Using job templates

Create, edit, archive and reuse job templates so a new role starts with its details already filled in.

A job template stores the details of a role you hire for often: title, description, location, salary and similar fields. Starting a job from a template fills those in for you, and you can change any of them before you continue. Templates are managed under Settings > Job Templates.

Who can use templates

System Admin and HR users can create, edit, archive and restore templates, view the Archived tab, start a job from a template, and save an existing job as a template. Other roles cannot open the Job Templates settings page.

Templates belong to one organisation. If your organisation has subsidiary companies, the page has a company selector at the top, and each company keeps its own templates. When you start a job for a subsidiary, that company's templates are listed first, followed by the parent organisation's.

What a template stores

The template form is built from your organisation's Job Details form (Settings > Job Details Form), so the fields you see are the ones your organisation has configured. On top of those, a template has a name and a few settings of its own.

Template Name (required, up to 255 characters) and Description (optional) (up to 1,000 characters). These are for your team and are not shown on the job.
Job details: title, description, requirements, benefits, department, location, employment type, working pattern, remote policy, salary range, currency and period, and any custom fields your organisation has added.
Closing Date (days after creation): a number from 1 to 3650. A template holds a number of days, not a calendar date, so it stays usable indefinitely. The job gets a closing date that many days after it is created. If you enter a closing date yourself on the job details step, yours is used instead.
Attachments: documents attached to the template come across to each new job.

A template saved from an existing job (see below) also carries that job's application form, including its pages, questions and conditions, plus its rejection email settings and confidential shortlisting setting.

What a template does not control

Pipeline. The template form has no pipeline settings. A new job gets your organisation's default pipeline, or the standard stages if no default is set. Change the default under Settings > Pipeline Templates.
Blind scoring. The job takes its blind scoring setting from your organisation's shortlisting defaults. Any blind scoring value stored on a template is ignored when a job is created.
Hiring lead. The person who creates the job becomes its hiring lead.
Saved locations. If your organisation requires jobs to use a saved location, the template's location text is not filled in and you must choose a saved location on the job. When the job is for a subsidiary and the template belongs to the parent, the saved location link is also dropped.
Application form. The template form does not edit an application form. If a template has none, the new job uses your organisation's default application form template.

Create a template

Go to Settings > Job Templates.
Select Create Template. If there are no templates yet, you can also use Create Your First Template.
Enter a Template Name and, if you want, a description.
Fill in the job details you want every new job to start with. A template needs a job title (at least 3 characters), a job description (at least 10 characters), a location and an employment type. Anything else can stay empty.
Set Closing Date (days after creation) and add Attachments if you need them.
Select Save Template.

If something is missing, the field shows a message such as "Job description must be at least 10 characters", and the template is not saved. When the save works you return to the list.

Save an existing job as a template

Open the job.
Open the actions menu and choose Save as Template.
Enter a Template Name and, if you want, a description. If you leave the name empty, the template is called "[job title] Template".
Select Create Template.

The job must have a hiring manager. Without one you get "Cannot create template from job without a Hiring Manager". The template copies the job details, application form and the settings listed above. It does not copy the pipeline, attachments or closing date, so edit the template afterwards if you want those.

Edit a template

On Settings > Job Templates, open the Active tab.
Select the pencil icon (Edit Template) on the template.
Change the fields and select Save Template.

Editing a template does not change jobs already created from it. Archived templates cannot be edited, so restore them first.

Archive and restore

Archiving retires a template without deleting it. Select the archive box icon (Archive Template) on the template. It moves to the Archived tab and no longer appears when people start a job. Existing jobs are not affected.

To bring one back, open the Archived tab and select Restore. It returns to the Active tab straight away. Templates cannot be deleted permanently.

Start a job from a template

There are two ways in.

From the template list, select Use Template on the template. This opens the Create Job screen with that template already chosen.
Or start a job from the Jobs area. The first screen offers Start from Scratch and Use a Template. Pick a template from the list. Each one shows its name, title, department and location, and how many times it has been used ("Used 3 times"). If you have no templates the screen says "No templates available yet".

The job title, department, location, remote policy, salary, employment type, description, requirements, benefits and attachments are filled in on the Job Details step. Edit anything you need before you continue.

Each job created from a template adds one to that template's use count. The list shows it as "N uses" and puts the most used templates first. The template list and the Create Job screen each show up to 50 templates.

Job templates and job description templates

A job template fills in a whole job when you start it. A job description template is a block of formatted text that you insert into the Description field of a job while you are writing it. Description templates are managed separately under Settings > Job Description Templates. The article "Job description templates" explains how they work.