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Administrator setup guide for job approval in Recruiting

Helps administrators set up Job Approval in Recruiting so Standard Users, Approvers and other Approval Managers can use it.

Table of Contents

This article is for administrators.

 

Overview 

Job Approval is an optional feature that adds an email-based approval process for new job requests. 

With Job Approval, Recruiting users can: 

  • Submit a new job for approval
  • Send the job to others for review 
  • Receive an approve or deny decision 

Sample job approval workflow with two approvers 

Submit 

>  

Which Approval Process? 

>  

First Approval 

>  

Final Approval 

Any Standard User submits a Job Approval request  

>  

One of your company's Approval Managers selects an appropriate Approval Process and submits the job for approval. 
The system will ask approvers to Approve or Deny the job.  

> 

System sends an email to designated Approvers based on the process selected to Approve or Deny the job. 

> 

After everyone approves the job, the Approval Managers are asked to Activate the job. 

Assign and manage the Approval Manager role 

Only Admins and Staffing Users can be assigned the Approval Manager role. 

How it works 

  • Any Recruiting user can submit a job for approval. 
  • Only the Approval Manager manages approval steps. 
  • Only the Approval Manager can activate the job after final approval. 

Turn on job approval 

An Admin or Staffing User must turn on Job Approval before it can be used. 

  1. Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
  2. Select Admin > Approvals. 
  3. Select the toggle next to On: We will use a Job Approval process. A confirmation message displays, and the screen updates to show Job Approval is on.
     

Customize job approval settings 

Use the Approvals area to manage all Job Approval options. 

  1. Go to People > Hiring > Applicant Tracking to open the Recruiting platform. 
  2. Select Admin > Approvals. The following settings display on the left: 
  • Approval Managers 
  • Standard Approval Processes 
  • Job Approval Form 
  • Job Approval Request Email 
  1. Select a setting to customize it. 

Set default approval managers 

When a user submits a job request, it is sent to an Approval Manager to start the approval process. Only Admins and Staffing Users can be Approval Managers. Any user can be an Approver. 

You can assign: 

  • Default Approval Managers to receive the approval requests for all users. 
  • Per-User Approval Managers lets you choose which approval manager gets approval requests based on the user sending the approval.   

Steps 

  1. Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
  2. Select Admin > Approvals. 
  3. Select Approval Managers. 
  4. In the Default Approval Managers section, select Add Approval Manager to assign Admin or Staffing users. 
  5. In the Per-User Approval Managers section, assign an Approval Manager to specific users. 
  6. Select the red trash can icon to remove an entry. 
  7. Select Save. 

Create a standard approval process 

Standard Approval Processes save time by defining approval steps in advance. 

  1. Go to People > Hiring > Applicant Tracking to open the Recruiting platform. 
  2. Select Admin > Approvals. 
  3. Select Standard Approval Process(es). 
  4. Select Create an Approval Process. 
  5. Enter a Name and Description. 
  6. Choose an approval type: 
    1. All At Once (all approvers notified at once by email): 
      1. Select Add/Edit next to Approvers. 
      2. Select approvers and select Save. 
    2. Sequential (create a sequence of approvers that are notified in an order as the approvals are granted): 
      1. Select Add for the first approver and select Save. 
      2. Repeat for each approval step. 
  7. Select Create. A confirmation message displays, and the process appears on the Approvals screen. 

Customize the job approval form 

When users request a job approval, they complete a form. You can control which fields are hidden, optional, or required. 

Important notes 

  • Default fields are set in Company Settings > Job Budget Info fields. 
  • To add a custom field, create it in Job Budget Info fields > Budget Fields first. 

Steps 

  1. Go to People > Hiring > Applicant Tracking to open the Recruiting platform. 
  2. Select Admin > Approvals. 
  3. Select Job Approval Form. 
  4. Update field settings:  
    1. Hidden removes the field. 
    2. Optional shows the field, but does not require it. 
    3. Required forces completion and marks the field as required. 
  5. Review sections:  
    1. Job Information 
    2. Budget Information 
    3. People 
    4. Documentation 
  6. Select Save. 

Modify job approval emails 

Approvers receive an email when their review is needed. Admins can edit this email template. 

Always use the available Auto-Fill Tokens in the email body. 

  1. Go to People > Hiring > Applicant Tracking to open the Recruiting platform. 
  2. Select Admin > Approvals. 
  3. Select Job Approval Request Email. 
  4. Edit the email content and insert Auto-Fill Tokens as needed. 
  5. Select Save. 

Watch the job approval expert session video 

Use the expert session video for a walkthrough of Job Approval setup and best practices. 

Updated: May 15th, 2026 9609 views


*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.

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