Job Openings
A Job Opening is the document you use to open and manage a position you want to fill as part of your recruitment process: the role, location and department, who requested it, who is recruiting for it, the salary range you're offering, and its status (open, in progress, filled, canceled, on hold or draft). It's the central hub that groups the Candidates who apply, their Interviews and, if you enable it, the public posting of the position so anyone can apply.
What is it and what is it for?
When you need to fill a position at your company, Job Openings lets you document the whole process in one place instead of coordinating it over email or on loose sheets: what the role is, for which location and department, who requested it, who the responsible recruiter is, the salary range you're offering, the number of open positions, and a job description, requirements, benefits and screening questions for candidates.
You can create the job opening from scratch or from an already-defined Position in your catalog: in that case, the name, job description and benefits are copied automatically so you don't have to write them again. Once created, the job opening becomes the reference point for linking Candidates (applications), scheduling their Interviews and, if your company has the public hiring portal enabled, receiving applications directly from the internet.
Screens in this area
| Screen | What it does |
|---|---|
| Job Opening List | Shows every job opening, with tabs to view only the open ones (open and in progress) or all of them. You can filter by date range, subsidiary, location, department and requester, customize the visible columns, generate the summary or the detailed report with applications, and view the applications-by-status summary. It also includes a direct link to your company's public job-openings portal and a link to the Kanban Board. |
| Kanban Board | Shows the job openings as cards spread across one column per status (Draft, Open, In Progress, Paused, Completed and Canceled). Each card shows the job opening's name, its department, location, opening date, number of positions, priority, requester and recruiter. To change a job opening's status just drag its card to the column of the new status; the change is recorded in the job opening's audit history. The closing columns (Completed and Canceled) are only there to drop a job opening and close it: the card stays visible until you refresh the screen and then no longer shows on the board, so they don't pile up. It uses the same filters as the list (date range, subsidiary, location, department and requester) and lets you hide empty columns. |
| Create / Edit Job Opening | The form with the job opening's general data organized into tabs (Job Description, Requirements, Benefits, Screening Questions and Notes), plus the list of linked Users who get the same access as the requester. If your company has AI-generated descriptions enabled, this is where the button to request one appears. |
| Job Opening Details | A full view of the job opening with its status and priority editable from dropdown menus, the linked candidates (under evaluation and rejected), their emails and, if enabled, bulk SMS sending, the interviews held, AI-suggested LinkedIn post text, assignment to the AI recruitment agent, and the job opening's audit history. |
How to use it
- Go to Job Openings and click New. You can create it from scratch or open it from an existing Position so its name, description and benefits are copied automatically.
- AdmCloud proposes today's Opening Date and pre-selects you as the Requester. Fill in the Recruiter, the Location, the Department, the city/state/country and, if applicable, the salary range with its currency and the number of open positions.
- Fill in the Job Description, Requirements, Benefits, Screening Questions (one per line) and Notes tabs. If your company has AI description suggestions enabled, you can ask the AI for a draft based on the position's name and accept or discard it. Before requesting it you can type in Additional context any information you want the AI to take into account (for example: main duties, experience level required, area or department).
- Decide whether to publish the job opening on the public hiring portal and whether you want an email each time a new candidate registers for it.
- Click Save. From Details you can change the Priority and the Status (Draft, Open, In Progress, Filled, Canceled or On Hold) at any time in a couple of clicks, and link additional Users (other recruiters, for example) who will get the same access as the requester.
- Link already-registered Candidates or create a new one directly from the matching tab, give them a score and change their application status as the process moves forward, and schedule their Interviews from the same screen.
- If your company has this feature enabled, you can assign the job opening to the AI recruitment agent so it analyzes the linked candidates' résumés in the background and gives each one a rating and comments; progress can be checked under "View Agent Status".
Main capabilities
- A list with open/all tabs, filterable by date, subsidiary, location, department and requester, with customizable columns and two reports (summary and detailed with applications), plus the applications-by-status summary.
- A direct link to your company's public job-openings portal (hiring.admcloud.net, or hiring.capella-ierp.com if your company uses the Capella brand), which lists the job openings marked for publishing so anyone can apply.
- Candidate linking split into "under evaluation" and "rejected" tabs, with a 1-to-5-star score, notes, application date, résumé link and each candidate's interview count.
