Overview
This article helps you post and manage job listings directly from your admin area. You can publish jobs quickly, retain full control over listings, and stay operational even when CRM integrations are unavailable.
The platform offers a fast and reliable solution with no third-party tools required.
Key benefits
Control and manage each job listing individually without relying on CRM workflows.
Post urgent job roles quickly, bypassing potential delays from integrations.
Update or amend listings on the fly, perfect for dynamic recruitment needs.
Maintain continuity by posting manually if an integration is unavailable or experiences downtime.
Understand how search results work to optimise job visibility for candidates.
Post a job
To manually publish a job, follow these steps.
Log in as an admin.
Click the Jobs tab in the top menu.
Click the green New button.
Complete the form fields.
Click the blue Submit button to publish.
Job form fields
This section explains the fields available when posting or editing a job.
📌Notes:
Some fields (like Video URL or SEO Locations) depend on your website's setup. Contact your Account Manager for more details.
Fields marked with an asterisk are required.
Field name | Description |
Job Title* | The job’s display title. |
Expiry Date and Time* | When the job listing expires from the site. |
User | Admin user posting the job (optional). |
Assign to an existing consultant profile. | |
City, region, or area. | |
Postcode | Job location postcode. |
Job Reference | Internal unique identifier. |
Industry or sector, e.g., Finance, IT. | |
Employment type: Permanent, Contract, etc. | |
Helps with search filtering. | |
Seniorities | Experience level required. |
For improving search visibility. | |
Location-based SEO visibility. | |
Custom fields like Salary Range. | |
Associated branches or offices. | |
Tags like which Volcanic website to display the job on. | |
Job Description | Full job details and responsibilities.
🤓 Tip: Use the Bias Analyser above this field for inclusive language suggestions. |
Summary | Short preview of the job description. |
Contact Name/Email/Phone | Consultant details for applicants. |
Contact URL | Link to consultant profile or team page. |
Application Email | Where application notifications are sent. |
Application URL | Redirect link for external applications. |
Image | Optional banner or logo. |
Client | Link to a client profile. |
Start/End Date | Intended start and end dates. |
Job Start Date | Ideal candidate start date. |
Job Duration | E.g., 3 months, ongoing. |
Min and max salary ranges. | |
Salary Per | Frequency (e.g., per Year). |
Salary Displayed | Public-facing salary text. |
Salary currency. | |
Referral | Track job origin. |
Video URL | Embed a video (e.g., YouTube). |
Select available languages for the post. | |
Featured Job | Check to highlight this job on the homepage/search page. |
Watch the video below for your visual guidance.
Edit a job
You can edit any job listing, whether posted manually or via integration:
Log in to the admin area.
Click the Jobs tab.
Filter to locate the job.
Click the Edit icon beside the job title.
Update the necessary fields.
Click Submit to save and publish your changes.
Expiring and deleting jobs
This section explains how jobs expire on your career site, what happens when they do, and how to delete expired jobs from the admin area.
Job expiry rules
Jobs expire based on default platform settings or CRM-specific rules.
Default behaviour
Jobs expire one month after creation if no expiry date is set. Expiry occurs at 00:00 of your site's timezone. You can manually set or change expiry dates in the CMS (but not the time).
CRM-specific rules
Bullhorn: Expiry can be controlled via the CMS or Bullhorn App.
JobScience: Expiry period is defined during the build phase (default is 3 months).
ATS: Jobs expire 30 days from the creation date.
📌 Note: Job expiry rules vary depending on how jobs are created or integrated (e.g. through CRMs like Bullhorn, JobScience, etc.).
Expiring a job early
To manually expire a job before its scheduled expiry date:
Log into your CRM, if integrated.
Follow your CRM-specific method:
🤓 Tip: Always expire jobs through your CRM if it's integrated. Expiring through the CMS could be overridden by future CRM updates.
What happens when a job expires
When a job reaches its expiry date:
It is removed from your job listings.
It is hidden from keyword search results.
It is not shown in job carousels or sliders (depending on setup).
The Apply button is removed from the job page.
An Expired label is displayed on the page.
The page is flagged as non-indexable to search engines.
📌 Note: The job page remains live even after expiry to preserve SEO and user experience.
Why expired jobs are still accessible
Expired jobs are deliberately kept live on your site to avoid SEO issues and broken links.
