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 (28) indicates that, in total, twenty-eight Jobs 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: Athletics is selected since the user wishes to create a job for the Athletics department). 



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



Step 2: Click on the New hyperlink which is on the Job Page’s Grid as illustrated below by the red outlined box.




Step 3: Complete the following fields:

Note:  All required fields have an asterisk (*). Required fields are required by both Confirm and Save as Draft. In addition to those marked, Confirm requires Posted, Expiration, and Form Group ID.


  • 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 4: 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.


Edit an existing Job

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. To save changes without submitting the job, use the Save as Draft button.



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 
  • Posted
  • Job Expiration
  • Paused
  • No. Candidates
  • Draft
  • Archived
  • Job ID

 

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. 



Method 3

Our final method of filtering jobs is to use the dropdowns found just above the Jobs Grid.



Step 1: Select a time constraint from the From Last: dropdown. This dropdown filters out jobs in the Job Grid whose Posted date does not fit within the criteria chosen.



Step 2: You can also select a status constraint from the Status: dropdown. This dropdown filters out jobs whose Status does not match the criteria chosen.



Status Types:

  • All - All jobs are displayed.
  • Draft - Drafts are jobs that have not yet been formally submitted. The Draft status is one-way. Once removed, it cannot be regained.
  • Paused - A paused job has been temporarily put on hold. The Paused status can be added or removed at will.
  • Archived - An archived job has been permanently put on hold. The Archived status is one-way. Once added, it cannot be removed.
  • Active - An active job has a job expiration date that is in the future.


With these two tools put together, you can filter jobs by time and function, making it easy to pare an enormous selection of job openings down to a manageable few.


Copy an existing Job


Step 1: In the Jobs page Grid, right click the job to be copied and select Copy Job from the context menu.



Step 2: Proceed as though Creating a New Job. The only difference is that fields are prepopulated with the values of the copied job.



Pause an existing Job


Step 1: In the Jobs page Grid, right click the job to be Paused and select Pause Job from the context menu.


Step 2: The job put on hold should now appear with a checkmark in the 'Paused ' column's checkbox. . This status label confirms that the job is now temporarily inactive.



Unpause an existing Paused Job


Step 1:  In the Jobs page Grid, right click the paused job to be Unpaused and select UnPause Job from the context menu.
Step 2: This action triggers the system to prepare the job post for re-activation. The job post that previously marked as paused should now be unchecked. This absence of a check mark indicates that the job post is active again and no longer on hold.


Archive an existing Job

Note: Archiving a job is permanent and removes it from Seeker View. To "undo" archiving, copy the job to create a brand new instance of that job. The copy will not be archived.


Step 1: In the Jobs page Grid, right click the job to be archived and select Archive Job from the context menu.




Step 2: Confirm your selection in the resulting confirmation popup



Step 3: In the Job Grid, The job selected for archiving should now appear with a checkmark in the 'Archived' column's checkbox. The presence of this checkmark confirms that the job post has been successfully archived.


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

  • Regularly review and update department names and job descriptions to ensure they reflect current roles and organizational structure.
  • Utilize search and filter functionalities to quickly locate specific departments or jobs.
  • Be thorough in completing all required fields when creating new job postings to avoid delays.
  • Ensure clarity for potential applicants by providing complete and accurate information.
  • Maintain clear communication with your team about any changes made to job postings or departments.
  • Regularly assess the effectiveness of job postings and department organization to adapt to evolving organizational needs.
  • Enhance recruitment processes and create a more organized hiring environment by implementing these practices.


D. Troubleshooting

  • Ensure you have the necessary system permissions if you can’t access certain features.
  • Refresh the page or clear the browser's cache if the 'Add' or 'Edit' icons are unresponsive.
  • Double-check that all required fields are filled out and correct, and that all necessary confirmations are saved if job postings are not displaying as expected.
  • Confirm use of correct keywords or parameters and try re-entering your search if there are issues with the search or filter functions.
  • Consult help documentation or contact the system administrator for further assistance if problems persist.
  • Maintain smooth operation in department and job management processes by effectively resolving issues with these troubleshooting steps.


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.