Gem ATS: Create a Job

Audience

External

Displayed Description

Page Type

Article

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:

Select the Jobs option in the main sidebar under the ATS header.
Select the Drafts tab beneath the search bar.
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.
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:

Select the Jobs option in the main sidebar under the ATS header.
On the Jobs page, select the + New job button.
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.

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.

Field name	Description
*Internal job name	The internal name of the job, visible only to your hiring team within Gem. It doesn't need to match your public job name.
*Requisition ID	A unique numerical identifier for the job. This is automatically generated. You can regenerate a new ID at any time.
Visibility	The visibility status of this job. Select Standard to make this job visible to all users, or Confidential to make this job only visible to admins and members of the hiring team. For more information, see Confidential Jobs.
Department	The department to which this job is assigned. This list of options varies based on your Jobs Admin settings. To add a new department, select Create a new department from this section.
*Location(s)	The location to which this job is assigned. Select one or more locations, including Remote. This list of options varies based on your Jobs Admin settings. To add a new location, select Create a new location from this section.
*Location type	Indicates whether hires for this job will work in office, remote, or hybrid.
Employment type	The working arrangement for the job. Choose from full-time, part-time, contract, intern, or temporary.
Offer template	The offer template to use for this job. This defaults to None selected.
Job level(s)	The seniority of the job. This list of options varies based on your Jobs Admin settings.
Compensation fields	Select each field to add or update compensation details for this job. The list of fields available in this section, along with their required status, varies based on your Jobs Admin settings. Fields which may be included in this section: • Base pay range • Equity range • Bonus pay / Commission range • Signing bonus range Note: the currency field is automatically set based on the location(s) selected. You can update the currency by selecting the currency dropdown next to the numerical payment field. You can only set one currency type for each job board post.
Custom fields	Any custom fields added by your admins in your Jobs Admin settings are listed here, along with their required status.

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.

Field	Description
Opening ID	A unique numerical identifier for the opening.
Opening name	The unique name for this opening. By default, this is copied from the job name listed in the job settings.
Status	The current status of this opening. By default, this is set to Draft. You can update the status to Live if it's ready to be published internally and doesn't require an approval process.
Department	The department to which this opening is assigned. By default, this is copied from the department listed in the job settings section.
Location	The location to which this opening is assigned. By default, this is copied from the location listed in the job settings section.
Target hire date	The estimated date by which the candidate hired for this job should be hired.
Hiring team	The profile photos of any hiring team members included in this opening. By default, the recruiter is always displayed.

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:

Select the Add new stage dropdown. It's only available within milestones that are eligible to have interview stages added.
Select the Interview stage option from the list.
Enter a name for this interview stage in the text field.
Select Return on your keyboard.
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:

Select the Enable scheduling option in the Scheduling default section of the interview stage.
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:

Select the + Create interview button. It's only available within interview stages that are eligible to have interviews added.
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.
In the General section, select the Interview name field and enter a name.
Enter a numerical time frame in the Interview duration field.
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.
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.
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.
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.
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.

Field name	Description
*Title	The job title that appears on the job post. This field is automatically populated with the title entered on the Job details page. You may optionally add a title that differs from the internal job title to display on the job post.
*Location	The location(s) that appear on the job post. This field is automatically populated with the location(s) entered on the Job details page. You may optionally add, update, or remove locations based on what you want to display on the job post.
*Job boards	The job boards to which this job will be posted. Internal jobs are only visible to employees of your organization. External jobs are visible to everyone. Select the dropdown to add or remove job boards from the list.
Unlist job post on External job board	Select this checkbox to unlist this job post on your external job board. After it's checked, this job post will only be visible to internal employees.
Hide application form	Select this checkbox to hide the application form from the unlisted external job post. This box only appears if the Unlist job post on External job board box is checked.
Allow referrals	Select this checkbox to allow referrals from internal employees for this unlisted external job posting. This box only appears if the Unlist job post on External job board box is checked.
*Hiring team members to display on the internal post	Select this checkbox to add hiring team members to the internal job post. After it's checked and team members are selected, the name and profile photo of those team members is listed on the internal job post, along with an option to copy their email address.
Department	The department to which this job is assigned. This field is automatically populated with the department entered on the Job details page.
Location type	Indicates whether hires for this job will work in office, remote, or hybrid. This field is automatically populated with the location type entered on the Job details page.
Employment type	The working arrangement for the job: full-time, part-time, contract, intern, or temporary. This field is automatically populated with the employment type entered on the Job details page.

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

Field name	Description
External job post intro	If your admin has the include intro content on job posts setting enabled, an introduction displayed before the job description on the external job board post displays in this section. This content is automatically set by your Job boards Admin settings and can only be updated from there. Depending on your admin settings, you may have the option to select an on/off toggle to show or hide this text.
Internal job post intro	If your admin has the include intro content on job posts setting enabled, an introduction displayed before the job description on the internal job board post displays in this section. This content is automatically set by your Job boards Admin settings and can only be updated from there. Depending on your admin settings, you may have the option to select an on/off toggle to show or hide this text.
Job description	The text description of the job. Select this field to add or format description text. This description is included in both the external and internal job board post, and appears directly below the intro.
Compensation	If your admin has both the Enable pay transparency and Display compensation section settings enabled, the base pay range for this role displays in this section. This field is automatically populated with the compensation range entered on the Job details page. Admins can set up custom compensation sections for different types of job board posts that use custom content to describe compensation. Depending on your admin settings, you may have the option to select a different compensation section from a dropdown list. For more information, see Adding pay transparency to job posts.
External job post outro	If your admin has the include outro content on job posts setting enabled, an introduction displayed before the job description on the external job board post displays in this section. This content is automatically set by your Job boards Admin settings and can only be updated from there. Depending on your admin settings, you may have the option to select an on/off toggle to show or hide this text.
Internal job post outro	If your admin has the include outro content on job posts setting enabled, an introduction displayed before the job description on the internal job board post displays in this section. This content is automatically set by your Job boards Admin settings and can only be updated from there. Depending on your admin settings, you may have the option to select an on/off toggle to show or hide this text.

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.

Field name	Description
Email template	Select an email template from this dropdown to populate the confirmation email details in this section. By default, the Default confirmation email template is selected, which is provided by Gem. You can create or update email templates from the Email templates page.
Send from	The email address from which the confirmation email is sent.
Subject	The subject line of the confirmation email.
Message	The full body text of the confirmation email.

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