Getting the Most From Vacancy Stages and Vacancy Groups

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There are various ways of managing the contacts and data within your CRM; this article focuses purely on vacancy stages and vacancy groups. 

Table of Contents

Vacancy Stages
Why are Vacancy Stages useful?
How to use Historical Vacancy Stages
How can Vacancy Stages be applied?
Examples of Vacancy Stages
Vacancy Groups
Helpful Tips on Vacancy Groups

What is a Vacancy Stage?

A vacancy stage allows users to track where candidates are in the active hiring process when added to a vacancy in Beamery or the ATS. Whereas statuses can relate to passive talent and candidates who are not being considered for an active role, vacancy stages are designed to show where the applicant sits in an active vacancy funnel. Candidates can also have multiple vacancy stages if they are being considered for more than one role. For example a candidate may have the status 'interviewing' but sit within the ‘code test’ or 'final assessment center' stages within a vacancy.                 

Vacancy stages with an ATS integration
Typically, with an ATS integration, the vacancy stages you set up in your ATS are automatically synced across to Beamery. Any updates to a candidate’s vacancy stage will be reflected across both systems.

Vacancy stages without an ATS integration
If Beamery is being used independent of an ATS, Admin or Super Admin users are able to customize vacancy stages within the Beamery settings. These stages will then be shown when new vacancies are created.

Why are Vacancy Stages useful?      

Workflow automation            
- A change of vacancy stage can be used as a trigger in a recipe. For example changing a candidate’s stage to ‘Rejected - Silver Medalist’ could trigger the recipe to add a silver medalist global tag and send a follow up re-engagement campaign. (Note that some ATS integrations do not support this.)
- Belonging to a particular vacancy can be used as a filter within a recipe. Additionally, getting added to a vacancy can be an action within a Recipe, although assigning a specific stage cannot.

- You can report on the number of candidates in a specific Vacancy Stage. Reporting can be used to analyze the total number of candidates at each vacancy stage across all roles.
- Vacancy stages are also the basis of the Team Leaderboard report, which provides the ability to track conversion rates between vacancy stages, help identify any blockers in the vacancy funnel, and measure Recruiter performance.

How to use Historical Vacancy Stages

Historical Vacancy Stages are a way to measure and filter for the number of candidates in a particular vacancy stage during a specific time period. Leverage this filter in your reporting to answer questions like ‘how many applicants were Vacancy Stage offer last month?'.

An important distinction for Historical Vacancy Stage is that this filter will show you candidates in the Vacancy Stage during a specified time. It will NOT be limited to candidates who entered a Vacancy Stage during a specific time. For example - a filter of Historical Vacancy State IS offer and a date range of September 1 - 30 will show all candidates who had a Vacancy Stage of offer during those dates - regardless of when they moved into that Vacancy Stage.  

If you wish to find only candidates who entered the Vacancy Stage of offer during the month of September, you would need to add a second filter. Use AND Historical Vacancy Stage is not offer before September 1st. This will return results of only candidates who entered the Vacancy Stage of offer in the month of September. 

How can Vacancy Stages be applied?

Vacancy Stages can be applied with:

  • Beamery Extension
  • Mini Profile
  • Full Profile
  • AST integration
  • Bulk Action

Vacancy Stages can not be applied with:

  • Recipe
  • Form
  • Flow
  • CSV import

Examples of Vacancy Stages

• Phone/ VC Screen
• Interview 1
• Interview 2
• Assessment centre
• Technical test
• Offer
• Offer accepted
• References
• Candidate rejected
• Company rejected


Creating Vacancy Stages

Admins and Super Admins can create Vacancy Stages by clicking on their name in the top right corner of their screen and choosing Settings, then finding Vacancy Stages under Customize Beamery.


What are Vacancy Groups?

Vacancy groups provide a way to group similar types of vacancies together. Most commonly these are arranged along the lines of a particular department, recruiting team or region. Vacancies can then be filtered to display only those registered under a certain group. Vacancy groups can also be used in conjunction with vacancy pipeline reports to view data relating to all vacancies, split by group.      

Vacancy Groups can be created and edited by Admins and Super Admins by clicking on their name in the top right corner of their screen and choosing Settings, then finding Vacancy Stages under Customize Beamery.              

Helpful Tips on Vacancy Groups                          

  • For customers with an ATS integration, who create Vacancies in their ATS, Vacancy Groups or the equivalent is normally set up and managed within your ATS and the information is automatically synced across to Beamery where possible.
  • Some Recruiters prefer to use global tags rather than Vacancy Groups to categorize and group Vacancies together. These offer the same ability to display only relevant Vacancies, but can use the existing tagging structure and have multiple tags applied to one Vacancy.
  • If you are publishing a Vacancies to a Beamery Page, roles will be grouped together under Vacancy Group headings so bear this in mind when setting up and managing your Vacancy Groups.