Help Center

How do I post a job listing from scratch?

Follow these steps to create and publish a job on VacancyHQ.

1. 1

   Go to Job Listings

   Click "Jobs" in the top navigation. You will land on the listings index showing Draft, Active, and Archived tabs. Click the green "Post New Job" button at the top right.

2. 2

   Fill in Basic Information

   Enter the Job Title (required, e.g. "Senior Software Engineer"), select the Country, enter a Location (e.g. "Harare, Zimbabwe"), and choose Work Mode (Remote / On-site / Hybrid) and Employment Type (Full-time, Part-time, Contract, etc.). Optionally set an Expiry Date after which the listing closes automatically.

   Company name is set from your team settings and cannot be edited here.

3. 3

   Write the Job Description

   Use the rich text editor (TipTap) to write your full job description — roles, responsibilities, requirements, and benefits. Use headings and bullet lists for readability. This is what candidates read before applying.

4. 4

   Add Tags (Skills)

   In the Tags section, search by name and click tags to add them (e.g. "React", "Project Management"). Tags help your listing appear in candidate searches and are displayed on the public listing.

5. 5

   Configure Application Settings

   Choose how candidates apply: "Through VacancyHQ" (recommended for pipeline management), "By email", "On an external website", or "Offline". If you choose VacancyHQ, you must also select a Pipeline Template — this defines the stages candidates move through.

   Choosing "Through VacancyHQ" requires credits. The pipeline template cannot be changed once applications have been received.

6. 6

   Set Status and Save

   Set Status to "Active" to publish immediately, or leave it as "Draft" to save without publishing. Click "Create Job". You will be redirected to the listing detail page where you can Preview, Edit, or share the listing.

How do I preview and publish a draft listing?

You can preview exactly how candidates will see your listing before going live.

1. 1

   Open your Draft listing

   Go to Jobs and click the "Draft" tab. Find your listing and click its title to open the listing detail page.

2. 2

   Click Preview

   In the top-right header area, click the "Preview" button. This opens a new tab showing the public-facing listing exactly as candidates will see it, including your description, tags, and location details.

3. 3

   Make final edits if needed

   If anything looks wrong, click the "Edit" button from the listing detail page header and make your changes.

4. 4

   Publish the listing

   Click "Edit", change the Status field from "Draft" to "Active", and click "Save Changes". The listing immediately appears on the VacancyHQ job board for candidates to find and apply.

   The listing status badge in the header turns green (Active) when published.

How do I assign a listing to a team member?

If your team has multiple recruiters, you can assign each listing to a specific person.

1. 1

   Open the listing editor

   Go to Jobs, find your listing, and click Edit.

2. 2

   Find the "Assign to Team Member" field

   This appears in the Basic Information section below the date fields, and only shows if your team has more than one member.

3. 3

   Select the assignee and save

   Choose the team member from the dropdown (name + email shown). Click "Save Changes". The assigned recruiter receives candidate email notifications for this listing and their name appears in the listing header.

How do I view and work with the Kanban board?

The Board tab is your primary workspace for moving candidates through hiring stages.

1. 1

   Open a listing's Board tab

   Go to Jobs, click a listing title, then click the "Board" tab at the top of the listing detail page. Each pipeline stage appears as a vertical column. Application cards show candidate name, submission date, and stage color.

   If you see "No Pipeline Template" instead of the board, edit the listing and select a pipeline template in Application Settings.

2. 2

   Drag a card to a new stage

   Click and hold an application card. Drag it horizontally to the target stage column and release. The move happens immediately and an activity log entry is created automatically.

3. 3

   Handling terminal stage confirmation

   When you drop a card onto a stage marked as terminal (e.g. "Offered" or "Rejected"), a confirmation modal appears: "Move to terminal stage? This may set a final application status." Click "Confirm" to proceed. Terminal stages cannot be moved from.

4. 4

   Handling calendar invite stages

   If the destination stage has "attach_calendar_invite" enabled, an Interview Scheduling modal opens before the move completes. Fill in the interview details and click "Schedule" — then the candidate moves to the new stage AND receives a calendar invite.

5. 5

   Load more applications in a column

   If a stage has more than the initial page of cards, a "Load more" button appears at the bottom of that column. Click it to paginate additional applications into the column without refreshing the page.

