Relevant for: Recruiters
How do I publish a job in Leapsome?
Open your draft job and click 'Publish and finish'. If anything is missing, Leapsome saves the draft and shows you what's left to complete. Later, you can use 'Close', 'Archive', 'Reopen as draft', or 'Restore as draft' in the '...' menu on the job page.
Jobs move through four statuses: Draft, Published, Closed, and Archived. Closing a job marks hiring as complete and stops new applications, while candidates, applications, and offers stay available. Archiving removes the job from active views. Reopening or restoring brings it back to Draft, so you can publish it again.
Table of Contents:
- When should I publish, close, archive, or reopen a job?
- How to publish a job
- How do I close, archive, or reopen a job?
- What happens to candidates when I close or archive a job?
- How do confidential jobs work?
- Who can publish and manage jobs?
When should I publish, close, archive, or reopen a job?
- Publish when a draft job is ready to go live
- Close when hiring is done, or when you need to change something that's locked while the job is published, such as the evaluation process
- Archive when the job is no longer relevant
- Reopen or restore when you want to hire for the role again
Note: Only draft jobs can be published, only published jobs can be closed, and only closed or archived jobs can be reopened or restored.
How to publish a job
- Go to 'Recruiting' > 'Jobs', open the draft job, and click 'Edit'.
- Click 'Publish and finish'. Leapsome saves the job first, so your draft is never lost.
- If something is missing, a dialog called 'Finish setting up this job to publish it' shows each requirement as 'Done' or 'To do':
- At least one linked opening, with one of them set to Open
- An evaluation process with at least one sub-stage
- A hiring team member with a role
- The required details in 'Basic info' (title, team, work location, and description), which are marked in red on the form
- Click the button next to a requirement to go to that step. Fix it, and click 'Publish and finish' again. Leapsome then opens the job's page.
Note: Publishing a job doesn't publish its postings. To learn more, see Creating and publishing a job posting. Also, you can't save changes to a published job if they would break these requirements.
How do I close, archive, or reopen a job?
Open the '...' menu on the job's page or in the job form. The row menu in the 'Jobs' list also offers 'Edit', 'Close', 'Duplicate', and 'Archive'.
- 'Close' (published jobs): confirm with 'Close job'. The job and its postings stop accepting new applications.
- 'Archive' (draft, published, or closed jobs): confirm with 'Archive job'. The job's postings are archived too.
- 'Reopen as draft' (closed jobs) or 'Restore as draft' (archived jobs): the option 'Also move connected job postings back to draft' is turned on by default. When you're ready, publish the job and its postings again.
By default, the 'Jobs' list shows draft and published jobs. To find closed or archived jobs, change the status filter.
What happens to candidates when I close or archive a job?
- Close: open applications stay active. Candidates stay in the pipeline until you process them.
- Archive: every open application is archived with the reason "Position closed".
Archiving runs the job's Archived / Rejected stage automations, so candidates can receive rejection emails. Archived candidates also become eligible for automated data retention. If candidates should stay in the pipeline, close the job instead of archiving it.
Note: You can only add candidates manually to published jobs.
How do confidential jobs work?
To make a job confidential, turn on 'Mark this job as confidential' in 'Basic info'. The setting stays through all lifecycle actions and is copied when you duplicate the job.
- Confidential jobs and their postings never appear on the career portal or on job boards.
- In Leapsome, only hiring team members who also have the 'Access assigned confidential jobs and openings' permission can open the job and its candidates. 'View all job profiles' and 'View all candidates' don't include confidential jobs.
- Super Admins can open a confidential job's settings without being assigned, but they need to be on the hiring team to see its candidates, offers, feedback, and candidate-level analytics.
Who can publish and manage jobs?
- To publish a job, you need publish rights for all jobs or for assigned jobs. The Recruiter role includes the assigned version. You can see the details in the permission descriptions in 'Settings' > 'Employees' > 'Feature access matrix'.
- If you can't publish, you see 'Save draft' instead, and missing fields are still marked on the form.
- To close, archive, reopen, or restore a job, you need 'Manage job profiles', or 'Manage assigned job profiles' for jobs where you're part of the hiring team.
- The 'Access assigned confidential jobs and openings' permission doesn't grant anything on its own. It can't be given to broad access roles such as Everyone, Employee, or Manager.