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Job Requisitions

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What is a Job Requisition?

Important
  • This can only be done by an Admin.
  • The Job Requisitions feature must be enabled to access it. Refer to this article for more information.

The Job Requisition feature allows for Guests under an Organization (Client/Department) to submit job requisitions which can then be reviewed, approved, or rejected by specific users.

  • For information on how guests can use the requisitions through the Guest Portal, refer to the following article.

For Professional and Enterprise plans, here are the criteria dictating what each user can and cannot do:

  • Admin: Admins can view, edit and change the status of all job requisitions.
  • Organization owner: The owner of an Organization (Client/Department), can view, edit and change the status of all job requisitions under that organization.
  • Organization team member: Anyone within the team of an Organization (Client/Department) can view job requisitions under that organization; however, they cannot edit or change the status of those requisitions.
Note

For Enterprise Plus plans, please refer to this guide.

Job requisitions can hold the following five statuses:
1. Waiting for Approval: The requisition has been sent for review by its creator. Users that meet the required level of access can edit or change the status of that requisition.
2. Requires More Details: The requisition has been sent back to its creator for them to add more details. The status of the requisition will be changed back to "Waiting for Approval" once its creator has resubmitted it. Users that meet the required level of access can still edit or change the status of that requisition.
3. On Hold: The review is on hold.
4. Approved: The requisition has been approved and a new job is created from the requisition. Matching fields between the requisition form and the job form will be automatically prefilled.
5. Cancelled: The requisition was rejected.

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Creating a Job from a Requisition

When a requisition is approved, a job is created using the information provided in the requisition form.

During this process:

  • A job is created automatically.
  • Matching fields are pre-filled with the values submitted in the requisition.

Automatic Field Pre-filling

Fields from the requisition form are automatically transferred to the job form when:

  • The field name matches.
  • The field type is the same.
Note

Both conditions must be met for the value to be pre-filled.

Supported field types include:

  • Text
  • Long Text
  • Number
  • Date
  • Boolean
  • Dropdown
  • Attachment
Important
  • Fields are matched based on both name and field type.
  • If the field name matches but the type is different, the field will not be pre-filled (e.g. Text vs Number).
  • Fields without a matching counterpart in the job form will be skipped.
  • Dropdown values must match an existing option in the job field.
  • Empty requisition fields will not populate job fields.

Receiving Email Notifications

  • For Professional and Enterprise plans, the Organization owner will receive an email notification whenever a guest user submits a new job requisition.
  • For Enterprise Plus plans, each approver receives an email when it's their turn to review a job requisition, following the order set in the approval flow. Learn more in this guide.
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Viewing Job Requisitions

Job requisitions can be viewed and managed either from the Job Requisitions menu or from the "Job Requisitions" tab on an Organization's page (Client/Department).

Job Requisitions Menu

  1. Head to the following page. Alternatively, click on "Job Requisitions" from your side menu.
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  2. This page displays all the job requisitions visible to a user.
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Organization Page

  1. Click on the "Job Requisitions" tab from any Organization's page (Client/Department).
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  2. This tab displays all the job requisitions visible to a user under that organization.
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Editing a Requisition

  1. From either the Job Requisitions menu, or the "Job Requisitions" tab of an Organization's page, click the three-dot icon next to the requisition to edit, and then click on "Edit" from the dropdown menu.
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  2. Make your change and click on "Update requisition".
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Changing the Status of Requisition

Approving a Requisition

  1. From either the Job Requisitions menu, or the "Job Requisitions" tab of an Organization's page, click on the specific requisition name that you want to approve.
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  2. Select "Approve the Requisition" to approve the requisition.
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Declining a Requisition

  1. From either the Job Requisitions menu, or the "Job Requisitions" tab of an Organization's page, click on the specific requisition name that you want to decline.
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  2. Select "Decline the Requisition".

    Note

    This changes the status of the requisition to "Requires More Details".

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  3. Click "Continue".
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  4. Fill in your feedback and click "Decline the requisition" to request the necessary information.
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Pausing a Requisition

  1. From either the Job Requisitions menu, or the "Job Requisitions" tab of an Organization's page, click the three-dot icon next to the requisition to pause, and then click on "Pause the requisition" from the dropdown menu.
    Note

    Pausing a requisition changes the status to "On Hold".

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  2. Click on "Continue".
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Cancelling a Requisition

  1. From either the Job Requisitions menu, or the "Job Requisitions" tab of an Organization's page, click the three-dot icon next to the requisition to cancel, and then click on "Cancel the requisition" from the dropdown menu.
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  2. Click on "Continue" to cancel the requisition.
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Restarting a Requisition

Important

To restart a requisition, its status must be 'Cancelled'.

  1. From either the Job Requisitions menu, or the "Job Requisitions" tab of an Organization's page, click the three-dot icon next to the requisition to edit, and then click on "Restart the requisition" from the dropdown menu.

    Note

    Restarting a requisition changes the status to "Waiting for Approval".

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  2. Click on "Continue" to re-open the requisition.
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Deleting a Requisition

Important

To delete a requisition, its status must be 'Cancelled'.

  1. From either the Job Requisitions menu, or the "Job Requisitions" tab of an Organization's page, click the three-dot icon next to the requisition to delete, and then click on "Delete" from the dropdown menu.
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  2. Click on "Continue" to delete the requisition.
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