6. 6

   Click a card to open Quick View

   Click any card (not dragging) to open the Application Quick View modal, showing a snapshot of candidate details. Click "Open Full Profile" to go to the application detail page.

How do I use Table View?

Table View shows all applications across all stages in a sortable, scannable list.

1. 1

   Click the "Table" tab on the listing detail page

   You will see all applications as rows — candidate name, current stage, submission date, and status column. This is useful when you have many applicants and prefer a spreadsheet-style view.

2. 2

   Click a row to open the application

   Clicking any row navigates to the full application detail page for that candidate.

   Table View requires the same pipeline access as the Board tab.

How do I use Calendar View?

Calendar View visualises all scheduled interviews for this listing.

1. 1

   Click the "Calendar" tab on the listing detail page

   You will see a calendar (monthly or weekly) populated with interview events that have been scheduled for applications under this listing.

2. 2

   Click an event to view details

   Clicking an event block shows the interview time, candidate name, location, and any panelists added.

   Calendar View requires the same pipeline access as the Board tab.

How do I schedule an interview when moving a candidate through the pipeline?

When you move a candidate to a stage with calendar invites enabled, a scheduling modal opens automatically.

1. 1

   Drag the application card to an interview stage

   On the Board, drag a card to a stage that has a calendar icon indicator (indicating attach_calendar_invite is on). The ScheduleInterviewModal opens.

2. 2

   Set the Start Date & Time

   Click the "Start date & time" picker and select the interview date and time. The End Time auto-fills based on the stage's configured interview duration (e.g. 60 minutes).

3. 3

   Choose Location Type

   Select "Online" or "In-Person". For Online, paste the meeting URL (Google Meet, Zoom, Teams, etc.) in the Meeting link field — this is required. For In-Person, enter the full venue address in the Venue address field — also required.

4. 4

   Check for time clashes

   After setting the start time, VacancyHQ automatically checks for overlapping interviews. If a clash is detected, a yellow warning banner lists the conflicting events with their times. You can still proceed if needed.

5. 5

   Add panelists (optional)

   Click "+ Add Panelist" to add other interviewers by name and email. Each panelist will receive a copy of the calendar invite.

6. 6

   Add instructions (optional)

   Use the Additional Instructions field to include preparation notes, parking info, what to bring, dress code, etc. These appear in the candidate's calendar invite.

7. 7

   Click "Schedule Interview"

   The interview is created, the candidate moves to the new stage, and the calendar invite is sent to the candidate (and all panelists) automatically.

How do I schedule a standalone interview from the application detail page?

You can schedule or reschedule an interview at any time from the full application view, without moving the candidate to a different stage.

1. 1

   Open the application detail page

   From the Board or Table, click on a candidate to open their application. The full profile page shows all tabs: Application, Email Thread, Activity.

2. 2

   Click "Schedule Interview"

   In the action buttons section near the stage selector, click "Schedule Interview". The same ScheduleInterviewModal opens as in pipeline-move mode.

3. 3

   Fill in the interview details

   Set Start & End time, Location Type (Online with meeting link, or In-Person with venue address), optional panelists, and optional instructions.

4. 4

   Submit

   Click "Schedule Interview" to save. The interview event is stored, the candidate receives the calendar invite, and the activity log updates on the application page.

   Standalone scheduling does not change the candidate's pipeline stage.

How do the terminal stages (Offered / Rejected) work?

Terminal stages mark the end of the recruitment process for a candidate. Understanding what happens when you use them avoids surprises.

1. 1

   Identify terminal stages in your pipeline

   When you created your pipeline template, stages marked "is_terminal" are end states. Common examples: Offered, Rejected, Withdrawn, Hired. On the Kanban board, terminal stage columns typically appear at the far right.

2. 2

   Move a candidate to a terminal stage

   Drag the application card to the terminal stage column. A confirmation modal appears: "Move to terminal stage [Name]? This may set a final application status." This is a safety check — terminal moves cannot be undone via drag-drop.

3. 3

   Confirm the move

   Click "Confirm" in the modal. The candidate's application status is updated to the value configured in the pipeline template for that stage (e.g. "offered", "rejected"). This status is visible to the candidate in their "My Applications" view.

4. 4

   Automatic notifications sent

   If the terminal stage has "send_email_on_enter" enabled with an email template, the candidate receives an automated notification email (e.g. a rejection letter or an offer confirmation) immediately upon the stage move.

