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ATS: Understand the vacancy overview

Use the vacancy overview to view vacancy details, manage applicants, review the vacancy pipeline, and access AMI-assisted application setup.

Who it’s for: ATS administrators, hiring managers, and recruitment users with vacancy access

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 the vacancy

☑️ Hiring team access or administrator permissions for the vacancy

☑️ The correct permissions if you need to edit the vacancy, manage applicants, or update the vacancy pipeline

🖊️ Note: The vacancies and applicants you can see depend on your ATS permissions and whether you have been added to the vacancy’s hiring team.

Overview

The vacancy overview is where you can review and manage a specific vacancy.

From the vacancy overview, you can:

  • view Vacancy details

  • view the Hiring team

  • review the Vacancy advert

  • view and manage Applicants for the vacancy

  • view and update the vacancy Pipeline

  • set up AMI-assisted application screening from the Interview tab

  • change the Vacancy status

  • access vacancy actions from the More actions (…) menu

Navigation path

ATS > Vacancies > [select vacancy]

Open a vacancy overview

  1. Go to ATS > Vacancies.

  2. Find the vacancy.

  3. Click the vacancy from either Table view or Card view.

    Vacancies in Table view showing area to click to open vacancy overview
    Vacancies in Card view showing area to click to open vacancy overview

✅ The vacancy overview opens.

Vacancy overview showing tabs for Details, Hiring team, Vacancy advert, Applicants, Pipeline, and Interview.

💡 Tip: If you have a large number of vacancies, use Table view to search, filter, or sort the vacancy list before opening the vacancy.

Vacancy overview tabs

The vacancy overview is organised into tabs.

Vacancies include these tabs:

Tab

What it shows

Details

The main vacancy details, such as role information shown on the vacancy listing.

Hiring team

The users added to the vacancy’s hiring team.

Vacancy advert

The vacancy advert shown to applicants.

Applicants

Applicants linked to the vacancy.

Pipeline

The vacancy pipeline and applicant stage positions.

Interview

AMI-assisted application screening setup and results, where configured.

Some systems may also include additional tabs or functionality depending on service connectors, workflows, and configuration.

Details tab

The Details tab shows the main vacancy details.

These are the vacancy details entered during vacancy setup, such as:

  • vacancy name

  • description

  • location

  • department

  • employment type

  • pay

  • shift or schedule

  • closing date

  • whether the vacancy is internal or external

Vacancy overview Details tab showing the main vacancy information

These details are view-only from the tab.

To update them, open the More actions (…) menu (upper right) and select Edit.

Hiring team tab

The Hiring team tab shows the people added to the vacancy’s hiring team.

Hiring team members can access the vacancy and its associated applicants, depending on their ATS permissions.
​

Vacancy overview Hiring team tab showing the users assigned to the vacancy hiring team.

This tab is view-only.

To update the hiring team, open the More actions (…) menu (upper right) and select Edit.

🖊️ Note: Hiring managers added to a vacancy only have access to that vacancy and its applicants by default. They do not automatically gain access to unrelated vacancies or applicant records unless they also have broader ATS permissions.

Vacancy advert tab

The Vacancy advert tab shows the vacancy advert displayed to applicants.

Vacancy overview Vacancy advert tab showing the vacancy advert content.

This tab is view-only.

To update the advert, open the More actions (…) menu (upper right) and select Edit.

Applicants tab

The Applicants tab shows applicants linked to the vacancy.

The table includes:

  • applicant name

  • application date

  • pipeline stage

  • More actions (...) menu

You can click an applicant’s name or row to open their applicant profile for this vacancy. From there, you can review their application form, documents, AMI screening results, comments, and communications where enabled.
👉 See ATS: View and manage an applicant profile for full guidance.

🖊️ Note: The applicant profile is specific to the vacancy record you opened. If the same applicant is linked to more than one vacancy, documents, comments, and application details may be managed separately for each vacancy.

Vacancy overview Applicants tab showing applicants listed with application date and pipeline stage.

From this tab, you can use the applicant’s More actions (…) menu to manage their relationship with the vacancy.

