Opening approvals require an Opening to be reviewed and approved before it becomes active.
Openings and offers share one approval service: the same Approvals settings page, the same rule builder, and the same approvals queue. For offers, see Set Up Offer Approvals.
Set Up Opening Approval Rules
A rule decides which Openings need approval and who approves them. Follow the steps below to create one.
Click your initials in the top right of any Fountain page, then click Company Settings.
Click Approvals.
On the Approver rules tab, click Create approval rule, then click Opening.
Enter a Rule name.
Under Apply this rule to, choose All openings or Openings that meet conditions. For conditions, choose a Condition type, such as Position, then select the values. Condition types include Attribute, Position, Opening and Location. Click + Add condition to add another; conditions are joined with And.
Under Approvers, choose who approves. To add a fallback, click + Add backup approvers, choose the backup approvers, and set If no response after to a number of days.
To add another level, click + Add level. Give each level an optional name, and use its Conditions to decide when that level applies.
Save the rule.
Some condition types can be used only once in a rule, so a type already used on another row is unavailable.
Understand How Rules Run
Keep the following in mind when you build rules.
An Opening a rule applies to passes through each level in order. A level is skipped when its conditions do not apply.
With no approval rule configured, Openings become active without an approval step.
Manage Approval Rules
The Approver rules tab lists every rule with its Type, Trigger, and Approvers.
Click Offers or Openings to switch between offer rules and Opening rules.
Use Search rules to find a rule by name.
Turn the Enabled toggle off to stop a rule from applying without deleting it.
Click the pencil icon to edit a rule, or the trash icon to delete it.
Submit an Opening for Approval in Hire
In Hire, there is no separate submit step. When you set an Opening to Active and an approval rule applies, the Opening moves to Pending Approval instead, shown by an orange dot next to the Opening name. Fountain notifies the approvers by email, and the Opening becomes active once it is approved.
Submit an Opening for Approval in Hire Go
When you start hiring for an Opening in Hire Go and an approval rule applies, the AI Assistant asks for approval details before the Opening goes live.
In Hire Go, go to Openings and start hiring for the Opening.
Answer the AI Assistant's questions, such as how many people you're hiring and who should host interviews.
When the AI Assistant says This opening requires approval prior to hiring, describe why you need the Opening, such as who the new hire is replacing.
Review the summary, which shows the advertised pay range, location, hiring target, business justification and hosts.
Click Submit For Approval.
Once the Opening is approved, it activates automatically and you receive a confirmation email.
Find Openings Waiting for Approval
Openings waiting for approval are marked Pending Approval.
In Hire: on the Openings page, Openings waiting for approval show an orange dot. To list only those, click Status, select Pending Approval, then click Apply.
In Hire Go: the Opening's details page shows a Pending Approval label.
Approve or Reject an Opening
Approvers are notified by email. The subject reads Opening approval needed, followed by the Opening name. The email says whether any one approver on the level can clear it, and includes a Review this request button. Approvers sign in to Fountain to review and respond.
Follow the steps below to approve or reject an Opening.
Click your initials in the top right of any Fountain page, then click Company Settings.
Click Approvals, then click the Approvals tab.
Click My approvals to see the items where you are an approver. Filter by Type and Status, or search by Opening.
Find the Opening. The Approval status column shows each level's status, such as Level 1 Awaiting decision.
Click Approve to approve the Opening, or Reject to reject it.
When an Opening is approved, Fountain sends an Opening approved email with the request ID, the date of the decision, and who approved it.
Reject an Opening
Clicking Reject opens the Reject this opening window. The Opening stays unpublished until it is approved.
Enter a Rejection reason. A reason is required.
Click Reject opening.
Fountain sends an Opening rejected email with the request ID, the date of the decision, who rejected it, and the rejection reason as a comment. The person who sent the Opening for approval can edit the Opening and resubmit it.
Manage Approval Permissions
Two user permissions control opening approvals:
Can create and update approval rules: lets a user set up and edit approval rules.
Can approve or reject openings: lets a user approve or reject Openings.
Holding a permission is not enough to act on an Opening: you also have to be an approver on that item. To learn more about permissions, see User Permissions.