   Customize the email template content in your Pipeline Template settings before moving candidates to these stages.

5. 5

   What happens to rejected candidates

   Rejected applications remain in the pipeline and can still be viewed in full. They appear in the "Rejected" column. You can add notes, view the activity log, and send manual emails from the email thread. The candidate cannot re-apply to the same listing.

6. 6

   What happens with offered candidates

   Offered candidates remain visible in the "Offered" column. You can continue the email thread, schedule follow-up calls, and document notes. If the offer stage has an attached calendar invite, the scheduling modal opens when you move them there.

Can I move a candidate out of a terminal stage?

Terminal stages are designed as final states. However, as a recruiter you retain full control.

1. 1

   Understand the restriction

   On the Kanban board, you cannot drag a card out of a terminal stage column — the drag-drop handler blocks this. This prevents accidental reversals.

2. 2

   Use the stage selector on the application detail page

   Open the full application page (click the card, then "Open Full Profile"). In the stage selector dropdown at the top of the page, you can manually select any non-terminal stage to revert the candidate. A confirmation modal appears for this change too.

3. 3

   Consider the implications

   Moving a candidate back from a terminal stage does not unsend any automated emails that were sent when they entered the terminal stage. Update the candidate via the Email Thread tab if needed.

   This is useful if a candidate was accidentally moved to Rejected, or if a job offer falls through and you want to keep the candidate in consideration.

How do I register as a recruiter?

Click "Register" at the top of any page and select "I'm hiring". Provide your email, create a password, and verify your email. You may also need to provide your company information and team details.

What is a team and do I need one?

A team groups recruiters and hiring managers from the same company or department. Your team shares job listings, applications, and pipeline templates. You can create a team during registration or add colleagues to your account later.

How do I invite colleagues to my team?

Go to Team Settings (in the dropdown menu) and find the "Members" section. Click "Invite Team Member", enter their email, and send the invitation. They'll receive an email to join your team.

How do I post a new job?

Click "Post a Job" or go to "My Jobs" in the navigation. Click "Create New Listing", fill in the job details (title, description, requirements, salary, location, etc.), and choose whether to publish immediately or save as draft.

What is the difference between draft, active, and closed listings?

Draft = not published yet, only you can see it; Active = published and visible to job seekers; Closed = no longer accepting applications. You can transition between these statuses from the job listing detail page.

How do I get AI advice on my listing?

When creating or editing a job listing, look for the "Get AI Advice" button. This uses AI to suggest improvements to your job description to make it more attractive to candidates.

Can I post my listing to social media?

Yes! When publishing a listing, you can optionally post it to your social media accounts (Facebook, LinkedIn, Twitter/X, WhatsApp). Configure your social accounts in settings first, then select which platforms to share to.

How do I preview my listing as a candidate would see it?

From your job listing detail page, click the "Preview" button. This shows you exactly how the job listing appears to candidates on the public job board.

What is the pipeline view?

The pipeline is where you manage all applications for a job listing. It visualizes the recruitment process with stages (e.g., "New Applicants", "Phone Screen", "Interview", "Offer", "Rejected"). Applications move through these stages as you evaluate candidates.

How do I move a candidate between stages?

In kanban view, drag an application card to a different stage column. In table view, click the application and select a new stage. A note is automatically logged in the application activity trail when you move a candidate.

What is the kanban board vs table vs calendar view?

Kanban Board = visual columns for each stage, great for drag-and-drop workflow; Table View = list format showing all candidates and their current stages; Calendar View = displays upcoming interviews. Switch between views at the top of the job listing.

Can I drag and drop applications between stages?

Yes! The kanban board view supports drag-and-drop. Simply click and hold an application card, then drag it to the desired stage column. Release to move the candidate.

What happens when an application reaches a terminal stage?

Terminal stages (like "Offer" or "Rejected") mark the end of the recruitment process for that candidate. Applications in these stages can still be viewed and commented on, but they won't typically move to other stages unless manually changed.

How do I view a candidate's full application?

Click on any application in the kanban board, table, or from "All Applications". You'll see a detailed view with the candidate's complete application responses, CV, experience, education, references, and cover letter.

How do I add a note to an application?

In the application detail page, scroll to the "Notes" section and click "Add Note". Write your internal comments (visible only to your team) and click "Save". These notes help you remember your thoughts on each candidate.

