Job & Project Management

This section guides you through the process of creating job postings, efficiently managing applicants, overseeing your recruitment projects, and handling the lifecycle of your job openings within Staf

By Varun Mishra

• 4 articles

How to post a job or requirements

Overview: Posting a job on Stafio.ai is a straightforward process that allows you to quickly create and publish new openings, attract candidates, and kickstart your recruitment pipeline. This guide will walk you through each step, from entering basic job details to making your position live. Step-by-Step Instructions: Step 1: Navigate to Job Creation - From your Stafio.ai Dashboard, look for a prominent "Add New Job" or "+ Create Job" button. This is typically found in the central area of the dashboard or within the "Talent Hub" section in the left navigation panel. - Clicking this button will open the job creation wizard or form. [Placeholder for image: Screenshot of Dashboard or Talent Hub with "Add New Job" button highlighted] Step 2: Enter Basic Job Information - You will be prompted to fill in the core details of your job opening: - Job Title: The official title of the position (e.g., "Senior Software Engineer," "Marketing Specialist"). - Location: Specify if the role is On-site, Remote, or Hybrid. If on-site/hybrid, you might need to enter the specific city/country. - Employment Type: Select the type of employment (e.g., Full-time, Part-time, Contract, Internship). - Number of Openings: Indicate how many candidates you plan to hire for this specific role. - Experience Level: Choose the required experience level (e.g., Entry-level, Mid-level, Senior, Executive). - Click "Next" or "Save and Continue" to proceed. [Placeholder for image: Screenshot of the "Basic Job Information" form fields] Step 3: Define Key Responsibilities and Skills (AI-Assisted) - To help you quickly build a comprehensive job profile, Stafio.ai provides AI assistance for responsibilities and skills: - Responsibilities: Select key responsibilities from a list provided by Stafio.ai's AI, or you can add your own custom responsibilities to perfectly match the role's needs. - Skills: Select the essential skills required for the position. The platform may suggest relevant skills based on the job title, or you can manually add specific technical, soft, or industry-specific skills. - Click "Next" or "Save and Continue" to proceed. [Placeholder for image: Screenshot of AI-assisted responsibility and skill selection] Step 4: Craft Your Job Description - This is where you detail the role for potential candidates, building upon the responsibilities and skills defined in the previous step. Stafio.ai typically provides a rich text editor for this section: - Detailed Overview: Expand on the role's purpose and its contribution to the team or company. - Key Responsibilities: Review and refine the responsibilities selected in the previous step, adding more context or specific tasks. - Required Qualifications: Elaborate on the skills, experience, and educational background needed, including any must-haves or nice-to-haves. - Benefits & Culture (Optional): Include information about your company culture, benefits, and perks to attract top talent. - Use Templates (if available): If your company has predefined templates or sections, leverage them to maintain consistency. - Click "Next" or "Save and Continue." [Placeholder for image: Screenshot of the Job Description editor] Step 5: Configure Application Settings & Questions - Customize the application process for this job: - Resume/CV Upload: Typically a default requirement, ensure this option