Gem ATS: Openings

Audience

External

Displayed Description

Page Type

Article

Overview

Openings is a headcount management feature that allows you to efficiently track and manage job openings. This lets your team define and manage headcount for finance, budgetary, and tracking purposes.

You can create multiple openings and associate them with candidates, applications, and jobs when an offer is extended. This is especially helpful when you have an evergreen role, such as Software Engineer, and you plan to make multiple hires for that role.

Requirements

Your team must use Gem ATS.
An admin must enable openings in ATS Settings for the team to use.

(Admin) Enable openings

Only Gem ATS admins can enable openings.

To enable openings for your team:

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 Openings tab.
Select the Openings header to open the opening settings.
Select the Enable openings in Gem toggle to turn it on.

The setting automatically saves.

We recommend that you also select the Require attached opening to open job toggle to turn this setting on. This toggle only appears after the Enable openings in Gem toggle has been enabled.

After the Require attached opening to open job toggle is enabled, the job creation flow will require users to attach an opening before they can request a job.

Both settings can be disabled by following the same steps. Select either toggle to turn it off. The setting automatically saves.

Create an opening

Only Admins and Standard users can create openings.

You can choose to create an opening that's attached to a specific job, or one that's not attached. For example, you may be hiring a headcount of 3 for your EPD (Engineering, Product, Design) department. However, your Hiring Manager may not have decided whether to allocate this headcount to hire 3 Engineers, 2 Engineers and 1 Designer, or 1 Engineer, 1 Product Manager, and 1 Designer.

To create a new opening:

Select Openings in the main sidebar under the ATS header.
On the Openings page, select the + New opening button.
On the Create opening pop-up, enter a name for this opening in the Opening name field.
Select the Create opening button.
On the Opening details page, select each field to add or update details for this opening. Required fields are indicated by an asterisk * next to the field name.

Field	Description
*Opening name	The internal name of the opening, visible only to your hiring team within Gem.
*Opening ID	A unique numerical identifier for the opening. This is automatically generated. You can regenerate a new ID at any time.
Job	Select one or more jobs from the dropdown that are associated with this opening. An opening can be associated with multiple jobs, but can only be filled once.
Visibility	The visibility status of this opening. Select Standard to make this opening visible to all users, or Confidential to make this opening visible to admins and members of the hiring team.
Open date	The estimated date by which the job for this opening should be opened.
Target hire date	The estimated date by which the candidate hired for this opening should be hired.
Target start date	The estimated date by which the candidate hired for this opening should start.
Department	The department to which this opening 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.
Locations	The location(s) to which this opening is assigned. 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 opening will work in office, remote, or hybrid.
Employment type	The working arrangement for the opening. Choose from full-time, part-time, contract, intern, or temporary.
Job levels	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 opening. 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 Openings Admin settings are listed here, along with their required status.
Hiring team	Select each field to search for team members by name or email address to add them to that field. - Recruiter(s): By default, this is set as the person creating the opening. - Hiring manager(s) - Sourcer(s) - Coordinator(s)

After you've completed these fields, select the Save & continue button at the bottom of the page.
The Review page appears. If an Admin has set up an approval process that applies to this opening, the following applies:

The details of the approval process are listed on this page.
You'll have the option to add an Approval request message in the text field below the approval process. This is a useful way to provide context for the approvers, who will receive a request to approve this opening after it's been sent.

To finish this process, select the Open this opening button. If an approval is required, this button is titled Send for approval.

If this opening doesn't have an approval process, the opening appears instantly in the list of openings on the Openings page. If an approval process is required, the first required approver receives an email to request their approval.

For information on how to set up, edit, and view an opening approval, see Gem ATS: Opening Approvals.

Attach an opening to a job

After an opening has been created, it can be attached to an existing job from the job details page. It can also be added to a new job as part of the job creation flow.

To attach an existing opening to an existing job:

Select Jobs under the ATS header in the main sidebar.
Select the job name from the list of jobs you want to attach an opening to. You can also search the list by entering the job name in the search bar.
From the job details page, select the Openings header.
In the Openings search bar, enter an opening name to search for and select it. If you're an Admin or Standard user, you can create a new opening from this step.

After you've selected or created an opening, the page updates to confirm the opening is added to this job.

Create a job from an opening

After an opening has been created, you can create a new job from the opening as listed in the openings list.

To create a new job from an existing opening:

Select Openings under the ATS header in the main sidebar.
Enter the name of the opening in the search bar to find the one you want to create a job for. You can also apply filters to find this opening in the list.
Select the three dots to the right of the created date for this opening in the openings list, or select the three dots to the right of the opening status on the Opening details page.
Select the + Create job from opening option from the dropdown.
The Draft new job from opening pop-up appears, which lists the fields that are copied from the opening to the job. Select the Create draft job button to continue.

The Job details page appears.

For more information on the steps to create a job, see the ‣ section of Gem ATS: Jobs.

Note: If you're creating a job where both the opening attached to the job and the job have a required approval process, you can send the job for approval without having to wait for the opening to be approved first. The opening approval process and job approval process will happen simultaneously.

View all existing openings

Limited users can view openings if they're part of the recruiting team assigned to that opening. Standard users can view all openings.

To view a list of existing openings, select Openings in the main sidebar under the ATS header. From this page, you can search the list of openings by entering the opening name in the search bar, filter for specific openings by selecting the Add filter dropdown, and create new openings.

Edit an existing opening

Limited users can edit openings if they're part of the recruiting team assigned to that opening. Standard users can edit all openings.

To edit an existing opening:

Select Openings in the main sidebar under the ATS header.
On the Openings page, select the opening from the list of openings you want to edit. You can also search the list by entering the opening name in the search bar.
Select the opening name to open the opening details page.

The Opening details page appears. Select each field to add additional information about this opening. The options available in each field, and their status as required or optional fields, varies based on the ATS settings your Admin has set up for your account.

Archive an opening

After an opening is archived, you won't be able to use the opening to hire a candidate.

To archive an active opening:

Select Openings in the main sidebar under the ATS header.
On the Openings page, find the opening you want to archive. You can also search the list by entering the opening name in the search bar.
Select the three dots to the right of the updated date, then select Archive from the dropdown.
An Archive opening pop-up appears to confirm your selection. Select the Archive button.

The page updates to confirm the opening is archived, and the opening status updates to Archived in the opening list.

Where openings appear

After an opening is created, it appears in several different places in Gem.

Attach to offer

When you move a candidate to the offer stage, if an opening isn't already attached, you’re prompted to attach it to an active opening. If an opening is attached, you can view the opening, or change it by selecting a different opening.

Mark candidate as hired

When you mark a candidate as hired, you're prompted to confirm the opening is filled. If you want to change the attached opening, you'll need to unhire the candidate.

Opening permissions

By default, admins and standard users have edit access to all openings. Limited users can't access openings. This is true except in the following circumstances:

A user is on the hiring team for that opening.
The opening is attached to a job that the user has permission to view.
A user created a job and needs to attach an opening to that job. In this case, the user has view access to the list of openings.

Admins can set custom opening permissions for custom roles. This allows you to grant or revoke view and edit access. To learn more, see How to set up custom roles.

Overview
Requirements
(Admin) Enable openings
Create an opening
Attach an opening to a job
Create a job from an opening
View all existing openings
Edit an existing opening
Archive an opening
Where openings appear
Attach to offer
Mark candidate as hired
Opening permissions