Managing Recruiting Posting Settings in Admin Center

Users with admin permissions can manage any of the Recruiting Posting settings through Admin Center→Manage Recruiting Postings.

Settings need to be added, reviewed, and updated in the following Recruiting Posting sections, so that you can post the job to the selected Job Board:

1. Posting Profiles & Groups
2. Users to Posting Profiles Associations
3. Job Board Market Place
4. My Job Boards
5. My School Job Boards
6. My Reports
7. Job Posting Rules
8. Settings

A Posting Profile is a job posting entity that must be associated with one or several recruiting users, usually recruiters. A user can have any number of different Posting Profiles. A Posting Profile is used to define Job Boards, Job Board configurations, and Job Board contracts that a user with permission can access.

Recruiters with assigned profiles can manage their job postings. A Posting Profile can be set up so that it mimics a company organization by brand, by location, by contract type, and so on. Jobs can be posted on behalf of the organization, office, brand, subsidiary, and so on. The name of the Posting Profile does not necessarily have to match to an employee name but can be used as a shared posting entity. It is recommended to use it as an organizational type under which several recruiters are associated. This way, you can then create a tailored Posting Profiles organization.

A user can deactivate or delete a Posting Profile in line with data protection and privacy requirements. Deactivating sets the Posting Profile to inactive. An inactive Posting Profile can be displayed by using the filter menu on the left panel. An inactive Posting Profile will be entirely deleted and purged after 30 days of deactivation.

If the Posting Profile is deleted, it will be removed, and data associated with it will be purged. In this same action menu, you can download the personal data report of any Posting Profile before it is deleted. The data exported will be username, first name/last name, email, telephone, address, location, and so on.

Groups are optional and can contain Posting Profiles or other groups. Most of the actions done with a group will be inherited by the Posting Profiles and the groups within this group (for example, setting Job Board availability to a group, associating a configuration, associating a contract, associating a Job Board). It is possible to remove empty groups, and also groups that contain Posting Profiles after confirming that users agree on removing all groups and Posting Profiles inside this group.

Groups are typically used by bigger companies as groups can be created to match a company organization structure. Posting Profiles can be grouped by office location, brand, contract type, and so on. When groups are used, create the group first, and then add Posting Profiles inside the groups to create the needed structure.

Make sure that at the last level of company structure, at least one Posting Profile is created. If not, the structure will not be usable. It is not possible to post any job with a group; a user needs to be assigned to a Posting Profile and not the group. A group is a container, not a posting entity.

Every Recruiting user must have at least one Posting Profile assigned to be able to post jobs to a Job Board via Recruiting Posting.

The methods of assigning an RCM user to a Posting Profile are as follows:

• Assign one shared Posting Profile to several RCM users.

This method is the typical way that an RCM user is assigned a Posting Profile.

• Assign several Posting Profiles to one RCM user.

By using this method, the user can access different Job Boards with different settings. There is no restriction on the number of Posting Profiles assigned to one RCM user.

• Copy the assigned Posting Profiles from one user to another.
• For example, User A is used as a reference user. Other users will inherit the Posting Profiles associated with User A, along with Job Board configuration settings.

To create a new group or Posting Profile:

1. Select the bottom left button.
2. Choose whether you want to create a group or a Posting Profile. You can add Posting Profiles inside groups to create your company organization.

• To create a group: Select Group and complete the information
• To create a Posting Profile:

1. Select Posting Profile.
2. Fill the required information. First name and last name would refer to the person in charge of this Posting Profile. Some Job Boards will have the profile name pushed on the Job Board; some will display only the company name. Make sure that the profile information and its company information is filled for each profile.
3. Set additional company description languages. Depending on the job requisition available languages, the Posting Profile’s company description will be automatically retrieved if an additional company description has been set for these languages.

The configured company descriptions will be automatically retrieved into the job posting form. As you use a Posting Profile to post a job, you should set the company descriptions that your recruiters will need (language and content). You can set several company descriptions: default ones and optional ones. You can add, edit, and remove company descriptions at every level of your company organization (root level, group level or Posting Profile level). The company descriptions will be prepopulated in the Recruiting Posting job posting form according to the job requisition available languages.

Some specific behaviors rule the company descriptions between entities (groups and Posting Profiles) according to the hierarchic structure of your company:

• If a company description exists at upper level in your company organization, requesting the same company description language at your current level will prepopulate this field with the closest existing description (when ascending bottom to top level).
• If you did not set a company description at one Posting Profile level, the closest upper level company description will prepopulate the posting form during job posting, according the languages available in your job requisition.
• If you edit a company description from an upper level, this will not update the lower level company descriptions if those have been edited before.

