Recruit talent using the Gusto job board and applicant tracking system (as an admin)

1. Create a company job board by adding company information and details.
   • All primary and full access Gusto admins, as well as admins with the “Hire and onboard” specific role permission have access to the Gusto Recruiting tool.
2. Create job postings—post positions and tell your company's story with a custom job board. Share your board using a public link or use Gusto's distribution option(s).
   • Primary admins, full-access admins, and specific role admins with the "Hire and onboard" permission have the ability to add and edit:
     • Company info (on the job board)
     • Job postings 
     • Hiring team members
     • Applicants
     • Movement through the application process
3. Share your job board.
   • Admins and hiring team members can use a public link to share job postings with applicants, managers, etc.
   • Admins and hiring team members have the option to make published job postings indexed on hundreds of free job board—this includes LinkedIn, ZipRecruiter, Google Jobs, and more.  
     • Gusto job postings are made available to job boards and can be accessed by job seekers during relevant searches on those sites. This does not guarantee the job will appear necessarily, as each site takes into account various factors like location, job title, etc when determining what to display. 
   • Choose if you want to sponsor your job posts with our partner Upward.
4. Applicants apply and submit their resumes.
   • Admins with the required access also have the ability to add applicants themselves (from other sources).
5. Vet and hire—create a hiring team to review resumes and score applicants. Track progress from a single dashboard.
   • Review resumes, get interview scorecards from an assigned hiring team, and hire directly from Gusto.
6. Onboard new hires to Gusto.
   • Once you've found the right person, send an offer letter and seamlessly import new hires into the Gusto onboarding flow—this includes name, email, and work address.

What's not included

• Interview scheduling
• Email templates to communicate with applicants
  • Gusto does not send automated emails to applicants who apply, or who are moved through different stages of the process—more info in the FAQ section.

1. Go to the People section and select Hiring tools.
2. Click the Recruiting tab.
3. Read the overview, then click Set up company profile when you’re ready.
4. Enter your company name.
   • This will be displayed on your company job board. 
5. Enter some info about your company.
   • This will be displayed with your company job board. 
6. Upload a company logo by selecting a file from your computer or dropping the file in the box.
   • Your logo should be square, work well on white or transparent backgrounds, and be no larger than 1200px by 1200px. 
   • Supported formats: png, jpg, and gif formats.
   • If you upload and need to change it, click Change logo.
7. Answer a few questions to help us better understand your hiring needs.
8. Click Save company profile.

To create a job post, follow the steps below—all details of a post can be edited before and after the official post is created by admins with the required access. Published job postings will have the ability to be indexed to hundreds of job boards and be seen by job seekers in relevant searches.

1. Go to the People section and select Hiring tools.
2. Click the Recruiting tab.
3. Click Post a new job.
4. Enter a job title.
5. Enter the job type—full time or part time.
6. Select one or more work locations from the dropdown or click Open to remote if this is a remote role—only the cities and states will be shown in the listing if specific locations are selected.
   • If the role is available in multiple locations, click Add after selecting each location in the dropdown. You can show multiple hiring locations on a single job post.
   • If you're hiring for remote workers, you may need to pay taxes in the location they're working from—learn more about hiring remote workers.
7. Give a brief overview of the job.
8. Write a job description for the role—describe the role including duties, requirements and desired skills.
   • Use headers to create sections and make your post easier to read for applicants.
9. Enter the range of compensation you’re offering for this position—some states require compensation information in job posts.
   • Job posts that include salary range are also more attractive to applicants.
   • If your position is open to remote employees, we recommend including salary information for the job post to stay compliant.
10. Click Add hiring team members to add interviewers for the role—employees and admin-only accounts can be added as hiring team members. Contractors can not be added to the hiring team at this time. When applications are submitted:
    
