Here, you will find general information on how to create and publish a job ad in RecMan.
Creating a job post
RecMan has a function of creating job posts that is both user-friendly and efficient. The system lets you fill out your job post with information and publish it to the RecMan career page and several other external websites and platforms, all on a single screen.
A job post may also be created based on an existing job post template or by making a copy of a previous job ad.
In this user guide, we will take you through the steps of making a job post, updating it, publishing it and resolving common issues you may encounter during the process.
Getting started
There are several ways to create a new Job post:
1. Go to the Plus button in the top left corner and click Job post.
2. Access the Job posts module and click the Create job post button on the right side of the screen.
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3. In the recruitment module, open your project and in the Overview tab, select the + button next to Job posts.
Clicking Create job post will bring you to the New job post page, which has 2 required fields marked with *.
- Job post name: The job post name can include the job title, but can also be an appeal to the applicant's field of interest.
- Connect to project: You have to connect the job post to a project. All job posts in RecMan must be linked to a project to have a connection with a customer or your company internally.
To select the project, start typing its name in the field. Afterward, the system will connect the department to which this project belongs. Applications for the position will be automatically associated with the chosen department.
Note
Each department can have different permissions for where the job post can be published. If an external portal is missing, it may be because it is not enabled for the selected department in the Job posting settings. If this is the case, you need to contact your system administrator.
Steps
On the right side of the screen, you will see all the steps for creating a job post. Each step will be described below.
General information
- Job post name
- Job title
- Sector: Which job sector the position is available for. Selection between Private, Public, Organisations, Cooperative and Franchise / Self-employed.
- Job type: Type of employment. Selection between Permanent, Temporary, Fixed contract, Project, Trainee, Seasonal and Self-employed.
- Number of positions*: How many positions do you wish to fill.
- End date*: The end date is the date when the job post becomes expired, meaning that candidates may no longer apply.
- Duration: How many days the job post should be active. The default duration is set to 30 days.
- Show the end date on the Candidate page: This is a toggle if you want to display the end date when publishing. When hiding the end date, you are given the option to add an application deadline instead.
- Application deadline: This can be either a date (e.g., 31.12.2024) or text (e.g., “ASAP”).
- Coworkers: You can add several co-workers to be associated with the job post, where associated co-workers will get notifications when you get new applicants, and when the job post is about to expire.
- Contacts: You can add contacts to be visible contact persons when publishing the job post. When adding contacts, you can either add co-workers from the system or add contact persons from your CRM by typing in their name. The information they have will be fetched from their profile, but you can always add or edit the information before publishing to make it as presentable as you would like.
- Locations: They are not mandatory, but advisable to enter as it affects the location-filtering on the career page, making it easier for candidates to find job posts suitable for them.
- Employment information: Salary information, Employment type (Full time, Part time, Shifts/Turns), Work location (From office, Hybrid, Remote).
Company information
The “company” in this field refers to the company information you want to show when publishing the job post. For this reason, you can select to show your customers company information by selecting Get from company, or show your own information by selecting Get from department. By using your own information, you can let your customer stay anonymous throughout the process without referring to their name and business, but because you linked the job post to a project to begin with, the system will still know who the ad belongs to internally.
- Get from company: Retrieves information from the company in RecMan.
- Get from department: Retrieves information from the department in RecMan.
- Company name* is mandatory, but can be edited as you see fit.
- Workplace: Indicate the location of the future workplace.
- Company description: This field will appear first in the ad.
- Social media: The customer's social media addresses.
By creating new companies in CRM and adding a description, social media hyperlinks and uploading a logo, this is all information that can be fetched automatically when creating new job posts on behalf of customers.
Note
Make sure the social media links follow the standards from the example, as some external portals have standards that need to be met.
Job description
This is a rich text editor that allows you to create and format content with features like bolding, italicizing, inserting images, lists, links, templates and mscripts, editing HTML code and using RecMan AI.
Note
Formatting will only appear on the pages RecMan manages, not external portals.
Tip
When writing emails in the text field, don't use the @ sign, but write it as example(at)corporation.com. This will ensure that the job posts look the same on all external portals.
Media
Select the image to be used as the cover image for the job post. The maximum file size is 18 MB.
You can add more images, video links and attachments. You can upload multiple files simultaneously from a device or RecMan files. You should paste the video URL directly from the browser. Short URLs or URLs that have additional information (e.g., & Featured=youtu.be) will not work.
Metadata for the social media section appears if you activate Social Media Campaign in the Distribution step.
- Title: This is the heading of a Social Media post and is the text that will be shown in the title of the post when published.
- Description: Short description of the job. This field is not shown on all portals.
- Picture: Picture formats of 1200x630 or 630x630 are two good standards for the job post. For posting on multiple portals, it may be wise to use the format of 1200x630 pixels so the picture isn’t too tall. For better optimization, or if you want another format, it is recommended to use the specific portal’s image specification/guideline.
Search options
- Industry: Define what kind of industry or branch the job post is related to. You can also add an alternative one.
