Who it’s for: ATS users with permission to create or edit vacancies
Platform: Sense ATS
Available on: Elite and Enterprise plans, or Professional plan with ATS add-on
⚠️ Beta release: Indeed publishing is currently in beta. You can enable Indeed publishing and configure vacancies now, ready for the full release. Vacancies will begin appearing on Indeed once the beta rollout is complete.
Before you begin
Make sure you have:
☑️ The Indeed integration has already been enabled for your organisation.
☑️ Permission to create or edit vacancies.
☑️ A vacancy ready to publish.
☑️ A valid location for the vacancy.
👉 For guidance on creating a vacancy and completing the Vacancy details fields, see ATS: Create, edit, or copy a vacancy.
🖊️ Note: If the Sync with Indeed option is not available, check that your organisation has enabled the Indeed integration.
Overview
Once the Indeed integration has been enabled for your organisation, you can choose whether individual vacancies should be published to Indeed.
Indeed publishing is configured separately for each vacancy using the Sync with Indeed option.
When a vacancy meets all publishing requirements, Sense ATS automatically sends the vacancy to Indeed.
Likewise, when a published vacancy becomes ineligible — for example because it is closed or Sync with Indeed is turned off — ATS automatically removes it from Indeed.
Vacancy requirements for Indeed publishing
A vacancy is published to Indeed only when all of the following conditions are met.
Requirement | Why it is required |
Open | Only live vacancies are advertised. |
Approved | Draft or unapproved vacancies are not published. |
External vacancy | Internal vacancies cannot be published to Indeed. |
Sync with Indeed is enabled | Determines whether the individual vacancy should be published to Indeed. |
Valid location | On-site and Hybrid vacancies must have a City. Fully Remote vacancies must have a Country. |
Location is not in the United States | United States locations are not currently supported by this Indeed integration. |
🖊️ Note: If any of these requirements are not met, the vacancy is not sent to Indeed. If a published vacancy later stops meeting these requirements, it is automatically removed from Indeed.
Open the vacancy details
You can configure Indeed publishing for either a new or existing vacancy.
To configure a new vacancy:
ATS > Vacancies > Add
Vacancy Details showing the fields required for Indeed publishing.
To configure an existing vacancy:
ATS > Vacancies > More actions (…) > Edit
or
ATS > Vacancies > [select vacancy] > More actions (…) > Edit
Edit an existing vacancy.
Configure the vacancy for Indeed
After the organisation-level Indeed integration has been enabled, configure the following vacancy fields before publishing the vacancy to Indeed.
Configure the vacancy name
Use a clear job title that describes the role without including other vacancy information.
Avoid including:
location names
Job type, such as Full-time or Part-time
schedule information
separators used to combine this information with the job title.
For example:
❌ Supported Housing Worker- Bath- Part Time
✅ Supported Housing Worker
💡 Tip: Indeed may restrict the free (organic) visibility of vacancies with cluttered job titles, meaning the vacancy may only be eligible for sponsored visibility.
Configure Workplace type
Workplace type is optional, but the selected value can affect the information sent to Indeed and the location requirements for the vacancy.
Select one of:
On-site
Hybrid
Remote
When publishing to Indeed:
Remote is sent as Fully Remote.
Hybrid is sent as Hybrid Remote.
On-site does not send a workplace-type value.
On-site and Hybrid vacancies require a location with a City. Fully Remote vacancies require a Country.
🖊️ Note: Existing vacancies created before the Indeed integration was introduced display Unspecified until a workplace type is selected.
Configure the location
Indeed uses the structured address information associated with the selected Location.
For On-site and Hybrid vacancies, the location must include a City. For fully Remote vacancies, the location must include a Country.
The Location name used within ATS is not sent to Indeed.
Indeed receives the applicable structured location information, including City, County, Postcode and Country, with Street also included for non-remote vacancies.
When configuring the vacancy:
Select the required Location.
For an On-site or Hybrid vacancy, confirm that the location includes a City.
