Has the recruitment for the given position been completed? Congratulations! The next step is to close the recruitment in the system.
Why is it important to close recruitments?
It is the final step of the recruitment process – make sure not to forget about it.
✉️ While closing, you can quickly thank candidates who were not previously contacted by sending a personalized email to those in the New and CV Analysis stages.
⏲️ Your team will have organized reports (the recruitment duration will no longer be counted, and you can also monitor the workload of individual system users).
✔️ You can archive the project, making your list of recruitments clear and containing only current ones. This contributes to more efficient and faster work in the eRecruiter system.
Important: You can close a recruitment in the system only when you do not plan to collect any more applications for that project and your job post for the position has expired/been unpublished across all media.
Three ways to close a recruitment in the system
Method 1: Change the recruitment status
You can close the recruitment by changing its status in the Recruitments tab from Active to Closed. In the Status column, click on Active next to the relevant recruitment and select Close the project.
TIP: Can’t see the Status column in the recruitment list? You can customize the view to your needs using the gear icon above the recruitment list.
A summary screen will appear, where you can indicate whether you managed to find a person for the given position and provide a reason why it didn’t happen. This information will not be visible anywhere and is optional; we collect it for research purposes.
Next, you can decide whether you want to inform candidates at the New and CV Analysis stage that the recruitment project has been completed. We recommend informing participants about the completed process (unless you are currently “cleaning up” the recruitment list and closing projects from months or even years ago - in that case, sending such a message may not be perceived positively).
If you want to send an email to candidates, click Change the stage and prepare message.
In the final step, a message sending screen will appear. Remember that the Rejection after CV analysis template is attached there. It’s a good idea to add information that the recruitment project has been completed.
When you click Save and send email, candidates will receive the message, and their status will change to Rejected after CV analysis. This way, you will maintain order in summary reports of recruitment projects (indicating the actual number of rejected applications).
Method 2: Mass recruitment closing
Do you want to tidy up the system and close multiple recruitment projects at once? Select the recruitments you want to close by checking the box on the left side of the project. You can also close all the recruitments visible on the current page by checking the box next to the Job Title column. Then click the Close selected button, which will be visible at the top of the page.
A screen will appear with a summary of the number of recruitments you have selected. Confirm by clicking the Close selected projects button.
TIP: You can only close active or paused recruitments that do not have active job postings. When using the mass closing option, you will not have the possibility to automatically send email messages to candidates with feedback.
Method 3: Change the stage for a candidate
You can also close a recruitment when marking a candidate as hired in the system. For the specific candidate, in the Stage column, change the stage to Hired.
A summary screen will appear, where in addition to the basic data, you can decide whether to keep the recruitment active or close it. After clicking Close recruitment project, the screens described above will appear.
Remember, closing a recruitment is an important part of the recruitment process. By closing recruitments regularly, the work of the entire team will be simpler, and the results more transparent.
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