How does the email thread work?

The "Email Thread" tab shows all communication with the candidate for this application. You can send emails directly from the application without sharing your personal email. The entire conversation history is stored here.

What is the activity log?

The "Activity" tab shows a timeline of all actions on this application: when it was submitted, when stages changed, notes added, emails sent, etc. This creates a complete audit trail of your recruitment process.

How do I schedule an interview?

In the application detail view, click "Schedule Interview". Select a date, time, and interview type. Optionally add video call details or meeting notes. When you save, the candidate receives a calendar invite automatically.

Can I search for candidates proactively?

Yes! For each of your job listings, there's a "Browse Candidates" section. You can search and filter candidates by name, tags/skills, and other criteria to find pre-registered candidates who match your role.

How do I invite a candidate to apply for my job?

In the "Browse Candidates" section, find a candidate you're interested in and click "Invite to Apply". They'll receive an invitation email with a link to apply. Applications from invitations are tracked separately.

What information can I see on a candidate's public profile?

You can view their publicly-shared information: name, location, job categories of interest, work experiences, education, and selected professional tags. You cannot see their full resume or contact details unless they apply or accept an invitation.

What is a pipeline template?

A pipeline template is a reusable blueprint for your recruitment workflow. Instead of manually setting up stages for every job, create a template once with your standard stages and auto-actions, then apply it to multiple listings.

How do I create a reusable template?

Go to "Pipeline Templates" in the navigation. Click "Create Template", add stage names in order, configure auto-actions for each stage, then save. You can now apply this template to any new job listing.

What is an auto-action on a stage?

Auto-actions trigger automatically when a candidate enters a stage. Examples: send an email, create a calendar event, update the application status. Set these up when creating your pipeline template to automate your workflow.

How do auto-emails work when a candidate enters a stage?

You define the email template when setting up the stage. When an application moves to that stage, the email is automatically sent to the candidate. You can customize the subject and body with candidate name, job title, and other variables.

How do I attach a calendar invite to a stage?

When setting up auto-actions for a stage, select "Create Calendar Event". Define the event details (duration, time, link). When candidates move to that stage, they automatically receive a calendar invite.

How do I assign a pipeline template to a job listing?

When creating a new job listing, you'll see "Select Pipeline Template" in the setup. Choose your template, and all stages and auto-actions will be automatically configured for that job.

How does the credits system work for recruiters?

Credits are used to post and manage job listings. Different listing types may require different credit amounts. Your credit balance is displayed in the top navigation, and you can purchase more anytime.

What do I use credits for?

Credits are used to post new job listings. Once a listing is posted, it remains active for the duration of your subscription. You can top up credits if you run out and want to post additional listings.

How do I add funds via Stripe (card)?

Go to Billing, click "Add Credits", select "Credit Card", enter your card details (securely processed by Stripe), and complete the transaction. Credits are added instantly to your account.

How do I add funds via PayNow (Zimbabwe)?

If you're in Zimbabwe, you can use PayNow to pay. Go to Billing, select "PayNow", follow the payment process. You'll be redirected to complete the payment, and credits will be added once confirmed.

What subscription plans are available?

VacancyHQ offers several subscription tiers (e.g., Starter, Professional, Enterprise). Each includes a certain number of active listings and job posting credits. Choose the plan that matches your hiring volume.

What happens if my subscription expires?

Your active job listings remain visible for 30 days after expiration, but you cannot post new ones. Renew your subscription to continue recruiting. Your application pipeline and candidate data are always preserved.

How do I create a new team?

Click on your user dropdown and select "Create New Team". Enter your team name and confirm. You'll be the team owner and can invite other members.

How do I add members to my team?

Go to Team Settings (from the teams dropdown). Click "Invite Member", enter their email, and select their role (owner or member). They'll receive an invite email to join your team.

Can team members see all job listings and applications?

Yes! All team members can view and manage all job listings and applications for that team. This ensures your entire hiring team stays aligned on candidates and pipeline status.

How do I switch between teams?

If you're a member of multiple teams, click the "Teams" dropdown in the top navigation. Select the team you want to work with. You'll see that team's listings and candidates.

How do I remove a team member?

Go to Team Settings, find the member in the "Members" list, and click the remove/delete option. They'll no longer have access to your team's listings and applications.