There are several ways to create a new Vacancy – you can copy a Template, copy an existing Vacancy or create a new one from scratch.

In this article we’ll be looking at how to create a Vacancy from Scratch.

To jump to a specific topic, please use the links below:

Against a Company

To create a new Vacancy against a Company Record, view the Company Record in question and access the Vacancies tab.

From here, click New from the grey menu bar – this will launch the new Vacancy window.

There are several benefits to this approach:

  • The Vacancy Address will automatically populate, using the Company Address
  • Certain fields such as Location, Industry, Department will automatically populate with those of the Company record

Against a Contact

To create a new Vacancy against a Contact Record, view the Contact Record in question and access the Vacancies tab.

From here, click New from the grey menu bar – this will launch the new Vacancy window.

There are several benefits to this approach:

  • Certain fields such as Location, Industry, Department will automatically populate with those of the Company record that the Contact is associated with
  • The Address of the Vacancy will automatically populate with that of the Company Record
  • The Contact will automatically be associated with the Vacancy, meaning that the Hiring Manager user will be able to see the Vacancy in the Hiring Manager Portal

Against a list of existing Vacancies or within a Vacancy

When viewing a list of existing Vacancies, or viewing the Summary, Details and Address tabs within a Vacancy, clicking the New button in the grey menu bar will create a new Vacancy.

Using the Create Shortcut

The Create shortcut can be found on the right-hand side of the blue EployMenu.  To create a Vacancy from here, click Vacancy.


Filling in the Vacancy

Having created the Vacancy, you now need to fill in the key information.

Work your way down the form:

  • Title – this is the Job title and will appear on your website. Keep in mind that this is candidate facing and will also pull through to any job boards you are advertising on.

  • Recruitment Workflow – select which Workflow the Vacancy should be assigned to. This dictates the journey any applicants go on, once they have applied. The workflow will also control the access that any hiring managers assigned to the job may have, when reviewing applications.

  • Workflow Email – set this to YES if you want Eploy to send automated emails according to the workflow settings. If you select NO, you will need to manually send all emails for this Vacancy. 

  • Job Advert Text – typically these are three text boxes called About the Role, About the Candidate and About the Company. These text boxes comprise the main body of your job advert. Use these options to sell the job to any prospective candidates & keep in mind, that this information will be visible on the website, as well as any job boards you choose to advertise on.


  • Status – this is where you can set your Vacancy Live or put it to another status such as Draft or On Hold. If you need to trigger an authorisation process, leave this blank until you have saved the vacancy and assigned the authorisers.

  • Relationships – in this section you can specify who the System Users for the Vacancy are, which helps to feed dashboards and quick filters. The creator of the vacancy will be assigned automatically, but you should assign any other core user who will be working on this vacancy.. The company & contact will be who the vacancy is for, whilst you can also share the vacancy with any associated hiring managers & vendors, if you are accepting applications.


  • Requirements – These options are used for reporting, as well as candidate searching. You need to ensure that the correct options are selected within these fields, so that you can find candidates who are looking to work in those areas, as well as allow anyone searching on the website to be able to find the right job for them.
  • Mark as Template – if you want to turn this in to a Template, rather than a Vacancy that will be advertised, tick this tick box. 


  • Display Properties – this is where you can specify the Advertising Salary, attach a logo to the Vacancy and dictate whether you want the Vacancy to be available Externally or Internally and when you want the Vacancy to be advertised from and to.

  • Salary – specify the salary range, whether the salary is Yearly, Daily or Hourly and the number of hours per week. Please note that when you select Daily or Hourly, Eploy will automatically calculate the Annual salary, based on the number of hours per week and store that value, so that it is easier to match with candidates who have provided the annual salary they are looking for.


  • Placement Dates – for fixed term contracts, you can specify the placement Start and End date here.

  • Additional Details – here you will find any custom questions which will be specific to your instance of Eploy.

Once you have filled in all of the details, click Save to create the vacancy. Now that it is saved, you will be able to assign any screening forms or trigger an approval process.

Adding Additional Application questions to the Vacancy

Once your Vacancy is live, any applications made will automatically follow the appropriate Application Form Flow, using the Application Forms loaded against that flow.

If you'd like to add extra questions to those found within the flow, this can be done against the Vacancy.

Access the Summary tab, then Discover Forms.


To add your extra questions, click Add Additional Questions.

You'll now be able to create a new form containing your additional questions.

Note You'll need to ensure an Additional Questions placeholder has been added to your Application Flow, otherwise your additional questions will not be displayed.  Additionally, if you include questions within this form which are already asked within the existing application form flow, your Candidates will need to answer the question twice, although on the second occasion their answer may have been automatically filled in for them.

Having created and activated the new Additional Questions form, click Save.

Attaching Files to the Vacancy

If you need to attach a downloadable Job Description to your Vacancy, select the Files tab and click Upload from the grey menu bar.


Locate your file, select the appropriate file type and click Upload File.

Triggering an Approval Process

Now that the vacancy has been set up, you can send it for approval if required. To do this, click into the Details tab and scroll to the vacancy Status.


From here, click Select on Vacancy Authorisation Workflow, which will assign the appropriate authorisation process based on the details of the vacancy. You can use this to then pick the approvers and confirm, which will trigger emails accordingly.

Hint - If you don't require approval, you can bypass this by simply setting the vacancy stats to Live Requirement.

Advertising The Role

Now that the vacancy is created and approved, you can chose to advertise the vacancy. There are three things required however, to ensure that the job is advertised correctly:

- The Vacancy Status - this need to be set to an active status (shown in black in the status list). If the vacancy does not have an active status, even if the other conditions are met, the role will not be advertised.


- Positions Available - As part of the requirements section, you can specify the number of positions you are recruiting for. As you then make placements, this number will tick down and once it reaches 0, will automatically make the vacancy not active and no longer advertised. This means that to advertise, you need to have at least one position remaining.


- The Display Properties - As you may want to have the vacancy live but not advertised, you can manage this within the Display Properties. This includes a display internally / externally tickbox & advertising dates. if these are not configured correctly, the vacancy will not be advertised, even if it meets all of the other conditions.


Hint - You can set the status, the display properties and the positions available as you first create the vacancy, so it doesn't need to be an extra step. You can create, advertise and set the vacancy live all in one go, so long as you don't require approval!

Adding a Logo

If you wish to add a Logo to your Vacancy, you first need to ensure that the logo has been uploaded against the main parent Company record within your hierarchy.  Alternatively, the logo needs to be saved in a sharable location online e.g. MS Sharepoint or Google Photos.

Within the Display Properties section of the Vacancy Details tab, either use the Attach Logo icon (a paperclip) to locate the logo on your system, or paste the URL of the logo (when saved online) in to the URL section.

Having loaded the logo in to the Vacancy, tick the Display Logo tickbox to display it on the website.

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