Recruitment Workflows dictate exactly where and what you can do to progress candidates and applicants towards filling your position; from pre-screening and resourcing points, reviews or assessments to interviews, offers and inductions, you now have complete control of your Recruitment & Application Workflows.
But why be limited to just one workflow? You can now have multiple variable workflows allowing you to progress and work different vacancies through bespoke processes – all of which are fully customisable, flexible and reportable.
Managing Recruitment Workflows – Prerequisites
In order to start building, configuring and managing your own recruitment workflows, you may need to get your User Permissions updated to include the following permission:
We recommend having the permission to View, Edit and Insert active if you will be involved in maintaining your workflows going forward. It is best practise to leave the delete permission inactive, to avoid accidentally deleting a workflow that is required.
It is also worth ensuring that you have permission to manage Drop Down Lists and Email Templates, as part of the workflow will be configuring your own email templates and notifications, as well as creating new Action Types & Stage Names.
If you do not have access to user permissions, you can get an admin user to update this for you.
Once you have the relevant permission, you will be able to access the workflows within Admin – Recruitment Workflows.
Within Recruitment Workflows, you will see a breakdown of your existing recruitment workflow(s). This will include:
- Workflow Name – This is the name of the workflow and will be used to identify the correct workflow when assigning to templates and vacancies.
- Workflow Description – Each workflow will allow you to add a description, which should be used to identify exactly what / how this workflow should be used.
- Active – This indicates whether this workflow is available to be selected against vacancies and templates going forward. Historic or archived workflows will be set to ‘No’.
- Application Stages – This section will show each stage of the process.
- Number of Stages – This will show the total number of stages involved with this workflow.
- Number of Vacancies – This shows how many vacancies are currently assigned to this workflow.
From here, you can either create a New workflow or Edit an existing recruitment workflow by clicking into the Workflow Name.
Creating New Workflows
When creating a new workflow, the first step is to set the Workflow Name and then add a description. Both of these fields can be edited after the workflow has been created but it is really useful to populate first, as it will help guide towards building the correct workflow.
Checking the Active tickbox will make the workflow available for selection – it is worth leaving this unticked until the workflow has been fully configured.
Automated Notification Settings
This section will allow you to set up the master settings for any automatic emails that you wish to trigger throughout your workflow. This means you can ensure that emails are only sent out during business hours, as well as avoiding weekends etc.
- Start Sending Automation Emails – This will allow you to set what time of day the emails will begin to be sent.
- Stop Sending Automation Emails – This will allow you to set what time of day the emails will stop being sent.
Note – When configuring your start / stop times, you also need to consider how that will be affected by the delay set within each specific notification. If the delay causes the email to be sent outside of the start / stop times, the email will be delayed further – until the next available start time.
For example, if emails are set to be stopped from 18:00pm but there is a scheduled email to go for 19:00pm, the email will be delayed further until the following day, depending on what the start time is – i.e. 09:00am.
This is to stop emails from inadvertently being sent outside of business hours.
- Send on Day of Week – This series of check boxes will allow you to dictate which days of the week will be part of automated emails. For example, if you do not want emails to be sent at the weekend, you can leave Saturday and Sunday International working weeks can differ so this gives you the control and flexibility to pick exactly when emails should be sent.
The Workflow Stages are each point of the process that the successful applicant will progress through before eventually being placed. Depending on the complexity of your workflow, you may only require one or two stages for interviewing, whilst more complicated workflow stages will include interview debriefs, preparing offers and maybe even induction processes.
For every workflow, there will be a Pre-Application Stage added automatically. This is to account for the long list of the vacancy and will allow you to save searches and potential applicants against your role.
Each stage of the workflow (including the Pre-Application Stage) will be broken down as follows:
The stage details dictate which applicants show within this part of the process. This might be a selection of application statuses (all active statuses for example) or an action / event (an interview or assessment stage). This can even include placement stages (offers, candidate started etc) which allows you to create fully flexible application, action and placement workflows.
The notifications section allows you to control exactly which email templates are available at this point of the process and will allow you to automate emails sent to candidates as part of your workflow. This means that you change a status to reject candidates and automatically trigger the appropriate email two days later or schedule an interview with the confirmation sent immediately.
Core System Transitions
These transitions allow you to control what your core system users are able to do within the workflow, meaning you can ensure that each stage of the process is complete before proceeding to the next. This can be really effective for ensuring that your team is fully compliant as part of your recruitment workflow or you can use these settings to give your recruiters a free reign within the workflow, fluently moving between recruitment stages.
When clicking Edit Transitions, you will then be able to determine which stages you can transition to from this stage, as well as specifically which statues you can transition from:
- Allow Transitions to the Following Stages / Stage Transitions – these fields control which stages you can move an applicant to from this stage. For example, from First Interview, you may want to move candidates to a Second Interview or an Offer
- Allow Transition from the following Statuses – This setting allows you to dictate which statuses / substages of this workflow stage you are able to transition from. For example, you may not want your team to able to move applicants when the first interview is incomplete, so you would only allow transitions from Proceed to Next Stage or Proceed to Offer etc.
