Amending Vacancy Template Forms

Why do I need to amend my Vacancy Template Form?

There are 4 main reasons why it's important to review and update your Vacancy Template Form:

1. Every new Eploy system comes with a default Vacancy Template Form which includes all of our default Vacancy Fields.  If any of these fields don't need to be captured within your templates, for example if the Recruiter will fill them in once the Vacancy has been raised and approved, you may as well remove them from your Vacancy Template Form - this will cut down on the noise and make it quicker and easier to create your Vacancy Templates.
2. Every new Eploy system comes with a default Vacancy Template Form which includes all of our default Vacancy Fields.  If you have asked us to add any additional fields into your Vacancy records and these should be filled in as part of your Vacancy Templates, you won't be able to do this if the field hasn't been included within the Vacancy Template Form.
3. If there is a field on the Vacancy which is marked as optional, but you'd like it to be filled in on all Vacancy Templates, you can mark the field as mandatory within the Vacancy Template Form without impacting the field on the Vacancy itself.  This can also work the other way around - you can have a field marked as mandatory on the Vacancy, but optional on the Vacancy Template Form.
4. You can display your chosen Vacancy Fields in any order you like - it doesn't have to match the layout of the fields within the Vacancy records themselves.  This can be especially useful if you'd like to group similar fields together, such as those which are brand or country specific, in the case of multi-branded systems or those which have different requirements in different countries.

There are two key points to remember when making changes to your Vacancy Template Form:

1. You can only have 1 Vacancy Template Form active in your system at any time.  This means that, if you have multiple Requisition Forms within your system (e.g. a different Vacancy Requisition form for different brands or countries), you'll need to ensure you include all of the fields you need to fill in within your single form.  If your system falls into this category, please bear points 3 and 4, above, in mind.
2. The layout of your Vacancy Template Form doesn't impact the Vacancy Requisition Form displayed within the Hiring Manager Portal.  All we're doing here is specifying the fields that should be completed within the Vacancy Templates, whereas the Vacancy Requisition form displays fields that appear within the Vacancy itself.

How do I amend the Vacancy Template Form?

To amend your Vacancy Template Form, login into the Eploy Core System and navigate to Admin > System Forms > Vacancy Template, then click on the name of the Vacancy Template Form displayed.

Adding a Field

To add a field, within the Questions tab of the form, click the Add Standard Field button.

Scroll through the list of available fields and tick the box next to each field you want to add.  You can also type the name of the field to locate it quickly.

Note unlike our Application and Onboarding forms, it's not possible to add Discover questions to these forms - only Standard Fields can be included.  If you'd like to add a field which isn't listed, please speak to your Implementation Manager.

Removing a Field

To remove a field, click on the field's name to load the field, followed by the Delete button.

Changing the behaviour of a Field

To change the behaviour of a field, click the field's name to load it, then change any of the options displayed.

Changing the layout of the Form

To change the ordering of the fields on your form, locate the field you want to move and hover your mouse over it.  8 dots will appear at the top of the field name, in the centre - these 8 dots are a handle.  Click and hold on this handle, drag the field to its new location.

Further Information

For more information on amending Vacancy System Forms, please see this article.