> ## Documentation Index
> Fetch the complete documentation index at: https://camp-site.co.uk/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Job listings

> Create jobs, manage applications, and run the pipeline.

## 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, 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. 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.

## Listing copy on the careers page

On the job editor **Listing copy** section, three text areas feed the public role page:

| Editor field           | Default public heading |
| ---------------------- | ---------------------- |
| About the role         | About the role         |
| What you'll do         | What you'll do         |
| About the organisation | About the organisation |

Each field has an optional public section heading under **Public section headings** on Job information. Leave it blank to use the default heading in the table.

**What you'll do** and **About the organisation** render as bullet lists on the careers page: each new line becomes one bullet.

## 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.

## 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. Optional public section headings sit under a collapsed control.
* **Schedule and dates** - collapsed timeline for post, close, shortlisting, interview, and start dates. Includes **Hide posted date from applicants**.
* **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.

### Job profile document or link

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. 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.

## 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.

### 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. While identities are hidden on Applicants, Smart Actions uses applicant numbers (for example Applicant 0004), not real names. On that pick step, use the eye control to show or hide names for the choice only. 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. 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. The week calendar shows open and booked slots. Drag a slot to move or resize it (changes save automatically), or click a block to edit times or assignment, or delete an open slot. The **Interview** tab still has the full calendar workspace if you prefer to manage slots there. After you send booking links, those people stay on the Interview invite list with status **Link sent** until they book.

### 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).

While a round is active, applicants stay on **Applied** (with a shortlisting-in-progress note). 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. Scores stay hidden on the Applicants list until the round is finalized, then you can advance people to Shortlisted.

## 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, Shortlisted, Awaiting booking, Interview scheduled, Offer, Contract, Hired, and Rejected.

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 Interview scheduled (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.

## 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.

## 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). Review, 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 onboarding can begin.

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. New accounts receive an invite email instead.

Right to work and other pre-employment checks happen **after** the offer is accepted. Send the **employment contract** only once RTW is clear (when your org requires it under Hiring compliance).

## Creating offer templates

Build reusable offer letter and contract templates at HR → Offer Templates ( /hr/offer-templates ). Templates support merge fields (candidate name, role, salary, start date) that Campsite fills in automatically when a document is generated. Only HR users and Super Admins can create or edit offer templates. Managers can use existing templates when making offers for roles in their department, but cannot edit the templates themselves.