Workable FAQs

After receiving an email from your client to submit candidates, join their Workable account and start uploading.

Learn more and download PDF guide.

filter All users except Reviewers All plans

Shows the current number of candidates in each stage of every active job in your account, excluding snoozed candidates.Updates instantly.

To access the report, click on the pie chart icon in the navigation barand use the drop-down options tothe jobs by department and location.

Visual data

Pipeline data is displayed as a stacked bar chart; the length of each color block within the chart is determined by the number of candidates in that stage.

Above the bar chart, a color key shows which pipeline stage is represented by each color and how many candidates are in each stage. Rolling over each color block will also reveal the number of candidates at that stage.

Tabular data

The table below the bar chart provides an expanded view. See at a glance the active jobs on your Workable dashboard and if/when they were published. Find the number of candidates involved at each stage, where candidates are gathering and which pipeline stages need attention.Arrange the data in ascending or descending order by selecting the arrows at the top of each column.

FAQ section Super Admins All plans

Zinc offers blockchain backed background checking tools and brings transparency and trust to your background checks by creating sustainable checking data that candidates can reuse.

Integrate Workable with your Zinc account to perform efficient background checks,employment and ID verification as well as reference checksfor your prospective hires.

Setting up the integration

In your Zinc account:

Log into your Zinc account page to generate your Zinc API key

Note or copy the API key as it will only be shown once

Alternatively, you can contact your Zinc account manager and ask them to provide you with your Zinc API key.

In your Workable account:

Click your profile icon in the upper right and navigate to Integrations

Locate Zinc in the list ofBackground checksintegrations and click on it

Paste your Zinc API key in the corresponding field and click Update settings

That's it! The integration is now complete and you will be able to perform background checks from the candidate's timeline.

Supported regions

Reference checks & ID/Global sanction checks can be used worldwide but they only handle criminal checks for the following regions:

Australia

Germany

Netherlands

Spain

Brazil

Italy

New Zealand

Singapore

China

Japan

Serbia

Scotland

France

Mexico

South Korea

England & Wales

Additional resources

Reach out to Zinc's qualified team for any inqury regarding your Zinc account. You can reach their Support team at+44 1254313385 or drop them an email at [email protected] a quick video demo of the integration between Zinc and Workable or browse their .

contact us All users except Reviewers & External Recruiters Advanced Annual

As part of the Workable Annual plan, you can invite recruiters to upload candidates for a job via the job editor. When creating or editing a job, access theFind Candidates tab across the top of the screen. In this section, click Invite Recruiters:

Adding recruiters already in your Workable account

If the external recruiter is listed under the External Recruiters tab in your Account Members settings , youll find their name in the dropdown menu to the left of the screen. Simply identify the name of the recruiter youd like to work on this job and click Invite Recruiter. Theyll be sent an email automatically with the details of the job and a link to add candidates directly via Workable.

Invite a new recruiter to Workable and the job

To add a completely new recruiter to Workable, click Add a new recruiter:

Youll see the option to enter their name/email address and to preview the auto-generated invitation. This email message contains the details of the role and a unique link that they should use to sign up and access your account:

Once the external recruiter joins the account, they will then be able to upload candidates straight in the platform while having very restricted visibility and permissions.

Note: If the external recruiter you've invited has not signed up through the link in the email, they will only be able to submit candidates by replying to the invitation email. In case they are confused or their resumes are not coming through properly, please instruct them to refer to "Using Workable as an External Recruiter" guide or ask them to .

creating candidates from Google Sheets to Workable Super Admins All plans

With Zapier, you can connect Workable to software you might be already using to automate workflows. Zapier supports 100 tools that can be connected to Workable, such as Gmail, MailChimp, Slack, Trello, Google Sheets and many more. It can complete the repetitive tasks for you so that you can focus on the most important things.

In just a few minutes (and no coding skills required!) you can set up Zaps (automations) that will help you streamline your hiring process even more.

With Zapier you can:

Send customized emails to new candidates as soon as they appear or move from one stage to anotherin your pipeline

Send customized rejection emails to candidates that have been disqualified

Add new candidates to Google Contacts

Create candidates from Google Sheets spreadsheet

Send notifications to the hiring team members via email or in Slack

Create tasks in a project management tool ( Trello, Asana, Jira ) for new candidates

Add tags to candidate profiles

To try it out and see other possible automations, sign up to get started! Zapier has a free plan for core features and a 14-day trial for a plan with premium features.

Note: If when you get 'Error 422' this means that the candidate was not created because one of the fields provided was invalid (for example, invalid email). To resolve this, just resubmit the candidate with the correct field.

Billing Information Super Admins Advanced Annual &Monthly

Workablecharges tax for account subscriptions in the UK and parts of the US, depending on your account's billing location.

In the UK a 20% VAT is charged.

In the US, sales taxes are collected for the following areas. The tax rate is based on the state/district's sales tax.

Washington D.C.

New York

Ohio

Pennsylvania

Utah

Washington

Massachusetts

View your invoices any time under the section of your account for a full breakdown.

Contact your account manager Super Admins Advanced Annual with Hiring Plan

Hiring Plan is a premium tool for Workable Annual accounts that enables the use of requisitions for jobs.

Requisitions will hold details and notes about a specific job or a type of job. Store information like salary, the name of the hiring decision-maker, the reason for hiring and more.

Coworkers can create requisitions when they need to hire. The requisition details will be reviewed and approved by hand-picked account members.

Hired candidates will be associated with requisitions and you can view reports to understand which goals you've achieved and perform forecasting for your hiring budget.

for more details.

own guidelines All users except Reviewers & External Recruiters All plans

Admins and standard members on your account are able to create jobs in Workable. Start by clicking Create a New Job in the upper right of the main job dashboard.

Important:

While regular users can create job drafts, only admins are able to publish jobs. Jobs created by regular members will be stored as drafts until an admin reviews them.

Job boards have their for jobs that they will accept. Follow the guidelines on the right side of the job editor to ensure that your job gets approved for posting on all available boards.

Job title and department details

The first thing youll see when you create a new job is the space to add a job title. As you type, a wide range of options are auto-suggested. These are common job titles and the ones most likely to be searched by potential candidates on job boards.

While it can be tempting to advertise jobs using a title like Happiness Manager, it makes it much harder for potential candidates to find you via a job board search.

Set the department name. This will impact the filtering options on the main dashboard and in your reporting so it is important that department names are set consistently.

To make sure your job post is advertised to the most appropriate candidates, add an accurate location. Locations will be auto-suggested as you type. The majority of job boards will not list jobs without a location, so its important to choose the country, state and city where the person will be working.

If the job is for a remote worker, tick the remote job box, and include the address of your head office as the location.

The job description

Next fill out the job description, requirements and benefits. The information included in these sections will form your public-facing job advert. This is your chance to explain to potential candidates what the job involves. Youll see a short list of tips on the right-hand side of your page. Take note of these as they will help speed up the job board review process.

Along with these tips, youll also find links to two libraries of editable templates. Search over 400 job description templates and import the sections you need. Alternatively, import benefits from your previous jobs, or from the most common benefits in your location.

Format the text in your description using the toolbar. You can add images and text emphasis to give it some flair.

Images and embedded links may not appear on job board posts, but will always appear on your careers page. Important links (e.g. a link to a GDPR or privacy policy) should be copied and pasted into the description as normal text.

The job targeting details

At the bottom of the page, youll see a short section with the information required to better target your job post. These include Industry, Function, Salary, Employment type etc. To speed up the process, these will be auto-filled where possible, but fully editable, so that you can change the details if you need to.

The fields here map to filtering options on the job board. Completing these fieldshelps qualified candidates find your job more easily.

Save draft or Save & Continue

After completing the fields, youll see two options and the end of the page.

Save draft: choose this option if you need other members of your team to feedback on the job before its published, or you need to stop working on the job before its complete. The draft will be saved and accessible via the link at the top right of the dashboard on your return.

Save & continue: choose this option to continue to the next step: creating an application form.

If you have already saved a job and are returning to this page, youll see the option to Publish the job at the top right. Depending on how you like to hire, there are multiple publishing options.

Workable integrates with a broad range of free and paid job boards and social media sites: Over 200 in total. This means that posting your job to multiple job boards is fast, hassle free, and effective.

Instead of logging in and out of every system to attract the biggest audience you can post everywhere with a single submission. Select the job boards that you'd like to post to when creating or editing a job in Workable.

In addition to the job boards listed below Workable creates a mailbox and shortlink for each job you publish. These shortlinks enable you to easily post jobs to local or niche boards.

You can find a few of the job boards that Workable integrates with below.

Free job boards available via Workable

Adzuna

CareerJet

Facebook Free Listings

Glassdoor

ZipRecruiter

Google for Jobs

Indeed Organic Listings

Jobcase

Job Is Job

Job Rapido

JobsInTheUS

Jooble

LinkedIn Limited Listings

Livecareer

Recruit.net

Trovit

US.Jobs

Workable

Paid job boards available via Workable

Adzuna - The best place to start looking for a job. Adzuna searches thousands of websites so youdon'thave to and brings together millions of ads so you can find every job, everywhere.

Big4 - Big4 is the global social network for Big Four alumni (Accenture, Bearing Point, Capgemini, Deloitte, Ernst & Young, KPMG, and PricewaterhouseCoopers).

CareerBuilder - The global leader in human capital solutions, CareerBuilder helps match the right talent with the right opportunity more often than any other site.

Careerjet - Careerjet is the job search engine with the largest international footprint currently operating in 94 countries and 34 languages. They reach a diverse and highly active set of job seekers on mobile and web. Employers can find relevant candidates in every sector and every level of experience through targeted ad placement on the Careerjet network.

Caterer - Caterer.com is the biggest and best hospitality job site. Whether youre looking for a pub job or cruise ship work, Caterer.com has the largest selection right at your fingertips.

Coroflot - Coroflot is the leading employment and community site focused on the creative industries and creative professionals. Its robust job board covers a wide range of disciplines and a constantly growing user base makes Coroflot the ideal creative recruitment solution for forward-thinking companies of all sizes, across all industries.

CV-Library -CV-Library is one of the UKs leading job boards, boasting the largest independent CV database of over 13 million CVs, and expanding by 198,000 new CVs every month. Their multi-award winning platform attracts over 4.3 million unique site visitors every month, making a total of 3 million job applications.

Dice (USA) - Source millions of technology professionals from a single site. Get unmatched visibility with replaceable job postings on Dice.com and within 3,000+ other sites in our cross-posting network. Use your Recruiter Account or purchase an ad to post a job direct from Workable.

