Job Board
1. What it is
Job Board lets you create job postings, publish them to a branded career portal, and move candidates through a hiring pipeline — all inside the same platform your employees already use. Internal employees can browse and apply for open roles without a separate login, and external candidates apply through the public portal.
- Enablement: Job Board requires a license. An admin enables it from Admin → Apps → All Apps, and it is off by default for every tenant.
- What it is not: Job Board handles postings, the career portal, and the candidate pipeline. Offer letters and interview scheduling are handled by their companion apps — Offer Manager and Interview Hub.
2. Standing it up
- Go to Admin → Apps → All Apps and enable Job Board. This grants your tenant access to the app.
- Open Job Board → Settings → General Settings. Turn on Enable Public Career Portal if you want external candidates to see and apply for jobs. Without this, the portal returns “not available” to outside visitors.
- Custom application forms: Forms App Integration and Auto-Generate Forms are on by default, so a standard application form is created each time you publish a job (the Forms app must be enabled too).
- Create your first job posting: go to Job Board → Manage Jobs → Create New Job. Fill in the title, description, location, department, and hiring manager. Click Save as Draft to keep it private, or Save & Publish to post it now. A draft is posted later with Publish Job on the job’s page.
- Grant access to the right people. Any employee can browse published jobs in the app. Job creation requires Admin, Super Admin, HR Admin, or Job Board App Admin. Settings access is restricted to the same admin roles.
Silent-dependency warning: The public career portal does nothing until both conditions are true — the Job Board app is enabled for the tenant and the Enable Public Career Portal toggle is on in Settings. Turning on only one produces no portal and no error.
3. How it fits together
Jobs and their lifecycle
A job posting moves through five statuses: Draft → Published → Paused → Closed → Filled. Only published jobs appear on the career portal or in the internal job list. From a published job’s More actions menu (the ⋮ beside its title) you can Pause it (it leaves the portal and the job list until you Resume it), Close it, or Mark as Filled once the role is hired. A closed or filled job can be reopened; if its application deadline had already passed, the deadline is cleared automatically on reopen.
A job can only be deleted while it is a draft with no candidates, postings, interviews, or offers attached. Once any downstream record exists, close or fill the job instead.
Example: You create a “Warehouse Supervisor — Night Shift” posting, assign it to the Dallas location and the Operations department, set the hiring manager to the regional director, and mark priority as Urgent. You save as a draft. After legal reviews the description, you click Publish. The job now appears on the career portal and in the internal job list. When a candidate accepts an offer, you choose Mark as Filled, which sends rejection emails to the remaining candidates (if Auto-send rejection emails when job is filled is on under Notifications).
Internal vs. external postings
Every job is external only by default. Turning on Allow Internal Candidates lets employees signed in to the platform apply. Turning on Internal Only Position also hides it from the public career portal — only employees see it. Employees who apply as internal candidates go through the same pipeline, and their profile auto-fills from the employee record.
To apply internally, an employee needs an email address on their profile; without one, the job page tells them why they cannot apply. If they have a manager in this organization, the application goes to that manager first, under Transfer Approvals, and reaches the hiring team once the manager approves it; with no manager here it goes straight to the hiring team. The employee can withdraw it with Withdraw application on the posting page or on the phone.
An internal posting can require a minimum time with the company. When set, employees who do not meet that threshold cannot apply.
The candidate pipeline
Each candidate moves through a defined set of stages: Applied → Screening → Qualified / Potentially Qualified → Interviews in Process → Interviewed → Ready for Offer → Offered → Hired. Up to Ready for Offer, a candidate can also be marked Rejected, Withdrawn, or Unsuitable; once Offered, they are either Hired or Withdrawn. Candidates are unique per job by email — the same person can apply to multiple jobs, and the candidate profile shows other applications by that email across the tenant.
Roles and permissions
Three roles govern who can do what on a per-job basis:
- Recruiter (assigned on the job) — the operator. Can edit the posting, manage the pipeline, schedule interviews, send SMS, and create offers.
- Hiring Manager (assigned on the job) — the decision-maker. Can view candidates, advance or reject them, and approve offers, but cannot edit the posting.
- Admin / Super Admin / HR Admin / App Admin — full access to every job and all settings.
The per-job applications inbox shows candidate details only to these stakeholders. An employee who opens the app can see published postings, but not who applied.
Career portal and candidate self-service
The public career portal is a standalone page at your tenant URL (e.g. https://yourcompany.workforce.mangoapps.com/apps/job_board/public). External visitors can browse published, externally-eligible jobs, filter by location, department, employment type, or remote, and apply without creating an employee account. Employees who visit the portal while logged in see all published jobs including internal-only postings.
Candidates receive a reference number and portal-access token on application. They can track their application status, withdraw, and receive job alerts. An optional AI assistant on the portal helps candidates with application questions (controlled by the Enable AI Assistant on Career Portal toggle).
CRM and talent pools
Talent pools are named collections of candidates for future re-engagement. Each pool has a type: General, Role-specific, Skills-based, or Diversity-focused. Candidates are added manually, via bulk actions, or through sourcing campaigns. A pool can feed an active sourcing campaign that reaches out to candidates in stages.
