New Vacancy Wizard

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New Vacancy Wizard

The New Vacancy Wizard aims to provide a faster way for you to create a Vacancy, and search the data related to your current Employees and previous Applicants in your system before publishing your Vacancy to a Job Portal. The whole process can be completed in a smart pop-up window which will be triggered though a link on the Subscribe-HR e-recruitment dashboard. The Vacancy Wizard is a simple process and includes the following 4 steps:

  • Core Vacancy setup.
  • Vacancy Attributes (keyword/s, skill/s, education etc).
  • Talent search.
  • Vacancy publication.

New Vacancy Wizard Navigation Functionality

There are multiple navigation options available to you throughout the New Vacancy Wizard. These navigation options are outlined below.

  1. START - The "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
  2. View - To View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
  3. Select - Select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
  4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
  5. Create - allows you to 'save' a New Record you've created.
  6. Edit - allows you to Edit a Record.
  7. Save - allows you to Save a Record.
  8. Delete - allows you to Delete a Record.
  9. Previous - allows you to go back one step.
  10. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
  11. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
  12. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
  13. Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
  14. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
  15. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).


How to Trigger the New Vacancy Wizard

You can trigger the New Vacancy Wizard from the Wizard popup menu

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "New Vacancy" option from the menu, then click "Select."


Choose New Vacancy Type

After creating a New Vacancy, you will be asked to select your "New Vacancy Type."

1. Click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list.
2. Choose from the two available options: "New Vacancy From Scratch" or "Clone Vacancy."
3. Click “Next.”


New Vacancy From Scratch

After selecting the "New Vacancy From Scratch" option, a pop-up window will be displayed where you can input information to complete your New Vacancy.

(Hint: all mandatory fields that need to be filled have an asterisk next to the field name).

You can also view the status bar at the top of the pop-up window, which indicates how much of the New Vacancy Wizard is complete.


New Vacancy From Scratch - Vacancy Attributes

The first part of the Wizard requires you to complete the following information:

  • General information.
  • Recruitment process.
  • Hiring Manager.
  • Dates.
  • Location, Department, Division.
  • Work type or work hours.
  • Pay structure and Salary cost.
  • Selling Points.
  • Job Description.

Work through the Wizard to input the following information:
1. Vacancy requisition – choose the appropriate Vacancy Requisition from the dropdown menu.
2. Reference Number – If you select a pre-existing Vacancy Requisition from the list, the ‘Reference Number’ will automatically populate. If you leave ‘Vacancy Requisition’ blank, you will be required to enter a reference number.
3. Vacancy Name – If you select a pre-existing Vacancy Requisition from the list, the ‘Vacancy Name’ will automatically populate. If you leave ‘Vacancy Requisition’ blank, you will be required to enter a ‘Vacancy Name.’
4. Job Board Steps – Drag and drop to order the vacancy steps options in the table (the options are: education, work history, referees, questions, certificates & licences) into your preferred order. Use the tick boxes to specify if that step/information is required by Applicants. The options are:

  • Disabled check box ticked - Applicants can't add this information (it is hidden from the application process).
  • Mandatory checkbox ticked - Applicants are required to provide this information (and can't complete/submit their application without doing so).
  • No/neither checkbox ticked - it is optional for Applicants to provide this information.

NOTES: Documents uploaded by the Applicant as part of their application can be viewed in the following ways:

Click “Next.”
5. Hiring Manager – choose the Hiring Manager from the dropdown menu.
6. Applicant Processing Workflow – select your preferred Applicant Processing Workflow from the dropdown menu. This is the Workflow that Applicants will be required to work through and complete as part of their application process. The steps included in the workflow will be displayed in addition to the items marked as mandatory above (education, work history, referees, questions, certificates & licences). All steps included in the Applicant Processing Workflow are mandatory. Applicant Processing Workflows are fully customisable. Click “Next.”

NOTES: Include an "Employee Authorisation" Step Type (if needed). This step allows for an authorisation to be sent to a selected Manager (from that Step) in the Vacancy Manage Tool > Vacancies. This option is also available in the Recruitment Team Dashboard > Vacancy Management.

If this option is used you will see:

  • The "Employee Authorisation" option next to the GREEN "Progress" button (in the Vacancy Management Widget/Employee listing table.
  • Once this Authorisation is sent, the button will turn to "Pending."
  • If Authorised, the button will Turn to "Authorised."
    • Click on the text to see the 'Notes.'
  • If the "Employee Authorisation" is "Rejected" you will see "Rejected."
    • Click on the option at any time to see the Notes related to the Recruitment/Authorisation process.

