Creating and Preparing a Job

Create a job when your team needs a clear role, a candidate-friendly application, and a repeatable way to review applicants. The job editor brings those pieces together before you accept applications publicly or internally.

Prerequisites

You need access to the correct company workspace and permission to create or configure jobs. If you belong to more than one company, confirm the active company from the account menu before you begin.

Every job belongs to a department. If the workspace has no departments yet, a company administrator must add one before a job can be created.

Have the following ready:

• the job title, department, location, and work arrangement;
• the role description and any candidate-facing requirements;
• the application information and screening questions you want to collect;
• the hiring pipeline and stages your team will use; and
• the teammates who should be able to work on this job.

Start a job

1. Open Jobs.
2. Choose the action to create a new job.
3. If the workspace asks for a department first, choose Open department settings, add the department, and return to Jobs.
4. Complete the initial job details.
5. Choose Save and continue.

The first successful save creates one private Draft. You can then use the full job editor to prepare the remaining steps.

Visual guide: the Jobs workspace

Work through the job editor

The job editor organizes preparation into six steps. Save each step as you go. Choose Save changes to remain on the current step or Save and continue to move forward.

1. Job details

Use Job details to describe the role and how it should appear to candidates.

Complete the following areas when they apply:

• Basic information: enter the Job title, select the Department, choose one or more job locations, and choose the Work arrangement: On-site, Hybrid, or Remote.
• Add a Job reference code if your company uses one. Leave it blank if you do not have an existing code.
• Job description: explain the role, responsibilities, and expectations in candidate-facing language.
• Job board details: add details such as Job role, Degree level, Contract type, Career level, Industry, and salary information when you want those details available for job promotion.
• Search and social: add a Meta title, Meta description, and optional Share image URL for search results and shared links.

If the workspace supports multiple public languages, select the Public content language tab and add the translated title, description, and search text. Shared job settings such as department and location are managed in the default language.

2. Application form

Use Application form to decide what candidates provide when they apply.

1. Review the standard Application fields.
2. Set each field to Required, Optional, or Off when the control is available.
3. Open Screening questions and choose Add question for role-specific questions.
4. Enter the question, choose its Question type, and decide whether to require an answer.
5. For choice questions, mark answers that should disqualify an application when appropriate, then choose a Reason for automatic disqualification.
6. Save the step.

Use only questions that are relevant to the role and easy for candidates to answer. Before publishing, confirm that every required field and question type is supported by the public application form.

3. Evaluations & Automation

Use Evaluations & Automation to make review consistent and keep the hiring team moving.

1. Select the Hiring pipeline for the job.
2. Select the stage you want to configure.
3. In Structured Interview, add an empty scorecard or choose a reusable template from Browse Library.
4. In Assessments, choose Add Assessment when the stage should include an available external test or cognitive assessment.
5. In the completion policy, choose whether the stage requires at least one current-stage evaluation, feedback from every assigned reviewer, or completed assessment results before a candidate can leave the stage.
6. Use Stage Entry & Exit Triggers for actions that happen when a candidate enters a stage, such as Send email, Send assessment, or Add task.
7. Use Idle Candidate Triggers for follow-up actions after a candidate has stayed in a stage for a chosen number of hours.
8. Save the step.

Keep the pipeline, scorecards, assessments, and automatic actions aligned with how your team actually makes decisions. A complex setup is not a substitute for clear ownership.

4. AI Screening Assistant

Use AI Screening Assistant when you want a first-pass review against criteria you define for this role.

1. Choose Add custom criteria or New requirement block.
2. Enter a Criterion title.
3. In Instruction for AI, explain what to look for and what to ignore.
4. Choose an Importance level: Low, Medium, or High.
5. Choose Save criterion.
6. Review, edit, or delete criteria before applications arrive.

Start with a small set of specific, job-related requirements. The available assistant reviews the criteria you enter; automatic extraction from the job description is not available in the current workspace.

5. Get candidates

Use Get candidates to prepare the job for sharing and promotion.

• Review the Social share preview, which uses the search and social information from Job details.
• Open the public job page when a public link is available.
• Review Free job boards available for the job’s current country.
• Use Unpublish to remove a job from a supported board where it is currently published.

The current workspace supports manual status management for supported free boards. Some boards may show Publishing unavailable, and some locations may have no supported free boards.

6. Team members

Use Team members to decide which teammates can work on this job.

1. Review ATS-wide access. Administrators and team members may already have access through their workspace role.
2. Review Job access for teammates who need scoped access to this role.
3. Choose a Team member and select Add team member.
4. Remove a scoped teammate with Remove when their access should end.
5. Save the step.

Removing a teammate from Job access also excludes this job from that person’s department or site access. It does not remove the person from the workspace.

Visual guide: the job editor

Preview before activating the job

Before you accept applications, review the job as a candidate would see it.

1. Save the job details, application form, pipeline, and any optional review criteria.
2. Check the public content language and translated content if your site uses more than one language.
3. Use the job’s preview or public-page link when it is available.
4. Confirm the title, description, location, work arrangement, application fields, screening questions, privacy notice, and sharing details.
5. Return to the editor and correct anything that could confuse a candidate or reviewer.

Choose the right job status

The status describes whether a job is being prepared, accepting applications, or kept for history.

• Draft: preparation only. Candidate workflow remains read-only until the job is activated.
• Published: visible on the careers site and open for candidate workflow management.
• Internal: available internally and open for candidate workflow management without a public listing.
• Closed: no longer accepting applications while existing candidates remain manageable.
• Archived: retained for history, non-public, and read-only until restored as Closed.

Use the job status menu to choose the available action, such as Publish job, Make internal, Close applications, Archive job, Reopen job, Reopen internally, or Restore as closed.

Publish or activate the job

To activate a job, the workspace checks its readiness. You may need to:

1. Select an active hiring pipeline with at least one stage.
2. For Published, enable a careers site and add the job’s public URL.
3. Resolve required fields or screening questions that the public application form cannot support.
4. Publish an applicant privacy notice in Settings > Data privacy.
5. Complete company verification when the workspace requires it for public publishing.

If public publishing is unavailable for the workspace, you can keep preparing the job or make it Internal when that option is available.

Who can prepare a job

The ability to see a job does not always include the ability to change it. Job creation and configuration are limited by your role and, for scoped roles, by the departments, sites, or jobs assigned to you.

• Company administrators can generally create and configure jobs across the workspace.
• Team members may have broad workspace access, subject to their assigned capabilities.
• Dedicated team members and Limited team members can work only within their assigned scope.
• Reviewers can review applications or complete evaluations when assigned, but may not be able to prepare job configuration.
• Content editors work on careers-site content and may not have job-configuration access.
• External recruiters work from the separate recruiter workspace and do not prepare internal job settings here.

Ask a company administrator to confirm the specific job-creation or configuration permission you need.

Common problems

• You are in the wrong workspace. Open the account menu, choose Switch company, select the correct company, and confirm its name before creating or editing the job.
• You cannot create a job because there is no department. Add a department in Settings > Departments, or ask a company administrator to do it.
• The create action is missing. Your role or scope may not allow job creation. Ask an administrator to review your access.
• You can open the job but cannot edit it. You may have review access without configuration access, or the job may be Archived.
• You cannot publish publicly. Review the active pipeline, careers site, public job URL, public application requirements, privacy notice, company verification, and workspace publishing availability.
• Your changes disappeared. Save the current step before leaving it. If another teammate changed the job, reload the page and review the current values before saving again.
• A board cannot be published. Check whether it is supported for the job’s country. A board showing Publishing unavailable cannot be activated from the current workspace.