This article is for admins who want to use Gusto Recruiting to post jobs and manage applicants.
Gusto Recruiting helps you create a company job board, post jobs, share your board, and hire candidates. You can manage your applicants in one place and import new team members directly into Gusto payroll.
Plus and Premium plans include this feature at no extra cost. You can upgrade at any time.
Expand the sections to learn more. Use CMD + F (or CTRL + F) to search for words in the article.
Who can use it: Primary admins, full-access admins, and admins with the "Hire and onboard" permission can access and manage all Recruiting features.
The process:
Create your company job board. Add your company details to set up your board.
Create job postings. Post open positions and tell your company’s story. You can edit:
Company info (on the job board)
Job postings
Hiring team members
Applicants
Application stages
Share your job board.
Use a public link to share postings with applicants, managers, and others.
Publish your postings to hundreds of free job boards, including LinkedIn, ZipRecruiter, and Google Jobs. (Each site uses factors like location and job title to decide what to display, so your posting may not appear on every site.)
Sponsor your posts with our partner Jobcase (optional).
Receive applications. Applicants apply and submit their cover letters and resumes. You can also add applicants manually from other sources.
Review and hire. Create a hiring team to review applications and score applicants. Track all progress from one dashboard. Hire directly from Gusto.
Onboard new hires to Gusto. Send an offer letter and import new hires into Gusto onboarding. This includes their name, email, and work address.
What’s not included
Interview scheduling
Email templates to communicate with applicants
We do not send automated emails to applicants who apply or move through stages. Get more info in the FAQs section of the article.
Admins with the required access can edit job posts before and after publishing. Published posts can be indexed on hundreds of job boards.
To post a job, add a hiring team, and distribute the job post:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click Add job posting.
Enter a job title.
Enter the job type (full-time employee, part-time employee, contractor, or intern).
Select one or more work locations from the dropdown or click Open to remote for remote roles. If you select specific locations, only the cities and states within those locations will be shown in the listing.
For multiple locations, click Add after each selection. You can show multiple hiring locations on a single job post.
Hiring remote workers may require you to pay taxes in the location they’re working from. Learn more about hiring remote workers.
Give a brief job overview.
Enter the compensation range. Some states require this.
Posts with salary ranges tend to attract more applicants.
We recommend including salary information for remote positions to stay compliant.
Write a job description. Include duties, requirements, and desired skills.
Use headers to create sections and make your post easier to read for applicants.
Click Add hiring team to add interviewers. You can add employees and admin-only accounts (not contractors).
Hiring team members get emails about new applicants and outstanding scorecards. Learn more about the roles of the hiring team.
Click Save once all interviewers have been added.
You can edit the team later. See the Edit job details or application questions section of the article.
If you’re both an admin and an employee, add yourself to access the Recruiting dashboard and complete scorecards from either profile.
Team members get an email notification when you add them.
Click Save & continue.
Select whether a cover letter is required. Choose from:
Yes, applicants must submit a cover letter
No, submitting a cover letter is optional
No, applicants will not be asked for their cover letter
Select whether a resume is required. Choose from:
Yes, applicants must supply a resume
No, submitting a resume is optional
Click Add a question to add application questions. Create custom questions or choose preset questions.
Custom questions: Click the Custom questions tab, then Create a question. Questions save to your library for future use.
Choose a response type: Textbox, single-select, or multiple-select.
For single- or multiple-select, you can require an additional note from applicants.
Enter your question answers (if applicable).
Click Create question. Questions save for use on existing or future job posts.
To add the question to this post, click Actions next to the custom question, then click Add to application.
To delete a custom question, click Actions, then Delete. To edit a question, delete it and create a new one.
Deleting a question from your library will not remove it from posts where it’s already assigned.
Preset questions: Choose questions about:
Applicant details
Schedule and salary
Work eligibility
Click Save & continue after adding questions.
Delete or reorder questions:
To delete preset questions: Click the X in the right corner of the question.
To delete custom questions: Click the three-dot menu, then the trash icon.
Note: Removing a question from a post with applications will hide the question and answers for submitted applications.
To reorder questions: Click the three-dot menu in the right corner of a question. Then use arrows to reorder.
Click Save & continue.
If this is your first time posting a job, enter your company information:
Enter your company name (shows on your job board).
Enter info about your company (shows on your job board).
Upload a company logo by selecting a file or dropping it in the box.
Your logo needs to be square, work well on both white and transparent backgrounds, and be no larger than 1200px by 1200px.
Supported formats: png, jpg, and gif.
To change it later, click Change logo.
Click Save company profile.
Review all job details and application questions.
Click Post this job.
Turn on free distribution (syndication) to make your post available on job boards like Google Jobs, LinkedIn, and ZipRecruiter. Leave it off if you do not want to distribute your post.
Note: Free syndication makes your post available, but does not guarantee it will appear in search results. Each site uses factors like location and job title to determine what to display.
Posts stay live for 30 days from the time you enable distribution. Primary admins get an email 3 days before expiration.
