Create and Manage Hiring Workflows

This article will provide an in-depth exploration of hiring workflows, including their purpose, benefits, and how to create, edit, and manage them within your system. Learn how to streamline your recruitment process, improve candidate experience, and make data-driven decisions with customizable hiring workflows.

In this article:
Purpose of Hiring Workflows
Workflow Stage Library
Managing your Workflow Stage Library
Create a Hiring Workflow
Manage a Hiring Workflow
Delete a Hiring Workflow
F.A.Q.
Additional Resources

Purpose of Hiring Workflows

A hiring workflow is more than just a series of stages - it's a strategic framework for managing your recruitment process. By creating a tailored hiring workflow, you can do the following:

Improve Candidate Experience	Ensure that candidates move through the process efficiently and effectively, reducing stress and anxiety.
Increase Efficiency	Automate routine tasks and assign specific responsibilities to team members, freeing up time for more critical tasks.
Enhance Data Accuracy	Track candidate progress and update workflows automatically to minimize errors and ensure compliance with regulatory requirements.
Boost Hiring Outcomes	Make informed decisions based on real-time data and analytics, identifying bottlenecks and areas for improvement.

When considering a hiring workflow for your company, ask yourself:

• What are the most critical stages of my recruitment process?
• How can I streamline tasks and reduce manual effort?
• What data do I need to track to make informed hiring decisions?
• How can I ensure compliance with regulations and industry standards?

By taking these considerations into account, you'll be able to create a tailored hiring workflow that meets your company's unique needs and goals.

Workflow Stage Library

The Workflow Stage Library enables clients to define and manage various hiring workflow stages for multiple hire processes. Workflows are categorized into Macro stages, which represent system categories. Pre-defined categories ensure consistency and efficiency across all hire processes:

• New Applicants
• Screening
• Interviewing
• Offer
• Hired
• Dispositioned - Declined by Employer
• Dispositioned - Withdraw per Candidate

Within each Macro stage, add Micro stages to indicate specific hiring process details. See an example below.

Macro & Micro Stage Examples

Macro Stage	Sample Micro Stages
New Applicants	New Applicant Application Complete
Screening	Phone Screen Scheduled Passed Screening
Interviewing	Schedule Interview Interview Scheduled Interview Complete Background Check Initiated

Managing your Workflow Stage Library

Step-by-Step Instructions

• Navigate to Tools > Setup > Hiring Workflows.
  
• Click Workflow Stage Library.
  
   
• In the Workflow Stage Library, you can edit Stage Names and Stage Descriptions within each Macro Stage. You also have the Option to Add Stage.
  
• Use the red x to remove a Micro Stage or reorder by clicking the 3 bars and dragging it to a new position.  If there are candidates in a Micro Stage, you will not be able to delete the stage.
  
• Once you've made your updates, click Save & Close. You must have at least one Micro Stage per macro category to save a workflow. 
  

Note: We recommend you set up all of your stages in the Workflow Stage Library function if you're creating multiple Hiring Workflows.

Create a Hiring Workflow

Step-by-Step Instructions

• Navigate to Tools > Setup > Hiring Workflows.
  
• Click + Add New Workflow.
  
   
• Give your Hiring Workflow a unique name. You can now click Add Stage under each Macro category. The Micro Stages built in your Workflow Stage Library will auto-populate based on the category. Add the appropriate Micro Stages to customize your Hiring Workflow. 
  
• Determine if you want hiring managers to be able to move candidates into specific hiring micro-stages for requisitions that use this workflow. 
  
• Determine if you want to show candidates in macro stages to hiring managers via the category toggle.
  
• Repeat this process for all of your macro categories. You must have Micro Stages for the following categories:
  
  - New Applicants
  - Hired
  - Dispositioned - Declined by Employer
  - Dispositioned - Withdraw per Candidate
   
• Once you've made your updates, click Save & Close. If you do not have Micro Stages in the required Macro Stages, you will get an error and be unable to save.
  

Manage a Hiring Workflow

Step-by-Step Instructions

• Navigate to Tools > Setup > Hiring Workflows.
  
• Click Workflow Setup for the workflow you want to delete.
  
   
• Click and drag using the 3 bars to reorder your workflow stages.
  
• Use the Actions dropdown to add an automated workflow notification or delete a workflow stage. 
  
• Determine if you want hiring managers to be able to move candidates into specific hiring micro-stages for requisitions that use this workflow. 
  
• Determine if you want to show candidates in macro stages to hiring managers via the category toggle.
  
• Once you've made your updates, click Save & Close. If you do not have Micro Stages in the required Macro Stages, you will get an error and be unable to save.
  

Delete a Hiring Workflow

Step-by-Step Instructions

• Navigate to Tools > Setup > Hiring Workflows.
  
• Click Workflow Setup for the workflow you want to delete.
   
• Scroll down to the bottom of your Hiring Workflow and click Delete.
  

• You will receive one of three confirmation screens based on a few details:

  Hiring Workflow not assigned to Role You will be prompted to confirm deletion if the Hiring Workflow is not assigned to a Role.
  Hiring Workflow assigned to Role If a Hiring Workflow is assigned to a Role, you will get a notification. If you delete the workflow, the Role will automatically be reassigned to their parent role's Hiring Workflow. Click Delete to confirm.
  Hiring Workflow assigned to Company Role The hiring workflow associated with the company role cannot be deleted.

FAQs

What’s the difference between macro and micro stages?

Macro stages are broad system-built categories such as New Applicants, Screening, Interviewing, Offer, Hired, and Dispositioned. Micro stages are the specific steps within each macro stage that detail actions or status changes during the hiring process. Macro stages cannot be added or edited, but micro stages can be added and managed.

 

Can I edit or delete a hiring workflow after it’s created?

Yes. You can edit or delete workflows, but workflows assigned to the Company Role cannot be deleted. If a workflow is assigned to specific roles, deleting it will automatically reassign the role to its parent role’s workflow.

 

Can I create automations within my Hiring Workflow?

Yes. To learn more about automations available for Hiring Workflows, check out Hiring Workflow Automation Settings.

 

Do I need to create all stages in the Workflow Stage Library first?

No. While we recommend building all micro stages into your Workflow Stage Library, you can create them directly when building a Hiring Workflow. Any micro stage created directly in a Hiring Workflow will automatically be added to your Workflow Stage Library.

 

Additional Resources

Hiring Workflow Automation Settings
Role Management - Add Roles