<aside> 💡 This document reviews Evergreen Jobs/Postings in Ashby.

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📑 Introduction

Many companies have jobs/postings/requisitions that remain open indefinitely. These are commonly referred to as evergreen jobs, evergreen postings, posting requisitions, or posting jobs. Even though evergreen roles make reporting complicated, here are a couple of reasons they would be used:

• Continuously collecting applications for roles where hiring will always be needed to ensure there is always a healthy pipeline at any point in time.
• Collecting applications for a generalized role. Once they have applied, the team or application will determine what specialization or team they will be placed in.
• Sharing pipelines across multiple recruiters.

These reports can skew reports and data, especially reports analyzing time. Here are some best practices we would recommend if your team is utilizing evergreen jobs/postings or plans to.

✅ Best Practices

🪪 Make Evergreen Jobs/Postings easy to identify

Regardless of how your organization is utilizing evergreen jobs, everyone can agree that reporting on evergreen jobs is different than reporting on one to one jobs. Many teams rely on individuals and recruiting leadership to keep track of what jobs are evergreen, but in order to make reporting easier and scalable, there should be an easy way to identify what jobs are evergreen.

• Custom Field - Creating a custom field at the job or requisition level is a great way to identify evergreen jobs. We recommend creating a custom field that not only allows you to identify evergreen jobs, but any other types of jobs that may impact reporting. For example, you can add a “Posting Type” field that includes the options Evergreen, Sourcing Bucket, General Opportunity, etc...
• Naming Convention - Ashby is able to filter and identify jobs by their title. Another way to easily identify evergreen roles is to implement a strict naming convention. Some teams label their jobs internally with [Posting], [Evergreen], etc... in the front of these job names.

🗂 Have a clearly defined process that is shared across all Evergreen Jobs or similar jobs

Some organizations hire candidates on the evergreen job; others have the applications collect in the evergreen job and then eventually move or transfer applications to a hire job or requisition. It is important the process is consistent to ensure the best quality data. If candidates are not being processed equally, you run the risk of having limited and/or inaccurate data. Below are some questions and discussion points that we would recommend clarifying and streamlining for evergreen roles.

• Do you hire candidates on Evergreen Jobs/ requisitions? Do you transfer their application to a new job? Do you duplicate the application and add it into a new job?
• If you are moving candidates out of the Evergreen Job to hire them, at what point does your team move the application?
  • By consistently moving applications at the same point in the process, this ensures the data on each application is also consistent.
• Do candidates get interviews scheduled and conducted in the Evergreen Job?
  • Most ATS’s will wipe interview data if an application is moved into a new job. If interview data is important to your team, it is important to sort applications and place them into new jobs if necessary before interviewing starts.
  • If you do not hire candidates on Evergreen Jobs, it is recommended that you do not schedule candidates for interviews in the Evergreen Job. The interview data on the Evergreen Job will get wiped when the application is transferred or duplicated into the proper hire job.
• How do applications get assigned the correct recruiter?
  • Most Evergreen Jobs will have multiple recruiters working within it. In order to give recruiters credit and to help organize their individual candidates, it is important to have a process or policy on assigning recruiters to applications earlier on. This will ensure you capture as much data as possible.
• Will these jobs ever close? If so, what is the process for sunsetting an old Evergreen Job and starting a newer one? At what cadence does this happen?
  • Some organizations like to open new Evergreen Jobs annually. This means there needs to be a point in which existing applications get moved over into the new job.
  • By preparing in advance to move candidates over to the newer job, your organization can ensure that existing applications are processed and newer applications will start their process in the new job rather than adding more applications that will need to remain on the older job.