is enabled. - Cover Letter (Optional): Decide if a cover letter is required or optional. - Standard Questions: Stafio.ai may provide default questions (e.g., "Are you legally authorized to work in [country]?"). - Custom Questions: Add your own specific questions to screen candidates effectively (e.g., "What is your experience with [specific software]?"). You might be able to choose question types (e.g., short answer, multiple choice, file upload). - Click "Next" or "Save and Continue." [Placeholder for image: Screenshot of Application Settings and Custom Questions section] Step 6: Define Your Hiring Team & Pipeline - Hiring Team: - Assign Recruiters: Select the recruiters from your team who will be responsible for this job. - Assign Hiring Managers: Add relevant hiring managers who will review candidates and participate in the process. - Approval Workflow (if applicable): If your organization requires approvals before publishing a job, configure the approval chain here. - Pipeline Stages: Your job will automatically be set up with predefined pipeline stages (e.g., Applied, Screened, Interview, Offer, Hired). These stages are standard for now and help you track candidate progress. - Click "Next" or "Save and Continue." [Placeholder for image: Screenshot of Hiring Team assignment and Pipeline overview] Step 7: Review and Publish - Before making your job live, you'll reach a summary page where you can review all the details you've entered. - Publishing Options: - Publish to Career Page: Your job will be immediately visible on your company's dedicated career page hosted by Stafio.ai. - Post to Job Boards: Select external job boards (e.g., LinkedIn, Indeed) that you want to integrate with and automatically cross-post your job to. (Note: Ensure your integrations are set up in Settings > Integrations). - Internal Only/Private Link: If you only want to share the job internally or via a direct link, choose this option. - Once you've reviewed everything and selected your publishing preferences, click "Publish Job" or "Save and Publish." - Your job is now live and ready to receive applications! Troubleshooting & Tips: Issue: "Publish Job" button is greyed out/disabled? Suggested Fix: Check if all mandatory fields (usually marked with an asterisk *) have been filled. Some organizations may also have a job approval workflow in place; ensure all necessary approvals are obtained before publishing. Contact your administrator if you're unsure. Issue: Job isn't appearing on linked job boards? Suggested Fix: First, verify that the job was indeed published. Then, check your integrations settings (Settings > Integrations) to ensure the connection to the specific job board is active and correctly configured. There might be a slight delay (up to a few hours) for jobs to appear on external boards. Issue: Can't add a specific team member to the Hiring Team? Suggested Fix: Ensure the team member has already been invited and has an active account on Stafio.ai. Their user role must also have the appropriate permissions to be assigned to a hiring team (e.g., Recruiter, Hiring Manager). Issue: Need to edit a job after publishing? Suggested Fix: You can always edit a live job. Navigate to the job in the Talent Hub, select the job, and look for an "Edit Job" option. Changes will usually update immediately on your career page, but may take longer to reflect on external job boards. Issue: Job description formatting issues? Suggested Fix: If pasting from another document (e.g., Word), sometimes hidden formatting can cause issues. Try pasting as plain text first, then re-applying formatting within Stafio.ai's editor.

