Who it’s for: ATS administrators, hiring managers, and recruitment users with vacancy permissions
Platform: Sense ATS
Available on: Elite tier and above, or Professional tier with ATS add-on
Before you begin
Make sure you have:
☑️ Access to Sense ATS
☑️ Permission to view or manage vacancies
☑️ Access to the vacancies you need to work with
☑️ The correct hiring team or administrator permissions if you need to edit, close, reopen, copy, or delete vacancies
🖊️ Note: ATS access and permissions are currently managed by Sense Workplace Support. Self-service permission management through Sense Portal is confirmed on the product roadmap and is currently in development.
Overview
The Vacancies module is where you can view, search, open, and manage vacancies in ATS.
From here, you can:
view approved, pending, and rejected vacancies
switch between table view and card view
open the internal or external vacancy board
open a vacancy overview
summarise a vacancy with AMI
edit or copy a vacancy
copy a vacancy link
end publishing
reopen a closed vacancy
delete a vacancy
The vacancies you can see depend on your ATS permissions and whether you have been added to the vacancy’s hiring team.
Navigation path
Understand the vacancy tabs
The Vacancies module includes three tabs:
Tab | What it shows |
Approved | Vacancies that are approved. In the default ATS setup, newly saved vacancies appear here automatically. |
Pending approval | Vacancies waiting for approval, where the ATS vacancy approval workflow is configured. |
Rejected | Vacancies that have been declined through the vacancy approval workflow. |
By default, vacancies added to ATS are automatically approved.
If your organisation uses the ATS vacancy approval workflow, vacancies created by users without ATS administrator permissions can be sent for approval instead. Pending vacancies appear in the Pending approval tab, and declined vacancies appear in the Rejected tab.
🖊️ Note: The ATS vacancy approval workflow is currently available as a custom workflow for Enterprise customers. It may become available as a Library workflow in future.
Switch between table view and card view
You can view vacancies in either Table view or Card view.
View | Best for |
Table view | Searching, filtering, sorting, and viewing more detailed vacancy information, including Closing date. |
Card view | Scanning vacancies visually in a card layout. |
To switch view:
Go to ATS > Vacancies.
Use the views tab in the upper-right area of the Vacancies page.
Select Table view or Card view.
💡 Tip: If you have a large number of vacancies or want to search by Closing date, use Table view. Table view includes a search box, column filters, and more detailed vacancy information, which can make it easier to find the vacancy you need.
Open a vacancy overview
You can open a vacancy directly from either table view or card view.
Go to ATS > Vacancies.
Find the vacancy.
Click the vacancy directly.
✅ The vacancy overview opens.
From the vacancy overview, you can view vacancy details, hiring team, vacancy advert, applicants, pipeline, and the Interview tab used for AMI-assisted application screening.
Open the internal or external vacancy board
The Vacancies module includes links to the internal and external vacancy boards.
Vacancy board | What it shows |
Internal vacancy board | Vacancies marked as internal during vacancy setup. |
External vacancy board | Vacancies published externally. |
To open a vacancy board:
Go to ATS > Vacancies.
Click Internal vacancy board or External vacancy board.
🖊️ Note: The Internal vacancy tickbox in the vacancy setup flow controls whether the vacancy is listed internally or externally.
Use the More actions menu
Each vacancy has a More actions (…) menu.
The actions available may depend on:
vacancy status
whether the vacancy is approved, pending, rejected, open, or closed
your ATS permissions
whether the vacancy approval workflow is active
For approved/open vacancies, the More actions menu includes:
Action | What it does |
| Opens an AMI summary of the vacancy. |
Edit | Opens the vacancy setup flow with the existing details filled in. |
Copy | Opens the vacancy setup flow with details copied from the selected vacancy, allowing you to create a new similar vacancy. |
Copy vacancy link | Copies a link to the applicant-facing vacancy listing. |
End publishing | Removes the vacancy from active internal or external vacancy listings while keeping the vacancy record. |
Delete | Permanently deletes the vacancy and associated applications. |
Summarise
For pending approval or rejected vacancies, the More actions (...) menu may include fewer options, such as:
SummariseEdit
Copy
Delete
Summarise a vacancy with AMI
Use Summarise to ask AMI for a summary of the vacancy.
Go to ATS > Vacancies.
Find the vacancy.
Open the More actions (…) menu.
Select
Summarise.
✅ AMI opens a summary of the vacancy.
Edit a vacancy
Use Edit when you need to update an existing vacancy.
Go to ATS > Vacancies.
Find the vacancy.
Open the More actions (…) menu.
Select Edit.
The vacancy setup flow opens with the existing details already filled in.
Update the required steps.
Save the vacancy.
You can use the step list on the left-hand side to jump directly to a specific step.
🖊️ Note: The edit vacancy flow does not include the Vacancy setup step for selecting a different pipeline template. To manage the pipeline already attached to a vacancy, open the vacancy directly and go to Pipeline tab > Edit pipeline.
