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Creating a new job listing

Go to HR → Hiring → Jobs Navigate to HR → Hiring → Jobs ( /hr/hiring ). You will see a list of all active, draft, and closed listings. Click ‘New job’ Click the New job button in the top-right corner to open the listing builder. Fill in the role details Complete the core listing fields: Role title - the job title as candidates will see it. Description - a full role description, responsibilities, and person specification. Rich text formatting is supported. Department - the department this role sits in. Salary - enter a figure, a range, or a label such as “Competitive”. You can also choose to hide salary from the public listing. Set a publish date Choose whether to publish the listing immediately or schedule it for a specific future date and time. Scheduling is useful when a role opens as part of a planned campaign or when you need to coordinate with a wider announcement. Customise the application form Campsite gives every listing its own application form. In the Application form tab, you can: Add new questions (free-text, multiple choice, file upload, CV as file or link, yes/no). Remove any default questions that are not relevant for this role. Reorder questions by dragging them into the sequence you want. Mark questions as required or optional. For a CV, use the CV (file or link) field and choose Upload file or CV link so candidates submit either a document or a URL. That CV then shows on the applicant file. Publish When you are ready, click Publish (or Schedule if you set a future date). The listing goes live on your public careers page and candidates can begin applying. Use scheduled publish dates for roles that open on a set date - for example, when your organisation runs a seasonal recruitment round. Schedule the listings in advance so they go live automatically at the right moment without anyone needing to remember to click Publish on the day.

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Listing copy on the careers page

On the job editor Listing copy section, three sections feed the public role page. Each section has:
  • A section heading you can rename (defaults below if left blank)
  • A section body edited visually (bold, italic, bullet or numbered lists, headings, image URLs), stored as markdown
What you format in the editor is what candidates see. Paragraphs stay as paragraphs. Use Bullet list only when you want bullets. New lines alone no longer become bullets on the public page.

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Opening a job from the list

On Jobs, select a listing to open its workspace:
  • Live listings open on Applicants (pipeline).
  • Draft and archived listings open on Job information.
Use the listing tabs to move between Job information, Applicants, Interview, Offer, and Admin and legal. On Applicants, use Smart Actions for shortlisting rounds, interview booking links, offer letters, and contracts without leaving the page.

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Job information

Job information is where you set role details before and after publish:
  • Role details - title, job level, salary, contract type (from Documents → Contracts → Types when configured), and job profile link or upload.
  • Application forms - link an existing application or EDI form, create a new one, or open Customise form.
  • Listing copy - careers page text with renameable section headings and a visual markdown editor (bold, lists, headings, image URLs).
  • Schedule and dates - collapsed timeline for post, close, shortlisting, interview, and start dates. Includes Hide posted date from applicants. On live listings this section opens by default. Use Close applications (header) or Close now (timeline) to stop applications immediately without editing the closing datetime. Reopen applications clears the deadline. Shortlisting, interview, and start dates have Add today / Set to today shortcuts; save or push updates after those shortcuts.
  • Hires to fill (auto-archive) - how many people must reach Hired before Campsite archives the live listing. Example: set 2 while recruiting for two seats, and the job stays live after the first hire, then archives on the second. Set 0 if you do not want hire-based auto-archive. Default is 1. Listings created from a hiring request inherit that request’s number of positions. You can still archive or unarchive manually. A separate org compliance option can also archive when a linked hiring request is fully filled.
  • Draft vs live - a clear status note explains whether the listing is on the careers page yet. Publishing shows a confirmation message.
  • Preview - saves your latest edits first, then opens the careers page view so hide-posted-date and copy changes are reflected.

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Standard applicant details and EDI forms

Every application starts with Campsite’s standard Your details step. It collects the candidate’s first name, last name, email address, phone number, location, current role, LinkedIn profile, and portfolio or website link. These fields are shared across Campsite and are not added or edited inside an application or EDI form. Application forms contain role-specific questions. EDI forms contain only equality, diversity, and inclusion questions. Both use the same drag-and-drop form builder: drag fields from the sidebar onto the canvas, reorder with the grip handles, then save. Their preview deliberately leaves out names and contact details so the EDI template is not confused with the standard applicant details step. An application form is required before you can publish a listing. An EDI form is optional: the field is labelled optional and publishing works without it. If your organisation collects equality data on every advert, turn on Require an EDI form before publishing a job listing under Hiring → Jobs → Settings → Compliance. The field then shows required and both manual and scheduled publishing wait for a linked EDI form. Use the compact First / Last control beside New on the EDI form row to place equality questions at the start or end of the apply flow. In Role details you can:
  • Paste an external link (full https:// URL).
  • Upload a PDF or Word file, then View or Remove it.
Candidates see whichever you provide. The careers page shows a Download job profile button for the uploaded file and a View job profile link button for the external link, so you can offer both. If the listing came from a hiring request that already has a role profile link, that link can appear publicly even when the editor link field is empty. Both appear in preview as well: Preview on a draft listing now shows the uploaded document alongside the link, and the staff Job listing preview page lists the document name and link under your job profile heading.

