How to Manage Vacancies

Purpose

The Vacancies module in GLOWSIMS ERP is designed to help institutions create and manage job openings.
This feature allows HR teams to define job criteria, post roles, and associate structured interview rounds with scoring templates.
Each vacancy is customizable based on job-specific needs such as qualifications, age limits, and required experience, ensuring efficient recruitment across different departments.

Steps to Add

1. Login and navigate to: Control Panel > Hiring Module > Vacancies Tab

2. Click Add/Edit Vacancy tab
    

3. Fill in the required vacancy details:

• Vacancy Title:
  Enter the official title of the job opening.
  Example: “IT Support Engineer”

• Job Type:
  Select the job nature or domain from the dropdown.
  Examples: “Technical / IT Support”, “Academic Teaching”

Note: This is not an Employment Type (Permanent, Contract). Job Type is about the job category or functional area.

• Required Education:
  Mention the educational qualification required for this position.
  Example: “BSc in Computer Science / IT”

• Required Experience (Years):
  Minimum work experience required for applicants.
  Example: “4”

• Upper / Lower Age Limit (Years):
  Set the eligible age range for the vacancy.
  Example: Lower – “24”, Upper – “38”

• Location:
  Specify the job location or campus.
  Example: “Main Campus”

• Required Gender:
  Choose from Male, Female, or Both as per hiring preference.

• Start Date & Expiry Date:
  Define the job post visibility period.
  Example: Start – “25/05/2025”, Expiry – “10/06/2025”

• Job Description:
  Provide a brief description outlining responsibilities.
  Example: “Responsible for technical support, troubleshooting, and end-user assistance across school departments.”

4. Add Interview Stages and Link Score Templates:

• Interview Name:
  Name each interview round
  Examples:

  • “Technical Knowledge Interview”

  • “Troubleshooting Simulation”

  • “Final Interview”

• Select Score:
  Choose a relevant Interview Score template (previously defined under Settings > Interview Score).
  Examples:

  • “IT – Technical Skills Evaluation”

  • “IT – Live Scenario Response Test”

  • “IT – Client/Faculty Support Skills”
    

• Use the icon to add more interview rounds.

• Use the icon to remove any added round.

5. Click:

• Save & Close: Save the current vacancy and exit the screen.
• Save & New: Save the current record and open a new blank form.

Vacancies List Screen

Once vacancies are saved, they appear in the Vacancies List with these details:

• Vacancy Title

• Job Type

• Age Limit

• Required Experience & Education

• Gender

• Start & Expiry Dates

• 

   

To Edit a Record:

• Click the Edit   icon next to the entry

• Perform required changes

• Click Update to save changes
  
  
   

To Delete a Record

• Click the Delete icon next to the entry.

• A confirmation popup will appear.
  
  

• Click Yes to confirm deletion.

Basic Troubleshooting

• Mandatory fields are marked with red asterisk (*). Ensure all such fields are filled before saving.
• If interview scores aren’t appearing, verify that templates have already been created under the Interview Score module.
• Use the Vacancies List tab to review, edit, or delete existing vacancies.

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Prepared by: Rimsha Abbas
Version: 1.0