The Vacancy module is a functionality that enables you to migrate the procedure of applying for a new recruitment project to your eRecruiter system. You can collect the required details of the new vacancy and go through the multi-level process of application approval. With application templates, you can plan the vacancy request process and adjust it to the specific nature of each position within your organization. The approved vacancy application will enable you to quickly create a draft recruitment project to be further processed by the recruitment department.

A vacancy application can be submitted by any person authorized to log in to eRecruiter. This option can be found in the “Business Account” tab. Depending on the assigned role, the list of available tabs can be different from the example presented below.

You can submit a vacancy application using application templates. In this article we explain how to create your first application template (this option is available to the System Administrator only). If you are not able to submit your vacancy application because of the lack of templates, contact the eRecruiter Administrator in your organization.

Having selected the right application template, proceed to completing the required information. Basic information, i.e. the position name and recruiters assigned to the project, will be automatically inserted in the draft recruitment project. Entering those details is always mandatory and makes the work of the recruitment team easier.

TIP: The person you designate as the first on the list of recruiters assigned to the project will also be permanently assigned as a recruiter in the new recruitment project that will be created on the basis of the accepted vacancy application.

Additional information is a section where the eRecruiter administrator can ask you to provide some other vacancy–related details significant from the recruiter’s perspective. It may contain the following fields:

Depending on the template settings, the selected additional information can be optional.

A vacancy application must indicate the people to decide about its approval or rejection. Different templates may specify a different number of application approval levels. If there is no such section in your application, it will be automatically considered approved after you click the “Send” button.

You can send an application approval request to any person at their indicated email address. A drop-down list contains surnames of people having access to eRecruiter. An application sent to any of these people will be delivered to the email address used to log in to eRecruiter. If you want to add a new approving person, enter their email address in the text field and confirm to add the address. Make sure the address is spelled correctly. This option enables you to add a greater number of people one by one.

Important: adding email addresses here is only to indicate the person to receive the application. It does not involve any use of the access credits from the pool of eRecruiter users. A new access account is not created.

When filling out the application, you may also encounter a situation where there are already approving persons indicated in it. This means that they have been set in the application template that you are filling out. The person creating the application has the option to block editing of approving persons in the application and in such a situation you will not have the option to change them.

You have to indicate at least one approving person for each level. The application is sent in the following order:

If the application is rejected on any level, it is not sent further to the approving people on the subsequent levels.

After you send your first application to the approving people, a list of your applications including their current statuses will appear under the “Applications” tab. This tab gives the system administrator access to all applications submitted by every system user.

A vacancy application may have one of four possible statuses:

Above the list of applications, you will find the option to filter them by the date of submission (the "Filter" button) and the option to download an Excel report with the list of applications (the "Download the report" button). If you apply a filter to the list, the report will include only those applications that meet the specified date criteria.

What a sample report looks like:

Click the magnifying glass to display the application details with all the information provided by the person who completed the application and the time when the decision was made by the approving people. If the application was approved by a person whose email address was added manually, this address will be displayed as this approving person’s name. eRecruiter users who log in to the system will be signed with their full names and surnames.

After you send an application, it cannot be edited. Decisions made by the approving people are also irreversible. In this article you can read more about the application acceptance request from the perspective of an approving person.

The approving person has the option to enter a reason for rejecting the application, which will be displayed as a comment in the application details:

You can print the application details by going to the application preview and clicking the "Print" button in the upper right corner.

If an application is approved, the “Create project” status will enable you to create a draft recruitment project. The name of a project created through approving an application will start with “NEW VACANCY” or "NOWY WAKAT", so that you can differentiate it from the remaining recruitment projects. In the recruitment details view, you will also find a new section with a link to the approved application, which enables a quick access to the vacancy application details.

The recruitment project will also be initially assigned to people indicated as recruiters assigned to the project in the application. The list of such assigned people can be edited at any moment when you edit the project under the “Team” tab.