Job Board FAQ
Answers to common setup and operating questions about Job Board.
For what the app is and how to set it up from scratch, see the
Job Board Overview.
Setup
Does Job Board need a licence before anything works?
Yes. Job Board requires a licence and is disabled by default. An admin enables it per tenant from Admin → Apps → All Apps. No features are pushed on without that opt-in.
Who can create and manage job postings?
Super Admins, Admins, HR Admins, and designated Job Board App Admins can create new job postings. Once a job exists, the recruiter assigned to it can also edit and publish it. The hiring manager can view the job, close it and work its candidates, but cannot edit or publish the posting. Settings pages are restricted to Admins and App Admins only.
Do I need to set up the public career portal separately?
Yes. The portal is controlled by a separate toggle in Job Board Settings called Enable Public Career Portal. Until you turn it on, all public portal pages return a “not available” response. Enabling the portal also lets you embed your listings on an external company website using the JavaScript embed widget.
Permissions and access
How do I add hiring team collaborators to a posted role?
Open Job Board → Manage Jobs, open the posted role, choose Edit, and find Team & Management. Search for a person in Hiring Manager and in Recruiter, then save. These are two individual assignments, not a list of multiple collaborators. The same person can hold both.
The recruiter edits the posting and runs the candidate pipeline; the hiring manager owns the hire decision and approves offers but cannot edit the posting. Super Admins, Admins, HR Admins, Job Board App Admins, and the assigned recruiter can edit an existing job. Interviewers are selected when scheduling an interview; they are not additional collaborators on the job.
Why can’t a recruiter see a particular job’s candidates?
Candidate access is restricted to the job’s stakeholders — the recruiter, hiring manager, and creator of that job — plus anyone with an Admin or HR Admin role. If a recruiter is not assigned to the job, they cannot view its candidates. Assign them as the recruiter or hiring manager on the job’s edit page to grant access.
Why can’t I delete a job posting?
A job can only be deleted when it is still in Draft status and has no candidates, internal applicants, job-board postings, offers, or interviews attached. Once any of those exist, the delete option is removed. Close the job instead — closing preserves the full history while stopping new applications.
Day-to-day
What happens when the application deadline passes?
The portal stops accepting new applications for that job automatically. The job stays in Published status, though — it does not close on its own. You still need to close or fill the job manually. If you reopen a job whose deadline has already passed, the deadline is cleared so the job can accept applications again.
What are the stages in the candidate pipeline?
There are nine stages: Applied, Screening, Qualified, Potentially Qualified, Interviews in Process, Interviewed, Ready for Offer, Offered, and Hired. Up to Ready for Offer, a candidate can also be moved to Rejected, Withdrawn, or Unsuitable; once Offered, they are either Hired or Withdrawn. You can advance, reject, or move candidates individually or in bulk.
How do posting requests work?
Turning on Automated Job Posting Workflows in Settings 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. A posting request moves through up to three stages — the hiring manager, then budget review, then management review — depending on your rules. Each stage asks its approver, and the requester is told when the request is approved or sent back. Once approved, the requester, the hiring manager or a recruiting admin publishes it.
Can I share a published job on LinkedIn?
Yes. Any employee can share a published, externally-visible job to their personal LinkedIn feed using the Share to LinkedIn button on the job detail page. Internal-only postings are not shareable.
How do internal-only postings work?
Turn on Allow Internal Candidates and Internal Only Position on the job’s form: the job is hidden from the public portal and listed only for employees signed in to the platform. Internal candidates apply with their employee profile auto-filled. To apply, an employee needs an email address on their profile. If they have a manager in this organization, the application goes to that manager under Transfer Approvals first; otherwise it goes straight to the hiring team. They can withdraw it themselves with Withdraw application on the posting page or on the phone. If the job has a minimum internal-experience requirement, employees who have not been with the company long enough are told they do not meet the eligibility threshold.
When something looks wrong
I applied for a job but my application status hasn’t changed — what’s going on?
Application status is updated by the recruiting team as they review candidates. The tracking link shows one of seven public stages — Application Received, Under Review, Interviewing, Offer Extended, Hired, Not Selected, or Withdrawn — so internal pipeline detail is not exposed. If your status has not changed, it means the review is still in progress.
Can a candidate apply to the same job twice?
No. Duplicate detection checks the candidate’s email address within the same job: a second application to the same job with the same email is refused, and the applicant is told they have already applied. Applying to two different jobs with the same email is allowed and not treated as a duplicate.
Why didn’t the rejection emails go out when I marked a job as Filled?
Automatic rejection emails are opt-in. Turn on Auto-send rejection emails when job is filled in the Job Board notification settings. When enabled, rejection emails are sent after a configurable delay (default 24 hours) so you have time to cancel if you marked the job as filled by mistake.
My referral bonus wasn’t paid — what happened?
Referral bonuses follow the payment timing set on the referral program. The default is Pay after retention period, which requires the referred hire to stay for a waiting period (default 90 days) before the bonus becomes eligible. Check the program’s settings for the payment timing and retention days. Bonuses also require admin approval before they are marked as paid.
I can’t see the candidate tracking page anymore — what happened?
A link to an application that has closed (rejected, withdrawn or unsuitable) still opens: it shows the same person’s open application if they have one, otherwise the outcome of the closed one, read-only. Only a hired candidate’s link expires, once their start date is more than 180 days in the past. Otherwise, ask the candidate to check the link — the token is unique and does not change.
Referrals and programs
Can I limit how many referrals an employee can submit?
Yes. Each referral program has two optional caps: Max referrals per employee (total across the program’s lifetime) and Max referrals per month. Once either cap is reached, the employee sees a message that they have reached their limit. Leave both fields blank for unlimited referrals.
Can I set different bonus amounts for different roles?
Yes, with more than one program. A referral program has one bonus amount. Create a program for each amount you need, then pick the program on each job’s edit page under Referral Program. A job with no program picked uses the best-matching active program.
Licensing and limits
Are there limits I should know about?
| Limit | Value |
|---|---|
| Candidate pipeline stages | 9 |
| Job title length | 255 characters |
| Candidate name (first / last) | 50 characters each |
| Match score range (AI match score or keyword estimate) | 0–100 |
| Candidate CSV export | Up to 10,000 records per export |
| Job alert frequencies | Instantly, Daily, Weekly |
| Journey “stalled” threshold | More than 14 days in the current stage |
What is the candidate retention setting and what does it do?
Candidate retention is an opt-in GDPR feature in Job Board Settings. When enabled, a daily sweep anonymises candidates in a terminal status (rejected, withdrawn, or unsuitable) who have not been updated for longer than the configured retention period. The default retention period is 24 months. The minimum you can set is 6 months — a lower value is clamped to 6 to prevent accidental mass redaction. Anonymisation is irreversible: PII is removed, but the analytics skeleton (status, job, source, scores, timestamps) is kept.
More help
- Job Board Overview
- Ask AI — the assistant answers Job Board questions from these articles.