Create and manage vacancies

Vacancies live under Recruitment in the main menu. You see it if you're HR, have the Recruitment admin capability, can raise vacancies as a people manager, or have been added to a hiring team.

Who sees what

HR and recruitment admins see every vacancy, approve hiring requests and open them.
Hiring managers see and edit the vacancies they own.
Recruiters can help edit the vacancy, team and advert.
Interviewers can see the vacancy but can't change it.

Pay ranges and internal notes are only shown to HR, recruitment admins and the hiring manager.

The steps

Draft. Choose New vacancy, fill in the role (title, department, location, work arrangement, employment type, openings, dates) and an optional pay range.
Submit for approval. The role details are locked while it waits.
Approve. HR or a recruitment admin checks the role, openings and pay, then approves it or returns it to draft. Approving the hiring intent doesn't publish anything.
Open. Opening starts taking applications and saves a snapshot of the advert as a new published version.
Pause or close. Pausing stops new applications without losing anything. When every opening is filled you'll be prompted to close it. Closed vacancies can be archived.

Drafts with no applications can be deleted.

Applicants

The Applicants tab shows everyone who has applied, as a board (one column per stage) or a list. The board opens centred on the furthest stage that has an applicant in it. Arrow buttons and a soft fade appear on any side with more stages to scroll to.

Add applicant records someone who applied by email, referral or an agency. It's available once the vacancy is approved or open. If the name or email matches someone already in your candidates, you're asked whether to use that person so their history stays together.
Move between stages by dragging a card to another column, or with the ⋯ menu on the card. Every move is recorded in the applicant's history.
Select several with the checkboxes to move, tag or mark them unsuccessful together. Dragging a selected card moves the whole selection.
Not reviewed appears on applicants nobody has opened or moved within your organisation's review window (3 days unless changed). New means not yet reviewed but still inside it.
Outcomes. Confirm hire, Mark unsuccessful or Mark withdrawn closes the application. Unsuccessful and withdrawn need an internal reason and a note on whether the candidate still needs to be told. A hire can't go past the number of openings. Closed applications are under Closed and can be reopened from the card menu with a reason.

Interviewers can see the board but can't move or change applicants.

An applicant's profile

Select an applicant's name to open their profile. From there you can:

Read the application first. The Application card sits above the scorecard, with a button to open the CV (and any other document) and a collapsible section for the cover letter and screening answers, so you can rate on the evidence without leaving the page.
Score them. Rate each scorecard criterion from 1 (no evidence) to 4 (strong evidence), add the evidence you saw, choose a recommendation and submit. Every essential criterion needs a rating. You can save a draft first, but submitted scorecards can't be changed.
See what others thought. Other people's scorecards stay hidden until you've submitted your own, so your view isn't influenced. HR and recruitment admins can always see them.
Comment. Comments are visible to the hiring team. Pick people under Notify to send them a notification.
Request feedback. Ask people on the hiring team for a scorecard, with an optional due date. The request closes when they submit.
Keep documents. Upload a CV, cover letter or other files (up to 20 MB). Documents on closed vacancies are kept for your records.
Check the history. Activity shows every stage move, outcome and reopening, with who did it and why. Other applications by the same person are shown alongside. If the candidate may already be in your records (same email, name or a real phone number), a collapsed possible duplicates line appears under their details; open it to review. It isn't shown when there's nothing to check.

AI review

If your admin has turned on candidate AI, people who can manage an application see an AI review panel on the profile. Choose Review with AI and it reads the application answers and any scanned CV or cover letter (PDF, Word or text), then shows:

a short factual summary of what the application says
for each scorecard criterion, whether it's Stated, Partly stated or Not stated, with exact quotes and the document each came from
things that aren't covered or are worth confirming
suggested interview questions you can copy
suggested tags from your organisation's tag list, which you add yourself with Add

It never scores, ranks, recommends or rejects anyone. Quotes are checked word for word against the documents, and any that don't match are removed (the panel tells you how many). Email addresses and phone numbers are removed before anything is sent, and instructions written inside a CV are ignored.

You can edit the summary, dismiss items you don't find useful, or dismiss the whole review. Nothing changes the application's stage, outcome or tags unless you do it. Regenerate creates a new review and keeps the old one in the audit log. If the scorecard changes, the panel says the review is out of date. Files that haven't passed the malware scan, and files that can't be read (such as scanned images), are listed as Not read. The candidate never sees the review, and the hiring team's scorecards are never sent to AI. More detail: Use AI to draft and review.

Interviews

On an applicant's profile, Interviews lets the hiring manager, recruiters, HR and recruitment admins schedule an interview: title, date, start time, length, time zone (your organisation's by default), location or meeting link, internal notes and a panel. Only people already on the hiring team can be on the panel, so scheduling never gives anyone new access to the candidate.

Rescheduling or cancelling is recorded in Activity. A cancelled interview can't be brought back; schedule a new one instead.
Each interview has a calendar file you can download. When you send the candidate an invite, update or cancellation email, the calendar file is attached so their calendar stays in step.
You can't schedule interviews on a closed application. Reopen it first.

