Creating & Posting Jobs

this detailed guide covers how to create and post new jobs in ashby a job can be created and opened with just a title, location, department and interview plan for more on setting up departments and locations, check out jobs overview jobs and job postings what is the difference? a job is separate from a job posting creating a job and setting it to open will allow you to add candidates to your pipeline creating docid 9cszlyszfnbnql7z031jb for your jobs will allow you to create a listing that you can publish to your ashby job board 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 organization's ashby job board and can be configured to automatically post to third party job boards like docid\ lhowovldtktephrpcndhp and docid\ zqlv2m n0qgmnljqfvjqh permissions creating and editing jobs see the table below for information on the permissions needed to set up and edit jobs only those with elevated access admin, elevated access admin private and organization admin access can create or edit jobs access role can create jobs? can edit jobs? limited access ❌ ❌ agency users ❌ ❌ elevated access external recruiter (not linked to an agency) ❌ ❌ elevated access analyst ❌ ❌ elevated access hiring team member ❌ ❌ elevated access hiring manager ❌ ❌ elevated access admin ✅ ✅ elevated access admin private ✅ ✅ organization admin ✅ ✅ how to create and open jobs a job can be created and opened with just a title, location, department and interview plan you can either create a job from scratch, or use job templates creating a job using the job wizard when you create a job, you will specify the job details through the following steps job information the basic information for your role, including templates select a job template to create your job from more on these at 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 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 access by the user creating the job and users who are given specific access to the job this isn’t commonly used 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 want to know more about setting up interview plans? check out hiring team in the hiring team section, you can select hiring team members from existing ashby users and assign them roles these roles are separate from 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 see more in the /#bulk edit hiring team 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 next steps now 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 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 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 want to know more about adding compensation information? check out docid 0zkrmoq 22rnbdt3kwgum want to skip these? click go to job to close out the wizard and be taken to your job instead once a non confidential job is open, it will become visible on the jobs dashboard, and you can add candidates to it create a confidential job organization admins can create confidential jobs by checking the is confidential? checkbox when creating a new job by default, this job will only be visible to the author; organization admins don't have access to these roles unless explicitly granted access by the author, or if they are set to have access to all confidential jobs and projects for more on confidential jobs, check out docid b9z1lwpznhyqfkpdv9wv only the job creator (or an organization admin with access to all confidential jobs) can set a role as confidential or not confidential after the job has been created adding users to confidential jobs to add a user to a confidential job, the author can visit the permissions tab on their employee profile under https //app ashbyhq com/admin/users , and add the job under job access roles you can read more about access roles in docid\ i5jhibmkqhyobnnvrl8rk how to configure jobs you have the option to configure your jobs in great detail the more detailed you add up front, the more time you'll save in the hiring process for the job you can configure the settings, interview plans, and job postings settings this section highlights 5 key areas of the settings page within a job in the basic info 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 any job specific custom fields you create can be filled out here more on this at docid\ qpgklrscmzgwc 7krbwds compensation enable and amend job compensation settings for this role here more on this is available at docid 0zkrmoq 22rnbdt3kwgum in the hiring team section, you can select hiring team members from existing ashby users and assign them roles these roles are separate from docid\ i5jhibmkqhyobnnvrl8rk and serve to describe the person's relationship to the job for reporting and notifications please note that 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 bulk edit hiring team section below when a job is open, you can upload candidates via email by sending an email with attached resumes to the generated email address this will create candidates and add them to this specific job in one step you may attach up to 10 resumes per email bulk edit hiring team when editing the hiring team for a job, you can now ensure that existing job considerations are updated to reflect the changes head into the settings section of your job and navigate to the hiring team section from there, you can click edit to make amendments to your hiring team add member add a new team member to the hiring team role confirm the role this user has on your hiring team user confirm the user who has this role on the hiring team submit add the user to the hiring team … click the three dots on existing users to get the option to delete them from the hiring team next once all amendments have been made, click next to continue after making your adjustments and clicking next , you’ll be asked to confirm the job considerations you’d like to apply to new hiring team to you’ll have the following options; current and future job considerations this option will update the hiring team on considerations currently in the pipeline and future considerations job considerations in the archived or hired stages will not be impacted future job considerations only this option will only add the newly configured hiring team to the job considerations of candidates considered for the role moving forward all job considerations all job considerations for the role will be updated with the newly configured hiring team select an option, then hit submit the job considerations will then be updated accordingly once complete, you can hit view log to see a list of the considerations that were updated interview plans this section briefly covers how to review and customize the default interview plan review docid\ sjqdg 6gg32kbwjaku1ux for a more detailed overview of interview plans in ashby each job has one default interview plan that plan defines the interview stages for candidates that are added to the job after selecting a default interview plan, you can configure that interview plan for this particular job this allows you to decide which activities should take place in which interview stage untitled this section highlights 2 key areas of the interview plans page within a job switch shared plan… will allow you to change to another shared interview plan set up in interview plans in admin if your job is on a custom plan, you will see switch to shared plan here instead when switching plans, you’ll be asked to map the existing stages to the new ones with edit stages for this job… you can make changes to the interview plan, like adding or switching around stages if the job is linked to a shared interview plan set up in interview plans in admin, then the job will no longer be linked to the shared plan and will have a custom plan just for that job instead with + activity you can set up processes to automatically prompt tasks in the candidate profile when a candidate is moved to a stage current supported processes are application review assign a user or role to review an application and decide whether it progresses to the next stage schedule interview assign a user or role to schedule an interview with a specified template take home assign a user or role to give a take home assignment to a candidate and assign team members to