Before getting started, make sure to follow the steps in our Quick start for Libraries. Once you’ve customized library items, you’re ready to start building job descriptions. We’ll help you find your way around and show you how to publish your first job. Once you’ve mastered the basics, you’ll find more options in the Jobs Guide that allow you to structure your jobs so they reflect the unique needs and goals of your organization.
In this article:
- How jobs are organized
- Building your first job
- Adding items from libraries
- Defining requirements
- Publishing your job
How jobs are organized
When you first open the Jobs page from the main menu, you’ll see a table listing job titles. Jobs are organized into groups such as “Human Resources”, “Sales”, or “Marketing”. By default, we display jobs from all groups in alphabetical order. To see jobs that belong to one group, select a group in the filter.
Building your first job
All jobs start out as drafts that are not visible to employees, so you can keep your work private until the job description is complete. There are three ways to add a new job:
Create new: To start from a clean slate, click Create on the top right of the page and select Job. Select a group and click Next. Enter a name and summary, and then click Create to open your draft.
Edit an existing job: If you want to customize a job on your site, just click its name to open your draft.
Clone: This is a great option if there’s another job on your site that’s similar to the one you’re creating. Just point to the job in the table, click the 3-dot icon, and select Clone. A copy of the job is created and named “Copy of…”. Select this cloned version to open your draft.
Adding items from libraries
At the top of a draft, you can change information like the group, or click to edit the summary. Below this information are categories for Competencies, Responsibilities, Education, and other requirements. Unlike the job summary, you won’t be creating this information directly on the job. Instead, you’ll be adding library items that have been created and stored in Libraries.
Each category on your job has a corresponding library. For example:
- An Education library has fields of study such as “Psychology” and “Software Engineering”.
- A Responsibilities library has statements such as “Monitor and order office supplies”.
- A Competencies library has competencies such as “Client Focus” and “Teamwork”.
Each field of study, responsibility, and competency is a library item that can be added to a job. This setup allows you to build all of your jobs with the same set of building blocks.
To add library items
Expand a category and click the Add link. There are two ways to add library items:
Type and select: Start typing a library item name like “Client Focus”. If the item is published in a library, it appears in the drop-down. Select the item to add it to your job.
Browse and multi-select: Click the Advanced Search link. A new window opens where you can select a library. Select items from the library to add to the job and click the close icon.
For some categories like Responsibilities, a list of statements is all you need. For other categories like Competencies, there’s more to define:
Levels: For competencies, it’s important to select a proficiency level. You can click a competency name to remind yourself of the behaviours that define each level. Once selected, the behaviours for that level are listed on the job.
Core, Job Family, Job Specific, or Leadership: You can select a type for each competency. Core competencies are required by all employees to enable your organization to achieve its mandate and vision. Job family competencies are shared within a job group. Job specific competencies will vary between roles. Leadership competencies are for roles that involve managing, supervising, or influencing others.
Equivalents: For Knowledge Areas, Education, Certification, Experience, Languages, and Additional Information, you can add equivalent library items. For example, an HR manager requires a bachelor’s degree in Human Resources, but a degree in Business Administration might also be accepted. Click the Add Equivalents link. Select one of the suggested library items or search for the item you have in mind. You can add as many equivalents as you like, and then click Add. The item is listed as “Or...” on your job.
Not Applicable: Is there a category that doesn’t apply to this particular job? Turn on the Not Applicable switch. Otherwise, the empty category won’t appear on the published or PDF versions of your job description.
Reordering: For Competencies, Responsibilities, and Working Conditions, you can click and drag the grips beside a library item to reorder the requirements.
Publishing your job
Congratulations! You’ve successfully built your first job description. Changes made to a draft are saved automatically, so don’t worry about losing your work. You can click the 3-dot icon on the top right of the page and select Export PDF to see how it looks. Once you’re ready to make this job available to employees, click Publish.
Now that you know how to add library items and define them, you can build out all of the jobs in your organization. In the Jobs guide, we’ll dive deeper with options for customizing and organizing jobs.