Dribbble - Dribbble is a vibrant, invitation-based community of designers where members can show work, build a following, discover peers and find inspiration which makes it an ideal place for hirers and designers to find each other for jobs and projects.

EmpleosAmigo.com - EmpleosAmigo.com is a 100% Hispanic-owned site committed to empowering Hispanics so that they can follow their passions and develop skills doing something they love, which is the path to professional success and personal happiness.

Glassceiling.com - GlassCeiling.com is being built to become a key resource for women determined to succeed in business. Whether youre starting out or rising up, reached the ceiling or smashed through it, this is where youll make connections for your next step.

Glassdoor Premium - Glassdoor is the worlds most transparent jobs and recruiting marketplace, that is changing the way people find jobs, and companies recruit top talent. Our mission is to help people everywhere find a job and company they love.

Hire A Hero - Hire A Hero is a nationwide job board in the US that is niche to all Veterans from all branches of the military.

Indeed - In addition to receiving free organic search listings on Indeed, we offer the ability to sponsor a job listing. This will display as a premium placement and is ideal for positions that have been open for a while and need a boost, or roles where a high level of applicants are required.

LinkedIn - You can connect your LinkedIn Recruiter account to use your LinkedIn job slots.

Monster - The worldwide leader in connecting people to job opportunities. With a strong brand and global presence, Monster helps companies find talent both locally and internationally. Post your position to the Monster job board network, or connect your existing Monster account.

Nexxt (formerly Beyond) - Comprised of thousands of niche career sites and specialized talent communities, Beyond is a powerful network. Targeted distribution and email alerts attract highly qualified candidates.

Reed - "In 1995, reed.co.uk became the first recruitment website offered by a recruitment agency in the UK. Since then, reed.co.uk has branched out to become the UK's #1 job site, featuring vacancies from over 25,000 recruiters a year, including private and public sector employers, leading recruitment agencies and consultants from REED's network of 350 offices across the UK, and around the world. Each month, more than 7 million job seekers turn to reed.co.uk in their search for work, making over 160,000 applications every day."

Resume-Library -Search over 14 million U.S. candidates and post your jobs across our huge partner network of 100+ job sites withResume-Library.

Seek - Workable users in selected geographic locations will be able to connect an existing Seek account to Workable, and post positions directly to Seek.

Skywalker.gr - Skywalker has been one of the premier job posting sites in Greece since 1999. The only Greek platform matching the needs of businesses and employees, it receives in excess of 40,000 daily visits.

Stack Overflow - Stack Overflow is the largest online community for programmers to learn, share their knowledge, and advance their careers. Developers trust Stack Overflow to help solve coding problems and turn to Stack Overflow Careers to find job opportunities.

TopUSAJobs.com - TopUSAJobs.com is the original payper-click job search engine designed to drive targeted job seeker traffic to its clients career centers.

Totaljobs - Hire smarter and faster: Totaljobs attracts job seekers from all sectors and regions of the UK through investing in product development, unparalleled content, tailored and targeted email campaigns and search excellence. This year, 24% of visits to Totaljobs resulted in an application.

ZipRecruiter - ZipRecruiter postings provide the best way to get more exposure, higher engagement and better placement for your job posts. ZipRecruiter allows you to reach millions of relevant candidates across multiple relevant channels with one click.

an interview kit and scorecard has been created All users except External Recruiters All plans

To evaluate a candidate or fill out an interview scorecard, locate the candidate's profile in Workable. Click thethumbs up/down button to submit an evaluation. Each member of the hiring team can leave one evaluation for the candidateper stage. All Workable users who have access to the job can see each others' evaluations.

Clicking the evaluation button will open an evaluation form or scorecard on the candidate'sTimeline. The basic evaluation form asks you to rate the candidate with a star, thumbs up or thumbs down rating, depending on how interested you are in moving the candidate to the next stage in the pipeline.

If for the current stage, it will appear when you click the evaluation button. You can switch to the basic form or back to the scorecard by clicking the link at the top to switch evaluation modes.

You can also delete or edit the evaluation that has been submitted by you. Hover over the evaluation on the candidate's timeline and click the trash bin or the pen icons to do so. Please note that you are not able to delete evaluations submitted by other members of the account.

Using a scorecard will enable you to rate candidates on specific topics. Hover over and click on a topic or question to add notes for that part of the interview.

You can also access scorecards for upcoming interviews by navigating to yourAgenda in Workable. Click the calendar icon in the black toolbar at the top of the screen to access your Agenda.

To get started with Hiring Plan and requisitions:

Adjust account member settings

Create a requisition form

Establish approval workflows to get sign off on reqs

In this video:

Create and advertise jobs

Evaluate and track candidate progress

Manage account settings

Download PDF guide

Download PDF guide (with Hiring Plan)

All users except Reviewers & External Recruiters All plans

Formatting options will appear at the top of the text box where you write the job description.

Add headings, bullet lists, bold and italicized formatting, links and images.

Note: Copying and pasting a formatted job description into Workable may cause formatting issues on job boards. We recommend formatting text directly in Workable.

TheDescription,Requirements andBenefits sections in the job editor cannot be changed. However, it is not required that you fill out all of these sections. For example, if you do not type in the Benefits section, then this section will not appear when the job is posted.

You can also add your own headings and text formatting to these sections. Use the paragraph symbol and/or bold options to create your own sections.

Here we've added an 'About the Company' section and a section for 'Office Perks'.

setup adefault approval workflow Super Admins Advanced Annual with Hiring Plan

Super Admins can enable and manage Hiring Plan settings by clicking the user icon in the upper right of Workable and selecting Hiring Plan.

If this is the first time enabling Hiring Plan features on the account, click the switch to turn on requisitions.

Important: After activating requisitions, candidates must be attached to a requisition before they can be moved to the Hired stage.

Requisition fields

Requisition fields are the details and information that will be filled in each time a requisition is created.

Enable the switch for automatic requisition code generation if desired. Leave the switch disabled if you prefer to manually enter the code each time.

If you enable automatic codes, set the prefix for the code (for example, "REQ") and then the starting number for the code. Entering "REQ 101" will make the code for your very first requisition "REQ 101", the next requisition will have the code "REQ 102" and so on. The code will automatically increment by 1 for each new requisition created. It won't be possible to manually edit the code.

Certain default fields cannot be disabled. These are the core details required for each requisition. Other fields have an on/off switch. If you do not plan to use a field, click the switch to turn it off. The field will not be used when creating requisitions. It can be re-enabled for future requisitions at any time.

To add your own fields, click "Add another field" at the bottom of the list:

Fill out the field name and pick the field type according to the data you are looking to gather. For example. Add any other information if required, and clickSave Changes at the bottom of the settings after making any updates.

When you first enable requisitions you'll need to . You can edit or setup more custom approval workflows at any time.

approval group Super Admins, Recruiting Admins, Hiring Managers Advanced Annual with Hiring Plan

To create a requisition, select the Hiring Plan tab on the main Workable dashboard, then click Create a new requisition in the upper right. You'll need individual requisitions for each individual candidate you plan to hire.

A requisition must always be associated with a job.

If you choose tocreate a new job you will be prompted to fill in some basic job details like job title and location. A Draft job will automatically be created, which you can edit and publish at your convenience.

If you choose to associate with an existing job, a dropdown menu will appear listing the jobs that you have access to:

For Super Admins, all jobs

For Recruiting Admins and Hiring Managers, jobs they are on the hiring team for or jobs in their department/location

After defining the job, add the details of the requisition. Along with the requisition code, job title and location, there are a few other mandatory fields.

Hiring Manager: the hiring decision-maker, the person that the new hire will report to

Requisition Owner: the person responsible for finding the right candidate

Plan Date: the month when the hired candidate is planned to start

Finally, add any extra details you've included from your requisition settings. Click the Review Requisition button when you're ready to proceed.

For the last step, review the details you just entered and initiate the approval workflow. Click Send Requisition for Approval.

The requisition details will be sent to each in order. If the requisition is approved by all groups, therequisition creator, Requisition Owner and Hiring Manager are notified right away.

If the requisition is not approved, the requisition creator, Requisition Owner and Hiring Manager are notified and will be able to update the details of the requisition from the Hiring Plan tab. The requisition details can then be sent out again for approval.

Cloning a requisition

A unique requisition is required for each candidate that you hire. If you are hiring for 8 people for a Sales Representative role you'll need 8 requisitions.

To clone a requisition, navigate to the Requisitions tab from the main Workable dashboard. Locate the requisition in the dashboard and click the three dots to the right.Select Clone Requisition.

A form will appear where you can review and edit the requisition details. Proceed through the review and send the requisition for approval when ready.

Adding a draft requisition

From the Hiring Plan dashboard, clickAdd a Draft Requisition at the bottom of the requisitions list to store basic details about a requisition. This can include requisition code, title, department, location and plan date.

Return to the Hiring Plan dashboard at any time to complete the draft and officially create the requisition.

create requisitions Super Admins, Recruiting Admins, Hiring Managers Advanced Annual with Hiring Plan

Click onHiring planon the jobs dashboard to access the dedicated area to view and .

The Hiring Plan dashboard can be filtered by department, location or the year the requisitions were planned for. Users can also see the requisitions they are the owners of by clicking "My requisitions", along with the requisitions that are currently pending their own approval by clicking the "Need approval" link.

In addition to the basic requisition details, users can click on therequisition name to view all details, see the requisition status and adjust settings for the requisition.

The icons in the left column indicate whether it's a requisition for a replacement, i.e. replacing someone who left the company, or a backfill, i.e. filling the position for someone who has moved internally. If there is no icon, the requisition was submitted for a new hire in your organization.

Requisition Statuses

Open:The requisition is open and recruiting is actively underway.

Approved:The approval workflow is complete, but the requisition is not yet open

Pending:The approval workflow for the requisition is underway, but not complete

Rejected:The requisition details were rejected during the approval workflow

Check/X buttons:The requisition is pending your approval. Click the corresponding button to approve or reject the requisition.

Filled:A candidate was successfully hired and attached to the requisition; recruiting is complete

Canceled:The requisition was closed without hiring a candidate

Requisition actions

Click the three dots to the right of a requisition to take action. Available actions will vary based on the requisition status (e.g. a requisition that is pending approval cannot be opened).

