Hiring Someone

Recruitment is a pipeline, and the system mirrors it stage by stage:

Job posting → Candidates → Interviews → Offer → Onboarding → Employee

Each stage is its own screen under Talent & Growth → Recruitment. You can work them in any order, but the pipeline only makes sense front to back.

1. Post the job

Go to Recruitment → Job Postings.

Click Add and describe the role: title, category, type (full-time, contract and so on), location, branch and department, the experience and salary range, the description, requirements and benefits.

Two things worth knowing:

• Custom questions. You can attach questions applicants must answer when they apply — right to work, notice period, whatever screens people out early. These are managed under Recruitment → Custom Questions and attached to a posting.
• The careers portal. Published postings appear on a public careers page that candidates can apply through, and applications arrive as candidate records automatically.

Write the posting for the applicant, not the file

This text is what candidates read. The requirements section in particular is where good applicants decide whether to bother — vague requirements produce vague applicants.

2. Track candidates

Go to Recruitment → Candidates.

Everyone who applies appears here, against the posting they applied for, with their source — careers page, referral, agency — and their current stage.

You can also add candidates by hand for people who reached you another way.

Sources are worth setting honestly

Candidate sources are managed under Recruitment → Candidate Sources. If you record them accurately, you can answer “where do our good hires actually come from?” a year from now. If you leave them blank, you cannot.

3. Interview

Go to Recruitment → Interviews.

1. Schedule an interview against a candidate: date and time, the round, the type (phone, technical, panel), and who is interviewing.

2. Hold it.

3. Record feedback under Recruitment → Interview Feedback. Do this while it is fresh — feedback written a week later is worth much less, and by the fourth candidate nobody remembers the first.

4. Move them to the next round, or decline them.

Interview rounds and interview types are configured separately, so your process can have as many stages as it really has.

Some organizations also use Candidate Assessments to record a test or exercise result alongside the interview feedback.

4. Make an offer

Go to Recruitment → Offers.

Create an offer against the candidate with the salary, start date and terms. Offer Templates save you retyping the standard wording each time — worth setting up once if you hire regularly.

The offer records what was proposed and whether it was accepted, so the terms somebody agreed to are on file rather than in a mailbox.

5. Onboard them

Go to Recruitment → Candidate Onboarding.

Onboarding turns an accepted offer into a prepared start. It runs off a checklist — the tasks that must happen before and on day one, such as preparing equipment, arranging access, and collecting documents.

Onboarding Checklists and Checklist Items are configured separately, so you build your list once and reuse it for every hire.

1. Start onboarding for the candidate.

2. Choose the checklist.

3. Work the items, ticking them off as they are done.

4. When they actually start, create their employee record — see Onboarding an Employee.

A candidate is not an employee

These are separate records, and the pipeline does not convert one into the other for you. A candidate you have hired still needs an employee record creating, with their login, salary and shift.

Until that exists they cannot sign in, they have no leave entitlement, and payroll does not know about them. Onboarding a candidate and onboarding an employee are two different jobs with similar names.

The supporting lists

Several screens under Recruitment exist to be set up once and then chosen from:

Screen	Holds
Job Categories	The families your roles fall into
Job Types	Full-time, part-time, contract, and so on
Job Locations	Where roles are based
Candidate Sources	How applicants reached you
Interview Types and Interview Rounds	The shape of your process
Offer Templates	Standard offer wording
Onboarding Checklists and Checklist Items	Your standard start-day list
Custom Questions	What applicants must answer

Setting these up before your first real vacancy is worth an hour. Doing it halfway through a hire is annoying.

Common questions

Do candidates get emailed automatically? Depends on your email configuration. Do not assume — if it is not set up, nothing is sent and nothing warns you.

Can I reuse a posting? Yes, copy or recreate it. Keeping old postings is useful for seeing what you advertised.

Somebody applied for the wrong role. Edit the candidate record and move them, rather than asking them to reapply.

We hired somebody who never applied. Add them as a candidate by hand, or skip the pipeline and create the employee record directly. The pipeline is a tool, not a rule.

A candidate withdrew. Update their status. Leaving them in an active stage makes the pipeline lie to you next time you look at it.