Publishing on Online Portal, and External Partner Sites

Revision as of 02:03, 13 October 2023

Publishing Vacancies

When a user creates a new vacancy this can be published and made available for people to view and apply from different outlets.
These can be the Intranet, Online Portal, or an External Partner such as Seek, CareerOne or Adzuna.

The Online Portal refers to being published to the Public in such that this may appear on your own company site, or hosted for you.
People browsing your website may apply through the Online Portal. If placing advertisements for the vacancy the link to the Online Portal can be provided

The Intranet refers to being published Internally in such that this vacancy appears for your employees on internal accessible site.

Publishing to the Online Portal

1. After the Vacancy has been created and activated select the Publications sub-folder.
2. If you see entries in the Publications table then this vacancy has already been published.
3. Select the Create button.
4. Select if this publication is going to be active by selecting an option from the Active drop down.
5. Select the Publication Type 'Online Portal'.
   

   Internal Vacancy (Intranet)	Internal Vacancy refers to the vacancy being published on the dashboard of the self service tool. This means any staff who access the self service tool will be able to apply for this vacancy.
   Online Portal	Online Portal refers to the vacancy being published to the Online Portal. The Online Portal is in the public domain and maybe integrated into your website. People browsing your website may apply for this vacancy.
   SEEK.com.au	SEEK.com.au refers to the vacancy being published on the SEEK website. Fees and Charges may apply. Please see the article Creating new vacancies and publishing them on the Job Board for more information.
   EthicalJobs.com.au	EthicalJobs refers to the vacancy being published on the EthicalJobs website. Fees and Charges may apply. Please see the article Creating new vacancies and publishing them on the Job Board for more information.
   Trade Me	Trade Me refers to the vacancy being published on the Trade Me website. Fees and Charges may apply. Please see the article Creating new vacancies and publishing them on the Job Board for more information.
   CareerOne.com.au	CareerOne refers to the vacancy being published on the CareerOne website. Fees and Charges may apply. If you want to use CareerOne, please speak to your account manager as there are some updates that need to be provided. Please see the article Creating new vacancies and publishing them on the Job Board for more information.
   Adzuna.com.au	Adzuna.com.au refers to the Vacancy being published on the Adzuna website. Fees and Charges may apply. Please see the article Creating new vacancies and publishing them on the Job Board for more information. Adzuna is a Free Listing Service, though they also offer a pay per click model which can be used to increase the listing position of your Job Ad. Please contact Adzuna about their fees.

6. Select the From Date. The vacancy will not appear on the Online Portal until this day.
7. Select the To Date if known. The To Date will default to 1 month from the From Date if no value is entered.
8. Select the Display Salary field to set the display options of the Salary on the Portal.
9. Select Save.
10. Check your Online Portal to make sure your Vacancy has published the way you expected it to.
    If you are unsure of what the link is:
    Select the Maintenance TAB
    Select the Online Portal Settings folder.
    Copy the link in the Portal URL text box and paste this into your browser address bar.

If you publish to a third party jobs notice board such as SEEK, CareerOne or Adzuna then your vacancy is automatically published on the Online Portal for you.

Publishing an Internal Vacancy (Intranet)

1. After the Vacancy has been created and activated select the Publications sub-folder.
2. If you see entries in the Publications table then this vacancy has already been published.
3. Select the Create button.
4. Select if this publication is going to be active by selecting an option from the Active drop down.
5. Select the Publication Type 'Internal Vacancy (Intranet)'.
   

   Internal Vacancy (Intranet)	Internal Vacancy refers to the vacancy being published on the dashboard of the self service tool. This means any staff who access the self service tool will be able to apply for this vacancy.
   Online Portal	Online Portal refers to the vacancy being published to the Online Portal. The Online Portal is in the public domain and maybe integrated into your website. People browsing your website may apply for this vacancy.
   SEEK.com.au	SEEK.com.au refers to the vacancy being published on the SEEK website. Fee's and Charges may apply. Please see the article Creating new vacancies and publishing them on the Job Board for more information.
   EthicalJobs.com.au	EthicalJobs refers to the vacancy being published on the EthicalJobs website. Fees and Charges may apply. Please see the article Creating new vacancies and publishing them on the Job Board for more information.
   Trade Me	Trade Me refers to the vacancy being published on the Trade Me website. Fees and Charges may apply. Please see the article Creating new vacancies and publishing them on the Job Board for more information.
   CareerOne.com.au	CareerOne refers to the vacancy being published on the CareerOne website. Fee's and Charges may apply. If you want to use CareerOne, please speak to your account manager as there are some updates that need to be provided. Please see the article Creating new vacancies and publishing them on the Job Board for more information.
   Adzuna.com.au	Adzuna.com.au refers to the vacancy being published on the Adzuna website. Fee's and Charges may apply. Please see the article Creating new vacancies and publishing them on the Job Board for more information. Adzuna is a Free Listing Service, though they also offer a pay per click model which can be used to increase the listing position of your Job Ad. Please contact Adzuna about their fees.

