Learn how the requisitions feature works and how to set it up to have greater control over what jobs are published, while also documenting and tracking relevant job data effectively.

Instead of creating and publishing a job right away, a requisition form must be filled out. Once submitted designated users will either approve or deny the requisition. If approved, a new job can be created to begin a new recruitment process.

If denied, the creator of the requisition can make adjustments and resubmit for another review, restarting the approval process.

The system tracks the requisition's status, the number of jobs created from it, the candidates hired, and the details provided in the requisition form. This information can be easily exported into a report. You can read more about this here.

Once the Requisitions feature has been activated for your company go to Settings → Recruitment → Requisitions and click on Form to set up the form that users should fill out before they can create a job.

The instructions allow you to share information with the creator of a new requisition as the information added here will show at the top of the form they need to fill out.

The default fields are set and always automatically added to the form. The information filled out here decides which approval flow should be triggered.

To learn more about the functions of the specific fields you can read this guide here.

To gather detailed information and track data, you can create as many additional fields for the requisition form as you need by clicking + Add field below the custom fields section. These fields can also be used to create custom approval flows.

When creating a custom field, you can add a description to provide more details about the question. This is also relevant when exporting the requisitions report. Because it allows you to keep the title shorter, which makes the report look cleaner as the description won't appear there.

You can set a custom field as mandatory by switching the toggle to Required. This ensures that users must fill out the field before they can submit the form.

To make the form easier to fill out, use the Conditional Logic option to show or hide fields based on previous answers. For example, selecting "Option A" can display additional questions, while choosing "Option B" keeps them hidden.

To set this up, create a Single-Choice or Dropdown field with all relevant options. Then, set up the fields that should only appear when a specific option is selected.

Enable the Use Conditional Logic toggle and specify when the field should be shown based on the user's choice when filling it out.

After the Requisition form is set up you can switch to Requisition flows and click on Enable Requisition Feature to set up the approval flows. From now on jobs can only be created if the requisition form has been filled out and approved.

An approval flow involves one or more steps where invited users can approve a new recruitment process sequentially. Approvers in each step review and either approve or deny the requisition. If denied, the creator must revise and resubmit, restarting the process.

When setting up a flow with multiple users in a step, you can choose whether approval is needed from all users or just one. Selecting Any means that approval from only one user is sufficient to complete this step.

At any step, you can allow the approvers to edit the flow starting from that point onward.

The default flow applies to all requisitions unless a custom flow is triggered.

Decide who should approve the requisitions and ensure they are added as employees in Teamtailor. If multiple approvals are needed, decide if they must be done in a specific order.

If no specific order is needed, add all approvers in one step. If a sequence is required, create multiple steps and choose whether all users in a step must approve before moving to the next, or if one approval is sufficient. You can also decide if users can edit the approval flow. Click Save when finished and your default flow is all set!

With a custom flow, you can set up alternative flows based on criteria such as location, department, or salary filled out in the requisition form that needs to be approved. You can create as many custom flows as you need.

First, click + Add custom approval flow to open the flow editor. This editor works the same as the default flow editor except that you now need to give the custom flow a title and decide when it should be used based on the options at the bottom.

Specify which country, location, department, role, salary, or any of your additional fields added to the requisition form, that this flow should apply to. You can fill out all criteria or just one. The fewer you specify, the more general the custom flow will be, as the system will prioritize flows with the most matches and exclude those that mismatch.

Once the hiring process is completed, the creator of the requisition or a Company Admin user can archive it. Archiving a requisition removes it from the default view of the requisitions overview tab and indicates that no further action is needed.

To archive a requisition, the user must select an archive reason. By default, the available reasons are: Completed, Incorrect, and Cancelled.

These reasons can also be managed under Settings → Recruitment → Requisitions and here, under Archive Reasons. The default reasons can be removed or edited, and Admin users can add additional reasons to further categorize archived requisitions, which can also be used as a filter.