Recruitment

Advertise jobs on your own careers page, work through applications and hire straight into People.

Overview

The Recruitment module helps you:

Write job ads, with the pay checked against the award before they go up
Publish open jobs on your own careers page, where people apply without an account
Move applications through a pipeline, from Applied to Hired
Email candidates in your business's name, in wording you control
Hire someone into People without typing their details again

Recruitment lives under People > Recruitment, in two parts:

Jobs - the jobs you're hiring for, each with its own pipeline of applications

Careers Page - your public page of open jobs, what applicants are told, and the emails they get

Where did Candidates, Applications, Talent Pools and VEVO Checks go?

Recruitment was rebuilt in October 2026, and links to the old screens now open Jobs.

Applications live inside each job, on its Pipeline and Applications tabs. There's no separate list of candidates across all your jobs

Talent pools aren't part of Recruitment at the moment. An applicant can ask to be kept in mind for other roles when they apply (see Keeping Applicant Details below), and an Expression of interest job can gather people for roles you don't have yet (see Taking Expressions of Interest below)

VEVO checks aren't recorded in Recruitment at the moment. Every application asks whether the person has the right to work in Australia - check their work rights in VEVO yourself before they start, and keep the result with your employment records

Setting Up Your Careers Page

Having a public careers page is your choice: nothing is on the web until you publish it. Go to People > Recruitment > Careers Page to set it up.

At the top of the Page tab you'll see whether it's published. Publish Careers Page puts your page and your open jobs up, and records who published it and when. Unpublish takes the page and every job on it down again - applications you already have stay. Until it's published, nobody can see your jobs or apply online, but you can still add people yourself, and the Preview link shows you the page.

On the Page tab:

Public address - the link to your page, with Copy and Open. It's www.mployr.com.au/jobs/ followed by your Address

Address - the last part of the public address, made from your business name to start with. Use lowercase letters, numbers and hyphens. Changing it changes the link to every job

Heading and Introduction - shown at the top of your page. With no heading, the page is called "Jobs at" and your business name

What applicants are told - the notice every application form shows: what your business collects, why, and how long it's kept. You can't change it, but you can add to it under Anything you add - for example, who to contact about their details

Keep unsuccessful applications for (months) - between 3 and 60, and 12 to start with (see Keeping Applicant Details below)

Replies go to - the address candidates' replies to your emails go to

List open jobs on the free job boards (Jora, Adzuna, Talent.com) - off to start with (see Job Boards below)

Expression of interest - one of your Expression of interest jobs, offered on your page as Register your interest whether or not any job is open. Don't offer one to start with (see Taking Expressions of Interest below)

Click Save when you're done. Owners and admins can change and publish the careers page; managers can see it.

The rest of these settings count even if you never publish the page: the candidate emails, the reply-to address and how long applications are kept apply to every application, however it arrived.

Your page shows your logo at the top, from Business > Branding - and your dark-mode logo when the person viewing it uses a dark theme, if you've added one. With no logo, it shows your business name instead.

While your business is in pilot

If your business is still in pilot, the careers page stays private even once you've published it. Use the Preview link to open it and try applying - share it only with people testing it. A published page goes public when the business goes live. New link makes a new preview link, and the old one stops working straight away.

Creating a Job

Go to People > Recruitment > Jobs and click New Job

Under The Job:

Position - the position the job is for. The award and classification come from the position, and the person you hire lands on it. Set positions up under People > Positions first - you can't create one from this form

Title - what applicants see, for example "Farm Hand"

Kind - Job ad for an ordinary job, Expression of interest for one that stays open for people to register their interest (see Taking Expressions of Interest below), or Internal only for one that's never on your careers page

Employment Type - Full-time, Part-time or Casual

Summary (up to 150 characters, for the jobs list), Description, and Requirements (shown on the ad as "What you'll need")

Under Pay:

Paid - Per hour or Per year. A casual job is paid by the hour

From and To - the pay range

Show the pay on the ad - on to start with. Turn it off to keep the pay off the ad - it's still checked against the award

Under Where and When:

Work Location - one of your work locations (set up under Time > Work Locations), or No fixed location

Can be done remotely

Applications Close - the closing date, if there is one

People to Hire - the job closes as filled once this many are hired

List it on the free job boards your careers page feeds (Jora, Adzuna, Talent.com) - on to start with

Click Save Draft

The job is saved as a Draft - nothing is public until you open it. You're added to its hiring team as Hiring manager.

