Introduction

This guide provides a comprehensive overview of managing departments and job postings within the system. Whether you need to create a new department, edit existing ones, search for specific departments or jobs, or delete job postings, these step-by-step instructions will help you navigate the process effectively. By following the outlined procedures, you can streamline your hiring efforts and ensure that your organization is organized and efficient in its recruitment activities. 


A. Problem statement

Managing departments and job postings can be a complex and time-consuming process, often leading to confusion and inefficiencies. Users may struggle with navigating the system, creating or editing departments and jobs, and ensuring that all information is accurately maintained. This can result in lost opportunities, disorganized job listings, and difficulties in tracking hiring progress. 


B. Solution

To address these challenges, we provide a clear and structured guide for users to effectively manage departments and job postings within the system. By following the step-by-step instructions for creating, editing, searching, and deleting departments and jobs, users can streamline their recruitment processes. This structured approach enhances efficiency, ensures accurate data management, and ultimately supports better hiring decisions. 


Step 1: Select Tools > Hiring. 



Create a new Department

Note: If you intend to add new departments after the initial setup, you may require assistance from our Support team to ensure these departments are correctly integrated and assigned to an approver. If you are not familiar with creating or modifying workflows, we highly recommend seeking support to facilitate this process.


Step 1: Select the Add (+) icon in the left corner of the screen as illustrated below by the red outlined box. 



Step 2: Enter the required name on the textbox (for instance: Accounting and Finance) and click on the Confirm button to add the Department OR Click on the Cancel button if the user does not wish to add the new Department.  


Note: All the created Departments will be listed beneath the search bar of the Departments. 



  • All (25) indicates that in total four Departments have been created. 
  • Department (#) refers to the number of jobs created for that specific Department. For instance: 3 jobs have been created for the Food Service Department and 4 jobs have been created for the Human Resources Department.  

 

Edit an existing Department

Step 1: Select the Edit (pencil) icon as indicated below by the red outlined box to edit an existing Department. 



Step 2: Having clicked on the Edit button, the selected Department name will appear on the textbox. Make the necessary changes to the department name and click on the Confirm button to save the changes OR click on the Cancel button if the user does not wish to save the changes. 


 

Search for a Department

Enter the name of the Department that the user wants to search on the search bar as indicated below by the red outlined box.

 


Create a new Job

Step 1: Select the department under which the job should be created by clicking once on the department under the Department category (for instance: Human Resources is selected since the user wishes to create a job for the Human Resources department). 



When clicked on the required department, all previously created jobs for that department are shown on the right side. 



Method 1 

Step 1: Select the Add (+) icon in the left corner as illustrated below by the red outlined box. 



Step 2: Complete the following fields:

Note:  All required fields have an asterisk (*).

  • Title*: Type the job name along with the title (designation of the post) (for instance: Human Resource Manager).
  • Location*: Type the location where the job will be performed (for instance: Norwalk, Ohio). 
  • Posted: Select the date on which the job should be posted on the Seeker View page using the Date Picker icon . 
  • Expiration: Select the date on which the job posting should be expired using the Date Picker icon  (Note: For example, if we want the job ad to end today, it won't be visible on the Seeker View page starting the next day).
  • Form Group ID: Select the type of contract the candidate will be classified under during their period in the organization using the dropdown box. This list will be in alphabetical order. 
  • Description*: Type the Description (Job Description, Salary, Roles and Responsibilities and etc.) required for the Job.


Step 3: Click on the Confirm button to add the job OR Click on the Cancel button if the user does not wish to add the job OR Save as Draft to finish later.

Method 2

Step 1: Click on the New hyperlink which is on the Job Page’s Grid as illustrated below by the red outlined box.


 

Step 2: Repeat Step 2 and Step 3 to complete the Job post. 

Note: All the created jobs will be listed beneath the search bar of the Jobs. 

 

Edit an existing Job

Method 1

Step 1: Select the Edit (pencil) icon which is on the Job Page’s Grid (as indicated below by the red outlined box) to edit an existing job. 


 

Step 2: Make the necessary changes to the Job posting and click on the Confirm button to save the changes OR click on the Cancel button if the user does not wish to save the changes. 


 

Method 2

Step 1: Underneath the Jobs section, when clicking on the job that needs edited, an editable version of the job will appear.


Step 2: Make the necessary changes to the Job posting and click on the Confirm button to save the changes OR click on the Cancel button if the user does not wish to save the changes. 


Search for a Job


Method 1

Enter the name of the job that the user wants to search on the search bar as indicated below by the red outlined box. 


 

Method 2.1

Step 1: Click on the Filter  icon (For instance: The user wants to filter by the Title).

 


Step 2: Select the appropriate Title by clicking on the checkbox (For instance: The user wants to filter by Junior HR). Select the OK button to complete the search. 



OR Select the Cancel button if the user wishes to cancel the filter.



Note: The user can use the above steps to filter only the following fields from the Job Page’s grid:

  • Department 
  • Title 
  • Location 

 

Method 2.2

Step 1: Click on one of the headers of the Job Page’s grid (For instance: The user wants to filter by Posted).

An upward arrow ↑ will be displayed when the cell is clicked, indicating that the selected column has been filtered in an ascending order. 



When clicked again on the cell, a downward arrow ↓ will be displayed, indicating that the selected column has been filtered in a descending order. 



Note: All columns can be filtered. 


Delete an existing Job

Step 1: Select the Delete (X) icon, which is on the Job Page’s grid as indicated below by the red outlined box, to delete an existing job. 

 

 

Step 2: Click on the Yes button to delete the selected job OR click on the No Button if the user does not wish to delete the selected job. 

 

C. Best Practices

To optimize your experience in managing departments and job postings, consider these best practices: First, regularly review and update department names and job descriptions to ensure they accurately reflect current roles and organizational structure. Utilize the search and filter functionalities to quickly locate specific departments or jobs, making your workflow more efficient. When creating new job postings, be thorough in completing all required fields to avoid delays and ensure clarity for potential applicants. Additionally, maintain clear communication with your team about any changes made to job postings or departments to prevent misunderstandings. Finally, regularly assess the effectiveness of your job postings and departmental organization to adapt to the evolving needs of your organization. By implementing these practices, you can enhance your recruitment process and foster a more organized hiring environment.


D. Troubleshooting

If you encounter difficulties while managing departments and job postings, here are some troubleshooting tips to help you resolve common issues. If you’re unable to access certain features, ensure that you have the necessary permissions within the system. If the Add or Edit icons are unresponsive, try refreshing the page or clearing your browser’s cache. For issues with job postings not displaying as expected, double-check that all required fields are filled out correctly and that any necessary confirmations have been clicked. If you experience problems with the search or filter functions, ensure that you are using the correct keywords or parameters and try re-entering your search. Should problems persist, consult the help documentation or reach out to your system administrator for further assistance. By following these troubleshooting steps, you can effectively resolve issues and maintain smooth operation in your department and job management processes. 


Hiring: Departments 

Hiring: Candidates Page 

Hiring: Applying for a Job

Hiring: Add Draft Support


Conclusion

In conclusion, effectively managing departments and job postings is essential for streamlining your organization's hiring process. By following the structured guidelines for creating, editing, and searching for departments and jobs, you can enhance efficiency and organization within your recruitment efforts. Implementing best practices will further support clarity and communication, while the troubleshooting tips provided can help you quickly resolve any challenges that may arise. With these tools and strategies, you are well-equipped to optimize your hiring processes and contribute to building a strong, capable team for your organization.