Please review this Wiki page for more details about set up/configuration of Applicant Processing Workflows.
7. Questionnaire – select a Questionnaire to include in the application process (that the Applicant must complete).
8. Close Date – specify the Closing Date for your New Vacancy.
9. Interview Commencing – specify the Interviews Commencing date for your New Vacancy.
10. Short List Date – specify the Short List Date for your New Vacancy.
11. Target Date – specify the Target Commencement Date for your New Vacancy.
12. Date Filled – you can leave Date Filled field blank for your New Vacancy and update it when your New Vacancy has been filled. Click “Next.”
13. Location – specify the Location for your New Vacancy.
14. Department – specify the Department for your New Vacancy.
15. Division – specify the Division for your New Vacancy.
16. Business Area – specify the Business Area for your New Vacancy. Click “Next.”
17. Work Type – specify the Work Type for your New Vacancy.
18. Hours – specify the Hours for your New Vacancy.
19. Pay Structure – specify the Pay Structure for your New Vacancy.
20. Number of Hires – specify the Number of Hires for your New Vacancy.
21. Salary Cost – specify the Salary Cost for your New Vacancy.
22. Total Salary Cost – specify the Total Salary Cost for your New Vacancy.
23. Salary Min – specify the Salary Min for your New Vacancy.
24. Salary Max – specify the Salary Max for your New Vacancy. Click “Next.”
25. Selling Point 1 – specify Selling Point 1 for your New Vacancy.
26. Selling Point 2 – specify Selling Point 2 for your New Vacancy.
27. Selling Point 3 – specify Selling Point 3 for your New Vacancy.
28. Short Description – enter a Short Description about your New Vacancy. Click “Next.”
29. Job Description – there are two ways that you can enter a Job Description at this Step:

  • Type or copy and paste a full Job Description in the wysiwig editor. Use the formatting options available to format your Job Description.
  • 'Select Job Description from Library' allows Users to specify a Job Description from the Job Description Library in the Key System Settings and the description from that record will be added to the Vacancy Requisition.

Please read the Job Description Library information in the Create Key System Settings Widget on the Activation Hub Wiki page before starting on Job Description set up. Click “Next."

New Vacancy From Scratch - Talent Search Keywords

This step allows you to complete the Vacancy attributes such as; Keyword/s, skill/s and education requirements. These attributes are saved as Keywords to enable you to search existing Applicants and Employees before publishing your Vacancy to your Jobs Portal.

1. Keyword – specify the Keyword for your New Vacancy.
2. Score – specify the Score to apply/award for that Keyword.
3. Add – you can add multiple Keywords and apply a Score to each. When you’ve added all the Keywords relevant to your New Vacancy click “Next.”
4. Certificate/Licence – specify the Certificate/Licence required for your New Vacancy (or leave blank).
5. Score – specify the Score to apply/award for Certificate/Licence (or leave blank).
6. Add – you can add multiple Certificates/Licences and apply a Score to each. When you’ve added all the Certificates/Licences relevant to your New Vacancy click “Next.”
7. Skill – specify the Skill for your New Vacancy (or leave blank). Indicate if that skill needs to be current/active and/or mandatory (or leave blank).
8. Add – you can add multiple Skills and apply current/active and/or mandatory to each. When you’ve added all the Skills relevant to your New Vacancy click “Next.”


New Vacancy From Scratch - Talent Search (Result/s)

In this step, the Wizard will use all Vacancy Attributes you have created previously, (including the Vacancy name from the first step) to compile a list of results. There are two types of individual that can match the vacancy attributes:

  • Internal/Employees: Any internal Candidates/Employees that have Attributes that match those you have input into the Vacancy Wizard (for the Vacancy you're creating) will be presented to you in a table at this step. The 'score' indicates how much this Employee is qualified/suitable for your Vacancy based on the score you assigned each attribute in the previous step/s. If you want to notify the Employee about/invite the Employee to apply for the Vacancy, check the tick box next to their name (they will be sent an email notification about the new Vacancy, inviting them to apply).
  • External/Applicants: Any external Applicants who have set up a Job Alert with Attributes that match those you have input into the Vacancy Wizard (for the Vacancy you're creating) will also receive an email notification about the Vacancy.

1. Selected Attributes – you will be shown a list of current Employees and/or previous Applicants currently saved in your database that match the Attributes you have specified. These individuals will be shown in a table that includes the following information:

  • Type.
  • Candidate.
  • Email
  • Mobile.
  • Source.
  • Score.

At this stage, you can select the people you want to notify about the New Vacancy and they will receive an email about it once the New Vacancy is published.
2. Click “Next.”

After clicking 'Next' you will be shown the following message and asked if you want to Proceed: 'You have just selected the Employees/Internal Candidates with attributes that match the New Vacancy. By clicking the 'Proceed' button, the chosen Employee(s)/Candidate(s) will receive an email notifying them about the Vacancy and inviting them to apply. This email will be send to them once the New Vacancy Wizard is completed. Do you want to proceed?'


