Creating and managing requisitions

In this article, learn how to create and associate requisitions with jobs you need to fill. Also, learn how to manage existing requisitions in your account. 

To create a requisition (or a group of requisitions):

1. Select the Hiring Plan tab on the Jobs dashboard
2. Click Create a new requisition in the upper right
3. Follow the three-step wizard to complete all necessary details

You'll need individual requisitions for each individual candidate you plan to hire, and a requisition must always be associated with a job.

If you are not ready to officially create a requisition, you can add it as a draft by clicking the 'Add a Draft Requisition' at the bottom of the requisitions list to store basic details about a requisition. This can include requisition code, title, department, location, and plan date.

Return to the Hiring Plan dashboard anytime to complete the draft and officially create the requisition.

💡 See the differences between a job and a requisition

Take the product tour on how to create a new requisition. Click the blinking blue beacon to advance to the next step.

Associating a requisition with a job

Once you create a new requisition, you have the ability to either create and use a brand new job or link to an existing job. Be very cautious to select the correct option based on your needs. 

Use a new job

Once you select to use a new job upon creating a requisition, you will be prompted to fill in the job title and then proceed with the rest of the requisition details. A Draft job will automatically be created, which you can edit and publish at your convenience.

Link to an existing job

If you choose to associate with an existing job, a dropdown menu will appear listing the jobs that you have access to, grouped by their status (Active, Draft, Archived). 

• For Super Admins, all jobs
• For Recruiting Admins and Hiring Managers, jobs they are on the hiring team for or jobs in their department/location

Filling in the requisition form

After defining the job, add the requisition details. Along with the requisition code, job title and department (that are prefilled from the job and greyed out), there are a few other default requisition fields, including:

• Headcount: if you are hiring 5 people for the same job with the same requisition details, set the headcount to 5
• Requisition location: refers to the legal entity's location for remote jobs and the specific office location for on-site/hybrid jobs. You can set this location as the job's location or choose a different one altogether. When edited, it always triggers re-approval.
  
• Hiring Manager: the hiring decision-maker, the person that the new hire will report to
• Requisition Owner: the person responsible for finding the right candidate
• Plan Date: the month when the hired candidate is planned to start
• Reason: reason for requesting additional staff 
  • New Hire
  • Replacement: replacing someone who left the company
  • Backfill: filling the position of someone who moved internally

Next, fill in any extra requisition fields you've included in your requisition forms (from your requisition settings). Click the 'Review requisition' button when you're ready to proceed.

Reviewing and sending the requisition

For the last step, review the details you just entered and initiate the approval workflow. If everything is correct, click 'Send Requisition for Approval'.

The requisition details will be sent to each approval group in order. In the above example, the approval request will be first sent to Natalie. When Natalie approves, it will be sent to Eduardo, and so on.

If you have custom approval workflows, the one that best matches the requisitions department and location will be selected. If there is no match for the department and location, the default workflow will be selected. Learn how to set up and edit approval workflows. 

If all groups approve the requisition, the requisition creator, Requisition Owner, and Hiring Manager are notified immediately.

If the requisition is not approved, the requisition creator, Requisition Owner and Hiring Manager are notified and can update the details of the requisition from the Hiring Plan tab. The requisition details can then be sent out again for approval.

Managing requisitions

Open requisitions

After the requisition is created and approved, an Admin or Requisition Owner needs to open it in order to indicate that it is actively being worked on and hiring has commenced.

Important: If you don't open a requisition, it will not be available for usage when moving a candidate to the Hired stage. 

1. Navigate to the Hiring Plan dashboard
2. Click the three dots at the right of the requisition you wish to open to reveal the options
3. Click on Open requisition to change its status

Clone requisitions

If you need to hire someone for a similar position again, you can simply clone an existing requisition. This will save you the time and effort of entering all the requisition details from the beginning.

To clone a requisition, locate the requisition in the dashboard and click the three dots to the right. Select Clone Requisition.

A form will appear where you can review and edit the requisition details. Proceed through the review and send the requisition for approval when ready.

Important: When you clone a requisition, it's linked to the original job; if this job is archived, you can either create a new requisition from scratch or contact us to change the associated job with an active one. 

Edit requisitions

If you've entered the wrong information when creating a requisition, or something has changed and you need to update it, you can click the three dots and select Edit Requisition.

If you edit a field that requires reapproval (e.g. salary budget changes might be marked to require approval), then the req's approval workflow will initiate. The approvers will receive an email and inbox item that enables them to see the fields that have been edited as well as what was the previous value. The change will only be finalized once the approval workflow is complete.

Edits to fields that do not require reapproval can be made at any time.

Please note that some fields, such as the job title, department, and code, are not editable in the requisition. If you need to change those values, contact us for assistance. 

Note: Filled requisitions cannot be edited. Please contact support if you need to adjust such requisitions.

Put requisitions on hold

You can put a requisition on hold if you pause your hiring for a while. Only Super Admins or Requisition Owners can put open requisitions on hold. To put a requisition on hold, click on the three dots menu and select Put requisition on hold from the list of options. 

You can still view, clone, cancel, delete, and resume a requisition that is put on hold. To re-open the requisition later on, follow the same process, this time selecting Resume requisition. 

Delete requisitions

If something has changed, and you need to adjust your Hiring plan and delete a requisition, you can do so by clicking the three dots menu as above and selecting Delete Requisition.

Note: Filled requisitions cannot be deleted. If you have marked a requisition as filled by mistake, please contact support to help you correct the issue.

Troubleshooting & FAQs

Why are some requisition Hiring Managers missing from the dropdown list?

If one or more Hiring managers/Requisition owners are not showing up under the dropdown list, click here for more insights. 

Can I update an approval workflow after the req has been sent for approval?

In case there is an urgent need to change an approval workflow and re-trigger it while a requisition is still pending approval follow the steps outlined here.