View Requisition: Shows all requisition details

View Associated Job:Redirects to the job editor for that job

Clone:Starts a new requisition using all the current details of the select requisition which can be saved as a draft or completed and sent through the approval workflow

Cancel:Cancels the requisition; used when you no longer plan to fill the requisition

Edit:Reveals the editor for requisition details (not available for open, canceled or filled requisitions). After editing the requisition, itwill have to go through the approval workflow again.

Delete:Deletes the requisition completely

Open:Opens the requisition to indicate that it is actively being worked on (only the Requisition Owner or a Super Admin can perform this action)

assigned to the job as a 'Hiring Manager' Super Admins Advanced Annual with Hiring Plan

Each requisition created with Workable's Hiring Plan add-on must be approved before it can be opened. Selected users or group of users will review requisition details like title, start date and salary. They can approve the details or reject them with a note if an update is required.

Users are notified with an email and a Workable Inbox item when a requisition is pending their approval. If the requisition is rejected, the requisition creator, Requisition Owner and Hiring Manager are notified immediately via email and can adjust the details from the Hiring Plan dashboard.

After the approval process is complete the Hiring Manager for the requisition is notified and the Requisition Owner or a Super Admin can officially open the requisition.

Setting the default approval workflow

Click your user icon in the upper right and select Hiring Plan.

In the Default Approval Workflow section youll create a process through which your coworkers will review and approve a requisition's details. This workflow will be used by default for all requisitions, though you can also create custom workflows for different departments and locations.

Click Add Approvers to create one (or more) approval groups. One person from each groupmustapprove the requisition before it can be opened. An approval notification will be sent to each group in succession, i.e. one person from Group 1 must approve before Group 2 is notified and so on.

Any Workable user (excluding external recruiters) can be added to the workflow. These users will see all of the details that were entered when creating a requisition.

In this example, when we're ready to create a requisition, Natalie is notified and asked to approve or reject the details, then Alexia and Eduardo are notified to approve or reject. If one user in each group approves the details then the requisition can be opened in Workable.

You can request requisition approval from a specific user type, for example, from the Super Admins of the account or the Hiring Managers of the job:

Super Administrator group:any Super Admin in Workable can approve the offer

Recruiting Administrator group:any Recruiting Admin assigned to the job can approve the offer

Hiring Managers group:any user who iscan approve the offer

If the requisition gets rejected, the creator is notified immediately. They can update and resubmit the requisition which will begin the approval workflow again.

Custom approval workflows

Click your user icon in the upper right and select Hiring Plan. Locate the Custom Approval Workflows section. Select "Add a new custom approval workflow" or edit an existing workflow.

Provide a name for the workflow to make it easily identifiable. Then set the department(s) and/or location(s) for which this workflow will be used.

Approval workflows are selected automatically when a requisition is created. The custom approval workflow that best matches the requisitions department and location will be selected. If there is no match for the department and location then the default workflow will be selected.

If either the department or location field is blank then the workflow can apply to any department/location. E.g. a blank department with a Boston, MA location would mean that the workflow is selected for all departments, but the requisition must be in Boston.

Set a broad location to make the workflow available for requisitions in a big region. The location could be set to Canada and the workflow will be available to requisitions in Canada, even though the job itself is likely to be in a specific office (e.g. Vancouver, Canada).

Hiring Plan Super Admins, Recruiting Admins, Hiring Managers Advanced Annual with

Shows an overview of all requisitions and their status. Filtered by the Requisition Plan date. Updates instantly.

To see your reports, log in to Workable and access the Reports page via the pie chart icon in the menu bar at the top of the page.

Use the Hiring Plan report to see the budget forecasts, the budget compared with offered salaries, the average time to fill a requisition and more.

Tabular data

Customize the columns of the Hiring Plan report by clickingCustomize datain the upper left.

Commonly used data includes:

Open Date: The date when the requisition status was set to Open

Filled Date:The date when the associated was moved to the Hired pipeline step

Time to fill:The number of days between the Open Date and Filled Date (Filled Date - Open Date)

Plan Date:The month when the candidate was planned to have started

Start Date:The start date set when making an offer or moving a candidate to the Hired step

Start Date Difference:The number of days difference between the Start Date and Plan Date (Start Date - Plan Date)

reporting All users except Reviewers & External Recruiters Advanced Annual with Hiring Plan

Every candidate who will be moved to the Hired step of your recruiting pipeline must be attached to a unique open requisition. A single job in Workable may have multiple requisitions.

Candidates cannot be moved to the Hired step in bulk and cannot be moved across jobs directly into the Hired step.

There are two ways to attach a candidate to a requisition: bymoving the candidate to the Hired pipeline step or by sending an offer letter.

Moving the candidate to the Hired step

Important: Standard Members can assign a requisition to a candidate only by moving the candidate to the Hired pipeline step, as they are not necessarily able to view the requisition details.

Upon moving a candidate to the Hired step a menu will appear where you can select available open requisitions for that job. Once you select the desired requisition, click on Agree & Continue.

If a requisition has not been created or approved for this hire yet you can also create a new requisition.

Alternatively, if the user who is moving the candidate does not have the right permissions to create a requisition they can send a notification to an admin, requesting that one be created/opened.

After selecting a requisition, enter the salary and start date for the candidate. The requisition status will update to Filled and the candidate will be moved to the Hired step once you click the relevant button below the options. The start date and salary from the offer letter will be used in reporting.

Sending an offer letter

Upon clicking the pen tip icon to send an offer letter to a candidate, a menu will appear where you can select available open or approved requisitions for that job. If a requisition has not been created for this hire yet you can also create a new requisition. The requisition will need to be approved before it can be used and the offer sent to the candidate.

After selecting the requisition, complete the offer letter form as normal.

If the offered salary is too high compared to the budgeted salary in the requisition, or if the start date is after the requisition's Plan Date, a notification will appear.

In either case, you can still proceed with making the offer. Any users in the approval workflow for the offer letter will also see the notification about the salary and/or start date.

Once the candidate accepts the offer they can be moved to the Hired stage. When the candidate is in the Hired stage the requisition status will update to Filled. The start date and salary from the offer letter will be used in .

All users except External Recruiters Advanced Annual with Hiring Plan

Super Admins can see all requisitions and perform all of the actions below. They have access to everything in Workable.

Recruiting Admins and Hiring Managers are the main users of requisitions. They can view details and interact with requisitions for the jobs where they are on the hiring team, or for jobs in their department/location. We recommend assigning these users to the departments and locations where they hire.

Users who are part of an approval workflow will be able to see the requisition details, which they will be able to approve or reject.

Role Permissions Comparison

Super Admin

Recruiting Admin

Hiring Manager

Standard Member

Reviewer

View a requisition

Create a requisition

Approve / Reject

Act as Requision Owner

Open a requisition

Act as requisition Hiring Manager

* 1

Assign a requisition to a candidate

* 2

View reporting * 3

1 A Standard Member can only be promoted to Hiring Manager if there are no Recruiting Admins or Hiring Managers on the hiring team for a job.

2 Standard Members can assign a requisition to a candidate by moving the candidate to the Hired pipeline step, but will not necessarily be able to view the requisition details.

3A user can only see reporting for the requisitions they can view.

how to filter the data Super Admins, Recruiting Admins, Hiring Managers Advanced Annual with Hiring Plan

To see your reports, sign in to Workable and access the Reports page via the pie chart icon in the menu bar at the top of the page.

Use the Hiring Performance report to see details about planned and filled requisitions, organized by department.

Learn more about which users can view data in this report and .

Visual data

The Hiring Performance chart shows two columns for each department. The left column represents planned requisitions and the right represents filled.

The differently colored segments of a bar represent the number of new hires, replacements and backfills.

Tabular data

The table provides more detail about the budget and 'time to fill' for requisitions in each department.

Planned Budget: The sum of the planned salaries for the department's requisitions

Filled Budget:The sum of the planned salaries for requisitions that have been filled (irrespective of the salary that was actually offered)

Actual Spent: The sum of the salariesyou'veactually offered to candidates when the requisition was filled

Usage:The "actual spent" divided by the "filled" budget; If this is over 100% then the team is over budget for the jobs filled so far, if it's under 100% then the team is still within the planned budget

In the example above, our Finance requisitions have a filled budget of $110,000; if we were operating exactly on budget then by this point our actual spend should be $110,000. However, the salaries that we actually offered totaled $107,000. Our budget usage so far is 97.27%, indicating that we're under budget.

Average time to fill:Average time taken between the requisitions' open dates to the candidate(s) being moved to the Hired stage

Average time to start:Average time taken between the requisitions' open dates and the hired candidates start date at your company

Days early/days late: Average number of days between candidates' start dates and the requisition plan date (the "plan date" is always the last day of the selected month)

Hiring Plan Super Admins, Recruiting Admins, Hiring Managers Advanced Annual with

Hiring Plan reports contain budget and date planning details not found in other Workable reports. The details below outline how currency is calculated and which requisitions are reported on based on the date filter.

Currency calculations

The currency used for the totals at the top of the report is the most common currency used for the requisitions you are currently viewing. For other currencies, the salary is converted from that currency to your account's common currency using today's rates.

For example, if you are viewing requisitions that all have salary in USD$, the currency is USD$. If you apply a different filter and the requisitions are mostly in EUR, but there are some in USD$, then the USD$ entries would be converted to EUR for the totals.

Jobs that do not have an annual salary will have their pay converted to annual. For example, if a candidate is offered $20/hour, that pay rate is converted to annual pay (pay rate X # hours per week X # weeks per year).

Date filter

Selecting a custom date range will adjust the data shown based on the requisitions' Plan Date. Plan dates encompass a whole month so you must include up to the very last day of the month when filtering.

For example, to forecast up through June then the date filter must include June 30th. If the filter was only set to June 15th then requisitions with a Plan Date in June will not appear.

user permissions info for Hiring Plan Super Admins Advanced Annual with Hiring Plan

Download our PDF walkthrough to Hiring Plan features.

When using Hiring Plan, we recommend following this general workflow:

Enable your Hiring Plan settings.

View, create and take action with requisitions from the Hiring Plan dashboard.

Create a requisition for every hire you plan to make. One req per hire, even if multiple people will be hired for the same job.

Send reqs for approval. Assigned approvers can reject or accept the req details.

A Requisition Owner opens the req and publishes the job when recruiting begins.

The Requisition Owner and a Hiring Manager conduct the hiring process.

The Hiring Manager fills the req by moving the Candidate to the Hired step in Workable and inputting salary and start date details. (Alternatively, the Requisition Owner can do this.)

Throughout your hiring, reports and forecasting tools enable your organization to keep track of your hiring budget and new hire start dates.