6. Select the From Date. The vacancy will not appear on the Intranet until this day.
7. Select the To Date if known. The To Date will default to 1 month from the From Date if no value is entered.
8. Enter an Estimated Cost if known.
9. Select Save.
10. Check your Intranet to make sure your Vacancy has published the way you expected it to.
    To locate and the Job Listing on the Intranet, select the Human Resources TAB, and select View Internal Vacancies from the Quick Links dashboard panel.

Publishing to SEEK.com.au

The below link defines the Terms of Use of the SEEK Website as an applicant.
Applicants: http://www.seek.com.au/terms
The below link defines the Terms of Use of the SEEK Website as an advertiser.
Advertisers: https://talent.seek.com.au/Support/TermsConditions
The below link defines the use of seek relative to Privacy.
Privacy: http://www.seek.com.au/privacy
The steps below define how to setup a publication to SEEK using Subscribe-HR. Depending on which versions of Subscribe-HR you’re using, the experience will be different.

Publishing to SEEK.com.au - Subscribe-HR Non-Team Dashboards System

1. After you have selected a Vacancy, select the Publication Sub-folder from the left-hand side menu. Note: Publications cannot be created until a Vacancy has been Activated
2. If you see entries in the Publications table then this Vacancy has already been published.
The pathway to create a new SEEK publication is Recruitment (via the General menu on the left-hand side) > Recruitment > Vacancies > [Select a Vacancy] > Publications.
Note: Mandatory fields are marked with a red asterisk in the System.
3. Click ”Create New +” button.
4. Publication Type as SEEK.com.au
5. From Date - The From Date will determine when the Vacancy is published on SEEK.com.au. It is the ‘effective start date’ in SEEK.
6. To Date - the To Date defaults to 30 days upon publication of the Ad. This is the default Ad running time assigned by SEEK.
7. Save saves the Vacancy. By clicking ‘Save’ you are creating the publication request and this opens the SEEK Vacancy Publication Wizard, which is the same for Users in both Systems.

Publishing to SEEK.com.au – Team Dashboards System

Team Dashboards Users have another option (in addition to the above-mentioned pathway via Recruitment) to publish a Vacancy to SEEK. The New Vacancy Wizard contains a step called ‘Vacancy Publication.' Users can select ‘SEEK’ publication at this step and will then be required to complete the SEEK Vacancy Publication Wizard, which is the same for Users in both Systems. Note: Mandatory fields are marked with a red asterisk in the System.

SEEK Vacancy Publication Wizard

The SEEK Vacancy Publication Wizard is the same in both Systems.

Ad Details

Fields in this section will be auto-populated based on the selections made in the New Vacancy Wizard (for Team Dashboards Users), or in the Vacancy (created via Recruitment > Vacancies for all other Users). Changes can be made if required.

1. Active - indicates if the Ad is/will be active.
2. Publication Type - indicates where the Ad will be published (in this case, on SEEK.com.au).
3. From Date - the From Date will determine when the Vacancy is published on SEEK.com.au. It is the ‘effective start date’ in SEEK.
4. To Date - there is no option to select/specify a 'To Date' for a SEEK Publication via the SEEK Publication Wizard (A 'To Date' field is visible/available via the left-hand menu > Recruitment > Vacancies > Publications however, the To Date is not editable. The 'To Date' defaults to 30 days upon publication of the Ad. This default Ad running time is applied/assigned by SEEK.
5. Account - if there is more than one account, select/specify which account to post/publish to.

Classify Your Role

Fields in this section will be auto-populated based on the selections made in the Vacancy Wizard. Changes can be made if required.

1. Job Title - indicates Job Title.
2. Job Location - indicates where the Job is located. When you type a location in this field, it will be cross-referenced against SEEK's Location options. If the location typed matches one (or several) SEEK location options, a menu displaying those options will appear. These SEEK location options provide more granularity on Job locations than before. Users must select the option from SEEK's list that most closely matches the Job Location.
3. Category - the Category options supplied by SEEK based on the Job Title specified.
4. Work Type - the Work Type options are: Full Time, Part Time, Contract and Casual.

Pay Details

Fields in this section will be auto-populated based on the selections made in the Vacancy Wizard. Changes can be made if required.

