Tracking a job's progress

What each part of a job's page shows, which tabs appear at each status and for each role, and which actions are available.

Everything about a job is on its own page. The header shows where the job stands, banners flag anything waiting on someone, and the tabs hold the candidates, adverts, team and settings. What you see depends on the job's status and on your role.

Opening a job

Select Jobs in the left navigation. The list opens on jobs with the status Published. To find a job in any other status, change the Status filter or choose All statuses. You can also search by title, location or department. Select the job's title or its row.

The Candidates column on the list reads, for example, "4 new / 12 total". New means applications still sitting in the job's first pipeline stage.

If the job cannot be opened, the page says "This vacancy is no longer available". It may have been deleted, or you may not be attached to it. See "Automatic team assignment and who can see a job" for who can open which jobs.

The header

The top of the page shows the job title, a coloured status badge (Draft, Pending Approval, Pending Setup, Approved, Published, Scheduled, Paused, Closed or Archived), the department and location if they are filled in, and a candidate count such as "12 candidates". The count includes active, rejected and withdrawn applications. It leaves out applications a candidate has started but not submitted, disqualified candidates and candidates already marked as hired, so it matches what the Pipeline tab lists by default.

Banners

• Pending Approval. Shown while an approval request is open. It names the group the job is waiting on and the level, with a badge such as "Level 1 of 2". It also shows who submitted the request and when, and the answers to the approval justification questions. The outcome of a finished round is not shown here. Look in the Approval History card at the bottom of the Details tab.
• Previously rejected. A red banner appears once the job has been rejected in any earlier round. It gives the most recent rejection reason, or the number of rejections if there have been several. View history jumps to Approval History. The banner stays on the job even after a later round is approved.
• Video interview setup. Appears when a stage uses a video interview. "Video interview setup in progress" means the stage is still being prepared, and candidates who reach it are invited once it finishes. "Video interview ready" confirms it worked. "Video interview setup needs attention" lists each stage that failed, with the reason. Admin and HR users see a Retry setup button on it while the job is live. If a stage is waiting for invited candidates to finish before its setup is retired, the banner says so, and Admin and HR users can choose Retire now.
• Another company's job. Group users who open a job belonging to another company in their group see a banner saying so. Without Group Admin or Group HR access to that company, they see only the Details tab and no action buttons. With it, they get the full page.

If an edit sends an approved or live job back for approval, a message titled "Sent back for approval" appears on screen for anyone with the job open, and the job then shows the Pending Approval banner. See "Editing a job after you have created it" for which edits do this.

Tabs

Until a job has been approved and set up, the page has one tab, Details. That applies to Draft, Pending Approval and Pending Setup. From Approved onwards the full set below is available, in this order. A job opens on Pipeline unless the link points at another tab.

A user counts as a Hiring Manager only when they hold that job role and are not an Admin, an HR user or a Recruiter on the same job. Interviewers see the tabs in the table but have no controls for changing what is on them.

What agency users see

Agency users never see the tabbed page. They see an Applications list for the job, headed "Candidates your agency is applying on behalf of for this job". The table shows Candidate, Email, Submitted by, Submitted / last saved and Status, which reads In progress or Submitted.

Add candidate starts a new application using the job's application form. The agency user completes it on the candidate's behalf, enters the candidate's own contact details rather than their own, and confirms that the candidate has consented to their data being processed. On an In progress row, Continue reopens the application and Discard deletes the answers and any uploaded files. Discarding cannot be undone. A Submitted row has View. An application that is never submitted is removed automatically 90 days after it was last saved.

If the job is Closed, Archived, Paused with new applicants blocked, or past its closing date, the agency sees a message explaining that it cannot add or submit candidates. Applications already in progress stay saved and can still be edited or discarded, but they can only be submitted if the job reopens.

The Details tab

The Details tab is the only tab at every status. It has these blocks, from the top.

• Internal References: Vacancy Reference, Department, Vacancy Creator, Request Creator and Job Posted By (both only when set), and the date Created. On a job brought across from the previous system, Job Posted By shows the name followed by "(former user)" when that person no longer has an account.
• Location: the job's location and its Remote Policy.
• Vacancy Details: Job Type, Job Time, Salary, Benefits, Closing Date and the Published date, followed by any Additional Information fields your organisation has added. The block opens expanded and collapses when you select its heading. Salary is shown only to Admin, HR and the job's hiring lead. For everyone else the row is not there.
• Summary: the Job Description, any Requirements, and attachments, each with a Download button.

