A vacancy

Post the vacancy

1. Open the vacancy once it says Approved: HR posts it.
2. Press Write the job post, or the Job post tab.
3. Write The job post: what the role is, who it is for and how to apply.
4. Add Where (optional) and Closes (optional) if you want them.
5. Leave the box checked to list it on the organization's website and widget, or uncheck it to share its link only.
6. Choose the form applicants answer under Application form, on the same form.
7. Check the Interview scorecard criteria below it, one a line.
8. Press Post it.

Then: It reads Open for applications and its Job link shows, which works whether or not the website lists it. The hiring manager is told it is open. Applicants who apply on the post arrive in Applied, and HR there and the hiring manager are told of new applications, in one notice for the vacancy. From then on each tab changes its own part and keeps the others: the words under Job post, the form under Application form and the scorecard under Settings, each with Save.

Rather not? To stop taking applications, press Settings, open Close this vacancy, write Why it closes, and press Close it. Its applicants are kept with it.

Who: HR where the vacancy sits posts it and changes its post. The hiring manager follows its board.

Move applicants along the board

1. Press a card on the Pipeline to open the applicant beside the board.
2. Choose Applied, Screening or Interview under Move to.
3. Press Move.
4. To keep a note on their record, type it under Add a note.
5. Press Add the note.
6. To take them off the board, open Remove from the board.
7. Choose Why.
8. Write the Note.
9. Press Remove.

Then: The card moves, and each move and note is kept on their record with your name. A removed applicant leaves the board but stays under Candidates, and Put them back on the board undoes it while the vacancy is open.

Rather not? For somebody who applied another way, open Add candidate, give their name, email address and Where they came from, and press Add.

Who: HR where the vacancy sits keeps the board. The hiring manager follows it and may add notes, but never sees contact details, a Sensitive answer or pay.

Book an interview and score it

1. Open the applicant beside the board.
2. Open Book an interview.
3. Choose When, and Where (optional) if you like.
4. Choose one to six people under Panel.
5. Press Book it.
6. As a panel member, open the applicant from your notice.
7. Press I have no conflict of interest, or Step off this panel if you have one.
8. After the interview, choose a score from 1 to 5 for each criterion.
9. Write the Evidence and notes your scores rest on.
10. Choose Your recommendation.
11. Press Submit scorecard.

Then: Each member is told they are on the panel, and the card moves to Interview. Nobody sees a score, HR included, until every member still on the panel has scored. Then every scorecard and each criterion's average show to the panel, HR and the hiring manager, HR and the hiring manager are told, and the scores no longer change.

Rather not? For a member who finds a conflict after scoring, HR opens Take a member's score off, chooses them, writes Why, and presses Take it off. A member taken off before they scored keeps the scores hidden until everyone left has scored and HR presses the Confirm the panel of button, which names the panel's new size.

Who: HR where the vacancy sits books the interview and names the panel. Only the panel scores.

Tomas and Sokha interview Lee for Hillcrest. Tomas scores first and sees only their own scorecard. Once Sokha submits too, both scorecards and each criterion's average show to the panel, to Grace in HR and to the hiring manager.

Make an offer, and have it signed off

1. Open the HR unlock: type Your HR PIN, or press Use my password instead and type Your password.
2. Press Open.
3. Open the applicant beside the board.
4. Open Draft an offer.
5. Type the pay.
6. Choose How often.
7. Choose the start day under Starts.
8. Give the Probation, in months (optional), if there is one.
9. Check How they are engaged.
10. Press Draft the offer.
11. Whoever signs it off opens the HR unlock, then opens Read the letter.
12. They press Sign off and send, and confirm it's them with their password, and their authenticator's code where they have one.

Then: Drafting fills the letter from the organization's offer wording, moves the card to Offer, starts the pre-start checks the role needs, and tells those who may sign it off. Signed off, the candidate is emailed a link to accept or decline it, with no account; it works once and runs out in 14 days. Where email is not sending, the link shows once for you to pass on. Whoever drafted it is told it was sent, and HR, the drafter and the signer are told the candidate's answer.

Rather not? Before the candidate answers, HR opens Withdraw the offer, which reads Withdraw, or record a decline given in person once the offer is sent, writes Why it is withdrawn, and presses Withdraw: its link stops working, and Draft it again on new terms starts a new letter. A candidate who was sent it is emailed that it was withdrawn. A no given in person is kept with Record the decline; a yes is only ever the candidate's own, on their link.

Who: HR who sets pay where the vacancy is drafts it. Somebody else signs it off: HR at the unit above who reads pay there, an Admin or an Owner. The candidate answers it themselves.

Ana in HR drafts Lee's offer for Hillcrest from the organization's offer wording. Daniel, HR for the North Region above Hillcrest, who reads pay there, opens the HR unlock, reads the letter and signs it off. Lee accepts on the link two days later, and Ana, Daniel and HR nearest Hillcrest are told; the hiring manager is not.

Record the checks, then hire

1. Open the applicant beside the board.
2. Find Pre-start checks: those the role needs started when the offer was drafted.
3. When a check comes back, open Record it received.
4. Give Carried out on and What was seen, with Valid until (optional) and Reference (optional) where there are any.
5. Press Record it.
6. Whoever verifies it presses Verify this check.
7. Once the candidate has accepted and every check is verified, HR presses Hire and confirms it's them.

Then: Recording a check tells those who record checks at the vacancy's unit. The hire makes the candidate a person here, seated as the vacancy's role at its unit, with their engagement from the offer's start day, their pay from the offer and their signed offer filed among their documents. Their joining checklist starts, and their invitation is sent unless they already have an account here; where email is not sending, its link shows once for you to pass on. The hiring manager and whoever asked are told a place was filled.

Rather not? Open Ask for another check, check the one you want, and press Ask for them for a check the role does not ask for.

Who: HR records each check. Somebody who holds Record checks where the vacancy is (a safeguarding lead, an Admin or an Owner) verifies it, never whoever recorded it received. HR who sets pay there hires.