Workable users must be set up with the right permissions to use Hiring Plan. Our PDF guide will walk you through setup options for your requisition users and workflows and take you through the process of filling a req. You can also view .

contact support Super Admins, Recruiting Admins, Hiring Managers Advanced Annual with Hiring Plan

If you've entered the wrong information when creating a requisition, or something has changed and you need to update it, you can click the three dots and select Edit Requisition:

If you need to edit the requisition that has been already approved or has been sent for approval, itwill have to go through the approval workflow again.

Please note that some fields, such as the job title, department, location, and the code are not editable. If you need to change those values, you will have to delete the req and create a new one.

Moreover, Open and Filled requisitions cannot be edited. Please if you need to adjust such requisitions.

contact our Support Super Admins, Recruiting Admins, Hiring Managers Advanced Annual with Hiring Plan

If something has changed, and you need to adjust your Hiring plan and delete a requisition, you can do so by clickingthe three dots menu and selecting Delete Requisition:

Please note that Filled requisitions cannot be deleted. If you have marked a requisition as filled by mistake, please to help you correct the issue.

Workable careers page All users except Reviewers & External Recruiters All plans

When you set up a job in Workable a custom shortlink will be created for that job. This link can be used to post to any board and direct the candidates to your recruiting pipeline for that job in Workable.

The shortlink is located in the Find Candidates tab of the job editor.

This link can be used in the following ways:

Copy and paste the link to share on social and professional networks or with contacts via email.

Insert the link into job posts that you create on any job board outside Workable. Either paste it into the job description text or in the separate field some boards provide specifically for directing candidates to your website to apply.

The job shortlink tracks the source of the candidate's application. When someone applies to the job from a website where the job shortlink was used, this website will be displayed as that candidate's source in their Timeline or your reports.

Note:The job shortlink links to this specific published position on your . When you unpublish the job the link is automatically deactivated.

Learn more Super Admins All plans

To manage the job assignments, user roles or to remove someone from your Workable account entirely, click your profile icon in the upper right and selectAccount Members.

A list of all the users on your account will appear. Hover over any of the account members to reveal options:

Assign aPeople Search license

Manage membership

Delete

If you've purchased aPeople Search license you can assign it to a user from here. That user will receive their own pool forPeople Search profile views, which will refresh monthly. When a license has been assigned it can be revoked through this same method.

Manage a user's membership to change their access rights.

All access:Reserved for 'Super Admins' who can fully manage your Workable account.

Standard access:Reserved for users who help with the hiring process to different degrees. Some may be fully involved, emailing, evaluating and interacting with candidates and some may only leave evaluations and notes.

Limited access:Reserved for users who will only ever review resumes, leave internal evaluations and comments, and make referrals.

You can also assign them to the hiring team for multiple jobs at once and with a Workable Annual plan you can connect users to jobs in specific departments and/or locations.

Select or unselect jobs based on the jobs that the user needs to be involved with. When a job is selected the user will be able to see and interact with candidates.

To the right of the job you can select a role for the user (e.g. Hiring Manager, Reviewer). The role will determine what permissions the user has for interacting with candidates.

To delete a user, navigate toAccount Members menu, hover over the user you need to remove from your account and click Delete:

Deleted user will no longer be able to log in, but all their comments/evaluations/messages and other activity associated with them will still be kept on candidates' timelines and in your reports.

Deleted users will appear at the very bottom of the Account Members page. Their account access can be restored from there if necessary:

Department / location assignments

With a Workable Annual plan, you can easily add users to jobs specific departments or locations. Access the Account Members section, hover on a user and click Manage Membership.

A form will appear where you can add department or location information for that user. Jobs in that department or location will be automatically selected for the user. You can set a hiring role for that user for all selected jobs.

For each individual job, you can edit the role with the dropdown menu. You can also add the user to other jobs outside of their department(s)/location(s) by individually selecting the checkbox next to those jobs.

Multiple departments and locations can be set for a user. Users can also have different default roles for different departments/locations. E.g. a user might be a Hiring Manager in the Engineering department and a Reviewer in the Operations department because they make hiring decisions for Engineering jobs, but only leave evaluations/feedback for Operations jobs.

If either the department or location field is blank then all the jobs for the department or location respectively will be selected. E.g. a blank department with a Boston, MA location would mean that the jobs in Boston are selected for the user.

Set a broad location to add the user to jobs in a big region. The location could be set to Canada and the user will be added to all jobs in Canada, even though the jobs themselves are likely to be in specific offices (e.g. Vancouver, Canada, "Halifax, Canada").

When a user is assigned to certain departments or locations they will also be recommended hiring team members when new jobs are created in those departments/locations. The recommendation is optional, the user is not automatically added to new jobs in a department/location and it is not mandatory that they are added: .

External Recruiters

If you have a Workable Annual plan, you can also manage external recruiters on your account. From Account Members, click the 'External recruiters' tab.

Hover over the recruiter to edit their information or remove them from the account.

Add notes that might be helpful for your internal team. You can also move recruiters to a job's hiring team, giving them access to that job and the ability to upload candidates.

Outlook All users All plans

Missing emails from Workable

If you cannot find Workable's notifications in your inbox, this could be due to a few reasons.

To rule out internal factors, first, check your spam and junk folders to see if the email was blocked. When you locate the email, you can mark it as 'not spam' so that the message is delivered to your regular inbox next time. If there is no such option in your email client,contact your IT team and they will help you with releasing the email from a spam filter.

If the email isn't in your spam folder, your organization may be blocking it entirely. In that case, you will also need to get in touch with your IT colleagues and ask them to whitelist the email domains Workable is using.

Candidates are not receiving your emails

Basic troubleshooting

This might seem obvious, but to rule out typos and minor mistakes, make sure the email address on the candidate profile is valid. If you need to update it, edit their profile.

Ask the candidate to check their spam and junk folders, as well as any inbox filters (such as the Gmail "Updates" folder), just in case emails are being sent there.

Advanced troubleshooting without enabled email integration

Workable uses a trusted email service provider with inbox rate close to 100% to ensure the highest possible delivery rates.

However, there are a number of factors affecting the delivery rate of every single email and many of them are outside of the email service providers control. Theprimary reason is that over time,spam filtering has become more rigorous. We have noticed that some webmail providers, especiallyHotmail and Outlook, tend to have very sensitive spam filters. If you have prospective candidates using these email services, we'd suggest asking them to be sure they whitelist workablemail.com domain.

Other things like the content of the emails or shared cloud resources effect also play a big role. To improve inbox rates, check email content you typically send (especially the bulk emails) by using a 3rd-party application to determine what might be flagged in your messages.

Advanced troubleshooting with enabled email integration

If your organization has set up email integration ( Gmail or ), emails are coming directly from your email provider, and are not sent through Workable (although emails sync with your Workable account).

Work with your IT department (or the person who manages your Gmail/Outlook account). An IT person shouldcheck your "sender reputation" which isa crucial component of your email deliverability. The higher the score, the more likely your emails will be delivered to the inboxes of recipients on their network. Typically this involves checking SPF, DKIM and DMARC validation.

If your prospective candidates are using Hotmail or Outlook email providers, it is highly suggested to ask them to safelist your company email domain to ensure your messages get through their spam filters.

Note: To check if email integration has been enabled on your account, Super Admins can visit theRecruiting Preferences menu of the setting and check if Gmail or Office 365 toggles have been switched on.

Campaigns report Super Admins & Recruiting Admins All plans

With Campaigns, use Workable to build a targeted ad on Facebook and Instagram to directly reach relevant candidates for your specific job.Your job's title, description, industry/field, experience level and keywords are parsed to find the audience for the Campaign.

The ad will appear in candidates' Facebook/Instagram feeds with your branding.

When a candidate clicks on the Campaign, they can immediately apply by entering their name, email address, and current job title and company.The candidate will appear in the Sourced stage in Workable.Workable will automatically usePeople Search to generate a robust profile with resume details.

In addition, after submitting these details, the candidate is prompted with a link to your career page to fill out your full application form. They'll alsoautomatically receive a follow-up email confirming their application and providing a link where they can complete your standard application form. If the candidate completes your full form they will be moved to the Applied stage in Workable.

Creating a Workable Campaign

Campaigns are available in the Find Candidates step of the job editor.

When creating or editing a job, click Find Candidates, then selectCampaigns.You'll see an estimation of the targeted audience and application results.

Continue through the process and select the branding option for your Campaign: Auto or Custom.

Auto

With the Auto option, Workable will create the branding for your ad using your logo. You have the option to add a link to your privacy policy.

Custom

With the Custom option you'll be able to enter your own text and upload your own images for the ad.

If the 'job ad copy' is longer than 125 characters, Facebook will hide part of the text under a 'read more' link.

If you do not include an Instagram story image then the Campaign will not be run on Instagram.

Preview the ad, making any final changes to the copy or image(s). It won't be possible to make updates after setting your ad live.

Publishing the Campaign

After selecting a branding option and filling in the required details, click the Publish button.Workable will finalize the Campaign for your job. This usually takes about 2 business days with 'Auto' branding and 1 business day with 'Custom' branding.

Campaigns will typically be live for about 7 - 10 days.If the job status is changed to Used Internally or Archived then the Campaign will end automatically.

The source for candidates who apply will be listed as "Campaign". This will be noted on the candidate's profile, in the Candidate Sources report and in the .

sign in Allcompany employees Advanced Annual with

To submit an internal application (an application for a job at the company you currently work for), to your company's Workable Referrals website.

Find the job that you want to apply for and click on the job title. The option toapplywill appear. Click the Applylink.

Fill out the application form that appears and submit the details. You'll receive an application confirmation via email. Your application will be sent to the job's hiring team for review. Your coworkers who are managing the hiring for the job will follow up with you.

type of background check Super Admins, Recruiting Admins, Hiring Manager All plans

It is crucial to let the candidate know thata successful background check is a pre-condition of their employment.

Important:You must explicitly state that any information found will be considered when making the final hiring decision. Make the candidate aware that the process will not go ahead without their written consent.

The only information your company needs from the candidate is their first name, last name and email address. Additional information will be requested when the candidate is emailed for consent.

If youd like to prepare the candidate in advance of the request, the information required of them is as follows:

Signed consent form

Current address

Date of birth

Social Security Number (SSN)

Driver license number & issuing state

Issue a background check through Workable

To initiate a background check on a candidate, click themagnifying glass button in the toolbar. This button will appear in theOffer stage. You can run a background check in another stage by clicking thethree dots in the toolbar and selecting the background check option.

