Gem ATS: Create a job

Overview

Creating and managing jobs in Gem ATS makes hiring faster, more organized, and easier to scale. Recruiters can customize interview workflows, track candidates, all in one streamlined system that keeps teams aligned.

The job creation process includes several steps. It’s best to complete them in order before you publish the job. If you add or change details after candidates start applying, your team may end up with inconsistent information and need to follow up with candidates to correct it.

For steps to edit a job that’s already been published, see Gem ATS: Edit a job.

Requirements

• Your team must use Gem ATS.
• Only Admins and standard users can create jobs.

Save a job draft

You can save an incomplete job draft to finish later at any time.

Select the button at the bottom of the page to save the job draft. This button is usually titled Save and continue, though it may have a different name depending on the page you're on.

You may exit the job draft.

Open a saved job draft

To open a saved job draft:

1. Select the Jobs option in the main sidebar under the ATS header.
2. Select the Drafts tab beneath the search bar.
3. Enter the name of the job draft into the search bar, or scroll down to find the job draft in the list of job drafts.
4. Select the job title. The draft automatically opens on the page you left off on.

Step 1: Choose template or start from scratch

To start the process of creating a new job:

1. Select the Jobs option in the main sidebar under the ATS header.
2. On the Jobs page, select the + New job button.
3. On the Create job pop-up, select one of the following options:
• From template: Select a template from the Template dropdown. Your job draft is set up to match the template.
• From scratch: Create a blank job draft and fill out the details.
• From another job: Select an existing job to duplicate. After you select this option, a search bar appears for you to search for and select the job. Your job draft is set up to match this job.
4. Select the Create job button. The Job details page appears.

Step 2: Add or update job details

On the Job details page, select each field to add or update details for this job. Required fields are indicated by an asterisk * next to the field name.

Select Save and continue to move to the next step.

Step 3: Set up the hiring team

In the Hiring team & permissions section, select each field and search for team members by name or email address to add them to that field.

You can add one or more team members to each role. You can set the same team member to fill multiple roles, such as adding the hiring manager to the hiring manager field and as one of the evaluators of a take-home assignment. These roles are used to set default permissions for this job.

Required fields are indicated by an asterisk * next to the field name.

• Recruiter(s): By default, this is set as the person creating the job.
• Hiring manager(s)
• Sourcer(s)
• Coordinator(s)

In the User Permissions section, select the Job Access Level dropdown next to any user in the list to change their permissions level for this job. The list of access levels varies based on your Permissions admin settings. By default, all admins on this account have Implicit job admin access.

For more information about default access levels, see Gem ATS Hiring team & user permissions.

Step 4: Select an approval process

If this job requires an approval process, you can review that approval process, or select an approval process, in the Job approval or Offer approvals sections. The options for selecting an approval process vary based on your Approvals admin settings. If this job doesn't require an approval process, you can skip this section.

You may also have the option to add a custom approval process that applies only to this job. To start this process, select the Add custom process button. All settings, including the list of approvers and the order that approval is requested in, will apply only to this job.

For more information about approval processes and complete steps to set one up, see Job Approvals and Offer Approvals.

Select Save and continue to move to the next step.

Step 5: Attach an opening

On the Openings page, you can attach one or more openings to this job. Select an existing opening by entering the opening name in the search bar, or select the + Create new opening button to start the process of creating one or more new openings.

After you select or create one or more openings, one or more cards for your newly created opening(s) displays. This card includes the following opening fields.

Select a card for options to view or update opening details. For more information on openings and complete steps to set one up, see Openings.

Select Continue to interview plan to move to the next step.

Step 6: Establish an interview plan

On the Interview plan page, you can add and update interviewers for each interview stage of this job. The milestones displayed in this section vary based on your Jobs Admin settings.

Each milestone can include multiple interview stages, except for the Application review, Offer, and Hired stages. For each interview stage, you can add one or more interviews. Each interview has a separate scorecard for interviewers to provide feedback on candidates.

Note: You can only delete interview stages if there are no applications currently at that stage. If there are applications at that stage, you'll be prompted to move those applications to a different stage before you can delete the stage.

You can optionally connect your calendar and email provider to enable interview scheduling from this page. To do so, select the Connect button in this section. A pop-up appears with your SSO account information. Follow the prompts to allow Gem to view and manage calendar resources on your domain.

To add an interview stage within a milestone:

1. Select the Add new stage dropdown. It's only available within milestones that are eligible to have interview stages added.
2. Select the Interview stage option from the list.
3. Enter a name for this interview stage in the text field.
4. Select Return on your keyboard.
5. Select the Add activity dropdown to add an interview action. The list of actions varies based on your admin settings.

To add or update scheduling settings for an interview stage:

1. Select the Enable scheduling option in the Scheduling default section of the interview stage.
2. Select the scheduling option that aligns with how scheduling is managed within your organization.
• Request availability: The candidate submits the times they're available for the interview.
• Self-schedule: The candidate books time directly on the interviewer's calendar.
• Schedule: Schedule the interview without requesting availability.

