Skip to main content

Creating vacancies and schedules

Vacancies can be created manually or from configured vacancy-intake workflows such as email parsing or job-posting integrations.

Use the vacancy record to capture the client, site, role details, schedule, rates and consultants before matching candidates.

Vacancy status​

Newly created or parsed vacancies may show different statuses.

  • New means RecSphere has enough information for the vacancy to be worked.
  • Incomplete means important information is missing, such as client, grade, speciality, start date or schedule.

If a vacancy is incomplete, open it and review the available source information. Where the vacancy came from an email, the email may be available beside the vacancy so you can fill missing fields or reply to the contact for more detail.

Review parsed vacancy emails​

For email-parsed vacancies, open the vacancy and use the source email panel or View Email action to compare the parsed fields with the client's original email.

Check:

  • client and contact
  • employment type
  • division, grade, speciality and sub-speciality
  • role/title
  • location or site
  • start and end dates
  • schedule or shift pattern
  • original charge rate quoted in the email
  • external or client reference where provided

Fields marked as mandatory must be completed before an Incomplete parsed vacancy can become New. If the parser could not infer a field because the email uses client-specific wording, fill the field manually from the email or ask the client for clarification.

Source contacts and client matching​

Vacancy parsing works best when the sender is already a contact on the correct client record. If the email arrives from a sender RecSphere does not recognise, add the sender as a contact against the client before relying on the vacancy parser.

Multiple contacts can belong to the same client. Once those contacts are linked to the client, future vacancy emails from those addresses can be matched to that client.

Add a vacancy manually​

Use Add from the Vacancies area when a role comes in by phone, conversation or another channel.

Fields can include:

  • client
  • site or sites
  • employment type
  • original charge rate
  • division
  • grade
  • speciality
  • sub-speciality
  • skills and qualifications
  • job description
  • consultants
  • start and end dates
  • schedule

Confirm the client and site carefully. Some clients use parent/sub-client structures where the parent is the organisation and sites are separate locations.

Potential and confirmed schedules​

Vacancies can use a potential schedule before the exact shifts are confirmed.

Use a potential schedule when you know the likely working pattern, such as Monday to Friday, but the client has not confirmed the final shifts.

When the schedule is confirmed, push or copy the pattern to the confirmed schedule where that action is available. The confirmed schedule is important because it supports matching, contract setup and later timesheet generation.

Parsed vacancy emails can create schedule lines automatically where the dates and times are clear. Review the Schedule tab against the source email, especially where the email contains a roster table, multiple dates, night shifts or different times on different days.

If one email contains several external references or grouped shift blocks, RecSphere may split those into separate vacancy records so each external reference or vacancy group can be worked separately. If a shift appears to be missing, check whether another vacancy was created from the same source email.

Rates and financial preview​

When a rate card matches the client and role details, the vacancy can show estimated hours, value and margin.

Use this as an early preview. If you model different pay or charge values for a candidate, save the candidate-specific agreement at shortlist or contract level rather than overwriting the standard vacancy rate card.

Where the source email contains a quoted charge rate, RecSphere can show it as the original charge rate. The configured client rate card is still the preferred source for standard forecasting and downstream financials. Treat the email rate as information to sense-check, not as permission for the jobs team to change agreed client terms.

If quoted rates regularly differ from the configured client terms, flag that internally for the relevant recruiter, payroll or client owner to review.

  • Vacancy Financials and Expenses
  • Vacancy Matching and Shortlisting
  • Shortlists Overview
  • Contract Expenses and Timesheets