How do I create, edit, and close job openings?

Creating great openings is your first step towards attracting awesome candidates. Here at Trakstar Hire, we've made the opening creation process simple - to help you get up and running quickly!

How do I create an opening?

Creating an opening is quite easy! Watch the video below, or read on to learn more!

• Click " Openings " on the left bar of your Trakstar Hire screen:

  

• Your openings dashboard will display. Click on "Create Opening" to begin creating your opening.

• You can now enter your Opening Title, Location, Job Type, Team (if applicable) and Job Description. These details are what the candidate sees when they are looking at your job opening. Keep in mind that detailed job descriptions go further to attract the excellent candidates that you are looking for!

  

• If you have another opening in your account with similar details, you can use the "Copy Details From" link on the top right corner of the page, to copy forward previous opening details into this one.

• When entering the job's location, we'll present you with suggestions. Selecting one of these suggestions from the Google Dropdown menu will ensure correct placement on job boards, if you post to those.

• Below the public opening details, you'll have a spot to add any internal details.  These can be set up via Settings > Opening custom fields.  These fields are only visible to your team internally, when logged in to Trakstar Hire.

• If you would like to edit these and create custom fields, you can do so by selecting the "Add New Field" button in the "Opening custom fields" page.

• To create a dropdown menu, select "Single-select list" for the Field Type.

• Add your options, and Trakstar Hire will create a dropdown menu list of options for you.
• To continue forward, click "Save and Proceed":

• On the next screen, you will see the stages the candidate will progress through during the hiring process. The first stage in this list will be the one the candidate lands in when they apply to the opening.

• Edit any of the stages by clicking the pencil. Change the order of the stages by dragging the dotted square to the left of the stage name:

• Add a new stage by the "+ Add a stage" button at the bottom of the stage list.

You can read more about manage stages on this article, here!  

• Once your stages are set up, click "Next" to continue
• On the next screen you can set up a custom application form, as well as turn on the Automated Response to applicants

• If your team is using the Openings Approval feature, you'll have a chance to send for approval now.  Otherwise, you can Publish your Opening now by clicking the blue arrow and continue forward.  

• Click "View Opening Details" at the bottom of this page to move forward with your opening, and see the details inside of your account. 

How do I view the opening, or edit the details?

• Click " Openings " on the left bar of your Trakstar Hire screen:

  

• Your openings dashboard will display. Click on the name of the opening that you'd like to view or edit.
• The opening details will display with tabs - "Job Details", "Candidate Sources","Workflow", and "Comments". You can add a tag to the opening (this helps you organize openings) by clicking "Add Tag" underneath the job title and location. To change the details of the opening, including the job title, location, and description, simply click on pencil icon in the Job Details box:

• In the "Candidate Sources" tab you will find the application link URL and the application email address (used to forward resumes into the system)
• In the "Workflow" tab you will find links to edit the application form, to create or change the auto-response settings (used to send an email response to candidates when they apply), and to manage the hiring workflow.

What do I do when I am done hiring for a position and I want to close it?

When you are finished hiring for a position you can close it by Archiving it. Here is how you archive an opening:

Note: An "Archived" opening can be unarchived at any time.

• Click " Openings " on the left bar of your Trakstar Hire screen:

  

• Your openings dashboard will display. Click on the name of the opening that you want to archive
• The opening details will display. Here you can click the menu option (arrow) on the right side of the screen to Archive the opening. (You can revert the opening back to published at any time here as well)

What are these other opening statuses such as draft, published, internal, etc?

• Great question! To answer all of those will make this help article a little too lengthy. So we've separated it into another section for reference. Link below. :)
• What's the difference between draft, internal, published, and archived openings?

Can I set a closing date for an opening?

• You bet your sweet opening that you can!
• To do so, go to your opening and under the location select "Set Close Date". 

• Select the date that you wish to auto close the opening and hit "Save".
• Wait, what if we changed our mind and need to close it a different time? No sweat!
• Once you've set the date (in the example below it was set to May 1), the option is now "Edit Close Date". Select that and change the date of when you'd like the opening to close.

Questions? Feel free to reach out at any time! hire@trakstar.com