How to Create a Job Requisition

How to Create a Job Requisition

With this option, you can create and post job requisitions, schedule interviews, and run different reports in relation to the job requisitions and applicants.

You can enable users to be able to edit a Job Requisition after it has been either submitted or approved. To enable this functionality, ensure your users have the proper security permission. The Job Requisitions setting with Edit Submitted/Approved checked will give users access to modify job requisitions. The setting is located in the Recruitment section under the HR tab of security profiles.

Access this option from:

Team > Recruitment > Job Requisitions

From the Job Requisition page, your users can view/edit, copy, delete, and communicate with applicants.

Job Requisitions: Notify Applicant Option

The Notify Applicant option is used to notify an applicant of a job requisition and invite them to review and apply. A Notify Applicant button is included on the maintenance page of job requisitions. The same option is available on the Job Requisitions report page via an icon that prevents users from having to open each job requisition to use the functionality. Upon clicking the icon on the page, users will be prompted to select an applicant and then complete a communication template and send it to the applicant.

Job Requisitions: Creating a Job Requisition

Job Requisitions: Requisition Details

Job Requisition Template: To save steps, you can add a template that will fill out a good portion of the requisition. Users would then fill out a few remaining fields and verify the information. If you do not have templates, you can click the hyperlinked title and create them.

Resume Required: Check to require applicants to provide a resume for this job requisition.

Allow Quick Apply: Check to allow applicants to apply for the job requisition using a simple one-page application. See the Quick Apply section for more details.

Job Title: Enter the Job Title applicants will see.

Job Requisition ID: This field will be auto-generated when saving the requisition.

Status: This field will be auto-populated and grayed out and un-editable and is controlled by the dates set for Visibility.

Default Position: This field will display if you are also using Position Management. If you use it, you can enter a default position for the requisition. There are some fields in a Position that will override fields in the job requisition; they are Job Title, Job Description, Job Category, and Employee Type. You will be prompted to ensure want these overrides occur.

Default Job: This field displays only if Position Management is used and works in conjunction with the Default Position field and will be auto-filled based on the selection in that field. It cannot be edited.

[Cost Centers]: Select the cost centers for the job requisition. This is optional but recommended.

Company EIN: When multi-EIN is enabled, you will be required for you to select an EIN to which the job requisition will apply. When hiring an applicant, you will have the ability to select which Company EIN the employee will be hired into.

Status & Visibility: Check to enable visibility date fields. These dates allow you to set how long the job will display to applicants and employees.

Evergreen: This setting is unchecked by default. Checking it indicates there is an unlimited number of openings and an applicant hire count is unnecessary. With the option unchecked, you will set the number of openings and other options.

Number of Openings: If Evergreen is unchecked, you must enter how many openings are available.

Auto Change Status To Closed and Filled When Filled: If Evergreen is unchecked, you have the option to have the system automatically change the requisition status to Closed and Filled when an applicant has been hired.

Total FTE: If Evergreen is unchecked and you are also using Position Management, you can set a Full-Time Equivalency number for the position.

Job Location: This section will auto-fill with the Default EIN address as set in Company Setup. If another EIN is selected in the job requisition's Company EIN drop-down, this area will update accordingly with that EIN's address.

Job Requisitions: Position Management /Job Requisition

Job Requisitions: Copying from Job Requisitions: Position/Job Values Displayed

In the Job Requisition Templates, you can copy data from an existing job requisition into the template. When Position Management is enabled, you will see the Default Job and Default Position columns displayed in the pop-up when selecting a value for this field. These values will display whether the Position is active or inactive.

Job Requisitions: Copying Behavior in Job Requisition Templates

You can select a Job Requisition in the Copy From Job Requisition look-up.

Access the option from Company Settings > HR Setup > Applicant Tracking/Recruitment > Templates Library > Job Requisition Templates 

1. Copy From Job Requisition will show all the requisitions (Active, Completed, etc.)

2. After you select a Job Requisition for the copy, all the fields in the template will be auto-populated with data from the Job Requisition selected.

3. If the selected Job Requisition has a Position available in the Default Position field, the following 4 fields will be updated with the latest data from the Position (as defined in the specified position page) and the rest of the       fields will be copied from selected Job Requisition:
  1. Default Job
  2. Job Title
  3. Description ( Updated from Position Description)
  4. Employee Type

4. Job Category #1 is updated from the Job.
    All these fields will be read-only after the Position is selected. If the Position is cleared, the fields will be enabled for editing again.

5. If the selected Job Requisition has no Position defined in the Default Position field, data is copied as-is from the requisition.

