Overview
Job close reasons explain why a job opening was closed or taken offline in Gem ATS. Tracking these reasons helps your team understand what happens to openings over time and makes it easier to report on hiring outcomes. Gem ATS includes default job close reasons, and Admins can also add custom reasons to match internal workflows. Job close reasons appear anywhere your team closes a job in Gem ATS.
Default reasons are managed by Gem and are included automatically. You can’t remove Gem’s default job close reasons, though you can enable or disable them. You can add and manage custom reasons to better reflect your hiring process.
Default job close reasons
Gem ATS comes with the following job close reasons by default.
- Cancelled
- Filled
- On hold
These default reasons can’t be edited or removed, though you can disable them if they’re not relevant to your hiring process. You can also add additional reasons to capture specific outcomes of your job postings, providing more detailed insights into your recruitment process.
Requirements
- Your team must use Gem ATS. For more information, see Gem ATS: Overview.
- You must be an Admin in Gem to manage job close reasons settings. For more information, see Gem access types and permissions.
Add a job close reason
You can add a custom job close reason beyond the Gem defaults. These custom reasons will appear in the job close reason dropdown everywhere it appears across Gem.
To add a custom job close reason:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Jobs tab.
- Select the Job close reasons header.
- Select the + Add job close reason button.
- Enter a name for the job close reason in the Name field. This is what will appear in the job close reason dropdown.
- Select the Save button.
The page updates with your new job close reason displayed. Your team can now select this job close reason when updating applications.
Edit a job close reason
You can only edit custom job close reasons. You can’t edit default job close reasons.
To edit an existing job close reason:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Jobs tab.
- Select the Job close reasons header.
- Select the pencil icon to the right of the job close reason you’d like to edit.
- In the Edit job close reason pop-up, select the fields displayed to add or update them.
- When you’re done editing the job close reason, select the Save button.
The page updates with your updated job close reason.
Disable or enable a job close reason
Disabling a job close reason removes it from the list of job close reasons in your Admin settings and updates the Enabled setting to OFF. Disabled job close reasons can’t be selected from job close reason drop-downs in Gem.
You can enable a disabled job close reason at any time. You can enable and disable default job close reasons as well as custom job close reasons.
To disable or re-enable an existing job close reason:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Gem ATS header.
- Select the Jobs tab.
- Select the Job close reasons header.
- Select the Enabled toggle to the right of the job close reason you want to disable or enable. Setting the toggle to OFF disables the job close reason; setting the toggle to ON re-enables the job close reason.
The page updates with the job close reason status updated.
Additional resources
To learn more about related Gem ATS settings, see the following resources.
Related articles
- Gem ATS: Overview
- Gem ATS: Manage rejection and dropout reasons
- Gem ATS: Create a job
- Gem ATS: Edit a job
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.