Sharing a Job Offer and Booking Interviews

Flowtly Editorial Team8 min

A job offer in Recruitment can be opened to people outside your organisation. Flowtly gives you a link; you send it wherever you want candidates to find the role. Somebody who opens that link sees the position, applies with their details and their CV, and arrives in the job offer's Applied column — without a Flowtly account and without being invited.

Interviews work the same way. You offer a set of times, Flowtly turns them into a booking link, and the candidate picks one. Flowtly sends the candidate nothing at either step. Every link described on this page is one you copy and pass on yourself, so plan on contacting the candidate from your own mailbox.

Publishing a job offer

Job offers live under Recruitment, on the Recruitments tab, and New job offer opens the form for a new one. Creating or editing one needs the HR manager role.

A job offer is Draft, Active or Archived, and the menu on its tile moves it along: Publish recruitment while it is a draft, Move back to draft while it is active, and Archive recruitment at any point.

Those states organise your own lists. They are not what makes the role public — the link is. A job offer is reachable by anyone holding its link whatever state it is in, a draft included, so treat sharing the link as the moment the role goes out, and do not pass it on until the offer reads the way you want a stranger to read it.

Open the job offer and choose Link to recruitment form. Share job offer opens with the explanation "Share this link so candidates can apply without logging in." and a read-only Shareable link you copy with the button beside it.

The link stays the same for the life of the job offer, so it can go in several places at once — a message to one person, a post on a job board, a page on your own site. Nothing in Flowtly mails it out.

What a candidate sees

The page opens in two halves. On the left is the role: your organisation's logo and name, the position as the heading, the location — or N/A where the job offer carries none — then Job details with the description you wrote, Requirements as labelled tags under the requirement group each belongs to, and the Salary range.

On the right is Apply for this job, with the line "Submit your details and we'll add you as a candidate."

  • Apply with LinkedIn fills in the first name, last name, email address and LinkedIn profile from the candidate's LinkedIn account. It is a shortcut, not a requirement; the form can be filled in by hand instead.
  • Firstname, Lastname and Email are required. Phone number, Location, Position, Birth date, LinkedIn, Expectations and Notes are optional, and everything the candidate fills in lands on their candidate profile.
  • CV (optional) and Cover letter (optional) each take one PDF, JPG or PNG of up to 64 MB. The two together must stay under 70 MB, and the form says so if they do not.
  • Submit application finishes it. The page answers Application sent — "Thanks for applying. We'll be in touch if there's a match." Read that literally: the next contact is one you make.

A candidate who reaches the page with a partial address is told "This job offer link is incomplete." and asked for a new one, so copy the whole link rather than retyping it or letting a message break it across lines.

The application in your job offer

Applications arrive on the job offer's Candidates tab, which is three columns — Applied, Best Selected and Rejected — each showing how many applicants it holds and what it is for. Drag a card between columns as the process moves on. A public application starts in Applied, carrying whatever the candidate submitted, with the CV and cover letter on their profile.

Candidates added by hand from your own search sit in the same columns, so one job offer holds both routes.

Offering interview times

The clock button on a candidate's card opens Propose slots. Until you choose a date it reads No slots available for this day, because there is no day yet to build times for. Choose a Slot length — 15, 30, 45 or 60 minutes — and a date under Select date, and Available slots fills with every slot of that length between 09:00 and 17:00 on that date. Select as many as you are willing to offer.

The times come from that window and the slot length alone, so every date offers the same set of start times. Offering a time you have already offered adds it a second time rather than replacing the first, and a candidate would then see it twice — so offer each time once.

Times are held against you as the interviewer, through your own employee profile. An account with no employee profile has nothing to offer and says so: "Your account has no employee profile, so there are no interview slots to offer."

Because the times belong to you rather than to one candidate, every still-open time you hold is shown to every candidate you send a booking link to, and a time vanishes from all of those lists the moment one of them takes it. Offer what you can genuinely cover, and add more whenever you want — candidates holding a valid link see the additions the next time they open it.

The link button on the card opens Send booking link. It needs the HR manager role; proposing times needs only candidate access, so on some accounts the clock appears and the link button does not.