The award check

Once a position is chosen, the Award check compares the bottom of the pay range with the minimum for the position's award classification - or with the national minimum wage, when the position has no award. It uses the adult rate, includes the casual loading for a casual job, and compares a salary with the hourly minimum over a full-time year of 38-hour weeks.

It shows one of:

Meets the minimum - with the minimum it checked against

Below the minimum - advertising below the award is against the Fair Work Act, so the job can't be opened, or anyone hired into it, until the pay is raised. You can still save it as a draft

No pay on the ad - nothing to check yet. It tells you the minimum, in case you add pay

Not checked - the position needs an award classification, or the award's rates depend on details the position doesn't record

Application questions

Every application asks for a resume, an optional cover letter, and whether the person has the right to work in Australia. To ask more, open the job and go to its Questions tab:

Click Add Question (up to 20)

Write the Question and choose its Answer type - Short answer, Long answer, Number, Yes / no, Choose one or Choose any. A choice question takes 2 to 20 options, one per line

Turn on Must be answered if it's required

For a yes / no or choose-one question, you can set a Preferred answer. An application that answers differently is flagged for you to read - nobody is turned away because of it

Click Save Questions

Changes apply to the live form straight away. A question that already has answers can't be removed. Questions can't ask about age, date of birth, gender, pregnancy, relationship status, religion, race, nationality, disability or visa documents - asking can itself be discrimination.

Opening and Closing a Job

A job is always in one of six states:

Draft - being written, not public

Open - on your careers page and taking applications

On hold - paused

Applications closed - not taking applications, but still choosing from the ones it has

Filled - done

Cancelled - not going ahead

Open a draft with Open Job. Every other move is under Change Status - Reopen, Put On Hold, Close Applications, Back to Draft, Mark Filled and Cancel Job. Marking a job filled or cancelling it takes it off your careers page and the job boards. Its applications stay, so you can still work through them.

Good to know:

Only Open jobs are on your careers page - once it's published - and an Internal only job never is

A job takes applications until the end of its closing date, where your business is. Then it comes off your careers page and the job boards and moves to Applications closed by itself, within the hour

A job is marked Filled for you once you've hired as many people as People to Hire - except an Expression of interest, which stays open

Jobs can't be deleted - cancel one you don't need
Changes to an open job's ad go up straight away, and the pay is checked against the award again first

Your Careers Page and Applying

Each open job's link is on its Advert tab, under On your careers page, with Copy and Open. Share it wherever you advertise.

People apply on the job's page - no account needed. They give their name, email and (if they like) phone number, read what your business collects and why, and can tick Keep me in mind for other roles. They attach a resume (PDF or Word, up to 5MB) and, if they like, a cover letter, answer the right-to-work question and your own questions, and click Send Application.

When someone applies:

they're sent your When someone applies email straight away

the job's hiring managers and recruiters are notified - or whoever opened the job, if its hiring team has neither

their application starts at Applied on the job's pipeline

If someone applies for the same job again while their first application is still open, the second isn't added. They see the same confirmation either way.

Taking Expressions of Interest

An expression of interest lets people send you their details for roles you don't have open yet - for example, next season's pickers.

Click New Job and set Kind to Expression of interest. Give it a title such as "Register your interest", pick the position you'd most likely hire people into, and save it

Open it with Open Job

Open Careers Page, choose it under Expression of interest and click Save. If you don't have an expression of interest yet, New expression of interest there starts one for you

Once your careers page is published, it offers it on its own, below your jobs: Don't see the right role? Register your interest - or Register your interest when no job is open. People fill in the same form as for a job, headed Register your interest, and their applications come into the expression of interest's pipeline like any other. You get the same New job application notification, and they get your When someone applies email.