Candidates may still access expired jobs via:
Bookmarked or saved links.
Search engine results (until listings are refreshed).
Previous marketing campaigns.
Instead of landing on a 404 error, users:
See a valid expired job page.
Are directed to live jobs.
Get a better user experience.
📌 Note: Candidates cannot apply to expired jobs.
Deleting jobs
After a job expires, you can delete it from the admin area if it is no longer needed.
⚠️ Warning: Deleting a job permanently removes all related candidate applications and application data and can't be undone.
We recommend keeping expired jobs rather than deleting them. If you absolutely must delete a job, save any important application data offline first and make sure you'll never need it again.
🤓Tip: Consider setting up redirects as an alternative to deleting jobs. This preserves all application data while directing users to relevant live jobs or pages.
How to delete jobs individually
Log in to the admin area.
Click the Jobs tab at the top.
Find the job you want to delete.
Click the Delete icon.
When prompted, click the red Delete button to confirm.
📌 Note: Only delete jobs if you're sure you won't need the data later.
Featured jobs
The Featured Jobs function allows you to pin important roles to the top of your Jobs page and search results, ensuring higher visibility for critical vacancies.
What it does
Featured jobs appear at the top of job listings regardless of publish date. On the Job Search page, featured jobs display a star icon to help them stand out. Featured jobs remain highlighted until the Featured Job checkbox is manually unselected.
Set a job as featured
Log in as an admin.
Click the Jobs tab at the top.
Find and edit the job you wish to feature.
Select the Featured Job checkbox, located just above the Submit button.
Click Submit to save your changes.
📌Note: Featured jobs maintain their elevated position until deselected. Featuring jobs is ideal for roles that are urgent, strategic, or of high value to your business. Use Featured Jobs alongside Re-publish to maximise visibility.
🤓Tip: Regularly rotate featured jobs to keep your jobs board fresh and engaging for returning visitors.
Bias Analyser
The Bias Analyser helps you write more inclusive and engaging job adverts by identifying biased language and offering inclusive alternatives.
You can access the Bias Analyser when creating or editing a job advert. Enter your text into the Job Description field, then click Review Ad to scan for potentially biased language. The tool highlights phrases that could be improved and provides a Diversity Score. Hover over purple tooltips for specific suggestions.
🤓 Tip: A higher score means your advert is clearer, more inclusive, and better structured. Suggestions are optional: use your judgement to maintain brand tone.
📌 Note: For detailed information on using the Bias Analyser, see the Bias Analyser help guide.
Structured Data button
The Structured Data Button allows you to edit schema markup for job posts, improving search engine visibility and eligibility for Google for Jobs.
The Structured Data button adds structured data to help Google understand and index your job adverts. This boosts visibility through rich snippets and Google for Jobs listings. When editing a job, click the Structured Data button to update fields as needed.
🤓 Tip: Keep logos compliant (square image, minimum 112x112 pixels). Schema improves search performance but does not guarantee inclusion.
📌 Note: For detailed information on configuring Structured Data, see the Structured Data help guide.
Re-publish button
The Re-publish Button allows you to refresh a job advert's published date, making it appear newly posted.
This feature is especially useful for maintaining visibility in date-prioritised job listings or search results.
Key benefits
Moves the job to the top of the search listings.
Ideal for attracting new candidates without re-posting.
Expired jobs will be live again, with a new expiry set 30 days ahead.
Improves the visibility of jobs by resetting their published date, allowing them to appear higher in date-ordered listings and search results.
How to use Re-publish
Log in as an admin.
Click the Jobs tab at the top.
Find and edit a job.
Click the yellow Re-publish button.
Click Submit.
Alternative: Using Integrations
Instead of manual posting, your career site also supports automatic posting via integrations with platforms like Vincere, Broadbean, and Bullhorn.
Benefits of integrations
Integrations allow you to push jobs directly from your CRM, eliminate duplicate data entry, and automate your job posting workflows.
📌Note: For more information, see the Integrations Help Guide.
How job search works
Understanding how job search and ordering works helps you optimise job content for better visibility.
Search matching
When a candidate searches for something like forklift driver, the system looks for those words across job titles, descriptions, disciplines, and other job data. It uses fuzzy matching to handle common misspellings, so frklft can still match forklift.
