Greenhouse Recruiting's job approvals feature enables your organization to exercise greater control over when a job is Open for candidate recruitment and when users can start extending offers to candidates. We offer one-stage and two-stage job approvals to provide your organization varying degrees of control.
In this article, we will emphasize how to configure the second stage in a two-stage job approval flow which is an additional approval process governing the ability to generate an offer for a candidate.
* Number of approvers is dependent on how approvals is configured
To learn more about how to configure the first stage of the flow (approval to open a job for candidate recruitment), click here.
To enable two-stage job approvals for your organization, click the Configure icon in the upper right-hand corner and select Approvals from the left-hand panel.
Click Switch to 2-stage job approvals.
An additional job approval panel will appear so you can configure the second stage of the job approval process.
Add Approver(s) to Second Stage
From the Approvals page, navigate to the Official job approval panel and click Add Approval Step.
Click Add in subsequent dialog box to select users from the dropdown menu. Repeat as necessary to add multiple approvers to this step.
Note: Only the following users will populate in the approver list:
- Site Admin with user-specific permission Can see private notes, salary info, manage offers, and approve jobs/offers
- Job Admin with user-specific permission Can see private notes, salary info, manage offers, and approve jobs/offers on All Future Jobs.
Depending on how your organization decides to configure its approval flow, you can set how many approvers from the list need to approve a job before offers can be created. Use the Required dropdown menu at the top of the dialog box to select the required number of approvers. In the following example only 1 of 2 of our configured approvers need to approve a job before offers can be created for candidates.
Click Save when finished. This step will be added the second stage of the job approval flow.
Sequential Job Approval Steps in Second Stage
Sequential job approval steps refers to the order in which a job approval flow contacts your configured list of job approvers during the second stage.
Use Case: Your organization has decided that before any offers can be generated for candidates, the details of the job must be approved by a mid-level and senior member of your recruiting team. However, since you only want senior members to review pre-approved jobs you will want to create a sequential flow of steps so that the second stage of the job approval is sent to a mid-level team member first.
To create a sequential flow of required approvals across multiple users in the second stage, create at least 2 approval steps in the second stage.
Navigate to the dropdown menu inline with Official job approval and select In Order. Job approvals will only be sent down the list of approvers after it is approved by the preceding approver in the second stage. An arrow will illustrate the flow of required approvals in the flow.
Once the sequence of required approvals is finished, offers can be generated for candidates.
Non-sequential Job Approval Steps in Second Stage
Unlike sequential job approval steps, non-sequential steps contact all required approvals in the second stage simultaneously instead of navigating down an approval flow.
Use Case: Your team is divided into pods of recruiters and you want any senior member from each pod to approve the details of a job before offers can be generated. Your team does not care about the sequence in which approvals are sent out, only that one senior member from each pod approves the details of the job.
To create a non-sequential job approval process across multiple users, create at least 2 approval steps in the second stage.
Navigate to the dropdown menu inline with Official job approval and select All at once. All users selected to be approvers in the second stage will be emailed simultaneously. Offers can be generated when the required number of approvals is achieved from each step.
Job Approvers by Office and/or Department
Instead of configuring a singular two-stage job approval for your entire organization, you can configure two-stage job approvals by office or department.
Note: Any office and/or department not configured with an approval process will default to your organization's approval process.
To configure an approval process for a specific office and/or department, click Add Approval by office/department.
Use the provided dropdown menus to select an office and/or department. When finished, click Create.
Create an approval process for the selected office and/or department.
Note: Your organization can have different approval process types (one-stage and/or two-stage approval processes) for different offices/departments.
Re-trigger Second Stage Approvals
Any major changes to the job after the second stage approval is received will re-trigger the second stage of approvals again. Updates to Department, Openings, Custom Fields, etc. have to be made directly on the job’s Approvals tab and will trigger a new approval email to the second-stage approvers. This process ensures that the details of the job your organization is hiring for is always accurate and and aligned throughout the process.