In this article:
Creating a requisition
Before hiring new employees, you first need to get approval from your company regarding the parameters you should follow during the hiring process. The way to do this is through requisitions.
To start creating Requisitions you first go to the module Requisition approvals which you’ll find in the main navigation on the left-hand side.
This module gives you visibility over all Requisitions that have been made. You can click on the filters at the top to see all requisitions, those that are pending your approval, and those that were requested by you.
There are five statuses for requisitions: draft, pending, approved, rejected, and filled.
To make a new Requisition click New requisition button. You can choose to either start with a Blank requisition or Duplicate an existing one.
Next, give your requisition a title, and - based on your setup - you will either need to select a department or an existing approval flow.
📌If you have selected to assign flows based on departments, a flow will be assigned based on the department you choose every time you create a requisition. Find out how to set this up here.
Click on Save and your requisition will have been created as a draft.
After creating your requisition, you will be guided to a new page with several tabs:
Details - the details needed to complete the requisition. These fields are selected in Setting>Workflow>Requisition Approval>Requisition form.
📌 The Details fields are based on Approval form settings. All fields provided in the requisition form should be filled in before submitting it for approval.
📌When filling out the details of the requisition, you will be required to select the number of job openings that you will be allowed to hire for that requisition.
Approval flow - view the approvers and steps required for the requisition to be approved. You can monitor which stage of the process the requisition is in and even edit a flow if the requisition hasn’t yet been approved.
Notes - share notes before and after approval.
Files - attach files needed for the requisition.
Jobs - create or monitor jobs linked to this requisition. This only appears once the requisition has been approved.
Hires - view the hires linked to this requisition. Data will only appear here once there are hires made in jobs linked to this requisition.
Team - view the team involved in this requisition.
Activity - monitor the log of the requisition.
📌You can use the General context field to add information you would like to add to the requisition that is not addressed in the other detail fields. Before sending an approval, you will also have the option to add a comment, note, and/or attach a file to the requisition itself.
Keep in mind your flows are based on department, the flow will automatically be adjusted to your department selection. In the Details tab ensure you select the correct value in the Department field.
Setting up team members
Requisition team members will be able to collaborate on a requisition while defining requirements for a new position and tracking the recruitment process.
Depending on a user’s role and permission, they will either be added automatically to a requisition or need to be added manually.
All administrators have access to all requisitions in your company.
People who are assigned as approvers will be automatically added to requisitions after the flow is assigned. They will start receiving notifications when a requisition status changes to Pending. If you edit the approvers or flow, these team members will also be added automatically.
If the Hiring Manager and Recruiter fields are added to the requisition form and you assign people for this role, they will also be automatically added as team members.
Other people that you want to collaborate with must be added manually to the requisition team.
📌All added team members can be viewed and managed in the top-right corner of the requisition.
Requisition statuses
Once a requisition is created, it will appear as one of five statuses:
Draft - After a requisition is created, but before it’s sent for approval, it's saved as a draft. Drafts don't require all fields to be filled in - just the requisition title, and - depending on your settings - the department. This allows users to collaborate easily with other people while gathering all requirements for a new opening.
Pending - When a requisition has been sent for approval, its status changes to Pending. This means that reviewing has already started, but has not been completed yet.
📌Approvers will be notified when a requisition needs their review. They will verify its details and approve or reject it. You can track the approval cycle and in which stage it is from the Approval flow tab.
Rejected - A requisition's status will be changed to Rejected when an approver rejects the requisition. Stating ‘why’ a requisition has been rejected is mandatory and the reason will be visible in both the Details and Approval flow tabs once submitted. To proceed with the requisition, you will need to update the requirements and re-submit the requisition for approval.
Approved - When all required approvers have approved the requisition, its status will change to Approved. That means that you can officially create a job with an assigned requisition and start recruiting. You’ll be able to post jobs or monitor your hires directly from the requisition.
Filled - Each requisition has a number of openings assigned to it which will be filled by hired candidates. Once candidates have been hired for all job openings, the requisition will be marked as Filled, and you won’t be permitted to use this requisition to hire other candidates.
Once your requisition is ready, you can send it and start the approval process!