Overview: Effectively managing the lifecycle of your job postings is essential for maintaining an organized recruitment pipeline and ensuring data integrity. Stafio.ai provides straightforward options to close, duplicate, or archive jobs, allowing you to handle positions once they're filled, need to be reposted, or are no longer active.
Key Actions & Step-by-Step Guide:
To perform any of these actions (Close, Duplicate, Archive), you will typically navigate to the specific job's details page or locate the job within your Talent Hub list and access its options menu (often represented by a three-dot icon ... or an "Actions" button).
1. Closing a Job
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Purpose: Use this option when a position has been successfully filled, or if you decide to discontinue hiring for the role. Closing a job stops new applications and marks the job as complete.
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Steps:
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Navigate to the Talent Hub and select the job you wish to close.
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On the job's details page, locate the "Actions" button or the ... (More Options) menu.
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Select "Close Job" from the dropdown menu.
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You may be prompted to confirm your action. You might also have options to:
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Send rejection emails to remaining active candidates: Stafio.ai can automatically send a customizable rejection email to all candidates who are still in active pipeline stages for this job.
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Select a "Closure Reason": (e.g., "Position Filled," "Hiring Frozen," "Budget Cut").
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Confirm the closure.
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Outcome: The job will no longer be visible on your career page or integrated job boards. Candidates will not be able to apply. The job's data and associated candidate applications will remain accessible for reporting and historical reference.
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2. Duplicating a Job
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Purpose: This feature saves significant time when you need to post a similar job. It creates an exact copy of an existing job, allowing you to make minor adjustments without starting from scratch.
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Steps:
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Navigate to the Talent Hub and select the job you wish to duplicate.
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On the job's details page, locate the "Actions" button or the ... (More Options) menu.
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Select "Duplicate Job" (or "Copy Job") from the dropdown menu.
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A new job creation form will open, pre-filled with all the details (job description, application questions, pipeline stages, etc.) from the original job.
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Important: Remember to change the Job Title and any other specific details (e.g., location, number of openings) for the new duplicated job. The duplicated job will NOT carry over any existing applications from the original job.
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Review all sections and click "Publish Job" to make the new job live.
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Outcome: A new, identical job posting is created, ready for publishing, allowing you to quickly recruit for similar roles.
3. Archiving a Job
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Purpose: Archiving allows you to remove old or inactive jobs from your primary active job list without permanently deleting their data. It's ideal for keeping your active job pipeline clean while retaining historical records.
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Steps:
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Navigate to the Talent Hub and select the job you wish to archive.
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On the job's details page, locate the "Actions" button or the ... (More Options) menu.
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Select "Archive Job" from the dropdown menu.
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Confirm your action.
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Difference from Closing: A closed job might still appear in certain reports or filtered views as "Closed," whereas an archived job is typically hidden from default views, requiring a specific "Archived Jobs" filter to be seen. Archiving is often a final step for jobs that have been closed for a while and whose data is less frequently accessed.
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Viewing and Restoring Archived Jobs:
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To view archived jobs, go to the Talent Hub and apply a filter for "Status: Archived" or "Show Archived Jobs."
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You can typically "Restore" or "Unarchive" a job from this view if you need to reactivate it.
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Troubleshooting & Tips:
Issue: Can't close/archive a job?
Suggested Fix: Ensure your user role has the necessary permissions. Some jobs might be tied to ongoing automated processes that need to be manually stopped first. If the job is linked to a live external job board, confirm it's been unpublished there first (though Stafio.ai usually handles this on close).
Issue: Duplicated job doesn't appear?
Suggested Fix: After duplicating, remember to "Publish Job" for the new copy. It will not be live until you explicitly publish it.
Issue: Accidentally archived a job?
Suggested Fix: Don't worry, archived jobs are not deleted. Simply apply the "Show Archived Jobs" filter in the Talent Hub and then select "Restore" or "Unarchive" from the job's action menu.
Issue: What happens to candidate data after closing/archiving?
Suggested Fix: Candidate data remains stored within Stafio.ai, linked to the closed/archived job. This ensures compliance and allows you to access historical information for future reference and reporting.