Employer guide

Join your board, post a role in a couple of minutes and Spacewalk tells candidates whose skills match. This guide walks you through every step for a company admin at a hiring organisation.

A note on words. This guide calls you an "employer" or "company admin" and calls job ads "roles". Boards can rename things, so you may see "opportunities" or "jobs" instead of roles, "employers" or "companies" instead of companies and "members", "job seekers" or "individuals" for the people looking for work. The steps are the same.

About the screenshots. They come from a sample board and a sample company. Your board shows its own name, logo and colours, and some boards have slightly different options.

Prefer quick answers? Browse the knowledge base, or contact the organisation that runs the board if you need help with an invite or a join request.

1. Get onto the board

Outcome: your company is a member of the board and you can post roles. How you join depends on how the organisation that runs the board has set it up. Board access is their decision, so the options you see are the ones they chose.

Which situation are you in?

Open the board's link and look at what's on screen.

• A globe icon with "Public", a list of roles and a "Join as a company" button next to "Company?": Any company can join. No approval needed. See "Join a public board" below.
• A padlock icon with "Private", no roles listed. Job seekers see "Request to join", companies still see "Join as a company": The organisation checks who joins. See "Join a private board" below.
• An invite email from the organisation, or a banner saying "Your company has been invited to join this marketplace": Your company has been personally invited. See "Join with an invite" below.
• A message that you need an invitation, and no way to ask for one: The board is invitation only. See "Invitation-only boards" below.

Does it cost anything? Each organisation sets its own terms for the board it runs. Some invite employers to post at no charge and others charge a posting fee. Check with the organisation that invited you.

Also covered below: joining another board with the same account, joining a company that's already on Spacewalk and signing in next time.

Join a public board

1. Open the board's link, eg from the organisation's website or an email.
2. In the "Looking for opportunities?" box, next to "Company? Join to post roles", press "Join as a company".
3. Fill in "Create your company profile": "Company name", "Company headquartered in" and "Industry sector". You can change all three later.
4. Press "Create your company profile" and finish the account steps (your profile and a password).
5. You land on the board as a company admin, with a "Post Role" button at the top. A "Welcome to" notification confirms that your company is a member.

On a public board, companies join from the "Company?" row in the "Looking for opportunities?" box.

Your company profile comes first. You can't create or publish a role until it exists.

Three fields are all it takes to start. Add your logo, description and website straight afterwards (see Look credible to candidates) so candidates trust your roles.

Join a private board

1. Open the board's link. You'll see a padlock and "Private", and roles stay hidden.
2. Next to "Company?", press "Join as a company" and create your company profile as above.
3. If you already have a Spacewalk account and are signed in, you'll see an "Approval required" notice and a "Join Marketplace" button instead. The notice explains that you need an invitation or an approved request before you can join.
4. The organisation that runs the board reviews your request. Once it's approved you'll get a "Welcome to" notification in the app (the bell icon, top right) and can start posting.

On a private board the job seeker button changes to "Request to join". The company button keeps the same label.

Waiting a while? Contact the organisation that runs the board. Their name is under "Brought to you by..." on the board. You can't speed up or change their approval from your account.

Join with an invite

1. Open the invite email from the organisation and press the link in it. The link is personal and tied to the email address it was sent to.
2. New to Spacewalk? Follow the steps to create your company profile and set a password. Your company joins the board automatically.
3. Already have a Spacewalk account, eg from another board? Sign in first. The board then shows a banner: "Your company has been invited to join this marketplace". Press "Accept invitation" and the board is added to your company.

Signed in with an existing account, an invited company sees this banner on the board. Press "Accept invitation".

Link expired or already used? Each invite link works once. If you already used it to set up your account, just sign in. If it has expired or no longer works, ask the organisation that invited you to resend it.

Invitation-only boards

Some boards only accept invited companies. If you don't have an invite there's no request option. Contact the organisation that runs the board and ask them to invite your company. When the invite arrives, follow "Join with an invite" above.

Already on Spacewalk? Join another board

1. Sign in with the same account you already use. One account and one company profile work across every board.
2. Open the new board's link and press "Join Marketplace" (top right, next to "Share"). On a private board this sends a request for the organisation to approve.
3. Once you're in, the board appears under "Marketplaces" in your company settings and in the post role form, so you can choose it for any role.

