Creating New Vacancies

Vacancies

Creating new vacancies and publishing them on the Job Board

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 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.

Creating a vacancy

See Creating a Vacancy.

Vacancy Fields Explained

See Vacancy Fields Explained.

Assigning a Recruitment Workflow

See Assigning a Recruitment Workflow.

Assigning a Hiring manager

See Assigning a Hiring Manager.

Adding a recruiter

1. After logging into the Subscribe-HR HCM Platform, select Recruitment from the left had navigation.
2. Select the Contacts / Recruiters Folder.
3. Select the [Add new record] button.
4. Select the Type this person is. Example: Manager, Employee or Agency.
5. Enter any particulars that are required and select the [Save] button.

Making an employee a manager

1. After logging into the Subscribe-HR HCM Platform, select Human Resources from the left hand navigation.
2. Select the Employees Folder.
3. Select the Employee you wish to make a Manager.
4. Locate a drop down called Manager and select Yes.
5. If this Employee reports to another Manager, locate the Manager Reference drop down and select the Manager this Employee reports too.
6. Select the [Save] button.

Selecting a default Interview Panel

See Selecting a Default Interview Panel.

The Description field and using a Word Document

See The Description field and using a Word Document.

Assigning Questions

See Assigning Questions.

Publishing

Publication Types

Job Board	Job Board "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.
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. Please note, if you are only using the Recruitment Modules, you can copy and past the URL that is available in the publication page, when you select "Intranet" and send this to employees. This will allow them to apply for the Vacancy via the Employee Portal area.
SEEK.com.au	SEEK.com.au refers to the vacancy being published on the SEEK website. Fee's and Charges may apply.
Adzuna.com.au	Adzuna.com.au refers to the vacancy being published on the Adzuna website. Fee's and Charges may apply.
CareerOne.com.au	CareerOne.com.au refers to the vacancy being published on the CareerOne website. Fee's and Charges may apply.
Jobseeker.org.au	Jobseeker.org.au refers to the vacancy being published on the Jobseeker website. Fee's and Charges may apply.
Trademe.co.nz	Trademe.co.nz refers to the vacancy being published on the TradeMe website. Fee's and Charges may apply.
Ethicaljobs.com.au	Ethicaljobs.com.au refers to the vacancy being published on the Ethical Jobs website. Fee's and Charges may apply.

Publishing to the Online Portal

1. After the Vacancy has been Created and Activated, select the Publications SubFolder.
2. If you see entries on the Publications screen, then this Vacancy has already been published for the Dates shown.
3. Otherwise, Select the [Add new record] button.
4. Select if this publication is going to be active by selecting Yes from the Active drop down.
5. Select the Publication Type of Online Portal.
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. Otherwise select the Never Close check box (the To Date will disappear) if there is to be no end date. If ticked.
9. Display Salary. This shows the Salary on the Job Board for the Job. If ticked.
10. Ask for Cover Letter. This makes the Applicant attach a Cover Letter. If ticked.
11. Ask for Selection Criteria. Makes the Applicant attach Selection Criteria document. If ticked.
12. Resume Mandatory. Applicant needs to attach a Resume. If ticked.
9. Select [Save] button when done.
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:
11. Select the Maintenance TAB
12. Select the Online Portal Settings Folder.
13. 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 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 SubFolder.
2. If you see entries on the Publications screen, then this Vacancy has already been published for the Dates shown.
3. Otherwise, Select the [Add new record] button.
4. Select if this publication is going to be active by selecting Yes from the Active drop down.
5. Select the Publication Type of Internal Vacancy (Intranet).
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. Otherwise select the Never Close check box (the To Date will disappear) if there is to be no end date.
9. Select [Save] button when done.
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 an External Third Party

Such as SEEK, Adzuna, CareerOne, EthicalJobs, Indeed etc.
1. After the Vacancy has been Created and Activated, select the Publications SubFolder.
2. If you see entries on the Publications screen, then this Vacancy has already been published for the Dates shown.
3. Otherwise, Select the [Add new record] button.
4. Select if this publication is going to be active by selecting Yes from the Active drop down.
5. Select the External Publication Type of SEEK.com.au, Adzuna.com.au, CareerOne.com.au, etc.
6. Depending upon the External Publisher selected, there will be a series of fields to populate. These will include fields like From Date, a Template, Location details, Salary, etc. Below is more details of these fields.
7. Select [Save] button when done.
8. Check the External Third Party Website to see if it has Published correctly.
Note: There could be a delay between Publication & Appearance on the site due to the External Third Party Publishing process.

