 This article covers how to configure departments and locations.  Both are required for jobs and job postings and can be used for reporting and filtering candidates, jobs and job considerations.

Set up Departments & Locations

 This document details how to set up and use sources to track where candidates are applying from.  Sources identify where a candidate and their job consideration originated.

Source Types and Sources

 Custom fields allow you to add additional fields to a candidate's profile, a job, an offer, or an opening that you and other users can fill out, allowing for a further level of customization.  Candidate, Job, and Project custom fields can be configured on the Legacy Plus, Plus, and Enterprise plans.

Custom Fields

 In some cases, you may only want a question to appear in a form if the candidate answers another question in a specific way.  For example, if a candidate answers 'Yes' when asked if they require sponsorship for the role they are applying for, you may want to then ask further questions based on that response.

Conditional Form Fields

 You can create an approval process when multiple stakeholders need to review and sign off on a workflow.  Ashby currently supports configuring approvals for openings, jobs and offers.

Approvals

 Some approval fields are available to add as columns to custom list reports or to group results by in segmentation or count over time reports.  Custom reports can be configured on the Plus, Enterprise, and Legacy Plus plans These allow you to see approvers for openings, and offers at a glance and also open up auditing opportunities.

Reporting on Approvals

 The Multiple Brands feature allows you to manage multiple brand identities within a single account, giving candidates a seamless branded experience across job boards, candidate flows, and forms.  This feature is ideal for organizations with multiple brands or subsidiaries and can help each brand maintain its unique presence under a unified system.

Multiple Brands

 We support SSO (SAML and OIDC connections), along with Directory SCIM through WorkOS.  SSO can be configured on the Foundations, Legacy Plus, Plus and Enterprise plans SCIM can be configured for accounts on the Legacy Plus, Plus and Enterprise plans.

SSO and SCIM

 This guide covers how to use Ashby mobile, our web application where you can manage your candidate pipelines on the go.  Sign in using your phone's web browser at app.

Ashby Mobile

 Ashby scans files uploaded by candidates for known malicious file signatures.  If a file is found to be potentially malicious, we will display a warning dialog whenever you try to download the file.

Virus Scanning FAQ

 Learn how to set your organization's default timezone and how each user can customize their own timezone.  For more information on setting your availability, please check out Meeting Hours Adjusting your Organization Timezone Navigate to your Admin section.

How do I change my Ashby timezones?

 If you’d like to keep on top of the latest releases in Ashby, check out the Product Updates page here https //www. ashbyhq.

Where can I hear about the latest product updates?

 If your organization has recently changed domain, or has a secondary domain, please reach out to support\@ashbyhq. com to update the domains on your Ashby account accordingly.

Updating the domain or adding a secondary domain to an Ashby account

 If you’re handing Organization Admin responsibilities over to another user, this guide will help you identify some key areas in Ashby to update prior to leaving the organization.  To set a new user as an Organization Admin, navigate to Admin > Organization Setup > Employees and select the new admin user from the list.

How do I hand Ashby over to a new admin?

 This guide covers how to generate and manage Application Programming Interface (API) keys on the API Keys page in Admin .  This video overview is optional - see below for step-by-step written instructions.

How do I generate an API key?

 If you’re rebranding or are making changes that would require you to amend your company name in Ashby, this guide will cover the key areas to make adjustments, along with any caveats to be aware of when making the switch.  If you have further questions on changing your company name, don’t hesitate to reach out to your CSM or the Startup Success team.

How do I change my company name in Ashby?

Organization Setup

Job Board: Configuring Your Setup

Job Board: Cookie Consent Settings

Job Board: Application Spam Protection

Internal Job Board

Are there any job board integrations that do not require an account with the third-party job board?

Routes for integrating your Ashby job board with your careers page

Can I disable my Ashby job board?

How do I set up job board connections?

Linking out to your Ashby job board

Embedding Ashby Job Boards in an external Careers Page

Using the lightweight job posting API to list openings on your site.

Build an entirely custom careers page using the Ashby API

Is it possible to post jobs to multiple careers pages?

Job Board Setup

Data Privacy and Compliance

Reporting on Data Retention Rules, Violations of Rules and Consent Choice

Data Privacy FAQ

Data Management

Admin & Organization Settings

The openings feature in Ashby lets you track your open headcount and hiring goals as well as metrics for each individual headcount accurately. You can assign multiple openings to a single job.

