Recruiting is run on the Recruiting tab of the People area: open positions, candidates in stages and hiring the chosen one straight into an employment. The area belongs to the HR add-on and is switched on under Settings → Features.
Create an opening
- Press New opening.
- Fill in the Title, choose a Unit if needed and write a Description.
- Press Create.
An opening’s status is Open, On hold or Closed. An opening on hold does not accept applications.
Publish the application form
Open the opening and press Publish in the Public application form section. Kelomo creates an application link you can copy (Copy link) and share in a job ad, for example. Unpublish invalidates the old link.
An administrator can additionally open a public page from the Careers page card, listing all published open positions and linking each to its application form (Enable careers page).
The applicant fills in their name, email, phone and cover note, consents to the processing of their data and can attach a CV (up to 2 files, PDF/DOC/DOCX). The applicant receives an acknowledgment by email in the form’s language.
Move candidates through stages
Candidates appear as a list inside the opening. Those arriving through the public form carry the Public form badge; the rest you add yourself with Add candidate.
- Move a candidate with the Stage select. The fixed endpoints are New, Hired and Rejected; the intermediate stages (by default Interview and Offer) are defined on Settings → Recruiting stages.
- Interview invite sends an invitation with a calendar attachment once the candidate has an email and an interview time (Edit). The Offer message contains no salary – pay is agreed separately.
- When you move a candidate to Rejected and they have an email, you can send a standard message at the same time (Send a message to the applicant).
A rejected candidate’s data anonymizes automatically. The default is 12 months from rejection; the period can be adjusted on Settings → HR settings.
Hire the chosen candidate
- Open the candidate and press Hire.
- Check the email and fill in the employment details: Job title, Employment start date, Employment type (for a fixed term also Grounds for fixed term and Fixed-term end date), Unit, Worktime model and Manager. Leave Start onboarding ticked if you want the onboarding checklist to start right away.
- Press Hire. Kelomo creates the member with an activation invite, records the employment and starts onboarding.
The employment contract and the statement of terms are drafted on the person’s page – see Starting an employment.
A supervisor does not hire directly: when the employer has delegated recruiting to supervisors, a supervisor creates openings for their own unit, adds candidates and presses Request hire – the actual hire is done by an administrator or HR.
If something goes wrong
You cannot see the Recruiting tab. The area is switched off: an administrator enables it under Settings → Features. A supervisor sees the tab only when recruiting has been delegated to supervisors.
The application link does not work. The opening has been unpublished – which invalidates the old link – or closed. Publish the opening again and share the new link.
You cannot delete an opening. Deletion works only when the opening has no candidates at all. Set the opening’s status to Closed instead.
There is no Hire button. Hiring is an administrator and HR action. As a supervisor, use Request hire.