As a manager or recruiter, you create and post vacancies to advertise job openings in your enterprise.
The following sections explain how to create vacancy details.
On the Create Vacancy: Enter Primary Details page, you specify:
Primary details for a vacancy such as location, grade, job, position, and the employment status.
For a new vacancy, the status is Unapproved by default.
If your enterprise has set up default recruitment information for your business group, then the following details appear automatically on this page for the vacancy:
Vacancy Name
If this field displays a unique vacancy number, for example, IRC1234, then you cannot change the value. This setting indicates that your enterprise has set the automatic vacancy code allocation method to generate vacancy names. If this field is blank, then provide a vacancy name.
Number of vacancy openings
Organization
Location
Enterprise policy determines whether you can modify the default information.
The manager who manages the vacancy. The Manager field displays the user name by default. You can select a different manager from the list of people in your enterprise.
Note: The people whom you can access depends on the HR: Cross Business Group profile option defined in your enterprise.
Start and end dates to define the vacancy availability period.
Compensation details such as stock options, company car, or pension options. Note that they do not define the compensation elements that are included in the employment assignment after a candidate has been hired.
You can view minimum and maximum salary in corporate currency. For example, if you enter the maximum salary amount as 5,000 USD and the corporate currency is set as GBP, then iRecruitment displays the corresponding value as 3085.905 GBP (if the conversion rate is: 1 USD = 0.61 GBP)
On the Create Vacancy: Enter Required Skills page, you:
Define the skills and qualifications required for the vacancy. If the vacancy is associated with a position, for example, any competencies required in that position appear automatically. During a manager search, iRecruitment compares the skills required for the vacancy with the candidates' skills and displays a list of candidates whose skills match the vacancy requirements.
Select an assessment, for example, a test that applicants can complete when they apply for your vacancy. You can use tests to evaluate applicants' knowledge and skills. iRecruitment presents the test to applicants during the job application process.
On the Create Vacancy: Enter Team Members page, you define a security method for recruiting team members. You define security for the vacancy to control vacancy access. If managers or recruiters have the appropriate security profile, then they can view vacancies in their own organization (typically their own business group) or across business groups.
Defining a Security Method
You can select any one of the security methods:
Team
Only people in the recruiting team that you select can see the vacancy. When you select the Team members, you can select only those people that your security profile gives access to. Your system administrator defines your security access.
Note: If your enterprise has not defined security to restrict access to iRecruitment data, then everyone in your enterprise can view the vacancy. Check with your system administrator to define user access.
For more information on how user access and security is defined in iRecruitment, see: User Access and Security
When setting up Team Only security, you must include the recruiter or manager in the team, or they will not be able to see the vacancy.
Business and team
The recruiting team that you select and users with the appropriate security profile can see the vacancy. Business indicates the security profile or the current business group that you are part of.
Public
If you select Public, anyone in your business group can see the vacancy.
Identifying the Recruiting Team Members
You select a recruiting team to define who can access the vacancy and view interviews details. When you define a recruiting team, you can also assign additional vacancy and interview security to each of the members. Select hiring managers and recruiters as part of the recruiting team if they perform interviewer tasks also.
Defining Additional Security for the Vacancy
Define additional security for the vacancy to control vacancy access. You can select different levels of vacancy security. These are:
Update
Update/Delete
View Only
Additional Information: In the current release of iRecruitment you cannot delete vacancies, so in effect Update and Update/Delete are the same. The Delete function is reserved for future development.
Define additional security for the recruiting team members to restrict interview access. Only employees who are part of the recruiting team appear in the Interviewers list while creating an interview. As part of the interview security, you specify the interviews that the interviewers can access.
iRecuritment provides the following interview security options:
Assigned Interviews
The recruiting team member can only view the interviews that the member is directly associated as an interviewer.
Assigned and Previous Interviews
The recruiting team member can not only view assigned interviews but also view interviews conducted prior to the assigned interview.
All Interviews
The recruiting team member can view all interviews scheduled for applicants during the entire interview cycle.
Defining Agency Access
Define agency access to a vacancy in the Agencies table. You can make the vacancy details available to recruiting agencies that your enterprise uses. The agencies can then submit applicants for the vacancy or, if given authority, manage the whole recruitment process.
Identify one or more agencies to assist with recruiting for a vacancy. You can:
Specify the duration for which the agencies access the vacancy. This is the duration for which the agency assists the enterprise in the recruitment process.
Indicate the maximum number of applicants that agencies can submit for each vacancy. This prevents agencies from indiscriminately submitting many applications.
Enable an agency to complete the recruitment process for a vacancy. Select the Manage Applicants check box when assigning the vacancy to an agency to enable the agency to progress applicants through the entire application process. Otherwise, agencies can view only their assigned vacancies and submit applications for these vacancies.
