WFM UK: ATS: Job Role Management – Fourth & HotSchedules Customer Success Portal

Overview

This article explains how to create, amend and delete a Job Role in the Fourth Applicant Tracking System (ATS). Changes can be made by any user who has the permission to access the Roles menu option under the SET UP menu in the ATS - see Fig.1.

If this menu option is not visible, seek advice from the recruitment team or an ATS administrator, as both should have access to the Roles menu option.

Fig.1 - SET UP > Roles

How to Create a new Role

To create a new Role, first, create the Job Title in HR if the Job Title doesn’t exist yet
To create a new Role, select the New button from the bottom of the Role page
Fill in all details as outlined in the tables below and Save changes

Fig.10 - The 'New' button for adding a new Role

Please note: If you are using different Caterer Premium templates, please contact Fourth so this can be set up for the new role created.

Refer to the article here for more details on how to submit such a request.

How to make Changes to a Role

Go to SET UP > Roles
Select the required Role name

Fig.6 - Selecting a Role name to make changes to it

A screen presenting all Role settings will then display - see Fig.7.

Fig.7 - Role settings 1/2

A number of settings are required for Roles to work within the ATS system, as explained in the table below.

All settings marked with an asterisk - * - are mandatory fields.

Brand	If multiple brands are set up, this drop-down allows a Role to be associated to the correct one. For a single brand, this will default to the only available brand.
Required permission	The permission is linked to who can create and manage a Role in the ATS. If the drop-down is left blank then every user can create a vacancy for the applicable role but cannot manage the associated candidates. If a permission is selected then only users with access to that permission are able to create and manage the role. Best practice is to assign the process permission matching the process that the role is used for. i.e. if a role is associated with the hourly process then select can access hourly process from the drop-down. If a new permission is needed please reach out to your Fourth contact.
Process to use	This drop-down is for selecting the recruitment process with which the Role is associated.
Requires approval	The default option is always set to No. Please do not make any changes to this unless the ATS is specifically set up for internal approval processes. If this is the case the drop-down can be used to indicate if a Role requires an internal approval or not.
Role name	The name that is displayed in the advert (this is not related to the Job Title name in HR.) The Job Role name must be unique so that the correct Role can be selected when opening a vacancy.
Workforce Management Name	This is the 'Job Title Name' in HR & Payroll with which the role is associated. This needs to exactly* match the 'Job Title Name' in HR & Payroll*. It is possible to create a job role without an associated job title (i.e. Management opportunities to advertise for a wide range of specific roles) However: onboarding candidates under this role is not possible. Candidates will have to be moved to a specific role prior onboarding.
Job Search Group	Job search groups are visible on the ATS home page for candidates to search vacancies by group (i.e. 'Front of House' or 'Management'). The job search groups are unique to each business. Select the job search group that the Role should be featured in.
For ats vacancies	Always select Either, unless this Role is not to appear as a vacancy option. The available options are Yes, No, and Either.
Role division	The Division to which the Role is associated with. This needs to match the Job Title setting in HR & Payroll. Only one Division can be selected per Role.
Excluded locations	If certain Locations should not feature a Role, these can be chosen individually from here.
Role Image or Video	To add a new image or amend an existing one, select the camera icon. Role images will always take priority over a Location image. JPEG Image sizes: 1696px width x 955px height, and not more that 800k in size. If a video is required, please liaise with your Fourth contact.
Associated Contracts	All available e-signature contracts are featured here and can be selected or removed by using the Plus and Minus icon accordingly. Please ensure that at least one contract is associated to a Role otherwise the onboarding of a candidate for this Role cannot be completed.
Job Description	A new job description can be uploaded as a PDF file here. The Job Description PDF appears as a downloadable file for active applicants underneath vacancies relevant to the role in question. Applicants would access the files via their ATS, under their 'active applications' option. The Job Advert Text is the text that appears against the vacancy on the customer's ATS website, and 3rd party sites that are also advertising the vacancy.