    • Hiring team members will receive emails about new applicants and outstanding scorecards—learn more about the roles of the hiring team.
11. Click names to add people to the hiring team, then click Save once all interviewers have been added. 
    • You can edit the hiring team later if needed—see “View and edit the details of a job post” below.
    • If you’re both an admin and an employee and want to be part of the hiring team, add yourself to the hiring team here—once a hiring team member, you’ll be able to access the Recruiting dashboard and complete scorecards from either your admin or employee profile.
    • The hiring team members added will be notified by email that they're part of the hiring team.
12. Click Save & continue.
    • On the next page, you'll complete application details. We’ll ask applicants to fill out a standard profile including name and contact information, and you'll decide what other information you’d like applicants to provide
13. Let us know if a resume is required to apply. Choose from:
    • Yes, applicants must supply a resume.
    • No, submitting a resume is optional.
14. Add additional questions by clicking Add a question—you can create custom questions or choose from preset questions.
    • Custom questions—toggle to the Custom questions tab and click Create a question. Questions created will save to your custom question library for use in the now, or in the future.  
      • Choose a response type: textbox, single-select, or multiple-select.
        • If you chose single or multiple-select, you can let us know if you want to require an additional note from the applicant.
      • Enter your questions and if applicable, potential answers.
      • Click Create question—these questions will save so you can apply them to existing or future job posts.
      • If you want to add the question to this job post, click actions next to the custom question, then click Add to application. 
        • You can also use the actions button to delete a custom question—if you need to edit a custom question, you'll have to delete the existing question and create a new one.
          • Deleting a question from your library will not remove the question from job postings it's already been assigned to.
    • Choose from preset questions related to:
      • Applicant details
      • Schedule and salary
      • Work eligiility
15. Click Save & Close on the bottom of the page once you’ve added any additional questions.
16. You can delete questions or modify the order of your custom questions.
    • To delete questions:
      • For preset questions, click the X in the right corner of the question.
      • For custom questions, click the three-dot action menu and click the trash icon.
      • Heads up: if you remove a question from a job posting that already has applications, you will no longer be able to see this question and answer(s) for the already-submitted applications.
    • To modify the order of any custom questions that have been added:
      • Click the three-dot action menu in the right corner of a question and use the arrows to reorder the question(s).
17. Once the application details look good, click Save & continue.
18. Review all job details and application questions or requirements.
19. Click Post this job.
20. Once you've posted the job, you can select to enable free distribution (syndication)—turn this on and we’ll automatically make your job post available to job search engines on top job boards including Google job search, LinkedIn, ZipRecruiter and more. If you don't want to distribute your job post, leave the syndication option disabled. 
    • Heads up: Free syndication makes your job post available to job sites but does not guarantee it will appear in searches.
      • Each site takes into account different factors such as location and job title to determine if it will be displayed.
    • Job postings remain live and discoverable on these sites for 30 days from the day you selected to enable distribution for the job post—the primary admin will receive and email 3 days before the job posting expires.
    • Any primary, full access, or limited access admin with the "Hire & Onboard" permission can manage distribution (syndication) settings. 
21. Guarantee your post will show on certain sites and get applicants faster using the additional options you have for managing job posts—find these options in the Distribution tab of any posted job:
    • Pay to sponsor a post through our partner Upward—start a campaign for as low as $25 to get more eyes on your job post. Learn more in the related dropdown below.
    • Post the job on Indeed or LinkedIn to guarantee placement on those sites. Then, use our step-by-step instructions to manage applicants all in one place (Gusto). Learn more in the related dropdown below.

Once a job is posted, from the Recruiting page, click View job board to review the full job board with all active listings.

If you want to share your job board URL, you can copy and paste the link from the Recruiting page. If you'd like to share a specific role's URL (versus the entire job board), click into the job posting itself to get the role-specific URL.

Share your job board

1. Go to the People section and select Hiring tools.
2. Click the Recruiting tab.
3. Click Job board actions.
4. Click Share.

Copy the URL to share your job postings anywhere you’d like.

