Gem ATS: Job Openings

Overview

Job Openings is a headcount management feature that allows you to efficiently track and manage job openings, giving your team the ability to manage and attribute headcount when making an offer for finance, budgetary and tracking purposes. 

You will be able to create multiple job openings and headcount and tie them to candidates, applications, and jobs when an offer goes out. This is especially helpful when you have an evergreen role, like Software Engineer, and you want to make multiple hires for that role (i.e. multiple openings).

Requirements

• Your team uses Gem ATS
• Your team's Gem Admin needs to enable openings in ATS Settings for the team to use

Instructions

Admin steps to enable openings

Before you can begin to use Job Openings, one of your team’s Gem Admins must enable it in ATS Settings by navigating to Openings. There, they will toggle on Enable openings in Gem.

User steps to use openings

Create openings (not attached to a specific job)

Example: You are hiring for EPD and have a headcount of 3 to work with, but the Hiring Manager doesn't yet know if they want to do 3 Engineers, or 2 Engineers and 1 designer, or 1 engineer, 1 Product Manager, and 1 Designer.

 On the Openings page, click + New opening

1. Enter an Opening name
2. Click Create opening

Create openings on a specific job

1. Navigate to the Openings tab of a job
2. Click Create new opening
3. Fill out the form
4. Click Create opening

Manage openings on the Openings page

• Create opening - create a new opening on this page
• Edit opening - click onto a row and edit the opening
• Filter - you can filter openings
• Search - you can search openings based on attributes
  • Opening
  • Status
  • Job
  • Department
  • Location
  • Location type
  • Employment type
  • Hiring team

Manage openings under the Openings tab of a specific job

• Attach / detach openings to the job
• Create new openings that will be attached to the job
• Click onto an opening and edit opening details

Edit opening details on the Opening page or by clicking into an opening under a job

• Edit opening fields
• Attach / detach jobs to this opening
• Change the status
• Archive / unarchive the opening

Using an opening

Moving to offer stage

When moving a candidate to the offer stage, you’ll be prompted to link it to an open opening. 

You can then view the attached opening and change it if you would like to.

You will be able to view the attached candidate on the opening page as well.

Mark candidate as hired

When you mark a candidate as hired, you will be prompted to confirm the opening to be filled. If you want to change the attached opening, you will need to unhire the candidate.

Configuration Settings

• Once an Admin enables openings for the team, only Admins & Standard users can create job openings.
• Limited users can view and edit openings if they are part of the recruiting team assigned to that opening. Standard users can view and edit all openings.