A vacancy is a job opening which can be applied for by internal or / and external applicants through job applications. From this screen, you can add, edit or delete vacancies.

Creating Vacancies

To create a Vacancy, navigate to Recruitment > Vacancies > Manage Vacancies. Click on “Add” and fill in the necessary fields using the information below

  • Vacancy Name: This is the unique name for the vacancy
  • Job Title: Select the appropriate job title from the list for the vacancy
  • Location: Select the appropriate location from the list for the vacancy
  • Department: Select the appropriate department from the list for the vacancy
  • Hiring Manager: Enter the full name of the hiring manager for the role. Alternatively, you can enter a part of the name and click “Search” to select an employee name from the list
  • Positions: This is the number of positions which need to be filled i.e. the total number of employees to be hired for this position. The total positions will be reduced each time an employee is hired for this vacancy
  • Description: This is a detailed description of the vacancy, use the formatting tools to format the description. Note: Copying and pasting from Microsoft word may cause problems because MS Word uses html tags that are not supported by the system. Always view your vacancies once published to make sure everything looks as intended.
  • Expiry Date: This is the date on which the vacancy will close.
  • Auto schedule aptitude test: Select “Yes” to enable to system automatically schedule applicants applying for this role for the preselected aptitude test, otherwise, select “No”
  • Select Aptitude Test: Select an aptitude test from the list which will be auto scheduled when an application is received.
  • Type: Specifies whether the vacancy is open to just internal employees, external employees or both
  • Save Button: Click this button to save changes.
  • Cancel Button: Click this button to cancel changes.
  • Publish Button: Click this button to publish the vacancy. Note: The vacancy will not be shown to applicants until it is published. It will not be possible to publish a vacancy until and at least one application form is created for the vacancy.
  • Archive: Click on this button to set the vacancy as archived. Archived vacancies will not be viewable by the applicant.
Editing Vacancies

To edit a Vacancy, navigate to Recruitment > Vacancies > Manage Vacancies. Click on a Vacancy and change the information as required (See Creating Vacancies). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Vacancies

To delete a Vacancy, navigate to Recruitment > Vacancies > Manage Vacancies. Select the checkbox beside the Vacancy(s) you want to delete and the click the “Delete” button.

Exporting Job Applications

The system allows a user to export all applications relating to selected vacancies to Microsoft Excel for viewing. To do so, select the relevant vacancies, click on the “Export Applications” button. The system will create one report per vacancy and save them all in one compressed folder for download.

Adding attachments

To attach a document, Click on “Add” and fill in the necessary fields using the information below

  • Attachment Description: This is the unique name for the attachment
  • Description: A brief description of the document
  • Attachment: This is the location of the attachment
  • Browse Button: Click this button to select an attachment using the file system
  • Upload Button: Click this button to upload the file to the server
  • Save Button: Click this button to save changes.
  • Cancel Button: Click this button to cancel changes.
Editing Attachments

To edit an Attachment, click on an Attachment, and change the information as required (See Creating Attachments). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Attachments

To delete an Attachment, select the checkbox beside the Attachment(s) you want to delete and the click the “Delete” button.