The available actions depend on the applicant’s pipeline status.

Applicant status

Available actions

Hired

Duplicate

Other pipeline stages

Move to vacancy, Duplicate, Delete

More actions menu for a non-hired applicant showing Move to vacancy, Duplicate, and Delete options.

More actions menu for a hired applicant showing Duplicate option.

Move to vacancy

Use Move to vacancy when the applicant should be removed from the current vacancy and moved to another vacancy.

Duplicate

Use Duplicate when the applicant should be copied to another vacancy while remaining attached to the current vacancy.

This can be useful when an applicant may be suitable for another role, such as an internal vacancy or a similar open position.

Delete

Use Delete to remove the applicant from the vacancy.

⚠️ Warning: Deleting an applicant removes them and all of their associated records from the relevant vacancy record.

Pipeline tab

The Pipeline tab shows the vacancy pipeline and where applicants sit within each stage.

From this tab, you can:

  • view applicants by pipeline stage

  • expand or collapse stages

  • select applicants

  • download CVs

  • compare and summarise applicants with AMI

  • move applicants to another stage

  • edit the vacancy pipeline

Vacancy overview Pipeline tab showing applicants grouped by pipeline stage.

Collapse or expand pipeline stages

Use Collapse all to collapse all pipeline stages and show a more condensed view.

You can also collapse individual stages using the collapse icon on the stage.

Collapsed vacancy pipeline showing pipeline stages with applicant counts.

Select applicants

Select one or more applicants to open the action bar.

Depending on your selection, available actions can include:

  • Download CVs

  • Compare and summarise

  • Move to stage

  • Select all applicants

  • Deselect

Vacancy pipeline action bar shown after selecting two applicants on the same stage.

Move applicants to another stage

Use Move to stage to move selected applicants to another stage in the vacancy pipeline.

  1. Select the applicant or applicants.

  2. Click Move to stage.

    Vacancy pipeline showing multiple applicants selected in the same stage with Move to stage available in the action bar.

  3. Choose the stage to move them to and click Next.

    Move to stage modal showing the pane for selecting the target pipeline stage and Next button..

  4. Confirm the move.

    Move to stage confirmation showing the selected stage and confirmation button.

🖊️ Note: You can bulk move multiple applicants only when all selected applicants are in the same pipeline stage. If selected applicants are across different stages, bulk move is not available.

Compare and summarise applicants with AMI

When more than one applicant is selected, you can use Compare and summarise to ask AMI to compare the selected applicants.

AMI can use applicant documents, such as CVs, to provide a comparison and summary for review.

Edit the vacancy pipeline

Use Edit pipeline to manage the pipeline for this vacancy only.

  1. Open the Pipeline tab.

  2. Click Edit pipeline (upper right).

    Pipeline tab showing Edit pipeline option.

  3. Review the current vacancy pipeline.

  4. Click Manage stages.

    Edit pipeline modal showing an overview of the current vacancy pipeline and Manage stages option.

  5. Select or clear stages as needed.

    Manage stages modal showing stages that can be selected or cleared for the vacancy pipeline.

  6. Click Done to save your changes.

If you choose to remove a stage that contains applicants, ATS warns you that the stage contains applications and that you should move those applications to another stage first.

🖊️ Important: Editing the pipeline from a vacancy changes that vacancy only. It does not update the original pipeline template in ATS > Settings > Pipelines.

Create a new stage from a vacancy pipeline

You can also create a new stage while managing a vacancy pipeline.

  1. Open the Pipeline tab.

  2. Click Edit pipeline.

  3. Click Manage stages.

  4. Click + Create new.

    Edit pipeline modal showing + Create new option for creating a new stage.

  5. Enter the stage details.

    Create new stage modal opened from the vacancy Edit pipeline option.

  6. Save the stage.

  7. Add it to the vacancy pipeline and click Done.

    Edit pipeline modal showing new stage ready to add to pipeline.

🖊️ Note: Creating a new stage from a vacancy pipeline also adds the stage to ATS > Settings > Pipelines > Stages.

