Creating and managing job postings

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Available for User roles Super Admin, Admin, Team Member
Packages All packages
LeverTRM for Enterprise required for confidential postings
LeverTRM for Enterprise or Advanced HR add-on for posting approvals

Job postings serve as the lightning rods to which to attract and direct candidates into your talent funnel. Postings often provide candidates with a first impression of your organization and talent engagement strategy, all before they have even spoken with a member of your recruitment team. Postings also serve a critical administrative function, as they underpin the operation of opportunities and your ability to measure recruitment activity. Readers of this article will learn about:

How job postings work

Postings represent the jobs for which you are hiring at your organization. Job postings hold all candidate-facing information about a role. Typically, job postings are meant to be published on our external and/or internal job site(s), along with any job boards that you leverage to increase the visibility of the roles for which you are hiring. In some cases, you may choose to make a posting unlisted or confidential, for more discrete hiring initiatives.

Postings also serve a number of administrative purposes. Postings can be configured with interview plans to provide a structured journey for candidates that move beyond the screening stages of your recruitment processes. Postings can also be linked to requisitions, to ensure that the number of candidates being hired squares with the headcount and budget allocated for each role. Postings are also key to structuring the data on which you later report. Information such as owners, departments, teams, locations, work types, and tags all get carried over from a posting when it is linked to a candidate's opportunity. These pieces of information can then be used to organize, pivot, and filter the data on the charts in Visual Insights, allowing you to slice metrics along dimensions that are meaningful to you and your organization.

Creating and publishing job postings

To create a job posting, navigate to the Jobs page and click the + Add job posting button.

Arrow pointing to Add Job Posting button on Jobs page.

In the posting editor, complete the following steps:

Step 1: Draft the content of the posting

Start by filling out the following fields:

  • Job title - this title will be visible to candidates when viewing the posting on job sites/boards
  • Location type - on-site, remote, or hybrid
    • On-site jobs require candidates to work from an office in a specific location. Remote jobs do not require candidates to work from a specific location. Hybrid jobs require that candidates have a part-time presence in an office at a specific location.
    • On Lever-hosted job sites, candidates can filter jobs by location type. The location type that you specify will also be read by any job boards to which you publish the posting, allowing it to be factored in when candidates filter/search on those job boards. For example, candidate's searching for remote roles on LinkedIn will find postings that you you designate with a 'remote' location type in Lever (provided you are publishing Lever postings to LinkedIn).

 

Postings created prior to the release of the location type field in October 2022 will have a location type of 'Unspecified.' These postings will not appear to candidates that filter postings on a Lever-hosted job site by location type. If you wish to update the location type for these postings, use the location type filter on the Jobs page in Lever filter for postings with an unspecified location type, and manually update the location type of individual postings. Note that in order to update a posting's location type, you must be either the creator of the posting, a Super Admin, or have the necessary Sensitive Information Privileges. For more information, jump to the 'Managing job postings' section of this article.
  • Location - the location in which the job is based
    • Use this field to specify the geographical location of the office/business unit to which the posting is attributed. Even if you are creating a posting for a fully remote role, attributing the posting to a specific location will allow you to breakdown recruitment metrics geographically in Visual Insights and, if applicable, apply localized data retention rules to candidates associated with the posting (provided the location has a defined country).
    • If you are creating a posting with a remote location type, the location you select must have a country in order to appear on job boards.
    • The locations that you have to select from are configured in your Company settings. Refer to our help article on configuring locations for job board ingestion to learn more.
  • Department/team
    • If you have configured posting templates for postings associated with specific departments and teams, they will populate based on the selection you make in this field.
    • The departments and teams that you have to select from are configured in your Company settings. Refer to our help article on configuring company settings to learn more.
  • Work type - e.g. full-time, part-time, contract

Close up of job title, location type, location, department/team, and work type fields in posting editor.

Once you have filled out the fields listed above, you will be required to select a distribution for the job posting to specify where the posting will appear once it has been approved. Select from the following options:

  • External - the posting will appear on your public job site; can be used in conjunction with internal distribution
  • Internal - the posting will appear on your internal job site; can be used in conjunction with external distribution
  • Unlisted - the posting will not appear on any job site and can only be accessed via the referral form and by those with a direct link; cannot be used in conjunction with any other distribution setting
  • Confidential - the posting will by visible to Super Admins, the posting owner, the posting hiring manager, and any users manually added to the posting access list

Close up of posting distribution options in posting editor.

Refer to our help article on the differences job posting distribution states for more on this topic.

Next, input a job description. Use the buttons along the top of the text field to apply formatting. If you have configured an opening paragraph template for postings attributed to department/team that you defined above, it will appear above the job description text field. To learn how to set up posting templates, refer our help article on configuring your Lever-hosted job site.

Job description field in posting editor.

Add lists to outline specific requirements and/or responsibilities for the role.

List fields in posting editor.

You have the option to include a closing paragraph for the posting as well. The closing paragraph can also be templated based on the department/team to which the posting is attributed (see above).

