Follow these 5 steps when getting started with Hiring Plan.
- Step 1: Give people the right access
- Step 2: Set standards for each requisition
- Step 3: Create requisitions
- Step 4: Open requisition(s) and publish job
- Step 5: Report and plan strategy
Additional information is available on our Help Center.
Step 1: Give people the right access
Lots of people will have a stake in your requisition process. Level of access will vary according to position. Setting this up at a user level means the appropriate actions are automatically assigned to relevant users for every new requisition.
Go to your Account Members settings and choose one of these access types for relevant users*:
A. Permission = All Access | Role = Super Admin
Best for: senior execs, HR leads and finance teams who need ALL account and requisition details.
B. Permission = Standard Access | Role = Recruiting Admin
Best for: recruiting/HR staff who will publish jobs and create, open and manage requisitions.
C. Permission = Standard Access | Role = Hiring Manager
Best for: hiring managers who create and fill requisitions for their department.
When adding Standard Access users, we recommend assigning one or more roles based on department and location.
(*These reflect the main user types in the requisition process. Other options are available. View a more in-depth guide to Hiring Plan user permissions.)
Here, a Standard Access user who will manage requisitions for Engineering and Operations departments in the US is added as a Recruiting Admin.
Step 2: Set standards for each requisition
Define the detail
Capturing rich, standardized data for every req leads to powerful, end-to-end reporting. It also makes it easier for requisitions to be approved.
Click your user icon, go to your Hiring Plan settings and turn on the optional fields you want filled in during req creation. You can create your own fields too.
Establish approval workflow
Without approval, requisitions can’t progress. Eliminate bottlenecks by assigning named approvers—or groups of approvers—to review requisition details and provide sign-off.
From your Hiring Plan settings page, choose:
- a default workflow to assign one or more approvers to all reqs, or
- custom workflows to assign approvers according to departments and/or locations
Step 3: Create requisitions
Requisitions need to be created and linked to a job to be included in your hiring plan. You can create requisitions for jobs you’re currently hiring for and for future roles. Including future reqs will help to pin down approval early on so you can get moving fast to advertise and hire when the time’s right. It also helps with financial forecasting.
Go to the Hiring Plan tab on your Jobs dashboard and select ‘Create a new requisition’. You’ll then be prompted to associate your requisition with a job.
Link to Job
Already got the job setup in Workable? Select ‘Link to an existing job’ and choose from the dropdown.
Need to create a job in Workable? Select ‘Use a new job’ and type in a job title (this creates a draft job, which can be edited and published at a later stage as soon as your req’s approved).
Remember! One job can have many requisitions (for example, you might be hiring 4 people for the same role). If so, one req must be created for each opening, all attached to the same job. This ensures reporting is accurate.
Add the Detail
The person creating the requisition needs to add in the associated details (Requisition Owner, salary range, start date, etc.) using the ‘Add details’ button and submit the req for approval.
The Requisition Owner will be the person responsible for ‘opening’ the req and posting the job (one of the Super or Recruiting Admins set up in Step 1).
Step 4: Open requisition(s) and publish job
When you’re ready to start the recruitment process, the requisition needs to be opened so that 'time to fill' can be accurately tracked.
The Requisition Owner goes to the Hiring Plan dashboard and opens the requisition by clicking the settings cog. This indicates that recruitment has begun. If you plan to advertise publicly for the job, this is the best time to publish the job as well.
The Hiring Team should follow the recruiting process as normal, interviewing and assessing candidates.
A requisition is officially filled when a candidate moves from the ‘Offer’ pipeline stage to ‘Hired’. When updating this status, you’ll be prompted to enter the agreed salary and start date. This confirmed data feeds back into your reporting dashboard.
Step 5: Report and plan strategy
Reporting on past and present plans makes it easier to plan and action future strategy. Sharing data also promotes better engagement and strategic support from stakeholders.
Go to Reports and select ‘Hiring Plan’ or ‘Hiring Performance’.
Choose Hiring Performance for a detailed, departmental breakdown.
Best for: tracking budget and hiring goals.
Choose Hiring Plan to report on individual reqs or customized requisition details.
Best for: budget forecasting.
For more in-depth details on Hiring Plan features outlined above, check out our additional guides.