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Hire - Job Ad Defaults

This guide explains how to configure default settings for job ads in Hire, including stages, application forms, interview forms, qualifications, notifications, and compliance rules.

What's covered in this guide?

About Job Ad Defaults

The Hire > Job Ad Defaults section allows you to configure the default settings that will apply to newly created job ads.

These defaults help standardise recruitment processes across your organisation and reduce the need to manually configure settings for every new role.

Depending on your setup, you can configure:

  • Default hiring stages

  • Candidate application questions

  • Application form fields

  • Interview forms

  • Qualifications

  • Email notifications

  • Offer Letter settings

Changes made here will apply to future job ads unless customised individually at the job level.

Access Job Ad Defaults

To access Job Ad Defaults:

  1. Navigate to Hire > Job Ad Defaults

  2. Select the default job ad configuration you want to edit

  3. Choose a settings category from the left-hand menu

Available categories may include:

  • General

  • Stages

  • Email Notifications

  • Forms

  • Interview Forms

  • Qualifications

📝 Important to note: Changes made in Job Ad Defaults apply to future job ads and may not automatically update existing job ads.

General Settings

The General section controls default visibility settings, candidate application questions, and application form fields.

Job Visibility

You can configure whether new job ads are:

  • Public: visible externally to applicants

  • Internal only: only accessible to existing employees

Default Questions

Default questions are shown to candidates during the application process.

You can:

  • Add new questions

  • Remove questions

  • Configure question response types such as:

    • Yes or No

    • Free text

Examples may include:

  • Do you have experience in a similar role?

  • Can you work weekends?

  • Describe your customer service experience

These questions can help pre-screen candidates before manual review.

Application Form Fields

You can configure which additional fields candidates are asked to complete when applying.

Available fields may include:

  • Phone number

  • Headshot

  • Date of birth

  • Right to work

  • Positions

  • Locations

  • Home address

Some core fields such as Name, Email, and Resume remain required.

💡 Tip: Keep application forms as short as possible to reduce candidate drop-off during applications.

Distance Screening

Distance Screening can automatically reject applications based on the candidate’s distance from the job location.

Distance is measured in a straight line between the candidate’s home address and the job location.

To configure distance screening:

  1. Enable Auto reject based on distance from location

  2. Enter the maximum allowed distance in kilometres

  3. Save your changes

💡 Tip: Distance Screening can help reduce unsuitable applications for location-dependent roles.

Job Ad Defaults

The Job Ad Defaults section allows you to pre-fill common job information for jobs created from the template.

You can configure defaults such as:

  • Pay rate

  • Employment type

  • Job description

Employment type options may include:

  • Full Time

  • Part Time

  • Casual

Stages

The Stages section allows you to configure and manage the hiring pipeline used for job ads.

Stages control how candidates move through the recruitment process and can also trigger automated actions, notifications, forms, and qualification requests.

Depending on the stage, you may be able to configure:

  • Stage names

  • Sort order

  • Candidate notifications

  • Interview scheduling

  • Candidate forms

  • Qualification requests

  • Offer Letter functionality

  • Stage activation settings

Some stages are system-managed and may have limited editing options.

Edit a Stage

To edit a hiring stage:

  1. Navigate to Hire > Job Ad Defaults > Stages

  2. Select the stage you want to edit

  3. Configure the available stage settings

  4. Click Update Stage

Stage Options

Available stage settings may include:

Allow Interview Scheduling

Enable this option to allow interviews to be scheduled while candidates are in the selected stage.

Send Email

Automatically sends an email notification when a candidate enters the stage.

You can customise:

  • Email subject

  • Email content

  • Template fields and placeholders

Examples of placeholders may include:

  • Candidate first name

  • Company name

  • Job title

Exclude from Counts

Excludes the stage from main application reporting counts.

This may be useful for archived or inactive candidate stages.

Active

Controls whether the stage is available for use in the hiring pipeline.

