Quick Start Guide
Welcome to Wrk! Now, let’s get you started using it.
Most of the functionality in Wrk falls into two main buckets—managing your company job board and keeping track of candidates that respond to your job posts. In this guide, we'll walk through the entire process. We'll start with how to set up your account, company, team, and job board within Wrk; then we'll go into how you create, configure, and manage job posts; and lastly, we will cover how you track and manage the incoming candidates who apply to those jobs.
There are a lot of features but don't worry, Wrk makes it easy. Let's jump in.
Creating a User Account
Everything starts with a user account. Whether you're signing up through our registration form or through an invite from an existing team, you'll create your account by providing a few basic pieces of information. This includes your first name, last name, email address, and a password.
We recommend you use your company email address here because a single Wrk account cannot be associated with multiple companies.
If you created your account via an invite from an existing team on Wrk, you'll be taken directly into your company's instance of the application.
If you created your account from the registration form, you'll first need to confirm your email address. This helps us prevent suspicious activity and ensures that you avoid any issues that could arise from a mistyped email address during registration. After email confirmation, you'll be able to set up your company.
Managing your User Account
Within Wrk, there is a screen dedicated to the task of managing your user account. You can access it by clicking on your initials in the top-right corner of the app and then selecting "Account Settings" from the dropdown.
The Profile section on the Account Settings page allows you to update the information you provided when you first created your account. This includes your first name, last name, email address, and password.
Creating a Company
In Wrk, jobs are always created under a company; so if you were not invited to an existing team on Wrk, you'll need to create one. If you log in without a company, you'll be presented with a form to set one up.
Enter the name of your company and the url slug that you would like your job board to be located at. Usually, the job board url would be some variation of your company name so it would be recognizable and memorable.
After creating your company, you'll be taken to your jobs list. Initially, it will be empty.
Managing your Company
Within Wrk, if you have the user role of owner or admin, you have access to a screen dedicated to the task of managing your company. You can access it by clicking on your initials in the top-right corner of the app, selecting "Account Settings" from the dropdown, and then selecting "Company" in the left sidebar.
The Company Management screen allows you to edit some basic information about your company. This includes the name, the url of the company website, and remoteness. If supplied, the company's website url appears on job posts as a link.
On this page, you can also specify an email address that will be used to send an automated confirmation email to new applicants. By providing a real address, candidates will be able to respond to you if needed.
Managing your Team
Within Wrk, if you have the user role of owner or admin, you have access to a screen dedicated to the task of managing your team. You can access it by clicking on your initials in the top-right corner of the app, selecting "Account Settings" from the dropdown, and then selecting "Team" in the left sidebar.
On this page, you can add new team members, deactivate existing team members, and specify team member user roles. There are three possible roles for team members: Owner, Admin, and Member.
Owners have full permissions—their primary superpower is being able to configure billing. They can also invite other members and elevate member roles to Owners or Admins.
Admins can do all job-management tasks, such as creating, editing, and publishing job posts. They can also invite other members and elevate member roles to Admin.
Members can view applications and edit candidate documents. They, however, can not manage jobs or invite other users.
To deactivate a team member, click the three-dot icon on their line-item and select "Deactivate Account" from the dropdown. When a user is deactivated, they lose access to Wrk. You can reactivate a deactivated user from this same dropdown. Owners cannot be deactivated.
Clicking the "Add New Member" button opens a form that lets you send an invite to someone that lets them join your team.
Enter the email address of the individual you want to invite to your team and select a role for them. Then click the "Send Invite" button. An email will be sent to that individual with a link they can follow to register their account as a team member within your company.
Starting a Subscription
Wrk requires an active subscription to have an active job board, job posts, and application forms.
In Wrk, if you have the user role of owner, you have the ability to set up a Monthly or Yearly subscription. To do this, click on your initials in the top-right corner of the app, select "Account Settings" from the dropdown, and then select "Plan & Billing" in the left sidebar.
To start a subscription, click the button that corresponds to the plan of your choice. This will take you to a Stripe checkout screen that collects payment information. After checkout, you will be returned to the Plan & Billing screen where your active subscription will then be reflected.
Managing your Subscription
Within Wrk, if you have the user role of owner, you have access to a screen dedicated to the task of managing your subscription and billing information. You can access it by clicking on your initials in the top-right corner of the app, selecting "Account Settings" from the dropdown, and then selecting "Plan & Billing" in the left sidebar.
If you have an active subscription, you can use this screen to change your payment method, change your subscription type, or cancel your subscription. Subscription cancellations are effective immediately and your job board will become inactive at the time of cancellation.
Managing your Job Board
Within Wrk there is a screen dedicated to the task of managing your company job board. You can access it by clicking on your initials in the top-right corner of the app, selecting "Account Settings" from the dropdown, and then selecting "Job Board" in the left sidebar.
From this screen, you can edit the url slug that you would like your job board to be located at. Usually, the job board url would be some variation of your company name so it would be recognizable and memorable.
Additionally, you can specify the behavior of the 'Back' link on job posts. By default, it takes you to your Wrk-hosted company job board, but you can provide a different url for it to navigate to. This feature would typically be used if you had a non-Wrk job list on your website, but still wanted to use Wrk for application forms and candidate management.