Each job receives a relevance score based on how well it matches the search terms. Jobs with the search phrase in both the title and description rank higher than jobs with just one of those words. The best matches appear first, with less relevant results appearing on later pages.
Job ordering
Jobs are ordered by a combination of factors:
Featured jobs always appear at the top of the list, regardless of their relevance score or publish date.
Search results are then ordered by relevance score, with the highest scoring jobs appearing first.
Browse mode (when no search terms are used) displays jobs in order of their creation or published date, with newest first.
Why unrelated jobs appear
You might notice seemingly unrelated jobs appearing in search results. This happens because the algorithm searches for individual words and scores any match above zero. For example, an administrative assistant job requiring a driver's licence might appear when searching for forklift driver because both contain the word driver. The algorithm can't understand context or meaning: it simply matches words.
We deliberately show more possible matches rather than fewer, even if this means some results aren't perfect. This approach works better when job data is incomplete or inconsistent, giving candidates a better chance of finding what they need.
How filters work
Filters work within the full set of search results, showing only jobs that match both the search terms and the selected filters. Results stay ordered by relevance, so the best matches appear first even after filtering.
🤓 Tip: Optimise job visibility by using clear, descriptive titles with relevant keywords. Complete all job fields thoroughly and use the Disciplines, Job Type, and Job Functions fields accurately to help the search algorithm match your jobs to candidate searches effectively.
Best practices
Use consistent naming and categorisation across all jobs to improve search and filtering.
Regularly review and update job descriptions to maintain relevance and accuracy.
Use the Bias Analyser to ensure inclusive language in all job adverts.
Test job visibility by searching for key terms candidates might use.
Keep featured jobs fresh by rotating them regularly to maintain visitor engagement.
Monitor expired jobs and set up redirects rather than deleting them to preserve SEO value.
Provide complete job information to improve search algorithm matching and candidate experience.
📌 Note: Understanding how the search algorithm works helps you optimise job content for better visibility.
FAQs
Q1: Can I edit jobs imported from a CRM?
Answer: Yes, all jobs, whether manually added or imported, can be edited within the admin area.
Q2: Why don't I see all the available fields when posting a job?
Answer: Some fields depend on your website's specific setup or package. If unsure, contact your Account Manager.
Q3: How do I mark a job as Featured?
Answer: Select the Featured Job checkbox when editing a job to promote it at the top of listings.
Q4: Can I schedule a job to go live at a future date?
Answer: Currently, manual postings go live immediately. For future scheduling, use an integration.
Q5: What happens when a job expires?
Answer: Expired jobs are removed from job listings and hidden from search results. The Apply button is removed, an Expired label appears on the page, and the page is flagged as non-indexable to search engines. However, the job page remains live to preserve SEO value and avoid broken links for users who may have bookmarked, saved, or accessed the link from external sources.
Q6: Can I clone or duplicate a job advert?
Answer: Direct cloning isn't available, but you can copy and paste details to create a new job or use an integration.
Q7: Why isn't my job appearing on the homepage or search results?
Answer: Ensure the job status is Live, not Expired, and fields are properly filled in.
Q8: Can I refresh a job to move it to the top of the search results?
Answer: Yes, use the Re-publish button to update the job's publish date. This moves the job higher in date-ordered listings and can improve visibility in search results.
Q9: What happens when I re-publish an expired job?
Answer: The job is made live again, and its expiry date resets to 30 days from today.
Q10: How do I improve how my job appears on Google for Jobs?
Answer: Use the Structured Data button to enhance your schema markup and meet Google's standards. For detailed guidance, see the Structured Data Help Guide.
Q11: Why is my company logo missing from Google for Jobs?
Answer: Ensure your logo meets Google's requirements (square image, minimum 112x112 pixels, .jpg/.png/.gif format) and check your Google Business Profile if issues persist.
Q12: Do I have to accept all suggestions from the Bias Analyser?
Answer: No, suggestions are optional—you can choose which edits to apply based on your brand tone and style. For more information, see the Bias Analyser Help Guide.
Q13: Will using the Bias Analyser guarantee a more diverse range of applicants?
Answer: While it significantly improves the inclusivity of your language, results may vary depending on job role, market, and audience. For detailed information, see the Bias Analyser Help Guide.
Q14: Can I re-publish multiple jobs at once?