- Target location: Set a location that is going to be an option in filters on the career page.
- Keywords: Add keywords to make the ad more visible to browsing candidates. To add a new keyword, type the word into the box and press Enter. To remove a word you added, click on the blue circle with an x behind the word.
- Attributes: You can add candidate attributes to the job post that the candidate can respond to when applying. This may include certification questions for a Health Employee ad, vehicle certificates, etc.. These specific attributes can later be found in the candidate’s profile and filtered for in the candidate database later on. Read more about attributes by clicking here.
- External application link: By using this function, applicants will be sent to the link provided below when clicking \'apply here\'. Use it if the customer wishes that applicants apply via their own website. The use of this feature means that applicants do not register in RecMan, but are instead sent to an external portal / search management tool. In other words, the candidates will not be added to the candidate base.
Actions
Here, you can configure the confirmation email template that will be sent out to new applicants. This email template can be changed in the corporation settings by a system administrator.
Screening
The system has the option to set prescreening questions to help set expectations and reduce applications lacking the necessary qualifications asked for in the job post.
By adding a prescreening question, you fill out the question and select what is the correct answer. When setting a prescreening question, answering it correctly will be required in order to apply. You also add a response when the candidate selects the wrong answer, giving them a response on why this might be a necessary skill to have for the job.
You can also select required fields that the candidate must fill out in order to complete their application. You can use mandatory fields to make sure you get all the necessary information from applicants. Keep in mind that candidates who do not complete their application won’t be sent a confirmation email, and that they will appear in the application overview with a red triangle (indicating that they are missing required fields).
Distribution
Determine where you want the ad to be published.
- Candidate page: Activate it to publish the job post on the career page.
- Publish for employees only: Selecting this option will make the job post visible only to internal employees.
- Social media campaign: Allows publishing job ads on social media. Read more about Social Media Campaigns.
- External portals: Publish on external job post portals. To enable them, contact your System Administrator to activate in Marketplace or System settings.
Tip
You can actually save your job post without selecting an option for publishing, whether it’s the RecMan career page or any external portals. By just saving the job post, the job ad will be saved in RecMan and can even be forwarded to candidates using its URL. By publishing it to the career page, that’s when you make the job ad visible to candidates visiting your job ad overview.
When you feel ready to publish, you can easily edit the job post, select where it should be published, and lastly, click save.
Link to portals
If you make changes after posting, e.g., change title, it will not be updated if you post the same link again. It happens because most portals cache (save) the information in the first link. To update this information, you have to add a tail to the URL before posting again.
For example, the original ad link you posted on LinkedIn:
https://apply.recman.no/job_post.php?id=337922&sub_id=3&path=linkedin
But then you make changes to the title or picture. You have to add a tail before creating a new post and post the link again.
A tail can look like this “&123”:
https://apply.recman.no/job_post.php?id=337922&sub_id=3&path=linkedin&123
Finalizing the job post
After you have completed and reviewed your ad and ensured that all required fields are filled out, you can preview and create the ad. These buttons are in the upper right corner.
If your ad is not complete, you will see in the steps what is missing.
Returning to the job post overview after creating a new job post
After creating the job post, you will return to the job post overview, where you can view all the job posts available to you. Should you want to see more ads or to restrict the view to a specific user or department, use the filters on the left. Next to each post, you can see tags showing where it is published. No tags mean that the ad is just saved, not published.
Under the ad, you can also see the name of the customer/company the ad belongs to and which project it is linked to.
Note
To end a post, do not unpublish the ad on the external ad portal. To unpublish your post before it expires, you must first edit the ad, tick away the publishing channels and then save it. After that, archive the ad.
Warning
The job post will remain published to the external portals if you archive or delete the post before the end date. To unpublish the job post, you can either change the end date or edit the job post and remove the publishing options before saving again.
The column shows how many times your ad has been viewed, how many applicants there are for the position, how many are untreated, in your recruitment pipeline, how many have been declined, and how many have been marked as hired. In addition, you can see whether it has someone who has submitted applications since you last were in the application database.
To go to the applicants for the position, simply click on Applicants. The same for seeing hired candidates, the ones in the pipeline, declined or pending. To view statistics on your ad, simply click on the drop-down arrow to the right.
Expiring posts
If your ad expires within a week, you will be notified by a yellow date of expiration.
Change an already published job post
After an advertisement is stored and published to one or more portals, it can still be edited. You can also choose to change where the post is published, adding portals and removing them.
- Choose Edit after clicking the three-dot button on the job ad.
- Make adjustments to your texts/content, etc.
- Check the portals that should remain active. You can choose to remove a single portal, even if it has already been published.
- Then press the button in the upper right corner, Save changes.
The ad will now be updated, and a small bar will appear in the job post overview, giving you a summary of which portals were updated.
Note
If you want to take down an ad, do not delete it. Take it away from portals and place it in the archive. Should it be deleted while it is active on the portals, you risk that it will remain there.