Openings Management

the openings feature in ashby lets you track your open headcount, hiring goals as well as metrics for each individual headcount accurately you can assign multiple openings to a single job if you have a job that's evergreen you can use openings to track time to hire and headcount across those jobs without needing to open and close multiple jobs within ashby you can keep one job open and add and fill openings linked to that job as needed openings management is available on the plus, legacy plus and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ openings overview headcount planning is essential to achieving operational excellence in hiring doing so helps your team to understand if you have the knowledge and skills on the team to achieve your goals, and to reduce costs on hiring workflows that don’t yield results this guide covers openings, which represent individual headcount that your team wants to fill openings in ashby let you track your open headcount, hiring goals as well as metrics for each individual headcount accurately see the table below for information on the roles that have access to configure openings settings and set up openings access role has access to enable/configure opening settings? can see openings (for departments and jobs they have access to)? can create an opening? can link an opening to a job? 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 ✅ ✅ ✅ ✅ if you provide a user with manage openings access as part of their permissions, they will be able to see all openings for departments and jobs they have access and also any openings that aren’t linked to a job users with manage openings permissions will also be able to create openings more on this at docid\ mhy0txb4sxnqye9xkvn8e only organization admins can configure openings settings but elevated access users with the manage openings permissions can create an opening and link it to a department only those with elevated access admin access or higher can link an opening to a role that they have access to how to use openings openings allow you to ensure that hiring only happens against approved headcount to that end you should follow these best practices when you are actively hiring for a job, it should be linked to at least one approved opening whenever you make a hire, it should be linked to an approved opening (and if you enable strict mode ashby will require this) an opening should be marked as open as soon as you actively start hiring for it this allows you to track time to fill (the time from when a specific opening was opened to when it was filled with a hire) on the opening level enable openings in admin to enable the openings feature, navigate to https //app ashbyhq com/admin/organizational settings/headcount planning , then toggle the enable manual opening management option configure the other options on the page before moving on note the headcount planning page in admin has been renamed to openings enable manual opening management use this to enable/disable the openings feature opening identifier prefix you can append an opening identifier to the beginning automatically generated numeric value next opening identifier number add in the next opening identifier here (if you’d like it to start on a specific number) require openings for jobs when toggled on, your team will be required to link openings when opening new jobs we recommend leaving strict mode off while setting up openings so your team isn’t blocked require openings for hires when toggled on, offers can’t be generated and candidates can’t be moved to the hired stage without an opening attached to their offer enable requisition id on jobs openings replace the existing {{requisition id}} field on the settings page for a job, but you have the option to retain this field as you work to transition between the two (this is uncommon) the requisition id can be added or amended in the requisition id field on the settings tab within a job require team if this is enabled, the team field on new openings will be required going forward a draft opening can still be created without a team but a team must be added before the opening can be approved and/or opened require location if this is enabled, the location field on openings will be required going forward a draft opening may still be created without a location but a location must be added before the opening can be approved and/or opened create openings if you set up an opening, it defaults to draft mode this allows you to create future openings without linking them to a job and open them immediately create an opening on the openings page to create an opening on the openings page navigate to https //app ashbyhq com/openings click create opening in the top right corner of the page fill out the form, and click create draft create an opening on a specific job to create an opening for a specific job navigate to the openings tab of the job click create job opening in the top right corner of the page fill out the form, and click create draft create an opening via the top navigation bar click on the + add button on the top navigation bar and select opening fill out the form and click create draft view openings under jobs to review all openings in one place navigate to https //app ashbyhq com/openings options on this page include create opening create a new opening in the results section of the page filter you can filter openings using opening fields saved filters you can save filters to access a subset of your openings quickly results the full list of openings opening each row represents an opening click on the id of an opening to view the details openings page optionsclick on an opening id to edit on a specific job to view an opening on a specific job, navigate to the job, then click openings in the left menu organization admins can create new openings from this page elevated access users can add an existing opening to a job options on this page include filter you can filter openings using opening fields saved filters you can save filters to access a subset of your openings quickly add existing opening to job apply an opening already created to this job create job opening create a new opening in the results section of the page results