To add an interview within an interview stage:

1. Select the + Create interview button. It's only available within interview stages that are eligible to have interviews added.
2. In the Create interview pop-up, you have the option to select an interview template, which automatically populates the fields in this section. To apply a template, select the template from the Template dropdown. You can also view all templates by selecting the View template library button.
3. In the General section, select the Interview name field and enter a name.
4. Enter a numerical time frame in the Interview duration field.
5. Depending on your interview plan settings, you may see an Interviewers section. Select the options in this section to add or update interviewer seats, pools, rules, and additional settings. For more information on these settings, see Interviewer seats and interviewer pools.
6. In the Interview prep section, optionally share additional information with your hiring team about the purpose of this interview, including any guidelines interviewers should follow.
7. In the Scheduling details section, add an optional interview name or interview description in the Candidate-facing interview name and Candidate-facing interview description fields. These are used in the { Interview.Name } and { Schedule.Agenda } tokens.
8. In the Scorecard (preview) section, you have the option to select a scorecard template, which automatically populates the fields in this section. To apply a template, select the template from the Template dropdown. You can also view all templates by selecting the View template library button. For more information about scorecard options, see Configurable Scorecard Templates.
9. Select Create to add this interview to your interview plan. The interview name and duration appears in the list of interviews for this interview stage.

If you plan to apply these same interview settings in the future, you can save them as a new interview template by selecting the Save as template button.

Note: You can integrate a take-home assignment or technical assessment provider with Gem to add them as interview stages. For more information, see Adding take home assignments to your job interview plan.

Repeat the steps above to add additional interview stages and interviews.

Select the Continue to job posts button to proceed to the next step.

Step 7: Update job board post settings

On the Primary Job Post page, you can add or update information that displays on the job board post. After the job is posted, it's published to your Gem career page and to a selection of free job boards. You can also promote it on other job boards.

You'll have options to customize this job board post to have certain fields be visible only to internal or external job board posts. Your internal job board is visible to members of your organization only. Your external job board is visible to the public. For more information about internal job board posts, see Internal job boards.

You can preview the job board post at any time by selecting the Preview job post dropdown at the top of the page. Select the External job post or Internal job post option to display a full preview of that job post. Note that job post styles are automatically set by your Job boards Admin settings and can only be updated from there.

Select each field to add or update details for this job post. Required fields are indicated by an asterisk * next to the field name.

In the next section, you can review additional information that appears in this job post, including an intro, outro, job description, and compensation details.

After you publish this job, options to embed it into your site are displayed in the Embed the job post into your site section. These code snippets are automatically generated based on the job post and application details. Alternatively, you can use the Job Board API to create a custom job board.

Before copying the embed option, decide whether you want to include the job post and application form, or only the application form. Select the Include job post and the application form option to include both, or the Include only the application form option to only include the application.

Select the copy embed script button to copy the JavaScript embed snippet, or select the copy embed code button to copy the HTML embed snippet.

In the Application confirmation email section, you can select an email template to set the confirmation email details for this job post. This email is automatically sent to applicants after they submit their application.

Snippets of content in the subject and message fields can be populated with unique application information, such as your organization's name or the applicant's name, using custom tokens. For more information, see Custom Tokens.

In the Application form section, you can review or select an application form template, which automatically populates the fields in this section using custom tokens. To change the template, select the Template dropdown, then select a template from the list of options. You can also view all templates by selecting the View template library button.

In the Default fields section, you can optionally set certain default fields to be required, optional, or hidden. Not all fields can be set as optional or hidden. The list of default fields and their visibility settings varies based on your Applications Admin settings.

In the Custom questions section, you can add or update custom questions for this job post. If you selected a template, custom questions may be populated from that template. The list of custom questions and their visibility settings varies based on your Applications Admin settings, and can only be edited from there. Select Expand all to see the full list of options for each custom question.

Select the Add custom questions dropdown to search for and add additional custom questions from your template library. The list of custom questions that can be added varies based on your Applications Admin settings, and can only be edited from there.

Select Save and continue to move to the next step.

Step 8: Open job and publish job post

The Finish setup & open job page lists the steps required to finish a job post. A green checkmark next to a step indicates if you've completed it. A white circle next to a step indicates that you still need to complete it. If you see a white circle, select the corresponding tab above this section to go to that page and add or update required information.

If this job meets the criteria defined by your admins to require an approval process, then that process, including the list of approvers and their approval status, is displayed in this section.

You can't open this job until this approval process is completed. You can add an optional message to send to reviewers when you submit this job for approval. After adding a message, select the Send for approval button to submit this job for approval. The first step approver is immediately notified via email to request their approval.

For more information about approval processes in Gem, see Job Approvals.

The status of this job is displayed in the top right. After all approvers have approved this job, the status updates to Approved.

After the approval process is completed, or if this job doesn't require one, you can select the Open job button.

The Finish setup & open job pop-up appears. By default, the Publish job post when job is opened checkbox is checked. This allows you to complete both actions simultaneously. If you prefer to open the job without publishing the job post, select the checkbox to remove the checkmark.

Select the Open job & publish job post button to finish this process. The job status updates to Open.

Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.

• Overview
• Requirements
• Save a job draft
• Open a saved job draft
• Step 1: Choose template or start from scratch
• Step 2: Add or update job details
• Step 3: Set up the hiring team
• Step 4: Select an approval process
• Step 5: Attach an opening
• Step 6: Establish an interview plan
• Step 7: Update job board post settings
• Step 8: Open job and publish job post