Closing paragraph field in posting editor.

When a candidate applies to a posting, they will be prompted to answer the questions on your job site application form (configured via Settings > Job site > Application form). If you wish for applicants to answer additional job-specific questions relevant to the posting you are creating, you can add and/or select them from the custom questions menu in the posting editor. These questions will only appear to applicants of the posting you are creating. To learn more, check out our help article on custom application questions.

Arrow pointing to add custom questions dropdown menu in posting editor.

If you wish to communicate information to stakeholders associated with the posting, you can add internal notes.

Internal notes field in posting editor.

If you wish for specific tags to be automatically attached to the opportunities of candidates associated with the posting, add them in the 'Tags' field on the right side of the editor. To learn more about posting tags, refer to our help article on tags.

Step 2: Configure posting access and ownership

Users with Super Admin, Admin, and Team Member access can view all postings in a Lever environment (with the exception of confidential postings). Users with Limited Team Member access can only view postings if they are listed as the Hiring Manager or have been added to the access list for the posting (see below). Visibility into opportunities associated with the posting is restricted to the following roles (which you can define in the fields on the right side of the posting editor):

  • Posting owner - by default, the posting creator will be listed as the posting owner; the posting owner will be made the owner of any opportunities associated with the posting
  • Hiring manager - this user will be able to see all opportunities associated with this posting; hiring managers are typically given Limited Team Member access

On the left side of the editor, you will find an 'Access' list of users in your Lever environment that have access to the opportunities associated with the posting you are creating. By default, this list consists of all Super Admins, Admins, Team Members, as well as the posting owner and hiring manager. If you wish to allow additional users beyond those listed to have access to the opportunities associated with the posting, click + Add users and select from the other non-Interviewer users in your Lever environment.

Access list in posting editor

You can also add and remove followers of the posting. Followers of a posting receive notifications when there is activity with the opportunities associated with the posting (the types of actions that they are notified about are configured in the 'Email notifications' section of their account settings - read more in our help article on configuring personal account settings). The posting owner and hiring manager will be made followers of the posting by default. 

Once you have drafted the content of the posting and configured visibility, click the Create Posting button at the top of the editor to proceed to the next step (the posting will be in a draft state, unpublished until the completion of the subsequent steps).

Step 3: Define the interview plan

Interview plans allow you to define a consistent journey for candidates that make it to the interview phase of the recruitment process. On the 'Interview plan' page of the posting editor, you can configured the number of interview events that take place at each interview stage as well as the feedback form, event duration, and default interviewer(s) for each interview.

Interview plan on second page of posting editor.

When an opportunity associated with the posting is moved to one of stage listed on the interview plan, the user scheduling the interview for that stage can pre-load the interview kit defined in the plan into the scheduler.

Use default schedule button circled in scheduler.

To learn more, check out our help article on interview plans. Once you have defined the interview plan, click the Next button at the top of the editor to proceed to the next step.

Step 4: Submit the posting for approval (LeverTRM for Enterprise or Advanced HR add-on only)

If you have the LeverTRM for Enterprise package or the Advanced HR add-on and you have enabled posting approvals in your Lever environment, you will be required to request approval for the posting you have drafted. On the 'Approval' page of the posting editor, you will see a summary of the approvers in the approval chain.

Approval list in posting editor

If the approval chain contains a custom approver, you will be required to select an approver to which to submit the request.

Live image of a custom approver being selected.

Use the text field below approval chain to include a message with your request. Click the Request Approval button to submit your request to the first approver in the sequence. Once a posting has been approved by all approvers in the chain it will move directly to the appropriate category (External, Internal, and/or Unlisted) in the 'Open jobs' section of the postings dashboard in accord with the job posting distribution you specified when drafting the content of the posting (see Step 1). The approval will be recorded in the approval history, visible in the posting editor.

Approval list in posting editor with approval granted by all approvers.

For more on this topic, check out our help article on requesting job posting approval. Click the Next button at the top of the editor to proceed to the final optional step in the posting creation process.

Step 5: Preview the posting and publish to job boards

On the 'Complete' page of the posting editor, you can review summary information of your posting. Click the View Posting button to preview how the posting appears to candidates.

Arrow pointing to view posting button on completion page of posting editor.

Preview of job posting on Lever-hosted job site.

Under the 'Job boards' heading, you can select jobs to which you wish to publish the posting:

LinkedIn
If the LinkedIn integration is enabled in your Lever environment, you will have the option to publish specific postings that you create to LinkedIn. On the 'Job boards' list, click to expand the LinkedIn entry and click the Turn on button. The posting will appear on LinkedIn within 24 hours. Once you have published the posting to LinkedIn, you can return to the 'Job board' to review the number of applicants that have applied through LinkedIn as well as the percentage of those applicants that were hired. To learn more, refer to the help article on our LinkedIn job board integration.

Indeed
If a Super Admin has enabled the Indeed integration in your Lever environment, your newly created posting will be pushed to Indeed upon completion of the creation process outlined above, provided you have configured it to have an external distribution. All public jobs are posted to Indeed with 6 hours of completion of the creation process. To learn more, refer to our Indeed integration help article.

