Recruitment
Attract and hire the right people — post roles, collect applications through a public careers link, and move every candidate to a decision in one place.
What it is
Recruitment manages hiring end to end: you publish job openings, collect applications (from your team or from the public), and move each application through an approval workflow until it's approved or rejected.
Screens
- Dashboard — headline numbers (open roles, total applications, pending review, closing within 7 days), trends over the last six months, top roles by applications, and a review queue for approvers.
- Job openings — your roles, with a create button, an open/closed toggle, and a "copy job link" action.
- Applications — one list: All applications (the whole company's if you hold a recruitment permission), and Awaiting me for applications waiting on you.
- Workflow & settings — the hiring approval chain and module settings.
Posting a job
- Open Create job opening and fill in the title, description, responsibilities, requirements, benefits and a closing date.
- Save it.
- Use the open/closed toggle to control whether the role is live. An open role is reachable through its public careers link.
You can edit any opening later, and re-open or close it whenever you like.
The public careers link
Each job opening has a shareable public link (a careers page for that role). Use the copy job link action to grab it, then post it on your website, LinkedIn or a job board. Candidates don't need a Hubtoll account to view a role or apply.
How candidates apply
From the careers page a candidate fills in their details — name, email, address, phone, cover letter, education level and work experience — and attaches their resume (PDF). On submit, the application lands in your Applications list.
- A resume PDF is required to apply, and only PDF files are accepted.
- Each email can apply to a given role only once.
- Guests don't need to register — a lightweight candidate profile is created from the email they apply with.
Reviewing applications
Applications move through your approval workflow. On each application, the right reviewer can Approve, Reject, or Redirect to another step, with a comment. Approval advances step by step, and an application is only marked Approved when the final step signs off. The Awaiting me tab shows each reviewer exactly the applications waiting on them, and you can filter and share any view of the list.
From approved to hired
Approving an application doesn't automatically create an employee. "Approved" simply records your decision. Turning a successful candidate into a staff member is a deliberate next step you take in Employee records (and then issue their laptop and access in Assets management).
Permissions
| To… | You need |
|---|---|
| Create/edit job openings | RECRUITMENT_MANAGEMENT_JOB_EDITOR / …_EDITOR |
| Manage applications | RECRUITMENT_MANAGEMENT_JOB_APPLICATION_EDITOR |
| Approve applications | Whoever your approval workflow routes the step to — no dedicated permission (the workflow decides each approver) |
| View recruitment | RECRUITMENT_MANAGEMENT_READONLY |
| Apply to a job (public) | No account needed |
Managing recruitment requires an active HR licence; applying from the public careers page does not.
Good to know
- A resume PDF is required for every new application; other file types are rejected.
- The same person can't apply twice to the same role.
- A job's status is a simple open/closed switch — open roles are publicly reachable.
- You need an active hiring workflow before applications can be submitted; if a workflow needs no approval, applications are accepted automatically.
Continue reading
Reach the Hubtoll team on WhatsApp or email cloud@digitalvortextech.org. We usually reply within a few hours (Mon–Fri, 8:00–19:00 GMT).