Openings

Adding your data from your previous ATS to Ashby

migration

Schedule interview activities can be set up within each stage of your job’s interview plan. These activities allow you to select an interview type, interviewers and set the interview’s settings in advance.

schedule_interview_activities

The candidate’s application or consideration for a role. A candidate can have multiple job considerations on their profile, as you can consider a candidate for as many roles as you’d like.

job_considerations

A job board that can only be accessed by users logged into Ashby. The job board or boards your jobs are posted to are selected within the job posting settings.

internal_job_board

Set within a job’s Settings section, users added here will receive notifications about the role they’ve been assigned to. The types of notifications they receive will be based on their Notifications settings within Personal Settings. 

hiring_team

Determine if and when users can view feedback based on their access role. 

feedback_visibility

The users in your Ashby account. Employees can be provisioned automatically via the Google Workspace or Microsoft 365 integration or be added manually. They will be provisioned with Limited Access permissions initially.

employees

Settings to determine if emails sent to and from the candidate are hidden when in the Offer or Hired stages. Can also skip email syncing for hired candidates and for those considered for confidential jobs.

email_visibility

A survey with set wording and questions that candidates can fill out voluntarily. This survey can be added to the application tab of your job postings, be sent out manually or you can create automation rules to send it out automatically.

EEOC_Survey

Reports that are sent to you regularly with information about upcoming interviews or overdue tasks. Can be set up in Personal Settings > Notifications.

digests

The color palette used for all reports and dashboards. The chosen color customization will be applied across the organization for all users.

default_visualization_colors

Dashboards allow you to add multiple reports to one page for easy viewing. You can also add filters to dashboards and link them to each report to filter all reports down without amending each of them individually.

dashboards

Links that you can add to external job board postings to automatically add a specific source to a candidate’s application.

custom_tracking_link

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A feedback form that was created specifically as part of an interview. Cannot be used on other interviews unless it’s promoted to a shared feedback form.

custom_feedback_form

An interview that was created specifically as part of a schedule interview activity. Cannot be used on other jobs or interview plans unless it’s promoted to a shared interview. 

custom_interview

An application form that was created specifically within a job posting. Cannot be used on other jobs or job postings unless it’s promoted to a shared application form. 

custom_application_form

Allow you to create fields to store additional information for candidates, jobs, projects or offers.

custom_fields

The option to remap data into custom buckets for reporting purposes.

calculated_fields

A tool to set rules that will automatically reject an application based on answers to specific questions within the application form.

auto-reject

A tool that allows you to set up a process where one or multiple users must approve an offer, a job or an opening before further action can be taken.

approvals

The form that a candidate completes on your job board when applying for a role. Once the application form is submitted, the candidate will appear in the Application Review section of your job’s pipeline.

application_form

The tool used to configure an email that is automatically sent to a candidate after their application has been submitted.

application_email_confirmation

Removing candidate’s PII from their profile but keeping other information for reporting purposes (pipeline movement, job considerations, etc).

anonymizing_candidates

Clarifying internally why a candidate has been rejected for a role.

archive_reasons

The option to add specify a number of minutes to be blocked off before and after interviews to avoid back-to-back interviews.

buffer

The ID number added to a job for reference purposes. Can be replaced by opening ID if you opt to use openings.

requisition_ID

Any user with access to Ashby can log in and either submit a referral directly or generate a link to share with their community. A candidate who applies via that link will be credited to that user. 

referrals

Where you can set default settings like Location and calendar invite content for interviews and schedule interview activities.

scheduling_defaults

Part of the Google Workspace and Microsoft 365 integrations where users are synced over and given access to Ashby automatically. Users are provisioned with Limited Access by default.

user_sync

The option to add a send-as email address in Gmail and share it with other users. You can also specify a default no-reply address for automated emails. 

shared_email_aliases

Tokens you can add to your sequences and email templates to pull information from the candidate’s profile, from the sender or from the job. This information is then added to the email automatically in place of the token when sending an email.

substitution_tokens

The option to share your email address with others and for others to share theirs with you. Once shared, emails can be sent on another user’s behalf.

email_sharing

A route to import or bulk update candidates, openings or employees by uploading a CSV file. The file can be uploaded and field can be mapped accordingly at Admin > Data Management > Bulk Data Import.

bulk_CSV_import

A route to import candidates by emailing their resumes or CVs over to a candidate upload email address. The email addresses you can use to import candidates can be found in Admin > Data Management > Import via Email.

email_import

Drip campaigns that you can enrol leads or candidates in to gauge their interest in a role.


sequences

Projects are lists of leads or potential candidates. They help you keep track of talent that you're not actively considering for any particular role you currently have open.

projects

The stage the role you’ve created is currently at. The job can either be a draft, open (accepting candidates and/or moving them through the pipeline currently), closed (candidates are no longer being considered) or archived.

job_status

Moving a candidate’s job consideration to another job’s pipeline. This option is available in the ‘More’ section of the candidate’s profile.

transfer

Tasks are shown on your Home page and are any actions that need to be taken (leaving feedback, following up with a candidate, approving an offer, opening, or job, or acknowledging a note you’ve been tagged in)

tasks

Where you can set a rule to stop candidates from being enrolled in a sequence if they have been contacted already within a certain time frame.

Outreach_Frequency_Policy

The final result for an application, either Hired or Archived.

outcome

Where you can see all of the integrations we currently offer. Don’t see the integration you’re looking for? Reach out to support@ashbyhq.com to put in a request.

Integrations_Marketplace

Job_Consideration

Rejecting a candidate's job consideration