Vacancy Templates and Vacancy Template Forms

Vacancy Templates and Template Forms - What are they?

As a Core System User, you'll be able to create Vacancies from scratch - a blank vacancy which you can add all the detail you need in to ready for publishing.

Typically, Hiring Managers don't have this facility (though we can switch that on...you'll have decided as part of your Scope if it's needed or not).

So the obvious question becomes, how does a Hiring Manager start the Vacancy Requisition process?  The answer, using Vacancy Templates.

These are templated Vacancy records, usually representing the most commonly requested Vacancies within your Organisation, and contain most of the information relating to that Vacancy.  Once the Hiring Manager has selected the Vacancy Template, they'll be able to add in the detail required to make the new Vacancy specific to their needs.

The Vacancy Template Form allows you to specify which fields must be completed within your Vacancy Template and which are optional.  During Phase 3 of your Implementation you'll be able to amend the default form, removing those fields which don't need to be included within your Vacancy Templates, marking the remainder as Optional or Mandatory, and adding any Custom Fields as needed.

What do I need to think about when planning?

Most organisations we have worked with already have a list of Vacancy Templates they want to create, having used them in their previous system.

If you don't have a list of templates already, the first thing to decide is which Vacancies would you like to add in as Templates.  As that'll be quite specific to your organisation and recruitment practices, we can't really help with that - but typically you'll simply need to look back through your recruitment history to see which Vacancies come up most frequently...they will be the main contenders for becoming a template.

The second thing to consider is the level of detail required in your templates - is it enough to just put in a templated Job Title and a high-level job description, leaving the Hiring Manager to fill in the rest, or do you need to put more detail in?

Again, this will be very specific to your organisation, but there is a handy trick you can use to help here - use the Vacancy Requisition specification document.  If you've added a field to this spec doc and it's set to Read Only (and the content of that field isn't being pulled from the Organisation or Contact record), then it's a safe bet you'll need to fill in the respective field within the template, meaning it will need to be included within your Vacancy Template Form.  You might also want to consider putting some information in to give your Hiring Managers a start - you might have a suggested Salary Range you'd like your managers to work within, or have some basic elements of a Job Description you'd like your managers to focus on....any of these things can be included within your template.

Ultimately it's up to you how many Vacancy Templates you need and how much information you'll be adding to each, but if you get stuck, please have a chat with your Implementation Manager about it.

I'm still not sure what I need to do - are there any examples I can see?

Absolutely.

This is where your Demo system comes in.  The demo system is a typical implementation of Eploy and contains several Vacancy Templates along with an example Vacancy Template Form.

To view the Vacancy Templates within the Core System, look to the Blue Bar at the top of the screen and navigate to View > Vacancies > Templates.

From here you'll be able to see the full list of Vacancy Templates within the demo system - clicking the name of each template will open the record and you'll be able to see the amount of information captured within.  The layout of the template matches that of the Vacancy Template Form in use within your demo system.

To view the Vacancy Template Form navigate to Admin > System Forms > Vacancy Template.  Once the page refreshers, click the form name to open the form editor.

If you'd like to see how the Vacancy Templates appear to a Hiring Manager, log in to the Hiring Manager Portal and click the Add Vacancy button at the top of the screen, then select one of the templates from the list and click Continue to load the Vacancy Requisition page, which will be pre-populated with information from the Template.

The key thing to remember when looking at templates in your demo system is that it is just that - a demonstration of what can be done. 

The fields shown within the demo Hiring Manager portal may be slightly different to those in your live system and they may behave differently, so make sure when you're carrying out your planning activities that you're basing it on what your live Eploy system will be like, not the demo system.