Last updated on Oct 03, 2025

Managing open roles and applications

Overview: Once your jobs are live on Stafio.ai, managing the influx of applications and guiding candidates through your hiring pipeline becomes crucial. This article will show you how to effectively oversee your open roles, track applicant progress, and perform essential actions on candidate profiles to streamline your recruitment efforts. Key Sections & Step-by-Step Guide: 1. Accessing Your Open Roles and Applications - From the Dashboard: Your Stafio.ai dashboard provides a quick overview of "Total Open Jobs" and a "Jobs Overview" section listing recent activities. Clicking on a job title here will take you directly to its detailed view. - Via Talent Hub: For a comprehensive view of all your jobs and associated candidates, navigate to the "Talent Hub" in the left navigation panel. - In the Talent Hub, you'll see a list of your open job postings. Click on any job title to view its specific details and manage its applications. 2. Understanding the Job Details Page - Upon selecting a job, you'll land on its dedicated details page, which typically includes: - Job Information: A summary of the job description, location, and other basic details. - Hiring Team: Lists the recruiters, hiring managers, and interviewers assigned to this specific role. - Applications/Candidates Tab: This is your primary view for managing applicants within the job's pipeline. - Analytics/Reports Tab: Provides specific performance metrics for this job. - Settings Tab: Allows you to edit the job details, application questions, and publishing options. 3. Managing Your Candidate Pipeline - The "Applications" or "Candidates" tab within a job's details page displays all applicants for that role, organized by your predefined pipeline stages (e.g., Applied, Screened, Interview, Offer, Hired). - Pipeline View: Candidates are typically presented in a "Kanban" style board, allowing you to visually see how many candidates are in each stage. - Filtering and Searching: Use the available filters (e.g., by name, stage, source) and the search bar to quickly locate specific candidates. 4. Performing Actions on Candidates - Viewing a Candidate Profile: Click on any candidate's card or name to open their comprehensive profile. This profile contains: - Resume/CV: Download or view their submitted documents. - Application Details: Review their answers to custom application questions. - Activity History: A timeline of all interactions, stage movements, and notes related to the candidate. - Moving Candidates Through Stages: - From Profile: Within a candidate's profile, there's usually a dropdown or button to manually change their pipeline stage. - Communicating with Candidates: - Send Email: Initiate direct email communication with the candidate. Stafio.ai may offer templates for common messages (e.g., interview invites, rejection). - Send Message: (If applicable) Use an internal messaging feature. - Scheduling Interviews: - From the candidate's profile or the pipeline view, you can initiate the interview scheduling process, inviting interviewers and setting up calendar events. (See "Scheduling Interviews" - Coming Soon) - Assigning Assessments: - If integrated, you can assign pre-screening assessments directly from the candidate's profile. (See "Managing Assessments" - Coming Soon) - Adding Notes & Collaboration: - You can add private or shared notes about the candidate. - Rejecting/Disqualifying Candidates: - From the candidate's profile, select the option to "Reject" or "Disqualify." You may be prompted to select a reason and send a customizable rejection email. 5. Managing Job Status (Beyond Applications) - Editing Job Details: Need to update the job description or change a setting? Go to the job's details page and select the "Settings" tab or an "Edit Job" option. - Sharing Job: Easily generate a shareable link for the job posting to distribute manually. - Pausing/Unpublishing Job: Temporarily remove a job from public view without closing it permanently. This is useful for roles where you've received enough applications for now but might reopen later. - Closing/Archiving Job: Remove a job from active status once it's filled or no longer needed. (Detailed in "Closing, Duplicating, or Archiving Jobs") Troubleshooting & Tips: Issue: Candidate stuck in a stage/cannot move? Suggested Fix: Ensure you have the correct permissions for your user role to move candidates. If the stage is part of an automated workflow (e.g., requiring an assessment completion), check if that prerequisite has been met. Contact Support@stafio.ai if the issue persists. Issue: Can't find a specific candidate? Suggested Fix: Use the search bar at the top of the candidate list. Apply filters (e.g., by current stage, name, source) to narrow down the results. Ensure you are looking within the correct job. Issue: Emails/Messages not sending to candidates? Suggested Fix: Check your email integration settings if you're using a custom email provider. Verify the candidate's email address is correct. Review your sent messages within Stafio.ai for any error notifications. Issue: Job performance metrics seem off? Suggested Fix: Ensure you are looking at the correct date range filters within the job's analytics section. If you suspect data discrepancies, contact Support@stafio.ai. Issue: Want to customize pipeline stages? Suggested Fix: Currently, pipeline stages are predefined. If you have specific needs, please provide feedback to our support team at Support@stafio.ai as customization may be on the roadmap.

