A workflow is a sequence of steps that guide the hiring process and coordinate timelines and tasks for the hiring team and the candidates.

• Workflows are initially defined when creating a position by reusing or customizing a saved workflow, or creating a new one.

• Workflows are customizable by position or candidate, before or after a hiring process has started.

You have the option to minimize the view for a more compact interface, enabling step-by-step navigation. However, to fully leverage all the candidate workflow features, you should expand the workflow view.

Workflow steps

All steps are assigned to one or more members of the hiring team and can be easily added, grouped, rearranged, reassigned, or deleted. There are three different kinds of workflow steps:

• Go/No-go

• Interview

• Administrative

• Offer

Go/No-go step

The Go/No-go step represents a Yes/No decision, where you can choose to either advance candidates to the next stage/person in the workflow or halt their progress.

• If you opt to halt the process as an Interviewer or Coordinator, the workflow will be automatically updated with a new step. The Hiring Manager will then be automatically notified and granted the option to override the No-go decision and proceed with the candidate.

• If you’re a Recruiter or the Hiring manager, your no-go decision will trigger a pop-up window, prompting you to send a notification email to the candidate who has been rejected.

Interview step

The Interview step is used to schedule and conduct in-app, phone, or video interviews.

• After scheduling the interview, both the candidate and the interviewer will receive an email notification including a calendar invitation.

• The interviewer will also receive the candidate’s resume attached to the email message to review before conducting the scheduled interview.

Administrative step

The Administrative step is used internally to ensure that something is completed. For example, if your company needs to complete a background check on a candidate, that can be created as an Administrative step, and you simply mark the step as completed when done.

Offer

The Offer step is used to generate offer letters, route them for internal approval, and send them to candidates for e-signature.

• Offer letters can be created using a saved template or a one-time custom template uploaded for a specific candidate.
• After the offer letter is generated, it can be sent through an approval process before being shared with the candidate.
• Once approved, the offer letter can be sent to the candidate for e-signature and downloaded as a signed PDF after completion.

Edit the candidate workflow

Depending on your role, you can edit workflows by position and candidate. Recruiters, Hiring managers, and Coordinators of a hiring team can reassign steps to other teammates and/or add participants. To customize a candidate's workflow:

1. Visit the profile of the candidate that will be modified.

2. Click the 🖋️Customize button above the candidate workflow and confirm when prompted.

Add and group steps

To Add a step or Group steps as parallel to a customized workflow, hover your mouse between two steps to reveal a plus sign and a pause icon.

• Add a step: Click the plus sign and a new step will be added. Choose a step name and step type, and assign it to a teammate.

  

• Group steps as parallel: Click the pause icon. To separate any steps, hover your mouse between the steps you want to separate and click the arrow to Ungroup parallel steps.

  

Modify participants

You can always change participants by clicking Add participant and replacing, adding, or removing participants from steps.

Have more questions? Contact us at recruit.support@sparkhire.com