Fig.8 - Role settings 2/2

Job Advert Text	The job advert for the vacancy is entered here. Use formatting tools at the top of the box as required. Fourth does not recommend copying information from a Word document, as this can bring additional formatting over. If copying text, paste it into a text file and then copy and paste out again to 'clean' it of any formatting.
Pay Rates and Inclusions	From Pay rate drop-down, a pay rate can be associated with the Role. If a pay rate is required which is not currently included in the drop-down options, select +Add New pay rate
+Add New pay rate	The page expands once this has been selected to show more fields to complete: Fig.9 - Adding a new pay rate type Pay rate type: Choose from the list and enter the pay rate details (do not add £ sign) Single value - e.g. 9.50 Range - from to e.g. 25000 to 35000 Paypoints - e.g. 8.50,9.50,10.00 (do not add spaces between the commas and text) Period: Select either Per Hour or Per Annum Once the details are entered select Save. The new pay rate will be available in the drop-down and can be selected for this Role.
Pay rate Depends on	This can be selected if a default setting for this Role is required. The default option is still editable when opening a vacancy. If an option is needed but not featured in the drop-down, please liaise with your Fourth contact.
Package includes	This can be selected if a default setting for this Role is required. The default option is still editable when opening a vacancy. If an option is needed but not featured in the drop-down, please liaise with your Fourth contact.
Paid by rota	Select Yes or No to indicate if this Role is paid by rota or not. This has to match the Job title settings in HR & Payroll.
Pay Rate Variations by location	If the pay rate varies between Locations, then this option can be used to specify each one.

Changes Commonly made to Job Roles

The following changes are the most common made to Job Roles in the ATS:

Change of Role name
Change of Role mapping (the relationship between a Role in the ATS and the Job Title in HR)
Change of pay banding/pay points
Change of pay rate
Change to job description
Change to job advert
Change to Role image
Removal of a Role
Creation of a new Role

Pay Rate Changes

Job roles within the Applicant Tracking System (ATS) must have a default pay-rate so the system can set parameters that control what hourly/salary rate of pay can be advertised for a role and offered to a candidate. However, the demand for the same role can differ in various circumstances. ATS is built to accommodate this.

Pay rates are controlled within each individual role.

Fig.1 – Locating the Role

Default Pay Rate

Scroll down to the heading Pay Rates and Inclusions.
Here, either select a set pay rate from the Pay Rate drop-down option or create a new range by selecting Add New Pay Rate.
When creating a new pay rate, it's possible to choose between three different pay types:

Choose from the list and enter the pay rate details (do not add £ sign)
Period - Select either Per Hour or Per Annum
Once the details are entered select Save. The new pay rate will be available in the drop-down and can now be selected for this role
The selected pay rate will always be the default pay-rate that can be displayed when advertising a vacancy, and at the offer stage for the hiring manager if no ‘Pay Rate Variation by Location’ is set

Fig.2 – Default Pay-Rate

Pay Rate Variation by Location

This area of the system allows you to set different pay rates, per location.

For example, a default offer can be set of £18,000 – £19,000, but at a different location, this can be £19,000 – £20,000.

When in the specific role, scroll down to the heading Pay Rate Variations by Location

This shows any current locations listed with a variation. Fig.3 below shows the default pay rate as £8 - £9, but there is a variation for the London location, allowing a range of £9.50 – £10.51.

Fig.3 – Difference between Default and Variation by Location

There’s also an option to include additional locations, by selecting the + Add New Pay Rate for a Specific Location

Fig.4 – Adding New Entry

Here, select the location, along with the range, other features such as what the pay rate depends on, and potential packages that come with the offer e.g. ‘Bonus & Benefits’.

How to Delete a Role

Access the Roles menu option by going to SET UP > Roles

Roles which are associated to a current vacancy or a recruitment process feature a greyed-out Delete button.

To permanently delete a Role from the ATS, select the greyed-out Delete button next to it

Fig.2 - Deleting Roles

Warning Messages

It is possible that attempting to delete a Role will be 'blocked' by the following reason:

Roles are associated with an Onboarding document (contract) or Job group (Job search group on the candidate portal)

This means that each ATS element associated needs to be unset or deleted before the Role itself can be deleted.

Select Unset or Delete for each individual element, or use the Unset All or Delete All button

Fig.3 - Unset and Delete options

To permanently remove the Role from the ATS, select Delete role

Fig.4 - Delete role option

Another possible reason for being unable to delete a Role is:

Roles are associated with a current or closed vacancy and therefore with applicant records within those vacancies

Fig.5 - Role linked to vacancies warning message

This means that all applicants within a vacancy associated to that Role must be regretted before the Role can be deleted.