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Creating a job

Create a job to start gathering candidates. 

You can create a new job from within Dashboard or Jobs. Navigate to one of these on the left side panel.

Then, click the “Raise new job” button in the top right hand corner of the screen. 

 

Completing the create new job form

There are six sections that need to be completed to create a job:

  • Job Details – captures the key details for the job
  • Recruitment Process – defines the workflow/stages of the recruitment process
  • Team Members – defines the hiring team that will be working on the job
  • Approvers – defines any approvers who need to sign off the job before publishing
  • CV Matching – captures additional information to enhance the match scoring
  • Finish and Post – defines which job boards to publish jobs on

 

Job Details

There are five input boxes that must be completed to progress:

  • Job title
  • Job openings
  • Job location
  • Contract type
  • Job information and requirements

The next button will remain greyed out until you complete these boxes.

All input boxes and definitions:

Input box Definition Compulsory?
Reasons for new job
Select New post or Replacement
No
Employing Entity
Select entity if you have multiple entities created
No
Job title
Job title name
Yes
Job openings
The number of positions you are hiring for under the job title e.g. 3 Chefs. Not shared publicly.
Yes
Closing date
Specifies the date the job closes. Can be shared publicly. Can automatically close the job on your job board and 3rd party job boards if auto close is set to "Yes".
No
Auto close
Select Yes to auto close job on date or No to keep job open.
No
Job location
Uses Google Maps to auto find addresses. You can choose multiple locations. Most job boards require a City and Country to be listed.
Yes
Internal code
Free text box allowing you to add your own ID or tag.
No
Subdepartment
Select a pre-set subdepartment. Create subdepartments in Settings > Departments
No
Contract type
Select the contract type e.g. Permanent Full Time. Select only one contract type.
Yes
Office based
Select from Hybrid, On-site and Remote. Only one can be selected.
No
Company Information
Add an introduction to your job advert e.g. introduce your company. Any text added here isn't used for match scoring.
No
Job information and requirements
IMPORTANT: Any text added here is used for match scoring. Keep this information very relevant to the skills and requirements of the role. Click Auto-generate job description to use AI to generate a job description.
No
Benefits
Add any additional information e.g. benefits, company culture, etc. Text added here isn't used for match scoring.
No
Pay period
Select the frequency the pay amount e.g. yearly (salary), monthly, daily, hourly.
No
Include Range
Tick to set a minimum and maximum salary range
No
Salary Minimum
Set the minimum amount for the pay range
No
Salary Maximum
Set the maximum amount for the pay range
No
Currency
Select the currency type for the pay amount
No
Industry
Select the industry type for your business
No
Job function
Select the department type for the role
No
Experience
Set the job seniority level
No
Education
Select the minimum education expected for the role
No

AI generated job descriptions

Click here to see more about creating AI generated job descriptions with speech-to-spec.

 

Completing Job Details

 Once you have completed the Job details page, click “Next” in the bottom right hand corner.

If the button is still grey, check you have completed all five compulsory input boxes.

Recruitment Process

In the recruitment process step, you create you workflow which is the stages candidates will go through before being hired.

You can create pre-defined Workflows in Settings. Click here to find out more.

Alternatively, you can create a new workflow by clicking “+ New step” and selecting from the list of workflow steps.

Workflow steps are pre-categorised into:

  • Screening
  • Assessment
  • Interview

Should you wish to re-order the steps, simply click and drag them into your preferred position.
 

Anonymised one-way interviews

To use anonymised one-way interviews, simply add anonymised one-way interviews as a step in the workflow.

Candidates are automatically anonymised up to and including this step.

If you are using anonymised one-way interviews, we recommend that you position as either the first step or the second step after Hiring Manger review:

Applied > anonymised one-way interviews > Manager Review

Applied > Manager Review > anonymised one-way interviews

 

Controlling when Hiring Managers see candidates

Once you have added your workflows, you can select which step hiring managers and additional reviewers see candidates from.