Signed in, you'll see "Join Marketplace". Private boards add an "Approval required" notice.

Your company is already on Spacewalk? Join it as an admin

If a colleague has already set up your company, don't create a second one. Ask them to invite you (see Share the load), or request to join yourself:

1. Go to "Create new Spacewalk account" on the sign-in screen.
2. Under "What do you want to do?", pick "Find talent" and press "Next".
3. Pick "Join my company" ("For managers wanting to become an admin for their already registered company") and press "Request to join".
4. Search for your company under "Let's find your employer...", then complete your profile and password.
5. An existing admin at your company approves your request. Then you can post roles and review applicants.

Choose "Find talent" then "Join my company" to ask for admin access.

Pick admin access, not employee access. There's also a "Join my company" card under "Find work", marked "For employees". That's for staff looking for roles, not for hiring. To post roles and review applicants, always start from "Find talent".

Sign in next time

1. Open your board and press "Sign in" (next to "Already have a Spacewalk account?").
2. Enter your "Email address", press "Continue", then enter your password.

2. Look credible to candidates

Outcome: candidates see a real, recognisable company behind every role, which makes them more likely to apply.

Open the menu (top right) and press your company name under "MANAGE". This opens your company settings with the tabs "Company", "Marketplaces", "Employer profiles", "Roles", "Settings" and "Info". Every tab has a grey "i" button that explains it in plain words.

Complete your company profile

1. Go to "Company" > "Overview".
2. Check "Company name" and add a short "Description" of what you do and why people like working with you.
3. Set "Country", "City or region", "Industry sector" and "Company website" (a full address starting with https://).
4. Press "Save".

These details appear under "About the company" on every role you post.

Add your logo and brand

1. Go to "Company" > "Branding".
2. "Logo": press "Upload a logo". This square logo shows on your profile, your roles and other pages.
3. "Header" (optional): choose "Company logo" or "Wide logo", set colours, choose whether to "Show company name next to the image" and add header links, eg to your careers page.
4. "Footer" (optional): set colours and add footer links.
5. "Email" (optional): set a "Company email label", eg a careers team name. Leave it blank to use your company name. A preview shows how the sender appears to admins, invitees and job seekers.
6. Press "Save". Changes on all four tabs save together.

A logo is the single quickest win. Roles without one look less trustworthy next to roles that have one.

Post for other brands with employer profiles

If you recruit for clients or post roles for other organisations, eg a recruitment agency or a group with several brands, use employer profiles. Applicants then see the actual employer's name, logo and details on the role.

1. Go to "Employer profiles" and press "Add employer profile".
2. Add the "Logo", "Company name", "Description", "Country", "City or region", "Industry sector" and "Company website", then press "Save".
3. When you post a role, press "Change employer" and select the profile.

Employer profiles are also created for you when you import a role from a URL or text.

• Each profile can be edited, copied (eg for another department or location) or removed. If roles use a profile you're removing, you'll be asked where to move them.
• If a company should manage its own roles and people, it should join the board itself rather than be an employer profile.
• Employer profiles are switched on under "Settings" > "Employer profiles".

3. Post a role in minutes

Outcome: a complete, accurate role live on your board, usually in two or three minutes. Paste in an advert you already have and AI fills in the form for you, or fill in the form yourself.

Open the post role form

Any of these takes you to "Post New Opportunity":

• "Post Role" at the top of the board.
• The menu > "Add role".
• Company settings > "Roles" > "Add Opportunity".

Let AI fill in the form

1. Under "Use AI to pre-fill this form", choose a tab:
   • "From URL": paste the link to an advert, eg on your careers site, and press "Import".
   • "From Text": paste the role description from a document, email or web page and press "Extract". Formatting doesn't matter.
2. Wait a few seconds while it shows "Extracting". When it says "Loaded!", the fields are filled in and colour-coded so you can see which came from AI.
3. Check every field and fill any gaps. You can edit everything before you publish.

In our test, pasted text filled the title, description, five skills, location, type, pay, working pattern, experience and work rights in about 20 seconds.

Don't see "Use AI to pre-fill this form"? Some features depend on how the organisation has set up its board, so yours may not include it. You can still fill in the form by hand.

