What it is
A job order is the record of a role you’ve been asked to fill: who it’s for, where, how many people, on what terms, and what each person needs to hold. Once it’s open, it becomes the spine of the whole hunt — every candidate you shortlist, score, interview and place hangs off this one order.
Raise an order the moment a client confirms a vacancy. Capturing the requirements properly here — the role, the site, the credentials, the pay terms — means the shortlist you get later is matched against the right bar, and the order can move cleanly from open to filling to filled without you re-keying anything.
When to use it
- A client has confirmed one or more vacancies to fill
- You’re converting an approved requisition into an active role
- You need a single place to track a role from brief to placement
- You want sourcing and shortlisting to begin against clear requirements
How it works
Step by step.
- 1
Pick the client and site
Choose the client this role serves and the site it works at. This ties the order to the right account and keeps reporting clean.
- 2
Describe the position
Name the role and set the headcount — how many people you need on this order. One order can hold several seats.
- 3
Set the order terms
Add start and end dates and the employment type (casual, fixed-term or permanent). These drive how candidates are matched and how the placement is later priced.
- 4
Enter pay terms
Record the pay basis for the role. Hexis checks this against the client’s agreement so you don’t open an order on terms that won’t hold up.
- 5
Add the requirements
List the skills, licences and credentials each person must hold. These become the bar the shortlist is measured against.
- 6
Open the order
Submit to open the job order. Hexis runs a quick client compliance check first; once it passes, the order is live and ready to source against.
Worked example
Follow it through.
The scenario
Coastline Logistics needs three forklift operators at Docklands Distribution Centre for a six-week peak.
- 1 Select Coastline Logistics as the client and Docklands Distribution Centre as the site.
- 2 Set the role to Forklift Operator and headcount to 3.
- 3 Set start Mon 9 Jun, end Fri 18 Jul, employment type Casual.
- 4 Enter the pay basis from the Coastline agreement; the compliance check clears green.
- 5 Add the requirements: current high-risk forklift licence and a site induction.
- 6 Click Open job order.
The result
The order shows as "Open · 0 of 3 filled" for Coastline at Docklands, and you can start shortlisting against it right away.
Tips & notes
Good to know.
- Set headcount above one when you need a cohort — the order tracks each seat and tells you how many are still open.
- Good requirements pay off later: the tighter you are about licences here, the cleaner your shortlist is.
- If the compliance check flags amber, it’s telling you something needs checking against the client agreement before the order opens.
- An end date isn’t mandatory for permanent roles — leave it open and the order stays live until you close it.
When you’re done
A live job order with clear requirements, ready for sourcing and shortlisting.