Job Requisition


The Job Requisition feature in ZenATS streamlines the process of creating, submitting, and tracking job requisitions—formal requests to open a new position or fill an existing one within a company. With this feature, you can quickly fill out a form detailing essential information like job title, salary, and required qualifications, ensuring that your requisition follows a straightforward, organized approval process. This efficient setup helps HR teams and managers manage hiring needs seamlessly, keeping everything in one place for faster, more effective recruitment.

TABLE OF CONTENTS



Approval Cycle Setup 


Go to User Menu → System Preferences → Company Settings → Approval Cycles

Then on the  Approval Cycle Templates page, you can configure your approval cycles for each department.



To create a new approval cycle, click the “Create Approval Cycle Template” button.


The form shown below will open for you to complete: 



  • Approval Cycle Name: Give your approval cycle an easy-to-remember name. It could reflect the department or purpose, e.g., "IT Department Hiring Approval."

  • Branches: Select the branches where this approval cycle should apply.

  • Departments: After selecting the relevant branches, choose one or more departments within those branches where this approval cycle should apply.

  • Approvers: Add the people who should approve the requisition at each stage. You can drag and drop them in the order they need to approve.

  • Skip Approver After (optional): If you’d like to prevent delays, set a time limit (in days) for each approver. After this time, the requisition will skip to the next person in the sequence.

  • Action Taker(s): Choose the recruiter(s) or hiring team members responsible for creating the vacancy once the job requisition is approved.

  • Notifications: Add anyone who should receive updates on actions taken in this approval cycle. This includes approvals, rejections, or both.

  • Final Step: Once you’ve filled in all fields, click the “Create” button to save the approval cycle template. This template will then be available for use with job requisitions in the departments you specified.

Note: You can edit all approval cycles, but you can only delete approval cycle templates that are not in use. Templates in use cannot be deleted. 


Requesting a Vacancy

To request a new vacancy, click the "Request Vacancy" button on the top navbar.


This will open a form that allows you to submit a request for a new job vacancy.



1. Job Title: enter the job title for the vacancy you are requesting.

2. Branch: select the branch where the vacancy will be located.

3. Department: choose the department that the role will be part of.

4. Number of Hires Needed: indicate the number of hires required for this position.

5. Country & City: specify the country and the city of the branch you want to hire for. 

6. Job Description: provide a detailed job description that outlines the responsibilities and expectations for the role.

7. Workplace Type: choose the workplace type whether on-site, remote, or hybrid.

8. Expected Hiring Date: select the date you would like the vacancy to be filled by.

In addition to the required information, there are several optional fields that you can fill in to provide more specific details about the vacancy. These fields allow for a more tailored job request.

Once you’ve completed the Vacancy Information click “Request”. 


Requesters

To view the vacancies you have requested and the status for each vacancy, go to Main Menu → Jobs → Requested Vacancies.

Then on the Vacancies page, click “Show My Requests” on the top right of the table.

To view the details of a specific request, beside it click “View”. 

A slider will open with all the details of the vacancy request and the approval cycle.


If you want to withdraw a vacancy request, click “Withdraw” beside the desired vacancy request on the table. 

Approvers

To view any vacancy requests that are pending your approval, go to the Main Menu → Jobs → Requested Vacancies.

Then click “Show All Requests” to view your requests and the requests that are pending your approval, or set the filter to Pending requests to view the requests that are only pending your approval.

Here you can View the details of the request and Approve or Reject a requisition. If you reject a job requisition, you have the option to add a rejection reason. 


Action Takers

After the requisition has been fully approved, the action takers will receive a notification that the vacancy is ready to be created. 

Go to Main Menu → Jobs → Requested Vacancies.

Set the filter to “Show All Requests”.

Then click on “Create Vacancy” beside the desired job requisition that has been approved.

The create vacancy form will open and the vacancy details will be prefilled based on the job requisition details.

If the vacancy is activated immediately, the status of the request will be Open and you can view the associated job by clicking on the vacancy. 

If the vacancy is scheduled then the requisition will be labeled as scheduled and the vacancy will then open on the scheduled date. 

To view all your scheduled vacancies, go to the Main Menu → Vacancies then go to the Scheduled tab.

There you can view all your scheduled vacancies, when they are scheduled to be activated, you can also activate the vacancies immediately or reschedule. 


 Requisition Statuses 

The requisition request is fully approved by the whole approval but the requisition is not yet open. 

One of the approvers rejected the requisition = the requisition is rejected.

The requisition is awaiting approval from one or more approvers.

The requisition is still a draft and has not been submitted to the approval cycle yet.

Requisition is withdrawn by the requester before any approval action has been taken.

The requisition has been fully approved by all approvers and the action taker has scheduled a date to activate the vacancy.

The requisition has been fully approved by all approvers and the vacancy is currently active.

The requisition has been fully approved by all approvers and the vacancy has met the number of needed hires (achieved hiring goals) and closed.

The requisition has been fully approved by all approvers and the vacancy has not met the number of needed hires ( didn't achieve hiring goals) and closed.


How to Submit  Vacancy Requests on ZenHR
Go to My Vacancy Requests and view all vacancy requests pending my approval on ZenHR. 


Requesting Vacancies

Main Menu → Requests → Vacancy Requests 

On the Vacancy Requests page, click on “Request Vacancy”. 

Then complete the form by filling out the information for the vacancy you would like to request, and then it will go through the assigned approval cycle. 


View Your Request  

To view your Vacancy Requests go to the Main Menu → Requests → Vacancy Requests → My Vacancy Requests. 



Here, you can see all the requests you have submitted, view details of each request, and track their statuses. 

View Requests Pending Approval 

User Menu → My Approvals →  Vacancy Requests


Here, you can find all the vacancy requests that are pending your approval, and see details of each request. 



Note: If you have both a ZenATS and ZenHR account, the records will appear on both. 


You can also submit requests from the following pages: 

  1. My Vacancy Requests Page

  2. Positions Page

  3. Employee Offboarding