Getting Started for Recruiting Coordinators
Welcome to Ashby! We couldn't be more excited to help you get started. This guide covers the most common ways recruiting coordinators use Ashby.
New to Ashby as a Recruiting Coordinator?
For a guided video walkthrough of everything in this article take the Recruiting Coordinator Essentials track in Ashby Academy. It pulls together the Academy's coordinator lessons into one sequenced path, so you don't have to piece together each step on your own.
Log in to Ashby
To sign in, head to https://app.ashbyhq.com.
Ashby uses Google sign-in, Microsoft 365 sign-in, and magic links.
If your company has Single Sign-On (SSO) set up with Ashby, use this option to log in.
More on signing in can be found at Signing in to AshbySigning in to Ashby.
Configure your personal settings
A key first step is configuring your personal settings in Ashby.
In Personal Settings, you can do the following:
- Set your personal info, including your job title, user avatar, timezone, and social links
- Set your notification settings: determine the activities you should be notified about and where you'd like to be notified
- Set up personal email templates
- Set up OAuth if needed (confirm with your admin whether this is required as part of your Google Workspace or Microsoft 365 setup)
For a full walkthrough, check out Updating Personal SettingsUpdating Personal Settings
Navigate Ashby
Home page
If you are only interviewing candidates in the pipeline and have no other interaction with candidates, you likely have Limited Access in Ashby.
To get started, log in to Ashby at https://app.ashbyhq.com using one of the login options. You should already have an account set up. Once logged in, you land on your home page, where you can access interview briefings and tasks.
For a full breakdown of the home page, check out Home PageHome Page
Add and track referrals
To submit referrals:
- Head to the Referrals section of the Home page.
- Click + Referral.
- To create a direct referral, click Add Direct Referral and complete the referral form with the candidate details.
- To create a referral link, click Create Referral Link and give your referral link a title. You can then opt to link to a specific job posting using the Link to specific job posting? checkbox and selecting a job posting from the dropdown.
Our full guide on referrals can be found at Referrals and Referral LinksReferrals and Referral Links
Candidate profile
Depending on the permissions you are given, you may have access to view candidate profiles and take action on job considerations.
For further information on navigating a candidate profile, check out Candidate ProfileCandidate Profile.
Candidate pipeline
The Pipeline Overview provides you a view of candidates across all positions you have access to and allows you to quickly jump between them.
For more on the pipeline view, check out Candidate PipelineCandidate Pipeline.
Jobs - dashboard view
The Job Dashboard at Jobs > Dashboard is a high-level overview of the active jobs you follow, have a role on, and have access to. You can also access the Job Board from this page. We recommend bookmarking this page to quickly see all of your active jobs in one place.
Common Ashby areas for recruiting coordinators
This section will walk you through the key activities you'll complete as a recruiting coordinator, including opening and posting jobs, scheduling interviews, generating offer letters, and adding candidates to your HRIS.
Opening and posting jobs
To create a job, navigate to Jobs > Jobs, then click the Create a Job button and follow the steps in the job creation wizard. At this point, you can open the job right away — or configure it further. In the Settings section, there are further configuration options on four tabs.
When you're ready to open the job, click the Job Status button and select Mark as Open. An open job isn't automatically posted to your Ashby job board or any third-party job boards but you will be able to add candidates to the pipeline.
When you're ready to post the job to your job board, you can set up a job posting on the Job Postings tab. You can create as many postings as you'd like for a job. Once published, the posting will show up on your Ashby job board (e.g., jobs.asbhyhq.com/ashby).
For a full guide on creating a job and job postings, check out Creating & Opening Jobs .
Scheduling interviews
With Ashby, you can schedule interviews manually, or create a structured interview process that automates the details of finding times and creating calendar invites.
For the full details of setting up and scheduling interviews, check out Scheduling & Interviews: An Introduction to view the options available.
Generating offers and offer letters
When a candidate moves to the Offer stage in the candidate pipeline, an offer activity will be generated in the Activities section of their candidate profile. Click Create Offer to complete the Offer Details form. The form data will be used to populate substitution fields in the Offer Letter PDF that is generated.
You can also send out e-signature requests (sent via DropBox Sign) and create offer letter templates to help structure your processes further.
For a full guide, check out Offers and Offer Letters and E-Signature Offers
Add candidates to your HRIS
When a candidate accepts an offer, you see an option to push hired candidates to your HRIS system. Clicking the button that appears will create a new Employee in the system, including the latest Offer data.
All HRIS integration options can be found in the Integrations Marketplace.
FAQ
My profile picture has synced over from Google Workspace but it's very pixelated. Why?
Images synced over from Google Workspace do not have a high enough resolution. We'd recommend uploading your avatar within Personal Settings to fix this.