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Creating and editing workflows

Build a workflow's stages, checklists and automatic messages, and know what an edit does to live jobs.

Owners and admins can build and change workflows. If you don't see New workflow or Edit, ask your agency owner.

Start a workflow

On Workflows, pick one way in:

  • New workflow starts from scratch, with one stage for each of New, Screening, Interview, Offer and Hired, taken from your applicant statuses. Trim or add to it.
  • Duplicate & edit on one of your workflows, or Add & edit on a ready-made one, starts from a copy.
  • Edit on one of your workflows changes it in place.

A copy isn't made until you save, and leaving with unsaved changes asks first.

Details

Under Details, enter the Workflow name, a Description your team sees on the card, and the disciplines it Works for: open the list and tick each one that applies.

Build the candidate journey

Candidate journey lists When someone applies, then each stage in board order. Click a stage to open it.

  1. Status: pick one of your applicant statuses. The status decides the stage's name, colour and category. A status already used by another stage shows Already a stage. Choose New status… to add one without leaving.
  2. When they arrive: pick automatic messages sent the first time someone reaches this stage. See Automatic messages.
  3. Checklist: type in Add a step and press Enter. Click Optional to make a step Required.

Use the arrows to reorder stages. Add a stage puts a new one just before Hired.

Required documents come with ready-made workflows and show on the workflow's page. The editor keeps them as they are.

Save

Anything stopping a save is listed under Still to do in the bar at the bottom. Click an item to jump to it:

  • every stage needs a status, and each status can be one stage only
  • exactly one stage must be the Hired stage

Then click Save workflow, or Save changes when editing.

What an edit does to live jobs

A saved change reaches every job on the workflow straight away. The top of the editor says Used by so many jobs and active candidates.

When you remove a stage, it stays on screen, crossed out, until you save. It tells you how many active candidates will move to the first stage. Click Restore to keep it. If jobs use the workflow, saving opens a review of the Stages being removed and Jobs that change. Confirm with the Save and move button, which names how many candidates move, or Save changes if nobody does. Their history stays on their record, and nobody is rejected or closed.

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