Jobs Experience

We've updated the Jobs experience in AgileATS to make creating, managing, publishing, and closing jobs easier than ever.

The updated experience introduces a streamlined job details page, a guided job creation wizard, simplified job statuses, and improved workflows for closing and archiving jobs.

Good news: All your existing jobs, candidates, and employee records have been preserved. While some fields and statuses have changed names or locations, your existing information has carried over.

This article walks you through what's new and how to use the updated features.

What's New?

The updated Jobs experience includes several improvements:

• Simplified Job Management: View job details, applications, candidates, employees, and hiring information in one organized location.
• Guided Job Creation: Create and edit jobs using a four-step wizard that highlights required information.
• Clearer Job Statuses: Easily identify whether a job is Open, Closed – Filled, or Closed – Canceled.
• High Priority and Covered Flags: Track urgent and covered positions without changing the job's status.
• Improved Publishing: Identify missing required information before publishing jobs to your career site.
• Streamlined Job Closure: Close filled positions or cancel jobs with documented reasons.
• Better Navigation: Move between jobs without losing your search or sorting preferences.

1. Understanding the New Job Statuses

AgileATS now uses three primary job statuses.

What happened to Hot and Covered?

Previously, Hot and Covered were separate job statuses. They're now managed as flags.

• High Priority: Replaces the previous Hot status and displays an orange badge.
• Covered: Identifies a covered position while keeping the job Open.

A job can now be Open and High Priority at the same time.

How to mark a job High Priority

1. Navigate to Jobs and open the job.
2. Click Edit Job.
3. Under Job Info, locate Job Attributes.
4. Enable High Priority.
5. Click Save Changes.

Note: Job statuses update automatically. You no longer need to select a status manually from a dropdown.

2. How to Create a New Job

The new job creation wizard guides you through four steps to ensure important information is captured before a job is created.

Step 1: Start a new job

1. Click + Add in the top navigation bar.
2. Select Create Job.
3. Choose Start from scratch or Create from an existing job.

You can also navigate to Jobs → + Add Job(s) → Add One Job.

Step 2: Complete the job information

The wizard includes four sections:

Job Info

Enter the job title, internal job title, contract, clearance level, workplace type, and location.

Job Description

Add the job description and required skills. Desired skills are optional.

Funding & Pay

Select the funding status and compensation type. Enter the salary range and choose whether to display it on your career site.

Hiring Team

Assign a Primary Recruiter, add Hiring Team members, and select any partners who should have access to the job.

Step 3: Save or publish

Once you've completed the required fields, choose:

• Create internal: Saves the job without publishing it.
• Publish to career site: Publishes the job for candidates to view and apply.

Tip: Required fields are marked with an asterisk (*). If information is missing, the wizard will highlight the field before allowing you to continue.

3. How to View and Edit Existing Jobs

The updated job details page brings essential information into one location.

To view a job

1. Navigate to Jobs.
2. Click the job title.
3. Use the available tabs to review information.

The tabs include:

• Job Details
• Applications
• Matched Candidates
• Workflow
• Employees
• Offers
• Funding & Pay
• Files
• Hiring Team

You can also click Activity to review the job's history and notes.

To edit a job

1. Open the job.
2. Click Edit Job.
3. Navigate through the wizard and update the appropriate information.
4. Click Save Changes.

Navigation tip: Use the left and right arrows at the top of the job page to move between jobs. Selecting Back To Jobs returns you to your previous Jobs list with your search preferences preserved.

4. How to Publish or Unpublish Jobs

AgileATS now applies the same required-field checks when publishing individual jobs or multiple jobs.

Publish a single job

1. Open the job.
2. Click Publish Job.
3. Review the publishing window.
4. If any required information is missing, click Edit Job and complete the highlighted fields.
5. Review the job preview.
6. Click Publish Job.

Publish multiple jobs

1. Navigate to Jobs.
2. Select the checkboxes next to the jobs you want to publish.
3. Click Bulk Actions.
4. Select Publish to Careers Page.
5. Resolve any missing required information.
6. Click Publish Job(s).

Unpublish a job

For an individual job, open the job, click the three-dot menu (⋯), and select Unpublish Job.

For multiple jobs, select the jobs from the Jobs list, then choose Bulk Actions → Unpublish from Careers Page.

Important: Only Open jobs can be published or shared with partners. Closing or canceling a job automatically unpublishes it.

