Create a job and open it for applications

A job in the platform is the home for one open role: the job description, the candidate pipeline, the interviews, the offer. You create it, fill in the basics, then publish it to open applications.

Create a job

1. On the left hand sidebar, under Tools, click Recruitment.
2. Click to start a new job.
3. Fill in:
   • Title. The role title (e.g. “Senior Operations Coordinator”).
   • Description. The full job description. You can paste from a document, or use the AI ad generator after saving (see Generate a job ad with AI).
   • Employment type. Full time, part time, casual, or contractor.
   • Location. Where the role is based.
   • Hiring manager. The manager who’ll be running the recruitment for this role. Their permission scopes apply.
   • Salary (optional). Stored on the record but not always shown publicly.
4. Save. The job is created in draft state — visible to your team but not yet open for applications.

Publish to open applications

When you’re ready:

1. Open the draft job.
2. Click to publish.
3. The platform generates a unique application token and a public application URL (e.g. app.yourhrtoolkit.com/apply/abc123def456).
4. Share that URL: post it on your careers page, LinkedIn, Seek, wherever you advertise.

Anyone who lands on the application URL can apply without needing a platform account.

What candidates fill in

The standard application form captures:

• Full name and contact details
• Resume (uploaded as PDF or Word)
• Cover letter (optional)
• Custom questions you’ve configured for this job

Each application creates a candidate record on your job’s pipeline. You get a notification.

Job permissions

If you’re a hiring manager, you’ll see only the jobs where you’re listed as the hiring manager. The HR admin sees all jobs across the organisation.

This means you can run a confidential exec search without the rest of the management team seeing it: just don’t add other managers to the job’s permissions.

Pause or close a job

A published job can be:

• Paused. Stops accepting new applications, but the existing pipeline is still active. Useful when you’ve found enough strong candidates.
• Closed. Marks the job as filled or withdrawn. The pipeline stops receiving new candidates. You can still browse historical candidates for this role.

Closing a job is a one-way action; if you reopen later, it’s typically cleanest to clone the old job into a new draft.

Cloning a job

If you regularly recruit similar roles, clone an existing job to start a new one with the same description, custom questions, and template configuration. Saves rebuilding the same form every time.