How to create and set up job positions

A job position is the job title of an employee in the company, for example Sales Director, Purchase Staff or Accountant. You create it in Employees ‣ Configuration ‣ Job Positions (or from the Recruitment app), then give it to each employee to define their duties, job scope and responsibilities. The same position also drives recruitment: its target, recruiter and interviewers are used when you hire for it.

This guide is for recruiters and HR officers. When the Recruitment app is installed, only the Recruitment officers can create or edit job positions; the Employees officers can read them.

Requirements

This tutorial requires the installation of the following applications/modules:

• Employee

• Recruitment

Who can do this, and where?

Task	Role needed	Application
Create, edit or archive a job position	Officer of the Recruitment app	Employees or Recruitment
View the job positions	Officer of the Employees app	Employees

How do I create a job position from the Employees app?

1. Go to Employees ‣ Configuration ‣ Job Positions.

2. Click New, enter the Job Position (its title) and fill in the tab Recruitment when the position is going to be recruited for.

3. Open the tab Job Summary and describe the requirements, the daily tasks and so on of the position.

4. The position is saved when you leave the form, or when you click the save icon (the cloud).

The name of a job position must be unique per department in a company, and the Target cannot be negative; otherwise the position cannot be saved. Other tabs, such as Payroll, only appear when the matching application is installed.

Which fields does the tab Recruitment contain?

Field	What it does	Notes
Department	The team in which the position works.	Used to filter positions by department.
Job Location	The work address of the position, chosen among the addresses of your company.	Empty means Remote.
Industry	The industry the position belongs to.	Optional.
Email Alias	An email address that receives the applications for this position. Each email creates an application.	Leave empty if applicants never write by email.
Employment Type	The type of contract of the position. You can edit the list in Employees ‣ Configuration ‣ Employment Types.	Optional.
Mission Dates	Period of a mission-based position. Once an applicant is hired, the availability of the candidate is updated for this period.	Optional.
Target	The number of new employees you plan to recruit for this position.	Cannot be negative.
Recruiter	The person in charge of recruitment. The recruiter follows the applications and receives their emails.	The user who creates the position by default.
Interviewers	Users who see every application of the position, with its information and attachments, set up meetings and can refuse an application.	They do not need recruitment rights.

How do I create a job position from the Recruitment app?

1. Go to Recruitment ‣ Applications ‣ By Job Positions.

2. Click New. In the window Create a Job Position, enter the Job Position title. In Application email, you can enter the address that creates an application for this position when a candidate writes to it; you can leave it empty.

3. Click Create. Viindoo opens the applications of the new position: use the breadcrumb Job Positions to go back to the list.

4. On the card of the position, click To Recruit.

5. The form of the position opens. Fill in the tab Recruitment as described above, then save.

What do the smart buttons of a position show?

The smart buttons at the top of a position give you quick figures about it.

• Job Applications: the number of applications for the position. Click it to open them.

• Documents: the attachments of those applications, such as resumes. The button only appears when at least one application has an attachment.

• Trackers: the job sources through which candidates reach the position.

What should I see afterwards?

• The position is listed in Employees ‣ Configuration ‣ Job Positions and on the Recruitment app, and it can be selected on every employee.

• Its smart buttons count the applications and the documents of the position.

Common problems

Problem	Cause	What to do
The position cannot be saved	Another position already has the same name in the same department, or the Target is negative.	Rename the position, choose another department, or enter a target of 0 or more.
The button Documents is missing	No application of the position has an attachment yet.	Nothing: it appears as soon as an application has an attachment.

Next steps

• How to track where your applicants come from

• How to set up working hours

See also

Related article

• How to track where your applicants come from

Optional module

• Employee Documents

• Employee Relatives

• Employee Birthday Filters