Approve an exact vacancy, manage confidential applications and convert a reviewed hire into an employment episode.
Confirm the employer and applicant privacy process#
Set up Employees & HR Records for the correct corporate workspace first. Confirm the employer, then choose a Recruitment privacy contact and retention policy reference.
Give staff the specific access they need. Approving a requisition, assessing an assigned interview, viewing candidate contacts and handling candidate PDFs use separate permissions.
Review the exact requisition and applicant notice#
Create the requisition with the role, work location, selection criteria and approved headcount. Assign a current independent reviewer and have them approve the exact saved revision.
Open the approved vacancy and review the notice. If you publish a careers link, applicants see the approved public details and submit only the fields listed on the form. Closing the vacancy ends new applications and preserves the originals.
Work with one original application at a time#
Record a received application or open an unverified public submission. Check any possible match yourself before acting. Each application keeps its own stage history.
Open private candidate documents only with the separate vacancy permission. Upload a PDF up to 2 MiB and choose the original language. Exact copies download as private attachments.
Applicants can save their withdrawal code after submission and use the separate withdrawal form later. Treat it as confidential. A withdrawal protects the candidate copy and preserves any separately recorded hire.
Assign an interview and record a human assessment#
Select the currently eligible interviewer and verify the local date, time and timezone offset. The assignee opens their own packet and records an assessment after the interview.
Review the original application stage and assessment before moving to final review or recording a selection decision.
Review the accepted offer and employment mapping#
Draft the offer and have an independent reviewer approve the exact terms. Record actual acceptance evidence once it has been obtained through your process.
Open the application from the accepted offer and review the remaining headcount and employer. Choose a new employee or an eligible existing employee for rehire. Select only the candidate contact fields that need to become a separate Employees copy.
Confirm the frozen mapping to record one employment episode. Staff invitations, access and payroll remain separate work.
Review protection and one applicant’s contact copy#
Open retained records to protect the original contact details, review a hold for the exact candidate contact or PDF, or record a separate future-opportunity permission with an expiry date.
Record explicit contact-copy custody and verify the requester independently. Review the selected name, email and phone columns before issuing the private CSV. Assess other records and any third-party material through your organisation’s privacy process.
For a candidate PDF, record the applicable retention source and check unresolved requests. A currently authorised owner can review disposition after the declared minimum has elapsed and the exact PDF hold was released. The app keeps the original disposition receipt.
Keep the active workspace, actual business requirements and current setup summary in view. A guide explains a choice; it does not make that choice for you.