Managing Job Status (Active vs. Filled)
Quick Answer
Job listings remain active until you manually change their status. When a position is filled, mark it as "Filled" rather than deleting it - this maintains SEO value while stopping new applications. To change status, edit your job listing, select "Filled" from the status dropdown, add a filled date, and save. The listing stays visible for search engines but shows as filled to visitors.
Overview
Unlike Event listings that expire automatically, Job listings require manual status management. This gives you complete control over when positions close and allows you to maintain SEO value even after hiring. The system offers multiple status options to match your recruitment cycle, from active recruitment through position filled, with the ability to reopen positions if needed.
Understanding Job Status Options
Available Status Types
Status | Visibility | Purpose | When to Use |
Active | Fully visible, accepting applications | Open position | During active recruitment |
Filled | Visible but marked as filled | Position closed | After hiring decision |
Paused | Hidden from public | Temporary hold | Reviewing candidates |
Draft | Not visible | Preparation | Before ready to post |
Active Status
Characteristics:
Default status for approved jobs
Fully visible on all platforms
Receives applications
Appears in search results
Shows in "Open Positions"
When to Keep Active:
Actively recruiting
Building candidate pipeline
Continuous hiring
Multiple openings
Filled Status
Characteristics:
Marked as "Position Filled"
Remains visible for SEO
No new applications encouraged
Shows successful hiring
Maintains page authority
Benefits of Filled vs. Deletion:
Preserves SEO value
Shows company growth
Candidates see you're hiring
Can reactivate if needed
Historical record maintained
Paused Status
Characteristics:
Temporarily hidden
Not visible publicly
Maintains all data
Can reactivate anytime
No SEO impact if brief
When to Pause:
Reviewing current applicants
Hiring freeze
Budget pending
Position restructuring
Seasonal positions
Changing Job Status
Step-by-Step Status Update
Step 1: Access Your Job Listing
Log into Heritage Web dashboard
Navigate to "Jobs" section
Find the listing to update
Click "Edit" button
Step 2: Locate Status Field
Scroll to "Listing Status" section
See current status displayed
Click status dropdown menu
Step 3: Select New Status
Choose from available options:
Active (accepting applications)
Filled (position closed)
Paused (temporarily hidden)
Step 4: Add Status Details
For Filled Status:
Status: Filled Date Filled: [Select date] Note: "We've successfully filled this position. Thank you for your interest."
Step 5: Save Changes
Click "Save Changes"
Status updates immediately
No review required for status change
Changes reflect instantly
Managing Filled Positions
How Filled Positions Display
Public View Shows:
[FILLED] Senior Software Engineer Position Filled: January 15, 2025 Thank you for your interest in this position. While this role has been filled, we encourage you to view our other open positions or join our talent network for future opportunities. [View Current Openings]
Filled Position Best Practices
Update Immediately:
Change status within 24 hours of decision
Shows respect for pending applicants
Prevents unnecessary applications
Maintains professional image
Add Filled Message:
Examples: "This position has been filled. We received overwhelming interest and will keep resumes on file for future openings." "We've successfully filled this role. Sign up for job alerts to hear about similar positions." "Position filled as of [date]. We're growing rapidly - check back soon for new opportunities."
SEO Benefits of Keeping Filled Jobs
Why Not Delete:
Google values established pages
Backlinks remain valuable
Shows company growth
Builds domain authority
Historical hiring evidence
SEO Timeline:
Month 1-3: Active job, building traffic Month 4: Position filled, maintains ranking Month 5-12: Continues generating site traffic Year 2+: Established page authority helps new jobs
Managing Multiple Openings
Same Position, Multiple Openings
Option 1: Single Listing
Title: Customer Service Representative (5 Openings) Status: Active Update: Change to (3 Openings) as positions fill Final: Mark as Filled when all positions closed
Option 2: Individual Listings
Customer Service Rep - Position 1 [Active] Customer Service Rep - Position 2 [Active] Customer Service Rep - Position 3 [Filled] Mark each as filled individually
Rolling Recruitment
Continuous Hiring Approach:
Status Management for Always-Open Roles: 1. Keep listing Active year-round 2. Update "Last Updated" date monthly 3. Refresh description quarterly 4. Note "Continuous recruitment" in description
Pipeline Building
Future Hiring:
Title: Software Engineers - 2025 Hiring Pool Status: Active Description: "Building our candidate pipeline for anticipated Q2 2025 expansion. Submit your resume to be considered for upcoming positions."
Reopening Filled Positions
When to Reopen
Common Scenarios:
Candidate declined offer
New hire didn't work out
Additional budget approved
Business growth
Turnover replacement
How to Reopen
Step 1: Edit Filled Listing
Access filled job listing
Click "Edit"
Change status from "Filled" to "Active"
Step 2: Update Information
Updates to Make: - Remove filled date - Update posting date - Revise start date if needed - Adjust requirements if changed - Update compensation if different
Step 3: Add Reopening Note
Example Note: "This position has been reopened as of [date]. We're seeking additional candidates due to continued growth."
