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Set up a vacancy request form
Set up a vacancy request form

Guide for admins how to create and manage vacancy request forms

Updated this week

Request forms are a functionality that makes HR routines more flexible and gives HR managers an auxiliary resource for communicating in processes and approving any kind of request from employees and managers.

Request Forms can be changed, setting up access for different departments and locations, selecting who can see and send requests.

Access to Vacancy request configuration

To begin, navigate to Settings and select Forms. Choose Vacancy request to start customizing the form.

Creating the Vacancy request form

The Vacancy request form is structured with three customizable blocks tailored to accommodate your company's specific requirements:

  1. Details block: Here, you can assign a name to the form and provide a brief description.

  2. Approvals block: This section allows you to define the individuals authorized to approve the vacancy request.

  3. Submission permissions: Specify the individuals or groups permitted to submit

    the vacancy request in this block.

Vacancy request management

In the Hiring plan section, administrators and authorized employees can view, search, and filter all created and submitted requests by request status, department, location, or division.


They can also edit, withdraw, or delete the vacancy request form.

All requests can be exported in Excel or CSV format.

Vacancy request approval process

  • Notification: All specified individuals in the Vacancy request template receive notifications via email and in the system notification bar to approve the vacancy.

  • Sequential approval: If there are multiple approvers, notifications are sent in a pre-configured sequence. In our scenario, first approver is a specific employee, second is the Hr manager.

Converting approved request to vacancy

Once approved, administrators and authorized employees can easily convert the request into a vacancy. All entered data is automatically transferred to the corresponding fields in the vacancy form.
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Configuring the access rights

Administrators can customize access rights to the different functions of the Recruit module. Follow these simple steps:

  1. Go to the settings and locate the "Roles and permissions" section.

  2. Select the role you want to customize and click Edit.

  3. In the role editing window, scroll down to the Recruit section.

  4. Enable the specific rights and permissions you want to grant to this role within the Recruit module.

  5. Once you've configured the access rights, save the settings.

After saving the settings, users with the corresponding role will have access to perform the certain actions across your company.

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