the full list of openings opening each row represents an opening click on the id of an opening to view the details setting up approval processes for creating new openings to create an approval process for openings navigate to https //app ashbyhq com/admin/organizational settings/approvals/opening click on the opening tab and click + new if you do not want the approval process to be applied to all openings, click + add field to match within the scope section to set your criteria any openings meeting the criteria you set will trigger this approval process click + add step in the steps section to add your approval stages and approvers please note that only organization admins can configure new approval processes but any user can be added as an approver for an opening more on approvals can be found at docid\ e yblrbjigpkxpxjelyjo use openings once openings are created, they can be linked to jobs and candidates open jobs and link to openings once an opening is created and approved, you can attach the opening to the job when opening the job the open job screen that is displayed when you opt to open the job will ask you to select an opening from the opening drop down extend offers when extending an offer for a job, you can link it to an opening; once that opening is filled, you’ll need to create a new opening on the job before extending any new offers if you have require openings for hires enabled within your openings settings, then you will need to specify an opening when creating an offer when adding an opening to an offer, make sure that the opening is set to open if the opening isn’t directly linked to the job, then you can switch off the only show openings of job? option to choose from all of the openings with the open status reporting on openings versus jobs if you have openings enabled in ashby, you will have the option to report on them separately from jobs if you select openings as the subject when setting up a custom report, then each individual opening will be reflected in the results if you opt to set jobs as the subject, then data relating to the job the openings are linked to will be displayed in the results reporting time to fill for openings if you opted to generate a time to fill for openings report, if you have multiple openings for a single job, each opening represents the active filling of a position for that job the average calculated is taken from when the opening was first opened, to when it was filled as such, the dates of openings being created and filled will be used on the jobs dashboard in core dashboards, the time to fill report shows how long jobs have been open, how many hires were made against these jobs, and calculates a ratio faq what fields are supported on openings? opening id description team jobs location roles add member employment type is backfill? target hire date target start date compensation range can i set the team and location fields on my openings to be required? you can, yes! head to admin > jobs & applications > https //app ashbyhq com/admin/organizational settings/headcount planning , then enable the require team and require location options going forward, draft openings can be created without the required information but can’t be moved out of their draft state until the required fields are completed is the compensation range visible to everyone? currently all users who can see openings can also see the comp range; we are still refining permissions, and are planning to change this what’s the difference between jobs and openings? the table below outlines what is included in each, and what you’d use them to capture jobs openings include the public job description \ the interview plan and all of its activities \ all active candidates under consideration for that job your hiring plan (where one opening represents one open headcount) \ which candidate was hired against which open headcount \ how long it took to fill an individual headcount use to capture the types of hires you want to make \ how you want to assess candidates for these types of jobs \ how you want to advertise these jobs on your career page headcount information to accurately report on hiring goals, progress, and timing \ get approval where needed when additional headcount is added to a plan what about the requisition id field on a job’s settings page? ashby supports a requisition id field on jobs to be compatible with some uncommon use cases the main reasons to use this field instead of openings is for every job, you will ever only make one hire for customers with custom integrations you are integrating with a third party system that is syncing headcount plans into ashby and you want each of these headcounts to create a unique job it is recommended to sync third party headcount data into openings instead of jobs what statuses are applied to openings? you can view the status of an opening within the status column, either when viewing openings across the company or on the job it’s linked to an opening can have one of the following statuses draft this opening is still in draft and can be opened, marked as approved or submitted for approval (if approvals are required) approved the opening has been approved and is ready to open open this opening can now be filled by a hired candidate filled a candidate has been hired and has filled this opening closed the opening has been closed out without a candidate being hired into it this can be moved back to a draft state if needed by clicking more when in the closed opening’s details archived this opening is hidden from the default openings view and would need to be restored before it could be moved back to a draft state to restore an archived opening, open up the archived opening’s details, click more , then restore you also have the option to delete an archived opening completely please note you can delete an archived opening but not an archived job h ow do openings work when assigned to confidential jobs? if the opening is only assigned to a job set as confidential, only those with access to the confidential job will be able to see the opening if the opening is also linked to other non confidential jobs, others can access the opening but won’t see the confidential job linked to it