Answer: No, jobs must be re-published manually one by one through the admin area.
Q15: Does re-publishing a job affect its original creation date?
Answer: No, the creation date remains the same; only the published date is updated.
Q16: How often should I refresh jobs using the Re-publish Button?
Answer: Best practice is to refresh key jobs every few weeks to maintain visibility and engagement.
Q17: Can I edit the structured data for jobs posted through integrations?
Answer: Yes, but edits to structured data must be made manually via the Structured Data button after the job is posted. For more information, see the Structured Data Help Guide.
Q18: How long do jobs stay live before they expire?
Answer: Jobs expire one month after creation by default if no expiry date is set. However, CRM-specific rules may apply - Bullhorn jobs can be controlled via the CMS or Bullhorn App, JobScience jobs typically expire after 3 months, and ATS jobs expire after 30 days.
Q19: Why can I still see an expired job page?
Answer: Expired job pages are deliberately kept live to avoid SEO issues and provide a better user experience. Users may access expired jobs through bookmarks, search engine results, or previous marketing campaigns, so instead of showing a 404 error, they see a valid expired job page.
Q20: How do I expire a job early?
Answer: Always expire jobs through your CRM if integrated. For Bullhorn, set the job status to Closed. For JobScience, Broadbean, or JobAdder, use your usual method to expire the job. Expiring through the CMS could be overridden by future CRM updates.
Q21: Can I delete jobs from the admin area?
Answer: Yes, but deleting jobs permanently removes all related candidate applications and application data, which cannot be undone. We generally recommend against deleting jobs in most scenarios. Consider setting up redirects instead - this preserves all application data while directing users to relevant live jobs or pages.
Q22: What should I do before deleting a job?
Answer: If deletion is absolutely necessary, save all candidate applications and application data offline first, as this information will be permanently lost. Make sure you'll never need the application data in the future, as deletion cannot be undone.
Q23: Can I delete multiple jobs at once?
Answer: No, the platform does not support bulk deletion of jobs. You must delete jobs individually through the admin area. Use filters to show expired jobs only to help manage multiple deletions more efficiently.
Q24: Should I delete expired jobs?
Answer: Generally no. We recommend against deleting jobs in most scenarios because expired jobs still provide SEO value and prevent broken links. If you don't want users accessing expired job pages, consider setting up redirects instead - this preserves application data while directing users to relevant live jobs. Only delete jobs if you are absolutely certain you will never need the candidate applications and application data again, as this information will be permanently lost.
Q25: What's a better alternative to deleting jobs?
Answer: Set up redirects instead of deleting jobs. Redirects preserve all candidate applications and application data while automatically directing users from expired job pages to relevant live jobs or other pages on your site. This maintains SEO value and prevents data loss.
Q26: Do featured jobs appear above search results?
Answer: Yes, featured jobs always appear at the top of all job listings, even when candidates use search terms or filters. After featured jobs, remaining jobs are ordered by their relevance score to the search terms.
Q27: Why do seemingly unrelated jobs appear in my search results?
Answer: The search algorithm performs fuzzy matching and looks for individual word matches across job titles, descriptions, disciplines and related data. Jobs with any matching words receive a score greater than 0 and may appear in results, even if they're not entirely relevant. This design ensures candidates are more likely to find jobs they're looking for, especially when job data is incomplete.
Q28: Can I change how the search algorithm works?
Answer: The search algorithm is a core platform feature and cannot be customised per customer. However, you can improve search results by optimising your job titles and descriptions with relevant keywords and complete information.
Q29: Why are search results ordered this way?
Answer: Search results are ordered by relevance score based on the number, frequency and positioning of search terms within the job. Jobs with search terms in the title and description rank higher than those with terms in only one location. Featured jobs always appear first, followed by jobs ordered by relevance score.
Q30: How can I improve how my jobs appear in search results?
Answer: Use clear, descriptive job titles with relevant keywords. Complete all job description fields thoroughly and use the Disciplines, Job Type, and Job Functions fields accurately. This helps the search algorithm match your jobs to candidate searches more effectively.
Q31: What should I do if I can't find what I'm looking for in search results?
Answer: Try using different search terms or synonyms, or use the filter options to narrow results by discipline, job type, location or other criteria. Remember that search is designed to show more possible matches rather than fewer, so filtering helps narrow to the most relevant results.