Select the you'd like to run from the menu that appears.

The candidate will receive, and must respond to, an email containing the following:

An explanation that your company has hired Checkr, a screening company to perform a background check (this is called Written Disclosure)

Confirmation that the background check is for employment purposes only

Checkrs name, address and contact information

The document: A Summary Of Your Rights Under The FCRA

A consent form, with information about the unique hiring laws of different states

A unique link to provide consent digitally, and begin the process

The candidate has 6 days to consent to the background check.

When consent is given, you will receive notification that your credit card has been charged and the background check is in progress.

Should your candidate fail to give consent within 6 days, you will receive notification that your credit card has not been charged and the background check has expired. You will be able to request a new background check for the same candidate.

You will be notified when the background check is complete and the results will appear on the candidate's profile.

sponsored visibility All users except Reviewers & External Recruiters All plans

While creating the perfect job description, and in order to get the best results, it is important to keep in mind that your posting should also comply with the job boards guidelines if you are planning to rely on candidates coming from this channel.

Workable helps you with this, as we have a dedicated team of specialists reviewing the job ads that are advertised on job boards via our platform.

If something doesn't meet their syndication standards, we will notify you so that you can fix the issue.

Company requirements

Your Account Name should be your complete company name as it will be advertised on job boards. Avoid abbreviations, d/b/a, or Inc. unless its how you typically refer to the company.

You must have a working and established company website which matches the company name on your account and lists the physical address of your organization.

Your email address should match the company website domain (e.g. your email is [email protected] and the website is www.company.com). If you used another address (such as Gmail) it must be listed on the contact page of your website.

You should be an identifiable employer with public contact details or other verifiable information. Website account name, email address and company website details can all be updated from your Company profile settings.

You can only hold one account per company in Workable.

Job quality

Title

Use common job titles. Youll get the best results by using standard (and descriptive) job titles like Customer Support Representative instead of Support Ninja. Realistic, descriptive job titles are more effective, asthey'reeasily searchable by candidates. Youll note that when you create a job in Workable, the most popular job titles are auto-suggested as you type.

Keep things neat by avoiding extremely long titles (no longer than 80 characters), ALL CAPITAL LETTERS, extra punctuation! and other *characters*

Dont include extra information like the job location, salary, or other recruiting language (e.g. hiring now!, high commission) in the title as this can be considered spammy

The title should only be for a single position. Each separate position should be its own job in Workable. If youre hiring for multiple openings, you still should write the title as if it was a single position (e.g. Nurses or Salespeople should be Nurse and Salesperson)

Location

Include a complete City, State, Country as the location of the job to be included on all free job boards. Youll spot that locations are auto-suggested as you type.

Dont publish the same job in multiple locations, unless there are separate openings in different offices. Each job opening should only be published once or it may be flagged as a problem by job boards.

Description

Include enough detail so that candidates understand the duties and requirements of the position at your company. Consider including information about your benefits or company details to make the position more appealing. You should have at least 700 characters overall. If you need help creating the job description, at the bottom of the tips on the right of the page, youll find a link to a library of editable templates. Search over 400 job description templates and import the sections you need. Moreover, a great collection of additional templates can be found on Workable's Resources site. Alternatively, import benefits from your previous jobs, or from the most common benefits in your location.

Make your description easy to read by using formatting options like headings, bold text, and bulleted lists for requirements. Limit the use of links and images since theyaren'tsupported by most job boards.

Dont provide other ways for the candidate to apply, like an email address, phone number or website link. Workable will always include an Apply button automatically.

Avoid language that could be viewed as discriminatory. This includes any age limits or similar language like college students welcome, specific pronouns (e.g. avoid using he or she), and nationality (when referring to language abilities use native-level instead of native.)

The description should be for a single job opening. Each separate position should be its own job in Workable. If youre hiring for multiple openings, you still should write as if it was a single position (e.g. Nurses or Salespeople should be Nurse and Salesperson)

Format your text inside of Workable, as opposed to writing a formatted description in a text editor and pasting it in. Pasting formatted text may lead to formatting issues on certain job boards.

Other requirements

Jobs may not be accepted by all job boards if youre already posting there directly or from another source. Worry not, contact us and we will advise you how to handle such a situation.

Staffing companies in the US and Canada are limited to Sponsored postings only on Indeed.

Some jobs may not be available for free boards and can be published with only. Jobs advertised nationwide or in a different market rather than the physical location of the office, self-employment, commission-based positions, relocation offers, unpaid internships or volunteer work are only eligible for paid postings on our partnered job boards.

If the job post is for remote work, include the head office as the jobs location. If you tick the remote work box, the posting will be advertised nationwide, hence can only be posted via a sponsored ad.

Some jobs are not eligible for job board syndication at all. The majority of job boards do not accept posts that advertise short-term (by the hour) work, multi-level-marketing programs, solicitation by middlemen or solicitations for purposes other than direct job-specific employment (such as career fairs.) Such adverts, whether they represent a legitimate career opportunity or not (Workable does not guess or judge that) are simply out of scope for job search sites.

Jobs may not be accepted by all job boards if they are reposted/refreshed frequently. For long-running or evergreen positions, we recommend utilizing paid job board options for the best visibility.

People Search All users All plans

Filtering by candidate

Use the Workable mobile app to easily manage your hiring on the go. The mobile dashboard enables you to quickly see the candidates that need your attention.

Check new inbox items, evaluate candidates, see the latest viewed ones and those who await a reply from your hiring team.

NewAny new candidate added to your jobs, either uploaded to any stage of the pipeline, or applied to the job directly.

UnscheduledShows candidates who are waiting for events to be scheduled. For example, a candidate that was recently moved to the Interview stage but still hasn't received an event invitation for that.

Slipping AwayShows the candidates that have not had any activity on their timeline for the past 7 days and up to 30 days. Activities are actions that affect the candidate's timeline. For example, adding a follower does not count as an activity, but commenting on the candidate does. There is no action that the user can perform to add a candidate in the 'Slipping Away' tab.

PopularShows the candidates that you interact mostly with. There is not a way to add the candidates to that stage.

PendingShows candidates that require follow up actions from the hiring team. For example, a candidate who has signed an offer letter and needs to be moved to the Hired stage of the pipeline.

All candidatesShows all the candidates contained in any stage of the recruiting pipeline of your jobs.

Filtering by job

Similar to your familiar jobs dashboard, see all your jobs and the number of candidates within a job's pipeline. Tap on the indication right below each job to see how many candidates are in each stage.

Search for any job at the dedicated search bar and hit the button right next to it to filter the results.

To look for candidates using, tap the three dots at the right side of each job.

posting guidelines Super Admins All plans

Connect your accounts and use your prepaid CareerBuilder job credits to post jobs directly via Workable.Only one Workable user needs to perform this process one time to enable the integration for all users.

To set up the integration, start by logging in to your Workable account:

Click your profile icon in the upper and navigate to Integrations

Locate CareerBuilder in the list of Job board integrationsand click on it

Enter your CareerBuilder Vendor ID as obtained by your CareerBuilder account representative

Once you receive it, copy it into the CareerBuilder Vendor ID field in the Workable Integrations page

If CareerBuilder has provided you with a Company Profile Name, you can also display a company logo. Copy the Company Profile Name into the Company Profile Name field. Otherwise, this field can be left blank.

Click Update Settings

That's it! Your accounts will now be connected.

Posting your jobs to CareerBuilder from Workable

Click on theFind Candidatesbutton on the jobs dashboard, select Premium Job Boards, locate CareerBuilder and chooseUse recruiter accounton it to confirm that you want to use a job slot for that job.

Alternatively, you can choose to buy a posting directly from Workable. Just click to add it to your cart and continue through the checkout process.

Once published, you can edit your jobs details by clicking the cogwheelbutton on the card and add further details or edit the available information to target your job more effectively for this board.

Note:To maximize the visibility of your post, check CareerBuilder's best practice guide to ensure that your job meets the .

invite you Super Admins All plans

If you're recruiting at multiple companies you can access them all with one set of login information by registering with the same email address.

For the most part, companies that you access with your Workable login are independent from each other. They each have their own users, configuration, permissions and billing. All candidate and activity data is only visible to the members belonging to a specific account. Adding yourself to multiple accounts does not link them in any way, other than providing you the convenience of jumping quickly from one account to the next.

Note:Each company requires its own subscription to a Workable plan.

If you have more than one company, Workable enables you to:

Add your new company easily to your existing account

Quickly add a new company by logging in your existing account and clicking on your profile icon in the upper right corner. Find the Add a Company option at the bottom of your settings list. Enterthe company name and website, and Workable will create a new trial account, linked with your current user login.If you want other members to access the new company as well, you can invite them from theAccount Memberspage.

Use the same login credentials to access all your companies

With only one email and password combination, you can access all your companies without having to use separate sets of credentials.

Join an existing company

When you receive an invitation to join a Workable account, click the link that saysAlready have a Workable account?and sign in using the email address you already use with Workable. If you're already logged in, this might happen automatically.

Easily switch between your companies

Switch between your companies by clicking on the user icon menu. The user below is accessing theStark Industries company account but can switch to other companies like "South West Co." by clicking on them.

Transfer candidates between companies

You can copy candidates from a job in one of your companies, to a job in another company under the same Workable account. Copying the candidate will create a new profile for them. The old one will remain intact and you'll not be able to carry over the existing Timeline information.

Set up separate Integrations with each of your companies

Each integration is designed to beset up and used with the company account you initially enable it for. That way, you can use different integrations with each company you recruit for using Workable. However, a LinkedIn Recruiter account can be used with multiple companies if needed. Speak with your account representative on LinkedIn and use your recruiter seats with more than one company having the jobs posted in the same LinkedIn company page. For example, if you have one LinkedIn company page (Stark Industries), but various Workable company accounts for each location (Stark Industries US and Stark Industries Canada) you can still post all the jobs in the main company page on LinkedIn.

Leave a company without losing your Workable account

You do not need to delete your entire Workable account to leave a company! From the user icon, just navigate to thePersonal Profile, scroll to the section called 'Edit your Credentials' andclickQuit this Account. This will remove all access to the company you're currently viewing, and it will be removed from your menu.

If you want to maintain access to the account but use a different email address to log in, you can ask your account administrator toto your new email address.

contact our Support team Super Admins, Recruiting Admins, Hiring Managers All plans

If you've sent an offer to a candidate via an offer template and something has changed you will need to email the candidate directly to retract the offer or clarify any miscommunication.