No advert yet? Skip the importer and fill in the form directly. The description box suggests what to cover: an overview, duties, requirements, benefits and why people should want to work for you.

Choose the employer and where the role appears

1. "Employer shown on this role" is your company by default. Press "Change employer" to pick an employer profile instead.
2. Under "Post opportunity to...", use the "Display" switch next to each board you belong to. The role appears on every board that's switched on.

You can only post to boards your company has joined.

Fill in the details

1. "Role": the job title, eg "Project Manager".
2. "Description": what the job involves and what you're looking for.
3. "Desired skills": add the skills you need with "Search skills". These drive matching and let you see which applicants match your requirements, see Reach the right people.
4. Key Facts: "Country", "State or region", "Location", "Type" (eg "Job", "Contract", "Internship"), "Start date" (leave as today for ASAP), "Work environment", "Office hours" and "Experience".

Pay and budget

Once you choose a "Type", a "Budget" box appears.

1. Pick a "Budget status": "Specified amount", "Negotiable", "Unpaid" or "Not specified".
2. For a specified amount, choose "Time-based rate" or "Fixed fee", the currency and the "Maximum amount". For a rate, also choose per hour, day, week, month or year.
3. Switch on "Show budget on the role page" if you want candidates to see it. It's off by default, and your team still sees the budget on the applicants page.
4. Set "Expected duration": "Permanent", "Fixed term" or "Not specified".

The budget is the maximum you can offer. Showing it is optional.

Work rights

Use "Work rights" to say who can be considered: "Citizen or permanent resident only", "Full working rights (no sponsorship)", "Sponsorship available", "Student visa friendly (part-time / casual)" or "Work rights not specified" (the default). On many boards the AI importer picks this up from your advert when it's mentioned. Check it before you publish.

Choose how people apply

• "Receive applications on Spacewalk" (the default): applications arrive in Spacewalk, where your team can review them together. You can add "Screening Questions" (each "Required" or "Optional", with a "Short" or "Long" answer) and switch on "CV required to apply".
• "Redirect to an external application form / ATS": paste your ATS link (starting with https://) and candidates apply in your own system.

Apply on Spacewalk or send candidates to your ATS. Either way the role works the same on the board.

Save as a draft or publish

• "Save as Draft" keeps the role private. Its page shows a DRAFT ribbon and "This opportunity is not currently active". Open it later and press "Publish".
• "Publish" puts the role live straight away.
• Changed your mind before saving? "Discard changes" clears the form.

4. Reach the right people

Outcome: candidates with the right skills are told about your role as soon as it goes live.

What happens when you publish

Press "Help" on a live role to see "What happens next?" Spacewalk will:

1. Display the role on the boards you selected.
2. Display it on your company profile.
3. Notify candidates who have matching skills.
4. Notify you as applications arrive.

Matching runs on skills, so clear, specific skills on the role bring better-fitting candidates.

Use skills to drive matches

• Add the skills that genuinely matter for the role under "Desired skills". Use the clear, searchable names candidates use, eg "SQL" rather than an internal team name.
• Job seekers see a "Skills Match" badge on roles that fit their profile, and your role can appear in their job-match emails.
• When people apply, you'll see which applicants match your required skills.
• Not getting the right applicants? Edit the role and refine the skills.

Choose who gets match notifications

Under Key Facts, "Match notification audience" sets who hears about the role:

• "Only people in the role country" (the default).
• "People in the role country and selected additional countries".
• "People in any country", eg for remote roles or when you'd consider people who would relocate.

Share the role yourself

Press "Share" on the role to see a preview card and share it with "Share on LinkedIn", "Post" (on X) or "Copy link".

Keep roles within your community

In company settings > "Settings":

• "Post roles to our marketplaces only" keeps role posting and candidate matching to boards your company owns or belongs to.
• Under "Restrict role access and sharing controls": "Require marketplace membership to view role" (people outside the role's boards can't view or apply, even with the link), "Disable copying role details", "Disable printing" and "Allow per-role overrides". These discourage sharing but can't stop screenshots or retyping.

Set these once as your company defaults. Turn on per-role overrides if some roles need different rules.