Some core system stages must remain active.

Candidate Forms and Qualifications

Stages can automatically trigger forms and qualification requests when candidates enter that stage.

You can configure:

  • Candidate forms

  • Qualification requests

This helps automate onboarding, compliance, and document collection workflows during recruitment.

Offer Letter Settings

The Offered stage supports Offer Letter functionality.

To enable Offer Letters:

  1. Open the Stages section

  2. Locate the Offered stage

  3. Enable Send documents and contracts

  4. Save your changes

📝 Important to note: Offer Letters can only be configured for the Offered stage. To learn more, refer to the guide Send Offer Letters Through Hire.

Email Notifications

The Email Notifications section controls default notification behaviour for recruitment activity.

Depending on your configuration, notifications may include:

  • New candidate applications

  • Stage changes

  • Candidate communications

  • Hiring activity updates

This helps ensure hiring managers and recruiters stay informed throughout the recruitment process.

Forms

The Forms section allows you to create reusable candidate forms that can be sent during the hiring process.

These forms can be used to collect additional information, documents, acknowledgements, or responses from candidates after they apply.

Each form template includes:

  • A template name

  • Email content sent to the candidate

  • Optional completion deadlines

  • Active or inactive status

You can also use the AI-assisted form builder to automatically generate form questions from uploaded documents.

Create a Form Template

To create a new form template:

  1. Navigate to Hire > Job Ad Defaults > Forms

  2. Click Create Form

  3. Enter a Template name

  4. (Optional) Use Quick build with AI to generate questions automatically

  5. Configure the email content that will be sent to candidates

  6. Set a completion deadline if required

  7. Enable Auto-reject to automatically reject the candidate if they do not complete this form before the deadline while still in the triggered stage.

  8. Ensure Active is enabled

  9. Click Create Form

Build Form Questions and Content

Once a form template has been created, you can build and organise the form using sections and multiple content types.

Within the form builder, you can:

  • Add sections to organise form content

  • Add questions for candidates to answer

  • Add video URLs

  • Upload files or images

  • Add informational text blocks

This allows forms to support both data collection and instructional content.

Configure Form Sections

Forms can be divided into sections to improve readability and organisation.

To add a section:

  1. Open the form template

  2. Navigate to the Questions tab

  3. Click Add Section

  4. Enter a section name

  5. Save your changes

Sections can be renamed at any time using Edit Section Name.

Add Questions and Content

Within each section, you can add different types of content depending on the information you need from candidates.

Available options include:

  • Add Question: Collect candidate responses

  • Add a Video URL: Provide instructional or onboarding videos

  • Add a File or Image: Attach supporting documents or reference material

  • Add Text: Display instructions or additional context

This flexibility allows forms to be used for:

  • Candidate questionnaires

  • Pre-employment paperwork

  • Policy acknowledgements

  • Training preparation

  • Onboarding information collection

AI Form Builder

The optional AI-assisted form builder allows you to upload a PDF or DOCX file to automatically generate form questions.

To use AI form generation:

  1. Click the + button under Quick build with AI

  2. Upload a PDF or DOCX document

  3. Review the generated form questions

  4. Edit or remove questions as needed

This feature can help quickly build forms from:

  • Position descriptions

  • Compliance documents

  • Training materials

  • Existing questionnaires

  • Policy acknowledgements

📝 Important to note: AI-generated questions should always be reviewed before sending forms to candidates.

Form Deadlines

Forms can include optional completion deadlines to help ensure candidates submit required information within a specified timeframe.

This can be useful for:

  • Pre-employment documentation

  • Compliance requirements

  • Onboarding preparation

  • Time-sensitive hiring workflows

Enable Forms for Hiring Stages

After creating a form template, you can enable it for specific hiring stages.

The Forms overview displays:

  • Template name

  • Active status

  • Enabled stages

  • Available actions

If a form displays Not Enabled, it has not yet been assigned to a hiring stage.

