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Best Practices: Template Job

As the name implies, a template job is a template that includes the key components for most of the jobs that you will open. Once a template job is created you can easily copy the template when creating new job openings. This streamlines the job creation process since you do not have to enter repetitive information such as desired candidate attributes or common interview questions. In this article, we will cover how to create and configure a template job, and how to copy from that template when creating subsequent jobs.  

 

Create Template Job

There isn't a unique process to create a template job; it is created the same way a job you are actively hiring for is created. Also, there isn't a special setting that marks a job as a template; instead, name the template job something recognizable that will indicate the job as a template for other jobs. 

To create a template job, navigate to the Add icon in the upper right-hand corner and click Create a Job from the dropdown menu. 

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When you reach the moment in the job creation process to provide an Internal job name, be sure to name the template something recognizable that will allow your teams to understand the template job's purpose.

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The number of templates you create will depend on the size of your organization and the differences between pipelines per department. If each department or Hiring Manager has a unique component to each interview, it may be worth creating a template just for those instances.  

We have found it useful for organizations to create a Template Department to house these template jobs (Screen_Shot_2018-05-24_at_5.31.51_PM.png >Organization>Departments>+New Department). When creating a template job, assign the Department to this Template Department.

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This allows your organization to easily filter out these templates when running reports.

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Configure Template Job

Regardless of how many template jobs your organization creates, every template should include basic information that is captured for every job. Below are some considerations to make when creating the template job:

Job Info:

  • Internal job name: A name indicating that the job is a template job (you will want to provide additional detail if you have multiple templates)
  • Department: Add the template to your Templates Department
  • Custom Fields: Enter in any information that you want to pre-populate
  • Optional Information for Interviews: If you would like to add more context regarding the template, or information about the format for other others to follow, enter it here.  

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Scorecard:

  • Add categories that are relevant for all jobs such as:
    • Requirements (e.g. "Fits our Salary Range" or "Based Locally")
    • Company Attributes
    • Department Attributes
  • Add example characteristics to help your team brainstorm skills they should include

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Interview Plan:

  • Define a basic interview pipeline with stages that all jobs will most likely include (e.g. Application Review, Phone Screen, Face to Face, Offer)
  • Customize the Interview Kits for interviews that will happen across all jobs
    • Phone Screen: Add custom questions (questions that will be asked by the interviewer) and select focus attributes for topics that are covered on all phone screens (e.g. tell me about yourself, desired salary range, and availability to begin work)
    • Culture Fit: Add custom questions and select focus attributes for the traits that represent your company culture
    • Other Interviews: If you have any interviews with standard questions and criteria that you're evaluating, add them to the interview kit

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Hiring Team:

  • Grant Job Admin permission to all users that should have access to copy the template to create a new Job

Job Post:

  • Description: If there is consistent messaging about your company, benefits, or other information, include it in the description box.
  • How Candidates Apply For This Job: Select Optional or Required on all basic information fields, and add custom questions that should appear on all applications.
  • Settings: Determine standard settings.

Once you have configured all the steps in the job creation process, click Finish. Your template job will be saved as a Draft and can be copied when creating new jobs in the future.

 

Copy from Template Job

With a template job created, create a new job by navigating to the Add icon in the upper right-hand corner and clicking Create a Job from the dropdown menu. 

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From the subsequent page, select Start from a copy of an existing job.

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Use the filter panel from the next page to search for your template.

From the Status dropdown menu, select Any Status. Additionally, if you have assigned the template job to a Templates Department, simply use the Departments filter to isolate all template jobs. 

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From the populated list, select your template job and use it as a base to create a new job you are actively hiring for.