Recruitment – pay transparency

The Recruitment – pay transparency page under Salary Mapping supports the employer’s pre-employment duties under the EU Pay Transparency Directive 2023/970, Article 5: applicants must learn the initial pay or its range before the interview, the employer may not ask about current or previous pay, and job ads and titles must be gender-neutral. The page appears when the feature is enabled for your organisation and you hold the Recruitment – pay transparency permission (under Salary Mapping in the role editor). Read access shows vacancies and records; write access is needed to create, change, open and close vacancies and to record that the range was given. This is guidance, not legal advice — how the directive is transposed into national law may change the details.

A vacancy with its pay range. A vacancy has a title, a job category and/or equal-work group, a legal entity, location, employment type and working time. The initial pay or pay range (min and max) is required; use the same value for min and max for a single amount. The currency always comes from the legal entity (otherwise the organisation’s default currency) and cannot be chosen freely. A very wide range (max more than 1.5 times min) shows a warning.

Suggest a range. Suggest from the job category first takes the range from the salary range register when the register is enabled and a range applies to the vacancy’s job category or equal-work group, legal entity and currency (the same rule as for employees: the most specific range wins). If none applies, it works out the middle half of current pay (converted to full time) in the chosen job category or equal-work group, rounded to 500. A suggestion is only given when the group has at least as many people as the organisation’s minimum group size (at least 3), and only to someone allowed to see pay for the whole organisation. No individual pay is shown.

Text for the ad. The page writes a pay-transparency text in Swedish, English, Danish, Norwegian, Finnish or Polish stating the range, any collective agreement and the selected published pay policy (with a public https link if you give one), plus the sentence “We do not ask about your current or previous pay.” The text, the candidate information and an offer section with the range can be copied with one click.

Gender-neutral title. The title and description are checked against the same word lists as the job-evaluation criteria (for example physical strength, constant availability, gender-coded traits) and a short list of gendered titles (for example foreman, salesman). A hit is a warning to review the wording, never a block. Polish grammatical gender forms are not detected.

No pay-history questions. The vacancy has a checklist: the application and the ad do not ask about pay, interviewers and recruiters know not to ask, and any recruitment agency has had the same instruction. The vacancy cannot be opened until the checklist is confirmed.

Record that the range was given. For each candidate you can record the date, how the range was given (in the ad, email, letter, phone, meeting, recruitment portal or other), the interview date if known and an optional reference (for example “Candidate 3”). Never enter a name, email address or ID number — these are refused. The record shows whether the range was given before the interview; a record after the interview is kept but flagged. Each record keeps the range that applied at the time.

Audit trail and retention. Every change (created, range changed, status, record, deletion) is written to the organisation’s audit log and the vacancy’s own history. Only drafts can be deleted. A closed vacancy and its records are deleted automatically once the retention period (6–120 months, default 24) has passed, counted from the closing date; the deletion is logged. The data is included in the organisation’s data export.