Good to know:

It's offered only while it's Open. The Careers Page tells you when the one you chose isn't open yet

It's never marked Filled - hiring someone from it leaves it open for the next person

Hiring from it puts the person on the expression of interest's position, like any job
It isn't sent to the job boards
An open expression of interest you haven't chosen on the Careers Page is listed on your page like an ordinary job

Job Boards

Your open jobs can also go to the free job boards Jora, Adzuna and Talent.com, through job feeds Mployr provides. A job is included when:

your careers page is published, and List open jobs on the free job boards is on for it - it's off to start with

the job's own job boards switch is on

it's an open Job ad - not Internal only or an Expression of interest - and its closing date hasn't passed

Jora and Adzuna also need a location: a work location with a suburb or state, or a job that can be done remotely.

Each job's Advert tab shows where it stands under Job Boards - in the feeds, or why not. Mployr is setting these feeds up with each board, and until a board is collecting them it says not on a board yet: your jobs appear on your careers page only. Mployr doesn't post to SEEK or LinkedIn - share the job's link there yourself.

Working Through Applications

Open a job to see its tabs: Pipeline, Applications, Advert, Questions and Hiring Team.

The pipeline

Every application moves through the same stages - Applied, Screening, Interview and Offer, then Hired. An application that ends another way is Unsuccessful or Withdrawn. The stages are the same for every business, and can't be changed.

On the Pipeline tab:

Drag a card to another stage to move it. Dragging sends no email

Dropping a card on Unsuccessful asks for a reason first

To move several at once, tick their cards and use Move to

Hired can't be reached by moving a card - use Hire (see Hiring Someone below)

The Applications tab lists the same applications as a table - Name, Stage, Came From and Applied - with Move to for the ones you tick.

When you move applications through the Move to dialog:

Unsuccessful needs a Reason - for example "Not shortlisted" or "Didn't meet the requirements". It's kept with the application, and never shown to the person

Turn on Send the ... email to send that stage's email. It's on to start with for Unsuccessful and off for the other stages, and nothing is sent for a stage that has no email yet (see Emails to Candidates below)

An unsuccessful or withdrawn application can be moved back into the pipeline. A hired one can't.

An application up close

Click a card or row to open the application. It shows:

the stage, where they came from, when they applied, and which version of the ad they saw

Move to, Email and Hire

any answers that differ from your preferred answers, flagged for you to read - a No to the right-to-work question is always flagged

Contact - their email and phone number, if your role lets you see them

Documents - their resume and cover letter, with Open, if your role lets you see them. Each is checked for viruses before it opens

Answers to every question

how long the application is kept, and whether they asked to be kept in mind for other roles

History - every move, who made it, when and why

Notes for your hiring team, with @-mentions and replies. The candidate never sees them

Adding someone yourself

For someone who didn't apply online - a referral, or someone who sent you their resume - click Add Someone on the job:

Choose How They Came - Added by you, Referral or Internal

Enter their First Name, Last Name and Email, and their Phone if you have it. For Internal - someone who already works for you - pick them from your people instead, and their application goes on their own record in People

Click Add

They start at Applied, like anyone who applies. No resume or answers are collected, no email is sent to them and the hiring team isn't notified. New Application automations do run.

Emails to Candidates

Emails go out in your business's name, and replies go to the Replies go to address on your careers page. Set the wording under People > Recruitment > Careers Page, on the Candidate Emails tab:

When someone applies - sent automatically to everyone who applies online

Unsuccessful

Moved to Screening, Moved to Interview and Moved to Offer - nothing is sent for these until you write them

Each email has a Subject and a Message. {first_name}, {last_name}, {job_title} and {business_name} are filled in for each person. Use the default goes back to Mployr's wording.

Apart from the acknowledgement, an email is sent only when you choose to send it - with the email switch when you move an application, with Close the others after a hire, or with the Email button on an application, for a message of your own.

