The Jobs Section and View Within a Job

In this article, you'll find everything you need to know about the Jobs section and the view within a job.

Skip to specific sections using these links:

• The Jobs Section
  • Job Statuses
  • Create a Job
  • Search, Filter, & Sort
  • Job Overview
• View Within A Job
•  The Candidates Tab
• The Notes Tab
• The Activity Tab
• The Workflow Tab

The Jobs Section

The Jobs section can be accessed from the main menu and is your central hub for creating and managing your jobs and campaigns.

All jobs created from blank templates, job templates, or duplicated from an existing job will appear in this section. 

Job Statuses

Jobs are organised into four sections:

• Active: Jobs with an Active status have not reached their advert expiry date and have a live or pending campaign attached.
• Pending: Jobs with a Pending status are awaiting manual posting by the Occy team. Posting will be completed within two hours of the request.
• Drafts: Draft jobs are jobs that have been created without also creating a campaign to post to the job boards. To create a campaign, click the Create Campaign icon in the Actions column. Jobs awaiting approval will remain in the Drafts tab.
• Closed: Jobs with a Closed status do not have an active campaign attached. If the job expiry date has not been reached, a new campaign can still be created for the job.
• Archived: Closed jobs can be moved to the Archived folder using the bin icon. This allows you to remove unwanted jobs while allowing the system to retain the data for analytics purposes.

Create a Job

Create a new job by clicking the +Create a Job button at the top of the section. Follow the link for a full breakdown of the job creation process.

Search, Filter, & Sort

Search for specific jobs in each tab using the search bar, and quickly refine and filter the list using the icons, including:

• Filter by job category, location, employment type, creation date, and application end date.
• Sort by ordering creation dates and job titles.
• Download the list of information on-screen using the Download button.

Job Overview

Each job displays essential overview information, including:

• Job title
• Job reference (click the copy icon next to the four-character code to copy the full reference code)
• Number of applications (the smaller number in brackets shows the number of new applications)
• Location of the role
• Advert expiration date
• Recruiter listed on the hiring team

Use the icons on the right to perform job actions, such as (from left to right):

• Edit Job - Update job details. 

Note: Changes made to a job will not be reflected in the public advert link, as this is generated at the point of job creation. Changes will also not be reflected on the job boards, and a new campaign will need to be posted to update them.

• Create a Campaign - Create a new campaign to post the job to the job boards.
• Duplicate the Job
• View the public advert link and copy the URL to send the advert link for internal/direct applications. A public advert link can also be found next to campaign entries in the Campaign tab of the job.

Extending the Advert Expiry Date

Once an advert has reached its expiry date, actions such as sending communication, interview invites, forms or moving candidates to different stages are no longer able to be performed to ensure accurate analytics data.

Advert expiry dates can be extended at any time before the advert reaches the expiry date.

Admin users can extend the date directly, and users without the Admin permission can request an extension.

• Click the Extension  in the Actions column of the job in the Jobs section.

• If you are an admin user, simply extend the advert expiry date and click Save.
• If you are a user without the Admin permission, click the Request Extension text under the Advert Expiry Date.
• Next, choose a new advert expiry date, add a reason for the extension and click Save. The request will be sent to an admin user for approval.

Alternatively, click the Edit Job pencil icon and follow the process using the Request Extension button under the Advert Expiry Date.

If a job has already expired, you can copy candidates into a new job to continue performing actions on them by accessing the candidate profile and assigning the candidate to a new job. 

View Within A Job

The next sections will take you through the tabs found when clicking on a job. 

Each section will show the same overview information at the top of the page, including:

• Job title (use the icon to copy the job reference ID)
• The last four characters of the job reference
• How many positions are open for the role
• The job creation date
• The location of the role
• The team assigned to the job (hover over each icon to see each name)
• The job status
• The three-dot menu, from which you can edit, close, or follow the job.

Following a Job: Admin users and users assigned to the hiring team will automatically follow the job. A user can unfollow a job to stop receiving notifications about the job.

Closing a Job: This is an internal action and will not remove the job from the premium or lite job boards; please contact support@occy.com to request this.

 The Candidates Tab

When you click on a job, it will open onto the Kanban board of the Candidates tab. Here, you can track and move candidates through the stages of the recruitment process, defined in the pipeline template added to the job.

To change the candidate view to a list form, click this icon:

Candidates are further separated into Qualified and Declined tabs.

