Skip to main content

Close or Archive a Vacancy

Understanding the difference and how to remove vacancies

Shaun Corness avatar
Written by Shaun Corness
Updated over a month ago

Getting Started

Sometimes you need to remove vacancies from active recruitment. talentATS offers two options: closing and archiving. This guide explains the difference and how to use each option.

Close vs Archive

Closing a Vacancy

What happens:

  • Job is removed from all job boards

  • Job is removed from your careers page

  • Candidates cannot apply

  • Vacancy remains in the Live Jobs tab

  • All associated data is preserved

  • Cannot be reopened

When to use:

  • Position has been filled

  • Recruitment is on hold

  • No longer actively recruiting

  • Want to stop receiving applications

Important: Once closed, jobs cannot be reopened on job boards or careers page. You'll need to create a new vacancy if you want to recruit for the same position again.

Archiving a Vacancy

What happens:

  • Vacancy is moved from Live Jobs tab to Archived Jobs tab

  • Only closed vacancies can be archived

  • Data is preserved for reporting

  • Applications remain accessible

  • Historical data is maintained

When to use:

  • Position has been filled

  • Vacancy is no longer needed in Live Jobs

  • You want to keep data for reporting

  • Need to declutter your Live Jobs tab

How to Close a Vacancy

Step 1: Access the Vacancy

  1. Navigate to Vacancies > Live Vacancies

  2. Find the vacancy you want to close

  3. Click on the Vacancy Information action button to open the fly-out

Step 2: Close the Vacancy

  1. Click the Job Actions action button

  2. Look for and click the Close Job Advert option

  3. Read the warning carefully

  4. Confirm closure

Step 3: Confirmation

  1. You'll see a confirmation message

  2. The vacancy is closed immediately

  3. Careers page is updated

  4. Candidates can no longer apply

How to Archive a Vacancy

Step 1: Close the Vacancy First

  1. Vacancies must be closed before they can be archived

  2. Follow the steps above to close the vacancy

  3. Ensure the vacancy is no longer active

Step 2: Archive the Closed Vacancy

  1. Go to Vacancies > Live Vacancies

  2. Find the closed vacancy to archive

  3. Click the Job Actions action button

  4. Look for and click the Archive Job Advert option

  5. Read the warning carefully

  6. Confirm archiving

Step 3: Viewing Archived Vacancies

  1. Archived vacancies are moved to the Archived Jobs tab

  2. Navigate to Vacancies > Archived Jobs

  3. All archived vacancies appear in this separate tab

  4. Can be unarchived if needed

Unarchiving a Vacancy

If you need to restore an archived vacancy to Live Jobs:

  1. Navigate to Vacancies > Live Vacancies > Archived Jobs

  2. Find the vacancy you want to restore

  3. Click the Job Actions action button

  4. Look for and click the Unarchive Job Advert option

  5. Read the warning carefully

  6. Confirm unarchiving

  7. Vacancy returns to Live Jobs tab

  8. Note: Vacancy remains closed and cannot be reopened

Unarchiving is useful for:

  • Keeping the vacancy visible in Live Jobs for reference

  • Making it easier to find alongside active vacancies

Before Closing or Archiving

Check Applications

Before closing a vacancy:

  1. Review all applications received

  2. Ensure candidates are processed

  3. Download any needed data

  4. Complete candidate communications

Review Status

Consider:

  • Have you finished recruitment for this role?

  • Are there outstanding applications to process?

  • Will you need to recruit for this position again? (You'll need to create a new vacancy)

  • Should you archive for a cleaner interface?

Impact on Job Boards and Careers Page

When You Close

  • Job boards are updated immediately

  • Posting is removed from all job boards

  • Posting is removed from careers page

  • May take time for some job boards to process

  • Cannot be reopened - you'll need to create a new vacancy

When You Archive

  • Vacancy is moved to Archived Jobs tab

  • No impact on job boards (already closed)

  • Provides cleaner UI in Live Jobs

  • Can be unarchived at any time

  • Data remains accessible

Data Retention

Closed Vacancies

  • All data is preserved

  • Available for reporting

  • Applications remain accessible

  • Can be archived or unarchived

  • Cannot be reopened

Archived Vacancies

  • Data is fully preserved

  • Available for reporting

  • Applications remain accessible

  • Can be unarchived and moved back to Live Jobs

  • Historical records are maintained

  • Vacancy remains closed when unarchived

Best Practices

Before Closing

  • Review Applications - Process all candidates first

  • Download Data - Save important information if needed

  • Communicate - Inform your team

  • Document - Note why it's being closed

  • Remember - Closed vacancies cannot be reopened

Choosing Close vs Archive

  • Close - When you want to stop receiving applications

  • Archive - When you want to move closed jobs out of Live Jobs tab

  • Archive Regularly - Keep Live Jobs tab clean and organised

  • Create New - If you need to recruit again, create a new vacancy

Troubleshooting

I closed a vacancy but it's still showing on job boards:

  • Allow time for job boards to update

  • Can take 24-48 hours

  • Contact job board support if it persists

  • Verify closure was successful

I need to recruit for the same position again:

  • Closed vacancies cannot be reopened

  • You'll need to create a new vacancy

  • Consider duplicating the previous vacancy details

  • Existing applications and data from the old vacancy are preserved

I can't find my archived vacancies:

  • Navigate to Vacancies > Live Vacancies > Archived Jobs

  • All archived vacancies are in this separate tab

  • Use search or filters to locate specific vacancies

  • Contact support if you need assistance

I accidentally archived the wrong vacancy:

  • Navigate to Vacancies > Archived Jobs

  • Find the vacancy

  • Click Unarchive to restore it to Live Jobs

  • No data is lost during archiving

  • The vacancy remains closed

I want to move a closed vacancy back to Live Jobs:

  • If it's archived, navigate to Vacancies > Archived Jobs

  • Find the vacancy

  • Click Unarchive to move it back to Live Jobs tab

  • Remember: the vacancy remains closed and cannot be reopened

Tips

  • Archive Regularly - Keep Live Jobs tab clean and organised

  • Close When Filled - Stop applications immediately when position is filled

  • Keep Records - All data is preserved, even when archived

  • Review Periodically - Archive old closed vacancies for better UI

  • Team Communication - Inform team members when closing vacancies

  • Plan Ahead - Remember closed vacancies cannot be reopened, so create new vacancies if needed

Need more help? Click on "Need Help?" in your profile dropdown menu or contact our support team for assistance.

Did this answer your question?