How to add a Job in Vincere? 🤔
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⭕ Quick Add
To add and create new jobs in Vincere, simply click on the (+) Quick Add button located in the top right corner of your screen, it will allow you to add and create new jobs.
Click and drag a file to upload the Job description of a job.
(Upload only doc, docx, pdf, rtf, xls, xlsx, html, htm, msg, mht)
You have the option to edit each tab to update the information as needed.
📌 There is a setting for Quick Add in Admin settings that allows Admin users to control the display of active vs. inactive companies when creating new jobs in Vincere, helping reduce errors and streamline job-adding workflows.
🎯 Feature Overview
Admin Settings:
By default, both active and inactive companies are shown in the Company dropdown during job creation.
Admin users can enable this feature in Admin Settings to display only active companies in job creation fields.
👉 Definitions:
Active companies: Companies marked with an "active" status.
Inactive companies: Companies labeled as "passive," "do not contact," "blocklisted," or other custom inactive statuses set by admin users.
📌 When Enabled (Setting Toggled ON)
1. Company Dropdown: Only active companies will appear in the Company field during job creation (via Quick Add).
2. Job Creation Restrictions: Users will be unable to:
Create new jobs from a Contact Record if the associated company is inactive.
Use the Copy Job feature with inactive companies.
Add jobs linked to inactive companies through the Data Import CSV Tool.
📌 When Disabled (Setting Toggled OFF)
1. Company Dropdown: Both active and inactive companies appear in the Company field dropdown during job creation.
2. Job Creation Flexibility: Users can:
Create jobs from Contact Records, use the Copy Job feature, and import jobs via CSV, regardless of company status.
🤩 Benefits of This Feature
Simplifies the job creation process by reducing the risk of selecting inactive companies.
Ensures that only active companies are used in job assignments, minimizing errors and avoiding unnecessary manual updates.
⭕ Job Description
After opening the new job window, one of the first actions you can take is attaching a file, typically a job description. This file can be easily sent via email to candidates who are shortlisted for the job later on.
For details on how to utilize AI Generator for creating Job Descriptions and Job Advertisements for Public Job Description please refer to these articles:
👉 When you use the Copy Job function, you can directly copy a Job record that is already inside the system: the only detail about the Job that you can change from the new Job form is the name of the Job.
📌 For example, the compensation information of the Job, and the Company and Contact that the Job is connected to, will be the same. You can edit this information once the copied Job is created.
⭕ Job Type
After uploading the job file, the next step is to select the Job Type. In our V19.8 release, we've introduced the option to customize your quick add screen based on the job type.
👉 For details on configuring this feature, refer to our help article here.
📋 Note: You will only be able to select the job types assigned to your user profile in your Brand.
⭕ Company and Contact
All Jobs must be attached to both a Company and a Contact, and must also have a name.
As you enter the name of the Company, Vincere will give you a drop-down list of Companies inside your system that matches the name of the Company that you are entering, in the Company name field.
📌 If the Company is not inside the system yet, by creating the Job, you will be creating a new Company record. This works in the same way when selecting the Contact to attach the Job to after clicking the Contact name field, you will see a drop-down list of all the Contacts who are working for the Company that you have selected.
If the Contact is not yet inside the system, by creating the Job, you will also create a new Contact at the Company.
To select a company record, you can type a few letters and a list of companies will appear, and you can select from the list, or you can click the + button to create a new company
👉 Once you have a company, you would need to select an existing contact linked to that company or click (+) to create a new one.
⭕ Job Title
In the Job Title field, similar to the Company and Contact fields, you'll see a list of existing jobs in your system that match the name you're entering. This helps prevent duplicate job entries in the system.
⭕ Job Address
In the Job Address field, you can search for locations linked to the company's address by default. If you need to enter a different address for the job (such as a different office or a location not yet in the system), click the + button to add the new address.
👉 Once you save the job, the address you've entered will be added as a new address for the company.
🔥 PRO TIP: Make sure you Google Geotag this Location too, so you can use Radius search later via the Vincere search function. Check out here to Geotag here
Next, you can start to tag your new Job correctly. Easily add in any relevant Industries, Functional Expertise, and Sub-functional Expertise - and you can easily search these too using Vincere Search. You can add more than 1 'tag' in completely different disciplines.
⭕ Job Owner
The next field is the Job owner field. By default, this will be the person who creates the Job, but multiple owners can be added to the same Job and the Job creator does not need to be one of these owners. If you delete the primary job owners
The Job owner is the person to whom the Job’s forecast will be allocated and will be the person who receives a notification of an application for the Job from an external source.
🔔 The 'Notify Users' field allows you to send a notification to other Vincere users that the Job has been created. A user who is tagged in this field will receive a system notification telling them that the Job has been created – this is one of the many ways in which Vincere can enhance and speed up internal communication.
Finally, you can also add rating questions to a Job. Once you have shortlisted Candidates for a Job, you can rate them against the competencies that you have added in the new Job form – this can help you work out which Candidates are strongest for a Job and should be sent to your client.
⭕ Shortlist Candidates
You can also Shortlist candidates in the Quick Add Job screen by typing in the name and selecting the candidate you want to shortlist.
Before creating the Job, you can even shortlist Candidates directly for the Job so that they are ready to action immediately after you save the role (a real time saver!).
If you do this, you will be taken into the Advanced Search portal for Candidates, where you can immediately drill down and find potentially suitable Candidates for the role. After finding these Candidates, select them and press ‘Shortlist to Job.’ These Candidates will now be in the shortlisted stage after you save the Job.
If you missed any mandatory fields, your screen will move to the section where you might have missed a mandatory field:
After finalizing these details, you can click Save or Save and View, which will bring you to the Job you have just created.
Happy Recruitment #TheVinnyWay🤩