The vacancy record is fundamental to the Eploy system; without vacancies, there can be no applications, no recruitment workflow and no placements. Learning how to quickly and efficiently load your vacancies on to Eploy, along with recording all the required information for reporting, is crucial to a successful campaign and this guide will go through the different processes involved when creating, assigning and posting vacancies.
Create a Vacancy Record
There are several ways to create a vacancy record on Eploy, allowing flexibility in work patterns and processes. The most straightforward way would be to use the Eploymenu.
The Eploymenu is the tool bar across the top of Eploy, which is available regardless of where you are in the system. This means that from anywhere in the system, you are never more than two clicks from creating a vacancy record;
- From the Eploymenu, click View to produce the navigation drop down list.
- Hover over Vacancies to produce the sub-menu; New Vacancy, Featured Vacancies, Query Builder.
- Select New Vacancy to being configuring the details of the New Vacancy.
Within existing company or contact records, all previous vacancies are displayed within the Vacancy tab. By navigating to your required company or contact and selecting this tab, you can then create a new vacancy by clicking New.
There is an even quicker way of creating a vacancy, when within a company or contact record. Rather than selecting the Vacancy tab (which takes time to load), you can instantly use the Vacancy Quickview on the Record Summary. Switching the Quickview does not cause the page to reload, so should be instantly responsive. Once within the Vacancy Quickview, use the Create New Record button to begin creating your vacancy record.
Hint: If you create the vacancy record through the contact record (either Vacancy tab or Vacancy Quickview) then the relationship section of the vacancy will be automically populated. This means that the vacancy will already be assigned to the contact & company, reducing the time taken to assign the vacancy manually to the company & then the contact.
Configure the Vacancy Record
Depending on the settings of your system, certain fields within the vacancy record will be mandatory. This means that they need to be populated before the record can be saved and posted; these fields are likely to be the vacancy Title, the vacancy Relationship and the vacancy Status, but will differ depending on your version of Eploy.
Note: Each field is open to interpretation and may be used or titled differently. If any of the fields do not match your Eploy, please check with your system Admin User to discuss what else may be required.
The first section of the vacancy is the vacancy details. This will cover the basic and public information of the vacancy, including the display title, the job descriptions and the status;
- Title – This is the name of the vacancy so needs to be unique & descriptive. The title will be used for navigation and searching, so ensuring the vacancy has an accurate title will help when managing & reporting on vacancies. Also, if the vacancy is posted job boards or published on your candidate portal, the Title will be candidate facing (what the candidate sees).
- Reference Number – This field can be used internally, to help you catalog your vacancies. Eploy will assign the vacancy an ID number, but the reference field will allow you to provide your own internal reference.
- Auto Populate Skills – This check box (ticked as default) will take your job description and skill up your vacancy. This means that any descriptions used which match your system skills will be stored against the skills tab of the vacancy. This can then be used for quick matching potential candidates with your vacancy.
- Job Description – This is where you can provide bespoke information regarding the vacancy, to help entice applications. If the vacancy is posted to job boards, the text and basic formatting will be included in the advert. In addition, descriptions used which match your system skills will be stored against the skills tab of the vacancy.
- Qualifications & Benefits – Similar to the job description, these boxes give the opportunity to provide further information regarding the vacancy. These can also be used as part of job posts & adverts.
- Status – This will determine whether this is a live or terminated vacancy. If live, the vacancy can be displayed online and accept applications. A terminated status will close the vacancy, regardless of the positions remaining available or the advertising dates.
This section will allow you to set the matching functionality of the vacancy. These fields are linked to the preferred fields within the candidate record so you can quickly and easily find the right candidates in your database. These fields will also allow prospective applicants to find the right role when searching through job boards and vacancy pages; the more accurate the information within this section, the higher chance of successful, quality applications.
- Positions Available – This will determine when the vacancy terminates or closes. If one position is available, the vacancy will terminate as soon as a placement has been made, regardless of the status or the advertising dates. Using the positions available means that you do not need duplicate vacancies for when there are multiple roles available.
- Business Area – This field is duplicated in the candidate & company records, allowing you to group & match your records accordingly.
- Location – This determines where the vacancy is based and will allow for matching with candidates who have provided their preferred locations.
- Industry – This will be used to link with candidates who have the same area of expertise and who are looking to work in that business sector.
