate to jobs and select jobs in the top menu bar, then click + create job this opens the job wizard the 'create job' button on the latest version of the jobs page you can also create a job by hovering over the + add button in the top right of the navigation bar and click job when you create a job via the job wizard, you will specify the job details through the following steps step 1 define job information first, you'll need to fill in basic job information see the field descriptions below the screenshot shows the first step of the job creation wizard with fields to input basic job information templates optionally, you can select a job template to create your job from more on these at job templates docid\ x1ie8z5pxr7fjkspv6qeu title the job title openings if your job should be connected to an opening, you can link your opening here more on this at openings management docid\ ksxxwi1zugaw8lrp8jwxz team assign a department to your job location assign a location to your job is confidential? setting a job as confidential means it can only be accessed by the user creating the job and users who are given specific access to the job this isn’t commonly used for more information on confidential jobs, see what are confidential jobs? https //docs ashbyhq com/what is a confidential job step 2 assign an interview plan here you can specify the interview plan that your job will use the interview plan you select will determine the stages in the candidate pipeline you can opt to skip this by hitting the skip button the screenshot shows the interview plan step of the job creation wizard with the option to select from various shared interview plans want to know more about setting up interview plans? check out interview plans docid\ sjqdg 6gg32kbwjaku1ux step 3 specify the hiring team in the hiring team section, you can select hiring team members from existing ashby users and assign them roles the screenshot shows the hiring team step within the job creation wizard where specific users can be added as members of the hiring team these roles are separate from other access roles docid\ i5jhibmkqhyobnnvrl8rk and serve to describe the person's relationship to the job for reporting and notification purposes roles include hiring manager, recruiter, recruiting coordinator, and sourcer scheduling notifications will only go to the meeting organizer set on an interview (or the user scheduling the interview if a meeting organizer is not set) more on this at what is a meeting organizer? docid\ c1tlsdkvuj7s15oa8poql next steps now that you have the basics of your draft in place, you can continue the job setup with the following options interviews add activities to your interview plan like interviews, take home assignments, email prompts and more more on this at activities docid\ u2vf0kytmmlpie5n6zwn7 job posting create and publish a job posting to add the role to your ashby job board, specify the application form applicants should complete and configure auto reject rules more on this at job postings docid 9cszlyszfnbnql7z031jb additional information add compensation information to the role, fill out job specific custom fields and complete other fields within the job’s settings page continue reading below to learn about the job's settings configuring job settings you have the option to configure your jobs in great detail the more details you add up front, the more time you'll save in the hiring process for the job navigate to the settings tab of the job from the menu on the left side of your job to begin configuring the settings descriptions of each field on the settings tab are below basic info in this section, you can edit the job’s title, team or department, location, and employment type by clicking on the fields and making any adjustments custom fields this section will only appear if you have custom fields configured that apply to the job more on this at custom fields docid\ qpgklrscmzgwc 7krbwds compensation enable and amend job compensation settings for this role here more on this is available at compensation docid 0zkrmoq 22rnbdt3kwgum hiring team you can select hiring team members from existing ashby users and assign them roles these roles are separate from other access roles docid\ i5jhibmkqhyobnnvrl8rk and serve to describe the person's relationship to the job for reporting and notifications scheduling notifications will only go to the meeting organizer set on an interview (or the user scheduling the interview if a meeting organizer is not set) roles include hiring manager, recruiter, recruiting coordinator, and sourcer see more in the section below upload candidates via email an email address will generate here when the job is opened sending an email to this address with attached resumes will create candidates and add them to this specific job in one step you may attach up to 10 resumes per email quickly editing job details from the job pipeline you can also view and update key job details directly from the jobs pipeline page to view the jobs pipeline, navigate to jobs > jobs and select the pipeline view on the right side click any of the following pills on a job card to edit that field hiring team avatars — opens the edit hiring team sidebar (available to users with edit access to the job) location — navigates directly to the relevant section of job settings employment type — navigates directly to the relevant section of job settings department — navigates directly to the relevant section of job settings in table view, the same fields can also be clicked on to quickly edit these settings in addition, the opening cell in table view will take you directly to the job's opening tab note the department, location, and employment type pills are not clickable for analytics only organizations job controls within each job, you'll find job status indicator just below the job title on the left, and a more button in the top right that contains management options points out the job status indicator on the left, and the more button and available options on the right job status this setting controls whether candidates can be considered for the role and if it appears on the job dashboard it does not control job postings use this drop down to set your draft job to open (to accept candidates), close out an open job, or set a closed job as a draft again if needed more button options make confidential allows you to set it so only you can access it if you are the job's author you can also allow other users access to the role via their permissions copy creates a copy of this job as a draft all copied job postings are unpublished create template creates an inactive job template that has the same attributes as this job all job postings are moved to unpublished follow this job get customizable notifications when any candidate for this job submits an application, is hired, or moves to a new interview