Note – The default setting for all core system transitions is ALL. This means that the core system will be able to move applicants at any stage to any other workflow stage, giving total freedom. Adding specific transitions will restrict the process, but ensure that everything has been completed correctly.
Hiring Manager Settings
This section will only apply if you have a hiring manager portal and allows you to control exactly what your hiring managers can do at each stage.
For full details on configuring your hiring manager portal settings, please see the hiring manager settings guide.
Creating Workflow Stages
The first task is to create each required stage of your recruitment workflow. Starting from Pre-Application Stage, you can create the next step by clicking Add at the bottom of the form:
By clicking Add, you can then set the Stage Name and the Stage Type:
- Stage Names – These are the reportable stages of the workflow. By grouping each part of the process within different stages, you will be easily able to report on all applicants who reached each point of the process, regardless of whether it was an interview, an assessment or even a screening stage. To create new stage names, you can do this within Admin – Drop Down Lists (depending on your permissions).
- Stage Type – Each stage type is driven by whether it is an application stage (which uses different statuses), an action stage (with event dates, outcomes and feedback) or a placement stage (with offer / start dates).
Note – You can always change the order of your stages, but each Stage Name will only be able to be used once in each workflow. This helps to ensure that you can accurately track how far through the process each applicant progressed, regardless of which workflow.
Application Stage Types
When creating Application Stage types, you can select the required application statuses to appear at this stage. As you can have multiple application stages, you may wish to separate all of the active or terminated stage types or alternatively, break down the application stage by to review / to reject / to proceed etc.
Once you have selected your required stages, click save to confirm. All applications with those statuses will now appear within that stage of the workflow.
Action Stage Types
When creating Action Stage types, you will get some additional options:
- Action Type – This will be the main action that will take place at this stage of the process. This list will be the available action types for this workflow – as you cannot re-use action types in multiple stages, any action previously used within this workflow will be excluded.
As part of Action Stage types, you will also be able to configure the use of slots:
- Slot Selection Deadline –This time control dictates how long before each slot they remain available. For example, if this field is set to 24 hours, the slots will be available to candidates at this stage of the workflow to select in the portal.
- Allow Candidates to Change Slots – If this option is selected, candidates will be able to change their slot, after they have made their first choice. This will give candidates greater flexibility when managing their input.
- Auto Delete Deadline – When all candidates have selected their slot, this field will dictate when the blank / unassigned slots are auto deleted from the system. This should be set to happen just after the candidates are no longer able to select the slot (slot picking cut off).
Placement Stage Types
When creating a Placement Stage type, you need to select the placement statuses that occur at this part of this process. This means that you can create specific onboarding preparation stages, offers stages and even induction / post start date stages of the process.
Once you have created each of the Workflow Stages, it is time to start configuring the notifications which will be sent out automatically at each stage. If you do not wish for emails to be sent automatically to candidates, you can set up templates to be available for each point of the process but these will be required to be sent manually.
Note – All emails as part of notifications will be based on email templates. If you need help setting up email templates, please see our guide on Successful Mail Merging.
To begin configuring emails and templates, click into the Notifications section to preview the notifications that are currently in place; click New to begin adding a new notification.
Depending on what type of stage you are creating the notifications for (applications, actions or placements) your options will differ slightly.
Creating Application Notifications
When creating notifications from Application Stage Types, the first setting is which status within the stage type is the trigger for the email. For example, if your application stage type includes multiple application statuses (need to contact, to review etc), you need to select which status will be the trigger for this notification.
After determining the Stage Status, you can then determine which set of candidates the notification is for; these options include Standard, Vendor and Internal Candidates. This setting allows you to send different notifications based on who the candidate is and how they were submitted.
For example, you may wish internal candidates to receive specific content at this stage, whilst candidates submitted from vendors can receive content tailored towards the agency, rather than the individual candidate.
If you are happy for all candidate types to receive the same content, select all options available from the Who to Contact field.
Within the email settings, you need to choose the Default Email to Send – this will be the primary template for this stage and will be the one sent automatically if the workflow automation is configured. The option for Other Email Templates is for stages that will not have automated emails being sent and therefore gives the consultant triggering the email more options at this point of the process.
Note – If you are unable to find a suitable template, you can create a new one or update the content of templates by going to Admin – Email Templates – Email Merge.
Default Sending Options
This section allows you to set up the automation of the email, determining how quickly the notification is sent and the sending email address:
- Send Email Automatically – These options include Do Not Send (the default option for all stages), When Candidate Reaches this Stage or When Vacancy is Closed.
If you select to send When Candidate Reaches this Stage or When Vacancy is Closed, you will then have additional options to configure:
- Delay Notifications – This setting will allow you to delay the correspondence being sent. For example, if this is a rejection email, you may not want this to go immediately, whilst interview confirmations can be triggered to be sent with no delay.
