Responding to a Requisition

For customers of our Position Management module.

Creating and managing requisitions allows Admins and Managers to propose new positions or backfill existing positions. A requisition can include one or multiple positions.

Understanding the Requisition Approval Workflow

Your company’s configured default requisition approval workflow will be automatically assigned to all future requisitions. Approval workflows for individual requisitions can also be configured, providing an alternative to the default approval workflow.

Notes about the requisition approval workflow:

• Your organization can also utilize custom requisition approval workflows for new and/or backfill requisitions, assigning Approvers based on user roles, reporting relationships, and/or job levels. Manual configurations can also be disabled, preventing changes to approval workflows. To learn more, please contact our Customer Success Team.

• For customers integrated with a supported ATS: When creating a requisition from a position’s info panel, Company Admins, HR Admins, HR Managers, and Recruiting Admins can bypass the approval process and send the requisition to their ATS.

Approval Request Notifications

When a requisition is created, the first approval step will be initiated, triggering an email invitation for the assigned Approver(s) to review the requisition. If an Approver requests changes or denies the request, the person who created the requisition will be notified via email. The requisition’s creator can then edit the requisition, restarting the approval process beginning with the first Approver. Alternatively, the requisition’s creator can cancel the requisition, terminating the approval flow. Once the configured requirements have been met for an approval step, the next configured approval step will be initiated, and the assigned Approver(s) will be invited to review the requisition. Once the requisition is fully approved, the requisition’s creator, assigned Approvers, and Approval Notification Recipients will be notified via email.

Monitoring Approver Responses

Admins, requisition creators, and assigned Approvers can view a summary of requisition data, including current approval statuses, on the Requisitions table by navigating to the Recruiting page from the main menu. To view a requisition’s details, click the three-dot menu next to the req ID, then click View Req Details. Individual Approver responses will be displayed in the upper right corner of the requisition.

Only Company Admins, HR Admins, HR Managers, and Recruiting Admins can view all requisitions. Limited Admins and Managers can view requisitions they’ve created. Approvers without admin privileges can view requisitions they’re assigned to. Learn more about recruiting permissions.

Skipping Pending Approvals

Approvers with a Pending status can be skipped in the requisition approval workflow, if needed, due to circumstances such as extended absence, allowing the approval process to proceed uninterrupted. To do this, click the Pending badge next to the Approver’s name, then click Skip Approver. The badge will be updated, allowing individuals to hover over the badge to confirm who skipped the Approver and when.

Notes about skipping pending approvals:

• Only Company Admins, HR Admins, HR Managers, and Recruiting Admins can skip Approvers.

• Approvers cannot skip themselves.

• Skipped Approvers cannot be removed from the approval workflow unless another Approver denies approval or requests changes, restarting the approval workflow.

• If all remaining Approvers are skipped, the requisition is considered approved.

To approve, deny, or request changes to a requisition:

Only assigned Approvers can approve, deny, or request changes to the requisition.

1. When viewing the email requesting your approval, click the View Requisition button.
   ​You can also view the requisition by navigating to the Recruiting page, clicking the three-dot menu next to the req ID, and then clicking View Req Details.

2. After reviewing the requisition, select Approve, Deny, or Request Changes at the top of the page.
   ​You can edit your response until you’ve approved the requisition.

3. A window will appear, providing a Note for Submitter field where you can provide additional information.
   ​Approver notes are visible to Company Admins, HR Admins, HR Managers, Recruiting Admins, the requisition’s creator, and assigned Approvers.

4. Click Save.

Please contact our Customer Success Team for additional assistance.

Additional Resources

Connecting Approved Requisitions to New Positions

Configuring Requisition Approval Workflows and Assigned Recruiters