1. Pay Type - the Work Type options are: Annual Salary, Hourly Rate or Annual & Commission.
2. Pay Range - specify the Pay Range for the Job. The minimum is the starting salary for this Job/Vacancy. The maximum is the highest salary available for this Job/Vacancy. These values are not visible on SEEK however they are used when searching for vacancies within a salary range.
NOTES:

• The minimum amount must be less than the maximum amount.
• The salary range must not be great than $100,000.

3. Pay Label - specify the Pay Label for the Job.
4. Pay Currency - specify the Pay 'Currency' for the Job.
NOTES:

• The currency will default to 'AUD' unless the Multi-Currency setting is activated via the Activation Hub (and another currency set as the default).
• If 'Multi-Currency' is active, the currency option here will default to the 'Currency' specified/selected in the Multi-Currency setting.

About Your Job - Video and Summary

Fields in this section will be auto-populated based on the selections made in the Vacancy Wizard. Changes can be made if required.

1. Video - if available, include a Video link, which will display the video in the published Ad.
NOTES: Video link must be in one of the following formats. Anything else will be ignored.

• https://www.youtube.com/embed/aAgePQvHBQM
• https://www.youtube.com/watch?v=aAgePQvHBQM
• https://youtu.be/aAgePQvHBQM

2. Video Position - select the video position from the dropdown.
3. Job Summary - this summary will be auto-populated based on the information entered in the Vacancy Wizard.
4. Use Vacancy Job Description - tick this checkbox to use the Vacancy’s Job Description (selected/specified in the Vacancy Wizard), or type/edit a different Job Description.

About Your Job - Ad Type

1. Ad Type Specify the Ad type for this Vacancy publication. The options are: Classic, StandOut, Premium. Notes:

• Depending on which Ad Type you select, different content options will appear/be available.
  • Classic - SEEK’s standard Job Ad, which is advertised for 30 days (auto-populated from the Vacancy Wizard where relevant).
  • StandOut - displays Job Selling Points (auto-populated from the Vacancy Wizard) and SEEK branding options are supplied for selection.
  • Premium - displays Job Selling Points (auto-populated from the Vacancy Wizard) and branding options are supplied for selection.
• SEEK released a new integration on 1 July 2022 which displays pricing changes for updated Ad types differently. Subscribe-HR's SEEK Publication Form/Wizard will display the original pricing for all SEEK Ad options upon publication. If any updates are made to the Ad and extra charges assigned by SEEK (as a result of the change/update) the new/updated price will be displayed under the Ad type.

2. Billing Reference - include a purchase order number or cost centre to appear your SEEK invoice.
3. Save - saves the Vacancy. By clicking ‘Save’ you are publishing this vacancy on SEEK.
Note: You need to obtain your Account ID from your Account Manager at SEEK. These ID's need to be supplied to Subscribe-HR so we can load them into our system to trigger your Seek.com.au integration.

Publishing Premium Ads to SEEK.com.au

SEEK released a new integration on 1 July 2022 which supercedes/removes any/all extra/separate steps re the publication of Premium Job Ads. All premium Job Ad publications are managed via the new SEEK integration, no extra steps are required.

Publishing to Ethicaljobs.com.au

1. Enter your Ethicaljobs account information (These steps are only required to be completed once, if this has been completed, skip to step 6.
2. Click Maintenance from the left navigation menu
3. Click Ethicaljobs Accounts
4. Enter your Username and API key (These are obtained from the Ethicaljobs customer support team).
5. Select Save

Publishing to EthicalJobs – Non-Team Dashboards System

If you are using the 'Non-Team Dashboards' System follow these instructions:

1. Navigate to Recruitment from the left navigation menu
2. Click Vacancies
3. After the Vacancy has been Created and Activated, select the Publications SubFolder.
4. If you see entries on the Publications screen, then this Vacancy has already been published for the Dates shown.
5. Otherwise, Select the Add new record button.
6. Select if this publication is going to be active by selecting Yes from the Active drop down.
7. Select the Publication Type of Ethicaljobs.com.au.
8. Select the From Date. The vacancy will not appear on Ethicaljobs until this day.
9. Select the To Date if known. The To Date will default to 1 month from the From Date if no value is entered.
10. Select the Job Title
11. Write a Short Description of the publication
12. Select a Location, Work Type 1, Classification 1, and Sector 1.
13. Check Use Clean Description to clean the description of any formatting.
14. Select Save button when done.
15. Check Ethicaljobs to make sure your Vacancy has published the way you expected it to.

