This guide explains how to set up and manage the job ad approval process in your system. This feature helps make sure job ads get the necessary reviews before they are published. Only admin users can turn on and manage this process.
Turning On and Setting Up Approvals
Go to Company Settings: As an admin, open Company settings from the main menu.
Find Job Ad Approval: In Company settings, click on Job ad approval under the Recruitment section.
Turn On the Process:
Check the box "Enable job ad approval" to start requiring approvals for all new job ads.
Choose Automatic Publishing (Optional):
Check the box "Publish the job ad immediately after obtaining a sufficient number of approvals" if you want job ads to go live automatically once they are approved. If you don't check this, you'll need to publish approved job ads yourself.
If application starting date is set, then the job ad will be published on the given date, otherwise immediately.
Set How Many Approvals Are Needed:
From the "Select list of approvers" dropdown, pick the main group of approvers for your company. In case you have a multi-level approval process in use, you can see the different approver lists here. Please contact [email protected] if you want to enable multi-level approval process.
Add Your Approvers:
To add people who can approve job ads, type their email or username in the "Add approver" box and click the "+" button.
The "List of approvers" will show everyone you've added. Make sure everyone who might need to approve a job ad is on this list. You'll pick specific approvers for each job ad later.
💡 Note: Once approvals are turned on, everyone using the system will need to get their job ads approved before they can be published.
Creating a Job Ad When Approvals Are On
Start a New Job Ad: When you create a new job ad, you'll now see an option for the approval process in the final page of the flow.
Choose Who Approves It: In the "Job edit" view, find the "Job ad approval" page.
You'll see a list of all possible approvers from your Company Settings.
Select the specific people who should approve this particular job ad. You can select more people than the minimum number required.
Ask for Approval: After filling in the job ad details, click the "Send for approval" button.
The system will automatically email each chosen approver with a link to view the job ad preview.
4. What Approvers Do: Approvers can look at the job ad and then either Approve it or add Comments.
Approver can approve the job ad in two different ways:
1. Using the Email Link: Click the link in the email they receive.
OR
2. Through the Tasks Section: Log in to the platform and go to the Tasks section on the homepage. Click the relevant task to approve or comment.
5. If Comments Are Added: If an approver adds comments, an email with their feedback will be sent to the person who created the job ad.
After Approval
Status Change: When a job ad gets the required number of approvals, its status will update automatically from "Waiting for approval" to:
If you chose to publish automatically, the status will become "Active".
If you didn't choose automatic publishing, the status will become "Approved". You will then need to publish the job ad yourself from the Positions page.
See Approval Details: To check the approval status for any job ad, go to the Positions listing page. Click the three dots next to the position and select "Approvals".
Common Problems and How to Fix Them
Problem | Solution |
My job ad isn't publishing automatically after approval. | Make sure the "Publish the job ad immediately after obtaining a sufficient number of approvals" box is checked in Company settings > Job ad approval. If it's not checked, you'll need to publish the approved job ad manually from the Positions list. |
Approvers aren't getting emails for job ad reviews. | 1. Double-check that the approvers' email addresses are correct in Company settings > Job ad approval. |
I can't find the "Job ad approval" section in Company Settings. | This section is only available to users with administrator access. Please make sure you are logged in with an admin account. |
Extra Tips
Default Approver Groups: You can set up different default groups of approvers in for different departments or job types. This can make it faster to select approvers for job ads. Contact support to add more approver lists.
Good Communication: Encourage your approvers to give clear feedback if they don't approve a job ad. This helps make the process smoother.
Know Your Role: Make sure everyone understands their part in the approval process – who creates the job ads, who approves them, and who finally publishes them.