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

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 - the To Date defaults to 30 days upon publication of the Ad. This is the default Ad running time 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.

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:</b> 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.

Utilising Apply with Seek

1. Select a job and click Apply or applicant clicks on apply on seeks website and is automatically directed to the job board.
2. Applicant enters e-mail address.
3. Applicant can now Apply with seek or create a new profile manually.
4. Applicant authorises the task.
5. Applicant is automatically redirect back to the job board with their details pre-filled.
6. Applicant can continue through the steps and can click confirm and apply clicking this triggers an API call to seek and finalises the application.

Find additional information at: http://www.subscribe-hr.com.au/resources/data-sheet/apply-with-seek

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.

Subscribe-HR and the Seek API Process

SEEK released a new integration on 1 July 2022 in which all SEEK SAE features were permanently removed/switched off and replaced by 'SEEK Optimised Apply,' the process of which is explained below.

The linkout function at SEEK gives a direct link to the Subscribe-HR vacancy when selecting the apply button. SEEK disabled external Recruitment system link outs in August 2013, unless negotiated by their clients to keep this functionality. Subscribe-HR has an alternate system to get applicants from SEEK into Subscribe-HR. This works via the Subscribe-HR back-end system process doing an API connection via the SEEK API to Subscribe-HR Applicants. This is done for all Customer Systems that have a Subscribe-HR SEEK publication. When an Applicant arrives in the Subscribe-HR System from SEEK, Subscribe-HR sends an email to the Applicant to login to Subscribe-HR. This email template is found in correspondence and is called SEEK Optimised Apply Acknowledgement and can be edited for Customer specific wording. The Process is:

• Applicant applies with SEEK with a User Name and Password: Provides CV, Letter and Basic Details to SEEK.
• SEEK sends confirmation email with notice that Service provider (S-HR) will contact them shortly (VIA E-mail) to complete application.
• Subscribe-HR receives CV, Letter and basic information and sends email to applicant to finalise application. Email contains link to job portal.
• Using the link provided, the Applicant logs in on Job Portal (Microsite) using Email address and PW provided in Subscribe-HR email. This email is called the SEEK Acknowledgement email (SEEK Optimised Apply).
• The Applicant finishes application as per Microsteps.
• Data is written to Subscribe-HR database and is listed in the system in the appropriate vacancy.
• When an Applicant applies to a second Vacancy via SEEK and is picked up from Subscribe-HR, the Applicant is not sent a Password, as the saved password has been encrypted. Rather the below text is sent to the applicant.
  Password: Use the password you previously entered. If you have forgotten your password you can recover it by using this link.
  

The word link contains a web link to the reset password option.

NOTES: Not all Applicant data available via SEEK's Optimised Apply feature is available in Subscribe-HR. The only Applicant details data that is available in/pulled into Subscribe-HR via the integration is:

• Resume.
• Cover Letter.
• Work History.

At this point, the following Applicant details data is not available in/pulled into Subscribe-HR via the integration:

• Skills.
• Education & Qualifications.
• Certificates & Licences.

Free and charged updates after publishing a SEEK Ad

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.

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 Create 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. Note : The description of the ad must contain at least 100 characters.
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
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 Indeed.com.au

Publishing to Indeed is completed through an automatic export in the system settings. You can find more information here.

Using Campaigns

Setting up campaigns in the Subscribe-HR Software can allow a user to report on and gauge how successful a recruitment campaign was. This however is not necessary to setup to be able to publish a vacancy.

1. Select the Recruitment TAB
2. select the Campaigns Folder.
3. Select the [Add new record] button.
4. Enter the Name of the Campaign.
5. Provide a Start Date for the Campaign.
6. Provide an End Date for the Campaign if known.
7. Select a Manager for the Campaign if applicable.
8. Select the Location that the Campaign is for.
9. Select any Default Questions
10. Enter any Notes.
11. Select the [Save] button.

Assigning a vacancy to a campaign

1. Select the Recruitment TAB.
2. Select the Vacancy Folder.
3. Select the Vacancy you wish to assign.
4. Locate the Campaign drop down and select the desired Campaign.
5. Select the [Save] button.