6. If the Position in the Job Requisition is set as Inactive, an error message will be generated when saving.
   The error message is: Selected position is inactive. Please select a valid position.
   If a Position is being used in a Job Requisition, that Position cannot be deleted.

Job Requisitions: Job Details

Country: Select the Country where the job will be located.

Job Type: Specifies if the requisition is for Internal, External, both Internal & External, or Confidential applicants. By default, a Job Requisition's Type will be set to Internal & External.

  • Internal and External: Everyone everywhere can see the Job Requisition and it will be sent to the career portal and automatically to Indeed if enabled.

  • Internal only: These Job Requisitions will only show up on the My Careers page based on security, and will not be on the feed to Indeed unless the Date to post externally is included where it will then show up.

  • External only: These Job Requisitions are not visible to the internal candidates but are on the career portal and Indeed.

  • Confidential: These Job Requisitions are not visible to anyone but people who can be invited to apply to a confidential requisition via notification with the associated link. These jobs will not be visible on the career portal or on Indeed.

Budgeted: The Budgeted setting will be available to be added as a column in certain reports. A budget filter will be available in Job Requisition Workflows so that when the Budgeted checkbox is checked in a Job Requisition, the workflow filter can route the workflow down a particular approval path. If the Budgeted checkbox is not checked, the requisition will not be recognized as budgeted and the workflow can follow a different path for approval.

When Budgeted is enabled on a Job Requisition, a Y will display under the Budgeted column in the Job Requisitions and Job Applications reports. If Budgeted is not checked, the field will remain blank. When Budgeted is enabled on a Job Requisition, and View Selected Applicants is selected under Recruitment > > Candidates > Applicants, the Budgeted column will display on the Applications tab. In Job Requisition workflows, under Company Settings > Global Setup > Workflows, the Is Budgeted option is available in the filters of the Add Action steps.

Employee Type: Select the employee type for the job. If a Job is attached to the requisition which contains the Employee Type, this field will be auto-populated. The title is hyperlinked, and when clicked, will open the maintenance page for Employee Types.

Required Experience Minimum/Maximum Years: Allows you to designate minimum or maximum years of experience (if any) for the job.

Degree Required: Allows you to designate a required degree level (if any) for the job.

Travel Required (%): A percentage of travel, if applicable.

Manage Others: A simple Yes/No drop-down to specify if the position requires management of others.

Description: This section allows you to enter a description of the job and contains a full editor to allow you to format the text,  insert images, and color.

Applicant Questionnaire: If a custom questionnaire should be attached to the job requisition, it can be listed here. A hyperlink also exists to create an external questionnaire. There is also an option for internal questionnaires since internal and external questionnaires often ask different questions.

Job Categories: Optionally list up to three categories that may fit the job. If a Position/Job is attached to the requisition and contains a Job Category, it will be auto-populated here. This can assist applicants in quickly the type of job they need.

Job Industries: Optionally list up to three industries that may pertain to the job. This can assist applicants in searching for jobs in certain industries.

Job Requisitions: Hiring Stages

Administrators can control enabling/disabling, editing the sequence order, enforcing the sequence order, and/or marking certain hiring stages as required for each job requisition. This is also available when creating Job Requisition Templates. In the widget, each hiring stage displays its settings as carried over from the global configuration maintenance page. Actions can be applied to each stage.

Hiring stages from the global level will appear in this widget.

Hiring stages are created under Company Settings > HR Setup > Applicant Tracking/Recruitment > Hiring Stages.

Enforce Sequence: Disabled by default, when enabled, will require users to complete each hiring stage in the order presented before moving to the next stage, thus disabling the user's ability to jump ahead in the hiring sequence.

Any edits or additions to existing hiring stages at the global level will update only new job requisitions. Existing job requisitions will not be updated, so all applications tied to a job requisition go through the same experience.

Any edits or additions to hiring stages at the global level will affect all job requisition templates (except sort order). For example, if a hiring stage is renamed, when a user selects the template in creating a job requisition, the template will contain the new name. A warning message will display to inform users when editing. When adding a new hiring stage to a template, it will display at the bottom of the list and be disabled. You can then enable it and move it to the desired sequence.

Deletion of hiring stages is not allowed if they are enabled in a job requisition or job requisition template. If disabled, deletion is allowed if there are no job applications tied to it.

In the widget, from the action ellipses of each hiring stage, you can do the following for each hiring stage listed:

  • Disable (or Enable)

  • Mark As Required (or Mark as Optional)

  • Move Up/Down

  • Enter a sequence number in the Move To field to quickly move to a new position in the list.

Job Requisitions: Contact Information

This widget allows you to list the Hiring Manager(s), the Recruiter (if any), and primary contact information, all of which will display to the applicant.

