Job Board FAQ
Answers to common setup and operating questions about Job Board.
For what the app is and how to set it up from scratch, see the
Job Board Overview.
Setup
Does Job Board need a licence before anything works?
Yes. Job Board requires a licence and is disabled by default. An admin enables it per tenant from the Apps Marketplace. No features are pushed on without that opt-in.
Who can create and manage job postings?
Super Admins, Admins, HR Admins, and designated Job Board App Admins can create new job postings. Once a job exists, the hiring manager and recruiter assigned to it can also edit, publish, close, and manage candidates for that job. Settings pages are restricted to Admins and App Admins only.
Do I need to set up the public career portal separately?
Yes. The portal is controlled by a separate toggle in Job Board Settings called Public Career Portal. Until you turn it on, all public portal pages return a “not available” response. Enabling the portal also lets you embed your listings on an external company website using the JavaScript embed widget.
Permissions and access
Why can’t a recruiter see a particular job’s candidates?
Candidate access is restricted to the job’s stakeholders — the recruiter, hiring manager, and creator of that job — plus anyone with an Admin or HR Admin role. If a recruiter is not assigned to the job, they cannot view its candidates. Assign them as the recruiter or hiring manager on the job’s edit page to grant access.
Why can’t I delete a job posting?
A job can only be deleted when it is still in Draft status and has no candidates, internal applicants, job-board postings, offers, or interviews attached. Once any of those exist, the delete option is removed. Close the job instead — closing preserves the full history while stopping new applications.
Day-to-day
What happens when the application deadline passes?
The portal stops accepting new applications for that job automatically. The job stays in Published status, though — it does not close on its own. You still need to close or fill the job manually. If you reopen a job whose deadline has already passed, the deadline is cleared so the job can accept applications again.
What are the stages in the candidate pipeline?
There are nine stages: Applied, Screening, Qualified, Potentially Qualified, Interviews in Process, Interviewed, Ready for Offer, Offered, and Hired. A candidate can also be moved to Rejected, Withdrawn, or Unsuitable at any point. You can advance, reject, or move candidates individually or in bulk.
How does the posting-approval workflow work?
When approval is enabled in Settings, a new job posting starts as a workflow request rather than going straight to Draft. The workflow moves through up to three review stages — budget review, management review, and final approval — depending on your configuration. Each stage notifies the designated approver by email and in-app notification, and the requestor is notified on approval or rejection. Once approved, the posting can be published.
Can I share a published job on LinkedIn?
Yes. Any employee can share a published, externally-visible job to their personal LinkedIn feed using the Share to LinkedIn button on the job detail page. Internal-only postings are not shareable.
How do internal-only postings work?
Any job can be marked Internal Only so it is hidden from the public portal and shown only in the employee internal-mobility tab. Internal candidates apply with their employee profile auto-filled. If the job has a minimum internal-experience requirement, employees who have not been with the company long enough are told they do not meet the eligibility threshold.
When something looks wrong
I applied for a job but my application status hasn’t changed — what’s going on?
Application status is updated by the recruiting team as they review candidates. The tracking link shows one of six public stages — Application Received, Under Review, Interviewing, Offer Extended, Hired, or Not Selected — so internal pipeline detail is not exposed. If your status has not changed, it means the review is still in progress.
A candidate applied twice — why didn’t the system catch the duplicate?
Duplicate detection checks the candidate’s email address within the same job. If a candidate applies to the same job twice with the same email, the second application is flagged. Applying to two different jobs with the same email is allowed and not treated as a duplicate.
Why didn’t the rejection emails go out when I marked a job as Filled?
Automatic rejection emails are opt-in. Turn on Auto-reject on job filled in the Job Board notification settings. When enabled, rejection emails are sent after a configurable delay (default 24 hours) so you have time to cancel if you marked the job as filled by mistake.
My referral bonus wasn’t paid — what happened?
Referral bonuses follow the payment timing set on the referral program. The default is Pay after retention period, which requires the referred hire to stay for a waiting period (default 90 days) before the bonus becomes eligible. Check the program’s settings for the payment timing and retention days. Bonuses also require admin approval before they are marked as paid.
I can’t see the candidate tracking page anymore — what happened?
The tracking link expires when the candidate is in a terminal status (rejected, withdrawn, or unsuitable) or, for hired candidates, when the start date is more than 180 days in the past. If neither of those applies, ask the candidate to check the link — the token is unique and does not change.
Referrals and programs
Can I limit how many referrals an employee can submit?
Yes. Each referral program has two optional caps: Max referrals per employee (total across the program’s lifetime) and Max referrals per month. Once either cap is reached, the employee sees a message that they have reached their limit. Leave both fields blank for unlimited referrals.
Can I set different bonus amounts for different roles?
Yes. Referral programs support tiered bonuses by job level and department. Configure the tiers on the program’s edit page. When a candidate is referred for a specific job, the system checks for a matching tier and falls back to the program’s default bonus amount if none is found.
Licensing and limits
Are there limits I should know about?
| Limit | Value |
|---|---|
| Candidate pipeline stages | 9 |
| Job title length | 255 characters |
| Candidate name (first / last) | 50 characters each |
| AI match score range | 0–100 |
| Candidate CSV export | Up to 10,000 records per export |
| Job alert frequencies | Instantly, Daily, Weekly |
| Journey “stalled” threshold | More than 14 days in the current stage |
What is the candidate retention setting and what does it do?
Candidate retention is an opt-in GDPR feature in Job Board Settings. When enabled, a daily sweep anonymises candidates in a terminal status (rejected, withdrawn, or unsuitable) who have not been updated for longer than the configured retention period. The default retention period is 24 months. The minimum you can set is 6 months — a lower value is clamped to 6 to prevent accidental mass redaction. Anonymisation is irreversible: PII is removed, but the analytics skeleton (status, job, source, scores, timestamps) is kept.
More help
- Job Board Overview
- Ask AI — the assistant answers Job Board questions from these articles.