The Job Board Market Place contains most of the Job Boards (free, paid, and school Job Boards) that are integrated with Recruiting Posting. Some of the Job Boards might not be available in Job Board Market Place but Recruiting Posting has a technical integration with them. As they require complex integration, they are not open to self-service administration from the Job Board marketplace.

The Job Board Market Place configuration workflow is designed to guide customers through the different steps required to send job postings using Recruiting Posting. Everything can be set up in one single interface by entering your customer credentials and selecting the posting profiles that will be able to access the job board.

To enter credentials, use the Add link associated with the Job Board.

Continue using the wizard to select the posting profiles associated with the Job Board.

Some Job Boards are not integrated with Recruiting Posting, that is, they will not be displayed in any Job Board catalogue of Recruiting Posting.

Each customer can request 10 job boards integration per calendar year. Before requesting a new integration, please make sure that the following prerequisites are completed:

• Contact of a qualified person on the Job Board side for such integration
• Valid contract, in case job board request it

The request can be submitted directly from the Job Board Market Place section, using the Request a new job board button in the top right corner. Integration requests are completely free of charge (if following the requirements).

An integration request might not go through for the following reasons:

• The Job Boards refuses or does not answer to the technical integration with Recruiting Posting
• The Job Board is not technically limited for such integration

Detailed Job Board information includes the following:

• Information if the Job Board is paid or free. Job Boards marked with the $ sign in the top right corner are paid Job Boards. Those with a green Add sign are free Job Boards. Be careful, some of the free Job Boards require posting credits to post the job. When adding a Job Board to the Job Board list, make sure that the customer has a contract with those Job Boards that require a contract.
• Job duration information indicates for how long the job will be posted before it has to be reposted again. If the Job Board is a paid Job Board, Job Board credits will be charged.
• A Job Board’s detailed description is available under Learn more.

To add Job Board to My Job Boards list, proceed as follows:

1. Find the Job Board you would like to add using search option or filters on the left side of the screen.
2. Agree to the disclaimer and enter the job board specific credentials (each job board will require different account details depending on their set-up)
3. Associate the job board to the appropriate posting profiles or groups.
4. After selecting Add and close, select if you wish to continue to My Job Boards to complete the set up of the job board.
5. Additional configurations available in My Job Boards include: updating/changing credentials, adding contract information in "Packs", and selecting job board availability for each posting profile.

Depending on the job board, the information requested from the customer can vary. For most of the job boards, all the configuration is set between Recruiting Posting and the Job Board. In this case, to trigger the activation, inform a name for the configuration (by default, the value "Customer @ Job Board" is set).

For some Job Boards (for example, LinkedIn), the user will need to enter credentials (login/ password). For some free Job Boards, no credentials are requested and entering a configuration name is enough to activate the Job Board. The activation of a Job Board can require some actions by the customer, by the Job Board, by Recruiting Posting, or by a combination of them. Note that fields that need to be completed in the configuration section might vary based on the specific Job Board requirements.

The types of the configuration include the following:

• Free Job Board configuration
• Paid Job Board configuration

1. Free Job Board Configuration: Adding a free job board is a simple configuration, requiring only the log-in credentials that a Job Board needs to identify an account. When adding a free job board, you will be asked to enter any job-board specific account credentials and then you can associate the job board to one or more Posting Profiles/Groups.
2. Paid Job Board Configuration: When adding a paid job board, you will be asked to enter the job board account credentials provided with your account and contract. You will need these credentials available before adding a paid job board. Once the job board-specific credentials are entered, you can then associate the paid job board to one or more Posting Profiles/Groups. The full configuration of the contract with the job board can be done in My Job Boards, which will allow you to set up your Job Board configuration(s), Job Board contract(s), and Posting Profiles individually, giving you more flexibility. In fact, for one Job Board, it is possible to have several configurations that are not assigned to all Posting Profiles. It is also true for the contracts.

   When working in the production environment, before adding the Job Board to list, make sure that you have the credentials for the Job Board available.

   Job Board has to be fully activated in order to post the jobs to it. Activation can take a few days. Administrator Tasks for Recruiting Posting.

   Free Job Boards can be added immediately; no contract is needed.

Some of the job boards provide a sandbox to test job posting from the Recruiting Posting Preview environment. These job boards have the Sandbox Available label displayed as shown in the figure.

The My Job Boards section contains all Job Boards that were added from the Job Market Place.

An Admin user can maintain Job Board settings as follows:

• Search through the Job Boards and update the Job Board details (associated Posting Profile or groups, update configuration or contract information).
• Add a new Job Board.
• Delete the Job Board: Active job postings associated with deleted Job Board will be available until the end of the posting duration period. Note that if a Job Board is deleted but some job postings are still active, the jobs will be posted until their expiry date and the user will not be able to repost it on this job board.