Lastly, you can supply a logo for your job board on this page. Your logo should be a square image with dimensions of at least 128px. PNG, JPG, and SVG file types are acceptable. The image you use on your company's Twitter, Facebook, or LinkedIn account should work great.
There is a link in the top-right of this settings form that allows you to view your job board. If you do not have an active subscription, your job board will not be active, but you can still preview it.
Creating a Job Post
In Wrk, admins and owners have the ability to create job posts. To do this, click the "Create New Job" link in the top-right of your Job List.
After clicking "Create New Job" you'll be presented with a prompt for a job title. After providing a title and clicking "Create Job", the job will be created and you'll be taken to the new job's setup screen.
The job's setup screen is where you'll be able to configure and manage all aspects of this job.
Cloning a Job Post
If you do not want to start a job post from scratch, you have the option to clone an existing one. To do so, click the three-dot icon for a job from the job list, or from within that job's Job Setup screen, then select "Clone Job" from the dropdown.
Managing a Job Post
Within Wrk, if you have the user role of owner or admin, each job has a setup screen dedicated to the task of managing it. You can access it by clicking into an individual job from the Jobs list, then selecting "Job Setup" from the left sidebar.
The first section in the Job Setup screen is Job Details. This form is where you can provide basic information about the job. This includes the job title, job category, employment type, hiring location, and remote-working options.
Next is the Job Description section where you can provide a detailed explanation of the job. Wrk provides a powerful Markdown editor for creating your job description.
Not familiar with Markdown? Visit our Markdown Guide.
The Application Form section is next. This is where you can specify what fields show on the job's application form and if they are required or not. There are a standard set of fields that you can set as optional or required; alternatively, you can set them as hidden if you do not want them included.
Below, you can also create additional, custom questions to appear on the application form. Click the "Add Additional Question" button to build a custom question. After supplying the required information, click "Create Question" and it will appear in the list.
To edit a custom question, click the three-dot icon associated with it and select "Edit Question" from the dropdown. To remove a custom question, click the three-dot icon associated with it and select "Delete Question" from the dropdown.
The last main section of the Job Setup screen is the Document Template.
In Wrk, every candidate has a hiring document associated them. This document provides a place for information to be recorded about that candidate or the hiring process. When a candidate applies, their hiring document is created as a copy of the job's document template.
Because each candidate's hiring document starts as a copy, the template is a great place for content such as an outline of the hiring process, a list of questions you want to ask, or any additional reference material.
By spending time on this document template, you can create consistency in your hiring process.
Previewing the Job Post
If a job has not yet been published, there is a link to preview the post. It's located below the list of Job Setup sections. This preview lets you see how the post will appear to applicants as you make progress building it out.
After publishing a job, this link becomes one to view the live job post.
Publishing a Job Post
After building out a job post, an admin or owner can publish that job to their Wrk company job board. An active subscription is required to publish a job post.
To publish a job post, click the "Publish Job Post" button that appears on the Job Setup screen. The job post will go live—appearing on your Job Board, ready to accept applications.
After a job is published, you have the ability to hide the post from your job board. This gives you a way to remove the job from your job board without archiving it—allowing you to easily display it again if needed.
To archive a job post, click the three-dot icon located next to the "Hide Job Post" button and then select "Archive Job" from the dropdown. Archiving a job removes it from your company job board, removes it from your Active Jobs list, and adds it to your Archived Jobs list.
When a candidate applies through an application form on a Wrk job post, they appear in that job's Inbox. From the Job List, you can easily see how many candidates are in a job's Inbox and the total number of candidates it has received.
Clicking into a published job from the Job List takes you to that job's Inbox. The Inbox is where every newly-applied candidate will appear. Below the inbox are the five other hiring phases a candidate can exist in: Screen, Interview, Decide, Offer, and Archive.
You can keep track of how candidates are moving through your hiring process by advancing them from one phase to another as they progress.
Every candidate has a profile for viewing their information and updating their records as they participate in your hiring process.
The Application section of a candidate's profile displays their responses to any custom questions you included on the application form. The Resume section displays the candidate's resume if it was provided as part of their application. The Document section allows you to make updates to that candidate's hiring document.
The hiring document provides a place to keep records about a candidate. When a candidate applies, their hiring document is created as a copy of the job's document template.
Taking Action on a Candidate
Within a candidate's profile, below their contact information, there are controls for taking action on the candidate.
The primary action is to advance the candidate to the next hiring phase with the "Move" button. Clicking this button immediately advances the current candidate to the next hiring phase in the list.
Alternatively, a candidate can be Archived to remove them from the hiring flow. This is accomplished by clicking the "Archive" button.
A candidate's profile can be edited by clicking on the three-dot icon and selecting "Edit Candidate" from the dropdown list.
Manually Adding a New Candidate
In Wrk you can manually add a new candidate instead of having them use the application form. This is accomplished by clicking the "Add New Candidate" link in the top-right of a job view.
Manually adding a candidate allows you to easily add individuals who may have been brought to your attention via a referral or some other means.
If you need any help getting set up, please let us know. You can reach us at firstname.lastname@example.org