Primary admins, full-access admins, and limited-access admins with the “Hire & Onboard” permission can manage distribution settings.
Get more applicants using options in the Distribution tab of any posted job:
Sponsor your post through our partner Jobcase (starts at $25). Learn more in the Sponsor a job post with Jobcase section of the article.
Post on third-party sites like LinkedIn to guarantee placement. Then, use our step-by-step instructions to manage applicants in Gusto. Learn more in the Review and manage applications section of the article.
From the Recruiting page, click View job board to review all active listings. Copy the URL from the Recruiting page to share your job board.
To share a specific role’s URL, click into that posting to get its unique link.
Our partner, Jobcase, promotes your job post across multiple job boards to help you find applicants quickly. Set a budget to increase visibility and get more applicants. Start a campaign for as low as $25.
Job sponsorship is most effective for non-specialized, hourly positions.
How sponsoring works:
We help you set up your Jobcase account.
Use Jobcase’s sponsorship options to drive applicants to your Gusto Recruiting job posts.
Set a budget. Jobcase applies your budget to increase the visibility of your job post to potential applicants. Choose to publish to specific job boards or let Jobcase’s algorithm decide where to publish.
Job posts sync automatically.
Current and future job posts sync to your Jobcase account every hour.
Manage all applicants in Gusto.
Applicants apply directly to your Gusto job board, so you manage them in one place.
To sponsor a job post with Jobcase:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the title of the job post you want to sponsor.
Click the Distribution tab.
Scroll to the Sponsor this Post headline and click Learn more.
Click Sponsor on Jobcase and review the next steps:
Create an account. When you click Create account, we share your Gusto profile email with Jobcase to create a new account on their platform. We also share the details of your existing job posts to sync them to your new account.
Set a password within 1 business day of receiving your email.
Sponsor posts on Jobcase. When you sign in to Jobcase, all your job posts will be available for sponsorship. Enter payment information to start sponsoring your posts.
Click Create account.
You’re ready to start sponsoring posts in Jobcase. Create your password and get started.
For questions about Jobcase billing and sponsoring, visit Jobcase’s help center (requires sign-in) or email [email protected].
If you use third-party sites to attract candidates, you can direct them to apply through your Gusto job board and manage all applicants in one place.
Redirect applicants from your LinkedIn job post back to Gusto. After creating a job post in Gusto, follow these steps to have LinkedIn applicants apply directly to your Gusto job post.
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the title of the job post you want to use.
Click the Distribution tab.
Scroll to the LinkedIn tile and click See how.
Create a post for the same job on LinkedIn.
During the “Applicant Options” phase, select Receive applicants by external website.
Important: This process bypasses any LinkedIn screening questions. To learn more about LinkedIn’s applicant options, visit their help article.
Copy the unique URL for your Gusto job post (found in Gusto) and enter it as the website address when LinkedIn prompts you.
Applicants who view your LinkedIn post will now be able to apply through your Gusto job board.
You can share your job board URL to promote your openings. You can also update your company details that appear on the board.
To share your job board:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click More.
Click Share job board.
Copy the URL to share your job postings anywhere you’d like.
Primary admins, full-access admins, and limited-access admins with the “Hire and onboard” permission can update the details on your job board. You can edit the:
Company name
“About your company” info
Company logo
To update the details:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click More.
Click Edit company profile.
Edit any details and click Save company profile.
Expand the sections to learn more.
Primary admins, full-access admins, and limited-access admins with the “Hire and onboard” permission can edit all details of a post after creating it:
Job title
Work location
Remote status
Overview
Job description
Application questions
Hiring team members
Distribution (syndication) preferences
Edit job post details or application questions
To edit details or questions:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
Click the Details tab.
Click Edit.
Edit the job title, work location, remote status, overview, job description, hiring team members, and application questions.
To edit application questions, first click Save & continue on the first page.
Delete or reorder questions:
To delete preset questions: Click the X in the right corner of the question.
To delete custom questions: Click the three-dot menu, then the trash icon.
Note: Removing a question from a post with applications will hide the question and answers for submitted applications.
To reorder questions: Click the three-dot menu in the right corner of a question. Then use arrows to reorder.
Click Update.
Track all activity and changes for your job post, including when applicants applied and who made updates.
To view job post activity:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
Click the Activity tab.
Select a date range (optional).
You’ll view activity like:
When a job opened
When somebody applied
When a candidate moved to a new interviewing stage
And more
Job postings stay open and publicly accessible until you manually close them.
To close a job post:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Under Actions, next to the title, click the three-dot menu.
Choose Close job.
To close a job from the job post:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
Click the Details tab.
Scroll to the bottom of the page and click Close this posting.
This removes the job from your public job board, but the post and applicants remain available if you need to reopen the role or revisit applicants.
To duplicate a job post:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Under Actions, next to the title, click the three-dot menu.
Click Duplicate job.
The job details will autofill in the new posting. Edit as needed and post when ready.
To reopen a closed job post:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Under Actions, next to the title, click the three-dot menu.
Click Reopen job.
Review the pop-up and click Reopen the posting.
