Relevant for: Recruiters
How do I activate Recruiting in Leapsome?
To activate Recruiting, go to 'Settings' > 'Module & feature settings' > 'Recruiting'. Under 'Grant access to the Recruiting module', choose who should have access and click 'Update access'.
Module access decides which employees can use Recruiting. When you activate the module, Leapsome adds default settings, so you only need to adjust what's different for your company.
Table of Contents:
- When should I activate or change access to Recruiting?
- How to activate Recruiting
- What should I set up after activating Recruiting?
- Who can access and manage Recruiting?
When should I activate or change access to Recruiting?
- When you first roll out Recruiting in your company
- When you extend access, e.g., from a pilot group to the whole company
- Before you create and publish your first job
How to activate Recruiting
- Go to 'Settings' > 'Module & feature settings' > 'Recruiting'.
- Under 'Grant access to the Recruiting module', choose one of these options:
- 'Enabled for all employees'
- 'Enabled for selected employees'
- 'Disabled for all employees'
- Click 'Update access'.
If you choose 'Enabled for selected employees', you can include or exclude people by user, work location, team, custom attribute, or manager.
What should I set up after activating Recruiting?
Before you publish your first job, review the settings below. Leapsome adds defaults for several of them, so you may only need to make a few changes. You'll find most of these settings in 'Settings' > 'Recruiting'.
Hiring team roles
Leapsome comes with five default hiring team roles: Hiring Manager, Recruiter, Interviewer, Coordinator, and Sourcer. You assign them per job. Admins can also create custom roles and decide what each role can do in 'Settings' > 'Employees' > 'Feature access matrix'. To learn more, see Hiring team roles and permissions.
Note: A job can't be published without at least one hiring team member. Hiring managers have their own guide, see Hiring managers in Recruiting: your role and access.
Recruiting fields
In 'Settings' > 'Recruiting' > 'Recruiting fields', you can add the custom fields and option lists you want to capture, e.g., archive reasons, sources, and tags. To learn more, see Configuring recruiting fields.
Hiring process
Your hiring process is built from four settings in 'Settings' > 'Recruiting':
- 'Evaluation processes': The stages candidates move through for a job, and the activities that run in each stage. To learn more, see Setting up evaluation processes and interview templates.
- 'Interview templates': Reusable interviews with instructions for interviewers and a feedback form. To learn more, see Setting up evaluation processes and interview templates.
- 'Feedback forms': The scorecards interviewers fill in after an interview. To learn more, see Creating and managing feedback forms.
- 'Application forms': The questions candidates answer when they apply. To learn more, see Building your application form.
Note: Create your feedback forms before your interview templates. A template that collects feedback needs a published form.
Career portal
Your career portal is where candidates find your open jobs. You can brand and activate it in 'Settings' > 'Recruiting' > 'Career portal'. You'll need a privacy policy URL to activate it. To learn more, see Setting up, branding, and embedding your career portal.
Candidate communications
In 'Settings' > 'Recruiting' > 'Candidate communications', you can connect calendars for interview scheduling and mailboxes for candidate emails. You can also choose the default sender. To learn more, see Connecting calendars and email.
- Interview scheduling uses a separate calendar integration for Recruiting. It's not the same calendar integration you use for absences or meetings.
- An administrator of your calendar provider connects the calendar for the whole organization. Interviewers don't connect their own calendars, and Leapsome only reads free / busy availability.
Note: If you don't choose a default sender, or the default mailbox is disconnected later, automated candidate emails are sent from Leapsome notifications.
Candidate data and privacy
In 'Settings' > 'Recruiting' > 'Candidate data retention', you can set how long candidate data is kept before Leapsome anonymizes it, and handle candidates' data requests. To learn more, see Candidate data retention and privacy settings.
Approval flows and offer letter templates (optional)
If your company needs approvals before opening a position or sending an offer, set up approval flows for openings and offers. You can also create a recruiting document template for your offer letters. To learn more, see Setting up approval flows for openings and offers and Setting up offer letter templates.
Who can access and manage Recruiting?
- Super Admins and Admins manage module access and Recruiting settings.
- Everyone with access to the module gets the base 'Access ATS' permission. What they can do beyond that depends on their access roles and hiring team roles.
- Connecting calendars and email accounts, and branding the career portal, require the matching Recruiting permissions. You can see which ones in the permission descriptions in 'Settings' > 'Employees' > 'Feature access matrix'.
- To change the feature access matrix, you need admin rights for access configuration.