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Editing a vacancy

Vacancy details change. Rates get renegotiated, start dates slip, compliance requirements get tightened. This article covers how to edit a live vacancy, what knock-on effects to expect and how to keep an audit trail.

Where to edit​

Open the vacancy from the list and click Edit on the detail view. The same form you used to create the vacancy reopens, this time with every field populated.

For quick changes to status or the assigned recruiter, use the inline controls on the detail header where your permissions and the current workflow allow it. Vacancy status values include New, Incomplete, Filled, Cancelled, Lost, Possible Duplicate and Archived; see Vacancy status definitions.

What you can change after publishing​

Almost every field on a vacancy can be edited after it is live:

  • Title, description, grade and speciality.
  • Location (within the same client).
  • Rate, duration and start date.
  • Required compliance.
  • Reference number, although you should avoid changing this once external systems are using it.

The fields you cannot change after publishing are the client and the auto-generated RS- reference number. To move a vacancy to a different client, close it and create a new one.

How edits affect existing applications and shortlists​

Edits to a live vacancy do not retroactively change anything that has already happened:

  • Existing applications stay attached. A candidate who applied while the title was "Nurse" still appears on the vacancy if you rename it to "Senior Nurse".
  • Shortlisted candidates remain shortlisted. Changing the required compliance does not remove candidates who were shortlisted before the change. The compliance check runs against the current requirements when you submit them to the client.
  • Published listings update. If the vacancy is published to a job board, the edits push out to that board on the next sync.
Rate changes mid-contract

Changing the rate on a vacancy does not retroactively change a candidate's contract. If a candidate is already placed, update the contract directly to take effect from a chosen date.

Audit history​

Vacancy edits are recorded in the workspace audit history where audit logging is enabled, including who made the change, when, and which fields were affected. Admin users can review audit information from the relevant admin or user-management areas available to their workspace.

Bulk editing multiple vacancies​

You can edit several vacancies at once from the list view. Tick the rows you want to update, then choose Edit from the bulk actions menu. Bulk edits are limited to the fields that can safely apply to multiple records, including:

  • Status (for example, moving a batch of Draft roles to Open).
  • Assigned recruiter.
  • Required compliance.
  • Tags.

Bulk edits are also captured in the audit log, one entry per affected vacancy.

Locked edits on filled vacancies​

When a vacancy is marked Filled, the editable fields shrink to a small set: tags, notes and internal references. The role title, client, location, rate and dates are locked because the contract is now the source of truth.

To change a field on a filled vacancy, either reopen it (which puts it back to Open and unlinks the contract) or edit the contract directly.