Emailing candidates

Only the application receipt is sent automatically. Every other email is written from an approved template and checked by you before it goes.

On the profile, choose Email the candidate and pick a Template. Interview emails ask you to choose the interview.
The subject and message are filled in with the candidate's name, the role and any interview details. You can edit them before sending.
Send. The email appears under Emails with its status: Sending, Sent or Not sent. If it wasn't sent you can try again; the same email is never delivered twice.

Moving someone between stages or tagging them never sends an email.

Templates

HR and recruitment admins manage templates under Recruitment → Emails. Templates start as drafts and must be approved before anyone can send them. Editing an approved template puts it back to draft as a new version, so only reviewed wording goes out. Templates that have been used can't be deleted; retire them instead.

Hiring team

On the Hiring team tab, add people as hiring manager, recruiter or interviewer. Each person only sees the vacancies they're on.

Scorecard and screening questions

The Scorecard & questions tab holds the criteria candidates are assessed against, with weights, plus screening questions asked when they apply. Changing the criteria creates a new scorecard version, so earlier assessments still show what they were scored against.

The Advert tab has three sections.

Write. The public description, responsibilities, requirements and how pay is described. The preview shows it the way candidates will see it. Edits after opening are saved as a new version next time the vacancy is opened.
Copy for job boards. Ready-to-paste text for LinkedIn, SEEK, Indeed and other boards, each with a copy button and an apply link that sends candidates to your careers page. PeopleTeam doesn't post to job boards for you: copy the text, post it on the board, then record it below.
Where it's posted. Keep a record of every board the advert is on: the board, the link to the listing, when it went up and when it should come down. Each record gets its own tracking link (for example ?source=linkedin), so applications show which board they came from. Mark a record Removed once you've taken the listing down.

If a vacancy is paused or closed, or a listing's end date has passed, any record still marked live is flagged Take this down and the hiring manager gets a daily reminder until it's marked removed.

Draft with AI

If your admin has turned on drafting help, the Write section of the Advert tab has a Draft with AI panel. Add a few notes, for example what the team does or what a typical week looks like, then choose Draft. AI suggests the employer introduction, summary, responsibilities and how to apply, using only your notes and the vacancy's details. It won't invent pay, benefits or qualifications, and it lists questions when it needs more information.

Each suggestion appears next to your current text. Choose Use draft, Regenerate or Keep mine. Nothing is saved until you save the advert.

Overview

Recruitment → Overview shows every vacancy in progress (HR and recruitment admins see the whole organisation; everyone else sees the vacancies they're on the hiring team for). Each vacancy shows how many roles are filled, active applicants per stage with the average days spent in each stage, and flags for applications waiting for review and feedback overdue. Recently closed vacancies are listed underneath.

Settings and reminders

Recruitment → Settings has two parts:

My notifications (everyone): turn daily reminders, and mentions or feedback requests, on or off for yourself.
Organisation settings (HR and recruitment admins only):
- Whether to hide other scorecards until you submit your own.
- After how many days an unseen application is flagged, and when feedback requests are due.
- Pipeline stages: add, rename, reorder or remove. If you remove a stage that still has active applications, you choose which stage they move to, and each move is recorded in the history.
- Tags: add, recolour, archive or restore. Archived tags stay on past applications but can't be added to new ones.

Reminders go out once a day. The hiring manager and recruiters hear about applications waiting for review, and anyone with overdue feedback gets a nudge.

Careers page

HR and recruitment admins can switch on a public careers page in Recruitment → Settings → Careers page. Pick its web address, colour, logo and privacy notice. You can also list websites allowed to embed the job list. Open vacancies with an advert appear on the page automatically, and paused or closed ones disappear.

Applying: candidates fill in their details, answer your screening questions and attach a CV (PDF or Word, up to 10 MB). They must agree to the privacy notice. Each application lands in the vacancy's first stage and is marked From careers page.
Malware checks: every uploaded file is held in quarantine and scanned before anyone can open it. Until it passes, the document shows Checking for malware and can't be downloaded. A file that fails is blocked for good. If a scan couldn't finish, use the refresh button to try again; waiting scans are also retried once a day.
Candidate link: candidates get an email with a private link. From there they can see their application, ask for a correction, or withdraw.
Corrections: requests appear on the applicant's profile under Candidate corrections. If the candidate asked for a new email, Use new email and mark done updates their record for you. For anything else, update the details yourself, then mark the request done or decline it.
Changing an email: editing a candidate's email updates their one record, so the profile and the applicants list change together. Emails that already failed or are waiting to send go to the new address when you resend them. Emails already sent stay as they were.

Depends on your plan

Recruitment, the careers page and offers are included in the Full Platform plan. If your organisation's plan doesn't include recruitment, the careers page goes offline and new applications are refused. Existing vacancies and applicants are kept and come back if the feature is switched on again.