- AI-generated (ChatGPT) job description and LinkedIn post text suggestions. On both you can supply an Additional context with information you want the AI to take into account (for example: work arrangement, location or benefits to highlight in the LinkedIn post).
- An AI recruitment agent that analyzes the linked candidates' résumés in the background, extracts keywords, and gives them an automatic rating and comments.
- Collecting every linked candidate's email (to copy and paste) and bulk SMS to their phones, if your company has that feature enabled.
- Changing the job opening's status and priority from dropdown menus, without leaving Details.
- Linked users who get the same level of access as the job opening's requester.
- An audit history for the job opening (who created, updated or deleted it, and when).
Key fields
| Field | What it's for |
|---|---|
| Name | The job opening's name. Required and unique. |
| Opening Date | The date the job opening is opened. Required; defaults to today when created. |
| Requester | The employee requesting or responsible for the job opening. Required; pre-selected with your own user and cannot be an inactive employee. |
| Position | The catalog Position whose name, description and benefits are copied when the job opening is created from it. Optional. |
| Customer | The customer linked to the job opening, useful when recruiting for a specific customer's project or service. Optional; cannot be an inactive customer. |
| Recruiter | The user responsible for running this job opening's recruitment process. Optional. |
| Location / Department | Where and in which area of your company the position is needed. Optional; cannot be inactive. |
| City / State / Country | The job opening's geographic location, especially useful when published on the public portal. Optional. |
| Minimum / Maximum Salary and Currency | The salary range you're offering. Currency is required if you enter a minimum or maximum salary, and the minimum cannot exceed the maximum. |
| Number of Positions | How many openings are available to fill with this same job opening. Optional. |
| Keywords | Comma-separated terms to support search or résumé analysis. Optional. |
| Publish on the Portal | When enabled, the job opening appears on your company's public hiring portal so anyone can apply. |
| Send email on new candidate | When enabled, notifies you by email every time a new candidate registers for this job opening. |
| Priority | The job opening's urgency level, taken from your Priorities catalog; can be changed at any time from Details. |
| Status | Draft, Open, In Progress, Filled, Canceled or On Hold; changed from a dropdown menu on Details. |
| Job Description / Requirements / Benefits / Screening Questions / Notes | Free-text tabs to document the role, what it requires, what it offers, the questions to ask candidates (one per line), and internal remarks. |
Validations when saving and deleting
- The Name is required and must be unique.
- The Opening Date is required.
- The Requester is required and cannot be an inactive employee.
- If your company has subsidiaries enabled, the Subsidiary is required and cannot be changed after the job opening is created.
- If you set a Customer or a Department, neither can be inactive.
- If you enter a minimum or maximum salary, the Currency is required, and the minimum salary cannot exceed the maximum.
- Job openings cannot be created, edited or deleted in a subsidiary marked as read-only.
- If your company has custom Scripts configured for this screen, they can add extra validations before saving.
- A job opening cannot be deleted if it has Interviews recorded; in that case AdmCloud lists the linked interviews' dates in the error message.
Availability and permissions
- This feature requires the Enterprise edition with the Human Resources module active for your company. It is not available on the Billing, Start, Basic, Standard, Premium plans or any of the Premium Plus variants.
- Viewing, creating, editing or deleting Job Openings requires the "Job Openings" permission on the user group, within the Human Resources module.
- The button to generate the job description with AI only appears if your company has that feature enabled.
- Résumé keyword extraction, automatic candidate analysis and rating, and the AI recruitment agent only appear if your company has that feature enabled.
- The SMS tab for candidates only appears if your company has the SMS messaging feature enabled.
- The Chat attached to the job opening, inside its Activities, only appears if your company has internal Chat enabled.
Tips and common mistakes
Create the job opening from an existing Position whenever you can: you save yourself from re-typing the name, description and benefits, and keep the information consistent with your positions catalog.
Check the Requester field before saving. AdmCloud pre-selects your own user, but if you're opening the job opening on someone else's behalf, change it so it's attributed correctly (remember the Requester and the linked Users share the same access level to the job opening).
The AI agent's ratings and comments are a starting point. Use them to prioritize who to interview first, but the final hiring decision should always rely on your own human evaluation of the candidate.
Can't delete a job opening? If you see a message saying it has linked Interviews, review those interviews first; AdmCloud does not automatically delete dependent records.