New Vacancy From Scratch - Vacancy Publication

This is the last part of the New Vacancy Wizard. If the New Vacancy Wizard does not indicate that you have any matches amongst your Employees or previous Applicants, you can publish your Vacancy to your selected Jobs Boards.

1. Jobs Board – you will be shown a list of Jobs Boards you can publish your New Vacancy to, including:

2. Jobs Board Information - For each Jobs Board you nominate to publish your New Vacancy on, you will be required to complete the submission form/Publication Wizard relevant to that platform (to access information about each of the Publication Wizards, click on the relevant link in the list above). Once you have entered all the relevant information for each platform, Click “Next.”
3. Finalise and Submit – the final screen for the New Vacancy Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to publish your New Vacancy, click “Submit.”
4. Success – if your New Vacancy has been published to all the Job Boards/platforms you selected, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.
5. Vacancy Approval – the New Vacancy Approver will receive an email message containing a URL that links to an approval form. Your New Vacancy will not be published until it has been approved.


Clone Vacancy

After selecting the “Clone Vacancy” option, a pop-up window will be displayed where you can update and input information to complete your New Vacancy.

(Hint: all mandatory fields that need to be filled have an asterisk next to the field name).

You can also view the status bar at the top of the pop-up window, which indicates how much of the New Vacancy Wizard is complete.


Clone Vacancy - Vacancy Attributes

The first part of the Wizard requires you to complete the following information:

  • General information.
  • Recruitment process.
  • Hiring Manager.
  • Dates.
  • Location, Department, Division.
  • Work type or work hours.
  • Pay structure and Salary cost.
  • Selling Points.
  • Job Description.

After selecting “Clone Vacancy” work through the Wizard to input the following information:
1. Existing Vacancies – choose the appropriate Existing Vacancy from the dropdown menu. Click “Next.” Note: fields in the Wizard will be populated with data/information from the ‘cloned’ Vacancy. You will then be able to edit/update that information as you work through the Wizard.
2. Reference Number – the ‘Reference Number’ will automatically populate from the 'cloned' Vacancy. It can be changed if required.
3. Vacancy Name – the 'Vacancy Name' will automatically populate from the 'cloned' Vacancy. It can be changed if required.
4. Job Board Steps – Drag and drop to order the vacancy steps options in the table (the options are: education, work history, referees, questions, certificates & licences) into your preferred order. Use the tick boxes to specify if that step/information is required by Applicants. The options are:

  • Disabled check box ticked - Applicants can't add this information (it is hidden from the application process).
  • Mandatory checkbox ticked - Applicants are required to provide this information (and can't complete/submit their application without doing so).
  • No/neither checkbox ticked - it is optional for Applicants to provide this information.

NOTES: Documents uploaded by the Applicant as part of their application can be viewed in the following ways:

Click “Next.”
5. Hiring Manager – choose the Hiring Manager from the dropdown menu.
6. Applicant Processing Workflow – select your preferred Applicant Processing Workflow from the dropdown menu. This is the Workflow that Applicants will be required to work through and complete as part of their application process. The steps included in the workflow will be displayed in addition to the items marked as mandatory above (education, work history, referees, questions, certificates & licences). All steps included in the Applicant Processing Workflow are mandatory. Applicant Processing Workflows are fully customisable.

NOTES: Include an "Employee Authorisation" Step Type (if needed). This step allows for an authorisation to be sent to a selected Manager (from that Step) in the Vacancy Manage Tool > Vacancies. This option is also available in the Recruitment Team Dashboard > Vacancy Management.

If this option is used you will see:

  • The "Employee Authorisation" option next to the GREEN "Progress" button (in the Vacancy Management Widget/Employee listing table.
  • Once this Authorisation is sent, the button will turn to "Pending."
  • If Authorised, the button will Turn to "Authorised."
    • Click on the text to see the 'Notes.'
  • If the "Employee Authorisation" is "Rejected" you will see "Rejected."
    • Click on the option at any time to see the Notes related to the Recruitment/Authorisation process.

