Need to make changes to your workflow? There are some key things to consider before editing in live, so read this helpful guide and ensure that you make your changes safely and efficiently to avoid any problems.

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Have a plan

Before you start making some changes to your workflow, or creating a new one, it helps to understand what you are trying to achieve with the new process. If you think about the objective of the workflow - i.e a department needs its own process or you have a new brand with different email templates etc - then you can use the steps below to decide how best to implement and meet your objectives.

Things to consider at this stage:

  • How many stages will your workflow have and how different is this from your current workflow?
  • What type of stage will each be - Application, Interview or Placement stages are available throughout the journey, so consider in which order they need to appear.
  • Within each stage, which Statuses do you want to use - statues allow you to define applications within each stage, giving greater report-ability and accountability.
  • What do you want your Hiring Managers to be able to do at each stage:
    • Should they see the stage?
    • Should they be able to see all statuses or specific ones?
    • For those statuses that they can see, what should they be able to do with Applications at each status? e.g. Reject, provide feedback or transition to another stage
  • What notifications do you want to send to Candidates and when?  Should these be sent manually or automatically?

Once you have a plan, you can then decide if you just want to duplicate your existing workflow or start from scratch - duplicating can take away a lot of the basic admin and allow you to make tweaks, whilst starting from scratch is a blank canvas.

Application Stage Names

Each stage of the process has an application stage name, which indicates what is taking place during that part of the process - these will include To Review, First interview and Offers & Placements. 

You can see the full list of available stage names within Admin > Drop Down Lists > Application Stage Names. From here, you can make any changes or create a new option on the grey toolbar. Once saved, the stage names will be available for you to pick when adding stages to the Recruitment Workflow.

Application Statuses

These statuses will be used throughout the recruitment workflow, for any stage that is flagged as an Application stage - this will likely include To Review & Hiring Manager Shortlist. 

To manage your Application Statuses, go to Admin > Drop Down Lists > Application Statuses. From here, you can add new ones for anything that isn't already covered or make any edits to existing, by simply clicking into the option.

Action Types

Actions are the events that take place during your process and allow you to record key information such as dates, times and locations, which make them ideal for arranging interviews or assessment centres.

You can review the actions that already exist within Admin > Drop Down Lists > Action Types, where you can add or edit as required.

Action Outcomes

Action Outcomes allow you to define the next step in the workflow, following the action - i.e. what comes after an interview? The action outcomes would likely include any rejections, withdrawal or proceeding to the next stage in the process.

When creating or editing action outcomes, you can associate them to the correct action, making them available throughout your workflow. This means you can use, for example, the same rejection outcome across all your different Interview Actions.

To find these, click into Admin > Drop Down Lists > Action Outcomes.

Email and SMS Templates

Once you have considered all of the stages, actions and statuses that you need, the next step is to look at the comms that need to go with each one. This can be managed within Email & SMS templates, where you can create or edit any existing templates, which are then added to the recruitment workflows.

Please see these articles for more information on creating email and SMS templates.

Hiring Manager Settings

If you're using our Hiring Manager Portal, you'll also need to consider what you'd like your Hiring Managers to be able to do at each stage of the workflow, including what they can see, if they can provide feedback and if they can arrange their own interviews.

When it comes to configuring your Recruitment Workflow, you will have granular control over what the Hiring Manager can do and see at each individual status, including when they can progress to the next stage in the process and when they are able to communicate with the applicants, so having a clear idea of how hands on you want them to be, will certainly help as you build the workflow.

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