Step templates help keep your recruiting process structured by standardizing steps across workflows. They ensure consistency in how candidates move through each stage and make reporting more reliable.

Require the use of step templates

Decide whether using step templates is required:

1. From the left-side menu, go to Settings > Hiring setup > Step templates.

2. Under Using step templates, select one of the options:

   1. Required: Require teammates to select from the list of step templates when creating steps in a workflow. (Recommended!)

   2. Not required: Teammates with editing permission will be able to create new steps that are not included in the templates.

   

Add new step templates

To create a new step template:

1. From the left-side menu, go to Settings > Hiring setup > Step templates.

2. By default, Recruit provides seven recruiting stages:

   • Sourcing: Identifying and engaging candidates.

   • Application screening: Filtering applicants.

   • Screening interviews: Initial interviews.

   • Assessment: Tests, simulations, and interviews to evaluate candidate skills.

   • Advanced interviews: Interviews with peers and managers.

   • Reference: Reference checks.

   • Offer: For preparing, approving, and extending offers.

   Scroll down to the relevant recruiting stage and click ➕ Add step.

   

3. Update the basic details:

   1. Optionally, change the Recruiting stage. By default, you'll see the Recruiting stage from the section you selected in step 1. If you want to change it, you can choose another one from the dropdown.

   2. Create a name for your new step. Give Step templates clear names that can be understood across the company. For example, instead of naming a step "John's Interview" try "1st Peer Interview". Please note that step template names must be unique. 

   3. Choose whether you want this step to be required to hire or not.

4. Edit the default details:

   1. Choose the step type for this template from the drop-down menu.

   2. Select a default participant by role.

   3. If you selected Interview as the step type, you can also add a default scorecard and meeting time and method (in person, phone, video)

5. Click Save.

   

Edit existing step templates

To edit an existing step template:

1. Click on an existing step template or click the three-dots menu and select Edit.

2. Edit your step and click Save.

   

Archive step templates

Archive a step template when you no longer want teammates to use it in new workflows.

• Step templates set as Required cannot be archived.

• Archiving templates doesn't affect candidate or position workflows already using the step template.

• Archived templates can be reactivated for later use.

To archive an existing step template, click the three-dots menu next to the relevant step and select Archive.

Duplicate step templates

When you duplicate a step template, note that:

• You can keep the same settings or edit the fields you want to change.
• You must enter a new name because step template names must be unique.
• The duplicated template is not automatically added to the same positions as the original template.

View where step templates are used

Select the positions link to open the positions panel. This panel shows each position that uses the step template.

Use this panel to:

• Review where the step template is currently used
• See each position’s lead recruiter, location, department, and status
• Filter positions by status, including Open, On-hold, and Closed
• Open a position to review or update its workflow

Step templates and reports

Candidates who successfully pass at least one Go/No-go step will be classified as "qualified candidates" in Source quality reports, regardless of the stage in which the step was completed.