Please review this Wiki page for more details about set up/configuration of Applicant Processing Workflows.
7. Questionnaire – select a Questionnaire to include in the application process (that the Applicant must complete). Click “Next.”
8. Close Date – specify the Closing Date for your New Vacancy.
9. Interview Commencing – specify the Interviews Commencing date for your New Vacancy.
10. Short List Date – specify the Short List Date for your New Vacancy.
11. Target Date – specify the Target Commencement Date for your New Vacancy.
12. Date Filled – you can leave Date Filled field blank for your New Vacancy and update it when your New Vacancy has been filled. Click “Next.”
13. Location – specify the Location for your New Vacancy.
14. Department – specify the Department for your New Vacancy.
15. Division – specify the Division for your New Vacancy.
16. Business Area – specify the Business Area for your New Vacancy. Click “Next.”
17. Work Type – specify the Work Type for your New Vacancy.
18. Hours – specify the Hours for your New Vacancy.
19. Pay Structure – specify the Pay Structure for your New Vacancy.
20. Number of Hires – specify the Number of Hires for your New Vacancy.
21. Salary Cost – specify the Salary Cost for your New Vacancy.
22. Total Salary Cost – specify the Total Salary Cost for your New Vacancy.
23. Salary Min – specify the Salary Min for your New Vacancy.
24. Salary Max – specify the Salary Max for your New Vacancy. Click “Next.”
25. Selling Point 1 – specify Selling Point 1 for your New Vacancy.
26. Selling Point 2 – specify Selling Point 2 for your New Vacancy.
27. Selling Point 3 – specify Selling Point 3 for your New Vacancy.
28. Short Description – enter a Short Description about your New Vacancy. Click “Next.”
29. Job Description – there are two ways that you can enter a Job Description at this Step:

  • Type or copy and paste a full Job Description in the wysiwig editor. Use the formatting options available to format your Job Description.
  • 'Select Job Description from Library' allows Users to specify a Job Description from the Job Description Library in the Key System Settings and the description from that record will be added to the Vacancy Requisition.

Please read the Job Description Library information in the Create Key System Settings Widget on the Activation Hub Wiki page before starting on Job Description set up. Click “Next."

Clone Vacancy - Talent Search Keywords

This step allows you to complete the Vacancy attributes such as; Keyword/s, skill/s and education requirements. These attributes are saved as Keywords to enable you to search existing Applicants and Employees before publishing your Vacancy to your Jobs Portal.

1. Keyword – specify the Keyword for your New Vacancy.
2. Score – specify the Score to apply/award for that Keyword.
3. Add – you can add multiple Keywords and apply a Score to each. When you’ve added all the Keywords relevant to your New Vacancy click “Next.”
4. Certificate/Licence – specify the Certificate/Licence required for your New Vacancy (or leave blank).
5. Score – specify the Score to apply/award for Certificate/Licence (or leave blank).
6. Add – you can add multiple Certificates/Licences and apply a Score to each. When you’ve added all the Certificates/Licences relevant to your New Vacancy click “Next.”
7. Skill – specify the Skill for your New Vacancy (or leave blank). Indicate if that skill needs to be current/active and/or mandatory (or leave blank).
8. Add – you can add multiple Skills and apply current/active and/or mandatory to each. When you’ve added all the Skills relevant to your New Vacancy click “Next.”


Clone Vacancy - Talent Search (Result/s)

In this step, the Wizard will use all Vacancy Attributes you have created previously, (including the Vacancy name from the first step) to compile a list of results. Any candidates that have Attributes that match those you have input into your Vacancy Wizard (or Vacancy name) will be presented to you. The score fields show how much this Applicant or Employee is qualified/suitable for your Vacancy.

1. Selected Attributes – you will be shown a list of current Employees and/or previous Applicants currently saved in your database that match the Attributes you have specified. These individuals will be shown in a table that includes the following information:

  • Type.
  • Candidate.
  • Email
  • Mobile.
  • Source.
  • Score.

At this stage, you can select the people you want to notify about the New Vacancy and they will receive an email about it once the New Vacancy is published.
2. Click “Next.”


Clone Vacancy - Vacancy Publication

This is the last part of the New Vacancy Wizard. If the New Vacancy Wizard does not indicate that you have any matches amongst your Employees or previous Applicants, you can publish your Vacancy in the following ways:

  • Company Intranet - Vacancies published on the Intranet are visible to internal/Employees only.
  • Company Jobs Board/Careers Page - Vacancies published in the Jobs Board are public and available/visible to all/anyone who has the Careers Page URL.
  • External/Third Party Jobs Board/s (via Integration) - select the Jobs Board/s to publish to (the Jobs Boards that Subscribe-HR integrates with are listed below).

1. Jobs Board – you will be shown a list of Jobs Boards you can publish your New Vacancy to, including:

2. Jobs Board Information - For each Jobs Board you nominate to publish your New Vacancy on, you will be required to complete the submission form/Publication Wizard relevant to that platform (to access information about each of the Publication Wizards, click on the relevant link in the list above). Once you have entered all the relevant information for each platform, Click “Next.”
3. Finalise and Submit – the final screen for the New Vacancy Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to publish your New Vacancy, click “Submit.”
4. Success – if your New Vacancy has been published to all the Job Boards/platforms you selected, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.
5. Vacancy Approval – the New Vacancy Approver will receive an email message containing a URL that links to an approval form. Your New Vacancy will not be published until it has been approved.




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