Standalone Requisitions

Please note: This article currently reflects the Selection Manager experience and will be updated on 6/9 to incorporate the new candidate pipeline being rolled out to customers. To review the candidate pipeline and how to process candidates through the stages, click here.

Hireology’s Standalone Requisitions feature allows organizations to request, review, and approve new job openings before they are created. Requisitions provide a structured way for users to submit job requests using configurable forms and approval workflows. Each request follows a defined review process and, once approved, automatically creates a job shell so authorized users can complete setup and publish when ready.

In this article we will cover:

Key Components of Standalone Requisitions
Requisition Permissions
Allow Child Accounts to Create Requisitions
Creating a Requisition Form
Creating a Requisition Approval Workflow
Creating Requisition Types
Submitting a Requisition for Approval
Taking Action on Requisitions
Tracking Statuses
Using User Groups in Approval Workflows
Notifications & Activity Tracking
Internal Comments
How to Use Requisitions: Step-by-Step

Key Components of Standalone Requisitions

Standalone Requisitions are designed to help organizations:

Standardize how job requests are submitted
Route requests through the appropriate reviewers automatically
Capture required information upfront
Maintain visibility into request status and decision history

Requisition Forms:Custom forms that collect the required information for each request.

Requisition Workflows: Approval workflows that determine who reviews and approves requisitions.

Requisition Types: Pair a Requisition Form and Workflow together to create a Requisition Type. Create one or more requisition types that users can choose from when requesting a job.

Limits & Rules

Max requisition forms per org (100)
Max approver steps (5)
Requisition Type requires both a Form and Workflow

Requisition Permissions

Only users with specific permissions can create and manage requisition configuration items.

Requisition Forms: Have the "Can manage requisition forms & job custom pages" permission.

Requisition Workflows: Have the "Can manage approval settings" permission.

Requisition Types: Have the "Can manage approval settings" and/or "Can manage requisition forms & job custom pages" permissionWho can assign this permission.

Only true account owners can grant the Can manage approval settings and Can manage requisition forms & job custom pages permission. True account owners automatically have this permission.

How to assign the permission

Navigate to Management → Manage Users

Select Edit Permissions

Scroll to Individual Permissions and check "Can manage approval settings" or "Can manage requisition forms & job custom pages"

Changes are saved automatically.

Allow Child Accounts to Create Requisitions

By default, only the Ultimate Parent account can create requisition configuration items. Organizations can optionally allow Requisition Forms and/or Requisition Workflows to be created at child accounts. If either Requisition Forms or Requisition Approval Workflows can be created at child accounts, the ability to create Requisition Types is automatically granted.

How it Works

From the Ultimate Parent account, you can choose to allow child accounts to create:

Requisition Forms
Requisition Workflows

These permissions:

Pass down one level at a time in the account hierarchy
Must be explicitly enabled at each parent level
Apply independently to forms and workflows

Example Scenario

If a child account has permission to create either forms or workflows, the Requisition Types tab becomes available for use. The account can create Requisition Types using items it owns or items inherited from parent accounts. If a child account does not have permission to create forms or workflows, it can only use inherited Requisition Types from the parent.

How to Enable Creation for Child Accounts

Go to Management → Requisition Settings

Open the Requisition Forms or Requisition Approval Workflows tab and look for the "Allow child accounts to create" toggle and enable it

Submitting Requisitions

All users within an organization that has an active Requisition Type configured can "Request a Job".

Approving & Publishing Requisitions

Users must have specific permissions to appear as selectable options when building a workflow. Approvers & Publishers must have all of the following permissions to populate in the workflow builder:

Edit hiring steps
View all jobs
Edit existing jobs
View compensation info

Creating a Requisition Form

Requisition Forms allow organizations to collect the information needed to request a new job before it enters the approval and publishing process. Only users with the Can manage requisition forms & job custom pages permission can create or edit requisition forms.

Click Management in the left navigation and select Requisition Settings.

Open the Requisition Forms tab. Note: This page is visible only to users with the appropriate permissions.

Create a New Form by clicking "Create Form".

Enter a Form Name (required, max 75 characters) and add an optional Form Description (max 255 characters).

Configure Inheritance

If your organization has multiple locations, configure whether this form should be shared with child accounts:

Available at this account only — the form stays at your location and is not shared
Pass down to all children: Required — the form becomes active for all child locations automatically
Pass down to all children: Optional — the form is made available to children, but they choose whether to use it

Build Your Form

Each requisition form includes a required Job Title field and any custom or HRIS fields you choose to add.