Update the company details on your job board

Primary admins, full-access admins, and limited-access admins with the "Hire and onboard" permission can update the details that appear on your job board. You can edit the:

• Company name
• "About your company" info
• Company logo

To update the details:

1. Go to the People section and select Hiring tools.
2. Click the Recruiting tab.
3. Click Job board actions.
4. Click Edit.
5. Click Update job board information.
6. Edit any details, and click Save company profile. 

Primary admins, full-access admins, and limited-access admins with the "Hire and onboard" permission have the ability to edit all details of the post after it has been created:

• Job title
• Work location
• Remote status
• Overview
• Job description
• Application questions
• Hiring team members
• Distribution (syndication) preferences  

Edit job post details or application questions

1. Go to the People section and select Hiring tools.
2. Click the Recruiting tab.
3. Click on the title of a job post. 
4. Toggle to the Details tab.
5. Click edit.
6. Edit the job title, work location, remote status, overview, job description, hiring team members, and application questions.
   
   • To edit application questions, first Save & continue on the first page of information.
     • You can delete questions or modify the order of your custom questions.
       • To delete questions:
         • For preset questions, click the X in the right corner of the question.
         • For custom questions, click the three-dot action menu and click the trash icon.
         • Heads up: If you remove a question from a job posting that already has applications, you'll no longer be able to see this question and answer(s) for the already-submitted applications.
       • To modify the order of any custom questions that have been added:
         • Click the three-dot action menu in the right corner of a question and use the arrows to reorder the question(s).
7. Click Update.

Delete a job post

If you need to delete the post altogether:

1. Go to the People section and select Hiring tools.
2. Click the Recruiting tab.
3. Click on the title of a job post. 
4. Toggle to the Details tab.
5. Scroll down to the"Actions" box on the right side of the page, click Remove this posting. 
   • This will remove the job posting from your public job board but the posting and applicants will remain available for you to access if you need to reopen the role or revisit the applicants.

Enable or disable job syndication (distribution)

Any primary, full access, or limited access admin with "Hire and onboard" permissions can edit syndication settings.

1. Go to the People section and select Hiring tools.
2. Click the Recruiting tab.
3. Click on the title of a job post. 
4. Toggle to the Distribution tab. 
5. Based on the current existing status, you can select to Enable or Disable free syndication to 100+ job boards including LinkedIn, ZipRecruiter, and Google Jobs.

You can post or send your company’s job board by copying and sharing the job board URL on your Recruiting page. 

If you chose to syndicate your job posts to job boards, the published job posting(s) can be accessed by job seekers using these sites to search for open roles. This does not guarantee your job posting will appear—each job site takes into account different factors, such as location and job title to determine if it will be displayed.

You can edit the syndication setting for a job post at anytime—learn how in the View and edit the details of a job post dropdown above.

Applicants take the following steps to apply:

1. Click a job title. 
2. Click Apply for [Job Name].
3. Enter some basic information. 
4. Enter contact information—recruiters will respond using these details.
5. Answer applicable questions.
6. Add additional information relevant to the application.
   • Examples: cover letters, relevant experience, etc. 
7. Upload a resume.
   • Employers can choose to make this optional or required.
8. Click Submit your application.

Once an application has been submitted, hiring team members will receive emails about new applicants and outstanding scorecards.

Admins with the required permissions can manually add applicants from other sources:

1. From the Recruiting page, click a job title. 
2. Click the Applicants tab.
3. Click Add applicant on the right side of the page.
4. Enter some basics—first name and last name.
5. Enter contact info—email and phone number.
6. Fill out the applicant details:
   • Source—where did you hear about this candidate
   • Link—applicant’s profile or personal webpage
   • Notes
   • Resume—upload on their behalf
     • If you attach the wrong file, you can click Change file on the same screen to upload a new document.
7. Click Submit.
   • You’ll always be able to edit applications submitted manually after the fact—you can edit the information in the applicant profile.