stage you've successfully created and configured your job settings! now you may want to revisit setting up the job's interview plans docid\ sjqdg 6gg32kbwjaku1ux , activities docid\ u2vf0kytmmlpie5n6zwn7 , and compensation docid 0zkrmoq 22rnbdt3kwgum sections before opening the job learn more set up rules to auto reject applications docid\ pdgw wrubwyfnzhka9ota send automated application confirmation emails https //docs ashbyhq com/emails and email templates#application confirmation template configure automated activities docid\ mtfnbycncvnb4mtdsgeqb within your interviews see our job board integrations https //docs ashbyhq com/job board how to open a job once you've configured all details of your job, the job can be opened, which is the next step toward being able to collect applications from candidates! the steps required to open a job depend on your ashby plan level and admin settings those with legacy plus, plus, and enterprise plans may need to associate an opening to the job before it can be opened to learn more about openings, see openings management docid\ ksxxwi1zugaw8lrp8jwxz moving from "draft" to "open" when ready to open the job, click into the job and locate the job status indicator beneath the job title the status should say "draft" for a newly created job click on this to reveal options if you are missing required information within your job details, the open option will be greyed out with a message indicating what is missing when all required information has been filled in, the open option will be active select it, and your job status indicator will turn green and indicate the job is now open congrats! you've created and opened a job! in order to start collecting applications, the job must be posted see job postings docid 9cszlyszfnbnql7z031jb to create a job posting you also may be wondering about closing or archiving filled or canceled jobs see when and how do i close out a job? docid\ wnjuw9oizlejwts bba21 for more information looking for more information? check out the creating and managing jobs https //academy ashbyhq com/course/jobs course in ashby academy! faq can i set an application deadline? yes! the application deadline is set up within the job posting see job postings docid 9cszlyszfnbnql7z031jb for more information can i filter my jobs or job reports to only show jobs that have a listed job posting? or only those that have an unlisted job posting? you can build a job postings report that shows listed, unlisted, or unpublished postings to filter for jobs based on their listing status on your external job board, select the external job board visibility field under filters when building a job posting report for jobs that are listed, unlisted or not posted on your internal job board, select the internal job board visibility job field you will then be able to select from the same options on the filter’s drop down menu for more detailed information, see reporting on job postings docid\ o2ct7pt pe slgfic7vy what does the my jobs filter do on the jobs > jobs page? you can click my jobs on the jobs > jobs page to view only the jobs that you are directly involved in you are seen as involved in a job if you are assigned to the hiring team for that role or are following the job can i open a job without it being listed on my ashby job board? yes once a job is marked as open, it will only be listed on your ashby job board if there are job postings in place that have been published and set as listed you can read more on this at job postings docid 9cszlyszfnbnql7z031jb can i add notes to a job? it’s not possible to add notes to a job but you can create job specific custom fields to house specific job information more on these at custom fields docid\ qpgklrscmzgwc 7krbwds my organization requires openings for jobs can i open a job without having an opening linked to it? if your organization has require opening for jobs enabled within admin > jobs & applications > openings , you must have an opening attached to your job to be able to open it if you do not see the option to skip adding an opening, please reach out to an organization admin to adjust the opening settings for you (if you are not an organization admin), or create an opening and link it to your job can i delete a job? it’s not possible to delete a job in app please reach out to support\@ashbyhq com mailto\ support\@ashbyhq com for assistance can i set up a process where a job needs to be reviewed by other team members prior to it being opened? yes, you can set up approval processes for jobs if they need to be reviewed prior to being opened more on this at approvals docid\ e yblrbjigpkxpxjelyjo can i bulk edit the hiring team on specific job considerations? yes, see how to bulk update the hiring team on a job docid\ pea3bqz8dws zvqdigmkh can i add myself to the hiring team on a job or job consideration? yes as long as you have elevated access admin access or higher to the role, department or location, you can add yourself to the hiring team on a job or job consideration adding yourself to the hiring team will not impact your access to the role or overall permissions, it will just determine whether you will receive notifications about the role and job considerations to edit your permissions, please reach out to an organization admin on the account (even if you yourself are an organization admin) are calendar invites set to private by default on the communications tab for confidential roles? yes, if new interviews or new interview activities are created on the interview plan for a confidential role, then, by default, the calendar invites will be set to private in the communications tab this means that interview details will be hidden from non attendees and they will only see a busy event on interviewer calendars if you do not want interview events to be set to private or want to check the privacy status, head to the communications tab of your schedule interview activity you can adjust the privacy using the is private? option how do ashby’s confidential jobs work with reporting? who can see confidential job data in reports? only those with access to the confidential job will be able to see the confidential job data in reports users will only be able to see the job data that they have access to when building and reviewing reports in ashby report data of an alert gets generated on behalf of the user who creates the alert, so all of the creator’s accounts permissions apply if the entire list from an alert is sent to a specified user and not a user involved as ( more about this in alerts docid\ fckr kkhnmjz6vuu3krvw ), then the user receiving the report will be able to see all of the report data in the alert email be sure to add filters to remove any jobs (including confidential jobs) or specific data that you don’t want users receiving the alert to see as part of your alert setup process