To send a new offer with updated details, simply start the offer process again by clicking the stamp icon at the top of the users profile. After submitting new offer details the updated information will be sent to the candidate. The original offer will expire. The candidate will no longer be able to access the original link to sign that document.

Note: If the candidate has accepted the previous offer, you will need to for further help.

Super Admins All plans

Click your profile icon in the upper right and select theBilling information section.

From here you can update your billing address and add or remove a credit card to your account.

Welcome to Workable! Whether youre new to hiring or using recruitment software for the first time, well explain the basics so you can get up and running today.

Check out the support guides in each section of this page to learn how to get started with Workable or sign up for our Workable 101 webinar.

Create a pipeline

One of the first things youll want to setup in your account is your recruiting pipeline. Create stages like Phone Screen or Hiring Manager Interview that candidates will move through.

People Search overview

Customizing my recruiting pipeline

When you modify your pipeline youll accomplish the following:

Create a clear funnel for candidates - youll know how close you are to finding the right candidate

Establish specific steps for your hiring team to interact with - hiring managers will know which candidates require their attention

Generate reports that pinpoint slow or ineffective steps and update your workflows to improve

Create your first job in Workable

You can manage the entire job requisition and posting process through Workable.

Creating a job in Workable

Which job boards can I post to through Workable?

What you can accomplish when creating a job:

Automatically advertise your jobs on free and premium job boards - youwon'tneed to micro-manage

Setup custom application forms for each job with job-specific questions

Optional job description templates - written and vetted by Workable experts - enable you to quickly create effective job posts

Jobs dashboard

The jobs dashboard is the main hub of your Workable account: Its where youll create posts, access candidates and manage your hiring process.

Organize job posts, setup internal or confidential jobs and archive jobs when youre done recruiting.

Jobs dashboard overview

About job statuses

Get to know your dashboard in order to:

Manage open requisitions

Unpublish and republish jobs

Know exactly how close you are to hiring the right candidate

Quickly access candidate profiles, even for archived jobs

Invite account members

Invite coworkers to collaborate during the hiring process. Users on your account can be assigned to the specific jobs that they need to hire for.

Inviting new members

User permissions and user types

When inviting members youll be able to:

Control which jobs your hiring managers can access

Collaboratively review candidates

Set permissions to keep private info (like salary) hidden from selected members

Enable auto-join so that youwon'tneed to manually send out invites

Careers page

A Workable-hosted careers page is created for you automatically when you create an account. You can quickly and easily customize the style of the page, then link to it from your website.

You can also embed jobs right on your own website for even greater customization options or use our API to build your own page.

Comparing career page options

Add a Jobs tab to your Facebook page

No matter how you setup your careers page it will be:

Branded to you

Mobile friendly

Updated automatically with currently published jobs

An easy way to share openings with coworkers

Candidates

Review resumes, schedule interviews and collaborate with your coworkers to qualify candidates.

Candidate profile overview

Get to know the options and workflows for reviewing and contacting candidates:

Access all candidate details in one place

Collaboratively assess candidates

See candidates evaluation history to quickly understand how theyve performed throughout the process

Sort and search through candidate profiles to ensure the best of the bunch move forward

People Search

Search for the perfect candidate based on the specific skills youre looking for. People Search is a search engine for passive candidates. Enter the skills that the ideal candidate should have and People Search will find candidates who match.

Benefits:

Improve your talent pipeline

Qualify every prospect and get to know candidates before you reach out

Connect with candidates via social media, email or phone to gauge their interest

PDF Guides

Download and share PDF guides with coworkers who use Workable. These guides walk new users through account basics. Two versions of the Super Admin guide exist - one for an account with Hiring Plan and one for accounts without.

Talk to us Super Admins All plans

Pay As You Go

Access our essential recruiting features, only when you need them. Billed at $99 per active job, per month, its a flexible option priced perfectly for those with short-term or occasional hiring needs. Learn more about purchasing and managing jobs on a Pay As You Go plan.

Essential features:

200+ Free & Premium job boards and 700+ job description templates

Branded careers page with mobile-friendly application forms

Email & calendar sync

Top-rated mobile Apps (iOS / Android)

Offer letters with e-signatures

Interview kits and scorecards

Award-winning phone, email & chat support

Automated passive candidate outreach

40+ third-party integrations, including background checks and assessments

Annual Plan

Access our full suite of talent acquisition and applicant tracking features, including premium add-ons, to find and hire the people you need to grow, all year long. Annual plans are billed annually with pricing tailored to your organization. for a quote or a product tour.

Additional features include:

400 million searchable candidateprofiles

AI-powered, one-click candidate sourcing

Self-scheduling and multi-part interviews

Advanced reporting and analytics

Hiring Plan: Requisition and budget planning, tracking and management

GDPR & EEO/OFCCP compliance and reporting

External recruiter portal

Offer letters and approval workflows

API access and data export

Workable Referrals: Advanced referrals and internal job platform

Custom pipelines

Single sign-on (SSO)

Customizable candidate profiles

Hiring team rights and roles

Dedicated account manager

VIP Support

Legacy Plans

Workable has a number of legacy plans that are no longer offered to new customers. Existing customers with these plans are able to keep their features indefinitely unless your hiring needs require moving to one of our current plans.

Trial

Our 15-day trial plan enables you to access the features of our Pay As You Go plan. You'll be able to set up a hiring pipeline, post jobs and interact with applicants. Once the trial has ended you can select the plan that best fits your hiring needs.

For more info on your current plan with Workable, you can access the Plan section of the main menu.

Read-Only (Free)

If you've ended your subscription or trial with Workable, your account will be placed on a Read-Only plan. There is no cost for this plan, but you will not be able to post jobs or interact with candidates. You willonly be able to view candidate data for candidates that are already in your account.

archived All users except Reviewers & External Recruiters All plans

Unpublish jobs when you no longer wish to advertise them. You'll still be able to interact with candidates.

Note:If you are on a Pay As You Go plan,jobs must be to avoid further billing.

To unpublish a job and stop receiving new applicants, locate the job on the main dashboard. Click on the job status ('Published'). From the dropdown menu, choose to unpublish the job. This will set the job to be used internally.The job is still considered to be active.

You can republish the job if necessary by updating the status through the same dropdown menu.

archive a job All users except Reviewers & External Recruiters All plans

Draft

A Draft job is a job that is saved but not yet published. When creating a job, a draft job is made as soon as you save draftand before you make the decision to publish internally or externally.

Drafts can be accessed via the dashboard: Click the link at the top right of the page to reveal them. All account admins can see all draft jobs on the account. Regular members on the account will only see drafts that they themselves have saved.

Published

A published job can be visible for candidates on:

your careers page

Facebook Jobs Tab

free job boards

paid job boards

Only administrators can publish jobs. Candidates will be able to find your published job and submit applications.

You can unpublish and republish jobs at any time. To do so, click the job status, located on the right side of the main job dashboard:

Internal

When a job is set for internal use only, members of the hiring team can still fully interact with candidates. Internal jobs are not published anywhere, so you will not receive any applicants for these positions. You can upload candidates manually or add them withPeople Search.

Account members who are not on the hiring team will still see internal jobs in your account.

Set a job to be used internally when you no longer want new applicants for the position.

Confidential

Confidential jobs are only visible to members of the hiring team for the job. All Super Admins can see confidential jobs. Confidential jobs are not published anywhere. You can upload candidates to confidential jobs and fully interact with them, just like with published or internal jobs.

Set a job to be confidential when it must be kept hidden from certain account members.

Archived

Archived jobs appear at the very bottom of the main dashboard. These are jobs for which you no longer need to interact with candidates. Archived jobs enter a 'read-only' mode. Candidates remain in your account and can be copied to other jobs, but you are not able to send them emails or leave internal comments on their profiles.

When you, members of the hiring team can still view that job.

Hover over an archived job to view options. Unarchiving the job will return it to your list of active jobs. You can republish the job if necessary.

Cloning the job will create a copy of the job. You'll be able to post the job with a fresh posting date. Candidates in the original job will not carry over to the cloned job.

Integrations Super Admins All plans

Note:Custom Facebook tabs - like the Jobs tab - can only be enabled if your company page has accrued at least 2,000 likes.

You may also want to enable job posts with Facebook Free Listings, which can be done regardless of page likes.

Add a free Jobs Tab to your Facebook company page, and advertise your roles to your most engaged audience. Workable automatically updates the tab every time you create a new positionsaving you time and getting the word out faster.

The Facebook Jobs Tab will appear in the navigation on your company Facebook page. Clicking it will reveal your list of open positionsand when a candidate applies, their information will be added straight to the applied stage for the role in your Workable account, ready for review.

Setting it up is easy

First, youll need to be the admin of your company Facebook page to connect it to Workable.

Whenyou'velogged in to Workable, visit your page by clicking your user icon at the top right of your dashboard.

Within the Embed Jobs section, click on the Facebook page option to expand that section, and connect to your Facebook account.

Complete the steps that appear, signing in to your Facebook account and selecting the page that you'd like to link with Workable.

Onceyou'veconnected, youll be taken back to the Workable Integrations section. Confirm the selection of your page in the dropdown menu and clickAdd Careers Tab.

Choose to group job openings by department or location, and decide whether to display the full job description or just the title. You can also see a live preview as you make your choices.

job shortlink, Super Admins All plans

Seek is Australia's no. 1 jobs, employment, career, and recruitment site. Connect your accounts and use your prepaid Seek job credits to post jobs directly via Workable.Only one Workable user needs to perform this process one time to enable the integration for all users.

Before you set up the integration,contact the Seek API Support team to obtain the Seek ID needed.Send an email to [email protected] with your Seek account number and a request to authorize Workable to post jobs and fetch candidates from your Seek account. Their team will respond with your Seek ID.

Then, sign in to your Workable account:

Click your profile icon in the upper right and navigate to Integrations

Locate Seek in the list of Job board integrations and click on it

Copy the ID code from the email into the Seek ID field on this page

Click Update Settings

That's it! Your accounts will now be connected.

The email you receive from Seek will also contain your Standout ID. To add your company logo to every job ad you place on Seek, copy your Standout ID into the Seek Standout ID field, also found on the Integrations page, and click Update Settings.

Publishing jobs to Seek from Workable

When your accounts are integrated using the Seek ID, you can publish jobs directly to Seek from your Workable account via the jobs Find Candidates page in the Premium Job Boards section.