When approval is open, the Approval Actions card sits below these blocks, with Approve, Reject and Withdraw Approval Request for the people allowed to use them. The Approval History card follows, listing every round with who submitted it, each level's decision, comments and rejection reasons. See "Approving, rejecting and withdrawing a job".

On a job brought across from the previous system that has approvals recorded there, an Approval History (Vacancy Filler) card with a Legacy record badge sits below that. It lists each step, the approver's name (or "Name not recorded") and the date. It is read-only and kept apart from approvals made in Recruit.

Actions at each status

Buttons sit at the top right of the page, with a three-dot menu beside them. Only actions that fit the job's status appear.

A Scheduled job has no status buttons. It goes live on its posting date.

Edit in the three-dot menu is offered to Admin and HR users, and to Recruiters and Hiring Managers on the job at the statuses where they may change it. While a job is in Pending Approval it reads Edit (blocked during approval) unless you are an approver allowed to edit at the current level. Edit application form is for Admin and HR only and is not offered while a job is Draft or Pending Approval. The rules for each status are in "Editing a job after you have created it". Pausing, closing, reopening, archiving and deleting are covered in "Pausing, closing, reopening and archiving a job". Publishing is covered in "Publishing a job to job boards".

Recruit also changes status for you. Within about an hour of the Closing Date passing, a Published, Scheduled or Paused job is closed automatically. About 24 hours before a Published job's Closing Date, the hiring managers on its team receive an email, or the hiring lead if no hiring manager is on the team. They get it only if Advert expiry is switched on under Settings, then Notifications.

Following the work from each tab

• Candidates. Pipeline lists them by stage in List or Kanban view. Shortlisting shows the candidates with scores and reviews, one stage at a time.
• Postings. Job Boards lists one row per posting with its status and dates, and for failed postings the retries used out of 5. Filter it by status or board. Admin and HR users can also retry a failed posting, force post one that has validation warnings, unpublish or re-publish one, select rows for bulk actions and, on a Published job, choose Post to More Boards. Re-publishing on a paid board asks you to tick a box confirming you understand it may use a paid credit or incur a charge. A posting that is being taken down shows Removal requested ("Waiting for the board to confirm the advert is down.") until the board confirms, or Removal failed if the board refused. Admin and HR users then get Retry removal. Other users can see the rows but have no buttons. See "Troubleshooting failed job board postings" if a posting fails.
• Team. Team lists people under Hiring Manager, Recruiter and Interviewer, with an Agencies section below. The add, role and remove controls appear for Admin, HR and anyone holding a Recruiter or Hiring Manager role on the job, but saving is limited to certain people depending on the status. Assigning an agency is for Admin and HR only. See "Managing your job team".
• Onboarding. Admin and HR users can choose a template and edit its phases and tasks for this job. Everyone else sees it as view only.
• Referrals. Three totals sit at the top: Total Links, Applications via Referral and Hired. Below them is a table of links with the referrer, relationship, applications and date created. Create Referral Link appears only while the job is Published. See "Using the referral program".
• Settings. Four things live here:
  • Blind Scoring hides reviewer identities from non-admin users when they view feedback.
  • Confidential Shortlisting hides candidate personal details from hiring managers and interviewers. Once it is on, choose an Auto-Reveal Stage. Candidates are revealed when they reach it. Until a stage is chosen, a warning says identities stay hidden. Switching it off asks whether to Keep existing applications redacted or Unredact existing applications.
  • Rejection Email Settings holds the Email Delay Mode (No Email, Send Immediately, Delay 24 Hours, Delay 48 Hours or Delay 1 Week) and the Email template. Select Save after changing them.
  • Per-stage shortlisting set-up: which checklist applies to each stage, how it is scored, and who reviews.
  At every status these switches and the per-stage shortlisting set-up can only be changed by Admin, HR or the job's hiring lead, and the per-stage section is not shown at all to anyone else. On a Scheduled, Published or Paused job the switches are limited to Admin and HR. Everyone else with the tab sees "Only Admin, HR, or the job's hiring lead can change these settings at this stage."