Other roles on the board

Many boards also show roles from other employers that the board's organisation brings in automatically through a job stream. Spacewalk sets this up for the organisation that runs the board. You don't control it and those roles don't appear in your company's role list. Your own roles show on the board alongside them, with an actions menu only you can see.

Can I search for candidates? Spacewalk brings candidates to you rather than giving you a database to trawl. Matching candidates are notified about your role, and when someone applies you see their profile and how their skills match. Searching the board's talent pool directly is an optional extra that the organisation running the board decides whether to offer, so most employers won't see it.

5. Review and progress applicants

Outcome: you see quickly who fits, agree next steps with your team and keep candidates moving. This applies to roles that receive applications on Spacewalk.

Find your applicants

1. Open the role and press "View Applicants", or press the number in the "Apps" column of your roles list.
2. You'll get an email as applications arrive (see Stay in control).

Before anyone applies, the page suggests sharing the role, adding boards and reviewing skills.

Review each person

Press "View Applicants" on any live role to open its applicants.

1. Press an applicant's name to open their row.
2. Move between the tabs: "Applicant details" (who they are and the files they attached, eg their CV), "Profile summary", "Skill Matches" (how their skills line up with the role) and "Internal comments" (notes for your team only).
3. Use the vote up and vote down controls to record your view.

Move people through your process

• Set the "Stage / Status" on a row, eg "Screening call", "Shortlisted", "Interview", "Offer sent", "Hired" or "Not proceeding".
• Press "Change multiple statuses?" to update several people at once.
• The stage counters across the top filter the list. "Export (All rows)" downloads it.

Internal comments and votes stay with your company. Candidates don't see them.

6. Manage your roles with little effort

Outcome: your roles stay current without admin overhead, and you can reuse what works.

Your roles list

1. Open company settings > "Roles".
2. Use the status filters at the top, eg "Available", "Closed", "Archived" and "All", each with a count.
3. Search by role, employer or location. Sort by any column: "Role", "Location", "Posted", "ATS", "Status" and "Apps".

Every role your company posts, on every board, in one list.

Edit, duplicate, close and archive

• "Edit role": change anything, then press "Save Changes".
• "Duplicate role": start a new role from an existing one, eg the same job in another city.
• "Close role": the role is no longer available to applicants. You're asked to confirm.
• Once closed, you can "Re-open role" or "Archive role" to tidy it out of the way.
• On the board, your own role cards have a three-dot actions menu with "Edit role", "Duplicate role" and "Close role".

Manage a role straight from the board.

Export your roles

Press "Export (All rows)" on the roles list to download a spreadsheet. Turn on "Select multiple rows?" to work with several roles at once.

7. Share the load with your team

Outcome: colleagues can post roles and review applicants too, so hiring doesn't stall when you're away.

Invite more company admins

1. Go to company settings > "Company" > "Staff" > "Invite Admins". The menu tip "Add a fellow admin" takes you there too.
2. Enter up to 30 people, one per line, as an email address or "Name <email>".
3. Press "Send admin invites".

Admins can manage the company and its staff, post and manage roles, review applications and join boards.

Keep track of your team

• "Current": everyone linked to your company, with when they joined and last logged in. You can remove other people, but not yourself.
• "Pending Invites": invites not yet accepted, with delivery status. Resend or cancel them, one at a time or several together.
• "Pending Requests": people asking to join your company. Review their details, then approve the right access or decline.

8. Stay in control of emails and your account

Outcome: you hear about what matters, eg new applications, and nothing else.

Choose your emails

1. Open the menu > "Notification Settings".
2. "Company admin updates": roles posted by your company, applications received and new board members.
3. "Saved-search monitoring emails": new roles from searches you've saved on a board, daily or weekly.
4. Press "Save".

Leave "Company admin updates" on so you know when applications arrive.

Your profile and notifications

• Menu > "Profile" > "Basic Profile": your name, job title and location.
• The bell icon shows notifications that need attention, eg confirmation that your company joined a board.
• The menu's "TIPS AND REMINDERS" suggest your next useful step, eg "Post your first role".
• Company settings > "Marketplaces" lists every board your company belongs to and how it was set up ("Public" or "Private").
• Company settings > "Info" shows when your company agreed to the Spacewalk Terms of Business.