In this example, non-recruiters will see candidates from the Manager review stage:

 

Once done, click “Next“.

 

Confirming Team members

In the Team members stage, you control who has access to the job and candidates.

Only employees who are the hiring team, will be able to view candidates for the job.

There are four roles:

  • Lead Recruiter
  • Hiring Manager
  • Recruiter
  • Reviewer

 

Lead Recruiter

Lead Recruiter is an important role, this is the person who will be communicating directly with candidates and overseeing the creation of the job. Lead Recruiter details can be shared with candidates on the application page and in anonymised one-way interviews.

 

Hiring Manger

Is the main Hiring Manger for the role. Hiring Managers and Reviewers are part on the non-recruitment team and you can control which workflow stage they see candidates from. 

Recruiter

This is a support recruiter helping the Lead Recruiter. They have the same privileges as the Lead Recruiter.

Reviewer

Is a non-recruiter supporting the Hiring Manager. They have the same privileges as the Hiring Manager.

 

Every job must have a Lead Recruiter and Hiring Manger assigned as a minimum. You will not be able to progress to the next stage without assigning them.

To assign an employee, click the drop down box next to Lead Recruiter and Hiring Manager and select each person:

 

To add additional team members, click “+ Team Member” to add an additional row.

Once done click “Next“.

 

Approvers

In the approvers stage, you confirm who needs to sign-off the job before it can be published and can control in what order they receive notifications about sign-off. You can add multiple approvers.

Approving type

There are 3 approval types:

  • Same time
  • In order
  • No approval required

Same time

When you choose same time, all approvers receive a notification asking them to approve the job at the same time.

In order

When you choose “In order”, approvers receive a notification in order. This adds a hierarchy, e.g. you may want a senior manager to sign off before a C-level manager.

No approval required

Choose this if your company doesn’t have an approval process or if it’s not needed for the role.

 

Click “+ Add approver” to add a new input box.

Select the approver from the drop down menu:

  • Add as many approvers as required.

Once done, click “Next“.

 

CV matching

In the CV matching stage, you can add additional information or choose to weight phrases or words from the skills and requirements section.

 

Top tips

Any text added here is kept private and isn’t shared with candidates. You can use this section if:

  • You have a minimalist job advert but there are particular skills or experiences that would differentiate a basic level of skill from an expert level of skill. Elaborating here won’t discourage candidates from applying if they don’t meet all of the expert skills.
  • You may want to weight the scoring to particular skills and experience. Repeating words or phrases from the job adverts job information and requirements section will boost candidates with that experience. We recommend keeping this to no more than four words or phrases.
  • You are concerned that candidates are trying to use ChatGPT to get their CV through the sifting stage. By holding information back, it makes it harder for candidates to use ChatGPT to generate a great matching CV from the job ad.

Click in the first input box to start adding text:

To add more input boxes click “+ New job description“

Add more words or phrases until you are happy. If you want to remove any boxes, click the X on the right of the box.

Once you’re done, click “Next“.

 

Finish and post

On the finish and post stage, you can select which job boards you would like to push the job to.

You can also see whether there are candidates that ai.r’s AI is recommending from your candidate database.

To select a job board, click the tick box to the left of the job board you want e.g. Indeed. You may see a red warning, appear to the right after clicking. Some job boards require certain fields to be completed to post the job. 

If you need to navigate back, click save changes and then press “Back” to go back to the Job details page to make changes.

If you need to activate a job board to post, you can do so by clicking “Activate“:

An input box will appear requesting information required to connect ai.r to the job board:

Reverse Match

ai.r uses it’s cutting edge AI match scoring to scan your candidate database for great matches for your new job.

These candidates are added to an AI recommended workflow step.

You can also review them on the finish and post stage and remove any you don’t like by clicking the “X“.

Saving your job

When you’re ready, click “Finish” in the bottom right hand corner.

Your job is now saved in the Approvals section of Jobs.

If you have set approvers then it will be pending approval and can’t be published. If there are no approvers, it will automatically become approved and you can now publish your job.