This feature enables system users and agencies to be notified when the job closing date has passed, allowing users and agencies to be promptly notified that the job is closed for new applications. 

You can customise the wording of the notification email to align with your specific requirements or process and it can be used as a prompt for system users to review job applications.

As part of this guide, we will explain how this feature works and walk you through the simple steps to activate it.

What's included in this guide:

• How does the job closing date notification work?
  • Notification conditions
    • Advert Live toggle and Closing Date
    • Will the notification be triggered if a job is closed early? 
    • Can I specify the content of the email notification?
• Activation steps 
  • Enabling the Job is Closed notification for system users
  • Customising the Job is Closed notification email
  • Enabling the Job is Closed notification for agencies

How does the job closing date notification work?

This notification is triggered when the closing date of a job has passed, which is specified on the posting page.

The notification can be sent to system users and agencies listed in the Job Access page of the job.  

Notification conditions

The system checks the following conditions are met in preparation for sending notifications the following day: 

• It checks for jobs where the Advert Live toggle is enabled
• It then verifies if the closing date is listed as the current day 
• If both conditions are met, the Closing Date Passed Notification is automatically queued and triggered on the day following the closing date.
  

Using the scenario below, the closing date notification is triggered on 5/12/2023:

Advert Live toggle and Closing Date

• Simply disabling the Advert Live button to advert closed does not trigger the notification

• The notification is activated when the Advert Live toggle is used along with the Close Date

Will the notification be triggered if a job is closed early? 

• If a user decides to close a job early by toggling off the Advert Live option, the Closing Date Notification will not be triggered
• When preparing to send notifications the next day, the system specifically checks for jobs where Advert Live is enabled and the closing date matches today

Can I specify the content of the email notification?

Yes this can be tailored to meet your process, please read on for further information on how to enable and configure this feature.

Activation steps 

Enabling the Job is Closed notification for system users

Go to Settings > Security Roles:

Click on the Security Role you wish to enable this notification for and navigate to the Create/Update Job(s) page:

Scroll down to the Job notifications section and enable Send closing date has passed notification:

Press Save and Exit.

Customising the Job is Closed notification email

To customise the content of the closing date email, you just need to create a new email template in Settings > Communications.

Once the email template is created, you then need to configure this in Settings > System Customisation.

Navigate to the Emails page > Set default emails to line manager > Closing date passed email to line managers.  

Choose the email template you wish to use and then Save.

If no email is specified in this section and the notification is activated within a user's security role, a default system email will be sent.

Enabling the Job is Closed notification for agencies

Go to Settings > System Customisation.

Navigate to the Emails page > Set default emails to agency > Closing date passed email to agencies.

Select the email template you wish to use and then Save.

Once an email is specified here the agency closing date notification will be activated.

I’ve followed the guidance notes and have some further questions.

For any questions about using closing date notifications (or any other Jobtrain functionality), please contact our Support Team on +44(0)161 850 2004.