Posting a role and tracking applicants

Create a job ad once, publish it to your careers page and share it to job boards, then move applicants through screening, interview, checks and offer to hire. This tutorial covers the whole recruitment flow.

Before you begin

• Your plan includes Recruitment and onboarding (Professional plan).
• Permissions to create and publish job ads (recruitment.jobs.create, recruitment.jobs.publish) and to update applications. The HR and recruitment role has these.

Create and publish a job ad

1. Go to Team → Recruitment and select New job ad.
2. Enter the Job title, for example Disability Support Worker – SIL (weekends).
3. Choose the Position, Branch and Employment type, and enter the Classification (for example SCHADS Level 2.1).
4. Fill in Pay shown, Hours shown, Description and Requirements. These appear on the ad.
5. Under Advertise on, select the channels: Careers page, SEEK, Indeed, LinkedIn, Facebook or Other.
6. Select Publish, or Save to keep it as a draft.

The careers page is published for you. For other boards, open the ad again and copy its link from Share links, then paste it into the job board.

Manage your job ads

1. Open the Job ads tab. Each ad shows its channels, applicant count and status (Draft, Open, Paused, Closed or Filled).
2. Select an ad to edit it, or use Pause, Reopen or Close.
3. Select the applicant count to see that ad’s applicants in the pipeline.

Move applicants through the pipeline

1. Open the Applicant pipeline tab. Columns are the stages: Applied, Screening, Interview, Checks, Offer and Hired.
2. Filter to one ad with All jobs.
3. Read each card: name, star rating, source, Needs review (a screening answer needs a look) and Checks done out of total.
4. Drag a card to the next stage, or open it and select Move to ….

Screen, interview and check

1. Open an applicant. Check their contact details and Screening questions, and rate them with the stars.
2. Under Interview, set Date and time, Format (Video, In person or Phone), Location or meeting link and up to 6 Interviewers, then select Send invitation. The applicant gets it by email.
3. After the interview, choose the Outcome (Progress, Hold or Decline), add Interview notes and select Save outcome.
4. Under Pre-employment checks, set each check’s status: Not started, Requested, Received, Passed, Failed or Waived.

Make an offer and hire

1. When required checks are passed or waived, fill in Offer and employment contract: Employment type, Classification, Base hourly rate ($) and Start date.
2. Select Draft offer, then Send for e-signature.
3. When the offer shows as signed, select Hire and send onboarding. The worker record is created and their onboarding invite is sent. See Onboarding a new worker: documents, contracts and induction.
4. For an applicant who won’t go further, select Not progressing, give a reason and select Confirm. The applicant is told.

Tips

• Applicants who apply through a shared link keep the channel as their source, so you can see which board works.
• The Interviews tab lists every upcoming interview.

If something goes wrong

You can’t move an applicant past Checks

Every required pre-employment check must be Passed or Waived first.

Draft offer is greyed out

Set a Start date, and make sure every required check is passed or waived.

Hiring fails with Offer not signed

Wait until the applicant signs the offer. The Hire and send onboarding button only shows once it is signed.

An interviewer can’t be booked

Someone already interviewing at that time can’t be booked. Choose another time or interviewer.