While your business is in pilot, emails to people outside its pilot group are held, and they aren't sent later.

The Hiring Team

Each job's Hiring Team tab lists the people working on it, each as a Hiring manager, Interviewer, Offer approver or Recruiter. Whoever creates the job is added as its Hiring manager.

To add someone, choose them under Add someone from the team, pick their role and click Add. Remove takes someone off the team.

Being on a job's team lets someone see that job and its applications when their role covers recruitment for their own jobs, as the standard Manager role does. It doesn't give anyone permissions their role doesn't have. New online applications reach the job's hiring managers and recruiters as New job application notifications.

Hiring Someone

Open the application and click Hire

Set their Start Date, and check the Employment Type, Paid, Rate (or Salary) and Pay Schedule - they start from the job's details

Leave Invite them to sign in and Start their onboarding on, or turn them off

Click Hire

They become an employee on the job's position, with their award, classification and pay filled in - nothing to type twice. They're invited to sign in, and their onboarding starts if your business has self-service onboarding set up (see People Management). The award check runs here too, and you can't hire below the minimum.

When the job has hired as many people as People to Hire, it's marked Filled and comes off your careers page. If other applications are still open, you're offered Close the others, which moves them to Unsuccessful and lets each person know. An Expression of interest is never marked Filled - it stays open for more people.

Good to know:

Hiring is for owners and admins
The person needs an email address, so they can be invited

Hire makes a new employee, so it won't hire someone who's already in People - an internal applicant, or someone with the same email address. Update their employment from their profile there instead

Keeping Applicant Details

An unsuccessful or withdrawn application is kept for the period set on your careers page (12 months to start with), counted from when it closed - or for 24 months, if the person asked to be kept in mind for other roles. After that it's de-identified automatically: their answers and files are deleted, their name is removed, and the application shows as De-identified applicant. Its stage history is kept.

A hired person's application is kept as part of their employee record.

Who Can Do What

Owners and admins can do everything, including hiring and changing the careers page

Managers can open jobs and work through applications for their own jobs and their team's, and see those candidates' contact details and documents. They can see the careers page settings but not change them, and they can't hire

Employees don't see Recruitment

To let someone run recruitment without changing their role, an owner or admin switches on the Recruitment responsibility on their user page under Admin > Users: they can open jobs and work through every application, but hiring and changing the careers page stay with owners and admins. The HR responsibility includes the same. An owner or admin can also add Recruitment permissions to a role under Admin > Roles (see the Administration guide) - a candidate's email address, phone number and documents are each a separate permission.

Dashboard and Reports

The Recruitment card on your dashboard - Recruitment Pipeline in the dashboard's customiser - shows how many applications are In progress, Interviewing and At offer, with a chart by stage and your open jobs by employment type. The HR Metrics card counts your Open Roles.

The Reports module has two recruitment data sources:

Job Listings - one row per job: its title, position, kind, location, employment type, pay, status, number of applications, when it first opened, its closing date and how it closed

Applications - one row per application: the candidate's name, the job, the stage, where they came from, when they applied, the outcome and rejection reason, and how long it's kept

The Open Job Listings and Applications by Status templates are a quick start. Reports show a candidate's name, but never their email, phone number or documents.

A status or stage shows as its code, so filter on these:

a job's status - open, on_hold, applications_closed, filled, cancelled or draft
an application's stage - applied, screening, interview, offer, hired, unsuccessful or withdrawn

Automations

Automations can react to recruitment with three triggers:

New Application - when someone applies online, or someone is added with Add Someone. Use Where They Applied From to tell them apart

Application Moved to a Stage - when someone moves an application, optionally to one New Stage. Hiring someone doesn't count as a move

Candidate Hired

Conditions can check the Application Stage, Where They Applied From and the Job Title. To email a candidate, move their application with the email switch on, or use Email - the old recruitment actions aren't offered any more.

