Setting up and managing jobs in Gem ATS is a streamlined process that helps recruiters and hiring teams efficiently organize roles, track candidates, and configure interview workflows. Here’s how to create a job:
1. Go to the navigation menu and select Jobs. (On this page, you’ll be able to view all open, drafted, and closed roles.) Select the + New job button in the top-right corner.
2. A pop-up will appear prompting you to enter a job name. Type in a name and select the Create job button..
3. Once you’ve created the job, you’ll be guided through the job setup process where you can define key details, including:
- Visibility: Determine whether the visibility is Standard or Confidential.
- Department: Assign the job to a specific department.
- Location & type: Specify one or multiple locations, and whether the role is in-office, hybrid, or remote.
- Employment type: Choose from Full-time, Part-time, Contract, Intern, or Temporary.
- Job level: Define the seniority of the position.
- Offer template: Select a pre-built offer template or use a customized version you’ve created.
Further down the page, you’ll set up the hiring team. While the Recruiter is the only required role (auto-assigned to the person creating the job), you can update this and assign additional team members, including a Hiring manager, Sourcer, or Coordinator.
Make sure you select the Save and continue button before moving onto the next step.
4. The next page will prompt you to build an interview plan. Here, you can define the different interview stages for the role, ensuring a structured and consistent hiring process. (Select the + Add interview button beside each default stage to customize your process.) Each stage will have an attached scorecard, allowing interviewers to evaluate candidates based on predefined criteria. You can continue adding stages as needed to tailor the process to your hiring team’s workflow.
5. Create your job post. When you create a job post in Gem ATS, it will automatically be published to your Gem career page and a selection of free job boards. Once the job is open, you’ll have the option to promote it on additional job boards for wider visibility.
During this step, Gem will prompt you to:
- Select a location for the job posting.
- Choose job boards (internal, external, or both).
- Paste in the job description to display on your career page and external listings.
- Set up an application confirmation email, either using Gem’s default email or a custom template.
- Define application form fields to collect the necessary candidate information.
Once your job post is live, you can easily edit details, adjust job board visibility, or update application settings at any time. Simply navigate to the Jobs page, find the job you want to edit, and select the View job details → button.
From there, you can make changes by navigating through the tabs at the top of the page (Job Settings, Interview Plan, Job Posts, etc).
As candidates begin moving through the hiring process for this role, the Talent pipeline view will automatically update to show how many applicants are in each stage. This page will serve as your central hub for tracking progress, reviewing applications, and managing the hiring process.
➡️ Next, you’ll learn about custom application questions in Gem ATS!