• Decline a candidate by dragging them to the top of the section where a Move to Declined box will appear, hover over the candidate and click the Decline icon, or click the Bulk Actions icon and select multiple candidates.

Search, Filter, & Sort 

• The search bar allows you to search for candidates by name. 
• The filter options allow you to filter the candidates you see by last activity, ratings, and application date, etc.
• Sort the candidate list by date of application, ratings, and latest activity.

Bulk Actions

Use the Bulk Actions icon to perform actions on multiple candidates simultaneously.

• After clicking the icon, select candidates using the tick boxes in each candidate tile.
• Choose an action from the bar. Options include Move to Stage, Send Email, Decline, and Administer Check. 
• Then, follow the instructions on-screen.
• You can also activate bulk actions by clicking and holding a candidate tile for two seconds, after which, the Bulk Actions bar will appear.

• Alternatively, click the three-dot menu at the top of each stage to select all candidates in the stage or edit the job.

Add Candidates 

Manually add candidates individually or in bulk and source candidates from the CV Library database by using the Add Candidates button and dropdown arrow.

The Candidate Profile & Moving Candidates Between Stages

As well as the bulk action, candidates can be moved to the next stag using a workflow automation, and by dragging and dropping the candidate tile into a different stage.

• To use automations, add an event to the stage in the Workflow tab with an action to move the candidate to another stage based on the event. For example, you can set up a form to automatically send to a candidate once they apply. An action can be added to automatically move the candidate to a different stage once the form has been completed. 

Note: Actions cannot be performed on candidates who are attached to an expired job, including moving the candidate to a different stage. 

Click on a candidate tile to see an overview of the candidate’s profile. 

The Campaign Tab

The Campaign tab lists all campaigns created against the job. A campaign titled MANUAL_ENTRY is automatically generated by the system when a candidate is manually uploaded into the job.

• Create a new campaign to post/repost the job using the Create New Campaign button at the top of the section.
• View the details of a campaign by clicking the eye icon.
• View the public advert link for a specific campaign by clicking the people icon. The public advert link provides you with a copy of the advert that you can send directly to specific candidates, post on social media.

The Notes Tab

The Notes tab is used to share supporting information for the job with your hiring team. Notes can be pinned to allow you to find key information quickly.

• Add a note by clicking on the text box. A larger text box with formatting options will appear; once you have added the text, click Add.
• Click the three-dot menu at the top of each note to pin, unpin, or delete it.

The Activity Tab

The Activity tab shows a record of all actions taken within a job.

• Filter the list of actions by timeframe using the first dropdown menu - show actions taken in the last month, six months, or twelve months.
• Filter activity by whether it was taken by a team member, occy automation, or all actions using the second dropdown menu.

The Workflow Tab

The Workflow within a job shows the stages that candidates go through during the hiring process, such as Applied, Shortlisted, and Hired. When creating a job, a pipeline template is chosen, which details what stages appear in the workflow. A default template can be used, or a custom template can be created with additional stages added to suit your recruitment needs. 

A range of events can be added to each stage to automate tasks such as sending communications, interview invites, forms, reference checks, etc. The workflow shows the events (also called automations) added to stages that occur automatically when a candidate moves into the stage. 

Note: When editing a job’s workflow, the changes will come into effect immediately, so it is important to review the impact changes may have on candidates moving through the stages within a live job.

Adding an Event

• Click the +More Events button at the bottom of each stage to choose from a list of events.

• Next, choose an event from the list, then click Add.
• The automation event will then appear within the stage in the workflow.

Take a look at the Workflow knowledge base article for a breakdown of each event.

Adding Conditions & Actions Deleting Events, Conditions, & Actions

Conditions can be added to Form, Video Profile, Reference Check, and Interview Invite events. Actions can be set up to be performed when specific criteria (conditions) are met, such as if a candidate is unresponsive, completes a form, or fails a killer question. 

• Click Add Condition after configuring the event.
• To add actions, such as Decline Candidate and Move to Stage, click Choose an Action once an event is completed. Then, click Add to finalise the action.

Take a look at the Workflow knowledge base article for more details.

 Deleting Events, Conditions, & Actions

• To delete an individual event, action, or condition, click an event in the stage. A bin icon will appear when a section is clicked on from the automation list. 
• To delete all events in a stage, click the three-dot menu and choose Delete All Events. Then, confirm by clicking Delete.