For a fully Remote vacancy, confirm that the location includes a Country.
Select a location for the vacancy.
⚠️ Warning:
Vacancies using a United States location are not eligible for this Indeed integration. Selecting a United States location automatically clears and disables Sync with Indeed.
An On-site or Hybrid vacancy cannot be saved with Sync with Indeed enabled if its location does not include a City. ATS displays This location needs a city to sync with Indeed.
💡 Tip: If the required location is not available, click + Add or edit options from the Location dropdown to create it.
Review and manage locations
Each location can include Street, City, County, Postcode and Country.
Before using a location for Indeed publishing, make sure it contains the address information required for the vacancy’s Workplace type:
On-site and Hybrid vacancies require a City.
Fully Remote vacancies require a Country.
🖊️ Note: If a location does not include a country, ATS defaults the country to United Kingdom. Review older locations carefully to ensure the correct country has been selected before publishing to Indeed.
💡 Tip: Review existing locations periodically to ensure they are associated with the correct country. This is particularly important for older locations created before country information was introduced.
To add a new location
Open the Location dropdown.
Click Add or edit options.
Click + Add more.
Select the Country.
Enter the Location name.
Enter the address details as required:
Street
City
County
Postcode
Click the ✓ icon to confirm the new location.
Click Save.
🖊️ Note: Location name is required when creating a location in ATS. For Indeed publishing, On-site and Hybrid vacancies must also have a City. Fully Remote vacancies require a Country.
To edit an existing location
Open the Location dropdown.
Click Add or edit options.
Click the Edit icon
beside the location you want to update.Update the Country, Location name, Street, City, County, or Postcode as required.
Click the ✓ icon to confirm the changes.
Click Save.
🖊️ Note: Changes to a saved location are available wherever that location is used in ATS. Review updates carefully, as they may affect existing vacancies that reference the location.
Configure Job type
Select the Job type that applies to the vacancy.
Job type is sent to Indeed and helps describe the type of employment being advertised.
Available Job types include:
Full-time
Part-time
Contract
Internship
Apprenticeship
Volunteer
💡 Tip: Select a Job type when creating or editing a vacancy, including for existing vacancies. Job type is expected to become mandatory for vacancies in a future update.
Configure structured salary
Salary information is optional for Indeed publishing.
A vacancy can publish to Indeed without structured salary, including when the legacy Pay field is used.
If you want salary information to be sent to Indeed as salary data, use structured salary.
To add structured salary:
Turn on Use structured salary.
Enter the Minimum salary.
Optionally enter the Maximum salary.
Select the Currency.
Select the Pay period.
🖊️ Note: A vacancy can use either structured salary or the legacy Pay field. It cannot use both at the same time.
💡 Tip: Where salary information is provided, use structured salary so that it can be sent to Indeed as salary data.
Enable Sync with Indeed
When the Indeed integration is enabled for your organisation, Sync with Indeed is selected by default for new vacancies.
Vacancies created before the Indeed integration was enabled may have Sync with Indeed switched off.
When the vacancy meets the publishing requirements:
Review Sync with Indeed. Leave it selected if you want to publish the vacancy to Indeed, or clear it if you do not.
(Optional) Tick Require CV from Indeed applicants.
🖊️ Note: When Require CV from Indeed applicants is enabled, Indeed requires applicants using Indeed Apply to upload a CV before they can continue with their application. Applicants cannot skip this step.
Click Next to continue setting up or editing the vacancy.
Complete the remaining vacancy setup steps and click Save.
🖊️ Note: Vacancies marked as Internal are intended for internal recruitment only and cannot be published to Indeed. To publish a vacancy on Indeed, the vacancy must be an external vacancy.
Selecting Internal vacancy clears and disables Sync with Indeed.
✅ Enabling Sync with Indeed marks the vacancy for Indeed publishing. ATS sends the vacancy to Indeed only after it has been saved, approved (where applicable), and meets all other Indeed publishing requirements.