From the Manage my Job Boards area, a user can do the following:

• Associate Posting Profiles to a Job Board.
• Add or modify contracts and configurations for a Job Board.

Information is divided into the following tabs:

• Posting Profiles and Groups
• Credentials
• Packs
• Availability

Associating a Job Board to a Posting Profile (or a group) allows you to make the Job Board visible on the Job Board selection step. The options for Job Board availability when posting job are as follows:

• Default: The Job Board is available for the selected Posting Profiles. The user can decide whether the job should be posted to the Job Board or not.
• Preselected: When a Job Board is set as preselected, the job will be posted to the Job Board unless it is cleared when the job is being posted.
• Mandatory: The Job Board must be used for all postings for the selected Posting Profiles. It is not possible to clear this Job Board during the posting process.

Associating a Job Board configuration to a Posting Profile allows you to send job postings with the correct credentials to the Job Boards. It is mandatory to complete information in this tab as it confirms the link between the Job Board and the customer.

Users can associate a configuration to one or to multiple Posting Profiles. Additional Posting Profiles can be assigned from the Posting Profile and Groups sub tab if needed.

To complete in the Configuration Tab:

1. Select the Credentials Tab and click New Credential on the right side.
2. Enter Credentials.
3. Define the Posting Profiles who will be sharing these credentials.
4. Save your data.

You can check job board configuration status directly in the Credentials tab→Status. Please note that in the Preview/Testing environment the status will be still displayed as Correctly configured since no confirmation from job board will not happen.

Configurations are not editable as soon as they are fully validated. To assign additional Posting Profiles to a Job Board configuration, you should create a new configuration. A best practice is to assign the configuration at the level of the group when you create a new configuration. Then, any profile added to this group afterwards will inherit the configuration (assuming you may have additional Posting Profiles to create in your company organization).

Associating a pack (or contract) with several Posting Profiles allows a user to set rules of dispatch between these Posting Profiles. It is also possible to associate a contract to only one Posting Profile. The contract information is used to calculate the Job Board credit consumption and calculate the total posting cost of one job.

To create a new job board contract:

1. Select New Contract on the right-hand side.
2. Complete the information in the Contract Details tab.
   • Select the For a pack field if you have purchased a pack of job board credits from the job board. You should update information in this tab with the new purchased pack information and save the contract. It is recommended to enter a fixed value of credits into the field Credits.
   • Select Per Unit field if you consume freely credits and the Job Board charges you on a regular basis. In this case, define the Job Board credits unitary cost field as well. The number of credits should be set to "infinite" as you will be charged based on what you consumed.

   User can include additional details, such as contract information and other helpful notes, in a comments box while creating a job board pack. Comments, once added, are editable when user view the job board pack

3. Allocate job board credits between Posting Profiles.

   Use→bottom to drill down to the level of the groups or posting profile you wish to assign the job board credits.

   To assign job board credit, select Edit bottom and enter the number of credits that should be assigned to selected Posting Profile or Group. By setting "unlimited", your profile will use the Job Board credits as long as there are some available. Do not forget to save your data.

4. If there is any other job board that should be linked with this contract, you can associate it in the Associated Job Boards tab. Please note that this job board has to be already added to the My Job Board section.

It is highly recommended to complete information in this tab based on the information from contract with a Job Board. As it is not mandatory, if the information is not entered, this profile and the other profiles under one configuration will consume the Job Board credits without any restriction indefinitely.

In cases where the company has several contracts with a Job Board (for example, Job Boards in Europe and U.S.), billed in Euros and US dollars, both contracts need to be configured so credits can be calculated properly.

A user can maintain My School Job Board settings as follows:

• Authorize a specific Posting Profile or group to post jobs to the school Job Board: Choose Edit Set of Posting Profiles and select the Posting Profiles to be associated. Only users assigned to these Posting Profiles can post jobs on this Job Board.
• Delete a school Job Board: Choose Delete school on the top right action link.
• Add a school Job Board: The user will be redirected to the Job Board Market Place to add a school Job Board.

Recruiting posting capabilities have significantly increased the job requisition fields which pre-populate the job posting fields. Now, through the Job Posting Rules tile, object fields and new field types like salary, checkbox, and multiple choice are supported to auto-fill values.

It is also possible to concatenate several Job Requisition fields with + button and reorganize the display order when mapped in Recruiting Posting by using the up or down arrows.

By clicking Add fields and scrolling the list of available fields, you can associate the Recruiting Posting field with the Job Requisition field.

Recruiting Posting field type picklist can be associated only with job requisition picklist field type. In this case, you can define specific values that will be mapped by drilling to a lower level.