- Position – Whilst the industry has already been specified, the position will determine the type of role within that sector.
- Vacancy Type – Perm, Contract, Temp, Part time etc.
Hint: Your admin users configure the options within each drop down list. If you feel there is something missing from these lists, please contact your system administrator and they will be able to update the options available.
From within the requirements section, you can access the quick match and job posting functions; this will allow you to immediately post your new vacancy or search candidates, based on the options you have selected, from within your database.
The relationships section is where you define the associations for the vacancy. If the record has been created through the company or the contact record, this section will be partially auto-populated;
- User – Assigning the correct users to a vacancy will allow them to quickly access the vacancy workflow, monitor the progress and report on the vacancy activity. As default, the user creating the vacancy will be assigned, but the users can be removed or added to using the +/- buttons. You can assign as many users as required.
- Company – This is the company associated to the vacancy. If you have created the vacancy record through the company or contact, this will be auto populated and will not be editable.
- Contact - This is the company associated to the vacancy. If you have created the vacancy record through the company or contact, this will be auto populated and will not be editable.
- Hiring Managers – If you have Hiring Managers, you can assign as many as required to the vacancy using this type & select drop down list.
- Vendors – If you have vendors, you can assign as many as required to the vacancy using this type & select drop down list.
Any selected hiring managers or vendors will be displayed against each field. If this vacancy needs to be accessed by a HM/vendor in their portal, they need to be assigned to the vacancy here.
This section is used to determine how long the vacancy is displayed online for, along with any additional Logos/ alternative display names or application closing dates;
- Company Display Name – This field can be used if the company assigned to the vacancy is not to be displayed alongside the vacancy. For example, the company ITS Systems may choose to post a vacancy under their trading name Eploy.
- Display Salary – If you do not want to show the specific salary on any advertisements, you can put an approximate figure here. This field is alphanumeric, meaning you can use numbers or letters to describe your salary. For example, the salary may be recorded against the vacancy, but displayed online as Competitive.
- Logo to Display – Allows the vacancy to be displayed with a different logo. This is particularly useful if the vacancy is within a specific department of a larger company. For example, a legal department may use a different logo to the media department.
- Logo URL – If you wish to display a logo that is hosted elsewhere online, you can input the URL here.
- Display Logo – Tick this box if you have selected a logo above.
- Display Vacancy – This box needs to be ticked to display online. If this box is unticked, then the vacancy will not appear online regardless of the Status, Advertising Date or the Expiry Date.
- Date Posted – This will default to the creation date, but if you wish to set the vacancy to go live in the future, the posted date can be adjusted here.
- Expiry Date – If the vacancy only needs to be active for so long, entering the expiry date will cause the vacancy to terminate when required.
- Advertising End Date – If the vacancy is only to be displayed online for so long, use this field to automatically remove the posting at the required date.
- Application Closing Date – This field will allow you to keep the vacancy open, but stop any further applications.
- Advertise Internally – If you use an internal job board, use this tick box will ensure that the vacancy is displayed.
- Internal Advertising Start Date – If advertising on an internal job board, this field will determine when the vacancy goes live.
- Internal Advertising End Date – If advertising on an internal job board, this field will determine when the vacancy is no longer displayed.
This section is for financial & invoicing information to be recorded against the vacancy;
Nominal Code – this drop down list allows you to assign the vacancy to a particular accounting group and produce summarized accounting reports.
Charge Currency – This field allows you to set the currency that the vacancy financial information is displayed in. This is particularly useful if posting to international job boards.
For permanent roles, this section will allow you to record any salary information, including Salary From/To, the pay Period and the Hours per Week expected to work.
This section provides the opportunity for any additional detail that may relate to the vacancy or any eventual placement. This may include;
- Working Hours
- Notice Required
- Report To
- Where to Report
- Time to Report
These are all free text fields, allowing for flexibility in the data recorded in this section.
The Start/End Dates recorded within the vacancy can be used to indicate when the role needs to be filled by. The dates entered here will not be automatically populated into a placement record however, giving the flexibility between ideal start date and actual start date.
Salary (Temp & Contract)
This part of the vacancy applies to Temp & contract type roles only and gives the chance to set up required rates & shift patterns (if the role is going to be filled by multiple candidates). You can load predefined, global rates using the Load Pay Rate drop down list or create new ones using the fields below.