Enable Sync with Indeed.
💡 Tip: Sync with Indeed is enabled separately for each vacancy. Turning it off only affects that vacancy and does not impact the organisation’s Indeed integration.
Vacancy advert content on Indeed
Some vacancy advert content is handled differently when published to Indeed:
Images pasted into the advert are not sent to Indeed. They continue to appear on the Sense ATS vacancy board.
Text colours and alignment are not sent to Indeed.
Bold text, lists and headings are retained.
Indeed limits rich-formatted job descriptions to 65,000 bytes. If your vacancy advert exceeds this limit, you cannot save the vacancy with Sync with Indeed selected.
💡 Tip: The limit is based on the size of the advert content rather than a specific number of words or characters. Formatting and some characters can use additional bytes, so shorten the advert if you reach the limit.
For best results, Indeed recommends keeping job descriptions concise and easy to scan. As a guide, Indeed suggests 300–700 words for an effective job description, using short paragraphs, clear headings and bullet points where appropriate.
🖊️ Note: If the advert contains pasted images, ATS asks you to confirm before saving because those images will not appear on Indeed.
Publishing to Indeed
Once a vacancy has been saved, approved (where applicable), and meets all publishing requirements, ATS automatically sends it to Indeed. No further action is required.
Publishing times
Publishing to Indeed is usually very quick, but processing times can vary.
Typical timings are:
Action | Typical time |
ATS sends the vacancy | Within a few seconds |
Indeed processes the vacancy | Often within a few seconds |
Vacancy appears on Indeed | Usually quickly, but may take up to 1–2 hours |
Vacancy expires from Indeed | Usually within 30–60 minutes |
🖊️ Note: Both immediate publishing and delays within these timeframes are normal. Do not treat either as a fault.
Check the Indeed status
The Vacancies list includes an Indeed status column showing the current publishing status for each vacancy.
Statuses include:
Not posted
Pending
Active
Failed
Expiring
Expired
If the status is Failed, contact Sense Workplace Support. The failure reason is recorded but is not currently shown in ATS.
View the published vacancy on Indeed
When a vacancy is Active on Indeed, a View on Indeed link appears at the bottom of the vacancy’s Details tab.
Click View on Indeed to open the published vacancy.
Update a published vacancy
Changes are synchronised automatically.
For example, you can update:
vacancy title
vacancy description
workplace type
job type
salary
location
ATS automatically sends the updated vacancy to Indeed.
🖊️ Note: Updated information may take up to 1–2 hours to appear on Indeed after ATS sends the update.
Stop publishing a vacancy
You can stop publishing a vacancy to Indeed at any time.
A vacancy is removed from Indeed if you:
turn Sync with Indeed off
close the vacancy
change the vacancy to Draft
delete the vacancy
no longer meets the Indeed publishing requirements
disable the organisation’s Indeed integration
🖊️ Note: ATS automatically sends the removal request. Indeed may take up to 30–60 minutes to remove the vacancy from public listings.
What recruiters see
Applications submitted through Indeed Apply are automatically added to ATS.
Indeed applications appear alongside all other applications and are managed using the standard ATS recruitment workflow.
Indeed applications appear:
in the Applicants module
in the vacancy Applicants tab
in the vacancy Pipeline
in the applicant profile
Applications received through Indeed display a Source label.
For example:
Source: Indeed · Indeed Apply · Organic
🖊️ Note: The exact wording of the Source label may vary depending on the application source and attribution.
Screening questions and application information
The vacancy’s screening questions are also presented to applicants applying through Indeed Apply. Required screening questions must be answered before the application can be submitted.
Indeed also adds an optional LinkedIn profile URL question at the end.
When an Indeed application is received in ATS:
the applicant’s CV is included
an Indeed cover letter, where provided, is saved as a document
the LinkedIn profile URL, where provided, is added to the applicant’s LinkedIn field
screening question responses are available for review.
The application’s Source label identifies its Indeed source and attribution, such as Organic or Sponsored.
