For clients
Create positions and vacancies
How positions become vacancies and published jobs.
Last updated: 13 June 2026
Hiring in Workrize follows a pipeline: you define a position once, open vacancies against it whenever you need to hire, and each vacancy is published as a job that candidates can find and apply to.
Positions, vacancies, and jobs
| Term | What it is |
|---|---|
| Position | The reusable definition of a role in your organization — its title, requirements, and details. You define it once. |
| Vacancy | A concrete opening for a position: you are hiring for this role, at this branch, now. One position can have many vacancies over time. |
| Job | The published listing for a vacancy that candidates see on the jobs board. |
A job listing moves through statuses: it starts as a draft, goes through approval, and becomes live on the jobs board. A live job can later be paused, closed, or archived. Candidates only see jobs that are live.
When you close or archive a vacancy before all its positions are filled, Workrize asks why: the client withdrew the role, a budget cut, filled internally or elsewhere, the role changed, the client stopped responding, or Other with a short note. The reason is kept with the vacancy's history and shown in Analytics.
Create a position
Open Positions
Create the position
You only need to do this once per role. The next time you hire for the same role, reuse the existing position.
The Total Openings column on the Positions list counts the position's vacancies that are not Closed or Archived: draft, approved, live and paused vacancies all count. It is the same rule as Total Openings on the Branches list.
Open a vacancy
Open Vacancies
Create a vacancy from a position
Publish
Finding a position, branch or person
The Position, Branch, stage Evaluator and Hiring manager fields are searchable lists. Open one and start typing a name: the list searches everything in your organization, not only the first few entries it shows before you type. Whatever you have already chosen stays at the top of the list, so you can always see it and remove it.
Picking a position fills in the vacancy title, job description and questions from that position, and the branch you pick adds its city to the title. The evaluator and hiring-manager lists only offer people who belong to this organization.
Target date and your own open date
Each vacancy has its own target date, the date you aim to fill it by. It starts as the position's target hire date. You can change it at the top of the vacancy, and changing it does not change the position's date. Once the date passes with positions still open, the vacancy shows as Past target in the analytics.
Client opened is the date you opened the role on your side, if it is earlier than when you shared it with us. It is shown for reference only. Time to fill always counts from when the vacancy was approved.
Show a vacancy on the public jobs board
The public jobs board, which anyone can see without signing in, shows only the vacancies you choose. Nothing is public by default.
- One vacancy: switch Public on, either in the Public column of your vacancies list or next to the status at the top of the vacancy. Switch it off to take the vacancy off the board.
- All of your organisation's vacancies: in your organisation's Settings, turn on Show all of this organisation's vacancies publicly. Every live vacancy then appears on the board, whatever its own Public switch says. An admin can also turn this switch on or off for every organisation at once. You can still change yours afterwards.
Only live vacancies ever appear on the public board.