Release note - improved job template workflow

For: Superusers, Recruiters

What’s changed

We’ve introduced a new, dedicated way to create job templates.

Users with the appropriate permission enabled can now select Create a job template from Jobs > Add a Job, instead of creating a standard job and manually changing the status to Template on the Post the Job page.

This improves the template setup experience and reduces the risk of errors.

Who this affects

This update applies to users who are responsible for creating and maintaining job templates.

Access to the Create a job template option is controlled by a security role permission and must be enabled before the feature is visible in Jobs > Add a Job.

Why we’ve made this change

Previously, creating a template required users to follow the full job creation process. This sometimes meant entering information earlier than necessary or taking extra care to avoid posting or triggering approval during setup.

In some cases, clients requested temporary changes to mandatory field settings while building templates, which then needed to be reinstated afterwards.

The new workflow allows templates to be created without adjusting system configuration or temporarily changing mandatory field settings.

New: Create a job template

You’ll now see a dedicated Create a job template option in Jobs > Add a Job, making it easier to set up reusable templates. 

When you select Create a job template:

• On the Job Details page, only Job Title and Job Title for candidates are required
• Other mandatory fields remain visible but can be left blank when creating the template
• Smart Match is not available
• Approval cannot be started while the job remains a template, but an approval workflow can be selected for future use
• The job status is automatically set to Template
• Post the Job is not included in the creation flow

Templates act as reusable starting points that can be copied when creating future vacancies, helping to standardise job setup and pre-define elements such as advert content, application or assessment forms and job approval workflows.

Creating a live job from a template

To create a new job from a template, use Jobs > Add a Job > Copy from a job template.

This process remains unchanged. Standard mandatory field requirements and posting validations apply before the job can be made live or sent for approval.

Validation when making a job live

All existing validation rules continue to apply when setting a job to Live. If required information is missing, the system will display the relevant message and prevent the job from going live until resolved.

Activation required

The new Create a job template option is controlled by a new security role permission.

This permission is disabled by default after deployment. Only users with this permission enabled will see the option in Add a Job.

See the activation guide: Enable job template creation for a security role.

No impact to existing functionality

This enhancement improves how job templates are created but does not change how they are managed or used elsewhere in the system.

There is no impact to:

• Managing templates via Search > Search Jobs
• Copying from a job template
• Existing posting or approval validation rules

All other job creation and approval processes continue to function as before.

For step-by-step guidance, see:

• How to create a job template
• Enable job template creation for a security role