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Positions and Openings

A-Suite's full-service recruitment process includes every step of the application and vetting process, from creating the job posting all the way through document and DQ file collection.

First, some helpful terminology that we'll use for the rest of the article:

Position: A particular role that employees apply for within A-Suite Recruit. Positions can be used to create multiple Openings.

Opening: A specific instance of a Position that includes a Location.

Job: A classification that you create in A-Suite Comply that specifies required documents, qualifications, etc. for easy management of your employees. This article will not talk about Jobs except for choosing a corresponding Job when creating or editing a Position.

Creating/Editing Positions

To start, navigate to Configuration, Recruit, and click Positions and Openings. This will take you to a screen showing a list of your Positions that you have created. Clicking one of these positions allows you to edit it.

To create a new position, click the green Add New Position button at the top of the screen. A dialog box will open prompting you to give your new position a Name, choose a Job that the position will be classified under,, choose a recruiter or recruiting team, and choose a default employment type (Full Time, Part Time, Contracted, or Seasonal).

Once you click Add, you will then edit the rest of the specific details of the Position and Openings. This window is divided into several sections which can be collapsed and expanded by clicking anywhere in the blue heading bar.

Properties

In the Properties section, you can change any of the information that you put into the initial dialog box. You can also choose to include the position and its openings in your job boards pages.

Next, add your job Description in the provided text field. This description will be shown in every instance (opening) of this position, and should be high-level information about the job. You can add specific information for an Opening later.

Finally, the Disqualification Text area lets you add a message to provide when an applicant is automatically rejected during the qualification portion of the application. For example, if you require drivers to be 21 years old, but an applicant answers a question saying they are not 21, their application will be automatically rejected. That is when the Disqualification Text is shown to the applicant.

Workflow Stages

Once your position details are complete, it's time to add the specific steps in the position application. In the Workflow Stages section, you will see five sections: Qualification, Application, Screening, Interview, and Onboarding. These sections make it easy to manage every part of the hiring process.

Here, you will add new Forms, or individual steps, to your position workflow. The forms inside each step are color-coded to show who is responsible for completing the step.

To learn about creating Forms for your Position workflows, visit our Forms Knowledge Base article.

You can also add Actions to a workflow. Actions serve as reminders to perform a task, such as order a background screen, send an email, or simply check a box. They differ from Forms in that Actions are generally one-step tasks, while Forms can have multiple questions, parts, or tasks to complete.

Finally, you can assign one or more Prerequisites to any Form or Action. When you set a prerequisite, that particular step will not appear as a step to the prospective employee until its prerequisite is completed. Further explanation is provided in the Prerequisite dialog box.

Pictured below is an example of a completed workflow for a driver position to help get you started.


(click to enlarge)

Openings

Now that you have all of your position details and the workflow created, it's time to create a specific opening. The openings are the part that a candidate will click on in your Jobs Board to start their application.

The Openings section of the Position creation screen will list all current positions, a clickable "Currently Hiring" button that you can change, if they use a custom workflow, the location, name, assigned recruiter, and a direct link to the opening.

To start, click the Add Opening button. You will be prompted with an initial dialog box where you will need to give the name, location (which you will choose from your created Locations), recruiter/recruiting team, and employment type.

Click Add, and you will then be taken to the Edit Opening page. The screen will look similar to the Edit Position page, and you can tailor the opening to be specific to that particular instance of the position.

The first two options are the most important: they are checkboxes asking if you are actively accepting applications, and if you want to use a Custom Workflow.

If "Actively accepting applications" is checked, the opening will be live on your jobs board. The second choice lets you create a workflow that is different from the position's workflow. You might choose this option if one particular location has different qualifications or requirements than the rest of the company.

When "Custom Workflow" is checked, the Workflow Stages section will appear at the bottom of the screen.

The other extra option for an opening is the Opening Description, where you can add custom text specific to one location. This text can be in addition to the position description, or it can replace the position description entirely.

If you are using the opening description in addition to the position description, you can choose to place the opening description above or below the position description.

Direct to Position Description Links

The last part of the Position and Opening screens is the ability to create hyperlinks that will navigate directly to the Position or Opening. You can create several links for different job boards to help you track which sources are most effective in getting applicants.

To create a new link, click "Add Hyperlink." In the dialog box that opens, choose where you are going to place the link (a dropdown of job boards and referral sources appear here), add a description, and choose a recruiter that clickers of this link will be assigned to, if desired.

Note that this can also be achieved using the Create button and the Recruiting Link creator.