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Managing applications

Once your listing is live, incoming applications appear in the Applicants tab of the listing page. The default view is a list (switch to board with the icon toggle). Each application shows the candidate, submission date, answers, documents, and pipeline stage. Use the star next to an applicant number to favourite them (a personal mark only). Use the stage dropdown on a row to move someone without drag and drop. Click a row for the full candidate file.

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Smart Actions

Smart Actions is the side panel on Applicants for the common next hiring step. Open it from the toolbar any time. When you select applicants, the Smart Actions button shows a count and a subtle sparkle animation so you know the next step is there. Use it to run a step quickly; open Interview, Shortlisting, or Offer when you need the full detail workspace (calendar, scores, documents). With a mixed selection (for example Applied, Awaiting booking, and Rejected together), each action runs only for applicants whose stage makes that action valid; others in the selection are skipped and the panel shows how many will be included. Ready actions appear first in next-step order (for example booking and offer before reject); everything else sits under More actions. When several people are ready for an offer letter (or a contract), Send offer letter / Send employment contract stay available: you pick who to open next. Names and emails stay visible on this pick step. Contracts only appear for people whose offer letter is already signed. If your selection includes exactly one person who can be booked, rescheduled, offered, or contracted, that single-person action stays available even when other people are also selected. From the panel you can:
  • Start shortlisting when the selection includes Applied applicants (or with no selection, for everyone Applied on the listing). Moving people to Shortlisted happens after the round is finalized
  • Reject (anyone still active in the funnel; listed after more specific next steps)
  • Send or Resend interview booking links, book into a slot, reschedule, or cancel (eligible people only). After a first send, Awaiting booking rows show a Link sent chip on Applicants, and Smart Actions offers Resend for those people
  • Send offer letter for one interviewed applicant (not people who already have an offer letter out)
  • Send employment contract after that applicant’s offer letter is signed and right to work is clear (when your org requires RTW before contract)
Interview availability can be created inside Smart Actions when you send booking links or book someone and there are not enough open slots. Stay in the drawer and add slots until the open count matches who you are inviting; then booking or send continues automatically. Slots must start on a future day (not today), because same-day times do not appear for candidates to book. When you add a slot, choose how many candidates can book it (1 for a one-to-one interview, up to 4 for a group). You can also set location, an optional meeting link, and notes; those details are saved on the slot and included in panelists’ Google or Outlook calendar event descriptions. Open an existing slot to review the full details, edit times, panel, location, meeting link, and notes, or duplicate the slot into a new open window (bookings are not copied). When adding availability, set Repeat until and Repeat on to create the same times on each matching day in that range. Each day is saved as its own slot. Campsite blocks overlapping times on the same job so you cannot add the same date and time twice. Before a slot is created, moved, or booked, Campsite checks connected Google and Outlook calendars for panel members and blocks the action if someone looks busy. When a candidate books, panel members get an email that they have an interview for that applicant, and their connected Google or Outlook calendar event is updated (or created if they connected after the slot was added). On the Interview tab, availability defaults to the List view (switch to Week when you want the calendar). Candidates and booked interviews sit in one table with clear booking status; open slots still appear under Availability. Drag a slot on the week calendar to move or resize it (changes save automatically), or click a block to edit times or assignment, or delete an open slot. Dragging onto today does nothing. After you send booking links, those people stay on the Interview list with status Link sent until they book.

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Starting a shortlisting round

From Applicants, open Smart Actions (optionally after selecting who should be scored), then choose Start shortlisting. Pick reviewers and a deadline. If the listing (or its recruitment request) already has planned shortlisting dates, those appear as quick picks and the next upcoming date is pre-filled as the deadline (you can still set a custom time). Starting a round moves everyone in it to In review, so the pipeline shows that scoring is underway. A progress strip on Applicants shows completion and deadline; use Track round to open a side panel with reviewer progress. Open full workspace expands that panel into the full shortlisting manage view (applicants, reviewers, activity) without leaving Applicants. People with View applications can open an applicant file and read application question answers at any stage, including before shortlisting. Applicant identity: names and contact details stay visible on Applicants, Interview, Offer, Smart Actions, and the applicant file. Blind shortlisting is the exception, and it applies per person. Turn on Anonymised shortlisting for a listing (Job information → Schedule and dates), and only the people you added to that job’s shortlisting panel see applicant numbers instead of names. Everyone else in your people team keeps seeing names throughout. Names come back for the panel automatically once every shortlister has scored every applicant, so there is no Unhide control. CVs and answers stay fully available to shortlisters while names are hidden, so they can read the document alongside the score. Reviewers also score from an anonymous sheet (Applicant 1, Applicant 2, and so on). Applicant file: answers appear as clear rows (question, answer, score note). PDF CVs and screening documents open with an in-app View preview; Download stays available as a secondary action. Non-PDF uploads stay download-only. Reviewers on the active round can enter shortlisting scores in the applicant file (same controls as the scorer sheet), and can preview documents there too. Shortlisting scores stay hidden on the Applicants list until the round is finalized, then you can advance people to Shortlisted. Shortlisters cannot move applicants to Awaiting booking or Interviewed until every applicant in the round has been scored and the round is finalized. On the shortlisting list, use the Score column heading to sort by highest or lowest score, then click it again to clear the sort. When a reviewer opens an applicant to score them, each question shows the score control on the right and the applicant’s answer underneath it. The footer keeps a running count of how many questions are scored and the average score so far, then Submit saves that applicant and Submit and next moves straight to the next person who still needs scoring.

