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Create or request a vacancy in Applicant Tracking System (ATS)

What should I select on each tab within ATS vacancy information.

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Written by Joshua Shooter
Updated over 3 weeks ago

As an employee, a manager or an admin, if you have the ATS section available in your PeopleHR, you can request job approvals.

To create a vacancy, follow the steps below:

  1. Click Access Button image then click ATS.

    📌Note: Marking a user as a leaver immediately removes their access to the system and affects all related ripple processes.

  2. Click the Vacancies tab, then click the plus icon and configure the following details:

Area

Details

Vacancy

  • Vacancy: Give your vacancy a public-facing name.

    • Copy From: To copy details from another vacancy, select a relevant vacancy.

  • Summary: Your summary appears when posting the job on social media.

  • Company, Location, Department.

  • Status: Change this when you save the vacancy for the first time.

  • Vacancy type:

    • External: Your external vacancies are publicly available and you can find them on your job board.

    • Internal: You can't post your internal vacancies anywhere unless you or someone with access to this vacancy manually actions this.

  • Closing Date: Optionally, enter a relevant closing date.

  • Reference.

  • Comments: Enter any private relevant comments.

Approver

  • Hiring Lead(s).

  • Vacancy Approvers: Once you save the vacancy, you notify your job approver to authorise it.

  • Offer Approvers: Before adding an applicant as an employee, your user needs to approve the applicant's move to the Accepted stage.

Job Information

  • Job Title, City, and Country: If you integrate with Glassdoor or Indeed job boards, enter a relevant job title, city, and country.

    • Note: To keep the vacancy name as the job title, leave this blank. Otherwise, enter your preferred job title.

  • Salary Range: If relevant, enter the salary range.

  • Experience: If relevant, enter the experience your applicants need to meet.

  • Job Description.

    • Note: Before pasting your text from Word in PeopleHR, copy the text and paste it using Ctrl + Shift + V.

Questions

  • Make uploading a cover letter or resume mandatory.

  • Upload application form: Upload a blank application form. When a candidate applies, they have the option to download this, fill out the details, and re-upload.

  • Source: On this list, select what an applicant can select as their source of where they applied or heard about the vacancy. To add, edit, or delete an option, at the bottom of the list, select Manage This List.

  • Add applicant questions.

Scorecards

Add a scorecard to each applicant who applied for your vacancy.

Notifications

  • Weekly Report: Select the report recipients.

  • Frequency.

  • New Applicants: Specify who receives a single notification via email every when a new applicant applies.

  • New Scorecards: Specify who receives a single notification via email when creating a new scorecard. You can only select hiring leads for that vacancy.

  • Pipeline Stages: Select who receives a notification when moving an applicant to the next stage.

Now you can make your vacancy active and approve it.

Notifications are sent weekly and cannot be changed to a more frequent rate on the stages where hiring leads are set. If you don't receive email notifications for a vacancy, check the status of it, and if it's showing as Pending, check the rule set for the Job Approvers.

  • Example: If it's set to Approve in order specified, all users will have to approve the vacancy in the order shown.

When using the Copy From option, make sure you edit the relevant information such as approvers, and job description.

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