A job posting process is the path a job follows after someone posts it. It controls which form collects the job details, how long the posting stays visible, whether staff must approve it, whether employers can edit it later, and which emails Rhythm sends. Staff choose a process when they post for an employer, and employers choose one when they post from the Portal.
What It Controls
Each job posting process sets:
- Which web form posters use to describe the job, and how many days the posting stays up
- Whether new postings need staff approval before they go live
- Whether an employer can edit an active posting later, and which form they use
- Whether the process appears in the Portal, and what employers see it called
- Which confirmation email is sent when a job is posted, and which expiration email is sent when it comes down
- Whether the poster must review their contact and organization details before finishing the posting
Where to Find It
Go to Career Center › Setup › Jobs › Processes to see every process in your account. Select Create Job Posting Process to add a process, or open an existing process to change it.
Prerequisites
You need the permission your administrator grants for Career Center setup.
The Settings
| Setting | Options | Default | Effect |
|---|---|---|---|
| Job Postings Expire: (days) | Any number | Empty; required | Sets how many days after posting the job stays up. Your Rhythm account accepts zero or a negative number, so a posting made with that value expires on or before its post date |
| Job Posting Form: | One of your account's job posting web forms | Empty; required | Sets the form a poster fills out to describe the job. Required fields on that form, such as Location, become required during posting; if a posting fails because a field is unexpectedly required, open the configured form, make the field optional, save, and try again |
| Jobs submitted require staff approval before being posted | On, off | Off | On: a job posted through this process goes to under review and waits for staff approval before it goes live. Off: the job goes live right away as an active posting |
| Employers can modify active job postings | On, off | Off | Shows Edit Job on the employer's View Job page in the Portal for postings made through this process |
| What form should be used for editing active postings? | One of your job posting web forms | Empty | Appears only when employer editing is on; this is the form an employer uses to edit a live posting |
| Show in Portal | On, off | On for a new process | Offers this process to employers when they choose how to post a job in the Portal |
| Display in the portal as: | Free text | Empty | Sets the button label employers see for this process when Show in Portal is on |
| Confirmation Email | On, off, plus a template | On for a new process | Sends the posting contact an email after the job is posted successfully |
| Expiration Notification Email | On, off, plus a template | Off | Sends the posting contact an email when the posting expires |
| Show Contact Form | On, off | Off | Asks the poster to review and update their contact details before completing the posting |
| Show Organization Form | On, off | Off | Asks the poster to review and update their organization's details before completing the posting |
Staff Approval
When you turn on Jobs submitted require staff approval before being posted, a job posted through this process waits for staff review instead of going live immediately. This rule applies only when someone posts through the process:
- A posting created directly by staff, or changed later by an update, never waits for review, regardless of the process setting.
- If the poster chooses a different process that does not require approval, the posting skips review.
- The automatic hourly expiration closes only active postings, so a posting under review never expires, regardless of its dates.
Turning this setting on does not notify staff that a posting needs attention. Staff need to check for postings with a status of Under Review, open each one, and change its status by hand to publish it or turn it away.
Emails
The confirmation email and expiration notification email use ordinary web-form-style email templates with a subject and an HTML body. Rhythm fills those templates with fields from the posting, its contact, and its organization. Each email has its own on-and-off switch; turning one off keeps its saved template but stops Rhythm from sending it.
Rhythm sends the expiration email only when a posting comes down automatically on its expiration date. If you close a posting early, or a staff member sets its status directly, Rhythm does not send this email.
Tip
Use Preview next to an email editor to see the email filled in with a real posting. Preview is available only after you select an existing job posting, which lets Rhythm show the fully personalized email a recipient would see. You need at least one posting in your account to preview against.
Contact and Organization Confirmation Stages
Show Contact Form and Show Organization Form ask the poster to check their own details, or their organization's details, on a form your account designs before they finish posting the job. If the poster has no organization, Rhythm skips the organization stage for that poster.
Warning
At this time, you cannot choose a contact form or organization form for these stages from this screen. If you turn either switch on for a new process, you cannot choose a form, and you cannot save the process with the switch on until you turn it back off. The process can be saved with the switch on only if it already has a form set through another means. If you need these confirmation stages, contact Support before relying on them.
Portal Display
Show in Portal controls whether employers can choose this process from the Portal's post-a-job page. This setting controls only what employers see in the browser; an employer who already knows a hidden process's identifier can still read it and post through it. Display in the portal as: is required whenever Show in Portal is on.
Choose a name applicants will recognize, not just a label that makes sense to your staff. This matters most when the process starts an application from the Portal, because the display name is what applicants see when deciding whether to begin.
Dependencies and Precedence
- You need at least one job posting web form before you can create a process; otherwise, the form list has no options. See Web Forms for a Careers lead-in to designing that form.
- Each process email is an ordinary Rhythm email template, filled in and sent the same way as other account notifications.
- Every switch that turns on a related field requires that field before you can save: employer editing needs its form, Show in Portal needs a display name, either confirmation stage needs a form, subject to the limitation above, and either email needs a template.
- Marking a process Inactive does not stop it from being offered to posters or accepted when someone posts through it; nothing in the account currently reads that switch to hide or block a process.
- You can set a process's display order only through the API. There is no way to reorder processes from this screen, and posters see them in the order the list returns them.
Change Impact and How to Revert
Changes to a process affect postings made after the change. Existing postings made through the process keep the dates and status they already received; only the rule for the next person who posts through this process changes. There is no way to see which settings were in effect when an older posting was made.
An existing job posting submission also keeps the job posting form that was assigned to the process when that posting was created. If you change the process's form afterward, that posting still uses the older form; to collect the submission on the newly assigned form, recreate the posting.
Permissions
Changing job posting processes requires the permission your administrator grants for Career Center setup. Portal users can read every process in full, including inactive ones and their email templates, but they cannot create, change, or delete a process.
Validation and Errors
A process needs a name, an identifier, a number of days, and a job posting form before you can save it. You cannot delete a process while any posting still refers to it, regardless of the posting's status, including an expired posting. You also cannot delete a web form while a process still uses it, even if that stage is currently switched off.