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Moving candidates through the pipeline

Campsite uses a simple stage model to track where each candidate is in your process. You can move a candidate to the next stage - or mark them as not proceeding - from the Decision control on Applicants, or from the board. Stages cover Applied, In review, Shortlisted, Awaiting booking, Interviewed, Offer, Contract, Hired, and Rejected. In review covers applicants who are being scored: shortlisting has started and scores are partly in, but no shortlisting decision has been made. Interviewed is reached once the interview has happened. When a candidate books an interview slot, Campsite moves them to Interviewed automatically after that slot’s end time passes, so the pipeline reflects who has already been seen without anyone updating stages by hand. Moving Decision to Offer updates the pipeline only. It does not email a letter. To send the conditional offer letter, use Smart Actions → Send offer letter (or the Offer tab). The letter status chip shows whether a letter was sent or signed. If someone was moved to Offer (or another stage) by mistake, change Decision back to Interviewed (or Awaiting booking) and confirm. That only updates the pipeline stage. Booking links and calendar tools stay on Smart Actions or the Interview tab. Candidates only get status emails and portal progress updates for Applied (application under review), Interview (booking invite or confirmed interview), Offer (when you send the letter), and Contract (when you send the contract). Shortlisting and other Decision/board stage moves stay internal to HR and do not email the candidate or advance those portal steps.

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Sending candidate emails

Campsite still supports direct messages from an application (Send email / message), separate from milestone status mail. Those are logged on the candidate record. Hiring email templates live under HR → Hiring → Email templates. Admin and legal lists everything this listing inherits from your organisation in one table: candidate emails grouped by stage, the signed PDF layout, the offer letter template, and the employment contract defaults. Each row shows whether the listing uses the Org default or a Job override, plus the value in use. Select a row to open a side panel, make your change, and select Save. Cancel discards the change and leaves the saved setting alone.
  • Emails - override the subject, preview line, headline, message, and button label for this role only. Preview opens the branded email with sample data, and the reset control in the panel header restores the organisation default.
  • Signed PDF layout - keep organisation defaults or build a custom layout for signed offers and contracts for this role.
  • Offer letter template and Employment contract defaults - pick the template and contract type applied when HR sends documents for this listing.
Organisation-wide defaults stay under HR → Hiring → Email templates and Signed PDFs.

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Generating offer letters and contracts

When you are ready to make an offer, use Smart Actions → Send offer letter or the Offer tab. Campsite opens the letter editor from your template (candidate name, role, start date, salary). Choose the onboarding checklist for this hire (required). Review, edit inline if needed, then send for signature. The pipeline stage becomes Offer when you send. Decision Offer alone does not email a letter. Signing creates the HR profile so account setup and right to work can begin, and starts the checklist you selected. After signing, the candidate receives a PDF confirmation. If they already had a Campsite account, they also receive a Complete onboarding email with a sign-in link to Profile → Onboarding. New accounts receive an invite email instead. Right to work and finance (bank and tax) happen after the offer is accepted. Send the employment contract only once those gates are clear (when your org requires them under Hiring compliance).

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Creating offer templates

Build reusable offer letter and contract templates under Hiring → Documents (also at /hr/hiring/documents and /hr/offer-templates). Templates support merge fields such as [candidate name], [job title], [salary], and [start date], which Campsite fills in automatically when a document is generated. Existing {{field_name}} templates still work, but the editor now shows the friendlier bracketed format. When drafting, you can:
  • Select text to open the floating formatting toolbar
  • Type / to insert headings, lists, quotes, dividers, and merge fields
  • Insert merge fields as protected tokens so you can move or delete them without editing the underlying value
Date merge fields such as [start date], [induction date], [continuous employment start date], and [fixed term end date] render using Campsite’s standard document date format. Archive templates you no longer want for new offers or contracts. Archived templates stay available for history, and signed letters keep the text that was sent. Only active templates appear when creating a new offer or contract. Only HR users and Super Admins can create or edit offer templates. Managers can use existing active templates when making offers for roles in their department, but cannot edit the templates themselves.