Are you struggling to keep track of all your job descriptions? Do you spend too much time searching for the perfect template?

You can resolve these challenges with job description repository software.

A job description repository is more than just digital storage – it’s a powerful tool that can immensely help you improve your hiring process.


This blog post will delve into 9 benefits of using job description repository software:

1. You can create centralized storage

JD software offers a centralized location to store your job descriptions. When descriptions are kept in a single space, it’s easier to check that they all follow standardized formats, language, content guidelines, and best practices.

HR team members can access, update, and maintain all the job descriptions in one location. Your documents are stored in a file folder, so you don’t need to worry that they are scattered everywhere. Searching through different folders or tools to find the necessary information saves time and reduces frustration.

It also facilitates collaboration among HR team members and other departments
involved in writing and updating job descriptions. Multiple users can access and edit these JDs as needed.

At Ongig, we offer a centralized cloud-based job library. This solution saves your team time when creating new postings and streamlines your job description workflow.

2. You can have and control different job description versions

JD must be rewritten periodically due to changes in the specific role, business decisions, technology, or industry. Feedback from hiring managers can also improve their effectiveness.

Job description management software allows version control, so every revision is documented. Everyone can track the history of job posting modifications, the person who made them, and the date and time the edits were made. In doing so, you can understand the reason for the revisions and hold the person accountable for their contributions.

Inconsistencies or inaccuracies in position descriptions can cause misunderstandings, disputes, and legal liabilities. Version control helps mitigate these risks by providing a history of audits, enabling organizations to identify and correct errors or discrepancies before they escalate into bigger issues.

3. You can customize and create templates

Customization allows HR personnel to create standardized language, terminology, and content guidelines for job descriptions. You can adjust your job title, position type, responsibilities, and qualifications to fit your business requirements. You can also adapt your job specifications to accommodate changes in your company. Whether rapidly expanding, restructuring or diversifying your talent pool, you can quickly build or update your job descriptions to address these changes.

Templates provide a pre-defined format and structure for building standard job descriptions, so you save on time and energy better allotted to other important recruitment tasks like the interview process. Instead of starting from scratch each time you have a job opening, you can easily use a relevant template from your JD repository software and modify it to fit the role’s requirements.

Templates also streamline the creation of JD to ensure consistency in branding, messaging, and formatting across different positions in the organization. This consistency makes your job postings more straightforward and professional, amplifying your employer brand.

Varied fonts, missing sections, or a lack of uniformity can turn candidates off. Ongig’s software scans your postings for these issues and helps create automated templates for different roles so you can easily create consistent content across roles.

4. You can search and filter job descriptions

The search and filter functionalities help you quickly locate job titles, departments, or required skills by entering relevant keywords and phases. It’s also easy to compare job descriptions, identify trends, and analyze the requirements for various positions. You save time and effort from manually sifting and scrolling through an extensive database of job descriptions.

As job descriptions increase, search and filter options ensure the database remains manageable. You can navigate through a large volume of JDs without being overwhelmed.

Search and filter capabilities are also crucial for an organized recruitment workflow. This way, you can efficiently match candidates with suitable job opportunities within your company.

5. You can integrate your recruitment process

You can integrate your job description repository software with other recruitment tools, such as applicant tracking systems (ATS). Integration helps to make workflows more efficient, making it easier for recruiters to align job descriptions with job postings, evaluate applicants, and onboard new hires.

Integration also decreases the workload of manually entering candidate information into HR systems and reduces the likelihood of duplicating data. Recruiters can access JD, applicant information, and hiring metrics from one platform, saving time and minimizing errors.

6. You can comply with legal requirements

Some job description software adheres to legal and industry standards to mitigate legal risks and maintain transparency and fairness in hiring practices.

Compliance for storing and managing JD is critical for several reasons:

  • Equal Employment Opportunity (EEO) Compliance – job descriptions must follow EEO regulations to avoid discriminating against candidates against protected characteristics like age, gender, race, disability, and religion. Failing to comply can lead to lawsuits, penalties, and a damaged reputation.
  • Fair Labor Standards (FLSA) – job descriptions must accurately reflect the responsibilities and classification (exempt, non-exempt status) of the role defined by the FLSA. Non-compliance can result in legal consequences, such as wage and hour violations.
  • Americans with Disabilities (ADA) – job descriptions must not exclude people with disabilities from applying for a position. They should specify the essential functions of the job and any reasonable accommodations that may be required. Non-compliance can lead to discrimination claims and legal liabilities.
  • Data Protection and Privacy Laws – job descriptions may contain sensitive candidate or employee information such as educational background, employment history, and skills. Compliance is essential to ensure this information’s confidentiality, integrity, and lawful processing.
  • Immigration Laws – job description requirements related to work authorization or visa sponsorship should comply with immigration rules and regulations. Non-compliance can result in difficulties in hiring and retaining foreign talent, penalties, and legal challenges.
  • Trade Secrets and Confidential Information – job descriptions may include proprietary or confidential information about the company’s operations, products, and services. Compliance with trade secret laws and confidentiality agreements is necessary to protect this information from unauthorized disclosure or misuse.
  • Record-keeping requirements – legal requirements may dictate how long job descriptions should be kept, the format in which they should be stored, and other specific recordkeeping obligations. Adherence ensures that the company can provide accurate documentation during an audit or a legal dispute.

Other advantages offered by job description repository software, such as:

7. You can analyze text for keyword optimization and inclusivity

Job description software can scan and review your job descriptions for relevant keywords job seekers use when searching for job opportunities. Keyword analysis ensures that job postings appear in searches to attract qualified candidates.

JD software also analyzes job descriptions for biased language to attract diverse candidates. It can identify terms discouraging applicants from specific demographics from sending their applications.

Our Ongig software detects gender-biased and racial-biased words in your job postings and suggests more inclusive alternatives. This helps you attract a wide range of talented candidates.

8. You can track performance for job descriptions

A job description repository tool has a dashboard and analytics that enable recruiters to monitor the number of applications received for each job description. This will help you see which job postings are the best performers and replicate them in the future.

Having a single source of information enables recruiters to analyze other recruitment data, such as time to fill, candidate quality, and source of hire, more efficiently.

Do you need insightful data to make informed hiring decisions? Ongig’s API provides comprehensive insights into the effectiveness of your job postings. This data-driven approach empowers you to improve your application rates and optimize your recruitment strategy.

9. You can integrate with other HR software systems

Integrating your JD software with other HR tools, like ATS, HRS, or HCM platforms, allows the whole HR team to analyze data and gain insights into your employees’ performance. Getting the complete picture of your workforce can guide you in making informed recruitment and talent development decisions. For example, you can see which job descriptions attract the best candidates and identify your company’s skills gaps.

Integration also eliminates manual data entry, so HR personnel can save time and reduce errors when switching between HR software.

Why I wrote this:

A job description repository helps recruiters create customized standardized job description templates, store all job postings in a single location, and integrate with different recruitment and HR tools. Ongig can provide all these benefits. Contact us to schedule a demo.

by in Job Descriptions