AMI scoring
Indeed applicants can be reviewed, compared, moved through the pipeline, and managed in the same way as applicants from other sources.
Recruiters can review:
applicant match percentage
ranking
answer quality score
screening question responses
Indeed applicant shown in the Interview tab.
🖊️ Note: Immediately after an application is received, the interview result may briefly show Pending while AMI completes the scoring process. This is expected behaviour.
Best practice
Make sure Sync with Indeed is selected only for vacancies you want to advertise on Indeed.
Use structured salary when you want salary information to be sent to Indeed as structured salary data.
Check that On-site and Hybrid vacancies have a location with a City, and fully Remote vacancies have a Country.
Review Workplace type before publishing.
Review older vacancies before enabling Sync with Indeed.
Allow time for Indeed to process updates before investigating delays.
Use Copy vacancy link to preview the applicant experience before publishing.
Remember
The organisation-level Indeed integration must be enabled before vacancies can sync.
Every vacancy must meet the Indeed publishing requirements.
Sync with Indeed is configured separately for each vacancy.
ATS automatically sends eligible vacancies with Sync with Indeed enabled to Indeed.
Publishing and expiry on Indeed can take time.
Applications received through Indeed appear in the normal ATS workflow.
AMI scoring works the same way for Indeed applications as it does for ATS applications.
FAQs
Click for answers to frequently asked questions
Click for answers to frequently asked questions
Q: Why isn’t my vacancy appearing on Indeed?
A: If your vacancy is not appearing on Indeed, check that it is Open, Approved, is an external vacancy, has Sync with Indeed enabled, and has a supported location.
For On-site and Hybrid vacancies, the location must include a City. For fully Remote vacancies, the location must include a Country.
If all requirements are met, check the vacancy’s Indeed status and allow up to 1–2 hours for Indeed to publish the vacancy.
Q: Why is Sync with Indeed unavailable for my vacancy?
A: If you can’t use Sync with Indeed, check that:
the Indeed integration has been enabled for your organisation
the vacancy is not marked as Internal — Internal vacancies cannot be published to Indeed and Sync with Indeed is cleared and disabled
the vacancy does not use a United States location, which is not currently supported by this integration
the location includes a City if the vacancy is On-site or Hybrid
the vacancy advert does not exceed Indeed’s supported size.
ATS displays an error if a missing City or oversized advert prevents the vacancy from being saved with Sync with Indeed selected.
Q: Can I stop publishing a single vacancy to Indeed?
A: Yes. To stop publishing a single vacancy to Indeed, clear Sync with Indeed in the vacancy details and save the vacancy. ATS automatically sends a request to remove the vacancy from Indeed.
Q: How long does Indeed take to publish a vacancy?
A: ATS sends the vacancy within a few seconds, and Indeed often processes it quickly. However, it can take up to 1–2 hours for a vacancy or update to appear on Indeed, and 30–60 minutes for a vacancy to be removed.
Q: Can I update a vacancy after it has been published to Indeed?
A: Yes. If you update an eligible vacancy after it has been published, ATS automatically sends the changes to Indeed. The updated information may take up to 1–2 hours to appear.
Q: What happens if I turn Sync with Indeed off?
A: Turning Sync with Indeed off removes that vacancy from Indeed while leaving the vacancy in ATS. Indeed may take up to 30–60 minutes to remove the listing.
Q: How can I tell that an application came from Indeed?
A: Applications received through Indeed display a Source label in ATS. Depending on the application, this can include the platform, application method, and source attribution, for example Indeed · Indeed Apply · Organic.
Q: Are Indeed applications processed differently from other ATS applications?
A: No. Once an application reaches ATS, recruiters manage it in the same way as other applications.
Q: What happens if the same person applies to the same vacancy through Indeed again?
A: If the same person applies through Indeed to the same vacancy again, the second Indeed application is rejected.
The person can still apply to another vacancy, or apply to the same vacancy through another source.