When an employee leaves the company, replacing that position quickly is often a priority. With automatic backfill creation, you can ensure that every termination is immediately reflected in your hiring plan, helping your team stay aligned with workforce needs and avoid missing replacement requests.
In this article, you'll learn how to enable automatic backfill creation and how the system generates vacancies or requisitions when an employee is terminated.
Overview
Automatic backfill creation allows the system to create a replacement request whenever an employee is terminated. The backfill is automatically linked to the corresponding position in the hiring plan, ensuring your recruitment planning remains accurate and up to date.
Depending on your configuration, the system can create either:
- A vacancy
- A requisition (if requisitions are enabled for your company)
When and why it should be used
Use this feature to keep your hiring plan aligned with headcount changes and reduce manual work for recruiters and managers.
This functionality is especially useful for companies with frequent employee turnover, where manually creating replacement requests can be time-consuming and easy to overlook.
Benefits include:
- Preventing missed backfill requests
- Responding faster to employee departures
- Keeping the hiring plan updated automatically
- Ensuring replacement requests are linked to the correct position
Employee information must be complete in order for the system to create a vacancy or requisition automatically.
How to use
Enable automatic backfill creation
- Go to Settings
- Open Recruitment
- Click Processes
- Scroll down to Backfill creation
- Select the type of request you want the system to create:
- Do not create backfill
- Create requisition (approval required)
- Create vacancy directly
What happens after an employee is terminated
Once the feature is enabled:
- Terminate the employee through the employee's profile
- The system automatically identifies the corresponding position in the hiring plan
- A vacancy or requisition is created based on your configuration
- The backfill is linked to the correct position
- Relevant recruiters and managers receive a notification
- Recruiters and managers can review, update, and continue the hiring process
If a vacancy or requisition was not created after terminating an employee, it could be because:
- The employee's required information is incomplete
- The feature is not enabled in Settings > Recruitment > Processes
- Requisitions are selected, but the requisition feature is not enabled for the company
- The system could not match the employee to a position in the hiring plan
Verify the employee data and hiring plan configuration, then try again. If the issue persists, contact Support.
If recruiters or managers did not receive a notification, check that the relevant users have the necessary permissions and notification settings configured correctly.
Tips and best practices
- Review employee information regularly to ensure all required data is completed before a termination occurs
- Confirm that positions are correctly configured in the hiring plan to ensure backfills are assigned accurately
- Regularly review newly created vacancies or requisitions to validate hiring priorities
- If your company uses approval workflows, make sure recruiters and managers understand the next steps after receiving a notification
FAQ
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Can I choose whether the system creates a vacancy or a requisition?
Yes. When enabling the feature, you can choose which type of request is created automatically. Requisitions are only available if they are enabled for your company.
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What happens if the employee is not linked to a position in the hiring plan?
The system may not be able to create the backfill automatically. Ensure positions are correctly configured and assigned within the hiring plan.
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Is the backfill created immediately after the termination?
Yes. Once the termination is processed, the system automatically creates the configured vacancy or requisition and notifies the relevant stakeholders.
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Can recruiters modify the automatically created vacancy or requisition?
Yes. After creation, recruiters and managers can review, update, and continue the process as needed.