Publishing to EthicalJobs – Team Dashboards System

If you are using the 'Team Dashboards' System follow these instructions:
1. When you get to the 'Vacancy Publication' step at the end of the New Vacancy Wizard.
2. Tick 'EthicalJobs.'
3. Complete all the relevant fields (including mandatory fields with a red asterisk (*)):

• From Date - specify the Vacancy publication start date. The Vacancy will not appear on Ethicaljobs until this day/date.
• To Date - specify the Vacancy publication end date. The Vacancy will no longer appear on Ethicaljobs after this day/date.
• EthicalJobs Account - select the correct 'EthicalJobs' account.
• Featured Job - specify if this Job/Vacancy should be 'featured' or not.
• Job Title - specify the Job Title.
• Short Description - provide a short description of the Job/Vacancy.
• Location - select the 'Location' of the Job.
• Work Type 1 - select the 'Work Type.'
• Work Type 2 - select an additional 'Work Type' if required.
• Classification 1 - select a 'Classification.'
• Classification 2 - select an additional 'Classification' if required.
• Sector 1 - select a 'Sector.'
• Sector 2 - select an additional 'Sector' if required.
• Estimated Cost - specify the 'Estimated Cost.'
• Use Clean Description - tick the check box to to clean the description of any formatting.

4. Click 'Next.'
5. 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.”
6. 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.
7. Check Ethicaljobs to make sure your Vacancy has published the way you expected it to.

Note: The EthicalJobs API, will only allow you to create NEW ads and POST them from Subscribe-HR to EthicalJobs. If you want to update or expire EthicalJobs Ads, this will need to be done from your EthicalJobs account directly.

Publishing to Trade Me – Team Dashboards System

If you are using the 'Team Dashboards' System follow these instructions:
1. When you get to the 'Vacancy Publication' step at the end of the New Vacancy Wizard.
2. Tick 'Trade Me.'
3. Complete all the relevant fields (including mandatory fields with a red asterisk (*)):

• From Date - specify the Vacancy publication start date. The Vacancy will not appear on Trade Me until this day/date.
• Title - specify the Job Title.
• Short Description - provide a short description of the Job/Vacancy.
• Company Name - specify the Company Name.
• District - specify the District.
• Job Type - select the Job Type from the dropdown menu.
• Contract Duration - select the Contract duration from the dropdown menu.
• Pay Type - select the Pay Type from the dropdown menu.
• Salary Range Min - specify the minimum Salary.
• Salary Range Max - specify the maximum Salary.
• Pay and Benefit - specify the Pay and Benefit.
• Application instructions - specify the Application instructions.
• Is Management Position - select the correct response from the dropdown menu.
• Is Work Permit Required - select the correct response from the dropdown menu.
• Is Featured - select the correct response from the dropdown menu.
• YouTube Video Key - specify the YouTube video key.
• Phone Prefix - select the correct response from the dropdown menu.
• Phone Number - specify a phone number.
• Description - provide a Description if/where relevant.

4. Click 'Next.'
5. 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.”
6. 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.
7. Check Trade Me to make sure your Vacancy has published the way you expected it to.

Publishing to Adzuna.com.au

Please note: MyCareer is now caled Adzuna. Please visit www.mycareer.com.au for more information about the Joint Venture between MyCareer and Adzuna. Adzuna is a free Job listing service. It is pay per click. So, it is Free to post, though you can post to Adzuna for free. It can take up to two days for the post to be updated by Adzuna once it has been uploaded via Subscribe-HR. The below steps are required to complete the Publication.

1. After the Vacancy has been created and activated select the Publications sub-folder.
2. If you see entries in the Publications table then this vacancy has already been published.
3. Select the [Add New Record] button.
4. Select the Publication Type as Adzuna.com.au. This is a Mandatory field.
5. Select the From Date from the calendar.
   The From Date is a Mandatory field and will determine when the vacancy is published on Adzuna.com.au.
6. Enter the Ad Title in the text input field.
7. Enter the Ad Description in the Large text input field.
8. Enter the Job Location in the text input field.
9. Enter the Country in the text input field.
10. Enter the Salary in the text input field.
11. Enter the Minimum Salary in the text input field.
12. Enter the Max Salary in the text input field.
13. Confirm the Company Name that has auto-populated from the System Settings.
14. Select the Job Category from the Drop-Down list.
15. Select the Contract Type from the Drop-Down list.
16. Select the Contract Time from the Drop-Down list.

Publishing to CareerOne.com.au

If you want to use CareerOne, please speak to your account manager as there are some updates that need to be provided.