- Rate Type – Each placement can only have one standard rate. This should be the default hourly/daily rate against the position. After creating the standard rate, you can add up to 6 Overtime Rates.
- Description – This field can be used to give more information about each rate – when should it be used? Etc.
- Rate – This is the amount that the candidate will receive for each interval worked.
- Vendor Rate – This is the mark up or charge against each interval worked.
- Time Worked – This is to show how many hours are expected to be worked each week.
- Interval – This sets whether the candidate is paid daily, weekly or hourly.
Once you have populated each of the rate fields, click Add to include the rate on the vacancy. Then, rates can be removed individually by clicking Delete or remove all the rates using Empty. Rates that have been loaded on to the vacancy, this information can be automatically included when a placement record is created; the placement will use the vacancy as a resource. Other than rates, you can also load shifts on to the vacancy.
When adding shifts;
- Rate Type – Determines which rate will be associated with the shift.
- Start Time – When does the shift Start?
- End Time – When does the shift finish?
- Breaks - If the shift is over 6 hours, a break will have to be included.
- Time Worked – This determines how long the candidate will actually work for and how much they will be paid (Time worked X Rate)
Once the fields have been populated, you can use create shifts to load the shift pattern on the vacancy.
Saving the Vacancy
Now that all the details of the vacancy have been populated, you can save the vacancy record using the action panel at the bottom of the page. This will save the record within Eploy and generate an Eploy Vacancy ID number.
On the action panel, you can also Copy the vacancy. This will create a duplicate of the existing vacancy, allowing you to tweak details depending on the parameters of the new vacancy.
Viewing, Editing and Working on the Vacancy
Once the vacancy record has been created, you can view a summary of the vacancy by searching for the vacancy title/vacancy ID or by clicking into the vacancy record. Within the vacancy record, there is a series of tabs which will allow you to edit the details;
Summary – This is the default tab and will show you all the basic information about the vacancy, along with some quick view windows, recent Activity filters and quick creation links. You can change the layout of the Summary, using the Layout link allowing you to tailor the display. The Add Activity drop down list will also allow you to quickly record new information, such as actions, call logs & placements against the vacancy.
Hint – Use the Quick View windows to navigate round the vacancy without having to reload entire pages. Using these to view information, rather the tabs, will allow you to find what you need much more quickly.
Workflow – This tab will give you a snapshot of how applicants are progressing through the vacancy. You can confirm at which stage the number of applicants have reached, who has & has not been contacted and run further summary information reports all from this tab.
- Details – This tab will allow you to update any of the information input when the vacancy was created. If you need to extend advertising dates, update the status or change the vacancy rates; this would all be done within Details.
- Address – this tab will allow you to record a vacancy address (where the vacancy is based) and an Invoice Address. You can also select to load a company address, which would be resourced form the parent company record.
- Other – If you have a custom tab, where information custom to your system is recorded, this is likely to be where you can find/update the data.
- Skills – Any skills that have been populated by the job descriptions will be displayed against the vacancy here. You can also search for skills and assign them to vacancy, whilst removing any that are not required.
- Long List – If a long list has been saved for this vacancy, it can be viewed or deleted from here.
Note: You cannot remove one candidate from a saved long list. You can only delete the entire long list.
- Applications / Placements / Timesheets – If any of these records have been created against this vacancy, they will be displayed within these tabs.
- Call Logs / Correspondence / Actions – These tabs will show any of these records, which are associated with the vacancy.
- Files / Notes – If any files or notes have been uploaded to the vacancy, they will be displayed here.
- Groups – If the vacancy has been included in any saved groups, the group can be accessed from here.
The activity filters are displayed at the bottom of the summary tab and allow you to quickly access recent updates on the vacancy. The record type, the user and date of the record is displayed along with the comments; you can see the detail of the comments by clicking the + symbol of each record.
The first section is All Activity and will show the 30 most recent new records, associated to the vacancy.
However, you can also then use the various filters to isolate different record types; Actions, Calls Logs, Correspondence, Notes, Applications, Placements.
Hint – You can use the + / - symbols at the end of the tool bar to open/close all the record comments within the current filter. This is particularly useful if you are looking for particular bits of information or are looking over the audit trail.