Troubleshooting

My job isn't on the careers page

Check that:

the job is Open - a draft, paused, filled or cancelled job isn't shown

it isn't Internal only

its closing date hasn't passed

your careers page is published - see the top of People > Recruitment > Careers Page

your business isn't still in pilot - until it goes live, the page is only visible through the Preview link

I can't open the job

Open Job is greyed out while the pay is below the award minimum - raise From under Pay. If the closing date has passed, move it to a later date first.

The award check says "Not checked"

The position needs an award classification - open it under People > Positions and choose one. If it has one and the check still can't run, the award's rates depend on details the position doesn't record, such as a sector or level, so check the minimum yourself.

I can't see Hire

Hire is for owners and admins, and only on an open application. It's unavailable while the pay is below the award minimum.

An applicant's resume didn't come through

Applications take PDF and Word files up to 5MB. The form tells the person when a file is too big or the wrong kind, so they can choose another - if they couldn't, ask them to send it to you directly.

A resume won't open

Every file an applicant sends is checked for viruses before anyone can open it - usually within seconds of it arriving. Open tells you why it won't:

still being checked - try again in a minute

contains a virus - it's blocked for everyone, and Mployr has been told. Ask the applicant for a clean copy

couldn't be checked - a password-protected or damaged file can't be checked, so it can't be opened here. Ask the applicant to send another copy

No email went out when I moved someone

the email switch was off - it's off to start with for every stage except Unsuccessful

the stage has no email yet - write one on the Candidate Emails tab of Careers Page

your business is in pilot and the person is outside its pilot group, so the email was held
the person has no email address on record

I can't remove a question

It already has answers, so it stays. Turn off Must be answered if you no longer need everyone to answer it.

Frequently asked questions

Do applicants need an account?

No. They apply on your careers page with their name, email and resume.

Can I change the pipeline stages?

Not at the moment. Every business uses the same stages: Applied, Screening, Interview, Offer, Hired, Unsuccessful and Withdrawn.

Can I post a job to SEEK or LinkedIn?

No - Mployr doesn't post to SEEK or LinkedIn. Share the job's link from its Advert tab wherever you advertise.

How do I schedule an interview?

Recruitment doesn't book interviews. Move the application to Interview (with the Interview email, if you've written one), book the time in your calendar, and keep what you learn in the application's Notes.

How do I send a job offer?

Recruitment doesn't make offers itself. Generate an offer letter from a template under Documents and send it for signing (see the Documents & Signatures guide), and move the application to Offer. Once they accept, use Hire.

What happens when a job's closing date passes?

At the end of that day where your business is, it comes off your careers page and the job boards and moves to Applications closed - its applications stay, to work through. To take applications again, move the date later and reopen it.

Can someone apply for more than one job?

Yes. Each application is separate, with its own stage, answers and history.

Tips

Set up and publish your careers page before you open your first job

Put hiring managers on each job's Hiring Team, so they hear about new applications

Write your Unsuccessful email once, on the Candidate Emails tab, so letting people know takes one switch

Give your key questions a Preferred answer - the applications that need a closer look are flagged for you

Use Close the others after a hire, so nobody is left waiting

In this guide

Recruitment

Overview

Where did Candidates, Applications, Talent Pools and VEVO Checks go?

Setting Up Your Careers Page

While your business is in pilot

Creating a Job

The award check

Application questions

Opening and Closing a Job

Your Careers Page and Applying

Taking Expressions of Interest

Job Boards

Working Through Applications

The pipeline

An application up close

Adding someone yourself

Emails to Candidates

The Hiring Team

Hiring Someone

Keeping Applicant Details

Who Can Do What

Dashboard and Reports

Automations

Troubleshooting

My job isn't on the careers page

I can't open the job

The award check says "Not checked"

I can't see Hire

An applicant's resume didn't come through

A resume won't open

No email went out when I moved someone

I can't remove a question

Frequently asked questions

Do applicants need an account?

Can I change the pipeline stages?

Can I post a job to SEEK or LinkedIn?

How do I schedule an interview?

How do I send a job offer?

What happens when a job's closing date passes?

Can someone apply for more than one job?

Tips

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