Unlike other job boards, Seek job postsdon'tlink to Workables application forms. Instead, you can modify your Seek job posts directly from Workable by integrating Seeks customizable features.

Posting with your custom template

To set up an application form, request a custom ad template within Seek. Once thats set up, youll be able to adapt any job you post from Workable to your custom Seek template, using the Template ID that corresponds to your custom layout.

To apply this layout to the jobs you post from Workable, select the cog icon that will be shown in the top right corner of the Seek box on the Find Candidates page of your job it will be shown in place of the small i icon.

Now add your Template ID to the field in the cogs dropdown menu. Your post will be instantly updated with your custom layout.

Including a questionnaire in your Seek job post

To include a questionnaire in your Seek job post, youll need to create a screening questionnaire in the 'Tools' section of your Seek account. Youll then receive a Screen ID. Copy the Screen ID and then access the job editor in Workable. Under the Find Candidates step of the job editor in the Premium Job Boards section, paste the Screen ID into the field for Seek. Click the option to update the post and the questionnaire will be successfully added.

Add a preview sentence and selling points to your Seek job post

You can add a preview sentence and up to three "selling points" to your job post from the Premium Job Boards page in Workable.

The preview sentence should provide a short explanation of the job and what it entails. For your selling points, enter up to three brief lines that highlight why prospective candidates should be excited about the job. The preview sentence and selling points will appear in the job post preview.

Connect a published job on Seek to Workable

If you posted a job on Seek before setting up the Workable integration, you can use Workable to add your candidates to the pipeline automatically:

In Workable, click on theFind Candidatesbutton on the jobs dashboard next to the job you want to post

On the bottom ofFind Candidates page, youll find the from where you need to copy the characters (usually letters and numbers) after the last / in the link make up the job ID

Go to your Seek account and click into the ad from the Jobspage

Click on the Editbutton, continue through to the Details page and scroll down to Application email preferences

FInd the section titledAdd a reference numberand paste the copied Job ID into the field

Now Workable can match the job in Seek to the one in your Workable account, and will start fetching your candidates.

To collect candidates from multiple job ads in Seek into a single job in Workable, enter the same Job ID into the Internal ref. no. field of each ad in Seek, adding +1, +2, etc. at the end (e.g. 93B893A87A+1, 93B893A87A+2).

available actions Super Admins All plans

Users in your Workable account can have different permissions and take on different roles for jobs you're recruiting for.

Users are divided into three types of access.

All access:Reserved for 'Super Admins' who can fully manage your Workable account.

Standard access:Reserved for users who help with the hiring process to different degrees. Some may be fully involved, emailing, evaluating and interacting with candidates and some may only leave evaluations and notes. Standard access has the most flexibility. A single user with standard access can be a Hiring Manager for one job and a Standard member for another job. For Advanced Annual users, Recruiting admins also fall under standard access category, with 'super admin' permissions for a specific job/department/location.

Limited access (for Advanced Annual only): Reviewer role is reserved for users who will only ever review resumes, leave internal evaluations and comments, and make referrals.

There is a separate user role of External Recruiter available for staffing agencies working with clients who have an Advanced Annual plan.

For a full breakdown of specific permissions and available actions, see our User Permissions Chart.

Super Admin (all access)

Super Admins can always see and do everything in Workable.Super Admins can access all jobs, all candidates and all account settings.

Who should be a Super Admin?

Anyone who should have full visibility for everything on the account.

Head of Recruiting

CEO

Recruiting Admin (standard access)

Recruiting Admins are assigned to specific jobs. Within those jobs, they can take all actions that a Super Admin can. They can see all candidates, perform all candidate actions, publish jobs and purchase premium job ads. However, they cannot modify account settings.

Who should be a Recruiting Admin?

Users who should publish jobs, purchase premium job ads and be involved in all aspects of recruiting for a job.

Recruitment/HR department members

Department heads who are very involved in hiring

Regional directors

Hiring Manager (standard access)

Hiring Managers must be assigned to specific jobs to perform most actions.

Hiring Managers can record and view private comments and private emails, as well as see and send offer letter details. Hiring Managers cannot publish jobs directly, but can request publication from a Super or Recruiting Admin.

Who should be a Hiring Manager?

Anyone who is fully involved in the hiring process, i.e. people who will have access to more private information like salary and job offer details.

Department heads

Executives

Hiring decision maker

Standard Member (standard access)

Standard Members must be assigned to specific jobs to perform most actions.

Standard Members cannot record or view private comments, private emails or offer letter details, but can fully interact with candidates.

Who should be a Standard Member?

People who are involved in the hiring process and may communicate with candidates, but shouldn't see private info like salary.

Team leads

Team members

Reviewer (standard or limited access)

Reviewers are assigned to specific jobs and can only see candidates in those jobs. They can only evaluate candidates and leave internal comments. This user type is best if you need to restrict candidate interaction options for a user. Reviewers cannot send emails, schedule events for themselves or move candidates through your hiring process.

Who should be a Reviewer?

Users who only review resumes and leave evaluations and internal comments.

Department heads

Team leads

Team members

External Recruiter

External Recruiters must be assigned to specific jobs to perform . They can only see the specific jobs they are helping to recruit for. They can only see candidates who they themselves have uploaded to the account (i.e. they cannot see candidates who apply through a job board or careers page).

External Recruiters can see a candidate's timeline and perform some basic actions. They cannot evaluate candidates or see evaluations from the internal team.

Who should be an External Recruiter?

Recruiters outside your organization (e.g. at staffing/recruiting agencies) who will upload candidates to Workable on their own.

offer document Super Admins Advanced Annual

With the Workable Annual plan, you can set up an internal approval process for your offer letters. After setting up an offer to send to a candidate, chosen hiring managers or administrators will need to approve or sign the offer before the candidate is contacted.

The entire approval process is recorded on the candidates profile so the team can see which stakeholders need to provide their approval or why a hiring manager rejected the offer details.

Setting up an approval workflow

You must be a Super Admin to set up approval workflows.

Click your user icon in the upper right and select Templates. Locate the Offer Templates section and edit or add a template.

In the Approval Workflow section of the template editor, youll create a process through which your coworkers will review and approve an offers details.

Click Add Approvers to create one (or more) approval group(s). One person from each groupmustapprove the offer before it can be sent.

Add users by name or by user type. For example, add Admin or Hiring Managers.

Super Administrator group: any Super Admin in Workable can approve the offer

Recruiting Administrator group:any Recruiting Admin assigned to the job can approve the offer

Hiring Managers group: any user who is assigned to the job as a 'Hiring Manager' can approve the offer

Name: this specific person can approve the offer - they must be an admin or assigned to the job as a 'Hiring Manager'

An approval notification will be sent to each group in succession, i.e. Group 1 must approve before Group 2 is notified and so on.

In this example, when we're ready to send this offer template to a candidate the Administrators on our account and Alexia are notified and asked to approve.

After any one of the people in the first group approves the offer, the Hiring Managers assigned to the job will then receive a notification to review and approve the offer. Once a Hiring Manager approves the offer it will be sent to the candidate.

ClickAdd more approversto add more and more groups.

Note: If the sender of an offer qualifies as an approver in any approval group, then those groups will approve the offer automatically. The sender inputs all of the offer details and verifies the information when setting up the offer. Since they have already approved the offer during creation, any step where they might have had to approve it is auto-approved.

You can also add a signer to the offer letter. The [company_signature] variable must appear in your in order to add a signer. As the last step in the approval process, this person will be notified to sign the document before it is sent to the candidate. That person will receive a link where they can provide their signature via HelloSign.

Using an approval workflow

Choose the offer option for a candidate in the Offer stage as normal. Enter the offer details.

If an approval workflow has been set up then the workflow will appear when you review the details. Confirm the details and click Send offer for approval, which will initiate the approval workflow.

Users in the first group will receive a notification in their Workable Inbox as well as an email. The offer details will appear in the notification/email for the approver to review. They will have an option to approve or reject.

Here, a Workable user has received an Inbox notification with all of the offer details (including things like salary, vacation time, etc.). They can hit the checkmark to approve or the X to reject the details.

If a user rejects the offer they will be asked to note a reason and the person who initially set up the offer will be notified. Any necessary updates should be made and the offer can be set up again.

After 1 person in the first group has approved the offer, then the next group is notified and so on.

As each group provides their approval the Offer section on the candidates profile in Workable will update. The approver from each group will be noted in the offer details with a green checkmark next to their user icon.

After all groups have approved the offer, a link to sign the offer document will be sent to the signer. The link will open the document in HelloSign where the user can provide their signature.

Once the document has been signed it will be sent to the candidate automatically.

integration page Super Admins All plans

Factorial is the HR platform for everyone. Easily manage time off, time tracking, payroll, documents, reports and analytics.

Integrate Workable with Factorial to efficiently manage your HR process and quickly export your hired candidates in your Factorial account.

Setting up the integration

In your Workable account:

Click your profile icon in the upper right and navigate to Integrations

Locate CezanneHR in the list ofHR Information Systemsintegrations and click on it

ClickGenerate Token

Copy to clipboardthe long string of numbers and letters

Visit theCompany Profilesection from the profile icon menu and note down your Workable subdomain

In your Factorial account:

Visit the and paste both the subdomain and partner token to their corresponding input fields

That's it! The integration is now complete.

Using the integration

Once you move a candidate to Hired in your Workable recruiting pipeline, they will be exported to Factorial as uninvited employees. Admin users of Factorial can review and change the employees' information before formally inviting them to Factorial.

Supported fields:

Full Name

Email address

Phone Number

Address

Super Admins All plans

CezanneHR is a comprehensive, configurable and international HR information suite designed to help organizations connect, engage and manage their people better.

Integrate Workable with CezanneHR to seamlessly export candidate information to your Cezanne account and streamline your human resources management. When you hire a candidate, their details are transferred to CezanneHR as a new employee.

Setting up the integration

In your Workable account:

Click your profile icon in the upper right and navigate to Integrations

Locate CezanneHR in the list ofHR Information Systemsintegrations and click on it

ClickGenerate Token

Copy to clipboardthe long string of numbers and letters

Visit the Company Profile section from the profile icon menu and note down your Workable subdomain

In your CezanneHR account:

Login as an Admin and chooseSystem Setup

Click on Integrations and selectWorkable

In the next page, click Add new at the bottom left side and enter the below information: - your Workable subdomain - the Partner Token you generated and copied -New Hire Administrator - New Hire Default Company

Click Save to keep the changes

That's it! The integration is now complete.