Companion apps
Job Board hands off to Offer Manager for the signed offer letter and to Interview Hub for calendar-based interview coordination. Background checks integrate via the Integrations settings page with a configured provider. Job Board does not post jobs to external job boards such as Indeed or LinkedIn: the Integrations page can store those boards’ credentials, but no posting leaves the platform. The outbound path that works is Sync published jobs to the connected ATS.
4. Running it
Creating a job with AI
If AI Job Creation is on in Settings, you can describe a role in plain language and the AI generates a draft posting — title, description, requirements, and benefits — for you to review and edit before publishing.
Reaching candidates outside the platform
Job Board does not post to external job boards. Published, externally visible jobs appear on your career portal (when it is on), in the public jobs API and in the embed widget for your own website, and any employee can share one to their own LinkedIn feed with Share to LinkedIn on the job’s page (they connect LinkedIn the first time). With an ATS connected, Sync published jobs to the connected ATS under Settings → Integrations pushes each published job to it.
Managing candidates
Open a job and click into its applications inbox. By default the inbox shows Applied and Screening candidates — the triage view. Use the status filter to see all stages. From a candidate’s profile you can:
- Advance or reject with a reason (captured on the notes thread)
- Add hiring-team notes with @mentions (notifies the mentioned people)
- Upload or replace a resume
- Move the candidate to a different job (blocked when an active offer exists)
- Send a rejection email from a template
- Request a reference check or assign a skills assessment
- Request a background check (when the integration is configured)
- Send or view SMS messages (when SMS is enabled for the tenant and the candidate has consented)
Bulk actions on the candidate list let you Advance, Reject Selected, change the stage (More → Mark as …), Add note, Move to another job, or Export Selected (CSV) for several candidates at once. A candidate is added to a talent pool from their own page.
Employee referrals
A referral program defines a bonus amount, eligibility rules (minimum employee tenure, max referrals per employee or per month, salary threshold), and a payment timing (on hire, on the start date, or after a retention period). Jobs can be assigned a specific referral program or inherit the best-matching one. Employees submit referrals and track them through a My Referrals view; a leaderboard shows top referrers.
Exporting candidate data
Candidate lists can be exported as CSV. Cross-job exports require admin-level access. When Require Identity Verification for Candidate Exports is on, the exporter must re-enter their password or PIN; the verification lasts 15 minutes.
5. Settings
Settings live under Job Board → Settings and are accessible to Admin, Super Admin, HR Admin, or Job Board App Admin only.
General Settings
| Setting | Default | What it changes |
|---|---|---|
| Enable Job Board Agent | On | Lets users interact with the Job Board Agent via Ask AI |
| AI Job Creation | On | Enables AI-powered job posting drafting |
| Forms App Integration | On | Integrates with Forms app for custom application forms |
| Auto-Generate Forms | On | Creates a standard application form when a job is published (requires Forms App Integration) |
| Enable Public Career Portal | Off | Opens the public-facing careers page to external candidates |
| Enable AI Assistant on Career Portal | On | Adds an AI assistant to the candidate-facing portal |
| Automated Job Posting Workflows | Off | Adds a Requests queue: a new position is raised as a posting request and goes through the approvals its rules require before it is published. Jobs posted directly from Manage Jobs are not held for approval |
| Approval Reminders | Off | Sends reminder emails for pending job-posting approvals |
| Escalate Stalled Approvals | Off | Alerts a responsible group when an approval stage stalls (default 7 days, configurable 3–30) |
| Advanced Analytics | Off | Shows conversion rates, time-to-fill, and source effectiveness on the dashboard |
| Require Identity Verification for Candidate Exports | Off | Step-up authentication before candidate data exports (15-minute window) |
| Enable Candidate Data Retention Policy | Off | Anonymizes PII of rejected/withdrawn candidates after the retention period (default 24 months, minimum 6) |
| Who can set up the recruiting tooling? | Managers and above | Who may build assessment templates, reference questionnaires, talent pools and their CSV import, sourcing campaigns and the career portal’s candidate knowledge base. Working an individual candidate stays with the job’s recruiter and hiring manager |
Notifications
| Setting | Default | What it changes |
|---|---|---|
| Interview SMS to internal applicants | On | Texts employees who apply internally when an interview is booked for them. Interview emails and reminders are not affected — reminders are turned on in Interview Hub settings |
| Auto-send rejection email when candidate is rejected | Off | Sends a rejection email when a candidate is rejected from the actions menu |
| Auto-send rejection emails when job is filled | Off | Sends rejection emails to the remaining active candidates when a job is marked Filled |
| Delay before sending bulk rejection emails | 24 hours | How long after a job is filled before those emails go out (1–168 hours) |
Integrations
Configured under Settings → Integrations:
- Background check provider — select a configured provider from Admin → Organization → Integrations
- Job Board API Integration — stores credentials for external job boards; nothing is posted to them
- ATS Sync — pushes published jobs to a connected applicant tracking system as requisitions, and closes them there when you close the job
Workflow
Approval Workflow configures the approval chain for posting requests. Request Custom Fields adds your own fields to the posting request form. Candidate Workflow lets you define custom candidate status workflows or reset to system defaults.
6. More help
- Job Board FAQ — specific setup, operating, and troubleshooting questions
- Ask AI — the assistant answers questions about Job Board from these articles.