Overview
The Vacancy Requests feature introduces a formal approval workflow before a vacancy is officially created. Users can create a draft request and submit it to one or multiple approvers in parallel or sequential order. Once fully approved, the request can be converted directly into an active vacancy, carrying over all pre-populated details and custom field values.
Permissions
To use this feature, users must be granted the Create vacancy request permission. Converting an approved request requires the existing Add vacancy permission.
- Draft: The request is being prepared and can be edited or deleted by the creator or an Admin.
- Pending Approval: The request is locked and undergoing review by the designated approver(s).
- Approved: All approvers have accepted the request; it is now ready for conversion.
- Rejected: One or more approvers rejected the request, terminating the workflow.
- Converted: The approved request has been transitioned into an active vacancy.
Cancelling approval on a Pending request clears all current approvals and resets the status back to Draft.
- Navigate to the Recruitment module. Depending on your assigned permissions, the main action button will adapt:
-
Both Request & Create permissions: Displays a dropdown with both + Create vacancy and + Create vacancy request options.
- Request permission only: Displays + Create vacancy request.
- Create permission only: Displays standard + Create vacancy.
-
Both Request & Create permissions: Displays a dropdown with both + Create vacancy and + Create vacancy request options.
- Complete the vacancy request form:
- Vacancy Leader: Defaults to the user creating the request.
- Company: Pre-filled automatically if you belong to a single company. The + button to add a company or team member appears only if you have relevant creation permissions.
- Reference Number: Automatically generated by the system.
-
Additional Information: Displays custom fields configured for your organisation (e.g., Unit, Department, Starting Date, or Unofficial Company Name).
- Select Save Draft to store progress, or proceed to select your approver(s).
- Assign one or multiple approvers. Enable the Require sequential approval toggle to drag and drop approvers into a specific order.
- Click Send for Approval. A confirmation notification will appear.
If the requester is assigned as the sole approver, the request is approved automatically upon submission and no email notifications are triggered.
- Navigate to the Requests tab located alongside the Vacancies tab. A badge displays the count of requests pending your approval or awaiting conversion.
- Click on any row to open the request. Draft requests open in edit mode, while all other statuses open in view mode.
- As an assigned approver, review the request details and choose an action:
- Approve: Marks the request as approved and ready for conversion.
- Approve and Convert: Approves the request and opens the vacancy creation screen immediately, pre-populating all assigned fields and custom values.
-
Reject: Prompts for a rejection reason and ends the approval process.
- To convert an already approved request at a later time, any user with the Add vacancy permission can open the request and click Convert to Vacancy. The auto-generated reference number carries over and remains editable.
- Open the Approval Progress dialog from any request to view detailed audit logs, including when each approver was first notified. Hover or click to inspect rejection reasons. Approvers who were skipped due to a prior rejection display the status "Didn’t approve or reject".
- The recruitment Kanban board and its display settings include a dedicated view to track vacancy requests across all workflow stages.
- Selecting Cancel Approval reverts a pending request back to Draft status and clears prior approvals. Selecting Delete Draft displays a verification prompt confirming the vacancy title and reference code before removal.
| Email Notification | Recipient & Delivery Trigger |
|---|---|
| Approval Request | Sent to the active approver (in sequential workflows) or to all approvers simultaneously (in parallel workflows). |
| Approval Reminders | Sent to the pending approver after 1 business day, with follow-ups after 3 additional business days, and 4 additional business days. |
| Approved | Sent to the request creator once all approvers have granted approval. |
| Rejected | Sent to the request creator immediately upon rejection by any approver. |
| Rejection Notice | Sent exclusively to approvers who had already submitted their approval prior to the rejection. |
Emails include a direct Review Request link. Logged-out users are automatically prompted to sign in before redirecting. If the request was cancelled or previously rejected, a warning notice is displayed upon landing.
| Action | Requester (Own) | Assigned Approver | Admin |
|---|---|---|---|
| View Request / Progress | Yes | Yes | Yes |
| Edit / Delete (Draft only) | Yes | No | Yes |
| Submit / Cancel Approval (Pending only) | Yes | No | Yes |
| Approve / Reject | Only if assigned | Yes (if assigned) | Only if assigned |
| Duplicate Request | Yes | With "Create request" permission | Yes |
| Convert to Vacancy | With "Add vacancy" permission | With "Add vacancy" permission | Yes |