Last updated on Oct 03, 2025

Creating project-based hiring tasks

Overview: Beyond the standard candidate pipeline, Stafio.ai allows you to create specific, actionable tasks tied to your hiring projects. This is particularly useful for managing complex recruitment initiatives, coordinating cross-functional hiring efforts, or tracking individual actions that fall outside of the automated candidate stage progression. Project-based hiring tasks help ensure every step, from preparing interview guides to coordinating onboarding, is tracked and assigned. Step-by-Step Instructions: 1. Accessing Project Tasks - To create and manage project-based hiring tasks, navigate to the "Projects" section in your Stafio.ai left navigation panel (or within the Talent Hub if projects are nested there). - Here, you'll see an overview of your active recruitment projects. Select an existing project or create a new one to begin. - Within a selected project, look for an "Add Task" or "+ New Task" button. 2. Defining Your Project (If Creating a New One) - If you're setting up a new hiring project before adding tasks, you'll typically need to define: - Project Name: A clear title for your project (e.g., "Q3 Engineering Hiring Initiative," "New Market Expansion Recruitment"). - Description: A brief overview of the project's goals and scope. - Project Owner/Lead: Assign a primary person responsible for the project. - Collaborators: Add other team members who will be involved in the project or its tasks. - Start & End Dates (Optional): Define the project's timeline. 3. Creating a New Hiring Task - When you click "Add Task," a form or pop-up will appear to define the task details: - Task Title: A concise name for the task (e.g., "Schedule Panel Interview - Jane Doe," "Draft Offer Letter for John Smith," "Review Technical Assessment - Candidate X"). - Description: Provide more detailed instructions or context for the task. - Assignee: Select the Stafio.ai team member who is responsible for completing this task. - Due Date: Set a deadline for the task. This will appear on dashboards and notifications. - Priority (Optional): Mark the task as Low, Medium, or High priority. - Link to Job/Candidate (Optional): If the task is related to a specific job opening or a particular candidate, you can link it directly. This ensures easy navigation and context. - Tags/Labels (Optional): Add tags to categorize tasks (e.g., "Interviewing," "Onboarding," "Pre-screening"). 4. Managing and Tracking Project Tasks - Within each project, you'll typically find a task list or board that allows you to: - View All Tasks: See all tasks associated with the project, often organized by status or assignee. - Update Task Status: Mark tasks as "To Do," "In Progress," "Completed," or "Blocked" as they progress. - Add Comments: Collaborate with team members by adding comments directly to a task. This keeps communication centralized. - Filter & Sort: Use filters to view tasks assigned to you, tasks due soon, or tasks by specific tags. - Reassign/Edit: Modify task details, assignees, or due dates as needed. Benefits of Project-Based Hiring Tasks: - Improved Coordination: Ensures all team members are aware of their specific responsibilities beyond the standard pipeline. - Enhanced Accountability: Clear assignment and due dates keep tasks on track. - Comprehensive Tracking: Log every action related to a hire, not just candidate progression. - Streamlined Complex Workflows: Ideal for managing multi-stage interviews, specialized assessments, or onboarding preparations. Troubleshooting & Tips: Issue: Can't find the "Projects" section? Suggested Fix: The "Projects" functionality might be nested under "Talent Hub" or another main navigation item. If still unable to locate it, contact your Stafio.ai administrator or Support@stafio.ai. Issue: Can't assign a task to a team member? Suggested Fix: Ensure the team member has an active user account in Stafio.ai and has the appropriate permissions to be assigned tasks within projects. Issue: Task not appearing on assignee's dashboard? Suggested Fix: Verify the task was correctly assigned and saved. The assignee should check their personalized "My Tasks" or "Upcoming" section on their Stafio.ai dashboard. Issue: Need recurring tasks? Suggested Fix: While not explicitly stated for project tasks, if you have recurring hiring tasks, consider adding them manually or reaching out to Support@stafio.ai for potential feature updates on recurring task management.

Last updated on Oct 03, 2025

Closing, duplicating, or archiving jobs

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 - 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. - Steps: - Navigate to the Talent Hub and select the job you wish to close. - On the job's details page, locate the "Actions" button or the ... (More Options) menu. - Select "Close Job" from the dropdown menu. - You may be prompted to confirm your action. You might also have options to: - 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. - Select a "Closure Reason": (e.g., "Position Filled," "Hiring Frozen," "Budget Cut"). - Confirm the closure. - 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. 2. Duplicating a Job - 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. - Steps: - Navigate to the Talent Hub and select the job you wish to duplicate. - On the job's details page, locate the "Actions" button or the ... (More Options) menu. - Select "Duplicate Job" (or "Copy Job") from the dropdown menu. - A new job creation form will open, pre-filled with all the details (job description, application questions, pipeline stages, etc.) from the original job. - 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. - Review all sections and click "Publish Job" to make the new job live. - Outcome: A new, identical job posting is created, ready for publishing, allowing you to quickly recruit for similar roles. 3. Archiving a Job - 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. - Steps: - Navigate to the Talent Hub and select the job you wish to archive. - On the job's details page, locate the "Actions" button or the ... (More Options) menu. - Select "Archive Job" from the dropdown menu. - Confirm your action. - 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. - Viewing and Restoring Archived Jobs: - To view archived jobs, go to the Talent Hub and apply a filter for "Status: Archived" or "Show Archived Jobs." - You can typically "Restore" or "Unarchive" a job from this view if you need to reactivate it. 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.

Last updated on Oct 03, 2025