- Auto Send Start Date - This field allows you to determine when automated notifications will apply when applications have been set to your selected status. Any applications set to this status prior to the date entered here will not receive an automatic email. This helps to avoid duplication of emails and allow you to transition from manually emailing your candidates to allowing the system to complete that process for you.
Note – Automatic Notifications are only sent during business hours, meaning that if you do change a status and trigger an email outside of office hours, the email will not go until 08:30am the following working day. This also means that if a delay period falls outside of office hours, a further delay will take place until the next working day.
The final setting is where the email should be sent from / how the sender email address appears to the recipient. The options available for this include:
- Specified Below – Selecting this option will allow you to type an email address and some display text for this specific notification. This can be particularly useful for rejection emails where you don’t want the candidate to respond to individuals.
- Hiring Manager on Vacancy – This will use the primary hiring manager email address that is assigned to the vacancy. You can check this on a vacancy basis by clicking into the details of the requisition and looking at the contact / first hiring manager assigned to the role.
- Our Company Email – This will use the standard company email address that is stored within Eploy. If you would like to check what this is or update the email address please contact [email protected]
- Standard User on Vacancy – This will use the email address of the primary user assigned to the role. This can be really useful for interview confirmations or encouraging candidates to get in touch, as it will be sent from the email address within the first user’s profile.
- User That Moved Candidate To This Stage – This setting will look at the user who has progressed the candidate to this stage of the workflow. In this example, it would use the email address of the user who has changed the candidate status to Reviewed – Need to Contact, regardless of whether they are assigned to the vacancy / candidate / application.
After completing the form, click Save to confirm the changes and set up the notification.
Note – As soon as the workflow is active and assigned to vacancies, the notifications will begin to be sent (if set up to be automated). With this in mind, it is recommended that the workflow is left inactive until fully configured – just to ensure that no emails are sent before being completely configured.
Once the notification has been set up, you can then repeat this process for any other status or candidate type within this Application Stage type.
Note – You can only configure one notification for this status and specific candidate type. For example, if you set up a notification to go to standard candidates at Reviewed – Need to Contact, you will not be able to set up a second email to be sent to standard candidates at Reviewed – Need to Contact (i.e. the same stage/status).
Notifications at Action Stages
Configuring Notifications for Action stage types include all of the same options as configuring notifications for Application stages – the only difference is that rather than assigning emails to application statuses, you now can set up emails based on whether the action is still being arranged, is incomplete or has been completed with different action types.
This means you can use notifications to invite candidates to choose their own interview slot, send interview confirmations or progression / rejection emails:
- Incomplete – Action Not Created – This notification is for when candidates are moved to an action stage, but the specific action has not yet been created. This can be used to invite candidates to select their own slot or if you haven’t had chance to book the interview yet.
- Incomplete – Arranging – This notification will be sent when the action has been created, but has been marked as arranging – i.e. confirmation from the candidate is still required.
- Incomplete - Confirmed – This notification will be sent when the action has been created and marked as confirmed by the candidate or the core system user.
- Incomplete - Declined – This notification will be sent if the candidate is asked to confirm the interview and elects to decline the proposed slot or time.
- Complete – No Outcome – This notification can be triggered if the action is completed without a specific outcome – i.e. only the completion date is populated but the outcome drop down list is not.
- Complete – Proceed to Offer / On Hold / Reject / Candidate Withdrawn – these are all example outcomes that are available when proceeding / rejecting candidates within an action stage. Each of these outcomes can be used to trigger a notification.
All of the following settings are the same whether the stage type is actions, application or placements.
If configuring a notification to go to candidates at the placement stage, each notification can be triggered by a different placement status. All other settings remain the same as the action and application stage types.
Note – As all notifications can be triggered by a change in application, action or placement statuses, you can create new statuses / outcomes if you require additional notifications to be automatically sent. You can do this by going to Admin – Drop Down Lists.
In Summary – Creating Recruitment Workflows
When it comes to creating new Recruitment Workflows, following these steps will help to ensure that you have all of the stages set up, notifications ready to be sent and hiring manager transitions configured correctly:
- Create New Workflow
- Ensure it is Inactive until fully configured
- Add in each Stage of the process – if you need additional stage names, you can create new ones within Admin – Drop Down Lists.
- What emails need to be sent within each stage and status? If the email doesn’t exist, or you need to confirm the content, you can do so within Admin – Email Templates – Email Merge.
- Set Hiring Manager Permissions – what does your hiring team in the Hiring Manager portal need to be able to see / do / transition to? If you don’t have a hiring manager portal, you can skip this step.
- Once configured fully, make the workflow active and you can begin to assign to vacancies within the Vacancy Details. This also applies to templates, meaning you can pre-determine the Recruitment workflow on all of your templates.