Custom job boards
If you wish to publish your posting to a job board other than LinkedIn or Indeed, click + Add a job board beneath the job board list. Click into the job board title field and select from commonly used job boards or enter the name of a new job board that does not appear on the list. Configure the origin and source for opportunities associated with candidates that apply through the job board, copy the unique URL, and paste it to the job board. To learn more, check out our help article on sharing jobs with custom job boards.

Arrow pointing to Add a job board beneath job board list in posting editor.

Once you have published the posting to all desired job boards, click the Done button at the top of the posting editor. The posting will appear in the postings list (organized by department and team) alongside your other open postings.

Managing job postings (updating, linking requisitions, closing)

Any users with access to the posting can make updates to it once it has been published. To make updates to a job posting, navigate to the Jobs page and select the posting to open the editor. Users with Super Admin, Admin, and Team Member level access can make changes to the following fields on published postings:

  • Job description
  • Custom application questions
  • Internal notes
  • Tags
  • Access list
  • Followers
  • Job board publications

In addition, users with Super Admin access, as well as those with the Sensitive Information Privilege to "Change job posting categories, owner, and hiring manager" can make changes to the following fields:

  • Location type
  • Location
  • Department/team
  • Work type
  • Owner
  • Hiring manager

If you do not have the "Change job posting categories, owner, and hiring manager" Sensitive Information Privilege, but you are the Owner or the Hiring Manager on the published posting, you can update the 'Owner' and 'Hiring Manager' fields. Keep in mind that if you remove yourself as the Owner or Hiring Manager from a published posting, you will no longer be able to edit those fields. Click the Save Changes button at the top of the posting editor to apply your updates.

Changing posting ownership
When changing the owner of a posting, you will be presented with option to retroactively make the new posting owner the owner of all currently active opportunities associated with posting, or keep the old posting owner as the owner of the currently active opportunities and have the new posting owner only be made the owner of associated opportunities going forward. In either case, the old posting owner will remain the owner of archived opportunities associated with the posting up to that point.

Pop over extending from Save Changes button, prompting user to select whether new posting owner should be made the owner of all opportunities associated with the posting retroactively or only going forward.

Linking postings to requisitions

 

Requisition management requires the LeverTRM for Enterprise packages or the Advanced HR add-on.

When a posting is linked to a requisition, and hires made against that posting will be counted toward the headcount of the associated requisition. Linking postings and requisitions allows you to make sure that your pace of hiring is in alignment with the budget and headcount allocated for each department. A single posting can be linked to multiple requisitions, to allow for flexibility when hitting your hiring targets. To link a posting to a requisition click + Add requisition on the lower-right side of the posting editor, and select from the list of open requisitions.

Arrow pointing to Add requisition link in posting editor.

For more on this topic, refer to our requisitions help article.

Closing job postings

 

Only users with Super Admin, Admin, or Team Member access can close postings.

As a best practice when it comes to good data hygiene, it is important to close postings when you are no longer hiring for a role. Leaving a posting open when you are no longer hiring for a role can leave the door open for applicants to enter your pipeline, whose opportunities can then clutter the top of your talent funnel and quickly go stale. Stale postings can also negatively impact postings-related metrics in Visual Insights. To close a posting, click the Open button at the top of the posting editor, select the 'Close job posting' radio button, and click Update.

Posting distrubution pop over extending from Open button in posting editor; close posting option is selected.

The posting will appear in the closed section of the postings list. To re-open a posting, click the Closed button at the top of the posting editor, select the 'Re-open job posting' radio button, and click Update.

Best practices for creating and managing postings

Use job postings to maintain consistency in the recruitment journey
In many cases, postings can serve as the starting point of a candidate's journey with your organization. Use posting templates to add clear and department language that outlines not only what the candidates stands to gain from working with your organization, but also the impact they stand to make if they were to secure the role. Use interview plans to ensure that that the interview stages through which a candidate passes craft an experience that makes the most of their time and yours.

Transition posting ownership when recruiters change hands or exit the organization
If a member of your recruitment team moves on to pursue another opportunity or initiative, be sure to transfer ownership of their active postings over to another member of our team. It is best to do this before the original recruiter departs, so you can align on how you want to track ownership of candidate opportunities historically as well as make for a seamless hand-off of candidates currently in the pipeline.

Refer to regional guidelines on what you can and cannot ask of a candidate as part of the application process
Regional legislation can included mandates pertaining to what types of information you can ask a candidate to provide as part of their application. For example, New York state upholds legislation prohibiting employers from inquiring about a candidate's criminal record prior to making an offer of employment (refer to the Fair Chance Act fact sheet for more information on this specific piece of legislation). Consult the regional guidelines for the locations in which you are hiring and make sure that the language in your job descriptions as well as any custom application questions adhere to them.

 

Analytics related to postings data can be found on the Postings dashboard in Visual Insights. To learn more, refer to our Postings dashboard help article.
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