Job Title (Required)

Automatically included in every requisition form
Required and cannot be edited, duplicated, or deleted
Can be reordered within the form using drag and drop

Add Custom Fields

Users can add custom fields to requisition forms. Available field types include:

Short Text
Paragraph
Dropdown
Radio Buttons
Checkboxes
Currency
Date

Add HRIS Fields

If your organization has an HRIS connected to Hireology, you can pull those fields directly into your Requisition Form. Supported integrations include ADP Workforce Now, BambooHR, UKG Ready, and UKG Pro.

Click Add Integration Fields (bottom-right of the section).
In the Add Integration Fields modal, click your HRIS integration to expand it.
Check the boxes for the job-related fields you want to include.
Click back on the form and review the fields you added.

Save Your Form

Review your fields and inheritance settings.
Click Publish & Exit.

Your form will now be available to associate with requisition types and can be used when submitting new job requests. Note: Changes to forms do not affect already submitted requisitions.

Creating a Requisition Approval Workflow

Only users with the Can manage approval settings permission can create or edit requisition approval workflows.

Navigate to Requisition Approval Workflows by clicking Management in the left navigation Select Requisition Settings

Open the Requisition Approval Workflows tab Note: This tab is visible only to users with the appropriate permissions.

Build Your Workflow

Click Create Workflow to begin. If no workflows have been created yet, you may see Get Started instead.

Approver Steps (Optional, Multi-Step Available)

Approvers review submitted requisitions and decide whether to approve or decline.

Add up to 5 approver steps
Assign individual users or Groups to each step
Steps are completed in sequential order

You can also select user groups for approvers.

Publisher Step (Required)

Publishers take the final action on an approved requisition — they review & publish the job or reject & close it.

One Publisher step is required per workflow
Assign individual users or Groups

Inheritance Step (Required)

Define weather or not child locations should inherit the workflow.

Review & Name

Review the workflow steps
Give the workflow a Name (required, max 75 characters)
(Optional) Add a Description (max 255 characters)
Click Save

Creating Requisition Types

Requisition Types pair a Requisition Form and a Requisition Approval Workflow together. When a user requests a job, they choose from the available Requisition Types.

Navigate to Requisition Types by clicking Management in the left navigation then select Requisition Settings.

Open the Requisition Types tab.

Add a Requisition Type by clicking "Add Requisition Type"

Configure the Requisition Type

An inline row will appear in the table where you can configure the requisition type. Note: You must save or cancel the current row before creating another.

Each requisition type requires the following:

Display Name (required, max 75 characters) — Names must be unique within your organization.
Description (optional, max 255 characters)
Requisition Form (required) — Select a locally created or inherited form. You can also create a new form in a separate tab if needed.
Requisition Approval Workflow (required) — Select a locally created or inherited workflow. You can create a new workflow without leaving this page if needed.

Set Inheritance & Availability

Configure where the requisition type can be seen:

Available at this account
Pass this requisition type down to all child locations:
1. Cannot Disable (will always be visible at child locations)
2. Can Disable (can be hidden at child locations)

Activate the Requisition Type

Once saved, the Requisition Type will be visible in the table as Inactive. To make it available for users to select when requesting a job:

Click the toggle or use the three-dot menu to activate the type
Confirm activation

Only active Requisition Types are available when submitting a requisition.

Managing Existing Requisition Types

Use the three-dot menu next to any existing requisition type to edit, deactivate, or delete it. Deleting a Requisition Type does not affect already submitted requisitions.

Inherited Requisition Types

Requisition Types inherited from a parent account will appear in a separate "Inherited Requisition Types" table. These cannot be edited or deleted by child accounts but can be deactivated if the parent has allowed it (Can Disable setting).

Submitting a Requisition for Approval

Any user within an organization that has an active Requisition Type configured can request a job.

Complete and Submit the Form

Users complete the requisition form
Click Submit

Upon submission:

The requisition status becomes Pending – Submitted
A unique Req-ID is automatically assigned (cannot be edited; appears on the Jobs page and is searchable)
The associated requisition approval workflow is triggered
Notifications are sent to the Submitter (confirming submission) and the next Approver or Publisher, based on the workflow

Note: Requisitions cannot be edited after submission.

Taking Action on Requisitions

Where to Approve & Publish Requisitions

Approvals can be completed in multiple areas for convenience:

Action Center: The "Submitted for Approval" tile will show any Requisitions that are awaiting action.

Email Notifications: Approvers and Publishers receive notifications with a link to review the Requisition. Emails reflect the current step in the approval process.

Jobs Page: Requisitions in Pending (submitted, approved, or declined) status will display an Approvals Tracker (e.g., 2/5 steps complete). Click View Request to review and take action.