Copy a vacancy
Use Copy when you want to create a new vacancy based on an existing vacancy.
Go to ATS > Vacancies.
Find the vacancy you want to copy.
Open the More actions (…) menu.
Select Copy.
The vacancy setup flow opens with details copied from the original vacancy.
Update the vacancy details as needed.
Save the vacancy.
✅ The copied vacancy becomes a separate vacancy when saved.
💡 Tip: Copying is useful for repeat roles, similar vacancies, seasonal recruitment, or vacancies where the advert and hiring process are mostly the same.
Copy a vacancy link
Use Copy vacancy link to copy a link to the vacancy listing.
Go to ATS > Vacancies.
Find the vacancy.
Open the More actions (…) menu.
Select Copy vacancy link.
✅ The link is copied and can be opened in your browser or shared where appropriate.
When opened, the link takes you to the vacancy listing.
From the listing, applicants can:
read the vacancy information
start an AMI-assisted application, if configured
open the standard application form, if AMI-assisted application screening is not configured
return to all vacancies on the relevant internal or external vacancy board
💡 Tip: Use Copy vacancy link to preview what applicants will see before sharing the vacancy more widely.
End publishing
Use End publishing when you want to remove a vacancy from active internal or external listings without deleting the vacancy record. For example, you might end publishing when the vacancy has passed its closing date or you no longer want to receive applications.
Go to ATS > Vacancies.
Find the vacancy.
Open the More actions (…) menu.
Select End publishing.
Confirm that you want to close the vacancy.
The vacancy is no longer shown as an active published vacancy on the relevant vacancy board, but the vacancy record remains in ATS.
After publishing has ended, the vacancy appears as Closed.
Reopen a vacancy
Closed vacancies can be reopened.
Go to ATS > Vacancies.
Find the closed vacancy.
Open the More actions (…) menu.
Select Reopen vacancy.
The vacancy is reopened and can appear again as an active vacancy, depending on its internal or external publishing setup.
Delete a vacancy
Use Delete only when the vacancy and its associated applications should be permanently removed.
Go to ATS > Vacancies.
Find the vacancy.
Open the More actions (…) menu.
Select Delete.
Confirm the deletion.
⚠️ Warning: Deleting a vacancy permanently deletes the vacancy and any associated applications. This cannot be undone.
Change vacancy status from the vacancy overview
You can also change the vacancy status from inside the vacancy overview.
Go to ATS > Vacancies.
Find the vacancy.
Click the vacancy to open the vacancy overview.
Use the status dropdown in the upper-right corner.
Select the required status.
Available statuses include:
Open
Closed
On hold
Draft
Summary
Use ATS > Vacancies to view and manage vacancy records.
Remember:
Approved, Pending approval, and Rejected tabs help group vacancies by approval state.
Table view is best for searching, filtering, and detailed vacancy management.
Card view is useful for visually scanning vacancies.
Copy vacancy link lets you preview or share the applicant-facing listing.
End publishing removes a vacancy from active listings without deleting it.
Delete permanently removes the vacancy and associated applications.
A vacancy’s status can also be changed from the vacancy overview.
FAQs
Click to see answers to frequently asked questions
Click to see answers to frequently asked questions
Q: What is the difference between Table view and Card view in ATS Vacancies?
A: Table view shows vacancies in rows and columns, with search and column filters. It is useful for finding and managing vacancies. Card view shows vacancies as cards and is useful for quickly scanning vacancy status and key details.
Q: What does End publishing do in ATS Vacancies?
A: End publishing removes the vacancy from active internal or external listings while keeping the vacancy record in ATS.
Q: Does End publishing delete the vacancy in ATS?
A: No. Ending publishing does not delete the vacancy. It closes the vacancy but keeps the vacancy record. You can reopen the vacancy later if needed.
Q: Can I reopen a closed vacancy in ATS?
A: Yes, you can reopen a closed vacancy. Open the closed vacancy’s More actions (…) menu and select Reopen vacancy.
Q: What does Copy vacancy link do in ATS?
A: Copy vacancy link copies a link to the applicant-facing vacancy listing. You can use it to preview the listing or share the vacancy where appropriate.
Q: What happens if I delete a vacancy in ATS?
A: Deleting a vacancy permanently removes the vacancy and any associated applications. This cannot be undone.
Q: Why is a vacancy in Pending approval?
A: Your organisation may use the ATS vacancy approval workflow (deployed via Sense Automate). If so, vacancies created by users without ATS administrator permissions may be sent for approval before they can be published.
Q: Can I change a vacancy’s status manually?
A: Yes, you can change a vacancy's status manually. Open the vacancy overview by clicking the vacancy listing and use the status dropdown in the upper-right corner to change the status to Open, Closed, On hold, or Draft.