Using the integration

Move a candidate in the Hired stage of the recruiting pipeline in Workable and a profile for them will be created in Cezanne HR automatically. The new hire will be pending on Cezanne HR's tasks page.

Supported fields:

Workable Fields

CezanneHR Fields

First Name

First Name, Known As, Full Name, Legal Name

Last Name

Surname, Full Name, Legal Name

Email

External e-mail

Phone Number

Personal Phone Number

Address

Address * 1

Hire date * 2

Hire Date

Department

Org Unite Name * 3

Job

Position Title * 4

1 The address in Workable must include at least a street name, or postcode to be configured into CezanneHR's address format.

2 'Hire date' is the day the candidate was moved to the Hired stage of the recruiting pipeline.

3 It must match in both systems in order to be added.

4The field will be left blank if there is no active Position in CezanneHR that matches.

Additional resources

Download the file below for a detailed overview of the integration, useful tips and troubleshooting tricks.

approval workflow Super Admins All plans

As part of your Workable plan, you can seamlessly send job offers to candidates by adding Offer Templates to your account.

Customize templates to be on-brand with the exact language you want to use when extending an offer. You'll create offer documents with fill in the blank variables for the finer details of the offer.

Dear [candidate],

We're delighted to extend this offer of employment for the position of [job] with [company]. If you accept this offer, your start date will be [start_date] or another mutually agreed upon date and you would report to [direct_manager].

Cash Compensation. The company will pay ou a starting salary at the rate of [salary], ...

...

When you want to send an offer to a candidate youll simply input details like salary and start date (all the details in [brackets] in the example above). The candidate will receive a link via email where they can review the details and provide their e-signature (powered by HelloSign ).

Youll be notified as soon as the candidate accepts your offer.

Setting up offer templates

To add or edit offer templates on your account, click your user icon in the upper right of Workable and navigate to Templates. Scroll down to the Offer Templates section.

Your account comes with a default template that you can view, edit, clone or delete.

Click Add a new template to set up your own customized template(s).

An offer template is made up of:

Offer document: The file that is sent to the candidate and signed by them to accept the offer. May contain info like start date, salary, paid time off, etc.

Offer language: The language for your offer document. This will impact certain formatting options like numeric values.

Offer email: The text of the email that youll use when making an offer. This will usually include basic details about the position like job title and offer expiration date. It also contains a unique link where the candidate can view and sign the offer document (via HelloSign).

Approval workflow: On the Workable Annual plan, the process through which internal stakeholders will review and confirm the offer details. Learn more here.

Offer document

The offer document is a .docx file that youll upload to Workable. This file should be written by the recruitment/HR team or key stakeholders for jobs.

Your offer document can contain variables: These are fill in the blank spots where youll add information for each specific offer you send out. Weve created a list of common variables that you can use. When writing your offer document in a word processor, include variables in square brackets, e.g.: [salary].

Variable

Type

Label

[today_date]

Date

Today's Date

[candidate]

Short text

Candidate

[job]

Short text

Job

[company]

Short text

Company

[start_date]

Date

Start Date

[direct_manager]

Short text

Direct Manager

[salary]

Salary

Salary

[bonus]

Numeric

Bonus

[paid_time_off]

Numeric

Paid Time Off

[sick_days]

Numeric

Sick Days

[offered_equity]

Numeric

Offered Equity

[offer_expiration_date]

Date

Offer Expiration Date

[sender_name]

Short text

Sender Name

[candidate_signature]

Signature

Candidate Signature

A [company_signature] variable is also available by default for accounts on the Annual plan.

If you want to add your own variables to a document, include text in brackets with your own variable name, e.g. [hours_in_office], [department]. You must use the Latin alphabet and the variable cannot include any spaces.

With the Workable Annual plan, accounts can have custom variables added which will appear in the list of common variables for external or internal use.

Heres an example of how you might write a line in your offer document:

Your salary will be [salary]. You will be expected to be in the office between the hours of [hours_in_office].

Download: Check out this template for ideas on where to start and how to format your document.

Each time you send this template to a candidate you will be prompted to fill in the variables with the offer details.

If one or more of the common variables are not included in your file, you still have the option to fill them out when creating an offer, but the candidate will not see the details. That information is only logged for your internal reference on the candidates profile.

Important: Your offer document MUST contain the [candidate_signature] variable. If this variable is not included, you will not be able to upload the document to Workable.

Save your document as a .docx file. Navigate to the Offer Templates section in Workable. Edit the template and youll have the option to drag and drop the file into the template.

It is not possible to edit the text of the document after it has been uploaded. You will only be able to input details to fill in the variables, you cannot directly edit the text itself.

To make changes to the text of an offer document after uploading it, create a new .docx file or edit the original file. When your changes are ready, edit the offer template in Workable. Click the trash can icon to the right of the current .docx file to remove it. You will then be able to upload your replacement file.

Offer language

The language of your offer document will be auto-detected when it is uploaded. If you need to change the language, select the dropdown menu and choose a different language option.

The chosen language dictates formatting for certain numeric values, as well as translations for certain text options.

For example, when entering a salary, youll the frequency of payment. Our offer document is in English so we can select per year / month / etc. The frequency options are translated based on the offer language.

Offer email

This is the email template that will be sent to the candidate. You can customize it as needed, but it must contain the document link placeholder. Placeholders are automatically filled in with the relevant details when you send an email.

The candidate will need to click the document link to view and sign the completed offer document via HelloSign.

Add the document link placeholder (or other placeholders) by clicking the [*] icon in the formatting toolbar.

Approval workflow

The option to set up approval workflows is available with the Workable Annual plan. Approvers will be able to review and approve the offer details before the official offer is sent to a candidate.

Learn more here.

Accessing offer templates

Only Workable Super Admins can set up offer templates through the process above. However, on most Workable plans, both hiring managers and admins will be able to choose from any of the templates on the account when they want to send an offer.

On the Workable Annual plan you can create restrictions to determine which offer templates will be available for which jobs.This can help to reduce confusion or miscommunication when sending an offer.

Learn more here.

Sending an offer

When a candidate is in the Offer stage, youll see a new interaction icon appear. Click the pen icon to prepare an offer template to be sent to the candidate to sign.

Ifyou'veadded multiple offer templates youll be able to preview them and choose a specific template to continue with.

Click View to preview the offer document or click on the template name to choose to proceed with a template.

Next, youll fill in the variables that you set up in your offer document: Key information like salary, start date and direct manager. The required fields in this form are items that are included in the offer document that will be sent to the candidate.

At the bottom of the form, youll find any remaining fields that were not included in the offer document. These can be filled out if youd like to have the information for internal reference. The candidate will not see these details.

Important: If you set an Offer Expiration Date, the candidate will no longer be able to sign the document after this day passes. You'll need to send another offer to the candidate if they need more time.

After you've entered all the details click Review Offer. Youll see:

1) The email that will be sent to the candidate.

This can be edited by clicking the Edit email button.

The subject line of the email will be An offer from [company] for [job]

2) The offer document with the completed variables filled in.

Click Make changes at the bottom of the preview document to update any of the variables you inputted.

If youre ready to send the offer to the candidate (or ready to send the details to the approval team ), click Send offer to candidate. Users of an Advanced Annual plan can set up approval workflows.

An Offer section will be added to the candidates profile including:

The status of the offer, citing whether or not the candidate has accepted and signed

The offer details that you inputted

A link to download a PDF copy of the unsigned offer document

Unless there is an approval workflow in place, the candidate will be contacted immediately. With an, the candidate will only be contacted after all approval groups have reviewed and confirmed the offer details.

If you made an error in the offer details you can click the stamp icon to send a new offer. Follow the same process above to fill in the forms with new information. When you send out the new offer, the original offer will immediately expire. The original details will still be included in the candidates profile. The new details will appear in the profile as a new pending offer.

As part of this process, you may want to explain to the candidate that an error was made in the original offer.

When the candidate receives the email they can click on the included link to open the offer document in HelloSign. The transition is seamless - theywon'tneed to log in or follow special instructions.

The candidate will need to click on the document in HelloSign to provide their e-signature. After the candidate confirms their signature:

Youll receive an email notification

Their profile in Workable will be updated to Status: Offer accepted

The offer document in Workable will be updated to include the candidates signature. It can be downloaded from the Files tab at the top of the candidates profile or from the offer details section.

The candidate can decline the offer by clicking the three dots in the upper left of HelloSign. They will be asked to provide a reason for declining. If the candidate chooses to do this:

Youll receive an email notification

Their profile in Workable will be updated to Status: Offer declined

The candidates reason for declining will be added to their Timeline

Click the stamp icon to set up a new offer for the candidate if necessary.

If the candidate does not accept or decline the offer prior to the offer expiration date, the status of the offer will be updated to expired. After that, if the candidate clicks the link to view the offer document, they will be notified that the offer is expired. They will not be able to sign or accept the offer.

All users except Reviewers & External Recruiters All plans

As part of the Workable Annual plan, you mighthave multiple pipelines to choose from for different jobs. You can choose a pipeline for a job in theWorkflowstep when editing the job.

The custom pipelines available for your account are listed and displayed underneath. Just click the button next to the most appropriate pipeline for the job and Save changes.

As long as no candidates have moved past the default Sourced and Applied stages, its possible to select a different pipeline for that job. Just go to the editing stage, click the Workflow tab, and choose the new pipeline.

create a Jobs Tab All users except Reviewers & External Recruiters All plans

When youre adding or editing a job, click the Find Candidates tab in the top menu. Scroll down to find options for sharing the job through your social media account(s):

The following networks are available:

Twitter - tweet a link to the job description and application form on your careers page

Facebook - share the job on your timeline, on a friend's timeline, in a group, or via private message

LinkedIn - post the job publicly, share it with connections, post it to groups, or send it to individuals

Before the link is posted you'll have the option to edit the post, adding in any extra details you'd like to share. Alternatively, you can use the job shortlink (or share it with coworkers) to create your posts anywhere outside of Workable.

Workable will track the social networks that candidates come in from in the Candidate Sources report.

The first time you post to any of these options, youll be asked to authenticate your account. This is a simple login process that will enable you to post directly from Workable now and in the future. It is safe and secure Workable will never post anything without your consent. Once Workable is authenticated, youll be able to post with a single click.

Integrate with Facebook Free Listings to automatically post to Facebook's job marketplace.

If you have a company Facebook page, you can also . This is a tab on your Facebook page which links to a page listing all your open jobs. Jobs are posted or updated automatically, every time a job is created or edited in Workable. This option is available for admins in theIntegrationssection of your account.