Pick how long the link should last under Link valid for — 24 hours, 3 days, 7 days or 30 days, with 3 days chosen for you. Thirty days is the longest Flowtly will issue.

Create link produces the Booking link itself, a Copy link button, the date and time it expires, and a reminder of whose job the sending is: "Send this link to the candidate yourself. They pick one of the interview slots you proposed. No email is sent." Done closes the dialog.

Copy the link whole. It carries both the invitation code and the workspace the invitation belongs to, and a candidate who receives only part of it is told the link is missing part of its address.

The link needs no account either. It opens on Choose a time for your interview, naming who they will be meeting, above the times you left open. Choosing one confirms immediately: Your interview is booked.

A booking link is good for one booking. Once it has been used — or once it has expired — it answers "This invitation can no longer be used" and asks the candidate for a new invitation, so rescheduling means creating a fresh link. If two candidates reach for the same time, the one who loses sees "That time was just taken", keeps a valid invitation, and picks again from what is left. A candidate who arrives when nothing is open is told "No times are open right now" and asked to come back to whoever sent the link.

Example use cases

  • Open a job offer for a role, copy its link, and post it on a job board so applicants reach it without an account.
  • Send the same link to one person you approached directly, and read their application in the Applied column alongside the rest.
  • Collect a CV and a cover letter with an application instead of asking for them afterwards.
  • Offer four half-hour interview times on one afternoon and let the candidate choose the one that suits them.
  • Issue a booking link valid for 24 hours when you need an interview settled quickly, or 30 days when the candidate is away.
  • Create a second booking link for a candidate who needs to rearrange an interview they have already booked.

Connection map

Refers toPart of
Documented hereDocumented elsewhere
audit-log records person. second-factor held by person. person works under agreement. work-schedule assigned to person. benefit-assignment held by person. employee-profile describes person. employee-document filed against person. responsibility assigned to person. performance-target set for person. meeting held with person. holiday-request filed on behalf of person. leave-entitlement held by person. granted-allowance held by person. recurrence-rule requested by person. project staffed by person. project-rate rates person. booking books person.recordsheld byworks underassigned toheld bydescribesfiled againstassigned toset forheld withfiled on behalf ofheld byheld byrequested bystaffed byratesbooksAAudit trail — The record of who did what and when. It is how a user action is investigated after the fact, and what compliance is demonstrated from.Audit trailPPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonSSecond factor — The extra proof of identity asked for at sign-in on top of the password — a six-digit code from an authenticator app, changing every 30 seconds.Second factorAAgreement — The document formalizing the terms between the organisation and one employee or contractor. It is the foundation of the employees module: whether someone has an active agreement decides whether they appear in the other modules at all.AgreementWWork schedule — The working days, hours and breaks assigned to an employee, from the week the assignment starts. It is what the Work Time calendar draws.Work scheduleEEmployee benefit — One benefit granted to one person for a date range. A person can hold several at once.Employee benefitEEmployee profile — The detailed record for one person: contact details, job role, department, employment history.Employee profileEEmployee document — A file attached to a person — a contract, a review, anything filed against them.Employee documentRResponsibility — An area of ownership assigned to a person.ResponsibilityPPerformance target — An objective set for a person and measured against.Performance targetMMeeting — A recorded one-to-one or review between people.MeetingHHoliday request — A request for time off, submitted for approval. Usually the employee files it; an administrator or HR manager may file one on that person's behalf, and it still goes to that person's approvers. Approving it is what turns it into leave the rest of the system counts.Holiday requestEEntitlement — How much leave a person has for the leave year. A request draws it down; the balance is what remains.EntitlementGGranted allowance — A number of days set for a person against one holiday type, effective from a date. It is granted rather than accrued, so a request against that type draws it down instead of the leave entitlement.Granted allowanceRRecurring request — A repeat an employee asks for once -- every Tuesday, the 10th of each month -- instead of filing the same request each time. It states where it ends, and Flowtly books each occurrence from it as that date comes due.Recurring requestPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateBBooking — One person committed to a role, or directly to a project, for a stretch of time — at a percentage of their time, or for a number of hours on each chosen day. A booking is a plan, not a record of work done.Booking