Steps to Create a Job

Modified on Mon, 8 Jun at 4:18 PM

Step 1: Define the Job Description

Navigate to the Jobs section from the left sidebar.

Click Create Job in the top-right corner.

Figure 2: Jobs page with the Create Job button (top-right)

Enter the Job Title (mandatory to proceed).

Figure 3: Entering the Job Title

Add the Job Description (two options)

Option 1: Upload a Job Description

Upload your JD (PDF, DOC, DOCX) using drag-and-drop or the file picker.

Figure 4: Uploading a job description file

How it works: Zena, our AI agent, automatically analyses your JD, extracts the key responsibilities, and identifies must-have and good-to-have skills. You can review and refine these details before proceeding, which improves screening accuracy.

Figure 5: Zena extracting responsibilities and skills from the JD

Option 2: Create a Job Description with Zena

Select Create Job Description with Zena.

Enter the Job Title and a brief role description, then click Create.

Zena generates a complete job description including roles, responsibilities, and required skills.

Edit and customise it before moving forward.

Figure 6: Generating a job description with Zena

Select Line of Business / Department / Client

Choose the relevant Client, LOB, or Department — this is reflected in candidate communication (including branding) — then proceed to the next step.

Figure 7: Selecting Client / LOB / Department

Step 2: Build the Workflow

Create and configure your hiring workflow. You select from ready-made workflow templates and can tailor the messaging within them. Below are the standard workflow templates:

CV Screened + Recruiter Screening + AI Video Interview + HM + HM2

CV Screened + Recruiter Screening + AI Video Interview + HM

CV Screened + Recruiter Screening + HM + HM2

CV Screened + Recruiter Screening + HM

CV Screened + Recruiter Screening + AI Video Interview + HM + HM2 + Document Submission + Offer Release

CV Screened + Recruiter Screening + AI Video Interview + HM+ Document Submission + Offer Release

CV Screened + Recruiter Screening + HM + HM2 + Document Submission + Offer Release

CV Screened + Recruiter Screening + HM + Document Submission + Offer Release

A workflow can include CV screening, AI recruiter screening, AI interviews, technical assessments, interview scheduling, and offer release.

Figure 8: Workflow builder with selectable stages

CV Screening with Zena Intelligence

This optional stage is available within the workflow. CVs are automatically screened, the top candidates (based on a percentage you choose) are shortlisted, and only relevant candidates move forward. Example: if 50 CVs are screened and the top 10% is selected, 5 candidates move ahead.

Figure 9: CV Screening with Zena Intelligence settings

AI Recruiter Screening

Choose your screening channel(s): WhatsApp Screening, AI Call Screening, or both. If you choose both, WhatsApp is triggered first and, if there is no response, an AI call is initiated. AI call attempts run within a configurable window (commonly 9:00 AM – 9:00 PM). All interactions — call recordings, transcripts, and WhatsApp logs — are captured.

Figure 10: AI Recruiter Screening channel options

Screening Criteria & Auto-Rejection

Define screening criteria and, optionally, set auto-rejection rules so candidates who do not meet the criteria are filtered out automatically.

Figure 11: Screening criteria and auto-rejection settings

Screening Criteria and Auto-Rejection settings can be edited, added, or removed even after the job is live — open the job's Workflow and use the Edit icon on Screening Criteria.
When the change affects candidates already in screening, an Impact Preview is shown before saving (see the Workflow Builder guide).

AI Video Interview Configuration

Figure 12: AI Video Interview configuration

Set the Number of Questions and Interview Duration.

Select the interview configuration and click Save.

Hiring Managers & Feedback

Figure 13: Assigning Hiring Managers and adding a feedback form

You can assign multiple Hiring Managers to the same stage. All assigned HMs can review candidates and submit feedback. The system uses a "First-Action Wins" model — the first HM to act determines the outcome for that stage — and supports automated WhatsApp interview scheduling for the HM who acts. Once the HM is selected, you can add a feedback form from the section below the HM list.

Step 3: Set Up AI Interview Questions

Review or modify the key skills extracted from the JD; add or remove skills as needed.

Select a difficulty level: Beginner, Intermediate, or Expert.

Figure 14: Reviewing skills and difficulty levels

Click Generate Questions — questions are created automatically based on the JD.

Edit questions, add custom questions, and set the time per question (1–5 minutes).

Figure 15: AI-generated interview questions

Final Step: Save or Publish

Save as Draft keeps the job unpublished while you finish setup (it appears under the Draft tab on the Jobs page).

Publish Job makes the job live. Once published, it appears on the Jobs page, candidates enter the pipeline, and automated workflows begin.

Note: Save as Draft and Publish are different actions. Use Draft until everything is ready, then Publish.