To enable a form for a stage:

  1. Navigate to Hire > Job Ad Defaults > Forms

  2. Locate the form template

  3. Click Enable for Stage

  4. Select the hiring stage where the form should be sent

  5. Save your changes

Once enabled, candidates may be prompted to complete the form when they reach the configured stage in the hiring process.

📝 Important to note: Forms can remain active without being assigned to a stage.

💡 Tip: Use different forms for different stages of the hiring journey, such as screening, onboarding, or compliance collection.

Interview Forms

The Interview Forms section allows you to create reusable interview templates that can be assigned to different stages of the hiring process.

Each interview form includes:

  • A form name

  • Optional description

  • Assigned hiring stage

  • Active or inactive status

You can also use the AI-assisted question builder to generate interview questions from uploaded documents.

Create an Interview Form

To create a new interview form:

  1. Navigate to Hire > Job Ad Defaults > Interview Forms

  2. Click Create Interview Form

  3. Enter a Form Name

  4. (Optional) Add a description

  5. Select the hiring stage where the form should be used

  6. Ensure Active is enabled

  7. Click Create

AI Question Builder

Interview forms support an optional AI-assisted question generator.

To generate interview questions automatically:

  1. Click the + button under Quick build with AI

  2. Upload a PDF or DOCX document

  3. The system will generate interview questions based on the uploaded content

This can be useful for quickly creating structured interview questions from:

  • Position descriptions

  • Training documents

  • Role requirements

  • Existing interview guides

📝 Important to note: AI-generated questions should always be reviewed before use to ensure they are appropriate for the role and aligned with your hiring practices.

Assign Interview Forms to Stages

Interview forms can be linked to specific hiring stages.

For example:

  • Application Received

  • Shortlisted

  • Interview Completed

  • Reference Check

  • Offered

  • Hired

  • Rejected

When candidates reach the selected stage, interviewers can complete the assigned form as part of the evaluation process.

💡 Tip: Create separate interview forms for different role types or hiring stages to improve consistency and reduce interviewer bias.

Qualifications

The Qualifications section allows you to configure which qualifications are requested from candidates, and at which stage of the hiring process they are asked to provide them.

Each qualification includes two key settings:

  • Qualification: the document, licence, certification, or requirement being requested

  • Request at Stage: controls when the candidate is prompted to provide the qualification during the hiring process

If a qualification displays Not enabled, it has not yet been assigned to a hiring stage.

To configure a qualification:

  1. Navigate to Hire > Job Ad Defaults > Qualifications

  2. Locate the qualification you want to configure

  3. Click Manage

  4. Select the hiring stage where the qualification should be requested

  5. Save your changes

Examples of qualifications may include:

  • Passport or right-to-work documents

  • RSA (Responsible Service of Alcohol)

  • Driver licences

  • Certifications or training records

  • Working with Children Checks

  • Other role-specific requirements

📝 Important to note: Candidates will only be prompted to provide qualifications once they reach the configured hiring stage.

💡 Tip: Request qualifications later in the hiring process to reduce friction during initial applications.

FAQs and Troubleshooting

Why are my changes not appearing on existing job ads?

Job Ad Defaults generally apply to newly created job ads. Existing job ads may need to be updated individually.

Can I customise settings for individual jobs?

Yes. Individual job ads can override the default settings configured in Job Ad Defaults.

Can different locations have different compliance rules?

Yes. Location-specific rules can be configured separately and will apply alongside organisation-wide rules.

Can I disable application form fields?

Some fields can be disabled, while core fields such as Name, Email, and Resume remain required.

Can I use Offer Letters without onboarding?

Yes. Candidates can be moved to the Offered stage without immediately beginning onboarding workflows.

Send Offer Letters Through Hire
Job Ads - Review and Hire Applicants
Create and Post a Job Ad
Hire Reports

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