Publish A Posting And Capture Candidates

A requisition that has reached Open is ready to meet the world. You advertise it as a posting on a channel (your company website, a job board, an internal notice, a referral), and you collect the people who apply as candidates in a talent pool. Candidates carry contact details — email and phone — which are personal information, so Veona encrypts them at rest and shows them only to the authorised recruiter. This is the step that turns an internal vacancy into real applicants you can move through the pipeline.

The words you will meet:

• Posting — a published advert of an Open requisition, on one channel, with an optional public blurb (the advert copy). One requisition can have several postings across different channels.
• Channel — where the advert runs: Internal, Company Website, Job Board, Referral, Agency, or Social Media.
• Candidate — a person in your applicant pool. Stored with a name, an optional email and phone, a source (how they reached you), an optional headline and a note.
• PII (personally identifiable information) — data that identifies a person, such as their email and phone. Veona keeps a candidate’s contact details encrypted at rest and only decrypts them for a recruiter who is allowed to see them.

Meet Amara, an HR Officer who has just had a Medical Laboratory Scientist requisition opened. We will take her from advertising it to a pool of named applicants.

Who / when: the HR Manager, HR Officer or Administrator — once a requisition is Open and you are ready to advertise and gather applicants. These surfaces are part of the always-on HR module and require the recruitment-manage permission.

Post and capture, start to finish

1. HR Officer — open Human Resources → Recruitment → Postings and press “New Posting”.
2. HR Officer — in “Requisition”, search and pick the vacancy to advertise. The picker offers open requisitions only, so you cannot accidentally advertise a draft. Choose a “Channel” (for example “Company Website”) and write the “Public Blurb” — the advert copy a candidate sees. Press “Publish”. The posting appears with a status of Open.
3. HR Officer — to gather applicants, open Human Resources → Recruitment → Candidates and press “New Candidate”.
4. HR Officer — enter the candidate’s “Full Name”, their “Source” (Direct, Referral, Job Board, Agency, Website, Social Media or Other), and — if you have them — their “Email” and “Phone”. Add an optional “Headline” (a one-line summary, for example “Senior Laboratory Scientist, 8 years”) and a “Note”. Press “Save”. The candidate joins the pool; the toast confirms “Candidate added.”
5. HR Officer — repeat for each applicant. The readouts at the top tally Candidates / Applications / Sources, and the table shows each person’s contact details (decrypted for you, the authorised recruiter) and how many applications they have.

Note

Posting a vacancy and capturing candidates are two separate lists for a reason. A posting is the advert; a candidate is a person. The same candidate can apply to more than one vacancy, which is why they live in their own pool and are later attached to a requisition in the pipeline — not typed in again per advert.

Tip

The requisition picker on the posting form is pre-filtered to Open vacancies, so the screen guides you to a valid choice. If the vacancy you want is missing from the list, it is almost certainly not Open yet — open it first on Human Resources → Recruitment → Requisitions.

Other ways this goes

Posting an Open requisition

1. HR Officer — open Human Resources → Recruitment → Postings, press “New Posting”, pick the Open requisition, choose a channel, write the blurb, and press “Publish”. The advert is live with status Open.

Blocked: a requisition must be Open before it can be posted

Caution

You cannot advertise a vacancy that is not yet live. The posting form only lists Open requisitions, and the server enforces the same rule — if a requisition somehow is not Open, posting is refused with “A requisition must be Open before it can be posted.” Open the requisition first (see Raise And Open A Job Requisition), then post it.

Closing a posting

1. HR Officer — on Human Resources → Recruitment → Postings, find the live advert and press “Close” on its row. Its status flips to Closed and it is taken down from that channel. (Closing one posting does not close the requisition — you can keep other channels running, or re-post later.)

Creating a candidate (PII encrypted at rest)

1. HR Officer — open Human Resources → Recruitment → Candidates, press “New Candidate”, fill the name, source and any contact details, and press “Save”.
2. The email and phone you enter are personal information: Veona stores them encrypted at rest and only ever shows them back to a recruiter who is authorised to read them. The candidate’s name and code remain visible for everyday work.

Updating candidate details

1. HR Officer — on Human Resources → Recruitment → Candidates, press “Edit” on the person’s row, change what you need (a corrected email, a new phone, an updated headline or note), and press “Save”. The contact fields are re-encrypted on save.

Searching the candidate pool

1. HR Officer — on Human Resources → Recruitment → Candidates, type into “Search name, code, email” to find someone by name, their auto-generated candidate code, or email. Long pools page automatically beneath the table.

Starting from a true-empty state

A new facility has nothing advertised and no applicants, and both screens say so plainly — Postings shows “No postings yet. Publish an open requisition.” and Candidates shows “No candidates yet. Add your first applicant.” with a button to begin. You build the pool from scratch; there is no placeholder data to remove.

1. HR Officer — publish your first posting from an Open requisition, then add candidates as they apply. Once even one of each exists, the pipeline has people and adverts to work with.

What happens next

With a vacancy advertised and a pool of candidates captured, recruitment moves into matching and assessment: candidates are attached to a requisition and walked through the hiring pipeline — screening, interviews, and a decision — before the best one receives an offer and is converted into a full employee. The advert you published and the applicants you captured here are the raw material the rest of the hiring journey works through.

Follow the trail

• Previous: Raise And Open A Job Requisition
• Next: Move Candidates Through The Hiring Pipeline
• Related: Raise And Open A Job Requisition · Move Candidates Through The Hiring Pipeline · Issue An Offer And Convert To Employee