Departments and locations are required for job setup. Enter just a couple and come back later, or add all of your departments and locations now.

In this step, you'll set up at least one department and one location. Both are required to set up jobs. Most job boards require a physical location, even for remote jobs. Setup the location that makes the most sense for your organization.

To set up a department, navigate to Admin > Organization Setup > 

 then enter the department or team name. You will also have the option to set a candidate-facing name for your department. If you set a candidate-facing name for your department, it will be displayed on the job posting listed on your Ashby job board if you opt to list your posting.

You can also specify the department the new team/department is a part of (if it is a sub-team to be grouped under a department - if it is a top-level department, leave the is under field blank). When ready, click 

. You can adjust the department a sub-team is under or remove parent teams after creating the department.

To set up a location, navigate to Admin > Organization Setup > 

 to create a region to group locations by. When setting up locations always make sure to add in location details if you want those jobs to appear on external job boards like LinkedIn and Indeed.

When editing a location, I can see yellow dots in certain areas. What do these mean?

Can I pull my interview locations from my job locations list?

No, interview locations are different to job locations. Interview locations are set within the Communications tab of your interview activity and can either be a custom location, a phone number, or video conferencing (Google Meet, Microsoft Teams or Zoom). For more on setting a default interview location, please check out 

How do I give a user access to jobs within a specific department?

User permissions can be configured within Admin > Organization Setup > Employees. For more on providing users access to specific departments, check out 

Can I set a street address in a location?

Set up Departments & Locations

Source Types and Sources

Custom Fields

Approvals

SSO and SCIM

Ashby Mobile

Virus Scanning FAQ

How do I change my Ashby timezones?

Where can I hear about the latest product updates?

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

How do I hand Ashby over to a new admin?

How do I generate an API key?

How do I change my company name in Ashby?

Organization Setup

Job Board: Configuring Your Setup

Internal Job Board

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

Can we post our jobs on our existing 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

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