Primary admins, full-access admins, or limited-access admins with “Hire and onboard” permissions can edit syndication settings.
To turn job post distribution on or off:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
Click the Distribution tab.
Click 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.
Copy and share your job post URL
To copy and share your job post URL:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
Click the Distribution tab.
Copy the URL.
If you syndicate your posts, job seekers can find them on job boards. However, this does not guarantee your post will appear. Each site uses factors like location and job title to determine what to display.
You can edit the syndication settings anytime. Learn how in the Turn job post syndication (distribution) on or off section of the article.
Applicants take these steps to apply:
Click a job title.
Click Apply for [Job Name].
Enter some basic information.
Enter contact information. Recruiters will use these details to respond.
Answer applicable questions.
Add additional information (like relevant experience).
Upload a cover letter and resume. Employers can make this optional or required.
Click Submit your application.
Hiring team members get emails about new applicants and outstanding scorecards after an application is submitted.
Add applicants manually:
Admins with the required permissions can manually add applicants from other sources.
To add applicants manually:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
Click the Applicants tab.
On the right, click Add applicant.
Enter their first and last name.
Enter their email and phone number.
Fill out applicant details:
Source (where you found out about this candidate)
Link (applicant’s profile or personal webpage)
Notes
Resume (upload on their behalf)
To change the file, click Change file to upload a new document.
Click Submit.
You can edit manually submitted applications anytime in the applicant profile.
Expand the sections to learn how to manage your applicants.
An applicant’s scorecard is always visible to admins and team members involved in the hiring process, no matter the candidate’s status (interviewing, hired, or rejected). Other admins can only view scorecards if they had admin permissions before it was scored.
To move applicants through the recruiting stages:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
Click the Applicants tab.
Click the applicant’s name or view from the Actions column to view their submission.
If you added the applicant manually, click Edit applicant in the top-right corner to edit the application.
Review their email, additional information, cover letter, and resume (if required).
Leave a comment (optional) by entering text on the right side and clicking Save comment.
Comments are saved to the application and are visible to all admins and hiring team members who can review the application.
To move a candidate to a different stage, click:
Advance [name], to:
Advance to interviewing: Allows anyone on the hiring team to submit a scorecard for the candidate.
Hire them: Sends you to the onboarding experience
Reject [name], to:
Reject application
If you reject the application, you can send a rejection email.
You can preview the template used for all rejection emails, but you cannot change the content.
Emails are sent instantly from a no-reply Gusto email address.
Application dropped out
We will not send any communication to the candidate unless you choose to send the rejection email template.
To reject multiple applicants at once:
Go to the Applicants tab in the job post.
Check the boxes next to the applicants you’re rejecting.
At the top of the applicant list, click Actions.
Click Reject.
(Optional) Leave a note and send a rejection email. The note will apply to all selected candidates.
Click Reject # candidates.
Click Submit.
Check the Status column to check where each candidate is in the recruiting cycle.
Job postings stay open and publicly accessible until you manually close them. Learn how to remove a job posting.
To export applicant information in bulk:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
From the Applicants tab, above the applicant table, click Export.
When it’s ready, click Download CSV.
The export will have:
First name, last name
Phone number
Interviewed at
Status
Submitted at
Additional information
If there are applicants for the job post, you can view:
Total applicants and days since the job was posted
A graph of applicant trends for the past 4, 6, or 8 weeks
Applicant sources
If there are no applicants yet, go to the Distribution tab to find out how we can help get your post seen.
To view insights:
Go to People.
Click Hiring.
In the Recruiting section, click See details.
Click the job post title.
Click the Insights tab.
Q: What are the roles and responsibilities of admins?
A: Primary admins, full-access admins, and limited-access admins with the “Hire and onboard” permission can:
Create and edit your company’s job board
Create, edit, and close job postings
Add hiring team members to job postings
View and comment on all applicants for any job posting
View scorecards submitted by the hiring team for all applicants
Move applicants between stages for any job posting. Only admins 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 can:
View all applicants for the job
Move applicants through stages (except for hiring an applicant)
Review applicants by leaving comments and filling out scorecards. See more details about hiring team features.
Q: Where do job postings get published?
A: We can publish (syndicate) jobs to 100+ job boards. You can also link your public job board URL to your company’s website, LinkedIn page, and other social networks.
For specific job postings, use the public job posting URL and post it on job boards where you typically find candidates, or on any industry-specific job board.
Q: Can I download all resumes submitted at once (in bulk)?
A: No.
Q: Are emails sent to applicants?
A: No. We do not send emails to applicants who apply or move between stages. After an applicant applies, they get a confirmation on their browser screen that the application was submitted, but we send no further communications after that.
To contact an applicant, use the contact information from their application.
Q: Can applicants edit information after submission?
A: No, once submitted, all details pass as-is.
Q: Can an outside recruiter have access to the Recruiting tool?
A: Yes. Add them as a Gusto admin with the “Hire and onboard” permission. This gives them access to hiring tools but limits their access to sensitive information. They can see past offer letters, as that’s part of the hiring process.