Action Buttons

For Approvers: When it’s your turn to take action according to the workflow, you’ll see action buttons when viewing the requisition:

Approve — Moves the requisition to the next step in the workflow
Decline — Stops the requisition and requires a comment explaining the decision
(Optional) Leave a comment before taking action

For Publishers: Once all approver steps are completed (or declined), Publishers will see:

Review & Publish — Create the job, fill in details and post it internally or externally
Reject & Close — Decline the requisition and add a required comment

Using Custom Job Pages for Approvals

Custom Job Details Pages can be used alongside approval workflows. When a Publisher selects Review & Publish, they will complete any configured Custom Job Details Page fields before the job is created. Custom fields can also be used independently from approval workflows — submitters fill them out when opening a role on the Details page.

Read more about Custom Job Details Pages

Tracking Statuses

Requisitions in a pending state will appear on the Jobs Page with an Approvals Tracker showing how many steps have been completed (e.g., 2/5 steps complete).

Pending Status

A requisition is in Pending status from the moment it is submitted through the entire approval process until it is published or rejected. The Pending status includes the following sub-states:

Pending – Submitted: The request has been submitted and is awaiting review
Pending – Approved: All approver steps have been completed and it is awaiting publisher action
Pending – Declined: The request was declined by an approver at some step in the workflow

Closed Status

A requisition moves to Closed status when the Publisher selects Reject & Close. Closed requisitions remain visible on the Jobs Page for record-keeping and auditing purposes.

Using User Groups in Approval Workflows

User Groups offer a flexible way to manage approval workflows across large or distributed teams. Instead of assigning approval permissions to individuals one by one, customers can organize users into Groups that reflect their business structure, such as department leads, regional managers, or HR teams, and reuse them across workflows. You can add or remove users from a Group without editing every approval workflow they’re part of.

Adding Groups to Approval Workflows

In any step of a workflow (Approver or Publisher), you can assign a Group instead of individual users. To add a Group:

In the workflow modal, click into the search bar on the desired step.

Toggle to Groups.

Select a Group from the list. Each Group will display: Group name, Group owner, and a label indicating it’s a Group.

Groups can be added alongside specific users, and each step can contain a mix of both. Note: If a Group has no active members, approval requests for that step will be routed to the account owner by default.

Need help configuring a group? Learn how to set up and manage Groups →

Notifications & Activity Tracking

Hireology sends automated notifications and logs activity throughout the requisition process to keep all parties informed.

Notifications include:

Submission confirmation to the Submitter
Action request to the next Approver or Publisher in the workflow
Outcome notifications (approved, declined, published, or rejected) to relevant parties
Jobs Page filters
Job Activity History
Email notifications

Activity Feed entries:

Requisition submitted
Approved by [user] at step [X]
Declined by [user] at step [X] with comment
Published by [user]
Rejected & Closed by [user] with comment

Internal Comments

Users involved in the requisition process can leave internal comments at any stage. Comments are visible to all users who have access to view the requisition. Submitters can optionally leave a comment when submitting for additional context. Approvers must leave a comment when declining a requisition. Publishers must leave a comment when rejecting and closing a requisition.

How to Use Requisitions: Step-by-Step

Request a Job

Go to the Jobs tab and click Request a Job.

If your organization has configured more than one type of form or workflow, you’ll see various options to choose from. Click the best fitting option. You can pin frequently used options. If your organization only has one option, you’ll bypass the selection screen.
Fill out all required form fields and once complete, click Submit. You will not be able to edit after submission.
(Optional) Leave a comment for reviewers.
The job will show as Pending – Submitted and provide a searchable Req-ID.

Check the Jobs Page to view the job’s current status using the Approvals Tracker. View recent activity, @mention team members and view workflow details on the "Activity & Workflow" tab. You’ll be notified when the job is approved, rejected, or placed on hold.
Once approved and published, the requisition will transition to an active job. Submitters are allowed to move a job to "internal" or "close" a job. All other edits or status changes require Publisher action.

Approving a Requisition

Get Notified: You’ll receive an email when it’s your turn to take action on a requisition. You can also see pending requests in the Action Center, Jobs Page, or Applicants Page.
Open the Job Request: Click View Request to open the full requisition submission.
Review the Full Request: View approval history, including comments left by Submitters and Publishers. Review Requisition Details.
Take Action: Once all steps are approved (or declined), you’ll see action buttons appear at the bottom of the page: Approve or Decline (with required comment).

Publishing a Requisition

Get Notified: You’ll receive an email when it’s your turn to take action. You can also see pending requests in the Action Center, Jobs Page, or Applicants Page.
Open the Job Request: Click View Request to open the full requisition submission.
Review the Full Request: View approval history and Requisition Details.
Take Action: Once all steps are approved (or declined), you’ll see action buttons appear at the bottom of the page:
- Review & Publish — Create the job, fill in details and post it internally or externally
- Reject & Close — Decline the requisition and add a required comment
Manage the Job: Once published, the job becomes active and can be managed like any other open role from the Jobs tab or Applicants Page.

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