Approval by Approvals Team (HR, CEO, etc)
Creation of a Vacancy in Hotlists
When a Hiring Manager would like to create a new Vacancy, they will create the Vacancy within Hotlist.
Depending on what the company process is, the creation of the Vacancy may need to be Approved by an Approver Group Member.
If the Hiring Manager is required to get approval on creating the vacancy, an approval will be sent to the relevant approver once they click Request Approval.
Notification in Teams
If the Hiring Manager needs approval, a notification will automatically be sent in Teams to the relevant Approver Group Members for that Vacancy.
Approval Options
User can choose to:-
Approve the Vacancy
Sends approval notification back to the Hiring Manager
Send Notification to the TA, so they can start and find suitable applicants for the vacancy.
Reject the Approval
Sends rejection notification back to the Hiring Manager
Re-assign the Approval to another Approver
Click Reassign
Insert the name of the Approver you wish to assign the approval too
Click Confirm – this will send a notification to the new Approver
Reviewing Job Details
The Approver can click on the attachment within the Teams Notification to view the Vacancy information within Hotlist. This allows for a thorough review of all details before giving approval or rejecting the creation of the vacancy.
The Approver should be able to see the General tab for the vacancy, which will show: -
o The Name of the Vacancy
o The Status Reason will be 1 – Pending Approval
o Name of the Hiring Manager
o Vacancy Type
o The TA Assignment (the TA, or TA Team that has been assigned to the Vacancy)
o The Office Location
o Currency
o Number of Positions
o The Vacancy Pay Range Min and Max
o The proposed Start Date
o The Job Description
o The Advert, Job Board Summary and Internal Advert info will all be in the Advert tab
Adding Comments
An Approver can add comments before approving or rejecting the creation of the vacancy. Inserting comments, will give the Hiring Manager some feedback of the approval or rejection.
Final Approval or Rejection
Once satisfied, user clicks on Approve or Reject.
Confirmation
Workflow card is generated automatically.
User receives confirmation that the role has been approved or rejected by the relevant person.
Vacancy Status
If Rejected, the Hiring Manager will automatically be sent a notification in Teams, so they can revise the vacancy.
The Vacancy Status in will go back to 0 – Created, The Hiring Manager can now amend any details and re-submit the request again.
If Approved, the Hiring Manager will automatically be sent a notification in Teams, so let them know the vacancy has been approved.
The Vacancy Status will move to 2 – Require Applicants, the TA will receive a notification that the Vacancy has been approved, so that they can start and look for suitable applicants for the vacancy.