How to set up a Position

Positions are the job openings that applicants are applying to. They contain all of the public information about the roles plus details on what should happen to successful applicants for that position.

In this video, we will go through how to set up your position details page, the options you have to set up for successful applicants' email templates and position details and how to customise your options using template blocks. 

If you need some additional advice, follow our step-by-step guide below!

Step 1

Creating a Position

The first thing you will need to do is to go to Recruitment > Manage positions. You will see a list of active positions and the option to create a new position.

Note: We strongly recommend making a new position each time the role is advertised. Reusing a position will retain all of the previous applicants. You can duplicate the position to create a new position and separate the previous applicants from the new.

So click the Create New Position button to get started. 

 

Step 2

Set up your details

General Settings

The first tab is your General settings. This is your basic information, including details such as the number of available positions for this role. You can also include the location here and whether it is a remote or in-person position. 

You can also input what type of contract this role will be: freelance, permanent, casual, etc. Then, decide whether a position will be accessible from the portal or hidden and whether it requires a link to access it. 

You can edit this information at any time, but be aware that applicants will not be informed of any changes.

 

Indeed Job Posting Details

StaffSavvy has now integrated with Indeed, so you can link the position created here to an Indeed job advert. If you want to integrate StaffSavvy recruitment with Indeed but have not done so, check out our support guide on enabling Indeed integration.

Once implemented, you will see that you must add the frequency of payment for the role and the location.

 

Applications

Under the application tab, you can set the opening and closing dates and attach an application form that you might want them to complete, created under application forms. 

You can also choose how long the applicant can edit any attached form once it is submitted.

 

Shortlisting Method

This page also allows you to set the shortlisting method for reviewing and ranking applicants. Here, you can add a scoring form for shortlisting, which can be created in scoring forms. Then, set what to score out of or whether to make a quick decision. Score out of ten, or make a quick decision.  You can also choose how this score will be calculated and averaged.

You can also add a form for interviews under the forms section. To learn more about them, visit our guides here. 

Once completed, click to create your position. This opens up the other tabs you can now create, including position details and how you want to handle successful applicants.

 

Step 3

Position details page

This is the information page that potential applicants will see when browsing for jobs or when directed to this job to apply. These details should inform all potential applicants about the position, what they should expect when working with you and any information they should know about the application process.

You can provide any amount of text and images to create your page. There are two columns, with the main column designed for the bulk of your text content. The side column is perfect for more information and key files, as well as for adding an image that can give more context to the position.

You can create your own content for the entire page or use template blocks to insert pre-written text and images into your page.

 

Template blocks

Template blocks are reusable blocks of text and images that you can include to allow you to write the content once and reuse it in multiple places. Updating the template block will update the content for all the places it is used.

Click to create a new template block and then add the relevant text and information you might need.

This is perfect for information about company policies or the application process, so you don’t need to rewrite this every time. So, for example, you might title this 'Sick Pay' and add the relevant information about your company's sick pay policy.

 

Once you have added your text, remember to save it. Once you’ve created a template block, go back to your position details page and scroll down to add this to your position details. You will see all your template blocks come up as options that you can copy and paste into the document.

Choose which block you want to include, then insert the line of code with the hashtags. Do not edit this content, or the block will not be displayed. You can remove the block by deleting all the text, including the four hashtags.

 

Step 4

Email Content

The email content tab allows you to create and customise the email content for a specific position. 

You can create a template for a rejection email, an invite-to-interview email, and a post-interview rejection email to streamline and automate the hiring process.

You can also include our text code to personalise. For example, if you use the first name option, the system can find the applicant's first name and input that in the email for all applicants. The same is true for including feedback from shortlisters if provided. 

 

Step 5

Successful Applicants

The successful applicants tab allows you to configure what should happen to successful applicants. 

You can create the offer letter they will receive once the final hiring decision has been made and choose if this letter will be pulled through to their staff account.

You can select the level of access they will have within the system and whether you would like to attach a contract to this position at this stage.

 

Jobs

Additionally, there is the option to automatically assign staff to a specific job immediately after the hiring decision is made. Assigning a Job will immediately include them in the company's structural hierarchy, though you can choose whether you can change their job as well. 

As well as the Job, you can specify whether this applicant will be a permanent addition to this job or act as a temporary replacement for an absent staff member. You can also link the end date to when this contract expires. You can also set the new hire's home venue here, as well as the roles/skills and training programs they should be assigned to from the start. It will also allow you to assign new positions to a specific squad, allowing managers to organise team structures as early as the recruitment process. 

When the successful applicant receives their offer of employment, they will automatically be assigned, making the onboarding process more efficient and the structural hierarchy more explicit. 

Additional options to consider are whether or not hiring managers can change the job description until the point of an offer. If you decide to allow hiring managers to change jobs, they will only need to confirm the job when offering the position to a candidate.

 

Access to the System

When an applicant is offered and accepts the position, StaffSavvy will create a staff account within your main site. It will copy over all fixed answers (name, email address, phone, DOB, etc.) plus any documents they have uploaded. The staff member will then be emailed a welcome link and temporary password to launch them on your main StaffSavvy site and begin onboarding.

Alternatively, you also have the option to delay access to an account for a staff member until their start date. If you do not wish for the new staff member to have immediate access to the system, when offering a position under the recruitment portal, you will see the option not automatically to grant access to their account as an option when you select the 'offer position' button.

 

Other options are not giving hires automatic access to their account but allowing new hires to be given access later by their manager. This option will create the staff account as usual, but they will not be granted access to their account until their start date. The system will automatically send them a welcome email on their continuous employment start date.

 

And that is everything you need to know about creating a position in StaffSavvy. To learn more about other aspects of the hiring process, visit our other articles on recruitment, including how to set up interviews. For any other help, please get in touch with StaffSavvy support.