This article is about Justworks PEO and Payroll. What product am I using?
Overview
Hiring is one of the first processes to break as a business grows. What starts as a simple workflow quickly becomes scattered across job boards, spreadsheets, and inboxes—making it harder to stay organized and move quickly. Justworks Applicant Tracking System (ATS) brings structure to hiring by giving you one place to post jobs, track candidates, collaborate with your team, and move new hires directly into onboarding. It’s a simple, connected way to manage hiring without adding another tool.
Accessing the ATS
Access to the ATS depends on your role in the hiring process and your permission level in Justworks. Admins with Manage Employees permission have full access to create and manage jobs, review candidates, and oversee the entire hiring process. Hiring managers are assigned to specific jobs and can review applicants, move candidates through each stage, and view feedback from interviewers. Interviewers are assigned to individual candidates and can review relevant details and submit feedback to support hiring decisions. Each role is designed to give the right level of access while keeping the hiring process organized and collaborative.
Designating settings
The first thing to do once you have access to the ATS is to update your company settings. You can do so by going to Hiring under Company and selecting settings in the top right corner. You will then be prompted to upload your company logo, Equal Employment Opportunity (EEO) statement, and include a link to your company privacy policy.
This ensures every job you create reflects your brand and includes the information needed for a clear and consistent candidate experience. Once your settings have been designated, you are all set to begin creating your first job.
Creating a Job
All admins with manage employee permission can create a job through the Justworks ATS. You can do so by navigating to: Hiring in the side navigation. From there, you can select Add in the top right hand corner to begin creating a job:
As you move through each step, your progress is saved when you select Continue, so you can pick up where you left off at any point in the process.
Start by entering the basic details for your job, such as: job title, hiring manager, department, office location, employment type, pay type, and salary range.
After designating your job setup, you will create a job description. You can type, or copy and paste your job description into the designated field.
After setting up the job details, you can create your job description by typing or pasting content directly into the designated field.
Then, view the required questions that applicants must complete for every application, and add optional or required custom questions to collect the information that matters most to your hiring process.
Each time you select Continue, your progress is saved as a draft. If you exit before completing all steps, you can return to your draft and pick up where you left off.
The final step in creating a job is defining the interview process candidates will move through. You’ll need to include at least three stages, but you can add as many as needed to match your hiring workflow.
Once you’re satisfied with your interview stages and job details, select Done to create a draft of your job. You’ll then be taken to your list of job drafts.
Previewing a job as an applicant
Once the job has been drafted, you can preview how the posting will appear to candidates. Simply select the job, click on the ellipsis and click preview application.
This will open a new tab and give you the ability to view the job from a candidate’s perspective.
If you no longer want to move forward with a draft, you can delete it at any time before publishing. Simply open the job, select the ellipsis in the top right corner, and choose Delete draft.
You’ll be asked to confirm, as deleted drafts cannot be recovered.
Publishing a job
Once you’re ready to make the job live and start accepting applications, you can publish the job by selecting the job, clicking the ellipsis and choosing Publish.
Publishing a job does not automatically post the role externally, and it can be edited at anytime, even after it is published.
Sharing Your Job Externally
Once your job is created, you have full flexibility in how and where you share it. Whether you’re promoting roles on your company website, using the automatically created careers page, posting to job boards, or sharing directly with your network, Justworks ATS gives you a single application link you can use anywhere. This allows you to reach more candidates while keeping all applications centralized in one place.
To share your job, select Copy link next to the role from the hiring dashboard.
This will copy the URL of the job posting, and you can then publish it anywhere you’d like to promote the position.
Justworks Careers Page
Every company using Justworks ATS has a dedicated careers page that automatically displays all published jobs in one place. Instead of managing multiple listings across different locations, you can direct candidates to a single, shareable page that showcases all open roles at your company. As you publish new jobs, they are automatically added to your careers page, ensuring it always reflects your latest hiring needs.
This ensures a professional, consistent experience for candidates and gives you a central destination to share across your website, email outreach, or social channels.
Posting on External Job Boards
You can also use your job link and posting details to share roles on external job boards. Simply copy the job description and key information, then include the application link when creating your listing.
This approach allows you to expand your reach and attract candidates from multiple sources, while ensuring all applicants are funneled back into Justworks ATS—so you can manage everything in one organized system.
Dashboard & Candidate Profile
Once your job is live and candidates begin applying, you’ll see all applicants listed in the Applicants tab for that role. From here, you can quickly view candidate details at a glance and filter the list to focus on the information that matters most to you.
From here, admins with the appropriate permissions can click on a candidate to open their profile. This view includes all information submitted in the application, along with the candidate’s resume.
A candidate’s profile is also where you assign interviewers for that specific role. To do this, select the ellipsis and click Assign interviewers, then choose the appropriate team member who will be responsible for interviewing this candidate.
You will also use the profile to move candidates through your hiring stages.
Giving feedback
You can also leave feedback on each candidate directly from their profile that can be edited at any time. Add notes, indicate the stage of the interview process, and include a rating to keep your team aligned and your evaluations organized.
Admins can view the full set of feedback for a candidate, including input from interviewers and other team members. Hiring managers without admin permissions can view feedback submitted by interviewers, while interviewers without admin access can only view the feedback they have personally provided.
Hiring someone
Once you’ve identified the right candidate and are ready to move forward, navigate to their profile, update their status, and mark them as Offer Accepted.
You will then see a banner at the top informing you that the candidate has signed the offer and prompts you to add them to your company. Select Add new member to begin the onboarding process.
Once selected, you’ll be taken directly to the onboarding flow. Key details such as first name, last name, title, and department will already be pre-filled based on the information collected during the job creation and application process.
Closing a job
Once you’ve successfully hired a candidate and are ready to close the role, open the job, select the three dots in the top right corner, and choose Close job. You’ll be prompted to confirm your selection. Once a job is closed, it cannot be reopened.
This will prevent any additional candidates from applying to this job. If a candidate navigates to a job posting that has already been closed, they will see a blank page and will no longer be able to submit an application for that job.
Hiring managers
Once you’re assigned as a hiring manager for a role, you’ll receive an email notification. To access the ATS, navigate to Employees under Manage if you’re on the PEO platform, or People if you’re on the Payroll platform. From there, you’ll see all published roles you’ve been assigned to.
You’ll also receive a notification on your Justworks dashboard when new candidates apply, so you can quickly review incoming applicants.
Similar to the admin view, you can select a job to see an overview of the posting and a list of candidates who have applied. From there, you can click into a candidate’s profile to review their application details and submitted information. As a hiring manager, you can also view the interview plan and see which stage each candidate is currently in as well as move a candidate throughout the interview process.
You’ll also have visibility into all feedback submitted by interviewers, helping you stay aligned throughout the hiring process.
Interviewers
As an interviewer, your experience is similar to the hiring manager’s. You can view the candidate’s profile, including key application details, review the interview plan, and submit feedback for each candidate. Your feedback will be visible to the hiring manager and all admins, helping keep everyone aligned throughout the process.
Feedback / questions?
If you have any questions or feedback, we’re here to help. You can slack us at #ATS-Early-Access or reach out to us via email at support@justworks.com.
Disclaimer
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for accounting, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.