Best Practices: Manage Evergreen Roles in Greenhouse

If you have job requisitions that always remain open, it is important to follow these best practices so you can collect accurate data and report on the roles in a consistent manner.

For your convenience, we've included a downloadable PDF of this article.

 

Make sure the number of openings is kept up to date

When you first create the role, make sure to enter the current number of openings you are hiring for. If this number increases, update it!If you plan the headcount monthly, quarterly, or annually, make sure to come back and update the number of openings any time the new headcount is approved.

If it is a role that you always have carte blanche to hire for, leave the number of openings at 1, but keep the role open anytime you make a hire. 

 

Use Opening IDs to track each unique opening within the job. While the title of the job stays the same, having an alphanumeric ID will make reporting and goal setting easier.

You can either generate the IDs with the “Generate IDs” button if you want to keep the IDs a numeric sequence or type them yourself if you have a different structure.

 

Mark each relevant candidate as Hired and keep the job open if it is the last opening.

Every time you make a hire you should be marking this candidate as Hired in Greenhouse. When you hire against the last opening for the evergreen role, you’ll be given the option to keep the job open. Select Yes to automatically add a new opening to the job.

Doing this consistently is essential for accurate time to hire data, as time to hire is calculated from the open date of a job opening. Once you mark the candidate as Hired, the close date will be captured for one opening and the new open date will be used to start tracking time to hire for the next opening.

 

If the role is ever On Hold, make sure to close the job in Greenhouse. You can reopen the job when you are hiring again.

Close the job by modifying the status on the Job Info page, and be sure to choose On Hold as the Close Reason.

 

Check the details of openings and time On Hold by clicking Edit Details under Job Info.

When you click Edit Details, you will be able to see and adjust all of the open dates for previous openings and when the job was put On Hold.

 

Leverage reports to track metrics for each opening.

If you’ve followed all of these tips, you are now ready to report on your evergreen roles. There are a few reports that will be most helpful.

Job Status: View each opening for the role and all of the details of when it was opened and closed.

Offer Details: See all of the offers extended over time for your evergreen roles, with each of the offer details.

Time to Hire per Job: Report on the days from open date to hire for each opening.

Hiring Speed per Candidate: Measure how quickly you were able move each candidate from application to offer. This will be a much more reliable recruiting metric if you are continuously hiring.

 

Frequently Asked Questions

  1. How do evergreen roles affect time to hire?

Time to hire is calculated off of the open date for each opening. As long as you are creating a new opening every time you get approved for additional headcount or make a hire, the time to hire will count the total number of days from opening date to hire for each unique opening. This is why it is important to always mark candidates as Hired and to make sure to update headcount when you start the search for additional hires. You can always retroactively update the open date for an opening by going to Job Setup > Job Info > Edit Details.

  1. Should I open a new job every time I make a hire for an evergreen role?

No, you should just be creating a new opening within the same requisition. This will allow you to keep your data a lot more organized and reportable in Greenhouse.

  1. What if we pause hiring on the role?

If you pause hiring, close the job and select the On Hold close reason. Then, as soon as you are ready to start hiring again change the status back to Open. This will allow you to keep track of when you put the job On Hold and the duration. It will also make sure that time to hire does not include time when the job was not actually open.

  1. How do I track headcount if the number of approved openings changes every quarter?

When the new headcount is approved, go to the Job Info section of the job and update the number of openings. For tracking purposes, make the open date for the openings the first date of that quarter, or whenever the new headcount was allocated. Then, you will be able to track time to fill for each opening accurately and for each quarter accurately.

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