Relevant for: Recruiters
How do I create a job opening (requisition) in Leapsome?
Go to 'Recruiting' > 'Jobs' > 'Openings' and click 'New job opening', or create one in the 'Job openings' step of a job. Then click 'Save draft' or 'Publish'. If an approval flow applies, the button reads 'Submit for approval' instead.
An opening is a headcount seat tied to a team, budget, and hiring timeline. It holds budget details, such as the compensation range, bonus, equity, and an optional salary band, as well as planning data, such as target hire and start dates and whether it's a backfill. A job needs at least one Open opening before you can publish it. Keeping opening statuses up to date keeps your headcount planning and recruiting analytics accurate.
Note: When you hire someone, set the opening to Filled yourself. Leapsome doesn't do this automatically when a candidate accepts an offer.
Table of Contents:
- When should I create or update an opening?
- How to create an opening
- How does opening approval work?
- How do I manage an existing opening?
- How do I mark an opening as filled?
- Who can create and manage openings?
When should I create or update an opening?
- When headcount is approved or needs approval
- When you want to publish a job and need an Open opening to hire against
- When a seat is put on hold, canceled, or filled
How to create an opening
- Go to 'Recruiting' > 'Jobs' > 'Openings' and click 'New job opening'. From the other tabs, use the '...' menu next to the main button.
- Under 'Basic info', add the 'Job opening name'. The 'Job opening ID' is generated automatically, and you can edit it.
- Add the team, work location, and description. Then fill in 'Additional details' (employment type, target hire and start dates), 'Role details', and 'Headcount budget'. 'Role details' shows the fields your admins turned on in the recruiting fields. To learn more, see Configuring recruiting fields.
- If needed, turn on 'This job opening is a backfill' or 'Mark this opening as confidential'.
- Add 'Responsible users'. They can edit the opening and are the main contact for approvals. You're added as a responsible user by default. You can also link a 'Job profile'.
- Click 'Save draft', 'Publish' to set the opening to Open, or 'Submit for approval'.
You can also create openings while you set up a job. In the job's 'Job openings' step, search for and select existing openings, or choose 'New opening' to create one that's linked automatically.
Note: You can link one salary band per opening. Eligible bands match the opening's level, department, and work location, and the band sets the compensation currency. If you change those details and the band no longer matches, clear it or choose another one before saving.
How does opening approval work?
Admins set up approval flows for the 'ATS opening' process in 'Automations' > 'Approvals'. To learn more, see Setting up approval flows for openings and offers.
- When you submit an opening, the approval starts. If no flow is set up, the opening goes straight to Open.
- If the opening is approved, it changes to Open. If it's rejected, it goes back to Draft.
- If you move a pending opening to Draft, Canceled, or Filled, or archive it, the pending approval stops.
How do I manage an existing opening?
In 'Recruiting' > 'Jobs' > 'Openings', click the actions menu (three dots menu) on an opening. From there, you can 'Edit' it, 'View linked job profiles', 'Change status', 'Duplicate as draft', or 'Archive' it.
- Without an approval flow, you can move an opening between Open, On hold, Filled, and Canceled. With an approval flow, use 'Submit for approval' in the form to move a draft forward.
- Draft, Waiting for approval, Open, and On hold openings are active. Filled and Canceled openings don't keep a job active.
- 'Archive' removes the opening from every job it's linked to, including published jobs.
Note: A published job must keep at least one Open opening when you save changes to it. To publish a job again after its opening was filled, link an Open opening to it.
How do I mark an opening as filled?
- After a candidate accepts an offer, open the opening's actions menu and choose 'Change status' > Filled.
- If the opening is linked to jobs, Leapsome asks what should happen to them:
- 'Keep hiring active': only the opening changes to Filled. Jobs, postings, and applications stay as they are. Use this for jobs with several seats.
- 'Close completed hiring': the opening changes to Filled, and every linked job without another active opening is closed, together with its postings.
If you choose 'Close completed hiring', all open applications for those jobs are archived with the reason "Position filled" before the jobs close. Archiving runs the job's Archived / Rejected stage automations, so candidates can receive rejection emails. If candidates should stay in the pipeline, choose 'Keep hiring active' instead.
Note: When a candidate accepts an offer, their application moves to Hired, but the opening doesn't change.
Who can create and manage openings?
- To create openings, you need 'Create job openings', or 'Create job openings for assigned jobs' for jobs where you're part of the hiring team. The Hiring Manager, Recruiter, and Coordinator roles include the assigned version.
- To change the status or archive an opening, you need 'Manage job openings', 'Manage assigned job openings', or be a responsible user of the opening.
- 'Close completed hiring' also needs manage rights on every job it would close. Otherwise, nothing changes.
- Confidential openings are only visible to Super Admins and to responsible users or hiring team members who also have the 'Access assigned confidential jobs and openings' permission.