Openings Management

openings allow you to set up positions that are linked to jobs you create in ashby, so if you are hiring multiple candidates for the same job, you can create openings, rather than multiple jobs to track headcount openings are a great tool to use for evergreen roles, as you can track the opening and closing date of each opening individually, while keeping the same job open openings management is available on the legacy plus, plus and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ why use openings? 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 openings in ashby let you track your open headcount and hiring goals as well as metrics for each individual headcount accurately overview 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 to along with 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 openings best practices 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, the offer should be created in ashby and linked to an approved opening (and if you enable strict mode, ashby will require this) for more on creating offers and sending them out to candidates, check out docid\ klimfx9n1tahebvkmgpoh it is recommended to input your forward looking hiring plan into ashby (e g for the next quarter or next half year) you can input openings as approved but not open just yet ashby allows you to input openings ahead of opening the corresponding jobs (often, you know you want to hire for a certain role, but it’s far enough out that you don’t have a job description yet and haven’t completed an intake meeting) an opening should be marked as open as soon as you actively start hiring for it this allows you to track time to fill accurately (the time from when a specific opening was opened to when it was filled with a hire) on the opening level, allowing for accurate reporting enabling openings in admin to enable the openings feature navigate to admin > jobs & applications > openings toggle on the enable manual opening management option configure the additional options to suit your organization enable manual opening management use this to enable/disable the openings feature for your org 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 having 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 auto name job requisition identifiers? if enabled, job custom requisition identifiers will be automatically generated job requisition identifier prefix if enabled, confirms the prefix to be used for job requisition identifiers when creating a new job next requisition identifier number if enabled, confirms the next number to be used in a job requisition identifiers when creating a new job require team if enabled, the team field on opening will be required going forward a draft opening may still be created without a team require location if enabled, the location field on opening will be required going forward a draft opening may still be created without a team 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 a draft 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 a draft 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 a draft 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 you can also import openings for more on this, check out docid\ sorncj66lghrflracxetj approving and setting openings as open to approve or start the approval process for a draft opening, click the draft status dropdown within the opening details if there's an approval process in place, you will see a create approval request option click this to review the approval process and create an approval request more on configuring approvals at docid\ e yblrbjigpkxpxjelyjo if there is not an approval process configured with criteria matching that of the opening, you will see the option to approve the opening when clicking the draft status this will apply the approved status to the opening after the opening is listed as approved, click the approved status within the opening details, then open to open the opening and start hiring for it view openings view all openings to review all openings in one place navigate to jobs > 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 click on an opening to make any amendments, add details or update the opening status 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 you've already configured to this job create job opening create a new opening for this role seach search for specific openings if you have a long list opening each row represents an opening click on the id of an opening to view the details use openings once openings are created, they can be linked to jobs and candidates open jobs and link to openings if your organization requires jobs to be linked to openings, attach the approved opening 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 please note that if you link a draft opening to a job, then open the job, the opening will automatically open as well detaching an opening from a job to remove an opening from a job, click on the opening in question, either from within the jobs > admin > openings section of ashby, or within the openings section of the job in the jobs tab, click the x on the role you'd like to remove the opening from want to attach the opening to a new job? click the select jobs dropdown to select another job 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