Move applicants through recruiting stages

1. Click the title of the job post.
2. Click the Applicants tab.
3. Click the name of the applicant, or View from the “Actions” column to view the applicant’s submission.
   • If you added the applicant manually from another source, you can edit the application by clicking Edit applicant in the top-right of the page.
4. If desired, leave a comment on the right-hand side of the page by entering some text and clicking Save comment.
   • Comments will save to the application itself and be visible to all others who can review the application (admins and any hiring team members)
5. To move a candidate to a different stage, click the dropdown next to the "Move stage” headline. You can move an applicant to one of the following stages:
   • Interviewing: moving a candidate to an interview stage will allow anyone on the hiring team to submit a scorecard for this candidate.
   • Hired: let us know what role the applicant will have.
     • Employee
       • A person on your payroll who works for wages or a set salary.
         • If elected, you’ll also let us know if you want to send them an offer letter.
     • Contractor
       • A person that provides a service for the company.
     • Click Hire [name].
       • You’ll be taken to the applicable onboarding flow in Gusto:
         • Hiring employees
         • Hiring contractors
       • Job postings will remain “open” and publicly accessible until you manually remove the posting. More information how to remove a job posting can be found below.
   • Not Hired: we will not notify the candidate that they’ve been rejected—if you’d like to let them know, please communicate with them on their own.
   • Dropped out: no communication from Gusto to the candidate.
6. Click Submit.
   • Check the “status” column to check where each candidate is in the recruiting cycle. 

Applicant insights

1. Head to the People section and select Hiring tools.
2. Toggle to the Recruiting tab.
3. Click the title of the job post.
4. Toggle to the Insights tab.

If there are applicants for the job post, you'll be able to view:

• Total applicants and days since the job was posted.
• A graph of the applicant trends for the past 4,6, or 8 weeks.
• Applicant sources

If there are no applicants yet, head to the Distribution tab to see how we can help get your post seen.

Remove a job posting

Job postings will remain “open” and publicly accessible until you manually remove the posting. 

1. Head to the specific job post in Gusto.
2. Click the Details tab.
3. Under the “Actions” header on the right-side of the page, click Remove this posting.

This will remove the job posting from your public job board, but the post itself and its applicants will remain available if you need to reopen the role or revisit the applicants.

Q: What are the roles and responsibilities of admins?

A: Primary admins, full access admins, or a limited access admin with the "Hire and onboard" permission can:

• Create and edit your company job board
• Create, edit, and remove job postings
• Add hiring team members to job postings
• View and comment on all applicants for any job posting
• See the scorecards submitted by the hiring team for all applicants
• Move applicants between stages for any job posting—admins are the only people who can hire a candidate.

Q: Who can be part of the hiring team and what permissions do they have?

A: Any person with a non-contractor employee account or admin only account can be part of the hiring team for any open job posting. Hiring team members are able to:

• View all applicants for the given job
• Move applicants though the stages of the hiring process, except for hiring an applicant
• Review an applicant by leaving comments and filling out a scorecard. See more detail about hiring team features here.

Q: Where do the job postings get published?

A: We can publish (syndicate) jobs to 100+ job boards. You can also link your public job board URL on your company’s website, LinkedIn page, and other social networks.

For specific job postings, you can take the public job posting URL and post it to the job boards where you generally find candidates, or to any industry-specific job board.

Q: Are emails sent to applicants?

A: No. Emails are not auto generated to applicants who apply for your job role or who are moved between different stages. After an applicant applies, they'll get a confirmation on the current browser screen that the application has been submitted, but there are no communications with the candidate after that point.

If you'd like to contact an applicant, you can do so using their contact information from their application. 

Q: Can an outside recruiter have access to the Recruiting tool?

A: If an outside recruiter needs access to the Recruiting tool, you'll need to add them as Gusto admin with the “Hire and onboard” speciifc role permission. This gives access to our suite of hiring tools but limits access to sensitive information, the only exception being their ability to see past offer letters as it’s part of the hiring process.