iRecruit: Vacancy creation, business units & advertising a role

This expert session goes through the whole process of creating a vacancy in Ciphr iRecruit, from the hiring manager’s request to the live job advert.

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Mentioned during the session:

Your internal vacancies URL (link)

Your internal vacancies page has the same address as your external careers site, with ?m=0 added to the end:

Replace [yourcompany] with the name in your own iRecruit web address.

Making the page easy for employees to find

We recommend adding the internal vacancies link to a place your employees already use, such as:

• your intranet
• a news item or noticeboard in your Ciphr HR system
• internal emails or newsletters

Publishing a vacancy internally

1. Go to My Jobs > Active Jobs and click the job title.
2. Under Job Options, click Change Publishing Options.
3. Select Internal, or Both to advertise the role internally and externally.
4. Click Save publishing options.

In Active Jobs, each vacancy shows how it’s published: I means internal and E means external. A vacancy published to both shows I and E.

JOBPROGRESSWORKFLOW_EMAIL

This is the type name of the Vacancy approval email template, which goes to approvers when a vacancy is sent for approval. The template name can be different for each customer, but the type name is always the same, so it’s the easiest way to find the template.

• To find it: go to Communications > Stream Specific Emails / Mail Merge Documents, press Ctrl+F and paste JOBPROGRESSWORKFLOW_EMAIL.
• Why you’d need it: a new job attribute shows up on the vacancy form straight away but isn’t added to the approval email. You have to add it to the email body yourself:
  • Add a new row to the template.
  • Put the attribute’s display name on the left.
  • On the right, paste the attribute name (the database value) inside curly brackets.
  • Save.
• The same list on screen has two related templates you could mention:
  • JOBAPPROVED_EMAIL: the “Vacancy approved” email
  • JOBREJECTED_EMAIL: the “Vacancy rejected” email

Q&A

1. Are media sources only used for tracking? 
   Yes. They’re only for reporting. They fill in the “Where did you hear about this vacancy?” question on the application form and don’t post the job to any job boards. You manage the options under Forms > Vacancy Sources.
2. What do the job publishing types mean? 
   The options are External, Internal, Both and No advert. Internal-only jobs appear at your iRecruit URL with vacancy?m=0 on the end. You can link to that page from your intranet or HR system. In Active Jobs, each job shows an “I” for internal or an “E” for external.
3. Can approvals go only to HR? 
   Yes. Create one business unit, for example named after your organisation, with one level of approval.
4. How do I assign managers and approvers to business units? 
   Go to Configuration > Users > Recruiters, open the user, and set their Approval Workflow Business Unit. They can be the person who submits for approval, a director-level approver, or both. One person can be linked to more than one business unit.
5. Do candidates move into a “yes” swim lane automatically? 
   No. The only automatic screening is killer questions. Everyone else is reviewed by hand under My Candidates > Candidates by Status, where you mark each candidate with a tick, question mark or cross.
6. What if the business unit option isn’t visible? 
   Check whether the business unit is disabled under Configuration > Workflows > Business Units. If the field itself is missing, ask customer care to turn on business units for your system. The subtitles say “tie from business units” here, which is probably a mistranscription, so it’s worth checking the exact setting name.