New Listing vs. Reopening
Scenario | Reopen Existing | Create New |
Same exact position | ✓ |
|
Within 30 days | ✓ |
|
Minor changes only | ✓ |
|
Significant changes |
| ✓ |
Different location |
| ✓ |
6+ months later |
| ✓ |
Status Management Strategies
For Urgent Positions
Rapid Hiring Timeline:
Day 1-7: Active - Heavy promotion Day 8-14: Active - Review applications Day 15: Paused - Interview round 1 Day 20: Paused - Final interviews Day 25: Filled - Offer accepted
For Hard-to-Fill Positions
Extended Recruitment:
Month 1-2: Active - Broad promotion Month 3: Refresh description, stay Active Month 4: Adjust requirements if needed Month 5: Consider contract-to-hire option Month 6: Fill or reassess position
For Seasonal Positions
Annual Cycle:
January: Create next summer's positions February-April: Active recruitment May: Mark as Filled June-August: Positions in progress September: Create holiday positions October-November: Active recruitment December: Mark as Filled
Tracking and Analytics
Status History
What to Track:
Date posted
Date paused (if applicable)
Date filled
Time to fill
Reopen dates
Example Tracking:
Position: Marketing Manager Posted: January 1, 2025 Paused: January 20-25 (interviews) Filled: February 1, 2025 Time to Fill: 31 days Source of Hire: Heritage Web posting
Performance Metrics
Key Indicators:
Average Time to Fill: - Entry level: 14-21 days - Professional: 30-45 days - Executive: 60-90 days - Technical: 45-60 days Application Quality: - Track by source - Note which platforms perform - Measure qualified candidate ratio
Communication with Candidates
When Marking as Filled
Candidate Considerations:
Pending applicants see status change
Shows position is closed
Professional closure
Maintains employer brand
Auto-Response Example:
Thank you for your interest in our [Position] role. This position has been filled, but we were impressed by the caliber of applicants. We'll keep your resume on file for future opportunities.
Talent Pool Management
Building for Future:
Status Note for Filled Positions: "While this specific position is filled, we're growing rapidly. Strong candidates are encouraged to join our talent network for future opportunities." [Link to Talent Network Signup]
Common Scenarios and Solutions
Scenario: Offer Declined
Action Steps:
Don't immediately mark as filled
Keep as paused during negotiations
Only mark filled when accepted
Reopen if deal falls through
Scenario: Multiple Positions, Partial Fill
Approach:
Original: "Hiring 5 Sales Representatives" After 2 hired: Update to "Hiring 3 Sales Representatives" After all hired: Mark as Filled Note: "Successfully filled all 5 positions"
Scenario: Reorganization During Recruitment
Options:
Pause listing during restructure
Update if minor changes
Close and create new if major changes
Add note explaining changes
Scenario: Evergreen Positions
Management Strategy:
Positions Always Recruiting: - Nurses - Drivers - Sales Representatives Approach: - Keep continuously Active - Update monthly to show current - Note "Ongoing recruitment" - Never mark as Filled
Best Practices
Do's
✅ Update status promptly when positions fill
✅ Keep filled positions visible for SEO
✅ Add helpful messages for candidates
✅ Track time-to-fill metrics
✅ Pause during interview rounds if needed
✅ Reopen quickly if hire falls through
✅ Maintain professional communication
Don'ts
❌ Don't delete filled positions immediately
❌ Don't leave active if not recruiting
❌ Don't forget to update status
❌ Don't mislead about position availability
❌ Don't ignore pending applicants
❌ Don't create duplicates unnecessarily
Troubleshooting
Status Won't Update
Solutions:
Check internet connection
Clear browser cache
Try different browser
Ensure you have edit permissions
Contact support if persists
Filled Position Still Receiving Applications
Fixes:
Verify status saved properly
Check all publication sites
Update external job boards
Add clear "FILLED" to title
Include filled date prominently
FAQs
How long should I keep filled positions visible? At least 6-12 months for SEO value. Archive older positions annually.
Can I change status without triggering review? Yes, status changes don't require approval and take effect immediately.
Should I mark as filled before or after offer acceptance? Wait until offer is accepted and start date confirmed to avoid reopening.
What if I need to hire for the same position again soon? If within 30 days, reopen the existing listing. Otherwise, create new for freshness.
Can I bulk update multiple job statuses? Currently, each listing must be updated individually through the dashboard.
Do filled positions count against any limits? No, you can have unlimited job listings regardless of status.
Next Steps
Review your current active listings
Update any filled positions
Set calendar reminders for status updates
Track your time-to-fill metrics
Create templates for filled messages
Plan for seasonal recruitment cycles