Defining Communication Properties
Define communication properties for the vacancy. You can:
Set the default communication status for the vacancy. Select from these options:
Closed
Indicates that none of the users can communicate. The moderator must initiate the communication at the application level to open the communication for the vacancy. This is the default value.
Not Started
Only a recruiter, hiring manager, or recruiting team member who can view or update vacancy can initiate communication by clicking the Start Communication button on the Application tab of the Candidate Details page.
Started
Anyone who can view or update vacancy (hiring manager, recruiter, or recruiting team member) or applicants can initiate communication.
Define whether recruitment communication notifications can be sent to communication participants. The default value is No.
Define who can add attachments to the messages. Select from these options:
All
All the communication participants, including applicants can add attachments.
Internal
A recruiter, hiring manager, recruiting team member, or agency user with manage applicant access can add attachments to messages.
None
None of the participants can add attachments. This is the default value.
Define who can add recipients to messages. If you select Internal, then a recruiter, hiring manager, recruiting team member, or agency user with manage applicant access can add recipients to messages. Internal is the default value.
Define who can moderate messages. The moderator can view, reply, and delete messages initiated for applications. Only the moderator can close communication for an individual application using the Candidate Details page and multiple applications using the Mass Communication page. The moderator can also view the entire message log for all topics. The default value is Recruiter and Hiring Manager.
On the Create Vacancy: Format Job Posting page, you:
Provide job posting information, such as job requirements. Depending on your vacancy, the job postings details may appear automatically, for example, if the position associated with the vacancy has default job posting information. You can edit the job details as required.
Use the editor to apply formatting features such as italics or bold to highlight certain information.
Specify whether candidates can view the recruiter's details, such as name and contact phone number, so that they can contact the hiring manager directly.
In the Recruiting Sites region, internal, internal referrals, and external sites appear by default. You can select multiple third-party sites for posting job details. You can specify separate start and end dates for job postings on internal, external, internal referral, and third-party sites. You can post vacancies on the internal referral site and employees can refer candidates here. You can chose to post vacancies for internal referrals for a specific time period and then make the vacancies available to external candidates and employees.
If your enterprise posts the vacancy details to employees for a period of time before posting to external candidates, then you can enter only the internal posting date and not the external posting start date. The application automatically sets the external posting start date when the vacancy is approved.
The Review page displays the default approvers for your vacancy. In addition to the default approvers, you can add other people as approvers and recipients of the vacancy notification. You can add approvers only if your system administrator enables the Add Approvers region.
Adding Attachments
You can upload supporting documents to vacancies to provide additional information. You can add documents for internal users (recruiting team members, managers, and recruiters), for example, about headcount approvals and recruitment budget. External user attachments can include documents such as company policies and additional information about the grade, position, and location of the vacancy. Agency users and candidates are external users. Managers, recruiters, vacancy approvers, and recruiting team members can view both internal and external documents.
Review the vacancy to ensure that the details correct, and submit it for approval, if appropriate. You can also save a draft of the vacancy and complete the details later.
See: Save for Later
Use the Post Advert button on the Vacancy Details page to post the vacancy to third-party recruiting sites. When you post vacancies, iRecruitment sends the documents using the data transfer method specified by your enterprise. You can view and track responses from each third-party site in the Response column. If your enterprise uses:
HTTP to post the job details, the recruiting site sends an immediate response that confirms the successful receipt of the job details
E-mail to post the job details, you can view only the posting date in the Response column
FTP to post the job details, you can view the posting date and error details if the transfer process fails
You do not post vacancies to your enterprise's internal and external sites. iRecruitment automatically posts the job advertisements on the internal and external sites on the date specified in the Start Date field of the Create Vacancy: Format Job Posting page.
You can update a vacancy to modify the assignment and job posting details. For example, if your enterprise moves the job opening to another location, you can change the location information. You can update a vacancy when you receive the vacancy back for correction. You can also update an approved vacancy, if required.
When you update vacancy details, you can:
Change any of the details that you provided earlier, such as the end date of the vacancy and the employment status.
Change the skills and skill ratings required for the job.
You cannot select a new assessment if applicants have already applied to the vacancy and taken the test.
Add agencies that can access your vacancy, and nominate a different recruiting team.
Note: When you update a vacancy, you cannot delete recruiting team members associated with interviews that are at the Planned or Confirmed status for the vacancy.
Update the posting details, such as the How-to-Apply details.
Select new approvers for the vacancy and new recipients of the vacancy notification.
On the Update Vacancy: Review page, you can view the changed information (highlighted with a blue dot in the proposed data region).
Depending on your enterprise's approval process, iRecruitment routes the updated vacancy for approval.
Repost the Updated Vacancy on Recruiting Sites
If you update a vacancy that you posted to third-party recruiting sites, remember to repost the updated vacancy once it is approved.
For troubleshooting vacancies, see: Troubleshooting Vacancies