Navigating the Vacancy Dashboard

Permissions:

Super admins and district admins have the ability to place candidates within the dashboard, while district users and school admins only have view access. 

All users have the ability to use filters and add notes. 


Navigating the vacancy dashboard

Super Admin & District Admin have the ability to add, edit and delete vacancies directly from the vacancy dashboard. School admins and District Users can view vacancies and add notes to the dashboard.

Charts

The vacancy dashboard is used to track vacancy-related data for the district. Tracking vacancy data provides users with insights into hiring trends, which will increase your ability to improve recruitment efforts and data-driven decision making.


At the top of the dashboard page users will find two charts. The chart in the top left corner titled, “Fill Rate” shows the (denominator) count of full-time employees (FTEs) associated with current positions compared to the (numerator) count of FTEs associated with currently filled positions. Assuming that all positions represent 1 FTE, this chart will show your total fill rate (how many positions are filled out of your organization’s total open positions).


The chart in the top right corner, shows “Unfilled Vacancies.” Showing the total number of unfilled vacancies at any given time throughout the hiring season (snapshot in time once monthly). For example, if on September 5th there are 75 total positions and 74 filled, this chart would show a value of 1 on that date. This chart updates every morning at midnight PST to show the most recent numbers for that day.


The hiring season automatically filters for the current hiring season. If other hiring seasons are enabled in the filter, these lines will show in grey on the chartOn the X axis, the date begins with the month of the first tracked vacancy for a given hiring season and shows the number of open FTEs on the first of each month through current month. During the month that is current, you will see a point representing today’s date.


If a job is archived and it has filled vacancies, those jobs will remain on the vacancy dashboard after the job is archived. Only active postings will have their unfilled vacancies included on the vacancies charts (although you will still see a snapshot in time of previously unfilled vacancies on the top right chart for months before a job was archived). 


Filters

Users can filter this page by hiring season, school sites, jobs, and categories (these filters apply to line items as well as charts).


The hiring season filter shows all hiring seasons 17-18 through 24-25 and N/A.  The schools filter allows you to filter by specific schools associated with a vacancy, as well as for non-school vacancies.


The job posting filter allows you to filter by specific job postings. All job postings including pending, draft, active-open, active-closed and archived currently show in filter. 


The category filter allows you to filter for vacancies attributed to a job tagged with that category. Categories are tags that you can add to any number of job postings.


Candidate Pairing

When a candidate is moved into the hired status for a given job, the candidate is also automatically placed into the associated vacancy on the dashboard if one exists. If not, they are placed into the “unplaced candidates” sidebar.


For district (non-school) vacancies, click “+add candidate” on a district (non-school-based) position. A list of unplaced hired candidates for that job who weren’t hired into a specific school site will show in the drop down.



For school-specific placements, you can click “+ add candidate” to see a list of candidates who have been hired into that job posting, are not hired into a different school site AND who have not yet been placed. In other words, the list includes candidates who were hired for this job but not for a specific school site, as well as candidates who were hired into the school site reflected on this open position. 


For unplaced candidates, click the sidebar labeled “unplaced candidates” on the right side of the page. A list of unplaced candidates who have been moved to hired status for the currently filtered hiring season(s) will show.


Unplaced candidates should be available in all “+add candidate” drop downs for the job they were hired into, unless they were hired into a specific school, in which case they should only show as hired for that school automatically. 



Candidates hired before there is a matching position for them should show in the sidebar until they are placed.


The system will not auto-pair already-hired candidates when new positions are created; instead it will add them to the appropriate “+add candidate” drop downs so that admins can pair them appropriately by selecting them from the drop down.


Duplicate hires 

If a candidate is hired into multiple roles, they can be placed multiple times. However, they should only be able to be hired once into a given role. The total number of placements will correspond to the number of roles they were hired for. 


Notes

You can add notes and tag other users in these notes on the line items within the dashboard. If there is no note associated with that line item, it will remain white. Once a note is added the note will become green. All users can see the notes by clicking the white or green paper icon. If you are tagged in a note, you will receive a notification via email. The email will include a link that you can click to navigate back to the note in which you were tagged.