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Stage checklists and documents

Each stage can have a checklist of steps, such as collecting an I-9 or checking a license. Tick steps as you do them and see what's still open before you move someone on.

A checklist is a list of steps for one stage of a workflow, such as "Reference check done" or "License verified". Every candidate on a job gets the checklists from that job's workflow, and your team ticks the steps off as they do them.

Checklists are set up in the workflow, one list per stage. Some steps are marked required. See Creating and editing workflows.

Where you see checklists

In the candidate record, Checklists sits on the left side under Contact and Tags, so it stays in view whichever tab you have open.

  • There is one card per stage that has steps, with a progress bar and a count such as 2/4.
  • The current stage comes first, outlined in blue and labelled Current stage. The one after it is labelled Next stage.
  • Other stages are folded away. Click Show all … stages to see them. If any of them still have required steps open, the link says how many.
  • An orange dot next to a step means it is required.
  • The top of the section shows the total, for example 5 of 12 done.

Stages they have already passed keep what was ticked, so you can look back at what was done.

Ticking a step

  1. Open the candidate's record.
  2. Under Checklists, click the step. It shows a green tick and is crossed out.
  3. Click it again to untick it.

Every tick and untick shows on the Activity tab, for example "Completed Reference check done".

Checklist progress belongs to this application. If the same person applies to another job, they start that job's checklists fresh.

Note: Owners, admins and recruiters can tick steps by default. If you see "Your role can see checklist progress but not change it", ask your agency owner.

Steps are only ticked by people

Nothing ticks a step automatically. Uploading a file or moving a stage doesn't check anything off. When a step involves a document, add the file on the Files tab and then tick the step yourself.

What happens if steps are left open

Open steps, even required ones, don't stop you moving someone to another stage. They show you what's still to do:

  • The Overview tab's Ready for section lists the current stage's required steps that are still open, for example "2 required left: I-9 collected and TB test".
  • The hire review lists every required step that is still open across all stages. You can tick them there, or hire anyway. See Hiring a candidate.

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