Jobs
Advertise a job at one of your sites, share its link, and take applicants from first look to hired, with their CVs kept only as long as you need them.
Staffing → Jobs (/pms/staffing, in the clinical workspace) is where your
practice advertises permanent jobs. Each job gets its own public link that you
can share anywhere: on your website, in a social post, with a recruiter.
People apply on that page, and their applications arrive here with their CVs.
Owners and managers use Jobs. Nobody else in the practice sees it, and neither does an agency that looks after your practice. An applicant is never a patient or a lead: nothing they send reaches your patient list, journeys or reports.
Post a job
Open Staffing and click Post a job.
Enter the Title, then choose the Role, the Location the job is at and the Contract: Full time, Part time or Fixed term.
Enter the Pay: the lowest and highest amounts and whether they are per hour, per day, per month or per year. Pay is required. For a fixed rate, enter the same amount twice.
Optionally set a Last day to apply. Leave it empty to take applications until you close the job yourself.
Write the Description: the hours, what the role involves and anything an applicant should know. Then click Post a job.
To change a job later, click Edit on its row.
Share the link
Click Copy link on a job's row and paste it wherever you want people to see it. The link opens the job's own page, with your practice's name, the location, the pay, the contract, the closing date and the description, and the application form underneath. Applicants don't need an account.
The page takes applications while the job is open. Click Close to stop them, and Reopen to take them again. A job also stops taking applications after its last day to apply. Someone who opens the link after that is told the job is no longer taking applications.
What applicants send
Applicants enter their full name and email address, and can add a phone
number, their professional registration number (GDC number for practices in
the UK), a message and a CV. A CV must be a PDF or a Word document (.doc or
.docx) of up to 10 MB.
The form tells applicants that your practice is the controller of the details they send, and that you use them only to consider their application.
Review applicants
Click a job's title, or its number of applicants, to see who applied, newest first. A job's row shows how many applications are new.
For each applicant you can:
- Stage: move them through New, Shortlisted, Interview, Offered, Hired or Declined.
- Note: keep your own note on them. Applicants never see it.
- Download CV: save the CV they attached. Every download is recorded in the activity log.
- Hire: invite them to your team. The invitation opens with their email address and the role that matches the job, such as Nurse for a dental nurse or Front desk for a receptionist; change either before you send it. Sending the invitation marks them Hired.
When someone applies, owners and managers get a notification in the app that opens the job's applicants. You can change that under Someone applies for a job you posted in your notification settings.
Sending the same application twice, for example by clicking twice, files it once.
Nothing an applicant sends is lost. If Smileline can't file an application straight away, it is kept and filed automatically a few minutes later. Two kinds wait for you in the review queue as a Job application instead: one that failed the page's check for automated sign-ups (click Try again if it is a real person), and one that arrived after its job closed (reopen the job, then click Try again). Only owners and managers see them in the queue, open them or act on them.
Keep applicants' details only as long as you need them
Your practice controls applicants' details and decides how long to keep them. We recommend keeping an application for no longer than six months after the job closes, unless the applicant agreed to you keeping it for longer, and saying so in your privacy notice.
- To delete one application, click Delete on it, then click again to confirm. The application and its CV are deleted for good. Smileline keeps no other copy: the raw copy of what the applicant sent is removed as soon as their application is filed.
- When applications to closed jobs are more than six months old, Jobs shows how many there are. Click Delete them, then click again to confirm, to delete them all with their CVs.