Job governance

Control headcount, approvals, intake forms, job templates, and job-description generation.

Job governance

Create a consistent process for requesting headcount, approving jobs and offers, collecting hiring-manager requirements, and starting positions from reusable templates.

Job governance is an optional organization feature. If Approvals, Intake Forms, or Requisitions are missing, ask an InsightHire platform administrator to enable it. Without job governance, your existing position workflow continues unchanged.

Choose how positions are created

1. Open Settings → Approvals.
2. Find the hiring mode setting.
3. Choose one of these modes:
   • Direct positions allows recruiters to create a position directly or link it to an approved requisition.
   • Requisition first requires recruiters to start from an approved or open requisition that still has available headcount.
4. Save the setting.

Switching to requisition-first mode does not block editing positions that already existed without a requisition. The requirement applies to new positions.

Request and track headcount

A requisition is a request for approved headcount before a live position exists.

1. Open Requisitions from the main navigation.
2. Create a requisition.
3. Enter the title, department, location, employment type, requested headcount, salary range, reason, and owner.
4. Complete any linked intake form.
5. Submit the requisition for approval.
6. After approval, open positions from the requisition until its available headcount is used.

Requisition owners and assigned approvers can view the request during approval. Fill tracking compares approved headcount with positions opened and hires made.

Create approval chains

Approval chains can apply to jobs, requisitions, or offers.

1. Open Settings → Approvals.
2. Choose Job, Requisition, or Offer.
3. Create an organization-wide default chain, or add a rule for a department, location, or both.
4. Add approval steps in the order they should run.
5. For each step, choose named users, everyone with a selected role, or the department manager.
6. Set the minimum number of approvals required for the step.
7. Add conditions only when a step should apply to certain requests.
8. Activate the chain.

Conditions can use department, location, employment type, headcount, salary range, requisition reason, offer details, or application score. Available comparisons include equals, does not equal, is one of, is not one of, greater or less than, contains, starts with, and ends with.

Only one active chain can apply to the same target and scope. Activating another chain for that scope deactivates its sibling.

How InsightHire chooses a chain

InsightHire uses the most specific active rule:

1. Exact department and location.
2. Exact department.
3. A parent department, preferring a matching location and then department only.
4. Location only.
5. Organization default.
6. No matching chain, which means approval is not required.

Configure departments, locations, and primary department memberships under Org structure. If a department-manager step cannot find a manager in that department or its parents, Organization Admins are used as the fallback approvers.

Review approval requests

1. Open Approvals from the main navigation.
2. Select a pending request assigned to you.
3. Review the job, requisition, or offer details and any intake answers.
4. Approve or reject the request.

Steps run in order, and each step must receive its required number of approvals before the next begins.

• An approved requisition changes status automatically.
• An approved job remains a draft. A recruiter must still explicitly open it internally or publish it for applications.
• For an offer approval, move the candidate to Offer Pending to create the request. Offer Sent remains blocked until approval. After approval, a recruiter must still send the offer or move the candidate to Offer Sent.
• Rejected or cancelled requests do not allow the protected action.

Build an intake form

Use intake forms to collect structured requirements from a hiring manager before approval.

1. Open Settings → Intake Forms.
2. Create a form for requisitions or job creation.
3. Add the questions hiring managers must answer.
4. Map answers to standard position fields or custom fields when available.
5. Save the form and link it to the appropriate requisition or job workflow.

Submitted answers stay with the requisition or job and appear in the approval details. Custom-field questions require the custom fields optional feature.

Start from a job template

Templates can save position titles and description content, requirements, a default journey, custom-field defaults, and a pipeline.

1. Start creating a position.
2. Select Start from template.
3. Choose a template.
4. Review every prefilled value and update it for the current role.
5. Complete any required approval before opening or publishing the position.

Custom-field defaults require custom fields, and template pipelines require custom pipelines.

Generate a job description

In a position or requisition editor, InsightHire can draft a description from a title and bullet-point requirements, check for biased language, missing sections, and length, and regenerate individual sections without replacing your manual edits.

Always review and edit generated content before publishing. Generation uses organization details from Settings → Organization as context.

Troubleshooting

• Governance pages are missing: Ask a platform administrator to confirm job governance is enabled.
• An approval is stuck: Confirm enough eligible approvers exist and review the step's conditions and minimum approvals.
• A job cannot be published: Complete or cancel its pending job approval request.
• An offer cannot be sent: Move the candidate to Offer Pending and complete the offer approval.
• A template is missing custom fields or a pipeline: Confirm the corresponding optional feature is enabled.

Related guides

• Custom fields
• Pipelines & automations
• Platform optional features