review send email assign a user or role to send an email to a candidate from a configured template schedule questionnaire automatically creates a prompt to send the candidate a questionnaire when they enter this stage more on these at docid\ kgrji3jgz 8tzr5bb1 kh e signature document creates an e signature document from a template along with a prompt to send it to the candidate more on this at docid\ ttps7ruxkpz9yhzwpcszt job controls within each job, you'll find a more button that contains management options this section highlights 5 key areas of the job status and more buttons within a job job status controls whether candidates can be considered for the role and if it appears on the job dashboard 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 make confidential if you’re the author of this job, set it so only you can access it 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 opening a job you need to mark your job as open to accept candidates into your pipeline to do this, click the draft status drop down under the job title and select mark as open create a job posting for more details, check out docid 9cszlyszfnbnql7z031jb you'll need to create a job posting to make a job available to inbound candidates to create a new job posting, navigate to the job postings tab within your job then click new draft, then enter the title and description in the basic info tab, you can use the drop down menu to select whether you’d like to display the role on either your external or {{internal job board}} (or both) if you’d like to display the posting on your internal job board, ensure the list on internal job board checkbox is checked if you’d like to the job posting to show publicly on your ashby job board, click the list on external job board option if jobs are not listed, they will be hidden on your job board but you can still share a direct link to the postings please note that for unlisted postings added to the internal job board, users would still need to sign in to be able to view the posting you can also use the basic info tab to set one or more locations, using the location and additional locations menus you can also set an application deadline here customize the other three tabs as needed (application form, automation, compensation) click publish make the job live on your ashby job board automation this section briefly covers how to set up job automation review docid\ pdgw wrubwyfnzhka9ota for more information you have a couple of automation options on each job you can send an application confirmation to candidates once they’ve submitted their application you can also set up auto reject rules on your job postings, based on candidate answers to questions on your application form application email confirmation to set up an application confirmation email, first create an email template (more on this in our docid\ wq6uoydzwfatdmzhopsfj guide) once you have a template in place, you can set up your application confirmation automation on the https //app ashbyhq com/admin/organizational settings/application email confirmation in admin select your email template from the drop down to enable the automation auto reject rules to set up and amend your auto reject rules, head into your job, then to the job postings tab click on the job posting in question and navigate to the automation tab from there, you will be able to set up or amend your configuration for more on this, check out docid\ pdgw wrubwyfnzhka9ota activity automation for more on automating the activities you set up within the stages of a job’s interview plan, please check out job board integrations and custom tracked links job board integrations we integrate with a number of job boards, including the following docid\ lhowovldtktephrpcndhp docid\ zqlv2m n0qgmnljqfvjqh docid\ pmy86lheujrbth2cnclav docid\ jmmrbkkuui5 gwsyj6hdh docid 9fbblmvs6weiypm2nodvz docid\ h4a3qjka90evb jx fstk click the links to read more about setting up each integration! custom tracking links if you’d like to track applications coming from a job board ashby doesn’t currently integrate with, you can use custom tracking links to automatically apply a source to applications submitted via that link more is available on this at docid\ xhgtzhhc5az2c48vkii8h how to navigate the job admin view navigate to jobs > admin to create and manage jobs and job templates you can also access your organization's job board from the job admin view jobs the jobs page in jobs admin is 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 job untitled the image above highlights 5 key areas the search field allows you to search for a job by title use filters to 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 activate the advanced filters checkbox on the right to answer more complex questions with the and, or, and not operators after searching or filtering, review your results view key details about jobs including the number of active candidates, team/department, location/region, linked interview plan, status, and job posting status clicking create job allows you to create a new job clicking job board opens your ashby job board looking for more information? check out the https //academy ashbyhq com/course/jobs course in ashby academy! faq jobs faq can i set an application deadline? you can, yes! the application deadline is set up within the basic info tab of a job posting set a date and time that is visible to candidates (and will show in their timezone) when viewing the job posting you can also set the posting to automatically unpublish once the deadline has passed 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? we do have the option to filter jobs or job reports based on whether they have a listed, unlisted or unpublished postings, yes to filter for jobs based on their listing status on your external job board, select the external job board visibility field from here, you can then determine whether you’d like to view jobs or results for jobs with listed, unlisted or not posted postings please note that the not posted option will include draft postings and jobs without a posting 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 what does the my jobs filter do on the jobs > admin page? you can click my jobs on the jobs > admin 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? you can, 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 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 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 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 docid\ e yblrbjigpkxpxjelyjo hiring team faq can i bulk edit the hiring team on specific job considerations? you can! when viewing the pipeline for your job, you can click select , then choose the job considerations you’d like to update once you’ve selected the job considerations you’d like to update, click more , then update hiring team role in the bulk action update hiring team role wizard, you’ll be prompted to determine an update type and the hiring role on the hiring team you’d like to update add add users to the hiring team with the role specified in the hiring role to update section replace replace hiring team members in the role specified in the hiring role to update section with other users remove remove the user added to the hiring team with the role specified in the hiring role to update section hiring role to update you can add, replace or remove users in the following hiring team roles hiring manager recruiter recruiting coordinator sourcer in the select users section, you can determine the users to be added to the team if replacing a user, select the user who will replace the user currently on the hiring team you can then click start to start the process of updating the hiring team roles on the selected job considerations once complete, you’ll see a success message and will also be able to view the logs showing the changes made 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 please note 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) confidential jobs faq 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 please note 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 on this here), 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