Hiring Manager / Hiring Manager 2 / Recruiter: If you want the hiring manager(s) or recruiters to display to the applicants, enter those employees here.

Other Hiring Managers: Lists the names of additional hiring managers for the requisition. In the Applicant Applied For Job notification, there is an Other Hiring Managers field in the Recipients section. When checked, will link to this field when sending the notification. The title is hyperlinked, and when clicked, will open the maintenance page where you can define a group of other hiring managers for this requisition.

Primary Contact

Name: The name of the contact person (if any) that will display to the applicant.

Phone: The phone number of the contact person (if any) that will display to the applicant.

Email: The email of the contact person (if any) that will display to the applicant.

Job Requisitions: Requirements

This widget allows you to type any requirements of the job that will display to the applicant. When you are finished and have clicked Save, you may then use the Preview button to see how the job requisition will appear to applicants. If anything needs to be edited, do so, click Save, and use Preview again until the requisition is to your liking.

Job Requisitions: Compensation

This widget allows you to list Base Pay, Average Bonus (if any), Average Commission (if any), Other Compensation and whether Relocation expenses are covered (Yes/No) and will be displayed to the applicant.

Base Pay From / To / Per: If you want to display compensation information to the applicant, enter that information here. Pay frequency can be selected in the Per field in increments of Year, Month, Week, Hour, and Pay Period.

Average Bonus $: If this job includes bonus pay, enter that amount here.

Average Commission $: If this job earns commission pay, enter that amount here.

Other Compensation: If this job contains any other type of compensation, enter that information here.

Relocation Expense Covered: Select Yes/No.

Job Requisitions: Summary

In the Summary widget, you can list the information you want your applicants to know about the job, your company, and more. You can include social media links, web URLs, and images.

Job Requisitions: Custom Fields

You can add special information through custom fields. A Define Fields link is available which will open the maintenance page for the custom fields. These fields can be set to be enabled/disabled, defined with a default value, a list of options, and more. Additionally, in the widget, you can decide if the field should be displayed to the applicant.

A security setting that allows the Display to Applicant checkbox to be grayed out to prevent accidental checking or unchecking in the job requisitions is available.

The setting is located in the Recruitment section of the HR tab of security profiles, and a Disable Display To Applicant checkbox has been added to the existing Job Requisition Custom Values setting. When checked, the Display to Applicant checkbox in job requisitions will be grayed out.

The links here can be used to post the Job Requisition on your company website or to online job boards. When applicants go to these pages, your company's theme colors, logo, name, and time with a time zone will display in the header of these pages. Copy the area between the single quotes. Or use the copy icon and remove the text before and after the single quotes, including the quotes.

These links can be used when you want to build your own web page and include clickable links as well as provide the full proper URL if you want to post a job manually to a Job Board.

The URL (not shown in the widget) named Show Map can also have the same treatment of embedding if desired, and it lists all of the Open job requisitions on a Google map.

Show Job Link: Opens to show a specific job with details of the job. Applicants can apply for the job here and search for other jobs from this link.

Apply For Job Link: This link is also for a specific job but takes the applicant to the login page where they log in and apply for that job.

Apply For Job (Tracking) Link: For the applicant, this works the same as the Apply For Job Link except this link has a Tracking ID number. This number will track which job board or source was used when the applicant applied, such as LinkedIn, Careerbuilder, etc.

Job Requisitions: eQuest

This widget is only available if you have the eQuest Marketplace product installed. Refer to the Job Boards User Guide for more details or search online for help.

Job Requisitions: Job Board

This widget works with the Indeed integration. Refer to the Job Boards User Guide for more details or search online for help.

Job Requisitions: Applications

Any applications that have been registered in the system for the job requisition will display in this widget. Options in the action ellipses allow you to view the report, communicate with the selected applicant, view the selected applicant, and add an evaluation questionnaire.

Job Requisitions: Options in Job Requisitions

After you complete the requisition, or even before, you can use the additional options at the top of the page:

Supporting Documents: Allows you to attach one or more documents to the job requisition. You can upload one document at a time. After it is uploaded, another upload option will display. The icon will indicate how many documents are attached.

Preview: This will display a preview page of how the job requisition will look to the applicant.

Close: This is used to close the job requisition so it will not be active. When selecting, a confirmation will display to close the job requisition.

Notify Applicant: To send an email to the applicant, check the desired applicant then click the Email Applicant button. A blank template will display where a custom email can be defined, or a pre-existing template can be selected from the drop-down in the Template To Use field. This will send an invitation email to the applicant containing a link and their login credentials so they can apply for the job.

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