Add extra vacancy information

Other tab

On this tab, add the same information shown on the Contract tab in employee profiles about the vacancy. Ensure to include as much detail as possible here as the system adds this information to the successful candidate's profile when you add them onto the system.

Field	Description
Country	Select the vacancy location from the list.
Contract Type	Select the vacancy contract type from the list.
Site	Select the site location the vacancy is based from the list.
Location/Division	Select the vacancy’s location or division from the list.
Department	Select the vacancy’s department from the list.
Team	Select the vacancy’s team from the list.
Cost Centre	Select the vacancy’s cost centre from the list.
Personal Grade	Select the vacancy’s grade from the list.
Hours per Week	Enter the number of hours per week for the vacancy.
Holiday Entitlement	Enter the number of days holiday for the vacancy.
Email	Enter the email address of any person or organisation you want to notify about the vacancy (for example, agencies or newspapers). To prevent sharing the email addresses of other recipients, send the email to yourself first and blind copy the other recipients.
Diversity Monitoring	Select this to use diversity monitoring in the vacancy. The system uses the criteria configured in Lookup Tables, for example, age ranges, ethnic origin).
Diversity Statement	Enter your organisation’s diversity statement.
Recruitment Stages	All possible stages (configured in Lookup Tables > Stages) display in this field. To remove a stage, drag it from Active to Recruitment Stages.
URL Address	The system automatically generates a unique URL for the vacancy, which you can use to create a link to the vacancy details (for example, from your organisation’s website or external websites such as LinkedIn).
Available Actions
Duplicate Vacancy	Select this option and amend the dates to make the vacancy recurring.
Send Vacancy Notification	Select this option to send vacancy details from the General and Other tabs to each email address added in the Email field.

Notes tab

Use this tab to add information about the vacancy. External and internal candidates can view the information added on your website.

Field	Description
Web Page Description	Add information about the vacancy for candidates to view on your website. To format your text, use the HTML editor.
Internal Applicant	If required, enter information about the vacancy for internal candidates use only.
Internal Notes	Enter notes about the vacancy (this is for internal use only). To add the date and time to the notes, select the Date/Time Stamp at the bottom of the screen.

Documents tab

Use this tab to attach documents (for example, job descriptions) to vacancy details.

Select Create New and complete the fields shown on the screen, using this table as a guide:

Field	Description
Name	Enter the document title.
Description	Select the document type from the list.
Publish	Select to publish the document. Agents with login details for the vacancy can see published documents and unpublished documents.
Notes	Enter additional information about the document.
Available Actions
Replace Document	Select the document to replace, choose Replace Document and upload the new document.
Remove Document	Select the document to remove and select Remove Document.

Select Save. The Document screen opens.
In the Document field, select Browse and choose the document.
Select Upload.

Media tab

Use this tab to advertise the vacancy. Go to Recruitment > System Tools > Lookup Tables > Media Sources and complete the fields. Refer to Create a new Media Source type for more information.

The system automatically selects the default media source for each vacancy, but you can change this and/or add further information (for example, contact details and costs).

You must create a unique media source for each agency you use. Media sources identify which agency has recommended each candidate.

If you provide agents with login details, you must select the appropriate media source for each candidate to ensure agencies can view and manage their candidates (providing they have the appropriate Set Rights Set Rights are the system permissions you allocate to employees to control the information available to a user about other employees.). To keep the identity of agencies anonymous, use the Show on application pages option.

To add a media source to a vacancy, select Create New. Complete and save the fields shown on the screen, using this table as a guide:

Field	Description
Active From	Enter or select the date.
Active To	Enter or select the date.
Type	Select the appropriate media source type from the list.
Spend	Enter the cost of using the media source for this vacancy.
Telephone	Enter the phone contact number for the media source for this vacancy.
Email	Enter the contact email address for the media source for this vacancy.
Notes	Enter any additional information about the media source.

Screening tab

Use this tab to add screening questions for the vacancy (for example, eligibility to work in the UK). These display in the recruitment portal under the Questionnaire heading.

When a candidate selects the incorrect answer to a question, a message displays informing them that they do not meet the minimum requirements. The recruitment manager also receives an email notification.

You can choose whether to use screening questions and required answers.

To add a screening question, select Create New, complete the screen displayed using this table as a guide, and once complete, select Save.

Field	Description
Question No.	Enter the question number.
Question	Enter the question text.
Type	Select List Response or Text Response from the list.
Answers	If you selected List Response in the Type field, use these steps to add each possible answer to the question: Select Create New . Enter an answer. Select the box to make this the correct/required answer. (For example, a message displays if candidates do not select this answer to inform them that they do not meet the requirements.) Select Save.

Candidates tab

Use this tab to view and manage candidates who have applied for the vacancy.

See Managing candidates and the recruitment process

Actions tab

On this tab, you can add Actions for candidates who have applied for the vacancy.

See Managing candidates and the recruitment process.

Unlike stages, Actions do not move candidates through the recruitment process.