Interview tab

The Interview tab is currently used to set up AMI-assisted application screening for the vacancy.

From this tab, you can:

  • set up AMI-assisted application and screening

  • select screening questions from an existing vacancy

  • review AMI application results once applicants have applied

  • edit the AMI screening questions

  • preview applicant answers and scoring

Vacancy overview Interview tab showing options to set up an interview or select from an existing vacancy.

🖊️ Note: Although the current tab is called Interview, it is used to configure AMI-assisted application screening. It does not mean AMI is conducting a formal interview.

Set up AMI-assisted application screening

Click Setup interview to open AMI and configure the application screening flow.

AMI can help you create vacancy-specific questions, acceptance criteria, optional questions, and termination questions.
👉 See ATS: Set up AMI-assisted application screening for more detailed guidance.

Applicants then use Start application with AMI from the vacancy listing.

Select from existing vacancy

Click Select from existing vacancy to reuse the AMI screening question set from another vacancy.

This is useful when you are recruiting for a similar role and want to reuse an existing screening flow.

Interview tab after applications are received

After at least one applicant has completed an AMI-assisted application, the Interview tab shows applicant screening results.

You can select an applicant from the left-hand list to view their results.

The tab can show:

  • applicant match percentage

  • ranking

  • answer quality score

  • category scores

  • full application questions and answers

Interview tab after AMI-assisted applications have been received, showing applicant results and scoring.

Review applicant answers

Click Preview (upper right) to review the selected applicant’s answers, scoring criteria, and weighting.

Interview review showing applicant answers, scoring criteria, and weighting.

Edit questions

Click Edit (upper right) to reopen the AMI workspace and update the screening questions for the vacancy.

Change vacancy status

From the vacancy overview, you can change the vacancy status using the dropdown in the upper-right corner.

Available statuses include:

  • Open

  • Closed

  • On hold

  • Draft

Vacancy overview status dropdown showing Open, Closed, On hold, and Draft options.

Use the More actions menu

The vacancy overview also includes the More actions (…) menu in the upper-right corner.

This gives access to the same vacancy actions available from the main Vacancies page, depending on vacancy status and permissions.

Depending on the vacancy status, actions can include:

  • Summarise

  • Edit

  • Copy

  • Copy vacancy link

  • End publishing

  • Reopen vacancy

  • Delete

Summary

The vacancy overview brings together the main tools for managing a specific vacancy.

Remember:

  • Details, Hiring team, and Vacancy advert are view-only from the overview. Use Edit to update them.

  • The Applicants tab shows applicants linked to the vacancy.

  • The Pipeline tab lets you manage applicants through the vacancy’s stages.

  • Changes made through Edit pipeline apply to this vacancy only. They do not update the original pipeline template in ATS > Settings > Pipelines.

  • Creating a new stage from Edit pipeline > Manage stages also adds that stage to ATS > Settings > Pipelines > Stages.

  • The Interview tab is currently used for AMI-assisted application screening.

  • The status dropdown lets you change the vacancy status.

  • The More actions (…) menu provides vacancy-level actions.

FAQs

Click here to see answers to frequently asked questions


Q: How do I open the vacancy overview?

A: To open the vacancy overview, go to ATS > Vacancies and click the vacancy from either table view or card view.

Q: Does editing the vacancy pipeline update the pipeline template?

A: No. Editing the pipeline from a vacancy only changes that vacancy. It does not update the original pipeline template in ATS > Settings > Pipelines.

Q: Can I move multiple applicants to another pipeline stage at once in ATS?

A: Yes, you can move multiple applicants to another stage at once, but only when all selected applicants are in the same pipeline stage. If selected applicants are across different stages, bulk move is not available. To do this select multiple applicants from the same stage and click Move to stage.

Q: What is the Interview tab used for in ATS Vacancies?

A: The Interview tab is currently used to set up and review AMI-assisted application screening for the vacancy.

Related Articles
ATS: Overview and navigation
ATS: Create, edit, or copy a vacancy
ATS: View and manage vacancies
ATS: Manage a vacancy pipeline
ATS: View and manage an applicant profile
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