5. How to Close a Filled Job

When all positions have been filled, AgileATS can guide you through closing the job and resolving any remaining candidate workflows.

Automatically close a filled job

1. Convert the final candidate to an employee from the Hiring Board.
2. The Close Job – Filled window appears.
3. Review any candidates still in the job's workflows.
4. Select the appropriate rejection reasons.
5. Click Close Job.

If additional positions are needed, select Add positions & keep open instead.

Manually close a job as Filled

1. Open the job.
2. Click the three-dot menu (⋯).
3. Select Close Job.
4. Choose Filled.
5. Resolve any remaining candidate workflows.
6. Click Close Job.

Once closed, the job status changes to Closed – Filled, and the job is automatically unpublished.

Important: Employees hired into the job remain attached to the record. Closing a filled job does not end their employment.

6. How to Cancel a Job

If a position is no longer needed and no one has been hired into it, you can cancel the job.

Steps to cancel a job

1. Open the job.
2. Click the three-dot menu (⋯).
3. Select Close Job.
4. Choose Canceled.
5. Select a cancellation reason.
6. Review any remaining applications and workflows.
7. Select the appropriate disposition reason.
8. Click Close Job – Canceled.

Available cancellation reasons include:

• Position no longer needed
• Budget or funding not available
• Contract not awarded or not renewed
• Filled outside of AgileATS
• Created in error
• Other

When a job is canceled, its status changes to Closed – Canceled, its available openings become zero, and it is unpublished.

Important: You cannot cancel a job with an actively employed person attached. In that situation, close the job as Filled instead.

7. How to Archive Jobs and Contracts

Archiving removes jobs or contracts from your active lists.

In most cases, closing a job is preferable because it preserves the job within your reporting.

Archive a job

1. Ensure all active employments and workflows associated with the job have ended.
2. Open the job.
3. Click the three-dot menu (⋯).
4. Select Archive Job.
5. Confirm the action.

Archive a contract

Before archiving a contract, you must archive every job associated with it, including jobs that have already been closed or canceled.

1. Archive all jobs associated with the contract.
2. Navigate to Contracts.
3. Select the checkbox next to the contract.
4. Click Bulk Actions → Archive.
5. Confirm the action.

What's changed? Previously, archiving a contract automatically archived its associated jobs. Now, you must archive or reassign the associated jobs before archiving the contract.

8. Renamed Fields: What You Need to Know

Several job fields have been renamed to improve consistency.

Your existing email templates have also been updated automatically to use the new variable names for Hiring Team, Primary Recruiter, and Account Manager.

Where can I find older job information?

Some fields have been removed from the job page or moved to other areas.

To review previously stored job information:

1. Navigate to Jobs.
2. Click Export.
3. Select All Job Data (Excel).

This export allows you to access historical information from fields that may no longer appear in the updated interface.

Frequently Asked Questions

Did I lose any existing job or candidate information?

No. Your existing jobs, candidates, and employee records were preserved. Some fields were renamed, moved, or converted into the new job status structure.

Where did the Hot status go?

Hot has been replaced by the High Priority flag. Jobs previously marked Hot were automatically updated.

Can I manually change a job's status?

No. Job statuses are now determined automatically based on whether the job is open, filled, or canceled.

Can I reopen a closed or canceled job?

No. Closed and canceled jobs cannot be reopened. You can use Duplicate Job to create a new job based on the existing record.

Why can't I publish my job?

The job may be missing required information. Open the publishing window to identify missing fields, then select Edit Job to complete them.

Why can't I move to the next step in the job wizard?

A required field is incomplete. Look for fields marked with an asterisk (*) and any highlighted validation messages.

Why can't I archive my contract?

The contract still has associated jobs. Archive those jobs first, including any that are already closed or canceled.

Why did my salary amount change?

Salary values are stored as whole dollars. Amounts containing cents are rounded to the nearest dollar. For example, $90,000.50 becomes $90,001.

Can I still share jobs with subcontracting partners?

Yes. Open jobs can be shared with partners through the Hiring Team section of the job wizard. Closed and canceled jobs cannot be shared.

Need Additional Help?

Our AgileATS Support Team is here to help you navigate the updated Jobs experience.

Email: AgileATSSupport@clearancejobs.com

When contacting support, please include the job title or AgileATS Job ID, a brief description of the issue, and any relevant screenshots.

We're committed to making your recruiting workflows simpler, more efficient, and easier to manage.