1. After the Vacancy has been created and activated select the Publication sub-folder.
2. If you see entries in the Publications table then this vacancy has already been published.
3. Select the [Add New Record] button.
4. Select the Publication Type as CareerOne.com.au
5. Select the From Date from the Calendar.
   The From Date will determine when the vacancy is published on CareerOne.com.au.
6. Enter the Company Name.
   This is the name of your company.
7. Select the CareerOne Template ID from the drop down.
   This is the CareerOne Template which is applied to the vacancy display. Default template is 32265.
8. Enter the Job Title.
   This it the title of your vacancy advertisement.
9. Select the Job Type from the drop down.
   This is whether the vacancy is Permanent, Temp/Contract, Graduate or Casual type work.
10. Select the Job Status from the drop down.
    This is whether the vacancy is Full Time, Part Time, Daily/Hourly Rate.
11. Select the Pay Structure from the drop down.
    This is the type of payment for the vacancy.
12. Select the Salary Min from the drop down if known.
    This is the starting salary for this vacancy.
13. Select the Salary Max from the drop down if known.
    This is the highest salary available for this vacancy.
14. Select the Compensation Type from the drop down if known.
    This is the rate of payment for the vacancy.
15. Enter the salary into the Salary Description if applicable.
16. Enter the email address into the Company Email if applicable.
17. Enter the experience required into the Years of Experience if applicable.
18. Select the Refresh Desired if applicable.
    This enables the vacancy to be refreshed on CareerOne every 7 or 14 days. (This may incur additional cost)
19. Select the Refresh Frequency if refresh is desired.
    This selects whether the refresh rate is set at 7 or 14 days and is dependent on the Refresh Desired selected. This is a mandatory field and must remained ticked.
20. Select the Bold if refresh is desired.
    This specifies whether the vacancy gets bold on site and is dependent on the Refresh Desired selected. (This may incur additional cost) This is a mandatory field and must remained ticked.
21. Select the Job Location from the drop-down.
    This is the location of where the vacancy exists.
22. Select the Job Category from the drop-down.
    This is the category of the vacancy.
23. Select the Job Occupation from the drop-down.
    This is the specific type of job in the selected category and is dependent on the Job Category selected.
24. Select the Industry from the drop-down if applicable.
    This houses the industry which the vacancy is located. CareerOne will use this in their job search feature.

Once the job is sent to CareerOne, it can take up to 2 hours before being searched and indexed.

Publishing to Jobseeker

Please ensure you have setup your Indeed account information before attempting to publish vacancies
Check here for how-to: http://wiki.subscribe-hr.com.au/Set-Jobseeker-account-information

1. Go into recruitment module
2. Go into Vacancies Tab
3. Open the vacancy you wish to post to Jobseeker
4. Inside this record go into publications
5. Add new record
6. Under Publication type select Jobseeker
7. Some of the details will be prefilled based on the Vacancy information
8. Enter the rest of the details not prefilled
9. Once done press Save and your Vacancy will be uploaded into jobseeker from Subscribe-HR

Note: If no end date is set, the job will only remain active for 30 Days Note: Ad types are controlled by Jobseeker please ensure you set it as the same type as set by Jobseeker

please allow 10 minutes for Publication process to complete

Publishing to Twitter

1. After the Vacancy has been created and activated, select the Share button. This is Located on the Top Right side of the Vacancy Masterfile screen.
2. On the dialog box click Twitter. (If required Allow Pop-ups in your browser).
3. Enter your Corporate twitter user name and password, then click Authorize App.
4. Type your Twitter vacancy message. (If you untick the Link Checkbox, only the message will post).
5. Select Send and see a status message.
6. Click close to come back to the Vacancy.

Publishing to Facebook

1. After the Vacancy has been created and activated select the Share button. This is Located on the Top Right side of the Vacancy Masterfile screen.
2. Select the Facebook Share button.
3. Login into Facebook.
4. Enter a brief vacancy description into the text area.
5. Select Share.

Publishing Multiple Vacancies

If this is set to yes in the Recruitment System Settings, then the following functionality is activated.

Turning on this setting adds the ability to create multiple online portal publications under a single vacancy. Those publications will be displayed as listings on the online job portal. Applicants that apply through those listings will be placed into vacancy management tool under the single vacancy.

When an Applicant applies for the same position under multiple publications, they will appear in the manage tool for each time they apply in this way. Any actions made to the Applicant in this tool are specific to that Applicants publication record.

The following Fields are added to the Online Portal publication.

• Vacancy name
• Location
• Region
• Hours
• Selling points 1, 2 and 3
• Short description
• Description
• Attachment

When a new publication is being created the above fields will be pre-populated with values from Vacancy form. These fields can be modified before the record is saved.