Openings Management

openings in ashby let you set up and track individual positions linked to your jobs, so you can manage multiple hires under a single job without creating duplicate jobs they're especially useful for evergreen roles, where you can track the opening and closing date of each position independently while keeping the same job open headcount planning is essential to achieving operational excellence in hiring openings help your team understand whether you have the knowledge and skills needed to achieve your goals, reduce costs on hiring workflows that don't yield results, and accurately track open headcount and hiring metrics at the individual position level this article covers how to enable and configure openings, create and manage them, link them to jobs and offers, and report on hiring progress learn the full openings workflow in our managing openings in ashby https //academy ashbyhq com/course/manage openings course it walks through jobs vs openings, openings setup, approvals, linking openings to jobs and hires, and reporting on headcount and time to fill permissions & access openings management is available on the legacy plus, plus, and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ the table below outlines 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 can see all openings for the jobs and departments they have access to, along with any openings that aren't linked to a job users with manage openings permissions can also create openings for more, see additional user permissions docid\ mhy0txb4sxnqye9xkvn8e if the user does not have manage openings set as part of their permissions, they can see openings linked to the jobs they've been given access to team or department assignment alone does not grant visibility to standalone openings if manage openings is not enabled within their permissions, the user cannot see openings that aren't linked to any jobs 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 overview watch the video below for an overview of openings in ashby, or follow the steps in this article openings best practices openings allow you to ensure that hiring only happens against approved headcount to that end, follow these best practices when you are actively hiring for a job, link it to at least one approved opening whenever you make a hire, create the offer in ashby and link it to an approved opening (if you enable strict mode, ashby requires this) for more on creating offers and sending them out to candidates, see offers and offer letters docid\ klimfx9n1tahebvkmgpoh we recommend inputting your forward looking hiring plan into ashby (for example, for the next quarter or next half year) you can input openings as approved but not open just yet you can 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) mark an opening 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 settings are described in the bullet points below enable manual opening management use this to enable/disable the openings feature for your organization opening identifier prefix you can append an opening identifier to the beginning of the automatically generated numeric value next opening identifier number add the next opening identifier here (if you want it to start on a specific number) require openings for jobs when toggled on, your team is 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 when openings management is enabled, the requisition id field on a job's settings tab is hidden by default (since openings are the recommended way to track headcount) toggle this on if you need to retain the requisition id field — for example, if you're mid transition from using req ids or have a custom integration that relies on this field this is uncommon the below fields appear when this setting is enabled auto name job requisition identifiers? if enabled, job custom requisition identifiers are 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 job requisition identifiers when creating a new job require team if enabled, the team field on opening is required going forward a draft opening may still be created without a team require location if enabled, the location field on opening is required going forward a draft opening may still be created without a location 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 jobs > openings https //app ashbyhq com/openings click create opening in the top right corner of the page shows the create opening button in the top right of the openings 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 highlights the create job opening button in the openings tab of a job create a draft opening via the top navigation bar click the + add button on the top navigation bar and select opening fill out the form and click create draft watch the video below for a walkthrough of this process, or refer to the steps above you can also import openings for more, see bulk import options 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 see a create approval request option click it to review the approval process and create an approval request for more on configuring approvals, see approvals docid\ e yblrbjigpkxpxjelyjo if there is no approval process configured with criteria matching that of the opening, you see the option to approve the opening when you click the draft status this applies 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 shows the dropdown with options to open or return the opening to draft status once the draft has been approved view openings view all openings to review all openings in one place, navigate to jobs > openings options on this page include a numbered screenshot showing the various locations of the buttons and options described below 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 or to make any amendments, add details, or update the opening status screenshot of the open details popover that appears when you click on the opening id 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 a numbered screenshot identifying where each of the below items appear in the ui 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 search 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 displayed when you opt to open the job asks you to select an opening from the opening drop down if you link a draft opening to a job and then open the job, the opening automatically opens as well shows the window to link a job to an opening detaching an opening from a job to remove an opening from a job, click on the opening in question, either from jobs > openings in 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 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, you need to specify an opening when creating an offer when adding an opening to an offer, ensure the opening is set to open if the opening isn't directly linked to the job, switch off the only show openings of job? option to choose from all openings with the open status reporting on openings versus jobs if you have openings enabled in ashby, you have the option to report on them separately from jobs if you select openings as the subject when setting up a custom report, each individual opening is reflected in the results if you set jobs as the subject, data relating to the job the openings are linked to is displayed in the results reporting time to fill for openings if you generate a time to fill for openings report and have multiple openings for a single job, each opening represents the active filling of a position for that job the average is calculated from when the opening was first opened to when it was filled the report uses the dates openings were created and filled on the jobs dashboard in core dashboards , the time to fill report shows how long jobs have been open and 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! navigate to admin > jobs & applications > openings 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 screenshot showing the toggles to enable the require team and require location settings is the compensation range visible to everyone? currently, all users who can see openings can also see the compensation range we are still refining permissions and plan 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 are for every job, you ever only make one hire for organizations 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 we recommend syncing 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 the archived opening's details, click more , then restore you also have the option to delete an archived opening completely you can delete an archived opening, but not an archived job how 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 can 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 how do i configure close reasons for openings? when you close out an opening, you are asked to provide a reason use the reason for closing dropdown to assign a reason close reasons for openings pull from close job reasons in admin > organization setup > close job reasons if you do not have any reasons listed, navigate to close job reasons https //app ashbyhq com/admin/organizational settings/close job reasons to set up reasons before closing out the opening